Annexure A : System Requirements

Annexure A : System Requirements

COPYRIGHT NOTICE

Copyright © 2019 by Bahrain Airport Services.

All rights reserved. These materials are confidential and proprietary to Bahrain Airport

Services (BAS). No part of these materials should be reproduced, published in any form

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storage or retrieval system), nor should the materials be disclosed to third parties

without the express written authorization of Bahrain Airport Services.


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Table of Contents

1. INTRODUCTION ...................................................................................................................................... 3

1.1. OVERVIEW ............................................................................................................................................ 3

2. SYSTEM REQUIREMENT ...................................................................................................................... 3

2.1. SYSTEM FEATURES ................................................................................................................................ 3 2.1.1. Employee Self Service .................................................................................................................. 3

2.1.1.1. Login, Registration and Forget Password ............................................................................................... 3 2.1.1.2. Employee Details .................................................................................................................................... 3 2.1.1.3. Monthly Salary Slip ................................................................................................................................ 4 2.1.1.4. Appraisal ................................................................................................................................................. 5 2.1.1.5. Employee Leave...................................................................................................................................... 5 2.1.1.6. Daily attendance...................................................................................................................................... 6 2.1.1.7. PUNCH IN/OUT through Mobile ........................................................................................................... 7 2.1.1.8. Salary and Service Certificate ................................................................................................................. 7 2.1.1.9. Employee training ................................................................................................................................... 7 2.1.1.10. Update Employee Details ................................................................................................................... 8 2.1.1.11. Employee Handbook .......................................................................................................................... 8 2.1.1.12. Feedback Forms ................................................................................................................................. 9 2.1.1.13. BAS Phone Directory ......................................................................................................................... 9 2.1.1.14. Notifications ....................................................................................................................................... 9 2.1.1.15. Staff Announcements ......................................................................................................................... 9 2.1.1.16. Event Calendar-CSR .......................................................................................................................... 9 2.1.1.17. Training Material ............................................................................................................................. 10 2.1.1.18. Incident Reporting ............................................................................................................................ 10 2.1.1.19. Voting .............................................................................................................................................. 10 2.1.1.20. Internal Vacancy .............................................................................................................................. 10 2.1.1.21. Employee Saving Scheme ................................................................................................................ 10

2.1.2. Manager / Supervisor Services .................................................................................................. 11 2.1.2.1. Staff Attendance.................................................................................................................................... 11 2.1.2.2. Staff Appraisal ...................................................................................................................................... 11 2.1.2.3. Staff Leave Module ............................................................................................................................... 11 2.1.2.4. Training details ..................................................................................................................................... 11 2.1.2.5. BOC Dashboard .................................................................................................................................... 11 2.1.2.6. Department Manpower ......................................................................................................................... 11

2.1.3. Administration ........................................................................................................................... 12 2.1.3.1. All feature in the requirement mention below ....................................................................................... 12 2.1.3.2. Notifications Management .................................................................................................................... 12 2.1.3.3. Management Reports ............................................................................................................................ 12 2.1.3.4. MIS Activity ......................................................................................................................................... 12


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1. Introduction

1.1. Overview

This requirement to Build Mobile App and web Application as self-service applications for all

BAS Staff. As the staff work in different timings and locations around the airport. This

document will contain all System Features.

2. System requirement

2.1. System Features

This section contains detailed description of the proposed software solution. The proposed

Applications will have three modules:

Employee Self Service.

Manager/Supervisor Service.

Administration.

2.1.1. Employee Self Service

2.1.1.1. Login, Registration and Forget Password

Login: The employee can login to the Application by using password or biometric or face

recognition.

Registration: any new employee can register by Enter CPR, Staff number and mobile

number.

Forget Password: all employee can rest password by using SMS.

2.1.1.2. Employee Details

I this section Employee can view all employee details in different categories as follows:

PERSONAL INFORMATION

Name Marital Status

Nationality CPR Number

Date of Birth Family Details

Documents (CPR/Passport /Visa)

WORK INFORMATION

Staff Number Position Reporting to

Date of joining Contract Expiry Date License Expiry Date

Last Promotion, Incentives, Appraisal (date with details) Grade


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CONTACT DETAILS

Address (Flat /Bldg/ Road/Area–Block)

Telephone Contact 1 Telephone Contact 2

Email id

BANK DETAILS

Bank Name Bank A/C with IBAN

QUALIFICATION DETAILS (Multiple Information)

Qualification (Bachelors/ Masters) Year University Name

Professional Certifications Details with Year

If any documents, certifications expired above, staff should receive notifications

2.1.1.3. Monthly Salary Slip

Staff salary slip should be made available to view/ print in pdf format. It should be shared

via registered staff email id. The staff should receive monthly notification when salary is

process.

Select the Month & Year to extract the details, which should be available for last 3 years.

Additional Security may be applied here during generation of the above.

The details will include:

Month & Year

Staff Name

Staff CPR

Staff Number

Department

Job Title

Grade

Total Allowances with details

Total deductions with details

Overtime Calculations

Net Gross Salary

Annual & Sick Leave availability


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2.1.1.4. Appraisal

Staff has an appraisal done for his/her performance twice a year. Based on certain

parameters the Manager/Supervisor allocates scores for each staff.

Staff must be able to view their appraisal marks scored with remarks, in a bar chart graph as

above. The previous two years average appraisal scores should be displayed, while the

current year should be displayed as it is. On clicking the charts, Drill-down facility should be

available to view the details. Also encouraging phrases for low evaluation.

Once the appraisal is completed, staff will get notification for the appraisal done.

2.1.1.5. Employee Leave

Staff can check their leave balance and also apply for Leave. Each leave has its own rules and

usage policies. Staff must be aware about this when they apply.

Type of Leave

1 Annual Leave

2 Emergency Leave

3 Half Day Leave

4 Sick Leave ( Full Day)

5 Sick Leave (Half Day)

6 Hajj Leave

7 Child Birth Leave

8 Compensatory Leave (C7)

9 Maternity Leave

10 Marriage Leave

11 Sports Leave

12 Training Course

13 Industrial Accident

14 Duty Travel

15 Death of Relative


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The application should provide Staff to:

View Leave Balance - current available and at Year end

Apply leave through the system.

Check status for the applied leave

Option to Cancel the application

Attach documents to provide justification.

Graph display of Annual leave available(as below)

Pie Chart display for Sick Leave available

Get Notification when leave approved / rejected

2.1.1.6. Daily attendance

Staff Attendance is the most important aspect of the Time & Attendance System. There

should be Calendar display (as below) for staff roster and their actual attendance. Time Loss

for staff should be highlighted in different colour.

Staff should receive notification for daily time loss.

On clicking the date, drill down facility to view details.

The data should be available up to 3 months history and future 2 weeks ahead.


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2.1.1.7. PUNCH IN/OUT through Mobile

BAS is looking forward to better technologies to record the time attendance for its staff.

Currently staff attendance is recorded via biometric readers located at various locations.

The proposed new system could be to Punch their attendance through registered staff

Mobile, via GPS, within a limited radius of the installed locations.

The following features are expected:

Remove queue at Biometric Location, so that staff can punch quicker.

Attendance should be given either by biometric or face recognition.

System should be fool proof and avoid duplicate PUNCH IN/OUT

Accurate attendance records, with the Time synchronized between all readers.

Immediate transfer of data to payroll processing system.

Only Mobiles with SIM registered could be used for PUNCH attendance

2.1.1.8. Salary and Service Certificate

The Application should have facility for staff to request for Salary and Service Certificate

In English or Arabic, which would then be processed by the HC staff. Once the letter is ready,

staff should get a notification or status update.

The following documents/letters are generated by Human Capital department for staff:

o Employee Letters 1. Contract Renewal (Extension)

2. Salary Certificate with Amount

3. Salary Certificate without Amount

4. Leave – Assist Visa (Single)

5. Leave – Assist Visa (Family)

6. Duty Travel – Visa

o Bank Letters 1. Bank Salary Transfer – Outstanding / Retiring

2. Bank Salary Transfer – Contract Expiry / Outstanding

3. Bahrain Credit Loan

4. Bahrain Credit Loan – Unable to Transfer

5. Bahrain Credit Loan – Early Retirement

6. Bahrain Credit Loan – Early Retirement

2.1.1.9. Employee training

BAS staffs have regular trainings spread across different topics. This is conducted by the

Learning & Training section. The App should have option for:

History of Trainings completed.

Notification for upcoming trainings schedule (future)

Notifications for expiry of trainings

Highlight mandatory trainings

Drilldown for details with export to Excel / PDF

Documents related to each training


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2.1.1.10. Update Employee Details

Whenever the staff personal details change, this needs to be updated at the HC employee

personal master system. For this staff can request the changes through the Application.

Information in following categories can be requested to be changed by staff:

PERSONAL INFORMATION

Marital Status Family Details

Documents (CPR/Passport /Visa)

CONTACT DETAILS

Address (Flat / Building/ Road/Area–Block)

Telephone Contact 1 Telephone Contact 2

Email id

QUALIFICATION DETAILS

Qualification (Bachelors/ Masters) Year University Name

Professional Certifications Details with Year

BANK ACCOUNT DETAILS

Bank Name Bank Account No IBAN

There should be option to attach documents for justification. The changes will be sent for

verification by the Human Capital department. After their approval, the updates will reflect

in the personal master.

2.1.1.11. Employee Handbook

Several documents are published by Human Capital department for staff use. These are

classified into various categories based on Department, Grade, Location of work, Job title, etc.

Some documents are general purpose and to be made available for all staff.

Employee Handbook

Medical Insurance Details

Insurance Network Hospitals, Clinics, Pharmacies

Safety Awareness Manuals

Security Policy Manuals

Grooming Manuals

HR Policy Updates

Arabic & English Versions

This should be made available to view or download (PDF) for the respective staff based on

their suitable criteria as above. This feature should manage by Administration module.


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2.1.1.12. Feedback Forms

Staff can provide their feedback. It should be delivered as an email to the respective

department, with a facility to attach any related documents. This feature should manage by

Administration module.

2.1.1.13. BAS Phone Directory

This option will generally have the following features:

Emergency – contacts for Maintenance, ICT, Safety, etc.

Phone Directory – Staff office telephone, Mobile, Job Title, Department, etc.

Search Facility should be available

2.1.1.14. Notifications

Staff notifications by different departments in BAS should be made available using this

option. The notifications can be generated by Human Capital, Safety, Security, Training,

Corporate Communications or Management.

Notifications mentioned under different modules of this document should be processed and

displayed with links, so that staff can click and get the services page. Based on the staff

grade or department, the notifications will be restricted to the respective groups. General

Notifications can be viewed by all staff.

The notification system should be flexible and event driven. It should be managed by Admin,

so that any requirement adjustments can be implemented. This feature should manage by


2.1.1.15. Staff Announcements

The Application view all announcements like:

Human Capital department Staff Notice

Safety Security Manuals

BAS in the Media

Latest Updates from PR section

This feature should manage by Administration module.

2.1.1.16. Event Calendar-CSR

Staff should have a view of the different events organized by BAS. There should be options

to view it as Events Calendar or a List.

When clicked, the detailed information should be displayed. Staff should have choice to

participate these events, especially the Corporate Social types. This captured data should be

available to the person in-charge of conducting such events. This feature should manage by



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2.1.1.17. Training Material

Learning & Training section publishes Training documents. These are grouped into various

categories based on Department, Grade, Location of work, Job title, etc. Some documents

are general purpose and made available for all staff.

This should be made available in PDF format for the respective staff based on their suitable

criteria as above. This feature should manage by Administration module.

2.1.1.18. Incident Reporting

Staff can report incidents to the Safety department using this facility.

They can attach multiple images or documents.

Incident Priority grouped into categories : High, Medium, Low

Each Incident should have sequence number generated for that.

Status of each incident can be viewed by the related Department Manager

App should send a mail to the department

The complete incident details must be recorded into Database.

2.1.1.19. Voting

Occasionally, BAS conducts voting for their services or functions, either as general category

or for particular operating department. During this period, the staff can vote on the above

topic, giving a rating for the mentioned topic.

Restrictions may be applicable for voting. The voting feature will need to capture the

information and then provide to related section. This feature should manage by


2.1.1.20. Internal Vacancy

The recruitment section under Human Capital department regularly puts notice for internal

vacancy for staff within BAS can apply.

There should be facility for them to upload this Job availability in Mobile App. Staff can view

the Job details and apply for the suitable ones. The status of the application should be

tracked and displayed for them.

The applicant information should be ready to extract for the recruitment officer.

2.1.1.21. Employee Saving Scheme

Each request has its own rules and usage policies:

Employee Saving Scheme Joining Request: allow the employee to join the saving scheme.

Employee Saving Scheme details: allow the employee to view the accrued contribution.

Loan Request: allow the employee to request for loan from the saving scheme.

Outstanding Employee Loan balance details: This will allow the employee to view the

Loan balance details.


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2.1.2. Manager / Supervisor Services

The modules mentioned are for Head of Departments, Managers and Supervisors. Using the

Mobile App, they need to provide quick service action for their staff as follows:

2.1.2.1. Staff Attendance

Approve / Reject Time Loss

Monitor Staff on duty list

Verify Roster Vs Actual attendance

Reports: Actual Attendance with rosters – Time Loss

2.1.2.2. Staff Appraisal

Input appraisal scores

Final approval

Reports: Appraisal – Scores of previous 3 years

2.1.2.3. Staff Leave Module

Approve/Reject leave applications

View the future Leave Plan (3 months) to check clashes.

View Sick Leaves month wise for current year with respect to BRADFORD factor.

Reports: Leaves – Balance, Availed, Rejected.

2.1.2.4. Training details

Check Training history for staff reporting to them

View Training schedules for staff to rearrange rosters

2.1.2.5. BOC Dashboard

Bahrain Airport Airside and Landside operation statistics are displayed in a LIVE

environment on daily basis.

The dashboard should be auto refreshed / updated every minute based on the

inputs from the Flight Schedule System (FSS).

Flight Information ( displayed as a GRID)

OTP ( ON Time Performance)

Passenger Statistics

BAS Departure Delays

Cargo Tonnage

2.1.2.6. Department Manpower

BAS Manpower is divided among the different departments. Each department is allocated

(budgeted) manpower counts for each Job Title. The Information will be extracted from

the Human Resources system.

Displays the Budgeted Vs Actual Manpower Count

Authorized Users can view this chart

Staff should view only their department statistics

To be Hired Staff details should be available


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2.1.3. Administration

The administration will require a set of tools to monitor, control and extract information

from the Mobile Application. The general requirements for this user will be:

2.1.3.1. All feature in the requirement mention below

Employee Handbook Feedback Forms

Staff Announcements

Event Calendar-CSR

Training Material

Voting

2.1.3.2. Notifications Management

Notification system control

Re-send or Stop Notification

Notification message change

2.1.3.3. Management Reports

Daily & Monthly Access Logs

Access by Location control / reports

Graphs & Charts for the above

2.1.3.4. MIS Activity

Fine Tuning of Mobile Application

Install Updates & Patches

Constraints / Parameters Check

Active or Inactive status change

Support for staff reported issues


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