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Projects/Appraisals/Functional Specifications ‐ Openbravo wiki http://wiki.openbravo.com/wiki/Projects/Appraisals/Functional_S...

Contents
1 Employee Appraisal - Functional Specifications
1.1 Overview
1.1.1 Purpose
1.1.2 Scope
1.2 Design Considerations
1.2.1 Constraints
1.3 Functional Requirements
1.3.1 User roles & profiles
1.3.2 Business process definition
1.3.3 User stories
1.3.4 Functional requirements based on business processes
1.3.4.1 Appraisal Data Elements and Validations
1.3.4.2 Appraisal Form
1.3.4.3 Security and Roles
1.3.5 User Interface Mockups
1.4 Technical Requirements
1.5 Non-Functional Requirements
1.6 Open Discussion Items
1.7 Closed Discussion Items

Employee Appraisal - Functional Specifications


Overview

Purpose
The purpose of this document is to describe the functional specifications for an extension module, to be develop in top of
Openbravo ERP 2.50, to support employee appraisal reviews.

Scope
The module will provide the following functionality:

Ability for a manager to record employee review forms using a standard questionnaire.
Ability to authenticate forms entered by employees and managers.
Ability for an HR manager to view and export all appraisal forms.

Although this module is intended to be realistic and in fact will be used to support an actual performance review cycle, it is
not generic and it is primarily intended as an example of how to develop functionality as extensions.
In particular:

The review questionnaire is not user-defined by fixed.


The process is fixed and not automated.

Design Considerations

Constraints

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The functionality of this module has been sized so that its development can be achieved in less than 2 days of effort.

Functional Requirements

User roles & profiles


This specification applies to three roles:

HR Manager: the HR professional supervising the review process.


Employee: the individual being reviewed.
Manager: the manager providing feedback to the employee.

Business process definition


The supported appraisal procrss is described in the picture below.

In preparation for the review, the HR Manager assigns a secret password to each employee which will be used to authentice
their signature.
Managers can then fill in the appraisal form and share it with the corresponding employee.
Each manager and employee then have a performance review where they discuss the feedback. During this meeting the
employee can make comments that ther manager can register in the form, together with the final rating.
At the end of the meeting, employee and managers can signify their signature by entering their respective passwords. At this
point, the form can be marked as complete and it is no longer updatable.
The HR Manager can review all complete review and export them to a file for archival purposes.

User stories

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Francis is the HR Manager of the California organization of a company called BigBazaar and he is responsible for overseeing
the annual performance evaluation of the whole organization, which counts 250 employees and several levels of
management.
Francis begins by creating a spreadsheet with all of the employees and by assigning to each of them a secret password, which
is an alphanumeric string of up to 20 characters. An example of password is: 7jdMRZJ6.
Francis then sends an email to each employee to explain and kick off the process.
Andrea is a manager at BigBazaar and she is responsible for completing the appraisal of Carlo, one of the employees.
Andrea connects to the system and navigates to the Appraisal module where she creates a new record. The record defaults
the following fields:

Organization: California
Manager: Andrea (not updateable)
Status: Draft

She then enters the following data for the appraisal:

Employee name: she picks Carlo in a drop down list that contains all employees
Overall achievements: she enters free form text up to 2000 characters long
Problem solving rating: she picks a value between 1 and 5 in a drop down list
Problem solving comments: she enters free form comments up to 2000 characters long
Management rating: she picks a value between 1 and 5 in a drop down list
Management comments: she enters free form comments up to 2000 characters long
Client relations rating: she picks a value between 1 and 5 in a drop down list
Client relations comments: she enters free form comments up to 2000 characters long
Team relationships rating: she picks a value between 1 and 5 in a drop down list
Team relationships comments: she enters free form comments up to 2000 characters long
Product and technology know how rating: she picks a value between 1 and 5 in a drop down list
Product and technology know how comments: she enters free form comments up to 2000 characters long
Firm contribution rating: she picks a value between 1 and 5 in a drop down list
Firm contribution comments: she enters free form comments up to 2000 characters long
Detected key developments needs: free form comments up to 2000 characters long

After reviewing the record, Andrea saves it and changes its status from Draft to Shared and notifies Carlo of the time of the
review meeting.
Carlo can login in the application and review the evaluation in status Shared ahead of the meeting but cannot change it.
During the meeting, Andrea and Carlo discuss the review and at the end Andrea summarizes Carlo's comment in the field
Employee Comments (with up to 2000 characters of text).
Finally, Andrea enters the overall quantitative evaluation choosing from a drop down list which contains the following values:

Poor
Below expectations
At expectations
Exceeds expectations
Outstanding

At the end of the meeting, both Andrea and Carlo update the record with their passwords to certify its validity and Andrea
changes the status to Complete.
Meanwhile, Francis can monitor the progress of the process seeing how many reviews are created, shared and completed.
When all reviews are completed, Francis exports them to a spreasheet, verifies that all the passwords match the ones she sent
and archives the file for record keeping purposes.

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Functional requirements based on business processes

Appraisal Data Elements and Validations


Num Requirement Importance
The appraisal is backed to a table that contains the following columns:

APPRAISAL_ID VARCHAR(32) NOT NULL - the primary key containing the UUID
AD_CLIENT_ID VARCHAR(32) NOT NULL - foreign key to AD_CLIENT
AD_ORG_ID VARCHAR(32) NOT NULL - foreign key to AD_ORG
IS_ACTIVE CHAR(1) NOT NULL - active flag
CREATED TIMESTAMP NOT NULL - creation date
CREATED_BY VARCHAR(32) NOT NULL - foreign key to AD_USER
UPDATED TIMESTAMP NOT NULL - update date
UPDATED_BY VARCHAR(32) NOT NULL - foreign key to AD_USER
EMPLOYEE_ID VARCHAR(32) NOT NULL - foreign key to C_BPARTNER (restricted to
business partners of type employee)
MANAGER_ID VARCHAR(32) NOT NULL - foreign key to C_BPARTNER (restricted to
business partners of type employee)
DOCSTATUS CHAR(2) NOT NULL - status
ACHIEVEMENTS VARCHAR(2000) - overall achievements
1.1 PB_SOLVING_RTG CHAR(1) - problem solving ratings Must have
PB_SOLVING_COMMENT VARCHAR(2000) - problem solving comments
MANAGEMENT_RTG CHAR(1) - management ratings
MANAGEMENT_COMMENT VARCHAR(2000) - management comments
CLIENT_REL_RTG CHAR(1) - client relationship ratings
CLIENT_REL_COMMENT VARCHAR(2000) - client relationship comments
TEAM_REL_RTG CHAR(1) - team relationship ratings
TEAM_REL_COMMENT VARCHAR(2000) - team relationship comments
PRODUCT_KH_RTG CHAR(1) - product know how ratings
PRODUCT_KH_COMMENT VARCHAR(2000) - product know how comments
COMMITMENT_RTG CHAR(1) - commitment ratings
COMMITMENT_COMMENT VARCHAR(2000) - commitment comments
EMPLOYEE_COMMENT VARCHAR(2000) - employee comments
OVERALL_EVALUATION CHAR(2) - evaluation result code
EMPLOYEE_PSWD VARCHAR(20) - employee password
MANAGER_PSWD VARCHAR(20) - manager password

1.2 The ratings columns should be validate to accept a value from 1 to 5 Must have
Nice to
1.3 Appraisal in status Shared should have all the ratings and manager comments filled
have
Nice to
1.4 Appraisal in status Complete should have the password populated
have

Appraisal Form
Num Requirement Importance
2.1 The Appraisal application should be made with a standard form. Must have
In Edit Mode, the Appraisal form should present the data in the following groups

2.2 Top (without separator) Must have


Client

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Projects/Appraisals/Functional Specifications ‐ Openbravo wiki http://wiki.openbravo.com/wiki/Projects/Appraisals/Functional_S...

Organization
Manager
Employee
Manager's Appraisal (with separator)
overall achievements
problem solving ratings
problem solving comments
management ratings
management comments
client relationship ratings
client relationship comments
team relationship ratings
team relationship comments
product know how ratings
product know how comments
commitment ratings
commitment comments
Employee's Comment (with separator)
Employee Comment
Conclusion
Overall Evaluation
Status
Status
Action button (Share for status Draft and Complete for status Shared)

2.3 Appraisals in status complete should be read only. Must have


Must have
2.4 The Appraisals application in grid mode should allow to export to csv files

2.5 The Appraisals application should allow to search by Employee, Manager and Status Must have

Security and Roles


Num Requirement Importance
Three roles have to be defined:

HR Manager: with the ability to:


Define employees as business partners in a given organization
View all appraisal records in that organization
3.1 Must have
Manager: with the ability to create new appraisal records and to view and update records where
the manager corresponds to the current user.
Employee: with the ability to view appraisal records in status Shared or Complete where the
employee corresponds to the current user.

User Interface Mockups

Technical Requirements
Non-Functional Requirements

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Open Discussion Items


Closed Discussion Items
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