RUJ - HR - Functional Requirement Document - v1.0. - 25 - Sep

RUJ - FRD – Human resource management
Functional Requirement Document

Microsoft Dynamics AX 2012 R3 Implementation
Human Resource Management module
Version No: 1
Prepared for:
Date: 9th Aug 2019
Prepared by:
Nagarro Software Pvt. Ltd.
Plot No. 17 Sector 18, Electronic City, Udyog Vihar – 0124 245 0807,
Gurugram, Haryana – 122003
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The contents of this Document are provided to RUJ & SRM Mechanics Pvt. Ltd in confidence solely for the purpose of
implementing Microsoft Dynamics AX 2012R3 ERP for Human Resource Management module by Nagarro Software Private
Limited. (hereinafter mentioned as Nagarro). The contents herein are the intellectual property of Nagarro. Distribution of
this document outside of the intended audience or reproduction of its contents by any means requires prior consent from
Nagarro.
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Document History
Change Record
Date Author Version Revision Notes
09-Sep-2019 Sunny Srivastava 1.0 Initial draft
Reviewers
Name Version Reviewed Position Date
References
Date Reference Remarks
02- Sep-2019 to 06-Sep- Meeting at RUJ, Jaipur Requirement Gathering workshops held with Ms. Priya
2019 and Mr. Anil on the Human Resource Management
module implementation in AX 2012 R3.
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1 INTRODUCTION ................................................................................................................................... 6
1.1 BACKGROUND ................................................................................................................................. 6
1.2 ABOUT THE DOCUMENT .................................................................................................................... 6
1.3 PURPOSE ........................................................................................................................................ 7
1.4 SCOPE ............................................................................................................................................ 7
1.5 CONTRIBUTOR ................................................................................................................................. 7
1.6 ABBREVIATION................................................................................................................................. 8
1.7 APPROVER ...................................................................................................................................... 8
2 ORGANIZATION OVERVIEW .............................................................................................................. 9
3 RECRUITMENT (HIRE TO RETIRE CYCLE) ...................................................................................... 9
3.1 CURRENT PROCESS ........................................................................................................................ 9
3.2 Business flow as in Standard…………………………………………………………………………………………………….9
3.3 Employee Master Data………………………………………………………………………………………………………… 16
3.4 Exit Process………………………………………………………………………………………………………………………….. 22
3.5.1 Resignation……………………………………………………………………………………………………………………22
3.5.2 Termination………………………………………………………………………………………………………………… 23
3.4.3 Death…………………………………………………………………………………………………………………………. 24
3.4.4 Retirement…………………………………………………………………………………………………………………. 24
3.5 Exit Formalities ……………………………………………………………………………………………………………………. 24
3.5.1 Exit NOC……………………………………………………………………………………………………………………….. 25
3.5.2 Exit Interview ………………………………………………………………………………………………………………..26
3.5.3 Competencies…………………………………………………………………………………………………………………26
3.6 REQUIREMENTS:............................................................................................................................ 30
3.7 LIST OF PLANNING SCENARIOS:...................................................................................................... 33
3.8 DOCUMENTS REQUIRED: ................................................................................................................ 33
3.9 PROCESS FLOW RECRUITING ......................................................................................................... 34
3.9.1 Process Flow - A: Overall Requisition Process ................................................................... 34
3.9.2 Process Flow - B: Recruitment process of Job Application ................................................ 34
3.9.3 Process Flow - C: Business process for applicant/Employee Recruitment ........................ 35
3.9.4 Process Flow – D: Reporting .............................................................................................. 36
4 APPRAISAL PROCESS ..................................................................................................................... 38

4.1 CURRENT PROCESS ...................................................................................................................... 38
4.2 PRE-REQUISITE ............................................................................................................................. 38
4.3 RESOLUTION………………………………………………………………………………………………39
4.4 REQUIREMENT…………………………………………………………………………………………… .41
4.5 LIST OF PLANNING SCENARIOS:...................................................................................................... 42
4.6 PROCESS FLOW APPRAISAL ............................................................................................................ 43
4.6.1 Process Flow - A: Overall Appraisal Process ..................................................................... 43
4.6.2 Process Flow - B: Backend work done by HR .................................................................... 44
5 LEAVE MANAGEMENT ..................................................................................................................... 45
5.1 CURRENT PROCESS ...................................................................................................................... 45
5.2 PRE-REQUISITE ............................................................................................................................. 45
5.3 RESOLUTION ………………………………………………………………………………………………………………………….45
5.4 REQUIREMENTS ……………………………………………………………………………………. 46
5.5 LIST OF SENERIOS ......................................................................................................................... 46
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5.6 PROCESS FLOW LEAVE MANAGEMENT ............................................................................................ 47

5.6.1 PROCESS FLOW - A: LEAVE MANAGEMENT PROCESS .............................................................. 47
5.6.2 PROCESS FLOW - B: APPLY LEAVE ......................................................................................... 48
6 TIME MANAGEMENT ........................................................................................................................ 50
6.1 CURRENT PROCESS ...................................................................................................................... 51
6.2 RESOLUTION .................................................................................................................................. 52
6.3 Requirements ………………………………………………………………………………………………………………………..52
6.4 Process Flow Time management…………………………………………………………………………………………… 53

6.4.1 Process Flow -A- Leave management System………………………………………………………………………53
6.4.2 Process Flow -B- Apply Leave type ……………………………………………………………………………………..54
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1 INTRODUCTION
1.1 BACKGROUND
SRM was founded in 1982 as Strebel + Rützler Mechanic AG in Stallikon near Zurich. After the
takeover of Müller Finmeccanica AG in 2000, the company was renamed to SRM
Präzisionsmechanik AG and today appears under the name SRM – Production & Assembly. SRM
is a midsized, family-owned Swiss company.
A further future success factor is the joint commitment with the Swiss-Indian married investor
couple, Ursula and Dr. Rajendra Joshi. This partnership has enabled RUJ to place an additional
production plant in operation in India.
RUJ & SRM create tailored solutions to meet individual requirements and comprehensive
solutions for complex industries.
SRM accompanies you from the development to the finished product, and offers you experience,
know-how and quality both in Switzerland and India.
1.2 ABOUT THE DOCUMENT

This is Functional Requirement document (hereinafter referred to as ‘FRD’), compiled as a
milestone deliverable for the 'Requirement Gathering Stage' of AX 2012 R3 Implementation
Project for RUJ & SRM, Jaipur India for Human Resource Management module.
FRD is prepared after discussions with the different stakeholders of the project followed by
analysis of their existing process & reporting requirements. This document captures the
functional requirements of HR department provided by respective functional owners. It also
captures the requirements wherever it has been explicitly stated by business owner.
The document is subdivided into subsections, each covering specific business department
processes and requirements.
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1.3 PURPOSE
The FRD is the starting point of the solution and system development and is a collaborative effort
between all business and technology stakeholders.
The FRD defines ‘what’ the user needs. It is not intended to specify how the needs are to be met.
The ‘how’ will be worked out in the Design Phase (Functional Design Document - FDD).
Furthermore, the document:
 Identifies and documents RUJ & SRM Limited requirements.

 Forms the basis of the Functional Design Document (FDD) and system configuration
 Forms the basis of planning
The FRD describes in common terms, business requirement definitions. It provides a detailed
listing of the Functional, Non-Functional, and Integration- & Interface requirements as well as
impacted business process flows. The purpose of the FRD is to communicate the requirements
of the key users against the customer’s current business scenarios. This document is not intended
to communicate the exact technical or functional solution for each scenario.
1.4 SCOPE
Scope of this document is limited to implementation of:
 Recruitment (Hire to Retire Cycle)

 Appraisal Process
 Leave Management
 Time Management
1.5 CONTRIBUTOR
This section highlights key contributors from RUJ & SRM in preparing this Functional Requirements
Document (FRD).
Sr. No. Department/Module Users Name
1. Recruitment Priya Singh, Anil Kumar
2. Appraisal Process Priya Singh, Anil Kumar
3. Leave management Priya Singh, Anil Kumar
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4. Time Management Priya Singh, Anil Kumar
1.6 ABBREVIATION
Abbreviation Explanations
FRD Functional Requirement Document
FDD Functional Design Document
HO Head Office
1.7 APPROVER
Name Designation Signature
Priya Singh HR Manager
Anil Kumar ERP SPOC
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2 RUJ - Organization Overview
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3 Recruitment Process (Hire to retire life cycle)
3.1 CURRENT PROCESS
Currently, the HR department performs mostly all its business functions right from hire to retire
manually, in absence of an integrated Human Resource Management system. RUJ & SRM wants a
system to perform its personnel requirements in an efficient manner. This component has all the
functions required for working through the entire recruitment procedure, from creating applicant
data to filling vacant positions. AX Recruitment is based on Vacancy. The following methodology is
used in AX recruitment module: -
- Creating a vacancy
- Recruiting for a vacancy
- Filling a vacancy.
Recruitment process starts with creating the vacancies for which ‘Jobs’ are created, where business
defines the major component like skill sets, job types, designations, no of positions, salary components,
departments etc. Job posting is the main source for recruiting the candidate. Positions are created based
on Job types.
3.2 BUSINESS FLOW
Job Creation
Current process
A job is a collection of tasks and responsibilities. A position is a specific instance of a job. Areas of
responsibility, job tasks, job functions, skills, education information, and certificates that are defined for
a job are also automatically related to positions that are associated with a job. Currently, it is processed
manually.
Pre - requisite
Needs financial Dimensions data with each department stakeholder.
Resolution
Currently, in system we have an option to create a job, where we can mention area of responsibility,
designation type, department, number of positions, etc. There are some addiditonal fields which business
needs like financial dimensions, job types, interview panel tab. Business also needs workflow approval
from department head to carry out this process.
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Area of Path - Human resources/Common/Organization/Jobs
Visualization
FIG 1.0
Positions
Current Process
Positions are an important element of the lower level of an organization hierarchy. A position is an
individual instance of a job. Positions can be assigned in a department and have the status as ‘open’ or
‘assigned to workers’.
You can assign a worker to a position that reports to another position, which creates a reporting
relationship between the workers who are assigned to the two positions.
Resolution
Currently, we have a standard feature where business can create the ‘open positions’ for Jobs, based on
their requirement.
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Area of Path - Human resources/Common/Organization/Positions/Positions
Visualization
Part 1 -
Fig 2.
Click on position & continue
Part 2 -
Fig 3.
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Create and Assign the recruitment project & manager

Current Process
Once position has been created, ‘Recruitment project’ will be created where hiring manager is assigned
for project recruitment & delivery. Project start date & end date is defined in recruitment project to recruit
the candidate. Currently, this process is done manually.
Resolution
MS Dynamics AX recruitment functionality enables you in creating the vacancy, registering of the
applicants, communicating and subsequently hiring the selected applicant and creating as an employee
in the system.
Creating the Vacancy:
Creation of Vacancy would be handled by Recruitment projects functionality in AX. For each recruitment
project, you can set up information, such as the job that you are recruiting for, the name of the recruiter,
number of positions, in which the job is located.
When an applicant is hired, he would be linked with the position, and the open position would be
occupied.
In AX this process would be handled through Recruitment Project and then by assign the Hiring manager
to it. Once project has been created business has option to start the project and publish to internal or
external portal. Applicant then applies to the job based on the skills matched.
Area of Path- Human resources/Common/Recruitment/Recruitment projects
Visualization
Fig 4.
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Application shortlisting/Business routing to be done by HR team.

Current process
An applicant is a person who applies for a job in the organization. RUJ shortlists the candidate based on
the skills matched and then based on shortlisted candidates, further recruitment process takes place.
Currently, RUJ processes this business function manually or through Excel sheets, which takes lots of
effort & time. RUJ needs an integrated system where an applicant can be shortlisted, and its status can
be maintained for the same.
Resolution
Currently, in AX this can be handled through the standard feature.
You can maintain interview dates and times, references, competencies, and personal information for
applicants. Additionally, you can update the status of the applicants’ applications for employment and
create letters or email messages to communicate with the applicants. Applicant can apply the vacancy
under the Recruitment Project.
You can record information from employment applications that are received for the vacancy.
Business needs some additional features in Application routing form such as shortlisted for interview
fields, applicant shortlisted date etc.
Area of path- Human resources/Common/Recruitment/Applications
Visualization
Part 1 -
Fig 5.
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Part 2 -
Fig 6.
Interview process
Current Process
Once shortlisted on the basis of skills matched, interview needs to be rescheduled and RUJ takes multiples
rounds of interviews before further processing the candidature of the applicant. RUJ maintains all the
interview rounds & feedbacks against interview in excel. Based on interview rounds, interview feedback
form is filled up by the interviewer. RUJ takes following interview rounds: -
- Written test
- Pre-functional round
- Technical scrutiny
- Final round interviews
As of now RUJ needs this functionality in AX where applicant interview rounds can be maintained and
tracked in the system. System should also maintain the status of applicant interview. RUJ also needs an
option to maintain the interview feedback in the system against each interview round so as to track the
history of selection or rejection reasons of the applicants. The interviewer should be able to fill up the
feedback in AX itself.
Pre-requisites
Needs Applicant data whose interview needs to take place.
Resolution
This feature can be achieved by standard process where system has provision to schedule applicant’s
interviews. We need to add some additional feature which can be fulfilled by customisation, such as
interview feedback form, interview status, scheduled for next round, interview round master forms need
to be created with some validations. Business also need a field on final round of interview feedback form
named “Recommended for Hire”.
Hiring Applicants
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When you hire an applicant, the applicant’s record has a status of Employed, a new worker record
would be created in the system. On worker profile under employment business has option to define
employee Probation period.
Area of Path- Human resources/Common/Recruitment/Applications/Applicant Interview
Visualization
Fig 7.
Offer letter
Current process
In RUJ, once applicant is shortlisted, salary discussion takes place between the applicant & HR team where
salary negotiations takes place. RUJ maintains the salary calculation against the salary in excel with their
predefined components such as HRA, Basic salary, conveyance allowance, bonus, special allowance etc,
all the components are maintained in excel sheet.
RUJ needs an option to generate applicant offer letter where salary negotiations take place. Also needs a
provision to revise the offer letter, revoke offer letter. On successful discussion on offer letter, it should
go to stakeholder for final review and approval. RUJ needs an option where salary components can be
defined based on salary offered to candidate.
Resolution
This feature is not available in current standard process. We need to achieve this by customization where
business will be able to generate the applicant offer letter.
Joining process
Current Process
Currently, RUJ & SRM creates a separate file for the applicant where all related documents are kept,
detailing the education, job experience, interview feedbacks, etc. This information is useful at the time
of hiring/joining of the candidate.
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Joining formalities include following kits-:

 Personnel Information Form
 PF Form
 ESI/ Mediclaim Form
 Bank Account opening
 Asset receiving
 Appointment letter
Once all documents are filled by the candidate, HR team will collect the documents and worker will be
hired successfully.
Pre- requisite
Required employee Personal information data, professional experience data, education, skills, course,
certificate, benefits, etc.
Resolutions
Standard Microsoft Dynamics AX has the feature to maintain all the relevant data of employee. System
has feature to view all the relevant data of employee in one folder. All relevant documents are stored in
‘Attachment section’ which can be viewed as and when required as per the user roles defined.
Visualization
Fig 8.
3.3 Employee Master Data

Current Process
Currently, at the time of joining, the employee gets the PIF form where all necessary details are filled by
the employee, based on this information a record file is created by HR team where the personal
information of the employee is maintained.
Pre-Requisites
Needs master data for employee as per template shared, based on more requirement additional more
template will be shared.
Resolution
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Business as an expectation needs a provision where all personal information will be filled by applicant
itself at the time of registration and same information can be stored in Ax with relevant documents.
Visualization
Screen 1
Fig 9
Screen 2
Fig 10
Business has option to setup all the relevant data against each employee as standard gives features to
migrate the employee data.
Employee Transfer Process

Current process
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When transfer takes place, a position is occupied by an officer by vacating another position. Currently,
RUJ Transfer process takes place manually on paper, there is no provision in system where transfer takes
place automatically. Business sets up internal meeting with department & employee for further process.
Employee consent is also taken at that time.
RUJ needs an option in AX to automate the transfer process. Finalization of ‘Joining Dates’ should be
registered after approval of Transfer Order which is issued to the employee. There is some additional
customization which needs to be added for running the smooth transfer process like financial dimension
needs to be added.
Resolution
In AX, there is a standard process where employee transfer process take place. Business has an option to
transfer the employee either through recruitment project process or manually in the system. The
additional requirements needs customization.
Area of Path- Human resources/Common/Recruitment/Applications
Visualization
Screen 1
Fig 11
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Screen 2
Fig 12
Screen 3
Fig 13
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Employee Absconding/Return from Absconding Process

Current process
In RUJ, absconding is defined as where an employee is continuously absent for 7 days without intimating
their Line manager.
Pre-requisite
Parameters rules to define the process.
Resolution
In AX, currently there is no option to terminate the employee if he/she absconds for n numbers of days
without intimating to their line manager, which will need customization. Business needs to define the
reason code as ‘Absconding’ to terminate the employee. Currently, RUJ needs following as an option in
system where if -:
 Employee stops coming to the organization and there is no call/no show by the employee
for 7 days.
 Call/Notice is sent to the employee.
 In case if not confirmed by the employee, the employee is announced “Absconding”, after
7 days from the start of absence.
 After 7 days of being declared as absconding, a legal notice for return of assets and dues
clearance will be sent to the employee.
 If the employee does not return within 7 days from the date of being declared as
‘Absconding’’, then he will be separated with reason as ‘Terminated’ due to absconding.
 If the employee returns within 7 days from the date of being declared as Absconding/
returns after more than 7 days with a valid reason, then he will be reinstated in the
organization.
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Area of path - INMF/Human resources/Common/Workers/terminate
Visualization
Screen 1
3.4 Exit Process of Employee

Exit process means detachment of employee from the organization. This exit may occur in different ways
like: -
A. Resignation
B. Termination
C. Death
D. Retirement
(A) Resignation –
Current Process
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Currently, in RUJ resignation has been send through ‘Email’ or on ‘Paper’. Discussion between
HR & employee takes place. Once resignation is approved employee needs to served the notice
period but based on mutual understanding the notice period can be waived off . HR team will
intimate the payroll department about resignation and date of relieving. HR team is responsible
for smooth transaction about all clearance of NOCs dues. All these processes are maintained
manually by HR team.
Pre-requisite
Needs employee data who puts their resignation. Need 3rd party website to integrate the
employee services for resignation.
Resolution
This feature needs to be customized in standard solution. Currently RUJ needs automation in Exit
process than can be handled in AX independently. An employee can submit their resignation
through ESS or though 3rd party ESS solution. Once resignation is submitted by the employee,
notification shall be sent to his reporting manager. Thereafter, once resignation is approved by
his manager, system should automatically trigger the related department NOC in the system
along with Exit interview form. This feature will ensure smooth transaction of exit process as well
as effective tracking in system.
(B) Termination –
Current process
In RUJ, in case of serious misconduct – e.g. sexual harassment, integrity issue, disciplinary action,
employee absconding, the management may decide to terminate the employee from the
organization. This is a joint decision of the Divisional Head/HOD & HR. In this HR has right to
terminate the ‘Employee’ and his salary will be stopped immediately after notification to payroll
team.
Pre-Requisites
Needs employee Data who has been terminated from the services.
Resolution
Currently this feature is already working in standard AX. RUJ needs an option in AX, where HR
team can terminate the worker by entering a valid reason. Once termination take place a
notification will be sent to his immediate Reporting manager along with the Department Head.
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We need to set up an Email-alert for this process.
Area of path -Human resources/Common/Workers/Workers
Visualization
Fig 15
(C) Death –
Current Process
In this case information is received by HR from concern department or by any family members.
HR team will assign the member from concern department for assets recovery & to payroll team
for full and final salary disbursement. If insurance or any other perk is applicable for the
employee that will be payable.
Pre-requisites
Need data of employees.

Resolution
Currently, this feature will be achieved by doing the customization.
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RUJ wants a smooth transaction for employee in case of death of the employee where all the
formalities can be done easily to facilitate the smooth process for employee.
(D) Retirement-
Current Process
This is a process when an employee completes his tenure in the organization. During this process
HR team starts completing all the formalities for the employee, gives intimation to Payroll team
for all the perks that has be given to employee such as Gratuity, pension etc.
Pre-Requisites
Need Employees Data
Resolution
As of now this feature needs to be customized in AX. RUJ want an option to send a prior - 15-20
days before retirement to HR team, so that all formalities can be completed within the stipulated
period of time.
3.5 Exit Formalities

Current Process
This Process starts when an employee’s resignation, termination, death or retirement has been
accepted. Under this process HR team will complete all the formalities such as exit interview &
Exit NOCs. When these formalities are completed, the Full and Final will be processed by payroll
team. As of now exit formalities are done on Paper which is a manual activity. Employee needs to
moves from one department to another for getting the clearance of NOCs. This take lot of time
completing the process.
Pre-Requisites
Needs Employee data who comes under Exit NOCs & exit interview process.
Resolution
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This process needs to be customized in AX. RUJ wants an option in system where exit interview &
Exit NOCs of departments can be managed. Business should have an overview of all the employees
whose NOC is triggered for Exit formalities. This feature will also help the concerned department
team as well as the employee to check the current status of NOCs clearance. Once employee gets
the clearance from all the Department’s, HR will send an intimation to Payroll department for the
full and final process.
3.5.1 EXIT NOCs – As of now business is having 5 NOC types with the following hierarchy: -
 Own Department
 Admin department NOC will get clearance
 HR department based on mentioned
 IT department heirchary
 Accounts/Payroll department
3.5.2 EXIT Interview – A set of predefined question will be under the ‘Exit interview form’ which
will be filled by Employee through ESS.
3.5.3 Comptencies
Current Process
In RUJ at the time of recruiting the candidate, there are various skills which is maintained under
competencies. In recruitment and selection, the use of behavioral interviewing and testing where
appropriate can be applies to screen job candidates based on whether they posses the key
necessary job competency profile.
Following are the competencies which RUJ maintains-:
- Education
- Skills
- Professional Experience
- Courses
- Certificates
- Project Experience
- Test
- Position of trust .
Pre-Requisites
Required employee’s data to maintain the competencies.
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Resolution
As of now Microsoft dynamics ax 2012 gives a provision where employees Comptencies are
maintained such as Education, professional Experience, skills set, certificates, project experience
course. On workers we have a tab called “competencies” under which we can maintain the
competencies for individual employees.
Area of path - Human resources/Common/Workers/Workers/competencies
Visualizations
Screen 1
Screen 2
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Education -: Here business can enter all the educational qualification for Employee/Applicant
Screen 3-
Skills-: Business can enter all the skill types
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Screen 4-
Professional Experience -: previous organization details can be entered under professional
experience.
Screen 5-
Courses-: Under this all Course which worker/Applicant opt can be mainted here.
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Following is the RUJ & SRM Mechanics organization personnel in recruitment Department.
Sl. No Name of the Employee Designation Role
1 Priya Singh HR manager Recruiting
3.6 REQUIREMENTS FOR RECRUITMENT PROCESS:

S. No. Req. ID Requirement Detail
RUJ currently needs an option where ‘Job’ can be defined, major

component to define a job - to indicate kind of profile, positions,
certificates, skill sets required, educational qualifications, capabilities,
1 FRD-RUJ-REC-001
interview panels, area of responsibility, job tasks. This job can further be re
casted based on requirement document. Job creation form will be the
prime document that will be used for sourcing the talents.
2 FRD-RUJ-REC-002 RUJ wants to define the positions based on Jobs creation.
In AX System, there should be an option to create a ‘Recruitment Project’

3 FRD-RUJ-REC-003
and the provision to assign a ‘Recruitment Project manager’ to it.
Wants to publish the Jobs in portal (for both for internal & external
4 FRD-RUJ-REC-004
candidates) and with Recruitment agencies or social networking sites.
5 FRD-RUJ-REC-005 Wants to know the project start date & end with its ‘Status’.
Needs Financial dimensions to define the job for department wise

Financial dimension
6 FRD-RUJ-REC-006
- Department
- Sub department
Business wants that an applicant can apply for the job through the career
7 FRD-RUJ-REC-007
portal.
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8 FRD-RUJ-REC-008 Business wants an option to shortlist the applicant.
Wants to schedule the interview rounds like HR round, technical scrutiny

9 FRD-RUJ-REC-009
and others through Emails or call.
Once, final round is over business wants salary negotiation and Offer
10 FRD-RUJ-REC-010
letter.
Should have provision for the extension of the Offer letter, revoking of the
11 FRD-RUJ-REC-011 offer letter, acceptance/rejection of the offer letter on behalf of the
‘Applicant’.
Once offer letter is approved, business will hire the applicant and same can
12 FRD-RUJ-REC-012
be Intimated to the concerned departmental head about his joining.
Business need an option where they can define the joining formalities
before hiring the candidates which includes: -
- The Joining Kit includes the following:
 Personnel Information Form

13 FRD-RUJ-REC-013
 PF Form
 ESI/ Mediclaim Form
 Bank Account opening
 Asset receiving
 Appointment letter
After hiring the applicant as an employee of RUJ business wants to transfer
14 FRD-RUJ-REC-014
the employee from one department to another.
15 FRD-RUJ-REC-015 RUJ wants exit provision where employee has option to resign.
RUJ wants an option where they can terminate the employee if found
16 FRD-RUJ-REC-016
guilty or on misconduct.
Option should be available for smooth transaction of exit process if

17 FRD-RUJ-REC-017 employee Death occurs. Also, if concern department employee will be
assigned to recover the Assets of company if applicable.
Once employee successfully completes the tenure of his job, he will be

18 FRD-RUJ-REC-018 eligible for retirement & also notification will be sent 15-20 days prior of
retirement to concern department.
RUJ wants exit interview option where a set of questions are predefined
19 FRD-RUJ-REC-019
that needs to be filled by employee through ESS portal.
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For smooth F&F settlement business user needs options where NOC
20 FRD- RUJ-REC-020 against each departments of employee can be completed & tracked
accordingly.
RUJ needs manpower budget form depending on Fiscal year Plan in which
21 FRD-RUJ-REC-021 count will be shown against each department what are manpower that is
required & and currently how much is the open position.
RUJ need an option on ESS portal where employee can apply their leaves
22 FRD-RUJ-REC-022
and same can be approved by their respective reporting managers.
23 FRD-RUJ-REC-023 System should tell the interview feedback against each round of interview
Against Each recruitment Process system should maintain the Status on

24 FRD-RUJ-REC-024
application
25 FRD-RUJ-REC-025 System should generate and alert Notification against each process.
26 FRD-RUJ-REC-026 System should clear the NOC heirchary wise.
27 FRD-RUJ-REC-027 Business needs to maintain all competencies against each Applicant
Business needs to maintain competencies against Worker

- Education
- Professional Qualification.
28 FRD-RUJ-REC-028 - Skills
- Courses
- Test
- Project Experience etc.
Needs workflow approval on process such as

- Jobs creation
-Offer letter Approval.
- Offer letter revision/negotiation
29 FRD-RUJ-REC-029 -Transfer Process

- Resignation Process
-Termination process
-Death Process
- Retire process
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-Exit Noc Process
3.7 LIST OF PLANNING SCENARIOS:

 Requisition
 Recruitment Process to apply for the job
 Business Process for ‘Applicant Recruitment’.
3.8 DOCUMENTS REQUIRED:

 Action Message
 Future Message
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3.9 PROCESS FLOW FOR RECRUITMENT
3.9.1 Process Flow - A: Overall Requisition Process
3.9.2 Process flow – B: Recruitment process to apply job
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3.9.3 Process Flow – C: Business Process for Applicant/Employee Recruitment.
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3.10 Process Flow – D: Reporting
Report
Coverage
Actions Futures
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Some of the Standards reports are -:

Workers -: - Number of workers
- workers benefits
- Certificate expirations
- Employee Leave
Recruitment -: - Recruitment Project

- Application status
- Applicant Status
- Applicant resume
Organisation -: - Departments
- positions by department
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4 Appraisal Process
4.1 CURRENT PROCESS

Currently, RUJ does not have existing feature on system for appraisal. All these processes are
done manually by HR team, which takes lot of time & efforts. Performance appraisal is the process
of evaluating and documenting an employee's performance with a view to enhancing work
quality, output and efficiency.
APPRAISAL SYSTEMS ARE:
 Typically based on a review of how a person completed their job for the prior year
 Sometimes a pay review
 Sometimes a review for bonuses
 Sometimes an assessment of the employee for promotion
 Typically conducted annually or less frequently
Resultant effect of the appraisal process is witnessed in the following areas:
 Promotion to Higher Grade/Designation

 Increase in Salary
 Increase in Benefits
HOW PROCESS IS CONDUCTED

 Employees are rated based on Potential; Previous Performance rating
 Personal discussion is conducted by the Divisional Head/HOD. Final List of candidates is
prepared by the Divisional Head/HOD in consultation with the HR & Reporting manager.
 Approval for the employees to be promoted is taken from the concerned authorities.
 New Salary structure, Designation, Level are updated in the Employee database.
 Appraisal Letter is issued to the employee
4.2 PRE-REQUISITES
Needs a list of employees which will came under appraisal process. Needs to define discussion
type, list of set of questions data needed.
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4.3 RESOLUTION
OVERVIEW
MS Dynamics AX HR's Employee Reviews modules allow you to schedule and record the results of
performance reviews of your employees.
You begin by defining the specific Goals for the employees, each supervisor may schedule a review, and
then enter the results in the system.
The supervisor and the HR department uses the schedule to plan the reviews.
PROCESS REVIEW
Every employee’s Annual performance Assessment Report has to be maintained.
The appraisal process will start with the employee’s self-evaluation, followed by the reporting
officer/supervisor evaluation and finally the reviewing officer (an officer next superior to the reporting
officer) will review the form and provide his/her remarks on the evaluation.
As of now in standard we have option to perform the appraisal process, but there will be some add on
customisation which will be required so that appraisal process runs smoothly for the business. Currently,
RUJ wants to run the appraisal process through AX, where team has an option to define appraisal year for
which appraisal takes place. Business needs an option to define the rating type & percentage. System
should also maintain the versions if management changes the appraisal rating percent. Business needs a
functionality where management can easily setup the appraisal meetings where various discussion can
take place. System should have an option where the user can map the employees who are eligible for
appraisal. RUJ also want to send and invitation to employee’s prior to meetings, to give information such
as date, time, discussion type & concerned person. RUJ wants to define rating type with percentage in
discussion form so that his manager can fill the ratings for the individual employee after the meeting. RUJ
also want a provision where final discussion between management, supervisors & HR team takes place,
basis on this final rating type will be decide for appraisal, as of now this feature can be achieved by doing
the customization.
AREA OF PATH - Human resources/Area page/Setup/Compensation
Here Business has option to define Performance rating types
VISUALIZATIONS
SCREEN 1
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Fig 16
AREA OF PATH - HUMAN RESOURCES/AREA PAGE/SETUP/PERFORMANCE
Fig 17.
AREA OF PATH - HUMAN RESOURCES/AREA PAGE/SETUP/PERFORMANCE
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Fig 18
4.4 REQUIREMENTS
Sr. No Req. ID Requirement Detail

29 FRD-RUJ-HR-001 RUJ Currently need the percentage rating to rate the employee performance
RUJ currently need the option to define against which year appraisal cycle is
30 FRD-RUJ-HR-002
conducted
Needs options to maintain the versions if percentage against the rating type is
31 FRD-RUJ-HR-003
changed.
32 FRD-RUJ-HR-004 Need to define the Questionnaire against the discussion
33 FRD-RUJ-HR-005 Needs a goal details options that are required to evaluate the employee
34 FRD-RUJ-HR-006 RUJ need an option to discuss one on one between Employee & Manager
Wants to define the rating type which will be given by manager after final
35 FRD-RUJ-HR-007
discussion with manager or supervisor
36 FRD-RUJ-HR-009 System should process the appraisal cycle of their employees yearly
RUJ needs an option where management discussion takes place once discussion
37 FRD-RUJ-HR-010
between employee & supervisors is over.
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On management discussion form Add new field final Rating type which will
38 FRD-RUJ-HR-011
given basis on final discussion between higher management.
Add fields on Management discussion

- Worker
- Discussion
- Discussion Type
- Person in charge ( Management)
39 FRD-RUJ-HR-012
- Status
- Date
- Time
- Rating type
- Location
40 FRD-RUJ-HR-013 Wants to map the employee who are eligible for Appraisal Cycle
41 FRD-RUJ-HR-014 Needs reports from the system when final rating is shared by the manager.
4.5 List of planning scenarios
 Define rating type for fiscal year.

 Prepare list of employees for appraisal
 Prepare the Questionnaire for the discussions type.
 Define discussion types with goals
 Send Appraisal Letter by HR.
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4.6 PROCESS FLOW APPRAISAL
4.6.1 Process Flow - A: Overall Appraisal process
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4.6.2 Process flow -B backend work done by HR
Backend Work done by HR
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5 Leave management
5.1 Current process
Currently, there is no option for RUJ employee to apply leaves in system directly. As of now if any
employee needs to take a leave or apply for a leave in advance he needs to apply leave either by
sending email to their immediate manager followed HR or manually fill in the leave details on paper and
get it approved by his manager. This take lot of time of the employee to get his leave approved by their
manager. Also, employee needs to move from one office to another as per availability of their manager.
Currently RUJ & SRM has 8 types of leaves under their management, which employees can apply as per
their need.
LEAVES TYPE
1 Casual Leave (CL)
2 Sick Leave (SL)
Privilege Leave (PL) / Earned

3 leave
4 Maternity Leave
5 Compensatory Leave
6 Leave without Pay (LWP)
7 Half Day
8 Quarter Leave
5.2 PRE-REQUISITES
Data For leaves types & validations on leaves, ESS 3rd party website to link AX.
5.3 RESOLUTION
As of now in standard process there is only a master form to define the leave types. There is no
such standard options where leaves with different types and their parameters can be defined.
This feature needs to be customised where business will get an option to define leave master with
the set of rules. Business will also able to attach the leave type to their respective workers at the
time of joining the organisation. RUJ & SRM also want a mechanism that employee should able to
apply the leaves through ESS services. Business also want a feature where the employee should
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able to view their remaining leave balance. Once leave is applied as a process it should go to the
reporting manager for further approval.
5.4 REQUIREMENTS
Sr. No Req. ID Requirement Detail Module

38 FRD-RUJ-REC-001 RUJ wants an option to define leave types. Human resource
Needs an option to active/ de-active the leaves

39 FRD-RUJ-REC-002 Human resource
based on management requirement
If there is any change in leave type new version
should be created
Leave could not be deleted if already assigned
41 FRD-RUJ-REC-004 to employee if there is any change new version Human resource
will be created
Based on employment start date all leaves
42 FRD-RUJ-REC-005 should be credited in employee accounts from Human resource
the starting
Need options for employee to apply the leaves
directly for web portal
Employee should have an option to know the
remaining leaves
Once leave is applied it should go directly to Human resource

45 FRD-RUJ-REC-008
immediate manager for approval
Should have provision to attached the leave

types on employee profile.
Once leave has been approved system should
show the remaining leaves
When supervisor will reject the leave system
48 FRD-RUj-REC-011 should automatically add back to the applied Human resource
leave
5.5 LIST OF SCENARIOS:

 Define leave types
 Attached leave types in employee profile
 Apply leave from internal web portal
 Approval of leaves from immediate manager
 Leaves balances
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5.6 Process Flow –
5.6.1 Leave Management process
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5.6.2 Process Flow - B: Apply Leave type
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5.7 Process flow - Reporting
Report
Coverage
Actions Futures
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6 TIME MANAGEMENT
6.1 Current Process
Currently, RUJ & SRM uses Cosec Machine to record Attendance and time. To distinguish between
flexibility in attendance and the need for attending office in time. So, the company expects you to
attend office in time as per office hours fixed. For this Biometric needs to be integrated with Microsoft
Dynamics AX. The following items will be configured in AX to address the requirements of the processes
 Attendance recording
 Public Holiday Calendar
 Absence Types
 Lunch Time
Attendance recording - The process starts with punching finger impression of employee in the
Attendance machine and at the end of his working hours employee on second time as outgoing will
punch and the day is marked as present for that employee, also records number of working hours. At
the month end, the days are finalized on the basis of these attendance marks along with their working
hours. After the days are finalized, the data is being transferred to HR.
Public Holiday calendar- As of now there is one Holiday Calendar which is applicable in RUJ & SRM
Mechanics. The holiday calendar is finalized by HR and to be approved by the statutory authorities or by
higher management. The holiday calendar is from 1st April to 31 march. Every year RUJ & SRM amends
the public holiday calendar.
Absence Type - The absence types represent the reasons for the employee absences. These are the codes
against which employees will register absences. At RUJ & SRM Mechanics, absence types will be created
for all employee’s groups. Some of the absence type are as: -
- Planned holiday
- Illness
- Late coming
- Biometric issue
- Sick leave
- Planned leave
- Flexi Leave
- Vacation
- Holiday
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Lunch Time – Currently, in RUJ & SRM at lunch time employee has to punch the finger impression at the
time for the lunch & also punch impression second time when back from the lunch. RUJ used to
maintain the lunch time for every employee, as this data help the HR & payroll team at the time of
salary disbursements.
6.2 RESOLUTION
Integration needs to be done from Cosec Machine by which data will be captured in the system. Current
system has feature of Sign in & sing out which will help the business to maintain the employee
attendance. We need to setup the parameters rules along with customization so that we will be able to
capture the lunch time as well. Currently, RUJ needs to capture employee daily attendance with total
working hours along with overtime.
VISUALIZATION
FIG 19
In standard we have option to create employee attance with their daily work plan.
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6 .3 REQUIREMENTS
Sr. No Req. ID Requirement Detail Module

Attendance and time recorded through
Cosec Machine should be maintained in Ax
Attendance record will be migrated
50 FRD-RUJ-REC-002 administration process to determine salary Human resource
payable
System should generate the report for
employee total working days & hours.
System should have a provision to maintain the
over time of an employee
System should have an option in to define the
53 FRD-RUJ-REC-005 Human Resource
Public holiday calendar
System should have a provision to inform
54 FRD-RUJ-REC-006 management & correct the absence if Biometric Human resource
fails to punch and employee is working in office
Lack of attendance record without figure
impression will get treated as leave without pay
unless it is backed by leave approval record.
System should have provision to define the

holiday calendar for current fiscal year,
backdated holiday calendar should not be
created
RUJ wants to capture the employees lunch time,
based on sign in & sign out so that it can be
helpful for business to calculate each worker’s
business hours
RUJ wants to capture employee sign in & sign
out at the time of entering & leaving the
59 FRD-RUJ-REC-010 premise, basis on this employee working hours Human resource
can be calculated and attendance can be
maintained
All employee works from Monday to Friday &
Saturday (2nd and 4th). Sundays is a weekly off
60 FRD-RUJ -REC-011 Human resource
for regular employees. System should maintain
the weekly off.
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6.4 PROCESS FLOW- TIME MANAGEMENT
6.4.1 Process Flow A- When Employee starts a day
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6.4.2 Process Flow B- Employee lunch time estimation
Key Objectives of Human resource management module implementation.

A human resource management system will automate repetitive and time-consuming HR tasks
to make them more efficient and reduce their time-intensive nature.
Benefits:
 Management gains a clearer picture of HR

 Minimize manual paperwork
 Decrease employee stress
 Reduce time lag in tasks
 Lower operational costs
 Easily implement process/policy change
 Remove spreadsheet dependency
 Improves internal communication
 Data is kept up to date
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Business Requirements Document Acceptance
_________________________________________
Customer Signature
_________________________________________
Date
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RUJ - FRD – Human resource management

Functional Requirement Document

Date: 9th Aug 2019

Date Author Version Revision Notes

09-Sep-2019 Sunny Srivastava 1.0 Initial draft

Name Version Reviewed Position Date

Date Reference Remarks

4 APPRAISAL PROCESS ..................................................................................................................... 38

5.5 LIST OF SENERIOS ......................................................................................................................... 46

5.6 PROCESS FLOW LEAVE MANAGEMENT ............................................................................................ 47

6.4 Process Flow Time management…………………………………………………………………………………………… 53

1.2 ABOUT THE DOCUMENT

 Identifies and documents RUJ & SRM Limited requirements.

 Recruitment (Hire to Retire Cycle)

Sr. No. Department/Module Users Name

1. Recruitment Priya Singh, Anil Kumar

2. Appraisal Process Priya Singh, Anil Kumar

3. Leave management Priya Singh, Anil Kumar

4. Time Management Priya Singh, Anil Kumar

FRD Functional Requirement Document

FDD Functional Design Document

Name Designation Signature

Priya Singh HR Manager

Anil Kumar ERP SPOC

2 RUJ - Organization Overview

3 Recruitment Process (Hire to retire life cycle)

3.1 CURRENT PROCESS

3.2 BUSINESS FLOW

Area of Path - Human resources/Common/Organization/Jobs

Area of Path - Human resources/Common/Organization/Positions/Positions

Click on position & continue

Create and Assign the recruitment project & manager

Area of Path- Human resources/Common/Recruitment/Recruitment projects

Application shortlisting/Business routing to be done by HR team.

Currently, in AX this can be handled through the standard feature.

Area of path- Human resources/Common/Recruitment/Applications

Needs Applicant data whose interview needs to take place.

Area of Path- Human resources/Common/Recruitment/Applications/Applicant Interview

Joining formalities include following kits-:

3.3 Employee Master Data

Employee Transfer Process

Area of Path- Human resources/Common/Recruitment/Applications

Employee Absconding/Return from Absconding Process

Parameters rules to define the process.

Area of path - INMF/Human resources/Common/Workers/terminate

3.4 Exit Process of Employee

We need to set up an Email-alert for this process.

Area of path -Human resources/Common/Workers/Workers

Need data of employees.

Currently, this feature will be achieved by doing the customization.

3.5 Exit Formalities

Following are the competencies which RUJ maintains-:

Required employee’s data to maintain the competencies.

Area of path - Human resources/Common/Workers/Workers/competencies

Skills-: Business can enter all the skill types

Professional Experience -: previous organization details can be entered under professional

Sl. No Name of the Employee Designation Role

1 Priya Singh HR manager Recruiting

3.6 REQUIREMENTS FOR RECRUITMENT PROCESS:

RUJ currently needs an option where ‘Job’ can be defined, major

2 FRD-RUJ-REC-002 RUJ wants to define the positions based on Jobs creation.

In AX System, there should be an option to create a ‘Recruitment Project’