Functional Specification Document (FSD)
Table of Contents
- Introduction
- Purpose
- Scope
- Definitions, Acronyms, and Abbreviations
- References
- Overview
- Functional Requirements
- Data Requirements
- User Interface Requirements
- Non-Functional Requirements
- Assumptions
- Constraints
- Acceptance Criteria
- Appendix
- Approval
Introduction
This document details the functional specifications for the Payroll project aimed at reducing manual work and integrating the HiBob HR system with the Pento payroll platform.
Purpose
Our UK payroll is currently operated in a very manual way with information having to be pulled from different areas, manually input into a spreadsheet which is then sent to our payroll provider for review. The majority of the data is pulled from our HR system HiBob specifically around: starters, leavers, salary changes, unpaid leave, maternity/paternity etc. HiBob has recently bought a payroll software company called Pento who are a UK payroll provider and integrated into the platform to allow HiBob to feed the employee information directly into the payroll platform with only additional payments having to be added (Gym, mobile phone duty etc.)
Scope
This document covers the functional requirements for integrating HiBob with Pento to automate the payroll process for the UK.
Definitions, Acronyms, and Abbreviations
- HRIS: Human Resource Information System
- HiBob: HR system used for managing employee data
- Pento: Payroll software integrated with HiBob
- UK: United Kingdom
References
- HiBob documentation
- Pento API documentation
- Current payroll process guidelines
Overview
The project aims to reduce manual work by integrating HiBob with Pento, making HiBob the single point of truth for all employee data and automating the payroll process.
Functional Requirements
Requirement 1: Integration of HiBob with Pento
- ID: FR-001
- Description: Integrate HiBob with Pento to automate the transfer of employee data such as starters, leavers, salary changes, unpaid leave, maternity/paternity, etc.
- Priority: High
- Source: Payroll Department
- Rationale: To reduce manual input and errors in the payroll process.
- Acceptance Criteria: HiBob should automatically feed employee data into Pento with minimal manual intervention required.
- Dependencies: HiBob and Pento API availability and compatibility.
Requirement 2: Data Synchronization
- ID: FR-002
- Description: Ensure data synchronization between HiBob and Pento for real-time updates on employee information.
- Priority: High
- Source: Payroll Department
- Rationale: To ensure that HiBob remains the single point of truth for employee data.
- Acceptance Criteria: Any changes in HiBob should be reflected in Pento in real-time.
- Dependencies: Stable network connectivity and data synchronization mechanisms.
Data Requirements
- Employee personal information
- Employment status (starters, leavers)
- Salary data
- Leave records (unpaid leave, maternity/paternity)
- Additional payments (Gym, mobile phone duty)
User Interface Requirements
- A dashboard in HiBob showing the status of data synchronization with Pento.
- Alerts for any synchronization failures or issues.
Non-Functional Requirements
- Performance: The integration should not degrade the performance of HiBob or Pento.
- Security: Ensure data privacy and compliance with GDPR.
- Usability: The system should be easy to use and maintain.
Assumptions
- Both HiBob and Pento APIs are stable and well-documented.
- Network connectivity is reliable.
Constraints
- Integration must comply with GDPR and other relevant data protection regulations.
- Limited budget and timeline for project implementation.
Acceptance Criteria
- Successful integration of HiBob with Pento.
- Real-time data synchronization between HiBob and Pento.
- Reduction in manual work and errors in the payroll process.
Appendix
- HiBob API documentation
- Pento API documentation
Approval
- Prepared by: Payroll
- Email: wayne.sheridan@gmail.com
- Date: 01/20/2025
- Approved by: [Approver's Name]
- Date: [Approval Date]