Viewing employee information

Use Case Name: Viewing employee information

Scenario: An HR manager wants to access and view employee’s
information.
Triggering Event: HR manager logs into the HR management system.
Brief Description: This use case allows the HR manager to retrieve and view
employee’s details for related HR tasks.
Actors: HR manager
Related use Case: Update employee’s information.
Stakeholders: HR manager and Employees
Preconditions: HR manager is authenticated and logged into the system. The
system is operational.
Postconditions: The HR manager successfully view employee’s information. The
system remains in its previous state.
Flow of Activities: Actor: System:
1.HR manager logs into the 1. The system retrieves and
system. 2. HR manager displays employee’s information
navigates to employee’s such as Name, Contact details
section. 3. HR manager and Employment history.
reviews information. 4. HR
manager logs out of the
system.
Exception conditions: If the HR manager’s login details are invalid, the access is denied.
If the HR management system is unavailable or encounters
technical issues, viewing employee information may not be
possible.
 Storing Employees Data

Use Case Name: Stores employee data

Scenario: HR personnel stores employee information into the company’s
database.
Triggering Event: A new employee is hired, and an existing employee’s
information is updated.
Brief Description: This use case allows HR personnel to input and update
employee’s information in the company’s database.
Actors: HR personnel and System
Related use cases: View employee data
Use Case Name: Use case for payroll processing
Stakeholders: Employee, HR department
Scenario: Processing employee payroll
Preconditions: HR personnel is authenticated and authorized.
Triggering Event: End of the pay period
Postconditions: Employee’s data is successfully stored or updated into the
Brief Description: Calculate and distribute employee salaries and deductions.
system.
Actors: Payroll Administrator, Employees
Flow of activities: Actor: System:
Related use cases: None
1.HR personnel logs into the 1. Validates the data and
Stakeholders: Employees, Payroll Department
system. 2. HR personnel select stores it in the database. 2. If
Preconditions: Employee data is up to date. Payroll rules and rates are defined.
the "Store Employee Data" there are any errors, the
Postconditions: Payroll records updated. Employees receive payments.
option. 3. HR personnel enter system notifies the HR
Flow of activities: Actor: Payroll Administrator System:
the employee's information, personnel.
1. Payroll Administrator None
including name, contact details,
receives pay period end notice.
position, salary, etc. 4. HR
2.. Payroll Administrator
personnel submit the data for
receives pay period end notice.
storage or update.5. HR
3.Calculate gross pay for each
personnel receive a
employee. 4.Deduct taxes,
confirmation message upon
insurance, and other
successful storage/update.
deductions. 5. Distribute net
Exception conditions: If HR personnel is not authenticated or authorized, they cannot
pay to employees via direct
access this use case. If the database is down or inaccessible, HR
deposit or check. 6.Update
personnel cannot store or update employee data.
payroll records with payment
details. 7.Generate payroll
reports.
Exception conditions: Payroll data is inaccurate or incomplete. Payroll processing
system is unavailable. Errors in payment calculation.
Use Case Name: Manages leave request
Scenario: Registration
Employee submits a leave request, which needs to be reviewed
and approved by a manager or HR department.
Triggering Event: Employee submits a leave request form.
Brief Description: This use case describes the process of managing leave requests,
including submission, approval, and tracking.
Actors: Employee, Manager, HR Department
Related use cases: View Leave Balance
Stakeholders: Employees, Managers, HR Department
Preconditions: Employee must be authenticated and logged in. Employee has
available leave balance. Manager and HR department have
access to the leave request system.
Postconditions: Leave request status is updated (approved, rejected, or
pending). Employee is notified of the decision. Leave balance is
adjusted if the request is approved. |
Flow of activities: Actor: Employee, HR manager System:
1.Employee submits a leave 1. Validates the request data.
request form with details (dates, 2.Updates the request status
reason, duration). 2. HR and notifies the employee.
manager reviews the leave 3.Updates leave balance (if
request. 3.HR manager approved) and records the
approves or rejects the request. decision.
Employees view the status of
the request.
Exception conditions: Invalid data the system displays an error message to the
employee.HR manager unavailable request is put in a pending
state until a manager available.
Use Case Name:
Scenario: Employee registers in the HR Management System.
Triggering event: New employee joins the organization.
Brief description: This use case allows new employees to create an account
Actors: Employee, HR Administrator
Related use cases: None
Stakeholders: New Employee, HR Department
Preconditions: The organization hires a new employee. The HR Management
System is operational.
Postconditions: Employee's account is created successfully. Employee can log
in and access HR services.
Flow of activities: Actor: Employee System:
. Employee visits the HR 1.System validates the
Management System's information. 2.If valid, the
registration page. Employee system creates the employee
enters personal information account.
(name,
email, password.). Employee
submits the registration form.
Employee receives a
confirmation email. Employee
can now log in and access HR
services
Exceptions conditions: -Employee enters invalid information.
- System encounters technical issues.
- Employee registration fails for any reason.
Use Case Name: Login
Scenario: User logs in to the HR Management System
Triggering Event: User accesses the HR Management System login page
Brief Description: This use case describes the process of a user logging in to the
HR Management System, providing access to HR-related
functionalities.
Actors: Employee, HR Manager
Related use cases: Forgot Password (for password recovery), Change Password (to
update login credentials)
Stakeholders: Employees, HR Managers, IT Administrators
Preconditions: The HR Management System is accessible. User credentials
(username and password) are known.
Postconditions: User is logged in and has access to the HR Management
System. User's credentials are authenticated.
Flow of activities: Actor: System:
1. Employee accesses the HR 1.System validates the user's
Management System login credentials.
page. 2. Employees enters their
username and password. 3. If
credentials are valid, the user is
granted access to the system. If
credentials are invalid, an error
message is displayed, and the
user is prompted to re-enter
their credentials.
Exception conditions: If the user enters incorrect credentials, an error message is
displayed, and the user is given another chance to enter valid
credentials. If system is down an error message should be
displayed, and the user should be informed to try again later.