Business Requirements

Problem Statement

Organizations need to manage their workforce effectively. This includes:

  • Employee Information: Storing comprehensive employee data (personal, professional, identification)
  • Organizational Structure: Defining positions and roles within the organization
  • Employment Lifecycle: Tracking hiring, assignments, and resignations
  • Compensation Management: Managing salary and compensation information
  • Compliance: Maintaining identification documents and tax information
  • Multi-language Support: Supporting employees across different language regions

The HRM module serves as the central repository for employee data, supporting payroll, organizational reporting, and HR operations.

Workflow

Employee Lifecycle 

graph TD
    A[Hire Employee] -->|Create Record| B[Employee Created]
    B -->|Assign Position| C[Position Assigned]
    C -->|Track Employment| D[Active Employment]
    D -->|Update Details| D
    D -->|Resignation| E[Resigned]
    E -->|Archive| F[Historical Record]

Position Management Workflow 

graph LR
    A[Define Position] -->|Create| B[Position Available]
    B -->|Assign Employees| C[Positions Staffed]
    C -->|Manage Assignments| C
    C -->|Deprecate| D[Position Archived]

Business Rules

Employee Rules

  1. Unique Email Per Tenant: Employees’ email addresses must be unique within a tenant
  2. Unique Phone Per Tenant: Phone numbers must be unique within a tenant
  3. Required Information:
    • First and last names required
    • Email address required
    • Hire date required
    • Tax identifiers (TIN, PIN) required for employment
  4. Employment Status:
    • Active employees have no resignation date
    • Resigned employees have a resignation date set
    • Historical records preserved (soft delete or archive)
  5. Compensation:
    • Salary stored in organizational currency
    • Can be NULL for contractors without fixed salary
    • Hourly rate and coefficient support flexible compensation models
  6. Identification:
    • Passport information associated with employee
    • Tax identifiers maintained for compliance
    • Language preferences tracked for communication

Position Rules

  1. Unique Naming: Position names must be unique within a tenant
  2. No Orphan Positions: Archived positions don’t affect employee assignments
  3. Descriptive: Descriptions help with role clarity

Employee-Position Rules

  1. Flexible Assignment: Employees can have multiple positions
  2. Historical Tracking: Assignment history maintained (if tracked)
  3. No Required Positions: Employees can exist without position assignment

Data Consistency

Hierarchical Relationships 

graph TD
    Tenant[Tenant]
    Position[Position]
    Employee[Employee]
    EmployeePosition[Employee Position<br/>Assignment]

    Tenant -->|has many| Position
    Tenant -->|has many| Employee
    Employee -->|assigned to| Position
    Employee -->|has many| EmployeePosition
    Position -->|has many| EmployeePosition

Referential Integrity

  • Tenant Isolation: Employees and positions belong to specific tenants
  • Multi-tenant Constraints: Email/phone unique per tenant, not globally
  • FK Constraints: Ensure positions exist before assignment

Business Scenarios

Scenario 1: Tech Company Structure

Employees:

  • Alice (Software Engineer, Hire: 2023-01-15)
  • Bob (Software Engineer, Hire: 2023-02-01)
  • Charlie (Engineering Manager, Hire: 2022-06-01)
  • Diana (HR Manager, Hire: 2023-06-15)

Positions:

  • Software Engineer
  • Engineering Manager
  • HR Manager
  • DevOps Engineer

Assignments:

  • Alice → Software Engineer
  • Bob → Software Engineer, DevOps Engineer (dual role)
  • Charlie → Engineering Manager
  • Diana → HR Manager

Scenario 2: Employee Resignation

Initial State:

  • Employee: John Smith, Hire: 2020-01-01, Active (No resignation date)

After Resignation:

  • Same record, with ResignationDate set to last working day
  • Employee can be marked inactive
  • Historical data preserved for reporting

Scenario 3: International Workforce

Employees with Language Preferences:

  • Russian/Uzbek bilingual employee
  • English/Russian technical staff
  • Uzbek/Russian administrative staff

Business Impact:

  • Communication materials delivered in preferred language
  • HR documents translated accordingly
  • Internal communications in employee’s primary language

Reporting Requirements

Employee Reports

  1. Headcount Report:
    • Total employees by department
    • Active vs. resigned
    • Headcount trends over time
  2. Compensation Report:
    • Average salary by position
    • Salary ranges
    • Compensation trends
  3. Turnover Report:
    • Employee resignations by period
    • Tenure statistics
    • Resignation reasons

Position Analysis

  1. Staffing Report:
    • Positions with assigned employees
    • Vacancy report
    • Multiple assignments tracking
  2. Organization Chart:
    • Hierarchical structure
    • Manager-employee relationships
    • Department organization

Performance Considerations

Query Patterns

Frequent Queries:

  • Find all employees for tenant (paginated)
  • Search by name, email, or phone
  • Find employees by position
  • List active employees

Indexes: Created on tenant_id, email, phone, first_name, last_name

Data Volume

  • Expected Scale: 100s to 10,000s of employees per large organization
  • Growth: Primarily driven by organizational expansion
  • Archival: Historical records preserved indefinitely

Compliance & Legal

Required Information

  1. Tax Compliance:
    • TIN (Tax Identification Number) for each employee
    • PIN (Personal ID Number) for identities
    • Passport information for verification
  2. Employment Documentation:
    • Hire date documented
    • Resignation date tracked
    • Employment status auditable
  3. Personal Data:
    • GDPR-compliant data handling
    • Secure storage of sensitive information
    • Right to be forgotten considerations

Audit Trail

  • All employee information changes logged
  • Timestamp tracking for compliance
  • User attribution for changes
  • Historical data preservation

Permission Model

Employee Permissions

  • hrm.employees.view.list - List employees
  • hrm.employees.view.detail - View employee details
  • hrm.employees.view.sensitive - View sensitive info (TIN, PIN, passport)
  • hrm.employees.create - Create new employees
  • hrm.employees.edit - Edit employee details
  • hrm.employees.delete - Archive/delete employees
  • hrm.employees.export - Export employee data

Position Permissions

  • hrm.positions.view - View positions
  • hrm.positions.create - Create positions
  • hrm.positions.edit - Edit positions
  • hrm.positions.delete - Archive positions

Role Assignments

  • HR Manager: Full employee management rights
  • Finance Officer: Can view compensation data
  • Department Manager: Can view their team
  • Employee: Can view own information
  • Admin: Full administrative access

Integration Requirements

Payroll System Integration

  • Employee salary information feeds payroll
  • Currency support for multi-currency organizations
  • Compensation structure (salary, hourly rate, coefficients)

User Management Integration

  • Employees can be linked to system users
  • User creation may create employee record
  • User deletion doesn’t delete employee record

Organizational Integration

  • Positions form organizational structure
  • Reporting hierarchy (if tracked)
  • Department/team organization

Success Criteria

  1. Accurate Data: Employee information complete and current
  2. Compliance Ready: Tax and legal information properly maintained
  3. Easy Management: Intuitive UI for HR operations
  4. Flexible Structure: Support for various organizational models
  5. Performance: Fast queries and searches on large datasets
  6. Security: Sensitive data properly protected
  7. Audit Trail: Complete change history for compliance

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IOTA SDK - Multi-tenant Business Management Platform