Functional Specification Document (FSD)

Table of Contents

1. Introduction
2. Purpose
3. Scope
4. Definitions, Acronyms, and Abbreviations
5. References
6. Overview
7. Functional Requirements
   • Requirement 1: Integration with Pento
   • Requirement 2: Data Consistency
8. Data Requirements
9. User Interface Requirements
10. Non-Functional Requirements
11. Assumptions
12. Constraints
13. Acceptance Criteria
14. Appendix
15. Approval

Introduction

This document provides a detailed specification of the functional requirements for the Payroll project aimed at reducing manual work by integrating our HR system HiBob with the payroll platform Pento.

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 acquired a payroll software company called Pento, a UK payroll provider integrated into the platform to allow HiBob to feed the employee information directly into the payroll platform, with only additional payments needing to be added (Gym, mobile phone duty, etc.).

Scope

This document pertains to the integration of the HiBob HR system with the Pento payroll platform to streamline the payroll process for our UK operations.

Definitions, Acronyms, and Abbreviations

• HRIS: Human Resource Information System
• HiBob: Our current HR system
• Pento: Payroll software company recently acquired by HiBob
• UK: United Kingdom

References

• HiBob HR System Documentation
• Pento Payroll Platform Documentation
• UK Payroll Compliance Guidelines

Overview

The project aims to reduce manual work in the payroll process by integrating HiBob with Pento, ensuring that HiBob serves as the single point of truth for all employee data, and minimizing errors and administrative tasks.

Functional Requirements

Requirement 1: Integration with Pento

• ID: FR-001
• Description: Integrate HiBob with the Pento payroll platform to automate the transfer of employee information.
• Priority: High
• Source: Internal process review
• Rationale: To reduce manual data entry and errors.
• Acceptance Criteria: Successful automated transfer of employee data from HiBob to Pento.
• Dependencies: Availability of integration APIs from HiBob and Pento.

Requirement 2: Data Consistency

• ID: FR-002
• Description: Ensure HiBob is the single point of truth for all employee-related data.
• Priority: High
• Source: Internal policy
• Rationale: To maintain data accuracy and consistency.
• Acceptance Criteria: No discrepancies between HiBob and Pento data.
• Dependencies: Regular data synchronization mechanisms.

Data Requirements

• Employee information including starters, leavers, salary changes, unpaid leave, maternity/paternity leave.
• Additional payment data such as Gym memberships and mobile phone duties.

User Interface Requirements

• A dashboard for monitoring the status of data transfers between HiBob and Pento.
• User notifications for any data discrepancies or transfer failures.

Non-Functional Requirements

• Performance: The integration should handle data transfers efficiently without significant delays.
• Security: Ensure secure data transfer between HiBob and Pento, complying with UK data protection regulations.
• Usability: The interface should be user-friendly and intuitive for HR administrators.

Assumptions

• HiBob and Pento will provide necessary APIs for integration.
• Users will have the required training to use the integrated system.

Constraints

• The integration must comply with UK payroll regulations.
• The project timeline is constrained by the need to complete the integration before the next payroll cycle.

Acceptance Criteria

• Successful and error-free transfer of employee data from HiBob to Pento.
• No manual intervention required for regular payroll processing.
• HiBob serves as a single point of truth for all employee data.

Appendix

• HiBob API Documentation
• Pento API Documentation
• UK Payroll Compliance Guidelines

Approval

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