pis reference manual

8/18/2019 PIS Reference Manual

1/36

April 2009

H R I S

Human Resource Info rmation System

Personnel Information System

Reference Manual

HRIS is developed by the Human Resource Management Division (HRMD)

Technical Education and Skills Development Authority (TESDA)

Office of the Chief of Services for Administration (OCSA)

REVISION/UPDATE INFORMATION: This document supersedes any previous editions of the HRIS

Personnel Information System reference documentation.

SOFTWARE REQUIREMENTS: Microsoft Office 2003 (recommended)

with MS ACCESS


2/36HRIS is developed by the Human Resource Management Division (HRMD)



The information in this document is subject to change without notice and should not be construed as a

commitment by TESDA HRMD.TESDA assumes no responsibility for any errors that may appear in this

document. The use of masucline or feminine terms in this manual is not intended to discriminate against

any sex, individual or group of persons. Pronouns and other references should not be interpreted as

favoring any individual or group of individuals because of citizenship, gender/sex, age or marital status.

This document may be reproduced by TESDA for internal use only. It is not to be copied for any otherpurpose.

Users are invited to evaluate this document and provide constructive comments for the preparation and

enhancement of future documentation. For comments and suggestions, please contact Mr. Cris Almarinez

at 817-2516, YM/email: [email protected].





Table of Contents

Introduction to the Personnel Information System

PIS Main Screen

PIS Main Screen 1-1Login Screen 1-2

Buttons 1-3

New Employee Record 1-4

Upload a photo image 1-5

Personal Information Tab 1-7

Gender/Sex pull down menu , Marital Status, Conversion Tools 1-8

Zip code Directory of the Philippines 1-9

Find and Replace Window 1-10

Family Background Screen

Family Background Tab 2-1

Educational Background Screen

Educational Background Tab 3-1

Education Level pull down menu 3-2

Course Category pull down menu 3-2

Highest Education check box 3-3

Civil Service Eligibility Screen

Civil Service Eligibility Tab 4-1

Highest Eligibility check box 4-2

List of Eligibility Category pull down menu 4-2

Work Experience Screen

Work Experience Tab 5-1





Table of Contents

Training Program Screen

Training Program Tab 6-1

Training Major Category pull down menu 6-2Training Major Category description 6-2

Training Program Type pull down menu 6-3

Training Program Type description 6-3

Level of Participant pull down menu 6-4

Level of Participant description 6-4

Type of Program pull down menu 6-4

Type of Program (Foreign/Local) 6-4

Voluntary Screen

Voluntary Frame 7-1

Skills/ Recognition/ Association/ Organization Frame 7-1

In case of Emergency Screen

In case of Emergency Tab 8-1

Upload a signature image 8-2

PES Rating/ Actual Duties and Responsibilities popup screen

Performance Rating 9-1

Actual Duties and Responsibilities 9-2

Trade Area 9-2

TESDA Manning Screen

TESDA Manning popup screen 10-1

Print Report Screen

Print Report popup screen 11-1

Birthday Celebrant Report 11-2

Personal Data Sheet 11-3

Foreign Bilateral Form 11-4


5/36

Introduction to the

Personnel Information System

CHAPTER 1

The Personnel Information System (PIS) provides information on TESDA employee records. The software

is used to store data records in a computer-based system and automates some of the information-

processing activities of TESDA. The system has the capability to capture all data records on the Personnel

Data Sheet (PDS) CS Form 212 (Revised 2005), Service Record, Performance Evaluation System Reports

and the Foreign Bilateral Form.

The PIS is menu driven. The major PIS task performed through menu selection includes Data Entry, Edit,

Search, Upload Images such as Photos and Signature, Print Information.

Personnel Information System Main Screen

Figure 1-0 Personnel Information System Main Screen

The Personnel Information System Main Screen provides an entry point. The basic or Personal Information

of a TESDA employee are the features of the PIS and are available through the Main Screen. The users

should first log into the Computer using assigned username and password (refer to Figure 1-1).

PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-1


6/36


The Login Screen required the user to log username and password for security purposes.


Login Screen

Note: some button and functions are disable for PIS Regional Offices version for certain purposes.

Figure 1-1 Login Screen


7/36


To access a task, use the mouse to navigate around the screen or by the use of the up and down arrow

keys.


Main Screen

BUTTONS

New employee record

By clicking the “New Employee Record” button, the system would be able to accept

the assigned new employee code.

Print Report

By clicking the “Print Report” button, a popup window would appear with a various

report generation (see Figure 11-1)

Exit

By clicking the “Exit” button, the system would be able to quit the system.

Note: some button and functions are disable for PIS Regional Offices version for certain purposes.

Edit employee record

By clicking the “Edit employee code” button, the system would be able to edit employee code.

(Central Office use only)

PES / Actual Duties and Responsibilities

By clicking the “PES/ Actual Duties and Responsibilities” button, a popup window would

appear on the screen for PES/ Actual Duties and Responsibilities and trade area of

employee (see Figure 9-1)

TESDA Manning

By clicking the “TESDA Manning” button, a popup window would appear on the screen

for TESDA Manning (see Figure 10-1)


8/36


New Employee Record


Main Screen

1. Employee code : employee identification number (employee code) format: 9999-9999

2. Last Name : employee last name (surname) format: Titlecase

3. First Name : employee first name (given name) format: Titlecase

4. Middle Name : employee middle name format: Titlecase

5. Middle Initial : employee Initial format: Uppercase

6. Nickname: alias of employee (Nickname) format: Titlecase

7. Photo frame: Picture of the employee refer to Figure 1-3

1

2

3

4

5

6

7

Figure 1-2 Main Information Frame

New Employee Record


9/36


10/36


To Upload a photo image


Main Screen

4 > Browse the image file

Note: Please make sure that the image is in Bitmap Image format and

in red background

5 > Select the Image, then Click ok

6 > Click ok

5

4

6


11/36


Personal Information Tab


Main Screen

1. Date of Birth : employee birth date format: mm/dd/yy2. Age: age of employee automatic (no need to input data)

3. Place of Birth : employee birth place format: Titlecase

4. Gender: sex/gender of the employee pulldown: (refer to figure 1-5)

5. Civil Status: employee civil status pulldown: (refer to figure 1-6)

6. Citizenship: employee citizenship format: Titlecase

7. Height: employee height format: (in meter/s, refer to figure 1-7)

7.1 Tools for convertion

8. Weight: employee weight format: (in kilogram/s, refer to figure 1-7)

9. Blood Type : employee blood type format: uppercase

10. GSIS ID no.: employee GSIS ID number usually format: uppercase

appear on your GSIS card

11. GSIS Policy no.: employee GSIS policy number if any

12. PAG-IBIG no.: employee PAG-IBIG member ID number if any

13. PHILHealth no.: employee PHILHealth member ID number if any14. SSS no. : employee SSS member ID number if any

15. Email address: employee email address if any

16. Cellphone: employee mobile number format: (9999) 999-9999

17. TIN no.: employee Tax/TIN number form: 999-999-999

18. Residence address: employee residence address format: Titlcase

19. Zipcode: employee residence zipcode format: 9999 (refer to figure 1-7)

19.1 Tools for the List of Zip in the Philippines

20. Telephone no.: employee residence telephone number format: (99) 999-9999 or (9999) 999-9999

21. Permanent address: employee permanent address format: Titlcase

22. Zipcode: employee permanent zipcode format: 9999 (refer to figure 1-7)

23. Telephone no.: employee permanent telephone number format: (99) 999-9999 or (9999) 999-9999

1

4

3

5

67

8

9

10

11

12

13

14

15

1617

18

19

20

21

22

23

Figure 1-4 Personal Information Tab

7.1

19.1

19.1

2


12/36


Gender/Sex pull down menu


Main Screen

Figure 1-5 Gender/Sex pull down menu

Figure 1-5 Marital Status pull down menu

Figure 1-6 Tools to Convert Height: from Feet to Meter

from Pound to Kilogram

Marital Status pull down menu

Convert Height and Weight Tools


13/36


Zip code Directory of the Philippines


Main Screen

Figure 1-7 Zipcode Director of the Philippines

For fast and easy search, you can use + to find City,Zipcode or address.

(refer to Figure 1-8)


14/36


Find and Replace Window


Main Screen

Figure 1-8 Find and Replace Window


15/36


Family Background Tab


Family Background Screen

SPOUSE FRAME

1. Lastname: last name of employees spouse (maiden) format: Titlecase2. Firstname: first name of employees spouse format: Titlecase

3. Middlename : middle name of employees spouse format: Titlecase

4. Date of Birth: birth date of employees spouse format: mm/dd/yy

5. Occupation: occupantion of employee spouse format: Titlecase

6. Employers Name: name of employer of employees spouse format: Titlecase

7. Employers address: addres of employer of employees spouse format: Titlecase

7.1 Employers Tel. no.: employers telephone number of employee spouse format: 999-9999

FATHER FRAME

8. Lastname: last name of employees father format: Titlecase

9. Firstname: first name of employees father format: Titlecase

10. Middlename : middle name of employees father format: Titlecase

11. Date of Birth: birth date of employees father format: mm/dd/yy

CHILDREN FRAME

16. Name of Children: name of employees child format: Titlecase

17. Date of Birth: birth date of employees child format: mm/dd/yy

18. Age: age of employee child automatic (no need to input data)

MOTHER FRAME

12. Lastname: last name of employees mother format: Titlecase

13. Firstname: first name of employees mother format: Titlecase

14. Middlename : middle name of employees mother format: Titlecase

15. Date of Birth: birth date of employees mother format: mm/dd/yy

Figure 2-1 Family Background Tab

12

3

5

7.1

7

6

4

181716

89

10 11 1213

14 15


16/36


Educational Background Tab



1. Name of School: full name of schools

2. Level: level of education pulldown: (refer to figure 3-2)3. Category: degree course category pulldown: (refer to figure 3-3)

4. Highest Educational Attainment: mark the highest education achieve check mark

(check only the rows which is the highest education achieve

5. Degree Course: title/name of degree course format: Titlecase

6. Earned units: number of units earned by the employee if any

7. Years graduated: years graduated of the corresponding course format: yyyy

8. From: date of school start format: yyyy

9. To: date of school end format: yyyy

10. Honors: honors achieve if any

Figure 3-1 Educational Background Tab

1

6

4

2 3 5 7

8 9

10


17/36





Figure 3-2 Education Level

Figure 3-3 Course Category


18/36





Figure 3-4 Highest Achieve Education

The purpose of this check mark is to be able the system to identify the highest

educational achievement of the employee.

In the case of Figure 3-4 example, “MS in Environmental Protection” is the highest

education achieved by the employee.


19/36


Civil Service Eligibility Tab



1. Highest: mark the highest eligibility achieve check mark (refer to figure 4-2)(check only the rows which is the highest eligibility achieve

2. Eligibility Category: category of eligibility achieve pulldown: (refer to figure 4-3)

3. Career Eligibility: eligibility of employee format: Titlecase

4. Rating: rating of the eligibility if any

5. Date Examination: date of examination format: mm/dd/yy

6. Place Examination: place of examination format: Titlecase

7. Licence no: license no/reference number (if any)

8. License date release: release date of license (if any)

Figure 4-1 Civil Service Eligibility Tab

1

6

4

2 3 5

7

8


20/36


Civil Service Eligibility Tab



Figure 4-2 Check Mark field for Highest Eligibility

The purpose of this check mark is to enable the system to

identify the highest eligibility obtained by the employee.

In case of Figure 4-2 example, “CS Professional” is thehighest eligibility.

Figure 4-3 Pull Down fields for the List of Eligibility Category

The purpose of this pull down menu is to enable the

system to identify the appropriate eligibility that

corresponds to the field (column) CAREER

ELIGIBILITY for consistency requirement.


21/36


Working Experience Tab


Working Experience Screen

1. Work From: date started for specific position (no. 3) format: mm/dd/yy2. Work To: date end for specific positions (no. 3) format: mm/dd/yy

3. Position: position title format: Titlecase

4. Company: name of compancy/agency format: Titlecase

5. Monthly Salary: salary on a monthly basis format: 999,999.99

6. SG: salary grade format: 9-9 (refer to figure 5-2

7. Status: position status format: Titlecase

8. Govt Service: check if the position is working for government check mark (refer to figure 5-3)

9. Date of Original Appointment: check for the rows which position check mark (refer to figure 5-4)

is holding an original appointment

10. Date of Last Promotion: check the row of the current position check mark (refer to figure 5-5)

11. Date Started in Government: check the row which employee check mark (refer to figure 5-6)

started in government

Figure 5-1 Work Experience Tab

1

7

3

2

86

4

5

9 10 11

The purpose of the check mark is to enable the system to identify the positions held by the

employee and the specific duration of employment

In case of Figure 5-1 example, Date of Original Appointment is 03/10/98, Date of Last Promotion is

04/20/99, Date Started in Government is 03/10/98


22/36


Training Program Tab



1. Title: name/title of the training format: Titlecase2. From: date started of the training format: mm/dd/yy

3. To: date end of the training format: mm/dd/yy

4. No of Hours: number of training hour/s format: numeric 9999

5. Conducted: name of the sponsors/company/Country format: Titlecase

6. Major Category: major category of training pull down (refer to figure 6-2)

7. Program Type: Type of Program pull down (refer to figure 6-3)

8. Level of Participant: level of participant pull down (refer to figure 6-4)

9. Type of program: type of program pull down (refer to figure 6-5)

Figure 6-1 Training Program Tab

1

2 34

5 6

7 89


23/36





Figure 6-2 Pull down menu for Major Category

Executive Development Program - Training program gives managers the core business knowledge andorganizational understanding to take on broader leadership responsibilities.

This consists of key knowledge on finance, marketing, leadership, and

strategy based on current research and best practices. A hands-on strategy

simulation draws it all together by exploring different management styles,

tools and organization wide strategic approaches

Financial Management - Leverages information from numerous resources including accounting,regulatory and marketing operations to enable managers to make better

decisions in strategic planning, budgeting and financial reporting

Human Resource Management - Training program with a strategic and coherent approach to themanagement of an organization’s most valued asset – the people – it

includes the process involved in managing people in org. – employing

people, developing their resources, utilizing, maintaining and compensating

their services in tune with the jobs and organizational requirement

Information Technology - Training program designed for study, development, implementation, supportor management of computer-based information systems particularly

software applications and computer hardware

Management - Training program which aims at enhancing participants with KSA onplanning, organizing, staffing, leading or directing, controlling of human,

financial, technological and natural resources

Property & Supply Management - Training program designed to equip participants with the necessaryknowledge in property and supply management system specifically theprocesses adopted in the different phases from planning, maintenance until

disposal

Records Management - Training program which aims at maintaining the records of an organizationfrom time the records are created up to its eventual disposal. This may

include classifying, storing, securing & destruction and or archival

preservation of records

Technical Training - Training program designed for experts of a certain field, professionals, andor “specialized” occupations

Values Development - Training Program of vigilance. It is meant to take a second look at the normsand mores of public servants & preserve them as they enter the world of

public service.

Supervisory Development - A program to develop & enhance the capability of first-line supervisors in thebureaucracy. It upgrades their competencies to be a would be supervisors


24/36





Figure 6-3 Pull down menu for Program Type

Briefing - A preparatory information / initial information given to people

Conference - A meeting for consultation or discussion and or exchange of views

Congress - A formal assembly of representatives, as of various nations to discuss problems

Convention - A formal meeting of members, representatives or delegates, as of a political party, profession orindustry

Forum - A public meeting or presentation involving a discussion usually among experts & often includesaudience participation

Orientation - An introductory instruction or briefing concerning new situation in order for adjustment oradaptation to anew environment, situation, custom or set of ideas

Seminar - A meeting for an exchange of ideas, a conference wherein a lecturer is present givinginformation with interaction among the pax

Symposium - Meeting or conference for discussion of a topic, especially one in which the participants form anaudience & make presentations

Training - A formal or non-formal program of enhancing the KSA of a certain individual to achieve an endresult / goal

Workshop - An educational seminar or series of meeting emphasizing interaction and exchange ofinformation among a usually small no. of pax


25/36





Figure 6-4 Pull down menu for Level of Participant

Administrative Support

Staff

- These are rank and file employees with Salary Grades 9 andbelow

Executive - These are officials holding third level positions with SalaryGrades 27 and above

Managerial - This includes positions with Salary Grades 24 to 26

Technical - This includes positions with Salary Grades 10 and above

Administrative - This includes administrative positions with Salary Grades 11 andabove (i.e., Chief Administrative Officer, Supervising

Administrative Officer, Administrative Officer V, IV, III, II and I

etc.)

Figure 6-5 Pull down menu for Type of Program


26/36


Voluntary Frame


Voluntary / Organization / Others Screen

Figure 7-1 Voluntary Frame

1

2 3 4 56

1. Name : name/title of the organization/company format: Titlecase2. From: date started of joining the group/organization/company format: mm/dd/yy

3. To: date end of joining the group/organization/company format: mm/dd/yy

4. No of Hours: number of hour/s format: numeric 9999

5. Position : position handle/ (if any) format: Titlecase

6. Nature of Work : nature of work format: Titlecase

Skills / Recognition / Association / Organization Frame

Figure 7-2 Other Information Frame

1

2 3

1. Name : name/title of the organization/company format: Titlecase2. From: date started of joining the group/organization/company format: mm/dd/yy

3. To: date end of joining the group/organization/company format: mm/dd/yy

4. No of Hours: number of hour/s format: numeric 9999

5. Position : position handle/ (if any) format: Titlecase

6. Nature of Work : nature of work format: Titlecase


27/36


In case of Emergency Tab



1. Name : name of contact person just in case of emergency format: Titlecase2. Residence Address: contact address format: Titlecase

3. Relationship: contact relationship to the employee format: Titlecase

4. Telephone number: telelphone number or any contact numbers format: (9999) 999-9999

5. Signature: signature image of employee image (refer to figure 8-2)

Figure 8-1 Incase of Emergency Tab

1

2

3

4

5


28/36





To upload a signature

1 > Right click, then select Insert Object…

2 > Choose Create from File, then click Browse button

1


29/36





To upload a signature

3 > Browse the image file

Note: make sure the image is in Bitmap Image format

4 > Select the Image, then Click ok

4

3

5 > Click ok

5


30/36



PES Rating/ Actual Duties and Responsibilities Screen

Performance Rating Frame

Figure 9-1 PES/ Actual Duties and Responsibilities Screen

1. SEL: use to select a particular Rating Period format: check mark2. Rating Period: Rating period pull down menu

3. Numeral Rating: Rate format: 99.99

4. Rating: format: Titlecase

5. Remarks: optional

2

1 3 45


31/36



PES Rating/ Actual Duties and Responsibilities Screen

6. Actual duties and responsibilities format: Titlecase

7. Trade Area: format: Titlecase

Actual Duties and Responsibilities Frame

7

Performance Rating Frame

6


32/36


33/36


Print Reports pop-up window, shows a list of sample report that can be printed like:

- List of Birthday Celebrants (refer to figure 10-2)- Personal Data Sheet (PDS) : (refer to figure 10-3)

- Foreign Bilateral Application Form: (refer to figure 10-4)


Print Reports Screen

Figure 11-1 Print Reports


34/36



Birthday Celebrant Report

Figure 11-2 Print Reports

The system is asking which parameter value you would like to print. In the case of Figure 11-2, Month of

April is entered “4”


35/36


36/36

pis reference manual

Documents