USE CASE DOCUMENT
LEAVE MANAGEMENT SYSTEM
Title Description
Use Case ID UC 01
Use Case Name Leave management system
Precondition Employee should be logged in leave management system Portal
to apply leave
Post Condition Successful leave application.
The employee as applied for leave and get leave status
confirmation.
Use Case Description This system allows CEAT employee to apply for leave or view leave
status, leave availability, and leave policy from intranet portal
from the easy way and comfort of their own place. The CEAT
employee enter into LMS portal, enters his employee number and
password for applying the leaves.
The system displays the availability of leaves and leaves policies
for the employees, processes the details of employee and makes
the normal application of leave status.
Use Case Scenario 1. The employee enters the LMS portal.
2. Employee enters the username and password.
3. System displays the different alternatives that are available
on the webpage.
4. Employee enters the duration of leaves, leaves type,
reason and submits the application.
5. System accepts the leave application,
6. System checks for conflicts and if conflicts ok transfer to
employee to make changes or system creates a lock record
7. System transfer the leave application to the approver
8. Approver receives an email intimation regarding the leave
application.
9. Approver delays to approve the application with in >10
days or leave end date <today
10. Then Systems intimates email for every 5 days to approver
11. System automatically approves the leave
12. System sends notification of automatic approval of leave
application to approver and employee
13. System unlocks the locked record
14. System approves the leave application and send a
notification about leave application
15. Employee gets the status of leaves approved or rejected
Actors Employee
Approver
System
Intranet Portal
Alternative Flows 1)Invalid employee
1.1) if in step 2 of the use case scenario the CEAT employee enters
invalid employee name and password, the validate employee does
not complete successfully.
The use case ends with a failure condition
2) wrong leave type
2.1) if in step 4 of the use case scenario the employee selected
leave type and duration is not associated with this system, then
1) The system shall display the message “Invalid leave type and
reason-please try again”
3)leaves exceeds with leave application limit
3.1)if in step 6 of the use case scenario the employee enters an
leaves that exceeds the leave balances limit then
a) The system shall display a warning message and ask the
employee to renter the leave application dates and check the
leave availability.
4) No Response from approver
4.1)if in the step 9 of the use case scenario there is no response
from the approver with in10days then
a)employee will re submits leave application form within 10 days
b) If there is still no response from the approver the employee can
send the message offline or application should transfer to other
approver 2.
C) the system shall return back the status of leave application
d)the system should indicate that leave application is closed
e)the use case ends with failure condition
5) Notification failure.
If in the step 8,12,13 of the use case scenario the email
notification is not received from the system after approval of leave
application within 15 seconds, then
a) System shall issue a display message “please sorry for
inconvenience or please wait”
b) If there is still no response from the approver within 1day the
employee will retract the leave application and note the failure in
the log
6) Quit
If in the step 4 of the use case scenario the employee applies for
leave and leave is approved, now the employee want to cancel his
leaves
a) The employee should make a notification indicating that he
want to cancel his leave transaction or postponed
b) The system should send back email alert to the application of
leave is cancelled to user
Leave Process
Email
SAP R/3 Sharepoint
Notification
Employee
Screen Message Notification of Notification of
Fill Leave
Make Changes of submission rejection of leave approval of leave
Application
confirmation
Rejected
Approved
Receives an
Is the leave approval
email intimation
pending for >10 days OR No
him regarding
Leave end date < Today
the application
Approver
yes Approved or
Repeat intimation Notification of rejected
email after 5 days automatic Approval
to Approver &
Yes
Employee
Approved
Rejected
Create a locked Automatic Unlock the
Validate with the Check for no Leave balance is
record in IT2001 Approval of locked record in
data conflicts /return updated
leave IT 2001
error
System
Mark the locked
record in
IT2001as
Deleted
Rules
· When a user opens leave form, Approver is fetched from SAP based on delegation rules.
· When there is a need to cancel a leave, the entire leave is deleted. Modifications will be handled as Delete and Reapply.
· Deletion of approved Leaves will follow the same approval cycle.
· A notification is sent to the approver if a Leave deletion is not approved after 5 days. This will be Automatically approved after 10 days and notification sent to Approver
and Employee.
PERFORMANCE MANAGEMENT SYSTEM
Title Description
Use Case ID UC02
Use Case Name Performance management system(year end appraisal process)
Precondition User should be logged in the PMS Portal
Post Condition Successful completion
The user has applied for the PMS and the internal logs have been
updated
Use Case Description This system allows CEAT user to apply for appraisal or view his
appraisal status, appraisal availability, intranet portal from the
easy way and comfort of their own place. The CEAT employee
enter into PMS portal, enters his user number and password for
applying the year end appraisal.
The system displays the availability of appraisal application for the
employees, processes the details of employee and makes the
normal application of appraisal until it is approved.
Use Case Flow 1. The user logs in the PMS Portal and navigates to the
appraisal application process.
2. User enters the user number and password.
3. System validates the user number and password if user
name and password is valid then
4. System displays the appraisal application that are available
5. User chooses the appraisal application from list of
applications
6. User enters the details for appraisal process and submits
7. System accepts the appraisal application from user
8. System notify the appraisal application as email to firm line
manager
9. Firm line manager opens and views the appraisal
application and reviews self-appraisal ,If data entered
appropriate by user
10. System monitors appraisal completion via reporting to
dotted line manager
11. Firm line manager makes changes and submits if data
entered is not appropriate
12. Dotted line manager opens and reviews the manager
appraisal if data entered is appropriate by firm line
manager inserts comments and submits the appraisal
13. Dotted line manager makes changes, sends back to offline
discussion and notifies the firm line manager as email alert
14. Reviewer opens and reviews appraisal, if data entered is
appropriate inserts additional data. Submits application
and sends back to user
15. Reviewer makes appropriate changes sends back to firm
line manager to update validations and submits application
16. Reviewer makes final changes and sends back to offline
discussion for dotted, firm line manager and user
17. System marks appraisal as completely and sends email
notification to reviewer
Actors Users
Firm line manager
Dotted line manager
Reviewer
System
Alternative flows 1)Invalid user
1.1) if in step 2 of the use case scenario the user employee enters
invalid user name and password, the validate employee does not
complete successfully.
The use case ends with a failure condition
2) wrong appraisal type
2.1) if in step 5 of the use case scenario the user selected appraisal
and duration is not associated with this system, then
1) The system shall display the message “Invalid appraisal please
try again”
3) Data in appraisal application exceeds with appraisal application
process
3.1)if in step 6& 7 of the use case scenario the user enters an
invalid data that exceeds appraisal process limit then
a) The system shall display a warning message and ask the
employee to renter the appraisal data and check the appraisal
process.
4) No Response from firmlinemanager,dotted line manager
reviewer
4.1)if in the step 11,13,16 of the use case scenario there is no
response from the approvers within one day then
a) system should send an alert to user
b)user will re submits appraisal application within next day
c) If there is still no response from the approver the employee can
send the message offline or application should transfer to other
approvers 2.
d) the system should return back the appraisal status
e)the system should indicate that appraisal process is closed
f)the use case ends with failure condition
5) Notification failure.
If in the step 8,12,13 of the use case scenario the email
notification is not received from the system after approval of
appraisal application within 15 seconds, then
a)then system shall issue a display message “please sorry for
inconvenience or please wait”
b)if there is still no response from the approver within 1day the
employee will retract the appraisal and note the failure in the log
6) Quit
If in the step 4 of the use case scenario the dotted line manager
applies for appraisal and appraisal is approved, now the firm line
manager want to cancel appraisal application of user
a) The employee should make a notification indicating the
appraisal transaction was cancelled or postponed
b) The system should return back message the application of
appraisal is cancelled.
Title Description
Use Case ID UC03
Use Case Name Performance management system(objective setting process)
Precondition User should be logged in the PMS Portal
Post Condition Successful completion
The user has applied for the PMS and the internal logs have been
updated
Use Case Description This system allows CEAT user to login to PMS portal and set
objectives (KRA weightage target) appraisal or view his appraisal
status, in intranet portal from the easy way and comfort of their
own place. The CEAT employee enter into PMS portal, enters his
user number and password for applying the year end appraisal.
The system displays the availability of objectives for the
employees, processes the details of objectives and makes the
normal application of appraisal until it is approved.
Use Case Flow 1. HR admin creates template and background documents
for the year & maps to the users
2. User logs into PMS and navigates to the objective
settings
3. User enters the valid user number and password.
4. System validates the user number and password if user
name and password is valid then
5. System displays the objective setting that are available
6. User chooses the appraisal application from list of
applications
7. User sets objectives(KRA weightage target) in the
application and submits
8. System accepts the objectives application from
employee
9. System sends the application to manager for approval
10. manager opens the application and reviews objectives
If objectives entered appropriate by employee, the
manager approves the application and submits to
reviewer
11. Manager makes the changes in objectives and submits
if the objectives are not appropriately fill by employee
12. Reviewer opens and reviews objectives, if data entered
is appropriate inserts additional data. Submits
application and system send an email notification to
stake holders.
13. Reviewer makes appropriate changes sends back to
manager to update validations and submits application
14. System notify approval to the manager from reviewer
15. Manager checks the changes with are updated my
reviewer, if the changes are appropriate manager
approves it and submits the application and transfer to
employee
16. Manager makes the changes if the objectives are not
appropriate and makes an offline discussion with both
employee and reviewer.
Actors Users
Manager
Reviewer
System
Alternative flows 1)Invalid user
1.1) if in step 3of the use case scenario the employee enters
invalid user name and password, the validate employee does not
complete successfully.
The use case ends with a failure condition
2) wrong objectives type
2.1) if in step 7 of the use case scenario the user entered
objectives in appraisal are not associated with this system, then
1) The system shall display the message “Invalid objectives
please try again”
3)if in step 11&12 of the use case scenario the manager enters an
invalid objectives that exceeds objective setting process limit then
a) The system shall display a warning message and ask the
manager to renter the appraisal data and check the appraisal
process.
4) No Response from manager and reviewer
4.1)if in the step 10,11,12 of the use case scenario there is no
response from the manager and reviewer within one day then
a) system should send an alert to employee wait for the manager
status
b)user will re-enters objectives settings within next day
c) If there is still no response from the approver the employee can
send the message offline or application should transfer to other
approvers 2.
d) the system should return back the appraisal status
e)the system should indicate that appraisal process is closed
f)the use case ends with failure condition
5) Notification failure.
If in the step 12,14 of the use case scenario the email notification
is not received from the system after approval of application
within 15 seconds, then
a)then system shall issue a display message “please sorry for
inconvenience or please wait”
b)if there is still no response from the approver within 1day the
employee will retract the appraisal and note the failure in the log
OBJECTIVE SETTING PROCESS WORK FLOW
Objective Setting Process
Email
SAP R/3 Sharepoint
Notification
HR Admin
Create template for the
Map Templates Communicate
Start year and create
to Employees to Employees
background documents
Login to PMS and
Set Objectives
(KRA, Weightage
,Target)
Employee
Accept Are the
Submit objectives
Changes and changes okay No
for approval
Notify Submit form ?
Approver Notify
Offline
Employee
Discussion
Open and Are Make Are the
Review objectives No appropriate Submit Form Yes changes Offline
No
Manager
objectives okay ? Changes okay ? Discussion
Notify Approve and
Notify
Reviewer Submit form
Approver
Make
appropriate Submit Form
No Changes
Reviewer
Open and Are
Review objectives
objectives okay ?
Approve and
Notify
Yes Mark Objectives End
Stakeholders
as complete
Rules
· The PMS form fetches Objectives / Prefilled template from SAP.
· When a form is Saved or Submitted, the data is saved to SAP.
· All notification emails will be sent by SharePoint
· The objective sheet is locked for a User after the Objective setting cycle is complete.
· The HR Admin will initiate the Objective Setting for an employee when the employee is confirmed.
· The HR Admin will have a provision to unlock the sheet for a user if the user is moving from his/her current role.
CAPEX USE CASE DOCUMENT
Title Description
Use Case ID UC04
Use Case Name CAPEX
Precondition Employee should be logged in CAPEX Portal to Arise capital
expenditure
Post Condition Successful CAPEX application.
The employee as applied for CAPEX APPLICATION and internal logs
have been updated
Use Case Description This system allows CEAT employee to apply for CAPEX or view
CAPEX status, CAPEX availability intranet portal from the easy way
and comfort of their own place. The CEAT employee enters into
CAPEX portal and enters the proposal number of CAPEX.
The system displays the availability of CAPEX details and policies
for the employees, processes the details of CAPEX and makes the
normal application of CAPEX approval from there approvers.
Use Case Scenario 16. The employee enters the CAPEX portal.
17. Employee enters the user name and password.
18. System displays the different alternatives that are available
on the webpage.
19. Employee chooses the CAPEX proposal form and enters the
details and submits the application.
20. System accepts the CAPEX application,
21. System checks for conflicts fetch next approval hierarchy
based on employee, executing department selected and
total budget amount. Gives intimation to department and
user to make changes in CAPEX form, transfers to next
approver.
22. Approver receives an email intimation regarding the CAPEX
form he approves the form if details appropriate and send
to executing department for final approval.
23. Department receives a notification for approval of CAPEX
form they transfer to next approval if it approved then it
notifies the user the CAPEX form is approved.
24. Admin create hierarchy for CAPEX approval and submits
25. System checks hierarchy and identifies the next approver,
system transfer to executing department and approves the
CAPEX form to user.
Actors Employee
Approver
Department
Admin
System
CAPEX WORKFLOW
CapEx flow
SAP R/3 Sharepoint Email Notification
Employee
Fill CapEx Form Notify
Make Changes Notify Capex
Approver
Approval
No No
Approvers
Unit
Send to Next Is Last
Is Approved? Yes
Approver Approval? Yes
Yes
Department
Executing
Notify Notify Send for Next Is Last
Approver Is Approved?
Approver Approval Approval?
No
Fetch Next Approval
System
Hierarchy based on Check Hierarchy
Employee and Executing and identify next No
Department Selected and Approver
Total amount
Admin
Create Hierarchy for
Capex approval