CORE SYSTEM 4 OF 6

HRIS

Human Resource Information System

A comprehensive personnel management platform covering the full employee lifecycle — from onboarding to retirement — with built-in compliance for CSC, DBM, COA, GSIS, and BIR reporting requirements specific to Philippine LGUs.

201 File DTR / Biometrics Leave Management Payroll-Ready CSC / SPMS

System Overview

01

Personnel Records

Centralized 201 file with documents, eligibility, training history, and performance reviews — fully digitized and searchable.

02

Time & Attendance

Daily Time Record processing with biometric/RFID device integration; tardiness, undertime, and overtime auto-calculated.

03

Leave & Benefits

Online leave application with approval routing; auto-tracking of leave balances per CSC rules; benefits enrollment and history.

Demo Accounts

Use these credentials in the staging environment to explore role-specific features.

Role Username / Email Password Access Scope
HR Administratorhr.admin@zambales.gov.phAdmin@Demo2026Full system administration
HR Officerhr.officer@zambales.gov.phOfficer@Demo2026201 management, DTR, leave processing
Department Headhr.head@zambales.gov.phHead@Demo2026Approve leaves, view dept records
Payroll Officerhr.payroll@zambales.gov.phPayroll@Demo2026Generate payroll-ready data exports
Regular Employeehr.employee@zambales.gov.phEmployee@Demo2026Self-service: own DTR, leave, payslip
Note: Demo credentials are for evaluation purposes only and reset every 24 hours. Production credentials are issued upon system handover.

Roles & Permissions Matrix

Capability Admin HR Officer Dept Head Payroll Employee
View own profile & DTR✓✓✓✓✓
File leave application✓✓✓✓✓
Approve leave (department)✓—✓——
Manage 201 files✓✓———
Process DTR / Biometrics✓✓———
Run payroll calculations✓——✓—
Generate CSC/DBM reports✓✓—✓—
Manage plantilla / positions✓————
Configure system settings✓————

End-to-End Workflows

Master Workflow — Employee Lifecycle

From new-hire onboarding through separation, with all touchpoints captured.

flowchart TD A([New Hire / Appointment]) --> B[HR Admin Creates 201 File] B --> C[Capture Personal Data + Eligibility] C --> D[Assign Plantilla Position] D --> E[Issue Login Credentials] E --> F[Enroll in Biometrics Device] F --> G([Active Employment]) G --> H[Daily DTR Capture] G --> I[Leave Applications] G --> J[Performance Evaluations] G --> K[Training Enrollments] G --> L[Salary Adjustments] H --> M[Monthly Payroll Cycle] I --> N{Leave Approved?} N -->|Yes| O[Auto-Deduct Balance] N -->|No| P[Notify Employee] M --> Q[Payslip Issued] G --> R{Separation Trigger} R -->|Resignation| S[Resignation Workflow] R -->|Retirement| T[Retirement Workflow] R -->|Termination| U[Termination Workflow] S --> V[Final Pay + Clearance] T --> V U --> V V --> W([201 Archived]) style A fill:#E8EEF6,stroke:#1F4E79 style W fill:#FEF3C7,stroke:#92400E style G fill:#D1FAE5,stroke:#065F46

Workflow A — New Employee Onboarding

HR Officer creates a 201 file for a newly appointed PDRRMO Operations Officer.

flowchart LR A[HR Officer Login] --> B[Open 'New Employee'] B --> C[Personal Data
Name, Birthday, TIN, GSIS] C --> D[Position & Plantilla
Item No, Salary Grade] D --> E[Eligibility & Education] E --> F[Upload PDS, IDs, NBI] F --> G[Assign Department] G --> H[Generate Employee ID] H --> I[Create Login + Email] I --> J[Enroll Biometrics] J --> K[Send Welcome Email] style A fill:#E8EEF6 style K fill:#D1FAE5

Step-by-Step Procedure

1
Login as HR Officer.
2
Navigate to Personnel → Add New Employee.
3
Fill personal data: full name, date of birth, civil status, TIN, GSIS, PhilHealth, Pag-IBIG numbers.
4
Assign position: select plantilla item, salary grade, step, and effective date.
5
Capture eligibility: civil service eligibility, professional licenses, educational attainment.
6
Upload documents: scanned PDS, valid IDs, NBI clearance, medical certificate.
7
Save. System auto-generates Employee ID, login credentials, and welcome email.
8
Enroll biometrics: capture fingerprint or RFID at the device.

Workflow B — Daily Time Record Processing

Captures daily attendance from biometrics and computes payroll-ready data.

flowchart TD A[Employee Punches In/Out
Biometric / RFID / Mobile] --> B[Raw Logs Stored] B --> C[Daily Auto-Reconciliation] C --> D{Match Schedule?} D -->|Yes| E[Mark as Present] D -->|Late In| F[Tardiness Calculated] D -->|Early Out| G[Undertime Calculated] D -->|No Punch| H[Mark Absent] F --> I[Apply Deductions per CSC Rules] G --> I H --> I E --> J[Sum Hours Worked] I --> J J --> K[Overtime Computation if Applicable] K --> L[End of Cutoff: Lock Period] L --> M[Submit to Payroll Module] style A fill:#E8EEF6 style M fill:#D1FAE5

Workflow C — Leave Application & Approval

Employee files vacation leave; routed for approval based on leave type and duration.

flowchart LR A[Employee Self-Service] --> B[File Leave Application] B --> C[Select Leave Type
VL/SL/SPL/etc] C --> D[Choose Dates + Reason] D --> E{Balance Available?} E -->|No| F[System Rejects with Notice] E -->|Yes| G[Submit] G --> H[Department Head Notified] H --> I{Decision} I -->|Approve| J[Auto-Deduct Balance] I -->|Disapprove| K[Notify Employee] I -->|Need More Info| L[Return to Employee] L --> D J --> M[Update Calendar + DTR] M --> N[Email Confirmation] style A fill:#E8EEF6 style N fill:#D1FAE5 style F fill:#FEE2E2 style K fill:#FEE2E2

Use Case Scenarios

SCENARIO 1

Bulk DTR Reconciliation

End of cutoff: HR processes 200 employees' DTRs in minutes.

  1. HR Officer opens DTR Reconciliation
  2. System auto-imports biometric logs
  3. Reviews exceptions (missed punches, schedule conflicts)
  4. Resolves with manual adjustments + memo attachments
  5. Locks cutoff; data flows to Payroll module
SCENARIO 2

Maternity Leave Filing

Employee files 105-day maternity leave per RA 11210.

  1. Employee submits via self-service with medical cert
  2. System auto-applies 105-day computation
  3. Routed to Department Head, then HR Admin
  4. Both approve digitally
  5. Leave reflected in calendar; SSS/GSIS forms generated
SCENARIO 3

SPMS / IPCR Period Close

End of rating period: supervisors evaluate staff performance.

  1. HR Admin opens evaluation period
  2. Each supervisor receives ratees list
  3. Supervisors fill IPCR forms with ratings
  4. Employees acknowledge digitally
  5. HR consolidates; reports for CSC submission
SCENARIO 4

Government-Mandated Reports

Year-end: HR generates compliance reports for various agencies.

  1. Open Reports module
  2. Select report type (GSIS RT-LSI, BIR Alphalist, etc.)
  3. Set date range and filters
  4. Generate file in agency-prescribed format
  5. Submit electronically or print for filing

System Outputs

REPORT
DTR Summary
Per employee, per cutoff
FORM
Service Record
CSC-prescribed format
EXPORT
Payroll Data
Ready for accounting system
COMPLIANCE
CSC / GSIS / BIR Reports
Agency-required formats

Frequently Asked Questions

Which biometric devices does HRIS support?

HRIS supports all standard fingerprint, RFID, and facial recognition devices that export logs in common formats (CSV, TXT, real-time API). Existing PDRRMO devices are typically compatible.

Does HRIS compute payroll directly, or just feed it?

HRIS produces payroll-ready data with all DTR adjustments applied. It can either feed an external accounting/payroll system or compute net pay internally if licensed for the Payroll module.

Can employees file leave from a mobile phone?

Yes. The self-service portal is mobile-responsive, and a companion mobile app is available for filing leave, viewing payslips, and checking DTR.

Are CSC and SPMS forms pre-loaded?

Yes. Standard forms (PDS, IPCR, SPMS, Service Record, leave forms) are built-in and update when CSC issues new versions.

What about confidential personnel data?

All data is encrypted in transit and at rest, with role-based access enforced. Sensitive fields (TIN, salary, medical) are restricted to HR Admin and Payroll roles. Activity logs are kept for audit.