Business Requirements Document (BRD)

Table of Contents

1. Introduction
2. Business Objectives
3. Project Scope
4. Stakeholder Analysis
5. Requirements
   • Functional Requirements
   • Non-Functional Requirements
6. Assumptions
7. Constraints
8. Risks
9. Glossary
10. Appendices
11. Approval

Introduction

The purpose of this document is to outline the business requirements for the payroll project aimed at reducing manual work. Our UK payroll currently involves manually pulling information from various sources, inputting it into a spreadsheet, and then sending it to our payroll provider for review. This project will leverage the integration between our HR system HiBob and the payroll software Pento to streamline and automate payroll processes.

Business Objectives

• Continue to integrate our HRIS system into more areas of the business to reduce errors and administrative tasks.
• Ensure that our HRIS is a single point of truth for all employee data for the UK.

Project Scope

• In-Scope:

  • Integration of HiBob with Pento for automated payroll processing.
  • Automation of data transfer for starters, leavers, salary changes, unpaid leave, maternity/paternity leave from HiBob to Pento.
  • Manual addition of additional payments such as gym and mobile phone duty.

• Out-of-Scope:

  • Payroll processes for non-UK employees.
  • Changes to existing HiBob functionalities unrelated to payroll.

Stakeholder Analysis

• Internal Stakeholders:

  • Payroll Team
  • HR Department
  • IT Department

• External Stakeholders:

  • HiBob (HRIS provider)
  • Pento (Payroll software provider)

Requirements

Functional Requirements

1. Requirement ID: FR-001

   • Description: Integrate HiBob with Pento to automate the transfer of employee data for payroll processing.
   • Priority: High
   • Source: Payroll Team

2. Requirement ID: FR-002

   • Description: Ensure that data for starters, leavers, salary changes, unpaid leave, maternity/paternity leave are automatically transferred from HiBob to Pento.
   • Priority: High
   • Source: HR Department

3. Requirement ID: FR-003

• Description: Provide a user interface for manually adding additional payments such as gym and mobile phone duty.
• Priority: Medium
• Source: Payroll Team

Non-Functional Requirements

1. Requirement ID: NFR-001

   • Description: Ensure the integration between HiBob and Pento is secure and complies with data protection regulations.
   • Priority: High
   • Source: IT Department

2. Requirement ID: NFR-002

   • Description: The system should be available 99.9% of the time to ensure uninterrupted payroll processing.
   • Priority: High
   • Source: IT Department

3. Requirement ID: NFR-003

• Description: The integration should be scalable to handle an increasing number of employee records without performance degradation.
• Priority: Medium
• Source: IT Department

Assumptions

• HiBob and Pento will provide necessary APIs for integration.
• The payroll team will be trained to use the new system.
• There will be adequate support from the IT department for the integration process.

Constraints

• Budget limitations may restrict the extent of customization in the integration.
• The project timeline must align with the payroll cycle to avoid disruptions.

Risks

• Risk: Integration issues between HiBob and Pento could delay payroll processing.

  • Mitigation: Thorough testing and a fallback plan involving manual processes.

• Risk: Data security breaches during data transfer.

  • Mitigation: Implement robust data encryption and access controls.

Glossary

• HRIS: Human Resource Information System
• HiBob: An HRIS platform used for managing employee data
• Pento: A payroll software integrated with HiBob

Appendices

• [Appendix A: Detailed Project Timeline]
• [Appendix B: Training Plan for Payroll Team]

Approval

• Prepared by: Payroll
• Email: wayne.sheridan@gmail.com
• Date: 01/20/2025
• Approved by: [Approver's Name]
• Date: [Approval Date]