Business Requirements
Functional Requirements
Distinguish between online and paper
Pam Baillie has system admin access to HR Oracle interface only but will do some of the configuration works needed - please note that any functional configuration carried out by Pam will require support from IS.
ID | Requirement | Resp | Priority |
1.1 | HR/Payroll need to be able to distinguish between staff who receive paper payslips and those who receive online payslips. They should be identified as either Paper or Electronic.
Note: In order to identify online and paper recipients Payroll will:
| Pam Baillie | M |
1.2 | HR/Payroll need to be able to distinguish between staff who receive paper P60s and those who receive online P60s. | Pam Baillie | M |
1.2.1 |
Note: This is a different EIT from the new payslip EIT created in requirement 1.1 | Pam Baillie | M |
1.2.2 |
| Pam Baillie | M |
1.3 | An electronic payslip will exist for all assignments on the Main monthly payroll – staff that are opted as paper payslips can still access the online payslip | Pam Baillie | M |
There is no requirement to backfill payslips onto the system for the previous tax year as the system cannot do this – the pay runs have already been generated. Staff will therefore get a payslip one month and when the system is live will receive an online payslip the following month and this may not be at the start of the pay year.
System updates, payslip processing and distribution for all payrolls
ID | Requirement | Resp | Priority |
2.1.1 | It is essential to have UUNs for all staff (on the Main monthly payroll) included in HR Oracle.
Note: This requirement is Mandatory and will use the existing feed from EDDIR. However the consensus of the project team is that to get the correct UUNs into the system then the feed should come from IDM. So if there is no issues then requirement 2.1.2 will supersede requirement 2.1.1 | Susan McLaren | M |
2.1.2 | Ideally we would collect UUNs from IDM for all staff (on the Main monthly payroll) for inclusion in HR Oracle.
Note: this will involve setting up a new dynamic nightly feed to take the UUNs from IDM instead of EDDIR. EDDIR should continue to update HR Oracle with email addresses through its nightly feed (The EDDIR feed should continue to include the identifier of the individual and the email address).
Note: the requirement is not Mandatory as if there are any issues with the feed HR/Payroll do not want to stop the project going ahead
| Susan McLaren | HD |
2.1.3 | A manual update of all wrong UUNs in HR Oracle should take place to correct the entries.
Note: Currently around 200 assignments – this should be a priority | Susan McLaren | M |
2.1.4 | A one-off bulk update/correction of HR Oracle from IDM should take place to update all current UUNs for current users. This would involve uploading the UUNs so HR can see the UUN and thereby create a user record.
Note: the requirement is not Mandatory as if there are any issues with the feed HR/Payroll do not want to stop the project going ahead
| Susan McLaren | HD
|
2.1.5 | HR/Payroll will communicate to the users for whom this would mean a change. Communications should also update Administrative Officers throughout the university so they can advise staff. | Susan McLaren | External process |
2.1.6 | Regular updates to HR Oracle should take place to
| Susan McLaren | M |
2.1.7 | An error log should provide details if any errors are thrown up from the matching UUN to email process once the feeds download. | Susan McLaren | M |
2.2 | The facility for online payslips already exists in Oracle but has to be configured in order to make it available for use | Pam Baillie | M |
2.3 | The Payroll Office must be able to process and produce the payslip file with the option to print at a scheduled time
Note: Currently the payslips cannot be processed and printed at a later date. This means that Pay29 - Pay Advice cannot be processed overnight - it would be advantageous to Payroll to run this overnight when it is quieter. The file, Request ID, can then be selected and printed when convenient for payroll. | Pam Baillie | M |
2.4 | The Payroll Office would want to be able to cancel a scheduled print | Pam Baillie | HD |
2.5 | The Payroll Office would want to be able to change the time of a scheduled print | Pam Baillie | HD |
2.6 | There should not be any restriction on the amount of times the payslip file can be printed | Pam Baillie | M |
2.7.1 | For both online and paper assignments on the main payroll the system should output the number of assignments processed and unprocessed to a log file Update: requirement removed 2 April 15 Following investigation and work by DEV team there does not appear to be a way to implement this given the legacy reporting mechanism they are working with. Payroll have discussed and have agreed to remove this requirement so that we do not put the planned go-live date for online payslips at risk. | Pam Baillie | M |
2.7.2 | For paper payslips on the Payments and Pensioners payrolls the system should, for each payroll, output the number of assignments processed and unprocessed to a log file Update: requirement removed 2 April 15 Following investigation and work by DEV team there does not appear to be a way to implement this given the legacy reporting mechanism they are working with. Payroll have discussed and have agreed to remove this requirement so that we do not put the planned go-live date for online payslips at risk. | Pam Baillie | M |
2.8 | The system should output any errors to a log file. It should be clear to the Payroll Office what the errors mean. Should include:
Update: requirement removed 28 April 15 Cannot create and cannot print There will be no development required for this. The PAY29 report runs as part of a concurrent request. If there is an issue with creation of the output file for that request then the concurrent process will error and this will be noted in the request log. This is standard functionality within the application and does not require to be tested as part of this project Cannot create a payslip for an employee Is a legacy report and due to the way the report works we cannot exclude failed records after the point of initial selection and it would be dangerous to add an exception handler See Design document section 4.2.6 for more details | Pam Baillie | M |
2.9 | The Payroll Office must have the ability to override the Assignment EIT (Payslip Output Option) to produce paper payslips for all assignments for all payrolls regardless of the value in the Payslip Output Option EIT.
Note: Payroll have suggested that this could be an additional parameter, Restrict by Output Option which will have a default of ‘Yes’
| Pam Baillie | M |
2.10 | Distribution of paper payslips: Paper payslips for the Main monthly payroll should be distributed by section/department.
Note: All payslips are currently distributed by UoE section/department. Currently the ‘Mail To’ field on Office Details is set to ‘Office’ (It is HR/Payrolls understanding that this is because the payslip code checks this field but this creates a problem when producing the P60s). Can the payslip code be updated to NOT reference this field and still distribute the payslips by section/department?
| Pam Baillie | M |
2.11 | Distribution of paper payslips: Paper payslips for the Pensioner payroll and the Payments payroll should be sent to the Home Address.
| Pam Baillie | M |
2.12 | The current paper payslip meets HR and Payrolls expectations of currently accepted standards and so the online payslip must also meet these same expectations.
The following changes therefore need to be made to the Pay29-Pay Advice to bring the paper payslip in line with the online payslip. | Pam Baillie | M |
2.12.1 |
| Pam Baillie | M |
2.12.2 |
Note: This is the Pay Advice date – currently populated and triggers a message about the next pay period date on the payslip | Pam Baillie | M |
2.12.3 |
| Pam Baillie | M |
2.13 | It should be possible for a member of staff to have a paper payslip and an online P60 - or vice versa | Pam Baillie | M |
2.14 | Monthly New Start Report – current wording of emails to be updated
Note: The current wording in the email which is sent out when report EPP0093 is run – SSHR user registration emails will need to be amended. | Susan McLaren | M |
| 2.15 | Retention An investigation is required into how long HR/Payroll must keep online copies of payslips and P60s Note: The payslips/P60s cannot be deleted from the system so they will always exist but they can be archived so the investigation needs to centre on far back staff will be able to see their payslips | Pam Baillie | D |
Online payslips for main payroll
Ref | Requirement | Resp | Priority |
3.1 | The default position for delivering payslips for the main payroll will be online
Note i.e. the Assignment EIT Payslip Output Option will be set to ‘Electronic’ | Pam Baillie | M |
3.2 | All current staff in HR Oracle on the Main monthly payroll and the Pensioners payroll need to be updated to ‘Electronic’
Note: HR/Payroll expect an API to be created which will update the new ‘Payslip Output Option EIT’ for all existing staff (and all Assignments) to Electronic Note: Pensioners should also be updated to Electronic as HR/Payroll will only run their payslips twice a year. They do not want their payslips printing every month. They will manage the print run as an override. | Susan McLaren | M |
3.3 | No paper payslips will be produced for assignments in the Main monthly payroll identified as Electronic
Note: Payslip Output Option EIT populated with ‘Electronic’ | Pam Baillie | M |
3.4 | Staff on the Main monthly payroll identified as Electronic will be able to view their payslips online
Note: For all assignments in the Main monthly payroll with Payslip Output Option EIT populated with ‘Electronic’ staff will be able to access their payslip online | Pam Baillie | M |
3.5 | Staff will be able to print the payslip from the online application. | Pam Baillie | M |
3.6 | Staff will be able to save the payslip | Pam Baillie | M |
3.7 | Staff should NOT be able to delete the payslip from the online application.
Note: this happens at present – pay details cannot be deleted from Oracle | Pam Baillie | M |
Paper payslips for Main monthly payroll
Although the default will be online there will be instances when paper copies are required. Certain categories of staff will always get a paper copy and staff can apply for exceptional circumstances in order to get a paper copy.
Ref | Requirement | Resp | Priority |
4.1 | Paper payslips will be produced for all assignments in the Main monthly payroll identified as ‘Paper’
Note: Payslip Output Option EIT populated with ‘Paper’ | Pam Baillie | M |
4.2 | Staff on the Main monthly payroll identified as Paper can still view their payslips online – even though they are receiving a paper payslip | Pam Baillie | M |
4.3 | Staff on the Main monthly payroll who fit into the following categories can receive a paper payslip
HR/Payroll must be able to update HR Oracle manually to record a paper payslip for these categories
There are different scenarios/combinations that will have to be tested – Pam will provide these for testing
Note: Just to note that HR/Payroll are looking at the internal HR processes to manage how people will go onto paper payslips. This is done outwith the system therefore HR need to be able to manually update HR Oracle with their changes.
| Pam Baillie | M |
4.4 | Leavers: The application should provide paper payslips for all leavers in the current period regardless of the value in the Payslip Output Option EIT.
The current period is defined as:
Note: The Actual Termination Date is input into the system manually and this is not expected to change. The application should print a payslip for those that match the calculation.
| Pam Baillie | HD |
4.5 | There should be a facility for staff on the Main monthly payroll to request paper delivery of payslips for exceptional circumstances
Note: HR/Payroll will take this forward – the process is outwith the application
| Susan McLaren/Pam Baillie | External process |
4.6 | When a staff member has an exceptional circumstance agreed with HR/Payroll then HR/Payroll must be able to manually update the system to Paper
Note: update the Assignment EIT Payslip Output Option to ‘Paper’. | Susan McLaren | M |
4.7 | HR/Payroll require to update their Return to Work process to take account of people moving back to online payslips after a period of paper payslips
Note: HR/Payroll will manually update HR Oracle from ‘Paper’ to ‘Electronic’ | Susan McLaren | External process |
Payments payroll
Payment payroll covers all casual staff within the University and is run monthly. Staff on the Payments payroll will only get paper payslips – no online version will be produced.
Ref | Requirement | Resp | Priority |
5.1 | The default position for delivering payslips for the payments payroll will be on paper
Note i.e. the Assignment EIT Payslip Output Option will be set to ‘Paper’ | Pam Baillie | M |
5.2 | Paper payslips will be produced for all assignments in the Payments payroll regardless of the value in the Assignment EIT Payslip Output Option
Note: the EIT should be set to paper but incase there has been an error with the EIT value the payments payroll should always print payslips for all assignments
| Pam Baillie | M |
5.3 | Staff on the Payments payroll cannot access the online payslip facility | Pam Baillie | M |
5.4 | Leavers: For staff leaving the Payments payroll they will receive a paper payslip by default
The current period is defined as:
Note: The Actual Termination Date is input into the system manually and this is not expected to change. The application should print a payslip for those that match the calculation. | Pam Baillie | M |
Pensioners payroll
It is expected that in future Payments section will send out annual statements for pensioners which will negate the need for payslips. Until these statements have been developed it is anticipated that payslips will be required in December, April and the first pay period for new pensioners.
Pensioners will be set to Electronic in the system as HR/Payroll do not want to print off paper copies every month for Pensioners as they will only receive a payslip twice a year as detailed above. HR/Payroll will manage the Pensioners payroll through the override functionality.
Ref | Requirement | Resp | Priority |
6.1 | Payslips for the Pensioners payroll will be set to ‘Electronic’
| Pam Baillie | M |
6.2 | Paper payslips will be produced for all assignments in the Pensioners payroll for December and April payrolls
Note: Payslip Output Option EIT populated with ‘Electronic’ but overridden by HR/Payroll | Pam Baillie | M |
6.3 | Paper payslips will be produced for all assignments in the Pensioners payroll identified as a new pensioner.
Note: Payslip Output Option EIT populated with ‘Electronic’ but overridden by HR/Payroll | Pam Baillie | M |
6.4 | Pensioners on the Pensioner payroll cannot access the online payslip facility | Pam Baillie | M |
6.5 | Leavers: The application should provide paper payslips for all leavers in the current period regardless of the value in the Payslip Output Option EIT.
For pensioners leaving the Pensioner payroll they can be updated manually in Oracle by Payroll and will receive a paper payslip. Payroll should have the option as to when to produce this final payslip.
Note: as it can be held up due to execution of wills etc. Will be managed by Payroll through EIT or override processes. | Pam Baillie | M |
Online P60s for Main monthly payroll
Your P60 shows the tax you’ve paid on your salary in the tax year (6 April to 5 April). If you’re working for your employer on 5 April they must give you a P60. They must provide this by 31 May, on paper or electronically.
Ref | Requirement | Resp | Priority |
7.1 | The default position for delivering P60s for the Main monthly payroll will be online
Note i.e. the Assignment EIT for P60s will be set to ‘Electronic’ | Pam Baillie | M |
7.2 | No paper P60s will be produced for assignments in the Main monthly payroll identified as ‘Electronic’ | Pam Baillie | M |
7.3 | Staff on the Main monthly payroll will be able to view their P60s online | Pam Baillie | M |
7.4 | Staff on the Main monthly payroll will be able to print the P60 from the online application | Pam Baillie | M |
7.5 | Staff on the Main monthly payroll will be able to save the P60 | Pam Baillie | M |
7.6 | Staff on the Main monthly payroll should NOT be able to delete the P60 from the online application
Note: this happens at present – pay details cannot be deleted from Oracle | Pam Baillie | M |
Paper P60s for Main monthly payroll , Payments payroll and Pensioners payroll
Staff on the Payments payroll and pensioners in the Pensioner payroll will always receive a paper P60. Staff on the Main monthly payroll will receive paper P60s for the same categories as in the payslips for Main monthly payroll and in exceptional circumstances.
Leavers prior to end of current tax year are not included in the P60s as they are not entitled to a P60 as they are no longer in employment.
Ref | Requirement | Resp | Priority |
8.1 | Staff on the Main monthly payroll who fit into the following categories will always receive a paper P60
There are different scenarios/combinations that will have to be tested – Pam will provide these for testing
| Pam Baillie | M |
8.2 | There should be a facility for staff on the Main monthly payroll to request paper delivery of P60s for exceptional circumstances
Note: HR/Payroll will take this forward – the process is outwith the application
| Susan McLaren/Pam Baillie | External process |
8.3 | When a staff member has an exceptional circumstance agreed with HR/Payroll then HR/Payroll must be able to manually update the P60 EIT to ‘Paper’. | Susan McLaren | M |
8.4 | Staff on the Main monthly payroll identified as Paper can still view their P60s online – even though they are receiving a paper P60
| Pam Baillie | M |
8.5 | Only Paper P60s will be produced for all assignments in the Payments payroll
Note i.e. the Assignment EIT for P60s will be set to ‘Paper’ – this is the default | Pam Baillie | M |
8.6 | Only Paper P60s will be produced for all assignments in the Pensioners payroll
Note i.e. the Assignment EIT for P60’S will be set to ‘Paper’ – this is the default | Pam Baillie | M |
8.7 | Distribution of paper P60s: All staff and pensioners receiving paper P60s should have the P60s sent to their Home addresses.
| Pam Baillie | M |
E-recruitment changes
The successful applicant interface downloads data for successful applicants into Oracle creating a new Assignment and therefore requires changes so that it will transfer the correct information to discern between online and paper payslips and P60s
Ref | Requirement | Resp | Priority |
9.1 | When the successful applicant interface downloads the successful applicant data into HR Oracle it should automatically default the applicant’s record as receiving an online payslip. Note: Additional code would need to be added to populate the ‘Payslip Output Option EIT’ with Electronic for all staff (and Assignments)
| Susan McLaren | M |
9.2 | When the successful applicant interface downloads the successful applicant data into HR Oracle it should automatically default the applicant’s record as receiving an online P60.
Note: Additional code would need to be added to populate the ‘P60 EIT’ with Electronic for all staff (and Assignments) | Susan McLaren | M |
9.3 | For all staff the successful applicant interface should record a default of ‘Home’ for the ‘Mail To’ field. This field should update the ‘Mail To’ field in Oracle
Note: This is instead of the current default of ‘Office’ | Susan McLaren | M |
ESS
Currently users can access Oracle self service to change personal details and it is envisaged that users will be able to access their payslips and P60s using the same method.
Ref | Requirement | Resp | Priority |
10.1 | The facility to access to online payslips and P60s will be through the Employee Self Service application (ESS)
Note: When a member of staff accesses the ESS they should have the choice of accessing Personal Information, Payslip or P60 | Pam Baillie | M |
10.2 | Staff can set up and reset their passwords for ESS in HR Oracle without creating additional burden on HR/Payroll
Note: This will include using Cosign and setting up an EASE-protected page from which users can set and reset their HR Oracle passwords | Susan McLaren | D |
10.3 | HR staff should still be able to change an HR Oracle password and also deliver a password to users | Susan McLaren | HD |
Non-Functional Requirements
Security
Ref | Security | Requirement | Category D/HD/M |
1.1 | Authorisation Levels | Payroll: as per current practices – staff can log in through EASE then access another channel to log into HR Oracle Self Service: UUN and password required to log in | M |
Scalability and Performance
Ref | Scalability | Requirement | Category D/HD/M |
2.1 | Typical and Maximum number of concurrent users | Self Service: current usage based on staff updating personal details. Increases in usage expected when payslips and p60s added to this service. If there were issues after golive then Oracle would require to be consulted.
| M |
2.2 | Expected annual user growth | Will be in line with normal staff turnover
HR/Payroll have started monitoring Main payroll levels and will now monitor payments and pensioners payrolls levels | M |
2.3 | Expected initial and maximum data volumes | Currently there are approximately 3000 users accessing self service at present. This is expected to grow to 13500 (staff on the Main payroll). Not all staff are expected to access the system at the same time | M |
2.4 | Performance required of key functions under load | Current performance should not be adversely affected by proposed changes.
| M
|
Availability/Business Continuity
Ref | Availability/Business Continuity | Requirement | Category D/HD/M |
3.1 | The solution should be designed to be highly available during normal working ours | 99.9% availability excluding planned maintenance during 8am – 6pm | HD |
3.2 | In the event of a failure the system must be designed to be recoverable in less than 1 working day with minimal data loss | As per current practices
| HD |
Back Up/Archive
Ref | Backup/Archive | Requirement | Category D/HD/M |
4.1 | Daily Backup | Daily
| M |
4.2 | Archiving | Oracle currently has an archive process and as long as it does not slow down the process then there is no need to update the archive process. However as archiving happens during processing we should test that there is enough space to archive. | HD |
Data Interfacing and Migration
Please provide details of data interfacing and migration requirements including timescales. Be sure to specify any conditions applying to data to be interfaced or migrated and the extent to which data quality checking and/or data clean up actions are required.
Ref | Data Interfacing | Requirement | Category |
5.1 | Staff Emails | To be refreshed at least daily from EDDIR Assuming no changes made to the feed. This could be superseded by 5.2 | M |
5.2 | Staff UUNs | To be refreshed at least daily from IDM for UUN’s and EDDIR for email addresses | HD |
Conformance with Browsers, Operating Systems and Mobile Devices
Please provide details of the environment(s) in which the system is required to operate. For UoE systems only Windows, Apple Mac and Linux operating systems are supported. The current list of supported web browsers is published at:
Supported web browsers for 2014-2015
Platform | Browser(s) |
Windows 7 | Firefox 24, Internet Explorer 10, Chrome |
Mac OS X | Firefox 24, Chrome |
Linux (Scientific Linux 6 and 7) | Firefox 24 |
The supported Firefox versions are based on the Extended Support Release (ESR) versions Firefox provides.
Windows XP is no longer supported, therefore no browser support on the Windows XP platform.
No specific Chrome version is supported due to the nature of Chrome releases.
It should be noted that HR Oracle eBusiness suite is not certified for use with IE10. To get the professional HR screens to work we will have to set compatibility mode – this has been done.
Compliancy of Medium Priority Services
Service | Windows-7 IE10 | Windows-7 Firefox 24 | Windows-7 Chrome | Mac OS X Firefox 24 | Mac OS X Chrome | Linux Firefox 24 |
HR/Payroll HRMS (inc. self service) | OK | OK | NO | OK | NO | OK |