# System Requirement Document (SRD)

Automated Employee Occupational Health and Safety Risk Attestation Form

## 1\. Document Purpose

This document outlines the functional and non-functional requirements for automating the Employee Occupational Health and Safety Risk Attestation Form for Kaduna Electric. The automation aims to digitize the form submission, review, approval, and archival processes, improving efficiency, data accuracy, and departmental collaboration.

## 2\. Stakeholders

- Quality, Health, Safety & Environment (QHSE) (oversight role)
- ICT
- HR
- Enterprise Risk Management
- All Departments

## 3\. Objectives

- Digitize the existing manual form.
- Automate routing for departmental reviews and approvals.
- Enable employees to fill, sign, and submit forms electronically.
- Provide departmental dashboards for tracking and validation.
- Maintain an auditable record of form submissions and approvals.
- Ensure compliance with Kaduna Electric's safety and risk management standards.

## 4\. Functional Requirements

### 4.1 User Roles

- Employee - Fills and submits the form.
- Head of Department / Line Manager (HOD/HOU) - Reviews and approves submissions.
- Administrator (System Admin) - Manages workflow, users, and records.
- QHSE Team - Monitors compliance and generates safety reports.

### 4.2 Form Fields (Digital Version)

The digital form must include all fields from the original document, covering employee information, departmental hazards, risk registers, attestation, and review sections.

### 4.3 Workflow

- Employee completes and submits the form online.
- System routes the form to the Line Manager for review.
- After approval, the form is archived and available to stakeholders.
- Each department receives notifications for review and comments.
- The system records all actions in an audit log.

### 4.4 Notifications

- Form submission
- Review requests
- Approvals/rejections
- Reminders for pending actions

### 4.5 Data Storage & Management

Centralized database storage with search capabilities by employee name, ID, department, date, or approval status, and export options to PDF or Excel.

## 5\. Non-Functional Requirements

| Category | Requirement |
| --- | --- |
| Usability | Web-based and mobile-friendly interface |
| Security | Role-based access control; encryption in transit and at rest |
| Performance | Form submission and routing under 5 seconds |
| Scalability | Expandable to include additional departments |
| Auditability | Automatic logging of all user actions |
| Compliance | Must adhere to Kaduna Electric's QHSE and IT data protection policies |

## 6\. Future Enhancements

- Integration with HR and QHSE databases.
- Cross-department dashboards for analytics.
- E-signature integration with company SSO.

## 7\. Deliverables

- Functional web form interface.
- Departmental workflow engine.
- Admin dashboard and user management.
- Notification system.
- Data export and reporting module.

## 8\. Approval Workflow Example

| Stage | Action | Responsible Party |
| --- | --- | --- |
| 1   | Form submission | Employee |
| 2   | Initial Review | Line Manager |
| 3   | Review & Archival | Relevant Stakeholders |

## 9\. Implementation Recommendations

- Language Technologies: PHP/ CSS / JAVASCRIPT.
- Database: SQL Server.
- Authentication: Staff login from website

## 10\. Budget and Resource Justification

To ensure the successful and timely execution of the automation project, a modest budget allocation is required for key development resources that will enhance quality, accuracy, and productivity.

| Item | Description | Purpose/Justification | Estimated Cost (USD) |
| --- | --- | --- | --- |
| AI Development Subscription | Subscription for an AI-assisted development and documentation tool | To accelerate code development, improve validation logic, and ensure compliance with system standards through intelligent code assistance. | \$120 |

