Employee Verification Letter

(Functional Design Document)

Author: Sravan Kumar Varma

Creation Date: 7-03-2024

Last Updated: 14-03-2024

Version: 1.4

Approvers:

Approvers Approval Signatures Date

Srinivasa Rao Dokku

Sowmya N

1
Document Control:

Change Record

Date Author Version Change Reference

7-03-2024 Sravan Varma 1.0 No previous Document

8-03-2024 Sravan Varma 1.1 Added new sample documents

8-03-2024 Sravan Varma 1.2 Added Test Scenarios

11-03-2024 Sravan Varma 1.3 Modified the test cases

14-03-2024 Sravan Varma 1.4 Modified the File Layout and File Structure

Reviewers

Reviewers Position

Srinivasa Rao Dokku HRIT Factory Ind Pvt Ltd, Director, Project Manager

Sowmya N HR

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Table of Contents:

S no. Content Page

1 Document Control 1
2 Change Records 1
3 Reviewers 1
4 Introduction 4
5 Business Need 4
6 Major Features 4
7 Assumptions 4
8 Processing Logic 4
9 Mandatory Requirements 5
10 File Layout and Format Description 5,6
11 Insert Sample files 6
12 Examples 6
13 Test Scenarios 7
14 Technical Overview 7
15 Open and Close Issues 8

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Introduction:
This document addresses the business requirement for HRIT Factory Ind Pvt Ltd with
regarding the HR Compensation Web Application – Employee verification letter.
This functional design document:
 Describes the major features required in the generation of employee letters in the
HR Compensation application.
 Details the required fields to generate letters in the employee verification letter.

Business Need:
HRIT Factory Ind Pvt Ltd needs to generate employee verification letters for its employees.
This requirement will enable the automatic generation of letters when the Admin/HR
person adds the required fields in their portal. Additionally, they will be able to generate
bulk letters by adding all the necessary details in an Excel sheet and uploading it.

Major Features:
The employee verification letter will have a predefined RTF (Rich Text Format) template with
required content, and employee data will be added dynamically by the Admin/HR person in
the User Interface (UI) form for individual employees. It can be downloaded and shared with
the required employee. Additionally, for multiple employees, the Admin/HR person can
obtain multiple letters by adding an Excel file and can download and share them.

Assumptions:
 The process will utilize the predefined templates to generate the output files.
 The templates will be created by the Admin/HR person, and they can
insert/delete/update the templates in the portal.
 All the required data should exist in the database.

Processing Logic:
 Only Admin/HR people are able to access to generate the letters.
 Employees, specifically those who are recipients of the letter, can only view the
letters in their respective portals.

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Mandatory Requirements:
 The Input template must be in RTF format only.
 The output file must be in PDF format only.
 The Upload format should be in Excel format only.
 The Excel file must contain the mandatory/required fields for generating the letter.

File Layout and Format description:

The data file contains the following Fields and Layouts:
Input File Format:
File Name:
HRITFactory_Emp_Verification_letter.RTF
Example:
HRITFactory_Emp_Verification_letter.RTF

Required Fields:
Field# Field Name Mapping Field Note/Example

1 <Employee_Name> Text Sravan Varma

2 <Employee_ID> Text 0002

3 <Date_of_Join> Date (DD-MM-YY) 22-01-2024

4 <Effective_Date> Date (DD-MM-YY) <document generation date from system>

5 <Position> Text Associate Software Engineer

6 <Department> Text IT

7 <HR/Admin_Name> Text Sowmya

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File Layout:

Output File Format:

File Name:
HRITFactory_Emp_Verification_letter_<EmpID>.pdf
Example:
HRITFactory_Emp_Verification_letter_0002.pdf

Insert Sample files:

HRITFactory_Emp_Ver
ification_letter.rtf

Examples:
Form Examples:
Not Applicable (NA)

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Test Scenarios:
Scenario# Scenario Details Expected Results Actual Results
1 Run the application by Generate verification letter, send
entering the employee id that letter though employee
then uploads the RTF email and be able to download it.
template and clicks on
submit button.
2 Check the details of 1. All the fields included in the
verification letter. verification letter.
2. Date coming in specified format
like DD/MM/YYYY.
3 Verify the employee details. 1. The employee details are stored in
the database with status active.
2.Employee name, position,
company name and all other details
matched in the database.
4 Verify the download option The letter to be download in pdf
of the verification letter. format.

Technical Overview:
Technical Notes
Field# Source

Open and Closed Issues:

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Open Issues:

ID Issue Resolution Owner Target Date Impact Date

Closed Issues:

ID Issue Resolution Owner Target Date Impact Date