HRIS Quick Guide User - Filinvest Quick Guide.pdf · The Human Resources Information System (HRIS) Employee's Online Application Quick Guide is a simplified tutorial on the process/procedure

Human Resources Information System

( Employee's Online Application )

Quick Guide – Sept. 2008

I. INTRODUCTION The Human Resources Information System (HRIS) Employee's Online Application Quick Guide is a simplified tutorial on the process/procedure for filing employee related time management information. Each employee is given access to the web-based HRIS. Instead of the traditional paper forms, this system will now be used for filing and approving overtime, leaves, offsetting, official business, etc. This system also allows the user to view historical records of each transaction including the daily time record (which is originally captured via the Biometrics System). II. USER LOGIN To access the system, the user needs to initially run a web browser (i.e., Internet Explorer or Mozilla Firefox). Type in the URL address (i.e., Web Site Address): ____________________________ Once the correct URL address is indicated, the User Login Page is displayed (Fig 1.0) as shown below: Type in your User ID and Password. ( NOTE: For new employees, User ID and Password will be given by HRD upon first day of work. For incumbent employees, User ID and Password will be provided by HRD upon registration into the system).

Fig. 1.0

User ID

Password

Web Site Address

III. HOME PAGE Once the correct ID and password are entered, the screen displays the HRIS “Home Page” (Fig 2.0)

There are 5 main portions of the Home Page (as indicated in Fig 2.0):

1. Home – Clicking on this function takes the user to the Home Page 2. Log-out – Allows the user to exit or log out of the system 3. Main Menu – lists all available automated main functionalities to be used employees for applying and/or

approving time management information. 4. Sub-Menu – lists all specific automated actions under each main functionality (i.e. apply, edit, cancel,

etc.). 5. Main Page Display Box – displays all pertinent reminders and/or announcements

To access any of these functionalities, the user just needs to click on the corresponding box showing the specific function.

Fig. 2.0

Sub Menu

Main Menu

Main Page Display Box

Go To Home Page

Log out

IV. OVERTIME To access the facility on Overtime management, click OVERTIME button in the Main Menu. There are 4 functions that you are allowed to do under Overtime: Apply, Edit, Cancel and View Status.

IV.1 APPLY Overtime

(a) Click the “Apply Overtime” button in the Overtime Sub-menu. A new window will pop up on the screen (Fig 3.0)

(b) Fill up the necessary information in the overtime application form. Field Name Description Employee Name Automatically displayed by the system based on your user ID

Department Automatically displayed by the system based on your master records encoded by HRD

Work to be Done Description or list of work to be don’t that necessitate overtime

From (Date/Time) Start of Overtime Date Format ( mm/dd/yyyy) / Time Format (HH:MM AM/PM)

To (Date/Time) End of Overtime Date Format ( mm/dd/yyyy) / Time Format (HH:MM AM/PM) (c) Click SAVE button. (NOTE: if an error occurs, e.g., invalid date, a message is displayed to indicate

the corresponding error made.) If all entries are valid, the screen proceeds automatically to the VIEW STATUS display (Fig 6.0). Please refer to the VIEW Overtime Status facility on Section IV.4

Fig. 3.0

IV.2 EDIT Overtime This functionality allows the user to edit a previously encoded overtime request that has not yet been approved / disapproved by the authorized signatories.

(a) Click the “Edit Overtime” button in the Overtime Sub-menu. A new window will pop up on the Screen (Fig 4.0)

(b) The screen shows a list of all your overtime that are still pending approval / disapproval. To Edit a specific overtime request, click the corresponding underlined link EDIT. Once you click EDIT, a new screen pops up (Fig 4.1).

Fig. 4.1

Fig. 4.0

Edit Link

(c) Type in the changes you want to make. Then click the Update button to update the changes into the database or click the Cancel button to disregard the changes you just made. The system confirms successful updates.

(d) You may repeat steps b and c to edit other overtime requests.

IV.3 CANCEL Overtime This functionality allows the user to cancel a previously encoded overtime request that has not yet been approved / disapproved by the authorized signatories.

(a) Click the “Cancel Overtime” button in the Overtime Sub-menu. A new window will pop up on the screen (Fig 5.0)

(b) To cancel, tag the checkbox corresponding to the overtime request you want to withdraw. Multiple / batch cancellation is allowed.

(c) Press Cancel button to cancel all tagged requests. (d) Before proceeding, the system displays a message with a “Yes” or “No” button for confirmation. Tick

“Yes” to proceed, “No” to abort cancellation. (e) When done canceling, the system shows a message affirming the successful cancellation of

overtime requests.

Fig. 5.0

Check box

IV.4 VIEW Status This facility allows the user to view the status of all his overtime requests (including historical records). The list is sorted from the latest to the oldest request.

(a) Click on the “View Overtime” button in the Overtime Sub-menu. A new window will pop up on the screen (Fig 6.0)

(b) There are 5 ways on how to view overtime records:

All - lists all overtime requests regardless of the status Pending - lists all overtime requests that have not yet been approved or disapproved. Approved - lists all approved overtime requests Disapproved - lists all disapproved overtime requests Recalled. - lists all overtime requests that were previously approved but eventually recalled. Click the corresponding button to view your desired list.

Fig. 6.0

Print link

Status Selection

Fig. 6.1

Fig. 6.2

(c) To view detailed information regarding the signatory and the related action made by the said signatory, click the “signatory” icon displayed on each corresponding to specific overtime requests.

(d) There are 2 ways of printing overtime records::

1. By Clicking Print List button. The Print List generates a list of all overtime records within a given

period of time. Once the Print List button is clicked, the system requests the user to enter a date range for the period to be covered in the printout. (Fig 6.1)

To continue generating the list, click Proceed or click Cancel to abort, If the user proceeds, the system initially displays the “print preview” version of the list. (Fig 6.2) To proceed, click on the printer icon on the top left hand corner of the preview list.

Fig. 6.4

Print Button

To generate a hardcopy, click the printer icon on the upper left hand side of the screen. To export the form to a file, click on the save-to-disk icon. Please take note of the red box in Fig 6.3.

Fig 6.3 2. By clicking Underlined Print link (last column of the list – see Fig 6.0). The underlined PRINT

function generates a print preview of the Overtime Authorization Slip (OAS). (Fig 6.4) Please note that this functionality prints a single request per OAS.

To proceed, click on the Printer icon found on the left hand corner of the print preview display of the OAS.

To generate a hardcopy, click the printer icon on the upper left hand side of the screen. To export the form to a file, click on the save-to-disk icon. (Fig 6.5)

Fig. 6.5

Save & Print Button

V. OVERTIME ALLOWANCE To access the facility on OT Allowance management, click OT Allowance button in the Main Menu. This facility is only available for officers (supervisor and up) who did some overtime work for a minimum of 4 hours and did not offset it. There are 4 functions that the user is allowed to do: Apply, Edit, Cancel and View Status. V.1 APPLY Overtime Allowance

(a) Click the “Apply OT Allowance” button in the OT Allowance Sub-menu. A new window will pop up on the screen (Fig 7.0)

(b) Fill up the necessary information in the new overtime allowance application form. If the list is long enough to occupy more than the allotted rows, just click on the page number you wish to view.

Field Name Description

Employee Name Automatically displayed by the system based on your user ID


Work Rendered Automatically displayed by the system based on the selected date from Qualified Work Rendered Table

Qualified Work Rendered List a log sheet of rendered with unpaid/unavailed OT allowance. To apply OT allowance for a specific date, just click on the underlined Select link.

Remarks Explanation (if applicable) for the OT Allowance (c) Click SAVE button.

Fig. 7.0

Select Link

Show/Hide Button

Page #s

Fig. 8.0

V.2 EDIT Overtime Allowance

(a) Click the “Edit OT Allowance” button in the OT Allowance Sub-menu. A new window will pop up on the Screen which lists all the OT Allowance requests that have not yet been processed.

(b) To Edit a specific record, click the underlined link EDIT corresponding to OT allowance you want to

change . Once you click EDIT, a new screen pops up (Fig 8.0).

(c) Type in the changes you want to make. Then click the Update button to update the changes into the database. The system confirms successful updates. To disregard changes, click the Cancel button. The system returns to the main Edit page.

(d) You may repeat steps b and c to edit other OT Allowance records.

V.3 CANCEL Overtime Allowance This functionality allows the user to cancel a previously encoded overtime allowance request that has not yet been approved / disapproved by the authorized signatories.

(a) Click the “Cancel OT Allowance” button in the OT Allowance Sub-menu. A new window will pop up on the screen.

(b) To cancel, tick the checkbox corresponding to the overtime request you want to withdraw. Multiple / batch cancellation is allowed.



overtime requests.

V.4 VIEW Status This facility allows the user to view the status of all his overtime allowance requests (including historical records). The list is sorted from the latest to the oldest request.

(a) Click on the “View OT Allowance” button in the OT Allowance Sub-menu. A new window will pop up on the screen.

(e) There are 5 ways on how to view overtime allowance records:

All - lists all overtime allowance requests regardless of the status Pending - lists all overtime allowance requests that have not yet been approved or disapproved. Approved - lists all approved overtime allowance requests Disapproved - lists all disapproved overtime allowance requests Recalled. - lists all overtime allowance requests that were previously approved but eventually recalled. Click the corresponding button to view your desired list.

(f) To view detailed information regarding the signatory and the related action made by the said signatory, click the “signatory” icon displayed on each corresponding to specific overtime allowance requests.

(g) There are 2 ways of printing overtime allowance records::

1. By Clicking Print List button. The Print List generates a list of all overtime allowance records

within a given period of time. Once the Print List button is clicked, the system requests the user to enter a date range for the period to be covered in the printout.

To continue generating the list, click Proceed or click Cancel to abort, If the user proceeds, the system initially displays the “print preview” version of the list. (similar to Fig 6.2) To proceed, click on the printer icon on the top left hand corner of the preview list.

To generate a hardcopy, click the printer icon on the upper left hand side of the screen. To export the form to a file, click on the save-to-disk icon.

2. By clicking Underlined Print link (last column of the list). The underlined PRINT function generates a print preview of the Overtime Allowance Slip (OAS). Please note that this functionality prints a single request per OAS.

To proceed, click on the Printer icon found on the left hand corner of the print preview display of the OAS. A new pop-up screen appears. To generate a hardcopy, click the printer icon on the upper left hand side of the screen. To export the form to a file, click on the save-to-disk icon.

VI. LEAVES Click LEAVE button in the Main Menu to run the facility for leaves management. There are 5 functions that you are allowed to do: Add, Edit, Cancel, Schedule and View Status.

IV.1 ADD Leaves

(a) Click the “Add Leaves” button in the Overtime Sub-menu. A new window will pop up on the screen (Fig 9.0)

(b) Fill up the necessary information in the new leave application form. Field Name Description Employee Name Automatically displayed by the system based on your user ID


Type of Leave Choose from the drill down list the type of leave to avail.

Inclusive Dates Indicate by tagging the appropriate radio button whether leave is for whole day or half-day ( AM or PM)

From (Date) Start of Leave Date Format ( mm/dd/yyyy)

To (Date) End of Leave Date Format ( mm/dd/yyyy)

Reason Remarks to support leave request

Fig. 9.0

Leave Credits Status

(c) Click SAVE button.

NOTE: on the upper middle part of the screen, the leave credits status shows used and remaining SL (scheduled leaves), VL (vacation leave) and UL (Unscheduled Leave).

VI. 2 EDIT Leave This functionality allows the user to edit a previously encoded leave request that has not yet been approved / disapproved by the authorized signatories.

(a) Click the “Edit Leave” button in the Leave Sub-menu. A new window will pop up on the Screen (Fig 4.0)

(b) To Edit a specific record, click the underlined link EDIT corresponding to leave request you want to change . Once you click EDIT, a new screen pops up (Fig 10.0).


(d) You may repeat steps b and c to edit other leave request records.

VI.3 CANCEL Leave This functionality allows the user to cancel a previously encoded leave request that has not yet been approved / disapproved by the authorized signatories.

(f) Click the “Cancel Leave” button in the Leave Sub-menu. A new window will pop up on the screen. (g) To cancel, tick the checkbox corresponding to the leave request you want to withdraw. Multiple /

batch cancellation is allowed. (h) Press Cancel button to cancel all tagged requests. (i) Before proceeding, the system displays a message with a “Yes” or “No” button for confirmation. Tick

“Yes” to proceed, “No” to abort cancellation. (j) When done canceling, the system shows a message affirming the successful cancellation of leave

requests.

Fig. 10.0

V1.4 SCHEDULED Leaves This functionality allows the user to prepare his planned leave for the year.

(a) Click the “SCHEDULED Leave” button in the Leave Sub-menu. A new window will pop up on the Screen (Fig 11.0)

(b) The user may do any of the following functions:

(b.1) Add - To add new planned leave, click add button, then planned leave entry form pops up. Fill up the following information: date of leave and remarks to support leave request. After encoding the details, the user has the option to SAVE the entry by clicking on the Save button or disregarding the entry by clicking the CANCEL button. If the user decides to SAVE the entries, the system automatically lists all encoded entries.

(b.2) Edit – The user may choose to change any of the pending planned leaves that have not yet

been approved by clicking on Edit link that is shown on each corresponding scheduled leave request. Once the Edit link is activated, three other functions are triggered: Cancel, Save and Delete. Clicking the cancel button disregards any changes that have been made. Clicking the Save button records all changes made. Clicking the Delete button deletes the scheduled leave record permanently.

(b.3) Delete – To delete a previously entered (but pending) planned leave, the user would have to

click the Edit link first (please refer to b.2), then click the Delete button.

Year Selection

List of Applied Scheduled Leave

Information for adding new sched. Leave

Message

Fig. 11.0

Edit Link

(b.4) View – To list all historical planned leave for a specific calendar year, just click on the

corresponding year (see Year Selection in Fig. 11) Please note that this facility is basically used for preparing the planned leave for the year. The user still needs to file for the actual use of the approved scheduled leave by using the “Add Leave” facility.

VI.5 VIEW Status

This facility allows the user to view the status of all his leave requests (including historical records). The list is sorted from the latest to the oldest request.

(a) Click on the “View Leave” button in the Leave Sub-menu. A new window will pop up on the screen. (b) There are 5 ways on how to view Leave records:

All - lists all leave requests regardless of the status Pending - lists all leave requests that have not yet been approved or disapproved. Approved - lists all approved leave requests Disapproved - lists all disapproved leave requests Recalled. - lists all leave requests that were previously approved but eventually recalled. Click the corresponding button to view your desired list.

(c) To view detailed information regarding the signatory and the related action made by the said signatory, click the “signatory” icon displayed on each corresponding to specific leave requests.

(d) There are 2 ways of printing leave records::

1. By Clicking Print List button. The Print List generates a list of all leave records within a given

period of time. Once the Print List button is clicked, the system requests the user to enter a date range for the period to be covered in the printout.

2. By clicking Underlined Print link on the particular row of each leave request. The underlined

PRINT function generates a print preview of the Application for Leave of Absences Form (ALAF). Please note that this functionality prints a single request per ALAF.

VII. OFFSETTING Click OFFSETTING button in the Main Menu to run the facility for offsetting management. There are 4 functions that you are allowed to do: Add, Edit, Cancel, Schedule and View Status.

VII.1 APPLY Offsetting

(a) Click the “Apply Offsetting” button in the Offsetting Sub-menu. A new window will pop up on the screen (Fig 12.0)

(b) Fill up the necessary information in the new offsetting application form.

Field Name Description Work Rendered Date System displays this field based on the selected Date from Qualified Work Rendered

Table (mm/dd/yyyy) (Please see below)

Qualified Work Rendered (QWR)

List of all qualified overtime work rendered that is beyond 4 hours that are eligible for offsetting.

Offsetting Date Date to offset (mm/dd/yyyy) against the QWR

Day Time Indicate by tagging the appropriate radio button whether leave is for whole day or half-day ( AM or PM)

Remarks Explanation to support offsetting request.


Fig. 12.0

Select Link

Show/Hide Button

Pager Link

Fig. 13.0

Please note that the allowable maximum period for offsetting is 1 month from the date of QWR. .

VII.2 EDIT Offsetting This functionality allows the user to edit a previously encoded offsetting request that has not yet been approved / disapproved by the authorized signatories.

(c) Click the “Edit Offsetting” button in the Offsetting Sub-menu. A new window will pop up on the Screen (Fig 4.0)

(b) To Edit a specific record, click the underlined link EDIT corresponding to leave request you want to change . Once you click EDIT, a new screen pops up (Fig 13.0).

(c) Type in the changes you want to make. Please note that the “Work Rendered” field cannot be modified since this is based on the QWR database. Click the Update button to update the changes into the database. The system confirms successful updates. To disregard changes, click the Cancel button. The system returns to the main Edit page.

(d) You may repeat steps b and c to edit other offsetting request records.

VII.3 CANCEL Offsetting This functionality allows the user to cancel a previously encoded offsetting request that has not yet been approved / disapproved by the authorized signatories.

(a) Click the “Cancel Offsetting” button in the Offsetting Sub-menu. A new window will pop up on the screen.

(b) To cancel, tick the checkbox corresponding to the offsetting request you want to withdraw. Multiple / batch cancellation is allowed.



offsetting requests.

VII.4 VIEW Status

This facility allows the user to view the status of all his offsetting requests (including historical records). The list is sorted from the latest to the oldest request.

(a) Click on the “View Status” button in the Offsetting Sub-menu. A new window will pop up on the screen.

(b) There are 5 ways on how to view Offsetting records:

All - lists all offsetting requests regardless of the status Pending - lists all offsetting requests that have not yet been approved or disapproved. Approved - lists all approved offsetting requests Disapproved - lists all disapproved offsetting requests Recalled. - lists all offsetting requests that were previously approved but eventually recalled. Click the corresponding button to view your desired list.

(c) To view detailed information regarding the signatory and the related action made by the said signatory, click the “signatory” icon displayed on each corresponding to specific offsetting requests.

(d) There are 2 ways of printing offsetting records::

1. By Clicking Print List button. The Print List generates a list of all offsetting records within a

given period of time. Once the Print List button is clicked, the system requests the user to enter a date range for the period to be covered in the printout.

2. By clicking Underlined Print link on the particular row of each offsetting request. The

underlined PRINT function generates a print preview of the offsetting request form. Please note that this functionality prints a single request per offsetting form.

VIII. OFFICIAL BUSINESS To access the facility on Official Business management, click Official Business button in the Main Menu. There are 4 functions that the user is allowed to do: Apply, Edit, Cancel and View Status. VIII.1 APPLY OB

(a) Click the “Apply Official Business” button in the OB Sub-menu. A new window will pop up on the screen (Fig 14.0)

(b) Fill up the necessary information in the new official business application form. Field Name Description From (Date) Start of OB Date Format ( mm/dd/yyyy)

To (Date) End of OB Date Format ( mm/dd/yyyy)

Location Location where OB was rendered

Remarks Reason for applying official business


Fig. 14.0

VIII.2 EDIT OB

(a) Click the “Edit Official Business” button in the OB Sub-menu. A new window will pop up on the Screen which lists all the OB requests that have not yet been processed.

(b) To Edit a specific record, click the underlined link EDIT corresponding to OB you want to change .

Once you click EDIT, a new screen pops up (Fig 15.0).


(d) You may repeat steps b and c to edit other OB records.

VIII.3 CANCEL OB This functionality allows the user to cancel a previously encoded OB request that has not yet been approved / disapproved by the authorized signatories.

(k) Click the “Cancel Official Business” button in the OB Sub-menu. A new window will pop up on the screen.

(l) To cancel, tick the checkbox corresponding to the OB request you want to withdraw. Multiple / batch cancellation is allowed.

(m) Press Cancel button to cancel all tagged requests. (n) Before proceeding, the system displays a message with a “Yes” or “No” button for confirmation. Tick

“Yes” to proceed, “No” to abort cancellation. (o) When done canceling, the system shows a message affirming the successful cancellation of OB

requests.

VIII.4 VIEW Status This facility allows the user to view the status of all his OB requests (including historical records). The list is sorted from the latest to the oldest request.

(a) Click on the “View Status” button in the OB Sub-menu. A new window will pop up on the screen.

Fig. 15.0

(h) There are 5 ways on how to view OB records:

All - lists all OB requests regardless of the status Pending - lists all OB requests that have not yet been approved or disapproved. Approved - lists all approved OB requests Disapproved - lists all disapproved OB requests Recalled. - lists all OB requests that were previously approved but eventually recalled. Click the corresponding button to view your desired list.

(i) To view detailed information regarding the signatory and the related action made by the said signatory, click the “signatory” icon displayed on each corresponding to specific OB requests.

(j) There are 2 ways of printing OB records::

1. By Clicking Print List button. The Print List generates a list of all OB records within a given




2. By clicking Underlined Print link. The underlined PRINT function generates a print preview of the OB slip. Please note that this functionality prints a single request per OB slip.

To proceed, click on the Printer icon found on the left hand corner of the print preview display of the OB slip. A new pop-up screen appears. To generate a hardcopy, click the printer icon on the upper left hand side of the screen. To export the form to a file, click on the save-to-disk icon.

IX. FAILURE TO LOG To access the facility on Failure to Log, click Failure to Log button in the Main Menu. There are 4 functions that the user is allowed to do: Apply, Edit, Cancel and View Status. IX.1 APPLY Failure to Log (FTL)

(a) Click the “Apply Failure to Log” button in the FTL Sub-menu. A new window will pop up on the screen (Fig 16.0)

(b) Fill up the necessary information in the new failure to log application form. Field Name Description Date Failure To Log Date - Format ( mm/dd/yyyy)

Time Failure To Log Time - Format (HH:MM AM/PM)

Type Choose either time-in or time-out

Remarks Reason for applying failure to log


IX.2 EDIT FTL

(a) Click the “Edit Failure to Log” button in the FTL Sub-menu. A new window will pop up on the Screen which lists all the FTL requests that have not yet been processed.

(b) To Edit a specific record, click the underlined link EDIT corresponding to FTL you want to change.

Once you click EDIT, a new screen pops up (Fig 17.0).

Fig. 16.0

Fig. 17.0


(d) You may repeat steps b and c to edit other FTL records.

IX.3 CANCEL FTL This functionality allows the user to cancel a previously encoded FTL request that has not yet been approved / disapproved by the authorized signatories.

(a) Click the “Cancel FTL” button in the FTL Sub-menu. A new window will pop up on the screen. (b) To cancel, tick the checkbox corresponding to the FTL request you want to withdraw. Multiple / batch

cancellation is allowed. (c) Press Cancel button to cancel all tagged requests. (d) Before proceeding, the system displays a message with a “Yes” or “No” button for confirmation. Tick

“Yes” to proceed, “No” to abort cancellation. (e) When done canceling, the system shows a message affirming the successful cancellation of FTL

requests. IX.4 VIEW Status This facility allows the user to view the status of all his FTL requests (including historical records). The list is sorted from the latest to the oldest request.

(a) Click on the “View Status” button in the FTL Sub-menu. A new window will pop up on the screen. (b) There are 5 ways on how to view FTL records:

All - lists all FTL requests regardless of the status Pending - lists all FTL requests that have not yet been approved or disapproved. Approved - lists all approved FTL requests Disapproved - lists all disapproved FTL requests Recalled. - lists all FTL requests that were previously approved but eventually recalled. Click the corresponding button to view your desired list.

(c) To view detailed information regarding the signatory and the related action made by the said signatory, click the “signatory” icon displayed on each corresponding to specific FTL requests.

(d) There are 2 ways of printing FTL records::

1) By Clicking Print List button. The Print List generates a list of all FTL records within a given




2) By clicking Underlined Print link.. The underlined PRINT function generates a print preview of the FTL slip. Please note that this functionality prints a single request per FTL slip.

To proceed, click on the Printer icon found on the left hand corner of the print preview display of the FTL slip. A new pop-up screen appears. To generate a hardcopy, click the printer icon on the upper left hand side of the screen. To export the form to a file, click on the save-to-disk icon.

X. WORK SCHEDULE This facility allows the user to manage changes in work schedules. Click Work Schedule button in the Main Menu. There are 4 functions that the user is allowed to do: Apply, Edit, Cancel and View Status. X.1 APPLY Work Schedule (WS)

(a) Click the “Apply Work Schedule” button in the WS Sub-menu. A new window will pop up on the screen (Fig 18.0). Please note that application for changes in work schedule should be done at least 1 week before the effective dates.

(b) Fill up the necessary information in the new work schedule application form. Field Name Description From Starting date when new work schedule begins (valid date format is mm/dd/yyyy)

To Ending date when new work schedule stops (valid date format is mm/dd/yyyy)

Work Schedule Category (WSC)

List of all allowed work schedule which is automatically displayed by the system based on the information defined by HR.

Working Day Indicating the “working day” activates the system to display the detailed time schedule relative to the WSC on that particular day. This is shown in the Time Schedule from Selected Working Day (Fig 18.0) Please see below.

Time All the time schedule in the selected working day

Remarks Reason for change in work schedule

Fig. 18.0

Time Schedule from Selected Working Day

(c) Click SAVE.

X.2 EDIT Work Schedule

(a) Click the “Edit Work Schedule” button in the WS Sub-menu. A new window will pop up on the Screen which lists all the WS requests that have not yet been processed.

(b) To Edit a specific record, click the underlined link EDIT corresponding to FTL you want to change.

(Fig 19.0)

(c) Type in the changes you want to make. Then click the Update button to revise the record in the database. The system confirms successful updates. To disregard changes, click the Cancel button. The system returns to the main Edit page.

(d) You may repeat steps b and c to edit other FTL records.

X.3 CANCEL Work Schedule This functionality allows the user to cancel a previously encoded WS request that has not yet been approved / disapproved by the authorized signatories.

(a) Click the “Cancel Work Schedule” button in the WS Sub-menu. A new window will pop up on the screen.

(b) To cancel, tick the checkbox corresponding to the WS request you want to withdraw. Multiple / batch cancellation is allowed.


“Yes” to proceed, “No” to abort cancellation. (e) When done canceling, the system shows a message affirming the successful cancellation of WS

requests.

Fig. 19.0

X.4 VIEW Status This facility allows the user to view the status of all his WS requests (including historical records). The list is sorted from the latest to the oldest request.

(a) Click on the “View Status” button in the WS Sub-menu. A new window will pop up on the screen. (e) There are 5 ways on how to view WS records:

All - lists all WS requests regardless of the status Pending - lists all WS requests that have not yet been approved or disapproved. Approved - lists all approved WS requests Disapproved - lists all disapproved WS requests Recalled. - lists all WS requests that were previously approved but eventually recalled. Click the corresponding button to view your desired list.

(f) To view detailed information regarding the signatory and the related action made by the said signatory, click the “signatory” icon displayed on each corresponding to specific WS requests.

(g) There are 2 ways of printing WS records::

1) By Clicking Print List button. The Print List generates a list of all WS records within a given




2) By clicking Underlined Print link.. The underlined PRINT function generates a print preview of the WS Authorization Slip (WSAS). Please note that this functionality prints a single request per WSAS.

To proceed, click on the Printer icon found on the left hand corner of the print preview display of the WSAS. A new pop-up screen appears. To generate a hardcopy, click the printer icon on the upper left hand side of the screen. To export the form to a file, click on the save-to-disk icon.

XI. EXECUTIVE ITINERARY This facility is available only to officers who are not required to log into the Biometric. To access the facility on Itinerary, click Executive Itinerary button in the Main Menu. There are 2 functions that the user is allowed to do: Apply and View Status. XI.1 APPLY INTINERARY

(a) Click the “Apply Itinerary” button in the Itinerary Sub-menu. A new window will pop up on the screen (Fig 20.0)

(b) Fill up the necessary information in the new itinerary application form. Field Name Description From (Date/Time) Start of Itinerary date ( mm/dd/yyyy) / time (HH:MM AM/PM)

To (Date/Time) End of Itinerary date ( mm/dd/yyyy) / time (HH:MM AM/PM)

Activity List of activities done

Please note that the period of each itinerary may cover two different dates but should not exceed 24 hours. (c) Click SAVE button. After clicking the SAVE button, the screen automatically takes the user to the

VIEW Page.

XI.2 VIEW Itinerary This facility enables the user to view the itinerary records entered within the calendar year. Functionalities include (see Fig 21.0):

Fig. 20.0

Edit Link Month Selection

Print Preview Link

Search Itinerary Link

New ItineraryMessage Date Coverage

Fig. 21.0

(a) Edit – Clicking on the Time (Edit Link) of a particular itinerary record allows the user to make changes in the information provided that the itinerary has not yet been approved. Once Edit is activated, another window is displayed (Fig 21.1). The user has the option to make the necessary changes and then either “Update” the modifications into the database by clicking on the Update button or disregarding the changes by choosing “Cancel” button. The “Delete” button allows the user to permanently delete the itinerary record from the database.

(b) View – Clicking on the specific month (see Fig 21.0 – Month Selection) displays the itinerary list records for the corresponding month.

(c) Print – generates the list of itinerary for the specific month itineraries currently displayed on screen.

Fig. 21.1

Prior to actual printing of the hardcopy, the system shows a print preview of the report. Click on the Printer icon on the right hand side of the print preview. Clicking the printer icon activates another window that requires the user to enter the range of pages to be printed or exported to PDF file. After choosing the range, the system displays the generated report. The user then may finally print by clicking on the printer icon or download in electronic form by clicking the disk icon..

(d) Search – this function allows the user to search for a specific itinerary. Just indicate the date range

when the system pops up the date entry fields. Click Proceed button to continue with the search. Records found in the specified date range are displayed.

(e) Insert – has the same functionality as XI.1 Apply Itinerary. Clicking this link displays the entry form for

apply itinerary requests. XII. DTR ( DAILY TIME RECORD ) To access this, click the DTR button in the Main Menu. There are two options available to the user: View Attendance and View Biometrix XII.1 VIEW Attendance

(a) Click the View Attendance button in the DTR Submenu. This facility enables the user to view his daily time record as captured in the Biometric system and those that were manually encoded by the HRD. Please note that data from the Biometric system is updated into the HRIS every 12 noon and 12 midnight.

(b) After clicking View Attendance from the submenu, the user may opt to do any of the following functionalities (Fig. 22.0)

(1) View - Clicking on the specific month (see Fig 22.0 – Month Selection) displays the attendance records for the corresponding month.

(2) Print Attendance generates the list of attendance for the specific month records currently displayed on screen. Prior to actual printing of the hardcopy, the system shows a print preview of the report. Click on the Printer icon on the right hand side of the print preview.

Fig. 22.0

Update Attendance from Biometric Link

Date Period

Month

Clicking the printer icon activates another window that requires the user to enter the range of pages to be printed or exported to PDF file. After choosing the range, the system displays the generated report. The user then may finally print by clicking on the printer icon or download in electronic form by clicking the disk icon..

(3) Search Attendance - this function allows the user to search for a specific or group of attendance records. Just indicate the date range when the system pops up the date entry fields. Click Proceed button to continue with the search. Records found in the specified date range are displayed.

(4) Update Attendance from Biometric – since records from the Biometric system is updated to the HRIS only twice a day (12 noon and 12 midnight), the user may opt to update his HRIS record anytime by clicking on this link. (Fig 22.1)

XII.2 VIEW DTR (BIOMETRIC) The View DTR (Biometric) allows the user to view his “raw” biometric record. It has similar but limited functionalities as the View Attendance Notably, this program has only a View and a Search function. (Fig 23.0)

XIII. SIGNATORY INBOX This facility is available only to employees who are authorized signatories of the different HR time management processes.

Fig. 22.1

Fig. 23.0

Search

Month

Date

Approve Button Disapprove Button

Check Box

Check All/ Uncheck All Check Box

Other Signatory Initial and Its Status

Recall & View History Button

Fig. 24.0

XIII.1 OVERTIME

(a) Click on the Overtime icon in the Signatory Inbox submenu. A new window will appear on screen. (Fig 24.0)

(b) Below are courses of actions related to this program:

(1) Approving / Disapproving OT – the system automatically list all overtime requests that have not yet been approved or disapproved. The user just needs to tag the checkbox for each of the OT application listed. He has the option to tick each checkbox (one at a time) and after checking all the leave requests, he may click on the Approve or Disapprove. If the user so decides to do a mass approval or disapproval, he may just click the “Check All” link, and all records displayed will be automatically tagged. “Clear All” reverses the action (i.e., untags all tagged records). If the signatory disapproves a request, he is asked for a confirmation and is required to type in the reason for disapproval. (Fig 24.1)

(2) Recall and View History of Leaves – this allows the user to recall a previously approved / disapproved OT provided that the OT record has not yet been processed and included in the payroll. “Recall” means that the system simply deletes the previous request record and the employee may now re-file the same request. If the original request is not “recalled”, the employee will never be allowed to file the same request. If the this link is clicked, the system will ask for the name of the employee whose OT will be recalled. (Fig 24.2). Select the employee name.

After selecting the employee’s name, the system will list all the OT records (approved and disapproved but not yet processed). The status (whether approved or not) is displayed along with all other pertinent details. In the same manner, the user just ticks the checkbox beside each record and then click “Recall Overtime” button. This can be done on a per record or per batch basis. (Fig 24.3)

Fig. 24.1

Fig. 24.2

List of Employee’s Name under their Signatory

Note: The processes described for Overtime in the Signatory Inbox is the same for other requests like OT

Allowance, Leave, Offsetting, Official Business, Itinerary, Failure to Log, and Work XIII.2 STAFF ATTENDANCE This facility allows the user (i.e., officer) to view the attendance records of his subordinates. Click Staff Attendance in the Signatory Inbox submenu. The system will then display a screen similar to Fig 25.0. The user simply chooses from the Employee Name drill down list to indicate the employee whose attendance records he wishes to view.

Fig. 24.3Check box for Recall

Fig. 25.0

The system automatically displays the current month’s records. The user may choose other months’ records within the calendar year by clicking on the corresponding month’s link. XIV. TOOLS Tools is a collection of system maintenance programs that allow the user to manage or fine-tune other HRIS related records. Most of the programs covered in this facility are to be used by the user with Administrative rights. For regular users, only one functionality is available, i.e., change of password. XIV. CHANGE Password Each user is encouraged to change his password after the initial password is issued to him/her by the HRIS Administrator. As a matter of security, each employee should not share his username and password with other employees. To change password,

(a) Click Change Password in the Tools submenu. (Fig 26.0) (b) User ID is automatically displayed. The user is asked to enter the old password once and the new

password twice to confirm the new password. Password should be at least 5 characters long. (c) Click SAVE button.

Message

Fig. 26.0

Documents

HRIS Quick Guide User - Filinvest Quick Guide.pdf · The Human Resources Information System (HRIS) Employee's Online Application Quick Guide is a simplified tutorial on the process/procedure