Complete Report by Package - Full Details

Monday, July 13, 2009, 3:01:25 PM

1. iHRIS Manage - Core Functional
Actors:
A-PT1 HR Manager
A-PT2 HR Staff
A-PT3 Executive Manager
A-PT8 Training Manager
A-PT4 Employee
A-PT7 Applicant
A-PT5 Supervisor
A-PT6 Manager
A-PT9 Any User

1.1. Data Administration
Use Cases:
UC-PT1 Add or update a facility type
UC-PT2 Add or update an office or facility
UC-PT3 Add or update a department
UC-PT70 Add or update a registration council
UC-PT4 Add or update an education type
UC-PT5 Add or update a degree
UC-PT6 Add or update a language
UC-PT7 Add or update an identification type
UC-PT8 Add or update a benefit type
UC-PT9 Add or update a marital status
UC-PT10 Add or update a reason for departure
UC-PT11 Add or update a country
UC-PT12 Add or update a region
UC-PT13 Add or update a district
UC-PT14 Add or update a county
UC-PT15 Add or update a currency
UC-PT16 Add or update a personal title

1.2. Position Management
Use Cases:
UC-PT17 Add or update a cadre
UC-PT18 Add or update a job classification
UC-PT19 Create a salary grade
UC-PT20 Create a job
UC-PT21 Add or update a salary source
UC-PT22 Add or update a position type
UC-PT23 Create a position
UC-PT24 Update a position
UC-PT25 Discontinue a position
UC-PT26 Create an organizational chart

1.3. Employee Management
Use Cases:
UC-PT27 Enter a new record
UC-PT28 Set a position for an employee
UC-PT29 Add identification information
UC-PT30 Add demographic information
UC-PT31 Add contact information
UC-PT32 Record a special payment
UC-PT33 Terminate an employee
UC-PT34 Record a position change
UC-PT35 Record a salary change
UC-PT71 Add registrations
UC-PT36 Add language proficiencies
UC-PT43 Enter employment history
UC-PT44 Enter educational history
UC-PT37 Record notes

1.4. Job Applicant Management
Use Cases:
UC-PT40 Apply for a position
UC-PT41 Log interview details
UC-PT42 Log a hiring decision
UC-PT45 Review applicants
UC-PT46 Make a job offer

1.5. Competency Model
Use Cases:
UC-PT49 Create a competency model
UC-PT68 Add or update a competency evaluation
UC-PT50 Assess an employee's competencies
UC-PT51 Search for employee qualifications
UC-PT52 Create an organizational competency inventory

1.6. Training Management
Use Cases:
UC-PT53 Add or update a training funder
UC-PT54 Add or update a training organization
UC-PT65 Add or update a training course status
UC-PT66 Add or update a training course requestor
UC-PT67 Add or update a training course evaluation
UC-PT55 Add or update a training course category
UC-PT69 Add or update a continuing education course
UC-PT56 Add or update an in-service training program
UC-PT57 Enter the schedule for a training program
UC-PT58 List training programs
UC-PT59 Schedule a training for an employee
UC-PT60 Assess training results and update competencies
UC-PT61 Report on employees trained

1.7. ScholarshipManagement
Use Cases:
UC-PT62 Add or update a scholarship
UC-PT63 Award a scholarship to an employee
UC-PT64 Track employee fulfillment of scholarship requirements

1.8. Requirements
Requirements:
REQ-PT1 Pension plan management
REQ-PT2 Employee scheduling
REQ-PT3 Performance review module
REQ-PT4 Workplace safety data
REQ-PT5 Payroll management
REQ-PT6 New employee orientation
REQ-PT7 Document management module
REQ-PT8 Resource planning and approval module
REQ-PT9 Localization
REQ-PT10 Job applicant questions
REQ-PT11 Privacy
REQ-PT12 Leave Management Module
REQ-PT13 Benefits tracking
REQ-PT16 Disciplinary action module
REQ-PT17 Project Staff module

2. iHRIS Common
Actors:
A-ICE1 System Administrator
A-ICE2 Data Manager
A-ICE3 Data Analyst
A-ICE4 Any User

2.1. System-wide
Use Cases:
UC-ICE1 Configure modules
UC-ICE2 Save a record
UC-ICE3 Search for a record
UC-ICE4 View a record
UC-ICE5 Update a record

2.2. User Administration
Use Cases:
UC-ICE7 Add a user account
UC-ICE8 Update a user account

2.3. User Access
Use Cases:
UC-ICE9 Log in
UC-ICE10 Retrieve a password or username
UC-ICE11 Change password
UC-ICE12 Give feedback
UC-ICE13 Log out

2.4. Reporting
Use Cases:
UC-ICE14 Create a report relationship
UC-ICE15 Create a report
UC-ICE16 Add a report view
UC-ICE17 Run a report

2.5. Data Management
Use Cases:
UC-ICE19 Import data
UC-ICE20 Export data

2.6. Data Quality
Use Cases:
UC-ICE6 Correct data
UC-ICE26 Check for duplicate records
UC-ICE24 Spot-check records
UC-ICE23 Process an unverified record
UC-ICE21 Check data entry errors
UC-ICE22 Report on data quality

2.7. Windows Version (Offline Tool)
Use Cases:
UC-ICE18 Install the Windows version
UC-ICE25 Install sample data

2.8. Requirements
Requirements:
REQ-ICE1 Cadres
REQ-ICE2 Technology requirements
REQ-ICE3 Multilingual support
REQ-ICE4 Log usage
REQ-ICE5 Leveragability
REQ-ICE6 Integratability
REQ-ICE7 Idle logout
REQ-ICE8 GIS mapping
REQ-ICE9 Extensibility
REQ-ICE10 Data reliability
REQ-ICE11 Compatibility
REQ-ICE12 Caching of report data
REQ-ICE13 Authorization
REQ-ICE14 Auditing
REQ-ICE15 Archival
REQ-ICE16 Authentication
REQ-ICE17 Database utility
REQ-ICE18 User error reporting
REQ-ICE19 Phone Home Support
REQ-ICE20 Customized Roles
REQ-ICE21 Backlog Data Entry Functionality
REQ-ICE22 Geographical locations
REQ-ICE23 Customization
REQ-ICE24 Context-sensitive help
REQ-ICE25 Lock data lists
REQ-ICE26 Technical Support page

1. iHRIS Manage - Core Functional

iHRIS Manage - Core Functional

 File: PowerTrack.ucd
Description
iHRIS Manage is a human resources management tool that enables an organization to design and manage a comprehensive human resources strategy.
Related Documents and URLs
https://launchpad.net/ihris-manage
http://www.capacityproject.org/hris/suite/ihris_manage.php
Notes Date Added
This documentation refers to the core version of the HR Management database (working title: PowerTrack). 9/13/2006
The specifications were based on the requirements gathered for the Rwanda release Version 1.0. It also includes some specifications gathered for release to IntraHealth HR department. 9/13/2006
An earlier version of the system was released in Rwanda as RW-MOH 0.9a 9/13/2006
Core Version 2.0 released April 16, 2007. 5/7/2007
Core Version 3.0 released March 18, 2008. 7/24/2008
Core Version 3.1 released August 15, 2008. 9/29/2008
Core Version 4.0 released July 13, 2009. 7/13/2009

iHRIS Manage - Core Functional actors:

A-PT1

HR Manager
Parent: iHRIS Manage - Core Functional
Description
This person is a manager of HR personnel and is responsible for ensuring that data in the system are complete, correct and up to date. This person will also run reports and analyze data in order to make organizational or individual HR decisions. This person has permission to view any record in the system.
Goals
Create standard lists of data for selection in the system.
Add geographical locations to the organizational structure.
Add offices and facilities to the organizational structure.
Create a job structure for the organization.
Check for and correct data errors.
Report on data quality.
Create report views.
Notes Date Added
Can perform any use case that HR Staff, Training Manager or Executive Manager can perform. 9/19/2006


A-PT2

HR Staff
Parent: iHRIS Manage - Core Functional
Description
This person is responsible for entering and updating data in the system. This person can update and view any record in the system.
Goals
Create and update positions.
Enter application information for a job applicant.
Review applicants and make a job offer to an applicant.
Add a new employee record.
Enter information into or update information in an employee's record.
Record position and salary changes in an employee's record.
Generate standard position lists, organizational charts, staff lists and staff directories.
Notes Date Added
Can perform any use case that a Training Manager, Applicant, Employee or Supervisor can perform. 9/19/2006
This person cannot create customized report views. 7/13/2009


A-PT3

Executive Manager
Parent: iHRIS Manage - Core Functional
Description
This person will run reports and analyze data in order to make organizational HR decisions.
Goals
Search for and view employee and position records.
Run standard reports to analyze data entered in the system.
Assess organizational competencies held by all employees and search for employee qualifications.
Review applicants for a position.
Notes Date Added
This person has permission to view any record in the system but cannot update or change data in an employee record. 10/31/2007
This person cannot create customized report views. 7/13/2009


A-PT8

Training Manager
Parent: iHRIS Manage - Core Functional
Description
This person is responsible for managing training programs taken by employees and updating employee competencies.
Goals
Create a competency model for the organization.
Assess an employee's competencies.
Search for employees who hold particular competencies.
Add training information and manage the list of available training programs.
Schedule trainings for employees.
Assess an employee's training results and update the employee's training history.
Report on employees who have received trainings.
Notes Date Added
This is a new actor who is focused on the training module functions. HR Staff may complete any use case that the HR Training Manager can. 11/15/2007


A-PT4

Employee
Parent: iHRIS Manage - Core Functional
Description
A person who works for an organization. This person performs actions related to his/her own record in the system.
Goals
Apply for an open position.
Update or add to personal, contact, identification, educational and employment information in his/her own record.
Request a training program.
Notes Date Added
Logs in as guest, then authenticates against password stored with their employee record (proposed). 1/12/2007
This role can only view and interact with his/her own record. This role can update demographic and contact information, and view the rest of the record. 5/7/2007
This role has not yet been implemented; new use cases may need to be written for this role. 10/2/2007
This role can complete any use case that an Applicant can. 11/5/2007
The Employee can only add to the employment or educational history and add news skills and languages as part of filling out a job application; otherwise, these areas are for viewing only. 2/7/2008
Identification numbers should be obscured to the Employee. 2/7/2008
Employee access is also referred to as "self service." 2/7/2008
The Employee is considered to have left employment when a position change is recorded but no new position is set; the Employee then becomes an Old Employee and can only access the system as an Applicant. 2/7/2008
Related Documents and URLs
http://open.intrahealth.org/mediawiki/Employee,_Supervisor_and_Manager_Roles_for_iHRIS_Manage


A-PT7

Applicant
Parent: iHRIS Manage - Core Functional
Description
This is a job applicant who has not yet been hired by the organization. This person does not have permission to view any records in the system.
Goals
Apply for an open position.
Notes Date Added
Logs in with a guest account using a generic username and password, then sets up their own account. Also referred to as "Guest." 1/12/2007
This role can only complete or update the job application once logged in. This includes answering the application questions, adding educational history, employment history, languages and skills, and entering basic personal and contact information. 5/7/2007
Former employees are treated as Applicants when they log in. 5/7/2007
Applicants are converted to Employees when they are assigned a position. 2/7/2008
This role has not been implemented. 11/5/2007


A-PT5

Supervisor
Parent: iHRIS Manage - Core Functional
Description
An employee of the organization who supervises other employees. This person can view and update records for any employees under his/her supervision.
Goals
Search for and view records for supervised employees.
View reports of data related to supervised employees.
Request a training program for an employee.
Review applicants for supervised positions.
Notes Date Added
Logs in with the guest account and then authenticates against the password stored with their employee record (proposed). 1/12/2007
Role is determined by whether the person's position is a supervisor of other employees. 1/12/2007
This role can only view or interact with records of employees that are in a reporting line underneath the Supervisor. 5/7/2007
The Supervisor cannot update or change any data in an Employee's record. 2/7/2008
Identification numbers should be obscured or hidden from the Supervisor. 2/7/2008
Access to types of reports may be limited. Viewing reports is a lower priority for development. 2/7/2008
This role has not yet been implemented; new use cases may need to be written for this role. 10/2/2007
This role will be important for any performance management module to be development and may play a role in assessing employee competencies. 2/7/2008
Related Documents and URLs
http://open.intrahealth.org/mediawiki/Employee,_Supervisor_and_Manager_Roles_for_iHRIS_Manage


A-PT6

Manager
Parent: iHRIS Manage - Core Functional
Description
This person will run reports and analyze data in order to make HR decisions regarding a particular department, facility, office or other specific location within the organization. This person can only view records associated with the organizational division that s/he manages.
Goals
Search for and view records for employees of the department, office or facility.
View reports of data related to employees of the department, office or facility.
Review applicants for open positions in the department, office or facility.
Notes Date Added
Logs in with a guest account and then authenticates against the password stored with their employee record. 1/12/2007
Role is determined by whether the position the manager of a facility or department. 1/12/2007
This role can only view records of employees at the same facility or department. This role cannot change or update employee data. 5/7/2007
The Manager may also be a Supervisor. 2/7/2008
This role is a scaled-down version of the Executive Manager role. 2/7/2008
This role has not yet been implemented; new use cases may need to be written for this role. 10/2/2007
Development of the Manager role is lower priority and has been tabled. 2/7/2008
Related Documents and URLs
http://open.intrahealth.org/mediawiki/Employee,_Supervisor_and_Manager_Roles_for_iHRIS_Manage


A-PT9

Any User
Parent: iHRIS Manage - Core Functional
Description
A generic user (applies to all users of the system).
Goals
Search for and view a record.

1.1. Data Administration

Data Administration
Description
Create and update standard lists of data for selection in system menus.
Notes Date Added
Access is limited to HR Managers and System Administrators. 5/7/2007
Locate these functions via the Configure System --> Administer Database link on the main menu. 9/28/2007

Data Administration use cases:

UC-PT1

Add or update a facility type

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a new facility type for selection in the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The facility type is added to the system and is available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of facility types.
  2. The system displays all facility types entered in the system.
  3. The user adds a new facility type.
  4. The user enters a description or name for the facility type.
  5. The user saves the record (UC-ICE2).
  6. The system makes the facility type available for selection when adding facilities.

Extensions:

3.a The user selects an existing facility type.
  1. The system opens the facility type for editing.
5.a The system determines that the facility type already exists in the database.
  1. The system displays an error and will not continue.
Open Issues AssignedTo ResolveBy
On the Administer Database area, create a separate page for each type of data to make it easier to navigate and find data (facilities, worker information, locations, etc.). This is a UI change. 322022 undecided
Notes Date Added
This use case is identical for iHRIS Manage and Qualify. 10/31/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT2

Add or update an office or facility

 P6
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a new office or facility for selection within the system and ties it to an institution type.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The office/facility is saved to the system and is available for selection within various use cases and for reporting.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of offices/facilities.
  2. The system displays all offices/facilities entered in the system.
  3. The user adds a new office/facility.
  4. The user enters the name (description) of the office/facility.
  5. The user selects the facility type for the office/facility.
  6. The user adds the facility's contact information (UC-PT31).
  7. The user selects the country where the office/facility is located.
  8. The system displays all districts in that country.
  9. The user selects the district where the office/facility is located.
  10. The system displays all counties in that district.
  11. The user selects the county where the office/facility is located (optional).
  12. The user saves the record (UC-ICE2).
  13. The system displays the office or facility's record.
  14. The system provides the option to update the office or facility information.
  15. The system makes the office or facility available for selection and reporting.

Extensions:

3.a The user selects an existing office or facility.
  1. The system opens the item for editing.
5.a The user adds a new facility type (UC-PT1).
  1. The user returns to Step 1 to add the office/facility.
7.a The user adds a new country (UC-PT11).
  1. The user returns to Step 1 to add the office/facility.
8.a The user adds a new district (UC-PT13).
  1. The user returns to Step 1 to add the office/facility.
10.a The user adds a new county (UC-PT14).
  1. The user returns to Step 1 to add the office/facility.
12.a The system determines that the office/facility name already exists in the database.
  1. The system displays an error and will not continue.
Open Issues AssignedTo ResolveBy
Should the Manager of the office/facility be set in this use case? 151707 later (wishlist)
Suggest reworking how an organization is set up, allowing for multiple layers defined as a type. For example, an organization may have multiple departments, divisions, facilities, teams, projects, etc. underneath it, and those may have multiples of the same underneath them. The organization is charted by the software and clickable to edit any part. This would enable departments to be linked to facilities for example and for different areas of organization beyond departments and facilities to be defined. This is a proposal only, and the use case has not been updated. 322024 later (wishlist)
Notes Date Added
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT3

Add or update a department

 P6
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a new department to the list of departments available for selection in the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The department is saved and is available for selection within various use cases and for reporting.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of departments.
  2. The system displays all departments previously entered into the system.
  3. The user adds a new department.
  4. The user enters the name of the department.
  5. The user saves the record (UC-ICE2).
  6. The system makes the department available for selection when adding positions.

Extensions:

3.a The user selects an existing department.
  1. The system opens the department for editing.
5.a The system determines that the department already exists in the databse.
  1. The system displays an error and will not continue.
Open Issues AssignedTo ResolveBy
Should the Manager of the department be set in this use case? 151707 later (wishlist)
Suggest reworking how an organization is set up, allowing for multiple layers defined as a type. For example, an organization may have multiple departments, divisions, facilities, teams, projects, etc. underneath it, and those may have multiples of the same underneath them. The organization is charted by the software and clickable to edit any part. This would enable departments to be linked to facilities for example and for different areas of organization beyond departments and facilities to be defined. 322024 later (wishlist)
Notes Date Added
This functionality may be accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT70

Add or update a registration council

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a new registration council to the list of registration councils available for selection in the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The registration council is saved and is available for selection within various use cases and for reporting.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 4.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of registration councils.
  2. The system displays all registration councils previously entered into the system.
  3. The user adds a new registration council.
  4. The user enters the name of the registration council.
  5. The user saves the record (UC-ICE2).
  6. The system makes the registration council available for selection when adding a qualification to an employee record.

Extensions:

3.a The user selects an existing registration council.
  1. The system opens the registration council for editing.
5.a The system determines that the registration council already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This functionality may be accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT4

Add or update an education type

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates a list of education types that are available for selection within the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new education type is saved and available for selection when adding a degree.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of education types.
  2. The system displays all education types entered in the system..
  3. The user adds a new education type.
  4. The user enters the description or name of the education type.
  5. The user saves the record. (UC-ICE2)
  6. The system makes the education type available for selection when adding educational information.

Extensions:

3.a The user selects an existing education type.
  1. The system opens the education type for editing.
5.a The system determines that the education type already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT5

Add or update a degree

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a type of educational institution to the system and associates it with degrees that it issues.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
A new degree is associated with its education type and made available for selection from various use cases.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of degrees.
  2. The system displays all education types entered in the system.
  3. The user selects an education type.
  4. The system displays a list of matching degrees for that education type.
  5. The user adds a new degree.
  6. The user enters the name (description) of the degree.
  7. The user selects the education type for the degree.
  8. The user saves the record (UC-ICE2).
  9. The system makes the degree available for selection when adding educational information.

Extensions:

3.a The user does not select an education type.
  1. The system provides the option to add a new degree only.
  2. Skip to Step 6.
5.a The user selects an existing degree.
  1. The system opens the degree for editing.
7.a The user adds a new educational type.
  1. The user returns to Step 1 to add the degree.
7.b The user already selected the education type.
  1. The system fills in the selected education type when the degree is added.
8.a The system determines that the degree already exists in the database for the selected education type.
  1. The system displays an error message and will not continue.
Notes Date Added
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT6

Add or update a language

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates a list of languages that are available for selection within the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new language is saved and available for selection.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage languages.
  2. The system displays all languages entered in the system.
  3. The user adds a new language.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the language available for selection when adding language proficiency.

Extensions:

3.a The user selects an existing language.
  1. The system opens the language for editing.
5.a The system determines that the language already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT7

Add or update an identification type

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates a list of identification types that are available for selection within the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new identification type is saved and available for selection when adding an identification.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of identification types.
  2. The system displays all identification types entered in the system.
  3. The user adds a new identification type.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the identification type available for selection when adding identifications.

Extensions:

3.a The user selects an existing identification type.
  1. The system opens the identification type for editing.
5.a The system determines that the identification type already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This use case is identical for both iHRIS Manage and Qualify. 10/31/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT8

Add or update a benefit type

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates a list of benefit types that are available for selection within the system.
Preconditions:
The user must be logged in to the system		 Success Guarantee:
The new benefit type is saved and available for selection when adding a benefit.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage benefit types.
  2. The system displays all benefit types entered in the system.
  3. The user adds a new benefit type.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the benefit type available for selection when adding benefits.

Extensions:

3.a The user selects an existing benefit type.
  1. The system opens the benefit type for editing.
5.a The system determines that the benefit type already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT9

Add or update a marital status

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a new marital status to the system that is available in selection lists.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The marital status is added to the system and is available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of marital statuses.
  2. The system displays all marital statuses entered in the system.
  3. The user adds a new marital status.
  4. The user enters a description for the marital status.
  5. The user saves the record (UC-ICE2).
  6. The system makes the marital status available for selection when adding demographic information.

Extensions:

3.a The user selects an existing marital status.
  1. The system opens the marital status for editing.
5.a The system determines that the marital status already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This use case is the same for both iHRIS Manage and Qualify. 10/31/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT10

Add or update a reason for departure

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates a list of reasons for departure that are available for selection within the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new reason for departure is saved and available for selection.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list reasons for departure.
  2. The system displays all reasons entered in the system.
  3. The user adds a new reason for departure.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the reason available for selection when recording position changes.

Extensions:

3.a The user selects an existing reason for departure.
  1. The system opens the item for editing.
5.a The system determines that the reason for departure already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT11

Add or update a country

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates the list of countries available for selection in the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new or changed country is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of countries.
  2. The system displays all countries entered in the system.
  3. The user adds a new country.
  4. The user enters the two-letter country code.
  5. The user enters the ISO numeric code for the country (optional).
  6. The user selects whether the country is the primary country for the system.
  7. The user selects whether the country is used for location selection.
  8. The user saves the record (UC-ICE2).
  9. The system makes the country available for selection whenever adding geographical locations or nationalities/citizenships.

Extensions:

3.a The user selects an existing country.
  1. The system opens the country for editing.
6.a The user selects the country as the primary country.
  1. The system displays the country first in all country selection menus.
6.b The system determines that more than one country was selected as the primary country.
  1. The system displays all primary countries at the top of selection menus in alphabetical order.
7.a The user selects that the country is used for location selection.
  1. The system makes the country available for selection when a location, such as an address, is being specified.
8.a The system determines that the name and country code are the same as a country previously entered.
  1. The system displays an error message and will not continue.
Notes Date Added
This use case is the same for iHRIS Manage, iHRIS Plan and iHRIS Qualify. 10/31/2007
Geographical locations are tied together from largest to smallest: country --> region --> district, state or province --> county or sector. 10/31/2007
The country list also displays nationalities for selection. Disabling the location selection limits the country to nationality selection only (new feature in version 3.0). 10/31/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT12

Add or update a region

 P6
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates the list of regions available for selection in the system and establishes the region's parent country.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new or changed region is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of regions.
  2. The system displays all countries entered in the system.
  3. The user selects the country where the region is located.
  4. The system displays all regions entered for that country.
  5. The user adds a new region.
  6. The user selects the name of the country inside which the new region is located.
  7. The user enters the name of the region.
  8. The user enters the code for the region (optional).
  9. The user saves the record (UC-ICE2).
  10. The system makes the region available for reporting.

Extensions:

2.a The user does not select a country.
  1. The system provides only the option to add a new region.
  2. Skip to Step 5.
5.a The user selects an existing region.
  1. The system opens the region for editing.
6.a The user adds a new country.
  1. The user returns to Step 1 to add the region.
6.b The system determines that the country was previously selected.
  1. The system fills in the selected country.
9.a The system determines that the name and parent country are the same as a location previously entered.
  1. The system displays an error message and will not continue.
Open Issues AssignedTo ResolveBy
Redesign needed: If a new parent location is added from a link on the new location's page, the Return button should go back to the original location being added. Not implemented. 153037 later (wishlist)
Notes Date Added
This use case is identical for iHRIS Manage and iHRIS Qualify. 10/31/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT13

Add or update a district

 P6
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates the list of districts available for selection in the system and establishes the district's parent region.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new or changed district is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of districts.
  2. The system displays all countries entered in the system.
  3. The user selects the country where the district is located.
  4. The system displays all regions entered for that country.
  5. The user selects the region where the district is located.
  6. The system displays all districts entered for that region.
  7. The user adds a new district.
  8. The user selects the name of the country and region inside which the new district is located.
  9. The user enters the name of the district.
  10. The user enters the code for the district.
  11. The user saves the record (UC-ICE2).
  12. The system makes the district available for selection when adding geographical locations.

Extensions:

3.a The user does not select a country.
  1. The system provides the option to add a new district only.
  2. Skip to Step 7.
7.a The user selects an existing district.
  1. The system opens the district for editing.
8.a The system determines that the user previously selected the country and region.
  1. The system fills in the selections for the district.
11.a The system determines that the name and parent region and country are the same as a location previously entered.
  1. The system displays an error message and will not continue.
Open Issues AssignedTo ResolveBy
Redesign needed: If a new parent location is added from a link on the new location's page, the Return button should go back to the original location being added. Not implemented. 153037 later (wishlist)
Notes Date Added
This use case is identical for iHRIS Manage and iHRIS Qualify. 10/31/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT14

Add or update a county

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager updates the list of counties available for selection in the system and establishes the county's parent district.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new or changed county is defined within the system and available for selection within various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage lists of counties.
  2. The system displays all countries entered in the system.
  3. The user selects the country where the county is located.
  4. The system displays a list of regions for that country.
  5. The user selects the region inside which the county is located.
  6. The system displays all districts entered for that region.
  7. The user selects the district where the county is located.
  8. The system displays all districts entered for that county.
  9. The user adds a new county.
  10. The user selects the country, region and district where the county is located.
  11. The user enters the name of the county.
  12. The user saves the record (UC-ICE2).
  13. The system makes the county available for selection whenever geographical locations are added.

Extensions:

2.a The user does not select a country.
  1. The system provides the option to add a new county only.
  2. Skip to Step 9.
9.a The user selects an existing county.
  1. The system opens the county for editing.
10.a The system determines that the country, region and district were previously selected.
  1. The system fills in the previous selections for the county.
12.a The system determines that the name and parent district are the same as a location previously entered.
  1. The system displays an error message and will not continue.
Notes Date Added
The use case is the same for iHRIS Manage and iHRIS Qualify. 10/31/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT15

Add or update a currency

 P10
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a currency for selection when setting salaries and other monetary amounts.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new currency is added to the system and can be selected whenever specifying monetary amounts.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of currencies.
  2. The system displays all currencies entered in the system.
  3. The user adds a new currency.
  4. The user enters the currency code.
  5. The user enters the name of the currency.
  6. The user selects the country for the currency (optional).
  7. The user enters the symbol for the currency (optional).
  8. The user saves the record (UC-ICE2).
  9. The system makes the currency available for selection by symbol and code.

Extensions:

3.a The user selects an existing currency.
  1. The system opens the currency for editing.
6.a The user adds a new country.
  1. The user returns to Step 1 to add the currency.
8.a The system determines that the currency already exists in the database.
  1. The system displays an error and will not continue.
Notes Date Added
This is a new use case requested during testing to support internationalization. Implemented in version 2.0. 2/2/2007
This use case is identical for iHRIS Manage, iHRIS Qualify and iHRIS Plan. 7/24/2008
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT16

Add or update a personal title

 P4
Parent: Data Administration
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a new personal title for selection in the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The title is added to the system and is available for selection when adding or updating a person's record.
Level: User Complexity:
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of personal titles.
  2. The system displays all titles entered in the system.
  3. The user adds a new title.
  4. The user enters a description or name for the title.
  5. The user saves the record (UC-ICE2).
  6. The system makes the title available for selection when adding personal information.

Extensions:

3.a The user selects an existing item.
  1. The system opens the item for editing.
5.a The system determines that the title has already been entered in the database.
  1. The system displays an error and will not continue.
Open Issues AssignedTo ResolveBy
This use case needs to be implemented. 196615 later (medium priority)
Notes Date Added
This is a new use case to support selection of a personal title from a dropdown menu when adding personal information. 2/28/2008
This use case is identical to the same use case for iHRIS Qualify. 2/28/2008

1.2. Position Management

Position Management
Description
Design and manage a job structure for the organization, add new positions that may be filled by employees or applicants, and manage existing positions.
Notes Date Added
Access these functions via the Configure System --> Administer Database link on the main menu. 9/28/2007
Access is limited to HR Staff, HR Manager and System Administrator. HR Staff can only add new positions, position types and salary sources. 10/2/2007

Position Management use cases:

UC-PT17

Add or update a cadre

 P10
Parent: Position Management
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager enters or edits a cadre for selection within the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
Each cadre, as applied by the health professionals, is defined within the system and available for selection in various use cases.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of cadres.
  2. The system displays all cadres entered in the system.
  3. The user adds a new cadre.
  4. The user enters the name of the cadre.
  5. The user saves the record (UC-ICE2).
  6. The system displays the new or edited cadre in selection lists of cadres.

Extensions:

3.a The user selects an existing cadre.
  1. The system opens the cadre for editing.
5.a The system determines that the cadre already exists in the database.
  1. The system displays an error and will not proceed.
Open Issues AssignedTo ResolveBy
The minimum qualification and ISCO classification code have not been implemented in iHRIS Manage; these should be added to increase compatibility with iHRIS Qualify. 151735 later (undecided)
Notes Date Added
This use case may be optional if new cadres are not allowed to be defined or if cadres are not used by the organization. 10/30/2007
This use case is the same for iHRIS Plan and iHRIS Manage, but not the same as iHRIS Qualify. 7/24/2008
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT18

Add or update a job classification

 P1
Parent: Position Management
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager adds a job classification to which jobs can be assigned.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The job classification is saved and jobs can be assigned to it.
Level: User Complexity: Medium
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage job classifications.
  2. The system displays all job classifications entered in the system.
  3. The user adds a new job classification.
  4. The user enters the name of the job classification.
  5. The user enters the classification code (optional).
  6. The user enters a description of the classification (optional).
  7. The user selects an ISCO classification name and code to link to the job classification.
  8. The system maps the selected ISCO classification code to the job classification that the user has entered.
  9. The user saves the record (UC-ICE2).
  10. The system makes the job classification available for selection when adding jobs.

Extensions:

3.a The user selects an existing job classification.
  1. The system opens the job classification for editing.
4.a The user selects an ISCO standard job classification name and code from the list without entering the name of a classification.
  1. The system populates the job classification name, code and description with the ISCO standard name, code and description.
  2. Go to Step 9.
7.a The ISCO classification is not selected.
  1. Go on to Step 9.
7.b The ISCO classification was already selected.
  1. Skip this step.
9.a The system determines that the job classification already exists in the database.
  1. The system displays an error and will not proceed.
Open Issues AssignedTo ResolveBy
The job classification should be linked to international standards, such as ISCO classification codes. 249585 4.0.3 (in progress)
Notes Date Added
This use case is optional if job categories cannot be changed or job classifications are not used in the system. 9/28/2006
The use case has been updated to link standard ISCO classification codes to job classifications or to pre-populate the system with ISCO classifications. 10/30/2008
This functionality can be accessed through Configure System --> Administer Database. 7/10/2009


UC-PT19

Create a salary grade

 P10
Parent: Position Management
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager creates a new salary grade for the organization to organize jobs.
Preconditions:
The user must be logged in to the system. The currencies used for salary bands have been entered in the system.		 Success Guarantee:
The salary grade is saved and jobs can be assigned to it.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user enters the option to manage the list of salary grades.
  2. The system displays all salary grades entered in the system.
  3. The user adds a new salary grade.
  4. The user enters the name or identifier of the grade (such as a letter).
  5. The user enters the currency for salary grades.
  6. The user enters the starting salary of the grade.
  7. The user enters the ending salary of the grade.
  8. The user enters the midpoint of the grade (optional).
  9. The user enters any notes about the grade (optional).
  10. The user saves the record (UC-ICE2).
  11. The system makes the salary grade available for selection when adding jobs.

Extensions:

3.a The user selects an existing salary grade.
  1. The system opens the salary grade for editing.
10.a The system determines that the salary grade already exists in the database.
  1. The system displays an error message and will not proceed.
Referenced Requirements Type ID
Localization Non-functional REQ-PT9
Notes Date Added
This use case is intended for an organization that has jobs organized into salary bands. It is optional and not necessary for functioning of the core system. 9/25/2006
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT20

Create a job

 P5
Parent: Position Management
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager creates a new job within the organization.
Preconditions:
The user must be logged in to the system. A job classification or cadre for the job must be defined, if required. If a salary grade is to be assigned, it must be defined. 		Success Guarantee:
The job is saved and available for selection from various use cases.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage jobs.
  2. The system displays all jobs entered in the system.
  3. The user creates a new job.
  4. The user enters the generic title of the job.
  5. The user enters the code for the job (optional).
  6. The user enters a job description (optional).
  7. The user selects the salary grade (optional).
  8. The user selects the cadre (optional).
  9. The user selects the classification (optional).
  10. The user selects the competencies required by the job (optional).
  11. The user saves the record (UC-ICE2).
  12. The system saves the job and makes it available for creating positions.

Extensions:

3.a The user selects an existing job.
  1. The system displays the job information for editing.
11.a The system determines that the job title already exists in the database.
  1. The system displays an error message and will not proceed.
Open Issues AssignedTo ResolveBy
Selecting competencies required by the job is a proposed part of the competency model; not implemented. 259507 later (low priority)
Notes Date Added
Selection of cadres and job classifications is optional. For each job, the user may select a cadre, a job classification, both or neither. 1/25/2007
Updated the use case to include required job competencies. 2/11/2009
This functionality can be accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT21

Add or update a salary source

 P10
Parent: Position Management
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager creates a new salary source for designating sources of salaries or special payments.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The salary source is saved and salaries and special payments can be linked to it.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of salary sources.
  2. The system displays all salary sources entered in the system.
  3. The user adds a new salary source.
  4. The user enters the name of the salary source
  5. The user saves the record (UC-ICE2).
  6. The system makes the salary source available for selection when adding salary information.

Extensions:

3.a The user selects an existing salary source.
  1. The system opens the salary source for editing.
5.a The system determines that the salary source already exists in the database.
  1. The system displays an error and will not proceed.
Notes Date Added
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT22

Add or update a position type

 P10
Parent: Position Management
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR Manager creates a new position type for categorizing positions.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The position type is saved and positions can be assigned to it.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of position types.
  2. The system displays all position types entered in the system.
  3. The user adds a new position type.
  4. The user enters the name of the position type.
  5. The user saves the record (UC-ICE2).
  6. The system makes the position type available for selection when adding positions.

Extensions:

1.a The user selects an existing position type.
  1. The system opens the position type for editing.
5.a The system determines that the position type already exists in the database.
  1. The system displays an error and will not proceed.
Notes Date Added
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT23

Create a position

 P6
Parent: Position Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff creates a position within the organization to be filled by a hire, promotion or transfer; this may be either a new position or re-enabling a previously discontinued position.
Preconditions:
The user must be logged in to the system. The generic job for the position has been created. The office/facility where the position is located has been defined in the system. The department, position type and salary source have been defined in the system, if used. The currency for the proposed salary has been defined in the system, if used.		 Success Guarantee:
The position has been created and marked open. The position is visible in the position hierarchy as well as available for filling by an employee or applicant.
Level: User Complexity: Medium
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage positions.
  2. The system displays all positions entered in the system by status.
  3. The user creates a new position.
  4. The user selects the job for the position.
  5. The system displays the job title as the position title.
  6. The user edits the job title as a specific position title, if different.
  7. The user enters a supplemental position description (optional).
  8. The user selects the currency for the salary.
  9. The user enters the proposed salary (optional).
  10. The user selects the salary sources (optional).
    1. Repeat for each salary source for the position.
  11. The user enters a code for the position.
  12. The system displays today's date for the position post date.
  13. The user changes the post date, if necessary.
  14. The user enters any comments or notes about the position (optional).
  15. The user enters any comments or notes about interviews for the position (optional).
  16. The user selects the office/facility where the position is located.
  17. The user selects the supervisor's position.
  18. The user selects a department (optional).
  19. The user selects the position type (optional).
  20. The user enters the proposed hiring date (optional).
  21. The user enters the proposed ending date (optional).
  22. The user saves the record (UC-ICE2).
  23. The system saves the position as an open position and makes it available for job applications or filling by an employee.

Extensions:

3.a The user selects the position from a list of discontinued positions.
  1. The user changes the position status to open.
  2. The user selects the position to edit it.
3.b The user selects an existing position.
  1. The system displays all the position information for editing.
Open Issues AssignedTo ResolveBy
Would like to be able to generate multiple positions from the same job and assign each position a separate position code. The system would validate that each position code is unique. This has not been implemented and the use case has not been updated; this may be a new use case. 151726 later (wishlist)
May write another use case for choosing supervisors/supervisees of a position rather than selecting that here, such as show all current assignments with position and employee name, if the position is filled; change or select supervisor (only one allowed); change or select subordinate (several allowed). For now, can only select the supervisor's position from this form. 151724 later (wishlist)
Notes Date Added
A facility is always tied to a position. That is how the position's geographical location is determined. 1/25/2007
For right now, only one position can be entered at a time. 2/7/2008
Added the post date, comments and interview comments, implemented in version 3.0. 2/7/2008
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT24

Update a position

 P10
Parent: Position Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff changes any information pertaining to a position.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
All updates are made and displayed with the position's information.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the facility where the position is located or selects the position status: open, closed or discontinued.
  2. The system displays all positions in that facility or with that status.
  3. The user selects the position to update.
  4. The system displays the position information.
  5. The user makes updates to the position's information.
  6. The user saves the record (UC-ICE2).
  7. The system saves and displays the new position information.

Extensions:

2.a The position is not found.
  1. The system provides the option to add a new position.
Notes Date Added
Added the ability to locate positions by either status or facility in version 4.0. 6/29/2009
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT25

Discontinue a position

 P10
Parent: Position Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
When a position is no longer needed and no employee is filling it, HR Staff removes it from the position hierarchy.
Preconditions:
The employee has vacated the position, and the position is marked as open. The user must be logged in to the system.		 Success Guarantee:
The position is no longer displayed in the position hierarchy or available for selection by may be re-enabled.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to display all open positions.
  2. The system displays all open positions.
  3. The user selects a position.
  4. The user marks the position as discontinued.
  5. The system removes the position from selection or reporting in the system.

Extensions:

2.a The system finds no open positions.
  1. The use case stops.
Notes Date Added
Closed positions cannot be discontinued because they are still filled by an employee. The employee must be removed from the position before the position can be discontinued. 2/11/2008
This functionality is accessed via an open position record from the Configure System --> Administer Database screens. 7/10/2009


UC-PT26

Create an organizational chart

 P6
Parent: Position Management
Primary Actors: HR Staff, Executive Manager Supporting Actors:
Brief Description/Goal
The HR Staff person or Executive Manager generates a chart of all positions showing supervisory relationships that can be filtered by location, department and/or office/facility.
Preconditions:
At least two positions have been entered into the system and have been linked as one supervising the other. The user must be logged in to the system.		 Success Guarantee:
An organizational chart of all positions is generated and displayed, printed or saved.
Level: User Complexity: High
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to create an organizational chart.
  2. The user selects the desired filter, if any:
    1. specific geographical location
    2. specific department
    3. specific office or affiliated facility
    4. other organizational structure filters as defined for the system
  3. The user selects any other position information to show in the chart (such as the name of the employee holding the position, whether the position is open or closed, etc.).
  4. The system displays position titles for the selected criteria, with each position linked to its supervisory position.
  5. The system provides the option to print or save the chart.

Extensions:

2.a The user does not select a filter.
  1. The system displays all positions, but collapsed under the highest supervisory position.
  2. The user clicks a supervisory position to expand all positions underneath it.
4.a The system determines that a position has been discontinued.
  1. The system does not display the position in the chart.
Open Issues AssignedTo ResolveBy
This use case has not been implemented. 151722 later (wishlist)
Notes Date Added
A blueprint for this use case has been written and posted to the wiki. 10/18/2007

1.3. Employee Management

Employee Management
Description
Add a new employee or applicant record to the system, and search for and update records that have been entered into the system.
Notes Date Added
Access these functions via the Manage People link on the main menu. 9/28/2007

Employee Management use cases:

UC-PT27

Enter a new record

 P1
Parent: Employee Management
Primary Actors: HR Staff, Applicant Supporting Actors:
Brief Description/Goal
HR Staff creates a record for a new employee or applicant and enters all the pertinent information about that person.
Preconditions:
The user must be logged in to the system. The personal title, nationality, country and district of residence have been entered in the system.		 Success Guarantee:
All of the information is saved to the database and displayed with the person's record.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add a new record.
  2. The user selects the title for the person (optional).
  3. The user adds the person's name:
    1. surname
    2. first name
    3. other names (optional)
    4. suffix
  4. The user selects a nationality/citizenship.
  5. The user selects a country where the person resides.
  6. The system displays a list of matching districts for that selection.
  7. The user selects the district where the person resides.
  8. The system displays a list of matching counties/sectors for that district.
  9. The user selects the county/sector where the person resides.
  10. The user saves the record (UC-ICE2).
  11. The system displays the personal information in the record.
  12. The system provides the option to update the name or other personal information.

Extensions:

3.a The system determines that the surname and first name combination match a record that is already in the database.
  1. The system prompts the user to compare the two records and determine whether they are the same.
  2. The user either selects the matching record and edits it, or tells the system to ignore the error and continues editing the new record, if it is different.
12.a The user changes the name.
  1. The system saves the former name to the person's name history.
  2. The system provides the option to view the name history.
Open Issues AssignedTo ResolveBy
New feature requested: Add Employee photo. 151723 4.1 (in progress)
New feature requested but not implemented: Select any relatives of the employee also employed by the organization. 151730 later (wishlist)
The Applicant role has not been implemented. 151707 later (wishlist)
The Employee, Supervisor and Manager passwords may be implemented in this use case. 151707 later (wishlist)
The personal title option has not been added. 196615 later (medium priority)
The suffix field has not been implemented. 249586 later(medium priority)
The system does not catch duplicates and alert the data entrant that the person is already in the system in the Uganda installation. (This needs to be tested further.) 317884 ASAP (critical)
Notes Date Added
This use case is intended to also be completed by an Applicant as part of applying for an open position. 2/7/2008
Updated use case by adding a personal title (as distinguished from a job title) such as Mr., Mrs. or Dr.; this was a feature request from Uganda. 2/28/2008
Updated use case by adding a suffix field for names (for Jr., III, etc.) 7/24/2008
This functionality is accessible via the Manage People --> Add Person screens. 7/10/2009


UC-PT28

Set a position for an employee

 P6
Parent: Employee Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff sets a position for an employee of the organization.
Preconditions:
The user must be logged in to the system. The position has been created in the system. The employee record has been created. The employee is not currently assigned a position. The currency for the salary has been defined in the system.		 Success Guarantee:
The employee is associated with a position and that position is marked as closed.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to set a position in an employee's record.
  2. The user selects the position for the employee from the list of open positions.
  3. The user enters the actual start date.
  4. The user selects the currency for the salary.
  5. The user enters the actual salary.
  6. The user saves the record (UC-ICE2).
  7. The system links the position to the employee.
  8. The system marks the position as closed.
  9. The system displays the position in the employee's record.
  10. The system provides the option to correct the position information, change the position, record a departure or view the position history.
Open Issues AssignedTo ResolveBy
Requested: enter a document number authorizing the hire (not implemented or use case updated). 151732 later (wishlist)
Notes Date Added
If the job application module is disabled, this is the only way to set a position for a new or existing employee. 11/3/2008
This functionality is accessible via a person's record if the person does not already have a position set. 7/10/2009


UC-PT29

Add identification information

 P6
Parent: Employee Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff enters identifications into a person's record.
Preconditions:
The identification types have been added to the system. The person has a record in the system. The user must be logged in to the system. 		Success Guarantee:
All of the information is saved to the database and displayed with the person's record.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add an identification to a person's record.
  2. The user selects a type of identification.
  3. The user enters the identification number.
  4. The user saves the record (UC-ICE2).
  5. The system displays the new identification information in the person's record.
  6. The system provides the option to update the identification information.
  7. The user repeats Steps 1-4 for each identification.
Referenced Requirements Type ID
Privacy Business Rule REQ-PT11
Open Issues AssignedTo ResolveBy
Obscuring identifications has not been implemented. This would apply to the Employee, Supervisor and Applicant roles. 151707 later (wishlist)
Notes Date Added
Identification checking will have to be implemented at time of customization because requirements change so much depending on where the system is located. 10/31/2007
This use case is the same in both iHRIS Manage and iHRIS Qualify. 10/31/2007
Identifications need to be hidden or obscured when a record is viewed by anyone other than HR Staff or an HR Manager. 2/7/2008
This functionality can be accessed via the Individual Information section of a person's record. 7/10/2009


UC-PT30

Add demographic information

 P6
Parent: Employee Management
Primary Actors: HR Staff, Employee Supporting Actors:
Brief Description/Goal
HR Staff adds demographic information about a person to his or her record.
Preconditions:
The person has a record in the system. The user must be logged in to the system. The marital status has been entered into the system for selection.		 Success Guarantee:
The demographic information is saved and is displayed with the person's record.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add demographic information to a person's record.
  2. The user selects the date of birth.
  3. The user selects the gender.
  4. The user selects the marital status.
  5. The user enters the number of dependents.
  6. The user saves the record (UC-ICE2).
  7. The system displays the demographic information in the record.
  8. The system provides the option to update the demographic information.
Open Issues AssignedTo ResolveBy
The Employee role has not been implemented. 151707 later (wishlist)
Notes Date Added
This use case is essentially the same for iHRIS Manage and iHRIS Qualify, although Qualify also captures the place of birth. 10/31/2007
An Employee can update this information in his/her own record only. 2/7/2008
This functionality can be accessed via the Individual Information section of a person's record. 7/10/2009


UC-PT31

Add contact information

 P6
Parent: Employee Management
Primary Actors: HR Staff, Employee, Applicant Supporting Actors:
Brief Description/Goal
HR Staff adds or updates any type of contact information for a person or institution.
Preconditions:
The record exists in the system. The user must be logged in to the system.		 Success Guarantee:
The contact information is saved and displayed with the appropriate record.
Level: Subfunction Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the type of contact to add to a record.
  2. The user enters the full mailing address.
  3. The user enters the telephone number.
  4. The user enters the alternate telephone number.
  5. The user enters the fax number.
  6. The user enters the email address.
  7. The user enters notes about the contact.
  8. The user saves the record (UC-ICE2).
  9. The system displays the contact information in the record.
  10. The system provides the option to update the contact information.
  11. The user repeats Steps 1-10 for each contact.

Extensions:

1.a The system determines that a contact of that type already exists for the record.
  1. The system disables the option to add another contact of that type.
Open Issues AssignedTo ResolveBy
The Employee and Applicant roles have not been implemented. 151707 later (wishlist)
Notes Date Added
This use case is the same for iHRIS Manage and iHRIS Qualify, although the specific types of contacts for each are slightly different. 10/31/2007
All fields are optional. 10/31/2007
This subfunction is referenced wherever contact information additions or updates are required. 10/31/2007
An Employee or Applicant may add or update the contact information in his or her own record only. 2/7/2008
Institutions only have one contact type (as opposed to people records). The contact type does not need to be selected, as the contact information can be entered with the institution's other details. 2/11/2008
This functionality is accessed via the Contact section of a person or organization record. 7/10/2009


UC-PT32

Record a special payment

 P6
Parent: Employee Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff records a payment for an employee that is paid in addition to the salary.
Preconditions:
The employee has a record in the system. The user must be logged in to the system. The special payment type and source have been entered into the system. The currency has been entered in the system.		 Success Guarantee:
The special payment is saved with the employee's record.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the type of special payment (such as bonus, benefit or allowance) to add to the employee's record.
  2. The user selects the currency for the payment.
  3. The user enters the amount of the payment.
  4. The user selects the source of the special payment.
  5. The user selects whether the payment is recurring or one-time.
  6. The user saves the record (UC-ICE2).
  7. The system displays the special payment in the person's record.
  8. The system provides the option to update the benefit details.
  9. The user repeats Steps 1-8 for each special payment the employee receives.

Extensions:

5.a The user indicates that the payment is recurring.
  1. The user selects the frequency of the recurrence.
  2. The user selects the start and end dates of the recurrence period.
5.b The user indicates that the payment is one-time.
  1. The user enters the date the payment is distributed for the start date.
Referenced Requirements Type ID
Privacy Business Rule REQ-PT11
Localization Non-functional REQ-PT9
Open Issues AssignedTo ResolveBy
Requested: enter a document number to authorize the special payment (not implemented). 151732 later (wishlist)
Notes Date Added
This functionality is accessed via the Position Information section of a person's record. 7/10/2009


UC-PT33

Terminate an employee

 P6
Parent: Employee Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR staff records the departure of an employee from the organization.
Preconditions:
The employee has a record in the system. The user must be logged in to the system. The reason for departure must be entered into the system.		 Success Guarantee:
The old position is reopened or discontinued, the reason for the departure is recorded, and the employee is converted to old employee status.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to record a departure in the employee's record.
  2. The system displays today's date for the end date.
  3. The user changes the end date, if it is different.
  4. The user selects the reason for the departure.
  5. The user selects whether the employee's former position is open or discontinued.
  6. The system changes the status of the former position and displays it either in the open positions list or the list of discontinued positions.
  7. The user saves the record (UC-ICE2).
  8. The system removes the option to change the position from the employee's record.
  9. The system saves the employee's last held position to the employee's position history.
  10. The system enters the end date for the position as the end date of the salary and saves this to the employee's salary history.
  11. The system removes the option to change the salary.
  12. The system converts the employee to an "old employee" and removes the employee from any active staff lists.
Open Issues AssignedTo ResolveBy
When the Employee role is added, this use case will discontinue the Employee's access to the system (not implemented). 151707 later (wishlist)
Notes Date Added
This functionality is accessed via the Position Information section of a person's record. 7/10/2009


UC-PT34

Record a position change

 P6
Parent: Employee Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff notes that an employee has been transferred or promoted to a new position and either reopens the position that the employee held or discontinues it.
Preconditions:
The employee has a record in the system. The user must be logged in to the system. The reason for departure must be entered into the system. The currency for the new position must be entered in the system. The new position must be added as an open position.		 Success Guarantee:
The old position is reopened or discontinued, the reason for the position change is recorded, and the new position is displayed in the employee's record.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to record a position change in an employee's record.
  2. The user selects the new position for an employee.
  3. The system displays today's date for the start date.
  4. The user changes the start date, if necessary.
  5. The system sets the start date as the end date of the old position.
  6. The user enters the salary for the new position.
  7. The system saves the employee's old salary to the salary history.
  8. The user selects the reason for the position change.
  9. The user selects whether the employee's former position is open or discontinued.
  10. The system changes the status of the former position and displays it either in the open positions list or the list of discontinued positions.
  11. The user saves the record (UC-ICE2).
  12. The system displays the new position in the employee's record.
  13. The system provides the option to correct the position information.
  14. The system saves the employee's last held position to the employee's position history and provides the option to view the position history.
Open Issues AssignedTo ResolveBy
Requested: Enter a document number to authorize the position change (not implemented). 151732 later (wishlist)
Notes Date Added
This functionality is accessed via the Position Information section of a person's record. 7/10/2009


UC-PT35

Record a salary change

 P6
Parent: Employee Management
Primary Actors: HR Manager, HR Staff Supporting Actors:
Brief Description/Goal
HR Staff records a change in salary for an employee and updates the employee's salary history.
Preconditions:
The employee has a record in the system. The user must be logged in to the system. The currency must be entered in the system.		 Success Guarantee:
The new salary is saved with the employee's record.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the salary in an employee's record.
  2. The user enters the new salary.
  3. The user selects a currency for the salary, if it has changed.
  4. The system displays today's date for the effective date for the salary change.
  5. The user changes the effective date, if it is different.
  6. The user saves the record (UC-ICE2).
  7. The system displays the new salary in the employee's record.
  8. The system provides the option to correct the salary.
  9. The system adds the previous salary to the employee's salary history with the salary starting and ending date and provides the option to view the salary history.
Referenced Requirements Type ID
Privacy Business Rule REQ-PT11
Open Issues AssignedTo ResolveBy
Requested: enter a document number to authorize the salary change (not implemented). 151732 later (wishlist)
Notes Date Added
This use case will typically be used when the employee has received a raise; if there is a position change, the salary change is recorded as part of that change. 9/29/2006
This functionality is accessed via the Position Information section of a person's record. 7/10/2009


UC-PT71

Add registrations

 P10
Parent: Employee Management
Primary Actors: HR Staff, Employee, Applicant Supporting Actors:
Brief Description/Goal
HR Staff adds licenses or registrations to a person's record.
Preconditions:
The registration council must be added to the database. The person's record must have been created in the system. The user must be logged in to the system.		 Success Guarantee:
The registration information is recorded correctly in the person's record.
Level: Subfunction Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 4.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add a registration to an employee's record.
  2. The user selects the name of the registration council that issued the license or registration.
  3. The user enters the registration number or license number.
  4. The user enters the registration date or license expiration date.
  5. The user saves the record (UC-ICE2).
  6. The system displays the registration or license information in the person's record.
  7. The system provides the option to update the registration.
Notes Date Added
This functionality can be accessed via the Qualifications section of a person's record. 7/10/2009


UC-PT36

Add language proficiencies

 P6
Parent: Employee Management
Primary Actors: HR Staff, Employee, Applicant Supporting Actors:
Brief Description/Goal
HR Staff adds language skills to a person's record.
Preconditions:
The language must be added to the database. The person's record must have been created in the system. The user must be logged in to the system.		 Success Guarantee:
The language proficiency is recorded correctly in the person's record.
Level: Subfunction Complexity: Low
Use Case Status: Updated Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add a language to an employee's record.
  2. The user selects the name of the language.
  3. The user selects the speaking proficiency.
  4. The user selects the reading proficiency.
  5. The user selects the writing proficiency.
  6. The user saves the record (UC-ICE2).
  7. The system displays the language information in the person's record.
  8. The system provides the option to update the language proficiency.
  9. The user repeats Steps 1-8 for each language skill.
Open Issues AssignedTo ResolveBy
The Applicant and Employee roles have not been implemented. 151707 later (wishlist)
Notes Date Added
Applicants and Employees can add language skills when completing a job application. 2/7/2008
This functionality can be accessed via the Qualifications section of a person's record. 7/10/2009


UC-PT43

Enter employment history

 P6
Parent: Employee Management
Primary Actors: Applicant, Employee, HR Staff Supporting Actors:
Brief Description/Goal
An Applicant enters a history of past employers into the system.
Preconditions:
The user has a record in the system. The currency of former salaries has been defined in the system. The user must be logged in to the system.		 Success Guarantee:
The past employment history is saved and displayed with the person's record.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add employment history to a record.
  2. The user enters the company name.
  3. The user enters the company address.
  4. The user enters the company telephone number.
  5. The user selects the date started work.
  6. The user enters the starting wage and currency.
  7. The user enters the starting position.
  8. The user selects the date ended work.
  9. The user enters the ending wage and currency.
  10. The user enters the ending position.
  11. The user enters the name of the supervisor.
  12. The user selects yes or no as to whether the past employer can be contacted.
  13. The user enters the job responsibilities.
  14. The user enters the reason for leaving.
  15. The user saves the record (UC-ICE2).
  16. The system displays the employment history item in the person's record.
  17. The system provides the option to update the item.
  18. The user repeats Steps 1-17 for each past employer.
Open Issues AssignedTo ResolveBy
Currently, only HR Staff can complete this use case, as the Employee and Applicant roles are not enabled. 151707 wishlist
Notes Date Added
This use case is intended as part of the job application process but can be used, for example, by employees to add an employment history, if needed. 9/28/2006
This form appears even if the applicant module is disabled. Moved to the Employee Management module. 11/3/2008
This functionality is accessed via the Employment History section of a person's record. 7/10/2009


UC-PT44

Enter educational history

 P6
Parent: Employee Management
Primary Actors: HR Staff, Applicant, Employee Supporting Actors:
Brief Description/Goal
HR Staff, an Applicant or an Employee enters educational history into the system.
Preconditions:
The user has a record in the system. At least one educational institution type and associated degree has been entered in the system. The user must be logged in to the system.		 Success Guarantee:
The educational history is saved and is displayed with the person's record.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to add educational history to a person's record.
  2. The user enters the name of the educational institution.
  3. The user enters the location of the educational institution.
  4. The user enters the year of graduation.
  5. The user selects the type of educational institution.
  6. The system displays the degrees offered by that type of educational institution.
  7. The user selects the degree for that type of educational institution.
  8. The user enters the major.
  9. The user saves the record (UC-ICE2).
  10. The system displays the new item in the person's record.
  11. The system provides the option to update the item.
  12. The user repeats Steps 1-11 for each educational institution attended.
Open Issues AssignedTo ResolveBy
Currently, only HR Staff can complete this use case, as the Employee and Applicant roles are not enabled. 151707 wishlist
Notes Date Added
The educational history is intended to be part of the job application process but can be entered for any employee at any time. 2/7/2008
This form appears even if the applicant module is disabled. Moved to the Employee Management module. 11/3/2008
This functionality is accessed via the Educational History section of a person's record. 7/10/2009


UC-PT37

Record notes

 P10
Parent: Employee Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff records notes about a particular person and saves them with the person's record.
Preconditions:
The person has a record in the system. The user must be logged in to the system.		 Success Guarantee:
The notes are entered and saved with the person's record.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 1.0
Flow of Events

Main Success Scenario:

  1. The user enters any notes about the person in the person's record.
  2. The system enters today's date for the note's date.
  3. The user changes the date of the note, if necessary.
  4. The user saves the record (UC-ICE2).
  5. The system maintains and displays a log of all notes that were entered in reverse chronological order.
  6. The system provides the option to update each note.
Notes Date Added
The notes are an open field that can be used for any purpose. 10/31/2007
This use case is the same for iHRIS Manage and Qualify. 10/31/2007
This functionality is accessed via the Notes section of a record. 7/10/2009

1.4. Job Applicant Management

Job Applicant Management
Description
The module is for managing job applications for open positions, reviewing completed job applications, recording interview notes and assigning a position to the successful applicant.
Notes Date Added
This module may be disabled if not used by the organization on the Configure Modules page for iHRIS Manage. 1/25/2007
Access these functions via the Manage People link on the main menu. 9/28/2007

Job Applicant Management use cases:

UC-PT40

Apply for a position

 P1
Parent: Job Applicant Management
Primary Actors: Applicant, HR Staff, Employee Supporting Actors:
Brief Description/Goal
The Applicant completes a job application form and records information about himself/herself in the system.
Preconditions:
The position has been created and is listed as an open position. The application module is enabled.		 Success Guarantee:
The Applicant can successfully complete and submit the application form; the form data is recorded in the system and is available for review.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user logs in (UC-ICE5).
  2. The system checks the user's role.
  3. The system displays the new record form.
  4. The user enters a new record (UC-PT27).
  5. The user selects the option to add an application.
  6. The system displays the job application form.
  7. The user selects the open position to apply for.
  8. The user completes the applicant questions.
  9. The user adds language proficiencies (UC-PT36), if applicable.
  10. The user adds skills (UC-PT50), if applicable.
  11. The user uploads a resume.
  12. The user saves the record (UC-ICE2).
  13. The system displays the application in the person's record and makes it available for review with the open position.
  14. The system provides the option to update the application.
  15. The user creates a username and password.
  16. The system adds the user account with Applicant access to the application.

Extensions:

2.a The system detects that an Employee has logged in.
  1. The system displays the Employee's record.
  2. The system provides the option for the Employee to apply for an open position using the job application form.
2.b The system detects that an HR Staff person has logged in.
  1. The system provides the option to add an applicant (as for enter a new record (UC-PT27)) or to add an application to an existing record.
15.a The user has logged in with a non-guest username and password.
  1. Skip this step.
Referenced Requirements Type ID
Job applicant questions Business Rule REQ-PT10
Open Issues AssignedTo ResolveBy
Requested: upload a resume (file). 151728 4.1 (in progress)
Employee and guest log in for an Applicant are not implemented. 151707 later (wishlist)
Notes Date Added
This use case should be optional. If this information is not entered at this point, it can be entered when creating a new employee record. 9/25/2006
In version 2.0, HR Staff can enter a job application for any record. 2/7/2008
Use case was updated to include uploading a resume. 7/10/2009
This functionality is accessible through the Application section of a person's record. In the current version, applicants/employees cannot fill out an application themselves. 7/10/2009


UC-PT41

Log interview details

 P10
Parent: Job Applicant Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff can enter details about an interview with a job applicant.
Preconditions:
The application module is enabled. An application has been completed for the position. The user must be logged into the system. .		 Success Guarantee:
The interview details are saved with the job application.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to log interview details in an applicant's record.
  2. The system enters today's date for the interview date.
  3. The user changes the date of the interview, if necessary.
  4. The user enters the names of people conducting the interview.
  5. The user enters any comments about the interview.
  6. The user saves the record (UC-ICE2).
  7. The system displays the interview details in the person's record.
  8. The system provides the option to update the interview details.
  9. The user repeats Steps 1-8 for each additional interview.
Notes Date Added
This use case was separated from the Review Applicants (UC-PT45) use case for clarity. 2/7/2008
This functionality is accessed via the Application section of a person's record. 7/10/2009


UC-PT42

Log a hiring decision

 P10
Parent: Job Applicant Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff logs a decision whether or not to hire an applicant for a position for which the applicant has applied.
Preconditions:
The application module is enabled. An application has been completed for the position. The user must be logged into the system.		 Success Guarantee:
The hiring decision details are saved with the job application.
Level: User Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to log a hiring decision in the applicant's record.
  2. The user selects the decision whether to hire the applicant for the job.
  3. The system enters today's date for the date of the decision.
  4. The user changes the date of the decision, if applicable.
  5. The user records any comments.
  6. The user saves the record (UC-ICE2).
  7. The system displays the hiring decision in the person's record.
  8. The system provides the option to update the hiring decision.
Notes Date Added
This use case was separated from the Review Applicants (UC-PT45) use case for clarity. 2/7/2008
Note that logging a hiring decision will not set the position for the applicant; that needs to be done in the "Make a job offer" step. 2/7/2008
This functionality is accessed via the Application section of a person's record. 7/10/2009


UC-PT45

Review applicants

 P6
Parent: Job Applicant Management
Primary Actors: HR Staff, Supervisor, Manager, Executive Manager Supporting Actors:
Brief Description/Goal
The Manager lists the names of Applicants for a particular position and reviews the applications.
Preconditions:
The application module is enabled. An applicant has completed an application form for the position. The user must be logged in to the system.		 Success Guarantee:
The applicant information for all people who applied for a position can be displayed.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user displays the list of open positions.
  2. The user selects the position to review.
  3. The system lists all applicants who applied for the position, including the date they completed the application form.
  4. The user selects an applicant's name.
  5. The system checks the user's role.
  6. The system displays the applicant's record with the completed application form and provides the option to update the information if the role is allowed to update.
Open Issues AssignedTo ResolveBy
The application can be printed but there is no print button; this may be added in a later iteration 193040 later (wishlist)
The Supervisor and Manager roles have not been implemented. 151707 later (wishlist)
Notes Date Added
Managers and Supervisors can only view applicants for positions that they manage or supervise. 2/7/2008
Only HR Staff can update an application. 2/7/2008
This functionality is accessible via the Manage People --> Review Applicants screens. 7/10/2009


UC-PT46

Make a job offer

 P10
Parent: Job Applicant Management
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff moves a job applicant into an open position, fills out any information required for hiring the person and enters work contact information.
Preconditions:
The application module is enabled. The applicant has applied for a position. The user must be logged in to the system. The currency must be defined in the system for the position salary.		 Success Guarantee:
The applicant is linked with the position and entered as an employee in the system, if not already an employee; the position is closed.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user displays the list of open positions.
  2. The user selects the position to fill.
  3. The system displays the position information and all applicants who applied for the position.
  4. The user selects the applicant who will fill the position.
  5. The system determines whether the applicant already has an employee record in the system.
  6. The system displays today's date for the start date.
  7. The user changes the start date, if necessary.
  8. The user selects the currency for the salary.
  9. The user enters the starting salary for the position.
  10. The user saves the record (UC-ICE2).
  11. The system saves the employee record and associates it with the new position.
  12. The system removes the person from the list of applicants.
  13. The system marks the position as closed as of the start date.

Extensions:

5.a The system determines that an employee record exists for the applicant and the employee is assigned to another position.
  1. The system prompts the user to select a status for the employee's former position: open or discontinued.
  2. The system prompts the user to select a reason for the position change.
  3. The system changes the status of the employee's former position as of the change date and makes it available in the open position list or list of discontinued positions.
  4. The system adds the employee's former position to the position history with the change date as the end date for that position.
9.a The system determines that the applicant already held a position with a salary.
  1. The system changes the salary to the new position's salary and adds the former salary to the employee's salary history.
Notes Date Added
This use case turns an applicant into an employee and associates a position with the new employee; it can also be used to change the position for an existing employee. 9/25/2006
Assumes that the offer has been made to the applicant and the applicant has accepted the offer (trigger). 11/28/2006
This functionality is accessed via the Manage People --> Review Applicants screens; an open position must be selected. 7/10/2009

1.5. Competency Model

Competency Model
Description
Defines successful job performance in the organization and enables the organization to assess employee's competencies in various skills.
Related Documents and URLs
http://open.intrahealth.org/wiki/index.php/Competency_Model
Notes Date Added
This module is currently in development. Core functions have been released. 10/16/2007
Also modified UC-PT20 (Create a job) to link a job to its required competencies. 10/16/2007
The blueprint for the Competency Model module was written and posted to the wiki. 10/18/2007

Competency Model use cases:

UC-PT49

Create a competency model

 P5
Parent: Competency Model
Primary Actors: Training Manager, HR Manager Supporting Actors:
Brief Description/Goal
The Training Manager updates a list of competency categories or competencies.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new competency is saved and linked to any selected parent category, and it is available for selection in various use cases.
Level: User Complexity: Medium
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: CL Release: 2.0
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the competency model.
  2. The system displays a list of competencies organized by category.
  3. The user adds a new competency.
  4. The user selects whether the item is a parent category.
  5. The user enters the name of the item.
  6. The user enters a definition for the competency.
  7. The user saves the record (UC-ICE2).
  8. The system makes the competency available for selection when adding competencies to a record.

Extensions:

3.a The user selects an existing competency.
  1. The system opens the competency for editing.
3.b The user selects an existing parent category.
  1. The system provides the option to add competencies underneath the parent category.
4.a The user designates the competency as a parent category.
  1. The system enables competencies to be added beneath the parent category.
7.a A system determines that the competency with the same parent categories already exists in the database.
  1. The system displays an error and will not continue.
Open Issues AssignedTo ResolveBy
Updated competency model not implemented. 259512 later (low priority)
Notes Date Added
This use case was updated for the Competency Model module: it was expanded to add additional parent categories and to combine the competency type and competency addition into one step. Also, the primary actor was changed, and the use case was moved into a separate module that can be disabled in the system. 10/16/2007
The system currently supports adding a competency type and several competencies under each type, which can be recorded in the qualifications section of a record; implemented in version 2.0. 2/7/2008
This functionality can be accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT68

Add or update a competency evaluation

 P10
Parent: Competency Model
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager updates the competency evaluations for selection within the system.
Preconditions:
The user must be logged in to the system.		 Success Guarantee:
The new competency evaluation is saved and available for selection when evaluating a course completed by an employee.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of competency evaluations.
  2. The system displays all evaluations entered in the system.
  3. The user adds a new competency evaluation.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the competency evaluations available for selection when evaluating employees who have completed training courses.

Extensions:

3.a The user selects an existing competency evaluation.
  1. The system opens the item for editing.
Notes Date Added
This is a new use case to create dropdown menus of competency evaluations as part of the Competency Model module. 10/16/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT50

Assess an employee's competencies

 P5
Parent: Competency Model
Primary Actors: Training Manager, HR Staff, Applicant, Employee Supporting Actors:
Brief Description/Goal
The Training Manager adds to or updates the list of competencies obtained by an employee.
Preconditions:
The person has a record in the system. The user must be logged in to the system. The competency and competency evaluation must be added to the system.		 Success Guarantee:
The employee's competencies are saved and displayed with their record, the evaluation history for each competency is updated, and the competencies are available for searching.
Level: User Complexity: Low
Use Case Status: Updated Implementation Status: Partially Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to add competencies to a person's record.
  2. The system displays the competency model.
  3. The user selects the competency to add.
  4. The user selects the competency evaluation (optional).
  5. The user selects the date of the evaluation.
  6. The user enters a date when the assessment expires or should be re-evaluated (optional).
  7. The system sets a flag to appear on the person's record when the date has passed that reminds the user that the person needs reassessment.
  8. The user saves the record (UC-ICE2).
  9. The system saves the competency information and displays it in the record.
  10. The system provides the option to update the competency or view the evaluation history for any competency.

Extensions:

3.a The system detects that the competency is a parent category.
  1. The user checks the category to add all subcategories and competencies within that category to the record.
  2. The user expands the category to select subcategories or competencies within the category for addition to the record.
5.a The user does not select an evaluation date.
  1. The system enters today's date by default.
Open Issues AssignedTo ResolveBy
The Employee or Applicant can add competencies when applying for an open position only (not implemented). 151707 wishlist
Updated competency model not implemented. Cannot set when an evaluation expires, for instance. Also cannot enter the name of the assessor or notes about the assessment (deleted from use case temporarily). 259512, 259499 later (low priority)
Notes Date Added
This use case was previously limited to adding a compentency to an employee's record, implemented in version 2.0. 10/18/2007
Updated this use case to expand the competency model and assessment procedures as part of the Competency Model module. 2/7/2008
This functionality can be accessed via the Qualifications section of a person's record. 7/10/2009


UC-PT51

Search for employee qualifications

 P5
Parent: Competency Model
Primary Actors: Training Manager, Executive Manager Supporting Actors:
Brief Description/Goal
The Training Manager or Executive Manager searches for employees with specific competencies.
Preconditions:
The employee's qualifications have been entered in the system. The user must be logged in to the system.		 Success Guarantee:
A list of employees whose qualifications match the search requirements is generated.
Level: User Complexity: Low
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: CL Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to search competencies.
  2. The user selects the competencies, languages and/or educational degree level to search for.
  3. The user selects whether to narrow the search to a particular department, district or office/facility.
  4. The system displays the results: employee surname, name, position, department, district, office/facility, assessed competent, date of assessment.
  5. The user selects an employee to view their full record.

Extensions:

2.a The user selects a competency category.
  1. The system automatically selects all subcategories and competencies within the parent category.
4.a The system does not find any matching results.
  1. The system prompts the user to search again using fewer criteria.
Open Issues AssignedTo ResolveBy
This use case has not been implemented. Possible requirement for this report: List all employees who were assessed competent or not competent in a particular competency as of X date to find those employees who need trainings in a particular competency (part of the competency model module). 259515 later (low)
Notes Date Added
This use case has been updated for the competency model. 11/15/2007


UC-PT52

Create an organizational competency inventory

 P5
Parent: Competency Model
Primary Actors: Executive Manager, Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager or Executive Manager generates an inventory of competencies held by employees of the organization.
Preconditions:
A Competency Model has been defined for the organization. Employees have been assessed in various competencies. The user must be logged in to the system.		 Success Guarantee:
The system generates a list of competencies attained by employees of the organization.
Level: User Complexity: Medium
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: CL Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to run a competency inventory.
  2. The user selects whether to filter the inventory by a competency parent category or a competency.
  3. The user selects whether to filter the report by geographical location, job classification and/or office/facility.
  4. The system displays the report organized by competency and listing the number of staff with that competency, the number of staff trained, the percentage of staff trained, the number of staff assessed competent and the percentage of staff assessed competent.
  5. The system provides the option to print or export the report.

Extensions:

2.a The user selects a parent category.
  1. The systems includes all competencies and subcategories within that parent category in the report.
Open Issues AssignedTo ResolveBy
Not implemented. 259517 later (low priority)
Notes Date Added
This is a new use case required by the Competency Model module. 10/16/2007
This is a lower priority for the competency model. 11/15/2007

1.6. Training Management

Training Management
Description
This module is to manage a training program offered to employees for trainings offered by the employer or external organizations. It tracks trainings that an employee has completed and assesses employee competencies achieved as a result. It also enables the organization to maintain lists of trainers and training funders.
Related Documents and URLs
http://open.intrahealth.org/wiki/index.php/In-service_Training_Module_for_iHRIS_Manage
Notes Date Added
This module may be disabled if not used by the organization on the Configure Modules page for iHRIS Manage. 1/25/2007
The blueprint for the Training Management module was written and posted to the wiki. 10/18/2007
This module was developed and released in version 3.1. 9/29/2008

Training Management use cases:

UC-PT53

Add or update a training funder

 P10
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager adds details about a training funder to the system.
Preconditions:
The training module is enabled. The user must be logged in to the system.		 Success Guarantee:
The training funder is added to the system and is made available for selection in various use cases.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of training funders.
  2. The system displays all funders that have been entered in the system.
  3. The user adds a training funder.
  4. The user enters the name of the funder.
  5. The user adds contact information (UC-PT31).
  6. The user saves the record (UC-ICE2).
  7. The system makes the training funder available for selection when adding training programs.

Extensions:

3.a The user selects an existing funder.
  1. The system displays the funder's record and provides the option to edit any of the information.
Notes Date Added
This is a new use case to create funders of training programs as part of the Training Management module. 10/16/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT54

Add or update a training organization

 P10
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager adds details about a training organization to the system.
Preconditions:
The training module is enabled. The user must be logged in to the system.		 Success Guarantee:
The training organization is added to the system and is made available when adding training programs.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of training organizations.
  2. The system displays all organizations that have been entered in the system.
  3. The user adds a training organization.
  4. The user enters the name of the organization.
  5. The user adds contact information (UC-PT31).
  6. The user saves the record (UC-ICE2).
  7. The system makes the training organization available for selection when adding training programs.

Extensions:

3.a The user selects an existing organization.
  1. The system displays the organization's record and provides the option to edit any of the information.
Notes Date Added
This is a new use case to create organizations that provide training programs as part of the Training Management module. 10/16/2007
This use case does not track locations of training organizations, trainers or other details that properly belong in a training administration system. 11/16/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT65

Add or update a training course status

 P10
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager updates the status of training courses for selection within the system.
Preconditions:
The training module is enabled. The user must be logged in to the system.		 Success Guarantee:
The new training program status is saved and available for selection when adding a training program.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the status of training courses.
  2. The system displays all training course statuses entered in the system.
  3. The user adds a new training course status.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the training course status available for selection when adding training courses.

Extensions:

3.a The user selects an existing training program status.
  1. The system opens the item for editing.
Notes Date Added
This is a new use case to create dropdown menus of training program statuses as part of the Training Management module. 10/16/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT66

Add or update a training course requestor

 P10
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager updates the list of requestors of training courses for selection within the system.
Preconditions:
The training module is enabled. The user must be logged in to the system.		 Success Guarantee:
The new training program requestor is saved and available for selection when scheduling a training course for an employee.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the requestors of training courses.
  2. The system displays all training course requestors entered in the system.
  3. The user adds a new training course requestor.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the training course requestor available for selection when scheduling training courses for an employee.

Extensions:

3.a The user selects an existing training program requestor.
  1. The system opens the item for editing.
Notes Date Added
This is a new use case to create dropdown menus of training program requestors as part of the Training Management module. 10/16/2007
A requestor is any person or organization who requests that an employee complete a training course (such as Employee, Supervisor, Human Resources, Donor, etc.). 7/30/2008
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT67

Add or update a training course evaluation

 P10
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager updates the list of training course evaluations, or the grade or assessment an employee earned after taking a training course, for selection within the system.
Preconditions:
The training module is enabled. The user must be logged in to the system.		 Success Guarantee:
The new training program evaluation is saved and available for selection when scheduling a training course for an employee.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the evaluations of training courses.
  2. The system displays all training course evaluations entered in the system.
  3. The user adds a new training course evaluation.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the training course evaluation available for selection when scheduling training courses for an employee.

Extensions:

3.a The user selects an existing training program evaluation.
  1. The system opens the item for editing.
Notes Date Added
This is a new use case to create dropdown menus of training program evaluation as part of the Training Management module. 10/16/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT55

Add or update a training course category

 P10
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager updates the list of training course categories for selection within the system.
Preconditions:
The training module is enabled. The user must be logged in to the system.		 Success Guarantee:
The new training program category is saved and available for selection when adding a training program.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of training course categories.
  2. The system displays all training course categories entered in the system.
  3. The user adds a new training course category.
  4. The user enters the description or name of the item.
  5. The user saves the record (UC-ICE2).
  6. The system makes the training course category available for selection when adding training course.

Extensions:

3.a The user selects an existing training program category.
  1. The system opens the item for editing.
Notes Date Added
This is a new use case to create dropdown menus of training program categories as part of the Training Management module. 10/16/2007
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT69

Add or update a continuing education course

 P10
Parent: Training Management
Primary Actors: HR Manager Supporting Actors:
Brief Description/Goal
The HR manager enters valid continuing education courses for selection when renewing a license.
Preconditions:
The training module is enabled. The user must be logged in to the system.		 Success Guarantee:
The new continuing education course is saved and available for selection in appropriate use cases.
Level: User Complexity: Low
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to update the list of continuing education courses.
  2. The system displays all continuing education courses added to the system.
  3. The user adds a new continuing education course.
  4. The user enters the name of the course.
  5. The user enters the number of credit hours that can be earned by completing the course.
  6. The user saves the record (UC-ICE2).
  7. The system makes the new course available for selection when adding training courses.

Extensions:

3.a The user selects an existing continuing education course name.
  1. The system opens the course's details and provides the option to update them.
Notes Date Added
This is a new use case that is part of the training management module. 7/30/2008
This use case is identical to the same use case for iHRIS Qualify. 7/30/2008
This functionality is accessed via the Configure System --> Administer Database screens. 7/10/2009


UC-PT56

Add or update an in-service training program

 P1
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager adds a training offering to the system that can be requested for employees to complete.
Preconditions:
The training module is enabled. The competencies must be entered in the system. The training category, status, funder and organization must be entered in the system. The user must be logged in to the system.		 Success Guarantee:
The training program is added to the system and is made available for selection.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of training courses.
  2. The system displays all training courses entered in the system.
  3. The user adds a training program.
  4. The user enters the name of the training program.
  5. The user selects the category of the training (optional).
  6. The user enters a specific topic for the training.
  7. The user selects the program status.
  8. The user selects the name of the training funder (optional).
    1. Repeat for each additional training funder.
  9. The user selects the name of the training organization giving the training (optional).
  10. The user checks all competencies associated with the training (optional).
  11. The user selects any Continuing Education course credits earned in the training program (optional).
  12. The user enters any notes about the training (optional).
  13. The user saves the record (UC-ICE2).
  14. The system displays the training course information.
  15. The user enters the schedule for a training program (UC-PT57).

Extensions:

3.a The user selects an existing program.
  1. The system displays the training program record and provides the option to edit the training program information.
7.a The user does not select a status.
  1. The system sets the status to open.
7.b The user selects the closed status.
  1. The system removes the training from scheduling on an employee's record.
10.a The user checks a parent competency category.
  1. The system selects all subcategories and competencies within that category for the training.
10.b The user expands a parent competency category.
  1. The system makes any subcategory or competency within that category available for selection.
Open Issues AssignedTo ResolveBy
Cannot assign competencies to training courses. 325439 4.0.1 (in progress)
Notes Date Added
This use case has been significantly revised to capture more data about training programs as part of the Training Management module. 10/16/2007
This functionality can be accessed via the Configure System --> Administer Database screens. 7/10/2009
The In-Service Training Management module must be enabled for the use case to function and is disabled by default. 7/10/2009


UC-PT57

Enter the schedule for a training program

 P10
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager enters the specific dates, duration and location of training program classes, either when entering the training program details or scheduling an employee to take a training.
Preconditions:
The training module is enabled. The training program has been entered in the system. The country, district and county where the training program is located must be entered in the system. The user is logged in.		 Success Guarantee:
The training class details are saved with the training program and made available for later reference.
Level: Subfunction Complexity:
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the training course to schedule.
  2. The user selects the option to schedule a training program.
  3. The user enters the maximum number of students.
  4. The user selects the date the training program begins.
  5. The user selects the date the training program ends.
  6. The user enters the name of the site where the training program is to be held.
  7. The user enters the trainers' name(s) (optional).
  8. The user selects the country where the training program takes place.
  9. The system displays all districts in that country.
  10. The user selects the district where the training program takes place.
  11. The system displays all counties in that district.
  12. The user selects the county where the training program takes place (optional).
  13. The user saves the record (UC-ICE2).
  14. The system saves the class details with the training program information and makes the class available for scheduling for employees.

Extensions:

4.a The date is not entered.
  1. The system selects the current date.
5.a The end date is before the start date.
  1. The system displays an error and will not continue.
Notes Date Added
This use case was added to allow scheduling of specific instances of a training program. 12/3/2007
This functionality is accessed from a training course's record via the Configure System --> Administer Database screens. 7/10/2009


UC-PT58

List training programs

 P5
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager produces a list of all available trainings.
Preconditions:
The training module is enabled. At least one training program has been entered into the system. The user must be logged in to the system.		 Success Guarantee:
The complete list of trainings is displayed according to the selected filters.
Level: Subfunction Complexity: Low
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to display all trainings.
  2. The user selects filters, if desired, to limit the results:
    1. open or closed trainings
    2. training funder
    3. training organization
    4. training type
    5. competencies
    6. geographical location of scheduled training classes
    7. date of scheduled training classes
  3. The system displays a list of all trainings by name, including the training organization, training funder(s), training category, topic and competencies.
  4. The system provides the option to print or save the list.

Extensions:

3.a The user selects a training funder's or training organization's name.
  1. The system displays all the training funder/organization's details, including all trainings provided by the funder/organization.
3.b The user selects a training program name.
  1. The system displays all information entered for the training program, including the names of all employees who have requested or completed the training and all scheduled classes for the training, and provides the option to update the training information (UC-PT56) or schedule employees for the training (UC-PT59).
Open Issues AssignedTo ResolveBy
This has not been implemented but may be generated as a custom report. Perhaps provide an option to generate a quarterly calendar of training programs (suggestion from Namibia notes). 259502 later (low priority)
Notes Date Added
This use case has been significantly revised as part of the Training Management module to account for additional required information about trainings. 10/16/2007


UC-PT59

Schedule a training for an employee

 P10
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
The Training Manager adds an employee to the schedule for a training class.
Preconditions:
The training module is enabled. The user must be logged in to the system. The employee must have a record in the system. The training program must have been added to the system and at least one class must have been added for it. The requestor and evaluation must have been added to the system.		 Success Guarantee:
The training program is listed as scheduled in the employee's training history.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Complete
Assigned To: CL Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user selects the option to schedule a training in an employee's record.
  2. The system lists all training programs (UC-PT58).
  3. The user selects the training program.
  4. The system displays all scheduled classes for that program.
  5. The user selects the training class to schedule.
  6. The system displays today's date for the date of the request.
  7. The user changes the date of the request, if applicable.
  8. The user selects the person who requested or recommended the training (optional).
  9. The user selects whether this is a new training or a retraining for the employee.
  10. The user enters any notes about the training request.
  11. The user selects whether the course has been completed.
  12. The user selects an evaluation for the course.
  13. The user saves the record (UC-ICE2).
  14. The system adds the training program to the list of the trainings in which the employee is scheduled to take to the employee's training history.

Extensions:

11.a The user doesn't select an option.
  1. The system records No by default.
Notes Date Added
This is a new use case as part of the Training Management module. 10/16/2007
This functionality is accessed via the Training section of a person's record. The In-Service Training Management Module must be enabled. 7/10/2009


UC-PT60

Assess training results and update competencies

 P1
Parent: Training Management
Primary Actors: Training Manager Supporting Actors:
Brief Description/Goal
After an employee has completed a training, the Training Manager assesses their performance and updates their qualifications accordingly.
Preconditions:
The training module is enabled. A training with associated competencies has been scheduled for the employee. The competency evaluation has been entered in the system. The user must be logged in to the system.		 Success Guarantee:
The training is marked complete and the results are recorded in the Employee's training history.
Level: User Complexity: Medium
Use Case Status: Released Implementation Status: Partially Complete
Assigned To: Release: 3.1
Flow of Events

Main Success Scenario:

  1. The user opens an employee's training history in the employee's record.
  2. The user selects the course competency evaluation for the training that the employee completed from the list of scheduled trainings.
  3. The system displays all competencies selected for the training, if any.
  4. For each competency associated with the training, the user selects the evaluation (optional).
  5. The user enters the date of the evaluation.
  6. The user enters a date when the assessment expires or should be re-evaluated (optional).
  7. The system sets a flag to appear on the person's record when the date has passed that reminds the user that the person needs reassessment.
  8. The user enters any notes about the evaluation.
  9. The user saves the record (UC-ICE2).
  10. The system saves the completed training in the employee's training history as completed (rather than scheduled) and records the performance.
  11. The system adds the assessed competencies to the employee's record.

Extensions:

5.a No date is entered.
  1. The system records today's date by default.
Open Issues AssignedTo ResolveBy
Re-evaluation and assessment expiration has not been implemented. 259499 later (low priority)
When a competency is assessed, the training program disappears from the person's record. 325441 4.0.1 (in progress)
Notes Date Added
This is a new use case as part of the Training Management module. 10/16/2007
The In-Service Training Management Module must be enabled to access this functionality. It is disabled by default. 7/10/2009
This functionality is accessed via the Training section of a person's record. 7/10/2009


UC-PT61

Report on employees trained

 P5
Parent: Training Management
Primary Actors: Training Manager, Executive Manager Supporting Actors:
Brief Description/Goal
The Executive Manager or Training Manager generates a report on employees who have completed training programs.
Preconditions:
The training module is enabled. At least one training program has been entered in the system and has been completed by at least one employee. The user must be logged in to the system.		 Success Guarantee:
The system produces the list of number of employees trained according to the settings specified by the user.
Level: User Complexity: Medium
Use Case Status: Full Implementation Status: Not Implemented
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to list all employees who have scheduled or completed training programs in their training histories.
  2. The user selects whether to filter the list by job classification, office/facility or geographical location.
  3. The user selects whether to restrict the list by scheduled trainings, program completions or program incompletes.
  4. The user selects whether to restrict the list by a date range.
  5. The system displays a list of all training programs, filtered as selected, and the competencies, the number of employees trained, the number of employees assessed competent and the percentage of employees trained who were assessed competent.
  6. The system provides the option to print or export the list.

Extensions:

5.a The user selects a training program name.
  1. The system displays the full details of the training program, including the names of all employees who have been scheduled for or completed the program and their performance in the program.
Open Issues AssignedTo ResolveBy
This use case has not been implemented. May also need to add a similar report to report on number of employees trained by training funder or training organization. 259504 later (low priority)
Notes Date Added
This is a new use case as part of the Training Management module. 10/16/2007

1.7. ScholarshipManagement

ScholarshipManagement
Description
This module is intended to manage scholarship awards to employees and track whether an employee has fulfilled the requirements of a scholarship.
Notes Date Added
This is a proposed new module that is not scheduled for development. 11/15/2007

ScholarshipManagement use cases:

UC-PT62

Add or update a scholarship

 P6
Parent: ScholarshipManagement
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff adds or edits information about a scholarship given for training.
Preconditions:
The user must be logged in to the system. 		Success Guarantee:
The scholarship information is added successfully, and the scholarship can be awarded to an employee.
Level: User Complexity: Low
Use Case Status: Initial Implementation Status: Deferred
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option to manage the list of scholarships.
  2. The system displays all scholarships entered in the system.
  3. The user adds a scholarship to edit.
  4. The user enters a name for the scholarship.
  5. The user selects the funder name, if any.
  6. The user enters the amount of the scholarship.
  7. The user enters the number of scholarships available.
  8. The user enters the requirements of the scholarship.
  9. The user enters any notes.
  10. The user saves the record (UC-ICE2).
  11. The system makes the scholarship available for awarding to employees.

Extensions:

3.a The user selects an existing scholarship.
  1. The system displays the scholarship information and allows any field to be edited.
5.a The user adds the funder (UC-PT54).
  1. The user returns to Step 1 to add the scholarship.
Open Issues AssignedTo ResolveBy
I need more information to fill out the requirements for this use case. This functionality has not been implemented. 163145 wishlist
Notes Date Added
This is a new use case to capture scholarship information. It was originally conceived as part of the Training Management module, but has been deferred and moved to its own module. 10/16/2007


UC-PT63

Award a scholarship to an employee

 P6
Parent: ScholarshipManagement
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff records that an employee has received a particular scholarship for training.
Preconditions:
The scholarship has been added to the system. The user is logged in to the system. The employee has a record in the system.		 Success Guarantee:
The scholarship is awarded to the employee and displays in the employee's training history.
Level: User Complexity: Medium
Use Case Status: Initial Implementation Status: Deferred
Assigned To: Release: later
Flow of Events

Main Success Scenario:

  1. The user selects the option in an employee's record to award the employee a scholarship.
  2. The system lists available scholarships.
  3. The user selects the scholarship to award.
  4. The user enters the date of the award.
  5. The user saves the record (UC-ICE2).
  6. The system displays the scholarship in the employee's training history.
  7. The system subtracts 1 from the number of scholarships available.

Extensions:

7.a The system determines that no more scholarships are available.
  1. The system does not make the scholarship available for awarding to another employee.
Open Issues AssignedTo ResolveBy
I'm not sure about the requirements for this use case; may need to be redefined. 163145 wishlist
Notes Date Added
This is a new use case as part of the Scholarship Management module. 10/16/2007


UC-PT64

Track employee fulfillment of scholarship requirements

 P6
Parent: ScholarshipManagement
Primary Actors: HR Staff Supporting Actors:
Brief Description/Goal
HR Staff record whether an employee who has won a scholarship has fulfilled the requirements of that scholarship.
Preconditions:
The employee has been awarded the scholarship. The user is logged in to the system.		 Success Guarantee:
Level: User Complexity: Medium
Use Case Status: Brief Implementation Status: Deferred
Assigned To: Release: later
Open Issues AssignedTo ResolveBy
This use case has not been implemented. I am not sure how this use case will work; requirements need to be better defined. 163145 wishlist
Notes Date Added
This is a new use case as part of the Scholarship Management module. 10/16/2007

1.8. Requirements

Requirements
Description
Requirements for iHRIS Manage.

Requirements requirements:

REQ-PT1

Pension plan management

 P6
Parent: Requirements
Description
Module for tracking employer-paid pension contributions and the linkages with Treasury and Fund Agencies.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: Kenya HRIS requirements
Open Issues AssignedTo ResolveBy
This would be a new module to track pension payments and plans. Specifications need to be gathered and use cases need to be written. 151766 wishlist
Notes Date Added
This module may be completed by Kenya developers. 9/28/2007


REQ-PT2

Employee scheduling

 P6
Parent: Requirements
Description
Collect information on employee schedule flexibility, such as availability for overtime, weekend, or shift work.

Type: Functional Status: Proposed
Assigned To: Release: later
Source: Angela Self
Open Issues AssignedTo ResolveBy
New requirement for gender assessment--not implemented; needs to be expanded into use cases. 151734 wishlist


REQ-PT3

Performance review module

 P6
Parent: Requirements
Description
Create a module for recording employee performance reviews and disciplinary actions.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: Kenya MOH
Open Issues AssignedTo ResolveBy
Use cases will need to be written for this module. 151754 wishlist
Notes Date Added
This module may be completed by the Kenya developers. 9/28/2007


REQ-PT4

Workplace safety data

 P6
Parent: Requirements
Description
Collect any data on workplace safety such as number of accidents reported.
Type: Functional Status: Approved
Assigned To: Carl Leitner Release: later
Source: Angela Self
Open Issues AssignedTo ResolveBy
Use case need to be written. 151733 wishlist
Notes Date Added
For gender assessment purposes. 9/28/2007
Carl is working on this module. 2/20/2009


REQ-PT5

Payroll management

 P6
Parent: Requirements
Description
Module to manage payroll functions.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: Kenya MOH
Open Issues AssignedTo ResolveBy
Use cases need to be written. 151755 wishlist
Notes Date Added
Possibly to be implemented by Kenya developers. 9/28/2007


REQ-PT6

New employee orientation

P6
Parent: Requirements
Description
Module to track whether employees have received orientation upon hiring.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: Ummuro Adano
Open Issues AssignedTo ResolveBy
Specifications need to be determined and use cases need to be written. 151739 wishlist


REQ-PT7

Document management module

 P6
Parent: Requirements
Description
Document management module for physical personnel records, including document tracking, cataloguing and status.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: Kenya MOH
Open Issues AssignedTo ResolveBy
Use cases need to be written. 151772 wishlist
Notes Date Added
Development may be completed by Kenya developers. 9/28/2007


REQ-PT8

Resource planning and approval module

 P6
Parent: Requirements
Description
Resource planning and approval system for recruitments, transfers, promotions, disciplines and terminations.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: Kenya MoH
Open Issues AssignedTo ResolveBy
Use cases need to be written 151742 wishlist
Notes Date Added
Development may be completed by Kenya developers. 9/28/2007


REQ-PT9

Localization

 P10
Parent: Requirements
Description
The system must support different international currencies.
Type: Non-functional Status: Implemented
Assigned To: Release: 2.0


REQ-PT10

Job applicant questions

 P6
Parent: Requirements
Description
Specifies all questions that the organization requires be asked of a job applicant, such as to satisfy a law or the organization's need.
Example job applicant questions: If you are not a citizen, are you authorized to work in the country? Have you ever been convicted of a felony? If yes, describe the circumstances. How did you hear of this opening? When can you start work? What is your desired wage? Are you looking for full-time employment? What hours are you available?
Type: Business Rule Status: Proposed
Assigned To: Release: later
Source: Shannon Turlington
Open Issues AssignedTo ResolveBy
User can customize the job application form to add unique questions (not implemented and use cases not written). 151708 wishlist


REQ-PT11

Privacy

 P1
Parent: Requirements
Description
Some data cannot be viewed except by specified roles in HR and management. These may change depending on laws and organizational policies, but will probably always include salary and identification numbers.
Type: Business Rule Status: Approved
Assigned To: Release: 4.1
Source: HR dept. (IntraHealth)
Open Issues AssignedTo ResolveBy
Employee, Supervisor and Manager roles have not been implemented. 151707 4.1 (in progress)


REQ-PT12

Leave Management Module

 P6
Parent: Requirements
Description
Need to be able to track leave time taken by employees entered. This may include the following features: HR admin can define leave types and entitlements of leave for employees. Employees can apply for leave. Supervisors can approve/reject leave. Employees can view their leave summary. Supervisors can view leave summary of employees who report to him/her. HR Admin can view leave summary of all employees.
Type: Functional Status: Approved
Assigned To: Carl Leitner Release: later
Source: Angela Self
Open Issues AssignedTo ResolveBy
Need to find out exact specifications for this requirement. Use cases need to be written. 151738 wishlist
Notes Date Added
This module may be completed or partially written by the Kenya developers. 5/7/2007
Carl is working on a simple version of this module that tracks only leave taken. 2/20/2009
This requirement originally included time tracking as well, but that has been tabled. 2/20/2009


REQ-PT13

Benefits tracking

 P6
Parent: Requirements
Description
Benefits tracking system that employees can update.
Type: Functional Status: Proposed
Assigned To: Release: later
Source: HR dept. (IntraHealth)
Open Issues AssignedTo ResolveBy
Use cases need to be written. 160276 wishlist
Notes Date Added
Requested by IntraHealth to replace benefits expert. 11/5/2007


REQ-PT16

Disciplinary action module

 P6
Parent: Requirements
Description
Module to report, document and track disciplinary actions. Capture letter of complaint. Capture nature of offense. Show defense comments, case letters and investigation reports.
Type: Functional Status: Approved
Assigned To: Carl Leitner Release: later
Open Issues AssignedTo ResolveBy
Not implemented and use cases not written. 151762 later (wishlist)
Notes Date Added
Development may be undertaken by the Kenya team as part of the Discipline module. 2/2/2009
Carl is working on this module. 2/20/2009


REQ-PT17

Project Staff module

 P6
Parent: Requirements
Description
Capture project staff information from hire to exit. A separate data source for project hires is recommended. Project staff are hired by donor and partner projects working at the MoH. Hires, salaries, payroll, discipline, final due on exit and reports on staff returns must be tracked for this category of staff. Unique customizations include personnel number modification based on project sponsor requirements and payroll and finance documentation checklists for verification of authority for various actions.
Type: Functional Status: Proposed
Assigned To: Release: later
Open Issues AssignedTo ResolveBy
Not implemented and use cases have not been written. 151769 later (wishlist)
Notes Date Added
Development may be undertaken by Kenya team as part of the Projects module. 2/2/2009

2. iHRIS Common

iHRIS Common

 File: iHRIS Shared Use Cases.ucd
Description
These are use cases and requirements shared by multiple iHRIS products.
Related Documents and URLs
https://launchpad.net/ihris-common
Notes Date Added
Core version 3.1 released August 15, 2008. 9/29/2008
Core version 4.0 released July 13, 2009. 7/13/2009

iHRIS Common actors:

A-ICE1

System Administrator
Parent: iHRIS Common
Description
The System Administrator has complete access and control over the HRIS and supporting hardware and software systems; installs, supports and troubleshoots the software; and creates and manages access accounts for all users.
Goals
Install and configure the system for use.
Add and update user accounts.
Define report relationships and create reports.
Notes Date Added
This is the same as the System Administrator role for iHRIS Plan, iHRIS Manage and iHRIS Qualify. 10/30/2007
Can perform any use case and view all data entered in the system. 10/30/2007
All system developers should have a System Administrator login. 10/30/2007


A-ICE2

Data Manager
Parent: iHRIS Common
Description
This person manages the database, creates standard data lists and oversees data entry.
Goals
Spot-check records for errors and oversee data quality.
Correct erroneous data.
Define reports and report views for users to access.
Notes Date Added
This role is equivalent to the HR Manager in iHRIS Manage, the Data Operations Manager in iHRIS Qualify and the Health Workforce Planner in iHRIS Plan. 8/11/2008


A-ICE3

Data Analyst
Parent: iHRIS Common
Description
This person generates reports in the system for the purposes of analyzing data.
Goals
Define and generate reports to analyze data entered in the system.
Notes Date Added
This role is equivalent to the Health Workforce Planner in iHRIS Plan, the Executive Manager in iHRIS Manage or the Decision Maker in iHRIS Qualify. 10/31/2007


A-ICE4

Any User
Parent: iHRIS Common
Description
A generic user (applies to all users of the system).
Goals
Access the system by logging in or out.
Retrieve a forgotten password.
Change a password.
Give feedback.
Search for and view a record.
Update and save records.
Run a standard report.
Uses the Windows-based iHRIS Suite.

2.1. System-wide

System-wide
Description
System-wide actions that do not apply to any other package.
Notes Date Added
Documentation needs to be written for the following configuration functions: Browse Magic Data; Manage Locales; Background Processes; and Cached Forms. To be included in the System Administrator manual. 7/29/2008

System-wide use cases:

UC-ICE1

Configure modules

 P7