Employee Database

Overview:
The Human Resource Management System (HRMS) is a comprehensive platform designed to streamline
employee data management, encompassing creation, updating, and deletion of detailed employee profiles
that include personal information, photographs, fingerprints, signatures, medical certificates, educational
qualifications, employment history, family details, and attached supporting documents such as resumes
and verification reports. It facilitates recording professional experience, career progressions like
promotions and transfers, and links employees to their respective branches, designations, and employment
types (contract, temporary, permanent, wages). The system manages unique file numbering patterns based
on branch and unit classifications and assigns employee IDs with specific formats for units and
complexes. It also handles shift schedules for shift-based staff, maintains financial details including bank
and GP Fund accounts, and provides functionalities for issuing and approving official documents like
NOCs for passports or Branchal transfers, as well as processing allowances related to educational
qualifications and disabilities with verification workflows. Additionally, the system ensures secure
access, automated notifications, and reporting capabilities, creating an integrated, efficient, and
transparent HR environment that supports administrative, legal, and career development activities within
the organization.

1. Use Case ID: HRMS-ED01

Use Case Name: Create Employee Profile

1.1 Primary Actor

 HR Manager
 System Administrator
 Data Entry Operator

1.2 Pre-conditions

i. System Access & Authentication

• User must be registered in the HRMS.
• User must log in with valid credentials.
• User role must have sufficient authorization (create/update employee data).
ii. System Configuration
• HRMS module must be active and running.
• Organization structure (Company, Division, Department, Cost Centers) must be pre-
configured.
• Employee ID format (auto-generated/manual) must be defined.
• Data storage and retention policy must be in place.
iii. Master Data Availability
• Job titles, positions, and grades must already exist in the system.
• Location and branch details must be configured.
• Employment types (permanent, contract, trainee, etc.) must be defined.
• Valid code lists (gender, nationality, marital status, education levels) must be set up.
iv. Technical Preconditions
• Database connectivity must be available.
• Audit logging mechanism must be active.
 • Integration with identity management (if Single Sign-On is used) must be enabled.
• Employee unique ID generator (if automated) must be functioning.
v. Business Preconditions
• Hiring approval/requisition must exist (employee creation request authorized).
• Required documents (e.g., CNIC/SSN, educational certificates, offer letter) must be
collected.
• Data entry standards must be communicated to the HR team.

1.3 Post-conditions

 Employee profile is successfully saved/updated/deleted in the system.

 Each employee is assigned a unique identifier.
 Audit logs are created for every change.
 Profile data is available for downstream modules (e.g., payroll, training).

1.4 Main Success Scenario

User logs into the system.
2. The system displays the main navigation menu (e.g., Inventory, Finance, and HRMS).
3. User clicks on the "HRMS" module.
4. The system displays a list of HRMS sub-modules.
5. User selects the "Employee Database" sub-module.
6. Clicks on "Create/view Employee".
7. Fills all required fields (personal, education, employment).
8. Uploads documents (photo, signature, medical certificate).
9. The user clicks the "Save" button to store the entered information into the system.
10. System gives a confirmation message that Employee ID # is successfully created
11. Profile is now accessible for view/update/delete.
1.5 Mockup
1.6 Field-Level Specifications
Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

Must be unique.
Manually
Employee ID Text Input Yes Alphanumeric PCSIR-EMP-XXXX If duplicate →
entered
Show error

Must match
Full Name Text Input Yes String — —
CNIC full name

Image Must be recent

Photograph No JPG, PNG <5MB Passport size —
Upload passport photo

CNIC Valid format

Text Input Yes Numeric xxxxx-xxxxxxx-x —
Number with checksum

Age must be
Date
Date of Birth Yes Date dd/mm/yyyy — between 25–30
Picker
at entry

Choose from
Nationality Dropdown Yes String Pakistani, Other —
predefined list

Gender Dropdown Yes String Male, Female, Other — Required field

Religion Dropdown Yes String Islam, Christianity, etc. — Required field

Must be valid
Email Text Input No Email [email protected] —
email format

Must match
Contact No. Text Input No Numeric +92 xxx xxxxxxx — Pakistan phone
format

Residential
Address Text Area No String — —
address

Must match
District Text Input No String — — administrative
region

Village/City Text Input No String — — —

Father’s
Text Input No String — — —
Name

Valid NTN
NTN No. Text Input No Numeric xxxxxxx-x —
format
 Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

Entry into Date Cannot be

Yes Date dd/mm/yyyy —
Govt. Service Picker future date

Length of Derived from

Calculated No Duration X Years, Y Months Auto
Service Entry Date

Wing Dropdown Yes String R&D, Admin, HR, etc. — Required

Must be linked
Branch Dropdown Yes String Based on Wing —
with Wing

Domicile Dropdown No String Punjab, Sindh, etc. — Optional

Sect Dropdown No String Sunni, Shia, etc. — Optional

Numeric Must be positive

Height No Number cm —
Input number

Blood Group Dropdown No String A+, B+, O+, etc. — Optional

Signature File Mandatory

Yes JPG/PNG <5MB —
Impression Upload upload

Optional
Fingerprint File
No JPG/PNG <5MB — biometric
Impressions Upload
verification

1.7 Business rules and decencies

Validation Data
Field Label Error Message Alternative Path
Rule Dependency
Allow system to suggest
“Employee ID Used for linking
Employee ID Must be unique next available ID or
already exists” across modules
request admin override
“Name is Allow draft save with
Full Name Not empty —
required” placeholder until entered
Must match Prompt re-entry or allow
“Invalid CNIC
CNIC Number #####- Unique verification through
format”
#######-# NADRA API
“Age must be Show advisory; allow HR
Age 25–30 Depends on
Date of Birth between 25 and override for exceptional
years system date
30” cases
 Validation Data
Field Label Error Message Alternative Path
Rule Dependency
Entry into Govt. Date ≤ Current
“Date cannot be in Used for service Auto-correct to today or
Service Date future” length calc allow HR correction
Branch list Allow manual branch
Wing → “Branch is Branch depends
filtered by entry if not listed; request
Branch required” on Wing
Wing update to Org master
Province → District list District depends Show “Other” option if
“Select district”
District filtered on Province district missing
“Invalid CNIC Suggest correction or skip
Unique, format Linked to
Spouse CNIC format” / if spouse details not
validated Spouse record
“Duplicate CNIC” mandatory
“Marriage date
Must not be Depends on Auto-adjust to today if
Marriage Date cannot be in the
future date system date entered future date
future”
“Date of birth
If Age ≥ 18 → Allow save without CNIC
Child DOB ≤ Current Date cannot be in the
CNIC required but show alert/reminder
future”
“Invalid /
Education Roll Must be unique Allow provisional save
duplicate Roll —
No. per record with warning
No.”
Required for
Experience Mandatory per “Experience letter Allow submission as draft;
each
Letter record required” upload later option
employment
Allow retry input or
Bank Account “Invalid account
14–16 digits Must be unique verification from payroll
No. number”
DB
Allow draft save with
“Supporting
Allowance Type of Case missing docs; notify user
Required documents
Docs selected to complete before
required”
approval
Allow “Save as Draft”
NOC Checkbox must “Confirm info to Must validate
without confirmation;
Confirmation be ticked proceed” before submit
enforce at final submission

1.8 Buttons, Links, and Icons

Label / On Click
Type Other Events Visible Enabled Navigate To
Name Event
Next Button Button Validate & — Always Enabled if Next Tab /
Move to next visible validations pass Section
 Label / On Click
Type Other Events Visible Enabled Navigate To
Name Event
section
Enabled if
Save current Auto- Visible on Stays in same
Save Button Button required fields
form data validation each form form
valid
Cancel Discard Confirmation Visible in Returns to
Button Always enabled
Button changes popup forms previous state
Opens Spouse Visible in Spouse
Add Spouse Button — Always enabled
form row Family tab section
Edit Opens spouse Only if
Icon — Enabled Same section
(Spouse) row in edit record exists
Delete Remove If record
Icon Confirmation Enabled Same section
(Spouse) spouse record exists
Opens child Visible in
Add Child Button — Enabled Child section
input form Family tab
Visible in
Add Opens Education
Button — Education Enabled
Education education form form
tab
Opens record Visible if
Edit (Pencil) Icon — Enabled Same section
for edit record exists
Delete Confirmation Visible if
Icon Deletes record Enabled Same section
(Trash) popup record exists
Enabled if
Submit Validate & Visible in NOC
Button — confirmation
Application Submit NOC NOC tab workflow
checked
Upload Upload Visible if Enabled if valid Attachment
Button File validation
Button selected file file selected file section
Visible if
Download Bulk download File
Button — docs Enabled
All attachments download
uploaded
Visible if
Preview / open Document
View Icon Icon — file Enabled
document Viewer
uploaded
Opens
Workflow Visible if Workflow
Link workflow trail — Enabled
Trail submitted System
view

2. Use Case ID: HRMS-ED02

Use Case Name: View Employee Profile

2.1 Primary Actor

  HR Officer
 Admin
 Authorized User
 Branch Head

2.2 Pre-conditions

 System Access & Authentication

• User must be registered in the HRMS.
• User must log in with valid credentials (username/password, SSO, biometric, etc.).
• User role must have authorization to view employee records.
 System Configuration
• HRMS module must be active and operational.
• Organization hierarchy (Company → Division → Department → Branch) must be
configured.
• Employee role-based access permissions must be defined (e.g., Branch Head can only
view employees within their branch).
 Employee Data Availability
• Employee master data (personal, job, and contact details) must exist in the system.
• Employee record must not be in a "deleted" or "archived" state.
• Historical/archived profiles should be tagged for read-only access (if allowed).
 Technical Preconditions
• Database connection must be available.
• Application server must be running without errors.
• Audit logging must be enabled to record "profile viewed" events.
• Network/Internet connectivity must be stable for remote users.
 Business Preconditions
• Request to view an employee profile must be legitimate (e.g., HR inquiry, payroll
check, reporting need).
• Confidentiality policies must be in place (e.g., salary details visible only to HR/Admin,
not to Branch Head).
• Data privacy and compliance regulations (GDPR, local labor laws) must be followed.

2.3 Post-conditions

 Employee profile is successfully displayed to the authorized user.

 No data modifications occur.
 Access is logged for auditing purposes (who viewed, when, which profile).
 Profile information becomes available for reporting/printing/export (if permitted by role).

2.4 Main Success Scenario

1. User logs into the system.

2. The system displays the main navigation menu (e.g., Inventory, Finance, and HRMS).
 3. User clicks on the "HRMS" module.
4. The system displays a list of HRMS sub-modules.
5. User selects the "Employee Database" sub-module.
6. The user selects “View Employee.”

7. The system displays a search/filter interface.

8. The user enters criteria (e.g., Employee ID, Name).
9. The system shows a list of matched employees.
10. The user clicks "View" on a specific record.
11. The system displays a detailed read-only profile.
12. User reviews the information.

2.5 Mockup
2.6 Field-Level Specifications

Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

View only,
Unique
Employee ID Text Input Yes Alphanumeric PCSIR-EMP-XXXX Manually
Employee
Code

Full legal
Full Name Text Input Yes String — — name,
required

Image Image (JPG,

Photograph No Passport size <5MB — View only
Upload PNG)

CNIC Text Input Yes Numeric xxxxx-xxxxxxx-x — Format

Number validation
 Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

required

Must be
between 25–
Date of Birth Date Picker Yes Date dd/mm/yyyy —
30 years at
entry

Nationality Dropdown Yes String Pakistani, Other Pakistani —

Single, Married,
Marital Status Dropdown No Enum — —
Divorced

Gender Dropdown Yes String Male, Female, Other — —

Religion Dropdown Yes String Islam, Christianity, etc. — —

Format
Email Text Input No Email [email protected] — validation
required

Must match
Contact No. Text Input No Numeric +92 xxx xxxxxxx — Pakistan
phone format

Full
Address Text Area No String — — residential
address

District Text Input No String — — —

Village/City Text Input No String — — —

Father’s
Text Input No String — — —
Name

Father’s
Text Area No String — — —
Address

Valid NTN
NTN No. Text Input No Numeric xxxxxxx-x —
format

Entry into Cannot be

Date Picker Yes Date dd/mm/yyyy —
Govt. Service future date

Length of Derived from

Calculated No Duration X Years, Y Months Auto
Service Entry Date
 Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

R&D, Admin, Finance,

Wing Dropdown Yes String — Required
etc.

Depends on
Branch Dropdown Yes String IT, HR, etc. —
Wing

Domicile Dropdown Yes String Punjab, Sindh, etc. — —

Sect Dropdown Yes String Sunni, Shia, etc. — —

Short
Text Area No String — — Free text
Description

Numeric Must be
Height No Number cm —
Input positive

Blood Group Dropdown No String A+, B+, O+, etc. — —

Personal Example:
Text Input No String — —
Mark of ID mole, scar

Signature Image
File Upload Yes <5MB — Required
Impression (JPG/PNG)

Fingerprint Image
File Upload No — —
Impressions (JPG/PNG)

Medical
File Upload No PDF Max 5MB — Optional
Certificate

Records
Educational Repeating
No Composite Degree, Year, etc. — multiple
Details Section
entries

Full Address
Text Area Yes String — — Required
(Permanent)

City
Text Input Yes String — — Required
(Permanent)

Province
Dropdown Yes String Provinces list — Must select
(Permanent)

District Dependent
Dropdown Yes String Based on Province —
(Permanent) field

Full Address Text Area Yes String — — Required

 Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

(Current)

City (Current) Text Input Yes String — — Required

Province
Dropdown Yes String Provinces list — Must select
(Current)

District Dependent
Dropdown Yes String Based on Province —
(Current) field

2.7 Business Rules and Dependencies

Validation Data
Field Label Error Message Alternative Path
Rule Dependency
“Employee ID Used across Suggest next available ID or
Employee ID Must be unique
already exists” modules allow admin override
Must match
“Invalid CNIC Re-prompt user, or auto-
CNIC Number #####- Unique
format” verify with NADRA API
#######-#
“Age must be
Age must be Based on Show advisory and allow HR
Date of Birth between 25 and
25–30 system date override for exceptions
30”
Entry into “Date cannot be Used for Auto-correct to current date
≤ Current Date
Govt. Service in future” Service Length or request HR correction
Length of “Invalid Depends on Allow manual correction by
Auto-calculated
Service calculation” Entry Date HR if auto-calc fails
Branch list Allow manual entry if
Wing →
filtered by “Select branch” Dependent branch not available; option
Branch
Wing to request org master update
Province → District filtered Provide “Other” option if
“Select district” Dependent
District by Province district not found
Allow draft save without
Must match “Invalid email
Email — email; validation enforced at
email regex address”
final submission
Allow entry with alternate
Must match +92 “Invalid phone
Contact No. — format and flag for HR
format number”
review
Allow submission without
Must match
NTN No. “Invalid NTN” — NTN; mark as pending
xxxxxxx-x
verification
Signature Required “Signature — Allow draft save without
 Validation Data
Field Label Error Message Alternative Path
Rule Dependency
signature; enforce before
Impression upload required”
approval
Allow partial save; mark
Current “Current address
Mandatory — incomplete until address
Address Fields required”
provided
If button
Permanent Current address Allow manual edit if copy
clicked → auto —
Address Copy filled fails or differs
copy

2.8 Buttons, Links, and Icons

On Click
Label / Name Type Other Events Visible Enabled Navigate To
Event
Personal Opens profile Personal
Tab — Always Enabled
Profile section Profile form
Opens
Addresses Tab addresses — Always Enabled Address form
section
Employee Image Visible if
Upload image Preview Enabled Image storage
Photograph Upload no image
Shown
Opens Tooltip: “Pick
Calendar Icon Icon with date Enabled —
calendar a date”
fields
Save form Validates Enabled if
Save Button Button Always Same form
data fields valid
Navigate to Runs Enabled if
Next Button Button Always Next tab
next section validation valid
Add Spouse / Add repeating If section
Button — Enabled Family tab
Add Child record active
Edit Icon If record
Icon Edit record — Enabled Same form
(Pencil) exists
Delete Icon Confirmation If record
Icon Delete record Enabled Same form
(Trash) popup exists
Upload If file
Button Upload file Validates file Enabled Attachments
Button selected
Bulk If docs
Download All Button — Enabled Downloads
download uploaded
Copies
Copy Visible in
Button permanent Autofill Current
Permanent to Address Enabled
(Icon+Text) address → current address Address fields
Current tab
current
3. Use Case ID: HRMS-ED03
Use Case Name: Update Employee Profile

3.1 Primary Actor

 HR Officer
 Authorized User

3.2 Pre-conditions

 System Access & Authentication

• User must be registered in the HRMS.
• User must log in with valid credentials (username/password, SSO, biometric, etc.).
• User must have sufficient authorization/role privileges to update employee data.
 System Configuration
• HRMS module must be active and operational.
• Organization structure (Company, Division, Department, Branch) must already be set
up.
• Access control rules must allow updates only for permitted data fields (e.g., personal
info vs. salary info).
• Data validation rules (mandatory fields, date formats, ID uniqueness) must be pre-
configured.
 Employee Data Availability
• Employee record must exist in the system.
• Employee record should be in an "active" or "updatable" state (not archived/terminated
if editing is restricted).
• Master data dependencies (positions, departments, job grades, locations) must already
exist for valid updates.
 Technical Preconditions
• Database connection must be available and writable.
• Audit logging mechanism must be active to capture all changes.
• Version control mechanism (record history tracking) must be enabled to preserve
previous data.
• Integration interfaces (e.g., payroll, training, attendance) must be active to ensure
updated data flows correctly.
 Business Preconditions
• Update request must be authorized by the business process (e.g., approved transfer,
promotion, marital status change).
• Supporting documents (e.g., marriage certificate, promotion letter, relocation request)
must be collected where required.
• Data confidentiality and compliance rules (e.g., GDPR, labor law) must be followed
during updates.
• Communication protocols must be in place for notifying relevant departments (Payroll,
Finance, IT) after updates.
3.3 Post-conditions

 The system updates the employee profile and stores changes in the database.
 Change log is maintained for audit purposes (who made the change, what was changed,
when).
 Updated data becomes available for downstream modules (e.g., payroll, benefits, training,
reporting).
 Previous profile data is archived for historical tracking/versioning.
 Notifications/alerts may be triggered for relevant stakeholders if configured.

3.4 Main Success Scenario

1. User logs into the system.

2. The system displays the main navigation menu (Inventory, Finance, HRMS).
3. User clicks on the HRMS module.
4. The system displays a list of sub-modules.
5. User selects Employee Database.
6. User Select Employee.
7. The user enters criteria to search specific employee (e.g., Employee ID, Name).
8. The system shows a list of matched employees.
9. The user clicks "Edit" on a specific record.
10. System displays the pre-filled form.
11. User updates relevant fields.
12. The user clicks the "Save" button to store the entered information into the system.
13. System gives a confirmation message that the Employee successfully updated.
3.5 Mockup
3.6 Field-Level Specifications

Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

Unique code,
editable only
Employee ID Text Input Yes Alphanumeric PCSIR-EMP-XXXX Manually
by authorized
user

Full legal
Full Name Text Input Yes String — — name, must
match CNIC

Image JPG, PNG Passport size

Photograph Yes — —
Upload (<5MB) photo

CNIC Must be valid

Text Input Yes Numeric xxxxx-xxxxxxx-x —
Number CNIC format
 Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

Age must be
Date
Date of Birth Yes Date dd/mm/yyyy — 25–30 years
Picker
at entry

Default
Nationality Dropdown Yes String Pakistani, Other Pakistani
Pakistani

Marital Single, Married,

Dropdown No Enum — —
Status Divorced

Gender Dropdown Yes String Male, Female, Other — —

Religion Dropdown Yes String Islam, Christianity, etc. — —

Must pass
Email Text Input Yes Email [email protected] — email
validation

Must match
Contact No. Text Input Yes Numeric +92 xxx xxxxxxx — Pakistan
format

Residential
Address Text Area Yes String — —
address

District Text Input Yes String — — —

Village/City Text Input Yes String — — —

Father’s
Text Input Yes String — — —
Name

Father’s
Text Area Yes String — — —
Address

Must match
NTN No. Text Input Yes Numeric xxxxxxx-x —
NTN format

Entry into Date Must not be

Yes Date dd/mm/yyyy —
Govt. Service Picker future date

Calculated
Length of
Calculated No Duration X Years, Y Months Auto from entry
Service
date

Wing Dropdown Yes String R&D, Admin, Finance — Required

 Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

Dependent on
Branch Dropdown Yes String IT, HR, etc. —
Wing

Domicile Dropdown Yes String Punjab, Sindh, etc. — —

Sect Dropdown Yes String Sunni, Shia, etc. — —

Short Free
Text Area No String — —
Description description

Numeric Must be
Height No Number cm —
Input positive

Blood Group Dropdown No String A+, A−, B+, etc. — —

Personal Example:
Text Input No String — —
Mark of ID mole, scar

Image Required
Signature File
Yes (JPG/PNG — digital
Impression Upload
<5MB) signature

Fingerprint File Image

No — —
Impressions Upload (JPG/PNG)

Medical File Required

Yes PDF (<5MB) —
Certificate Upload document

Multiple
Educational Repeating
Yes Composite Degree, Year, Institute — records
Details Section
allowed

Full Address
Text Area Yes String — — —
(Permanent)

City
Text Input Yes String — — —
(Permanent)

Province
Dropdown Yes String Provinces list — Must select
(Permanent)

District Depends on
Dropdown Yes String Districts list —
(Permanent) Province

Full Address
Text Area Yes String — — —
(Current)
 Business
Default
Field Label Field Type Mandatory Data Type Value Set / Format Rules /
Value
Comments

City
Text Input Yes String — — —
(Current)

Province
Dropdown Yes String Provinces list — Must select
(Current)

District Depends on
Dropdown Yes String Districts list —
(Current) Province

Yes
District of
Dropdown (Permanent String Based on District — Must select
Residence
only)

3.7 Business Rules and Dependencies

Validation Data
Field Label Error Message Alternative Path
Rule Dependency
“Employee ID Suggest next available ID /
Employee ID Must be unique Cross-module
already exists” allow admin override
Must follow
“Invalid CNIC Re-prompt user or auto-
CNIC Number #####-#######- Unique
format” verify from NADRA API
#
“Age must be
Age must be Based on Show warning; allow HR
Date of Birth between 25 and
25–30 years system date override in special cases
30”
Entry into Cannot be “Date cannot be Auto-correct to current date
Service Length
Govt. Service future in future” or request HR correction
Length of “Invalid From Entry Allow manual HR
Auto-calculated
Service calculation” Date adjustment if auto-calc fails
Allow draft save without
Must match
Email “Invalid email” — email; enforce validation
email regex
before final submission
Must follow “Invalid phone Accept alternate format
Contact No. —
Pakistan format number” with HR verification
Allow submission without
Must match
NTN No. “Invalid NTN” — NTN; mark pending
xxxxxxx-x
verification
Province → District filtered Provide “Other” option if
“Select District” Dependent
District by Province district not found
Wing → Branch list Allow manual entry; option
“Select Branch” Dependent
Branch filtered by Wing to request org master update
 Validation Data
Field Label Error Message Alternative Path
Rule Dependency
Allow draft save without
Signature “Signature upload
Required — signature; enforce before
Impression required”
approval
Current “Current address Allow partial save; mark
Mandatory —
Address Fields required” incomplete until filled
Copy Allow manual editing if
Uses Permanent
Permanent → Autofill — copy fails or addresses
address
Current differ

3.8 Button, Link and Icons

Label / Name On Click Event Other Events Visible Enabled Navigate To

Personal Profile Opens profile
— Always Enabled Profile form
(Tab) section
Opens address
Addresses (Tab) — Always Enabled Address form
section
Employee
Upload file Preview If empty Enabled Storage
Photograph (Upload)
Tooltip: “Pick a With date
Calendar Icon Opens calendar Enabled —
date” fields
Enabled if
Save Button Save form data Validation Always Same form
valid
Navigate to next Enabled if
Next Button Validation Always Next tab
section valid
Add Spouse / Add Section
Add record — Enabled Family tab
Child active
If record
Edit Icon (Pencil) Edit record — Enabled Same form
exists
Confirmation If record
Delete Icon (Trash) Delete record Enabled Same form
popup exists
Upload Button Upload file Validate file If selected Enabled Attachments
If docs
Download All Bulk download — Enabled Downloads
exist
Copy Permanent → Copy all address Current
Autofill Address tab Enabled
Current fields Address
 4. Use Case ID: HRMS-ED04
Use Case Name: Delete Employee Profile

4.1 Primary Actor

 HR Officer
 System Administrator

4.2 Pre-conditions

 System Access & Authentication

• User must be registered in the HRMS.
• User must log in with valid credentials (username/password, SSO, biometric, etc.).
• User must have specific authorization/role privileges to delete employee records
(usually limited to Admin or Senior HR).
 System Configuration
• HRMS module must be active and operational.
• Access control and security policies must be defined for “delete” actions.
• Deletion type (hard delete vs. soft delete/archive) must be configured in the system.
• Data retention and compliance policies (labor laws, regulatory requirements) must be
established before deletion.
 Employee Data Availability
• Employee profile must exist in the system.
• Employee record must be in a deletable state (e.g., not locked by ongoing
payroll/benefits processing).
• All linked dependencies (payroll, benefits, loans, training, leave balances) must be
reviewed/settled before deletion.
• Historical/archived employee records must be marked accordingly if deletion is
restricted.
 Technical Preconditions
• Database connectivity must be active and deletion/archive operations permitted.
• Backup/restore mechanisms must be available in case of accidental deletion.
• Audit logging functionality must be enabled to track deletion activity.
• Integration with downstream systems (payroll, finance, attendance, etc.) must be
validated so that deletion does not break data consistency.
 Business Preconditions
• Deletion request must be formally approved (e.g., employee exit clearance process
completed).
• Necessary documentation (resignation acceptance, termination letter, clearance forms)
must be collected.
• Organization policies on data deletion vs. archiving must be followed.
• Legal and compliance checks must be satisfied (e.g., tax/financial record retention
period).

4.3 Post-conditions
  Employee profile and all associated data (personal, educational, employment) are either
removed permanently or archived (if soft delete).
 Deletion activity is logged in the audit trail (who deleted, when, which profile).
 Related modules (payroll, attendance, training, reporting) are updated to reflect the
deletion.
 Backups/archives are available for compliance and recovery purposes.
 Access to the deleted/archived record is restricted to authorized users only.

4.4 Main Success Scenario:

1. User logs into the system.

2. The system displays the main navigation menu (e.g., Inventory, Finance, and HRMS).
3. User selects the HRMS module.
4. System displays list of HRMS sub-modules.
5. User selects Employee Database sub-module.
6. User select employee Database.
7. User select employee.
8. The user enters criteria to search specific employee (e.g, Employee ID, Name).
9. The system shows a list of match employee.
10. The User Clicks “Delete” on a specific record.
11. System prompts a confirmation dialog.
12. User confirms deletion.
13. System deletes the employee record and associated information (or marks it inactive if soft
delete).
14. System displays a success message and updates the list.
4.5 Mockup
4.6 Field-Level Specifications
Mandator Value Set / Default
Field Label Field Type Data Type Comments
y Format Value
Displayed with
Text + User-entered image and email;
Name Yes String None
Avatar full name clickable for profile
view
Valid email
Email Text Yes Email None Must be unique
format
EMP###
Employee Alphanumeri Auto-
Text Yes format (e.g., Unique identifier
ID c generated
EMP001)
Engineering, Must select from
Branch Dropdown Yes String Marketing, None predefined branch
etc. list
Active, On
Badge/ Color-coded visual
Status Yes Enum Leave, Active
Label status
Inactive
Search Search No String User input None Search by
Employees Field name/email/ID/bran
 Mandator Value Set / Default
Field Label Field Type Data Type Comments
y Format Value
ch
Delete “Yes, For permanent
Modal
Confirmatio Yes String Delete”, “No, None deletion
Popup
n Cancel” confirmation
Profile Image (JPG, Auto/ Placeholde
Image No Employee avatar
Picture PNG) Uploaded r shown

4.7 Business Rules and Dependencies

Field Data
Validation Rule Error Message Alternative Path
Label Dependencies
Allow draft save without
“Name is
Name Cannot be empty — name; enforce before
required”
final submission
Suggest alternate email;
“Invalid email
Must be valid allow draft save but flag
Email format” / “Email —
format & unique duplicate for admin
already exists”
review
Must be unique Auto-generate next
Employee “Employee ID Auto-generated by
& in EMP### available valid Employee
ID already exists” system
format ID
Allow “Other” option or
“Branch selection Predefined branch
Branch Cannot be empty request admin to add
is required” list
missing branch
Defaults to
Enum list (Active, Auto-assign “Active” if
Status Active if not —
On Leave, Inactive) no status is chosen
selected
Free text; if no Searches across Show “Did you mean…”
Search match → show “No results found” Name, Email, suggestions or option to
message Branch create new record
Delete Must choose Action depends on Default to “No” if no
—
Confirm Yes/No confirmation option is selected

4.8 Button, Link and Icons

Button / Link / Navigate To /

On Click Event Other Event Visible Enable
Icon Action
Create
Redirects to Create Always Employee creation
Employee — Enabled
Employee form visible screen
Button
View Opens employee — Row level Enabled Employee details
 Button / Link / Navigate To /
On Click Event Other Event Visible Enable
Icon Action
Link/Button detail (read-only) action page
Update Redirects to update Row level Employee update
— Enabled
Link/Button form action screen
Opens delete Hover → Row level Shows Delete
Delete (🗑️) Icon Enabled
confirmation modal tooltip action Employee Modal
Yes, Delete Deletes employee, Modal Deletes record
Closes modal Enabled
Button shows success alert only permanently
No, Cancel Cancels action, Modal Returns to
— Enabled
Button closes modal only employee list
Previous / Next Fetch paginated Keyboard Bottom Moves to
Enabled
Buttons records (←/→) right next/previous page
Sidebar: Redirect to Sidebar
— Enabled Dashboard page
Dashboard Dashboard menu
Sidebar: Redirect to Highlighted Sidebar
Enabled Employees module
Employees Employees list Active menu
Sidebar: Redirect to Branch Sidebar
— Enabled Branch module
Branchs screen menu
Sidebar: Redirect to Reports Sidebar
— Enabled Reports module
Reports module menu
Admin User Opens admin profile Hover →
Footer left Enabled Profile page
(Profile) page show info
Visual only, no click Always
Warning Icon — Modal Static UI element
action visible
Auto-trigger after Disappears Auto- Confirms
Success Alert Page top
deletion after 3s generated successful deletion