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Template

Page: 1 of 13

Standard Template to Write Epics, User Stories and Tasks

With Examples

Project Title:

* [System/Module Name] *

By Yohannes S.

ህዳር 2018 / November 2025

Epic Template

Page: 2 of 13 System/Module/Theme Overview It is a high-level description of system/module/theme to be implemented as an independent service. It should not exceed two pages; concise and the technical team will able to understand its objective and intended functionality easily. The main elements to be considered are:  System/module description: briefly state what the system is and what to build  Main modules/sub-modules and features: list and describe the main modules under the larger system  Exhaustively^ list^ all^ of^ the^ users^ of^ the^ system  Implementation objective/s [why we implement this system/module]  Its scope: [features to be done, and not to be done] Epic Identification, Prioritization and Definition An Epic is a prioritized list of large work items broken down to small stories. Note that, epic definition depends on how large the module/system is; sometimes the module/system may be considered as an epic by itself. A single epic definition and process description should not exceed two pages. The main elements to be considered are:  Epic identification and definition: list and define all the possible epics within the system/sub- system/module  Epic prioritization: prioritize which epic comes first for implementation  Epic workflow and processes definition: describe the natural workflow of a process/activity to be described the whole epic Below is a generalized template for identifying an epic from a module or system, defining, prioritizing, and estimating it. Module/System ID (e.g., (HR01) Module/System name (e.g., Human Resource Information Management System - HRIMS) Epic ID (e.g., HR01_01) Epic Name (e.g., Job Advertsiment and Screening) Epic Prioritization Priority level [H M L] Epic Description Write description Users List of users in this particular epic Workflow and Process Descriptions (^) Put process descriptions of the epic [diagram is preferable]

Epic Example

Epic #01: Job Advertisement and Screening Workflow Management

ID HR01_

Name Job advertisement and screening Workflow Management Priority: High Description: This epic manages the process of creating, publishing, and managing job vacancies. It allows HR personnel to post job openings, receive applications, and screen candidates efficiently. User/s: HR Officer, Hiring Manager, Applicant Workflow: 1. HR Officer creates job post -> 2. Job is published -> 3. Applicants submit -> 4. Screening process -> 5. Shortlist generated. Epic #02: Recruitment Workflow Management

ID HR01_0 2

Name Recruitment Workflow Management Priority: High Description: Handles candidate evaluation, interview scheduling, and hiring decisions. The module supports structured recruitment stages and approval workflows. User/s: HR Officer, Department Manager, Interview Panel Workflow: Shortlisted candidates evaluated -> 2. Interviews scheduled -> 3. Scores recorded -> 4. Offer letter issued Epic #03: Transfer Workflow Management

ID HR01_0 3

Name Transfer Workflow Management Priority: High Description: Facilitates internal employee transfers between departments, or places. Ensures that necessary approvals are made and employee data is updated accordingly. User/s: HR Officer, Department Head, Employee Workflow: Transfer request initiated -> 2. Approvals -> 3. Employee profile updated -> 4. Notification sent.

Epic Example

Epic #04: Leave Workflow Management

ID HR01_0 4

Name Leave Workflow Management Priority: High Description: Automates leave requests, approvals, and balance tracking. Ensures transparency and compliance with company leave policies. User/s: Employee, Supervisor, HR Officer Workflow: 1. Employee requests leave -> 2. Supervisor reviews -> 3. HR approves -> 4. Balance updated Same pattern to the remaining epics: (Epic #05 to #Epic 8)

User Story Example

Page: 7 of 13

Epic #1: Job Advertisement and Screening Workflow Management

Code: HR01_

Epic ID/Code HR01_ User Story ID HR01_01_ User Story Title Create Job Advertisement User/Persona/Role (^) As an HR Officer Goal I want to create and publish a new job advertisement Benefit So that applicants can apply for open positions online Priority High Data requirements (^) Job title, description, department, closing date, requirements Dependencies Depends on user authentication and HR role permissions Acceptance Criteria (AC) # Given [context] When [action] Then [output] 1 Given the HR Officer is logged in when they fill the job details form and click publish then the job post should appear on the career portal. 2 AC - alternative scenario/flow of action 1 Given invalid or incomplete data when the HR Officer attempts to submit then the system should prompt validation errors. Created By By: Name Date: Date [|DD/MM/YY|] Updated By By: [Name] Date^ -^ |DD/MM/YY| Developer note [.…] Epic ID/Code HR01_01_ User Story ID HR01_01_ 2 User Story Title View and Screen Applications User/Persona/Role As an HR Officer Goal I want to view and filter job applications based on criteria Benefit (^) So that I can shortlist suitable candidates efficiently. Priority High Data requirements Applicant name, qualification, experience, application date. Dependencies Depends on job advertisement module and database connectivity Acceptance Criteria (AC) # Given [context] When [action] Then [output] 1 Given job applications exist, when HR filters by qualification then only matching candidates should display. 2 Given a shortlist is finalized when HR marks then shortlisted candidates are flagged in the system.

User Story Example

Page: 8 of 13 AC - alternative scenario/flow of action

Created By By: Name Date: Date [|DD/MM/YY|] Updated By By: [Name] Date^ -^ |DD/MM/YY| Developer note [.…] Epic ID/Code HR01_01_ User Story ID HR01_01_ 3 User Story Title

Notify Applicants About Application Status

User/Persona/Role As an HR Officer

Goal I want to send automated notifications to applicants about their application status

Benefit So that applicants stay informed about progress without manual follow-up.

Priority Medium

Data requirements Applicant email, application ID, status message.

Dependencies Depends on email notification service and application database.

Acceptance Criteria (AC) # Given [context] When [action] Then [output]

1 Given an application status

update,

when HR changes the

status to

'Shortlisted',

then the applicant receives an

email notification.

AC - alternative scenario/flow of action

1 Given email delivery fails, when the system

retries,

then the applicant still receives

the notification after the

second attempt.

Created By By: Name Date: Date [|DD/MM/YY|] Updated By By: [Name] Date^ -^ |DD/MM/YY| Developer note [.…] Epic ID/Code HR01_01_ User Story ID HR01_01_ 4 User Story Title

Generate Candidate Shortlist Report

User/Persona/Role (^) As an HR Officer

Goal I want to generate a report of shortlisted candidates for management review

Benefit So that decision-makers can easily access and approve shortlisted candidates.

Priority High

Data requirements Candidate names, qualifications, interview scores.

User Story Example

Page: 10 of 13

Task Template

Page: 11 of 13 Tasks: are small, actionable pieces of work that directly deliver part of a user story - like coding, testing, or documentation Spikes: are time-boxed research, setup or investigation activities to reduce uncertainty and help the team make informed technical decisions before or after creating tasks.

Structure

Item Parent Child Epic System/module User Stories User Story Epic Tasks / Spikes Spike Can link to User Story or Epic No children typically Task User Story No children typically

Task - Template

Item Description/Example User Story ID E.g. HR01_01_1(Foreign Key) Task user story id + T1, .. - (e.g, HR01_01_1T1) Title E.g. Task, “Implement login API call” Work Type Development / Testing / Documentation / Configuration Description Technical details of what to build or change or configure Assignee Developer responsible Status To Do / In Progress / Done

Task Example

Page: 13 of 13 Item Description

User Story ID HR01_01_ 3

Task Id

HR01_01_ 3 T 1

Title Develop Email Notification Service

Work Type Development

Description Implement^ backend^ service^ to^ trigger^ and^ send^ emails^ to^ applicants

based on status updates.

Assignee Backend Developer

Status To Do Item Description

User Story ID HR01_01_

Task Id

HR01_01_ 4 T 1

Title Design Shortlist Report Layout

Work Type Design

Description Create^ report^ layout^ template^ with^ fields^ for^ candidate^ details^ and

interview results.

Assignee UI/UX Designer

Status To Do Item Description

User Story ID HR01_01_

Task Id

HR01_01_ 4 T 2

Title Integrate Report Export Functionality

Work Type Development

Description Add functionality to export shortlist reports as PDF or Excel.

Assignee Backend Developer

Status In progress