Business Requirements Document
LeaveTrack v1.0 — 7 numbered requirements (BR-01..07).
Raw file, for copying into your project
Executive Summary
LeaveTrack replaces an email-and-spreadsheet leave process with a self-service system: employees submit and track leave requests, managers approve for their own team only, and HR gets an auditable record ahead of the Q3 compliance audit.
Business Context
Leave requests currently move by email and a shared spreadsheet. Managers report being blindsided by approvals they never saw; HR has no reliable record of who approved what, which Legal has flagged as a compliance gap. Employees have no way to check their own balance without asking HR directly.
Stakeholders
| Stakeholder | Concern |
|---|---|
| Employees (~800 staff, ~30% without laptops) | Submit requests and see their balance without contacting HR |
| Managers | See and decide on requests only for their own direct reports |
| HR Administrators | An auditable, queryable record of every decision |
| Legal / Compliance | Retained approval records ahead of the Q3 audit |
Scope
In Scope
BR-01 through BR-07 below.
Out of Scope
- Payroll system integration
- Multi-country public-holiday calendars
- Biometric or badge-based attendance tracking
Functional Requirements
| ID | Requirement |
|---|---|
| BR-01 Leave Request Submission | Employees must be able to submit a leave request specifying leave type, start date, end date, and a reason, so that leave is tracked in one system instead of email and spreadsheets. |
| BR-02 Scoped Manager Approval | Managers must be able to view and approve or reject leave requests only from their own direct reports — never the full staff list. |
| BR-03 Self-Service Balance Visibility | Employees must be able to view their current leave balance, by leave type, at any time without contacting HR. |
| BR-04 Auditable Decision Record | Every leave request decision (submitted, approved, rejected, by whom, and when) must be recorded and retained for a minimum of 3 years, to satisfy the compliance requirement Legal raised ahead of the Q3 audit. |
| BR-05 Mobile Accessibility | The system must be fully usable on a mobile browser, since roughly 30% of the 800-person staff do not have a company laptop. |
| BR-06 Automatic Balance Accrual | Leave balances must accrue automatically on a monthly cycle, based on each employee's assigned leave policy (e.g., 1.25 days/month for full-time staff), without manual HR intervention. |
| BR-07 Independently Tracked Leave Types | The system must support at least three leave types — Vacation, Sick, and Unpaid — each with its own independently tracked balance where applicable (Unpaid has no balance to track). |
Non-Functional Requirements
- Must be in production before the Q3 compliance audit
- Must support 800 concurrent staff without degradation
- Decision records retained for 3+ years (BR-04) — no hard-delete on leave requests or approvals
Constraints
- Timeline: production-ready before Q3
- Staff size: ~800, roughly 30% mobile-only
- Compliance: 3-year minimum retention on approval records
Assumptions
- Each employee has exactly one manager for approval-routing purposes
- Leave policies (accrual rate per leave type) are configured by HR, not self-service
Risks
If accrual logic (BR-06) is wrong, every employee's balance is wrong — this requirement needs the tightest acceptance criteria and the most test coverage.
Scoped approval (BR-02) is a security-relevant requirement: a manager seeing another team's requests is a data-exposure incident, not a cosmetic bug.
Success Criteria
- 100% of leave requests move through LeaveTrack, zero through email/spreadsheet, within one month of launch
- HR can produce a complete, dated approval record for any employee within one query, at any time
- Zero cross-team visibility incidents in the first quarter post-launch