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TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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Republic of the Philippines National Police Commission
e PHILIPPINE NATIONAL POLICE INFORMATION TECHNOLOGY MANAGEMENT SERVICE
Camp BGen Rafael T Crame, Quezon City http:www.itms.pnp.gov.ph
TERMS OF REFERENCE
Development and Implementation of
Human Resource Management Information System (HRMIS)
November 20, 2019
Version 2.0
This document is confidential. Written permission from the PNP Information Technology Management Service (ITMS) shall be secured to produce copies only for the purpose it is intended.
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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KEY TERMS
ABC DHRDD
DICT
DICTM DL DPRM DPRM FS
HRMIS HoPE
HS ITMS
KRA
LAN
OEM
PLP
PNP
PRP PRBS
WAN
Approved Budget Cost
Directorate for Human Resource and Doctrine Development
Department of Information and Communications Technology
Directorate for Information and Communications Technology Management
Directorate for Logistics
Directorate for Personnel Records Management
Directorate for Personnel Records Management Finance Service Human Resource Management Information System Head of Procuring Entity Health Service Information Technology Management Service
Key Result Areas
Local Area Network
Original Equipment Manufacturer
Principal Product Provider
Philippine National Police
Partner Product Provider
Pension and Retirement Benefits Service Wide Area Network
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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TABLE OF CONTENTS
1. INTRODUCTION -------------------------------------------------- 4 1.1 Executive Summary -------------------------------------------------- 4
2. PROJECT OBJECTIVE -------------------------------------------------- 4 2.1 General Objective -------------------------------------------------- 4 2.2 Specific Objective -------------------------------------------------- 5
3. SCOPE OF WORK -------------------------------------------------- 5 3.1 General Works -------------------------------------------------- 5 3.2 Specific Works -------------------------------------------------- 8
4. PROJECT DURATION -------------------------------------------------- 11
5. APPROVED BUDGET -------------------------------------------------- 11
6. WARRANTIES/GUARANTEES -------------------------------------------------- 11
7. TRAININGS -------------------------------------------------- 12 7.1 Stakeholder’s Training -------------------------------------------------- 12 7.2 Special Technical Training -------------------------------------------------- 13 for ITMS Personnel
8. REQUIRED EQUIPMENT SPECIFICATIONS -------------------------------- 13
9. REQUIRED FEATURES AND FUNCTIONALITIES ----------------------- 19
10. PROJECT EXECUTION -------------------------------------------------- 20
11. CONCEPTUAL DESIGN -------------------------------------------------- 21
12. SCHEDULE OF ACTIVITIES -------------------------------------------------- 22
13. PAYMENT SCHEME -------------------------------------------------- 23
14. PNP OPTION -------------------------------------------------- 24
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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1 INTRODUCTION
1.1 EXECUTIVE SUMMARY
The Philippine National Police (PNP) has included as part of its Key Result Areas (KRAs), the Human Resources Development and Management . To achieve this KRA, the PNP seeks to initiate policy reforms in human resource development and improve the human resources management systems including staffing, recruitment and selection, personnel administration, career development and promotion, police remuneration, police education and training, performance monitoring and evaluation, healthcare monitoring, resource accountability, and police discipline.
In order to meet its vision of evolving into a highly capable, effective and credible police service the PNP recognizes the need to improve and integrate its personnel management, payroll, claims and other monetary benefits monitoring, healthcare monitoring, training and continuous career development program management and logistics management system to help the organization work efficiently and effectively.
To date, the PNP maintains various disparate information systems, which are systems used to support administrative units and police offices nationwide.
To address this, the Directorate for Information and Communications Technology Management (DICTM) through the Information Technology Management Service (ITMS) initiated the conceptualization of the PNP Human Resource Management Information System (PNP HRMIS). It will initially integrate the existing mission critical administrative support systems of the PNP namely: the On-Line Personnel Accounting Information System (On-Line PAIS) and Personnel Clearance of the Directorate for Personnel and Records Management (DPRM), the Payroll Management System (PMS) of the Finance Service (FS), Logistics and Data Information Management System (LDIMS) of the Directorate for Logistics (DL), and the Pensioners Information System (PIS) of the Police Retirement Benefits Service (PRBS), Learning Management System (LMS) of the Directorate for Human Resource and Doctrine Development (DHRDD), and the Medical Records Management System of the Health Service (HS).
2 PROJECT OBJECTIVE
2.1 General Objective
The main objective of the HRMIS project is to develop an integrated system that aims to provide accurate, standard procedures and reports on human resource, which shall be used by the decision makers to come up with a sound strategy related
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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to personnel administration, personnel clearance, payroll, logistics, healthcare monitoring, and pension.
2.2 Specific Objective
The project aims to provide a / an:
• Integration among the existing PNP information systems on human resource;
• Executive level reports; • Seamless and simplified organizational processes; • Single access to information; • Collaborative approach among units/offices; • Improved organizational efficiency; and • Fast and real-time information.
3 SCOPE OF WORK
This project will be procured through a public bidding under the category of procurement of goods. It comprises of several information systems for database integration that will form part of the PNP HRMIS as a whole.
3.1 General Works
3.1.1 Supply, install and implement Integration Solutions specifically for the
PNP which consists of but not limited to the following functionalities:
(a) On-Line Personnel Accounting Information System ( On-line PAIS); (b) Logistics and Data Information Management System (LDIMS); (c) Learning Management System (LMS); (d) PNPGH Health Information Management System (PNPGH HIS); (e) Payroll Management System (PMS); (f) Pensioner Information System and any associated sub-modules thereof as may be necessary: Detailed system requirements is hereto attached as Annex A.
3.1.2 Supply, delivery and installation of the required hardware and integration
software, necessary to support and operate the proposed HRMIS project.
3.1.3 Implement the Integration Solution to address the following requirements of PNP:
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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3.1.3.1 Personnel Administration
Unified and secured monitoring of personnel from recruitment to retirement wherein there will only be a single sign on;
Artificial Intelligence (AI) capability and real-time monitoring across the PNP organization;
Open module for the inclusion of the Daily PNP Personnel Accounting Report (DPPAR) system;
Integrated system and data sharing across the PNP organization;
Presence and availability of Transaction Audit trail for every transaction; and
With customized executive dashboard.
3.1.3.2 Logistics Management
Systematic, accurate and timely means of accounting and monitoring of all firearms that will tie-up the efforts of the NHQ Units/Offices, PROs, PPOs, CPOs, DOs, Mobile Forces, CPS, and MPS most especially the Supply Accountable Officers (SAO);
Establish and maintain a central database that can provide relevant information of all PNP logistical assets in real-time; and
With customized executive dashboard.
3.1.3.3 Payroll Management
System flexibility with real-time updating of records for remittances of collected fees, which also matches the format of other government institutions mandated by law to collect government fees (i.e. GSIS, PhilHealth, BIR);
Real-time monitoring of claims; Real-time and automated updating of personnel information
affecting salary status from provincial level to the National Headquarters (NHQ); and
With customized executive dashboard.
3.1.3.4 Retirement and Pension Management
Automated and updated generation of list of retirees from Regional level to National Headquarters (NHQ);
Automated and real-time submission of government required documents;
Access/data sharing from the Directorate for Logistics (DL) for the required DL clearance and accountability status; and
With customized executive dashboard.
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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3.1.3.5 Training Management
Real-time and accurate updating of training lineal list for
mandatory courses at all levels; Automated generation of reports; Real-time monitoring of the placement of trained personnel; Real-time monitoring of pool of instructors; Real-time monitoring of demand versus capacity for training
venues and dormitories; and With customized executive dashboard.
3.1.3.6 Health Care Management
Integration of the available health information systems and
dental health records management system; Allocates node for the integration of future health care
information systems/databases; and With customized executive dashboard.
3.1.4 Provide hand-holding during integration, and loading it into the HRMIS
upon approval by the end-users.
3.1.5 Compliant with the requirements of the Data Privacy Act of 2012 (RA 10173).
3.1.6 All equipment shall be branded and brand new. Specifications shall meet
the minimum standard set by the NAPOLCOM.
3.1.7 Warranty provisions for software and application system for at least one (1) year Post-Implementation Support Services after Project Completion and Acceptance. At least three (3) years warranty for hardware equipment provided.
3.1.8 Provision of an After-Warranty Plan indicating future system functional enhancements, hardware/software upgrades, licenses renewals, timelines and budgetary requirements.
3.1.9 Provision of all source codes, system rights and controls, to include
developer access privileges. 3.1.10 Conduct of technical and user-training to ensure the transfer of technology
to designated PNP personnel. 3.1.11 Documentation of technical (system administration, maintenance and
operation) and user manual of procedures, operation and maintenance (at least 2 sets of manuals and soft copies per system and of upgrades and add-ons made thereafter).
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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3.1.12 Close coordination with the PNP Project Management Team and the
HRMIS stakeholders to gather specific end-user requirements. Coordination will continue for the entire integration process, including design, testing, deployment/roll-out of final project acceptance, and onto the warranty period.
3.1.13 Other activities connected with integration which are not specified but may
be necessary to the overall output of the project shall be applied by the Proponent.
3.2 Specific Works
With respect to the above, the following specific works are expected:
3.2.1 Study and analysis of PNP's existing systems, current business processes and its sub-processes, policies and guidelines. Existing PNP information system documentations are available for referential purposes. Deliverable of this include but not limited to: 3.2.1.1 An Assessment Report of the existing information systems on
personnel administration, personnel clearance, payroll, logistics, medical records, and pension in terms of functions and limitation.
3.2.1.2 Review of current business and user requirement to produce output such as Business Requirements Document; Business Blueprint of to-be and as-built processes; Issue Management Plan; Systems Design Specifications and the like.
3.2.1.3 Functional / Technical Documents to include but not limited to:
Systems Requirements Specifications
Design Document
Source Codes
Test Plan, Test Scripts, Test Results, Defect Form and Summary Log
Testing and User Acceptance Plan documents (Test Case, Test Scripts, Test Results, Error Logs, Defect Form, Summary Log)
User Guides / Run Guide / Operations Guide
Post-Production Review
Testing and Acceptance Plan
3.2.2 Formulation of a detailed architectural framework for the integration of HRMIS associated systems including but not limited to their detailed integration design, processes involved, program functions and specifications, test & quality assurance procedures, and so forth.
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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Deliverable: The outputs of this work are:
i. The proposed Architectural Framework; and ii. The Systems Design Specifications (SDS) that is to be
approved by PNP’s TWG for HRMIS prior to the performance of the next step.
3.2.3 Submission of the proposed HRMIS project management methodology
for the duration of the project;
Deliverable: The outputs of this work are:
Project Management Plan
Project Charter
Scope Management Plan
Requirements Management Plan
Schedule Management Plan
Quality Management Plan
Communications Management Plan
Risk Management Plan
Stakeholder Engagement Plan
Change Management Plan
Project Life Cycle Description
Traceability Matrix
Development Approach
Business Continuity and Data Recovery Plan
Source Code Documentation
3.2.4 Integration of HRMIS associated systems to hardware production systems provided by the Proponent. Should hardware and its corresponding systems software not be able to meet the standards and specifications as required by the project, the Proponent will be responsible for their upgrades and should not entail additional cost to PNP.
Deliverable: Outputs are
i. The proof of the successful completion of the activity. ii. The IT equipment, i.e. servers, storage, etc., that will host the
completed system which is subject for acceptance by the PNP.
3.2.5 Conduct of integration tests for all the functionalities of HRMIS associated systems, files/databases, linkages, including existing IT systems, if necessary.
Deliverable: Outputs are
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i. The successful operation of all systems simultaneously
becomes the output of this phase with a certification issued by the Project Management Team for HRMIS as to its availability, efficiency, optimum performance and security according to the metrics to be set by PNP.
ii. Demonstration result certified by the Project Management Team for HRMIS of the end-to-end functions of HRMIS.
3.2.6 Training of PNP personnel, users and stakeholders in the concepts / usage / administration / maintenance of the HRMIS, which includes database administration, security administration, and systems administration, basic hardware installation and troubleshooting, manual processes/procedures/policies.
Deliverable: Outputs are
i. Training Management Plan ii. Training syllabi and materials. iii. Certificates issued to participants. iv. Provide training leading towards Technical Certification of at
least one (1) for each technical expertise (Database, Security, Hardware, Software Development and Project Management)
v. Course & Instructor evaluations made by the participants. Job shadowing/versioning of documents/manuals (project management)
3.2.7 Hand-holding with PNP (in terms of manpower & services) with regard to
its deployment for a period of at least three (3) months after HRMIS final system acceptance and deployment. This is to assure PNP that the system operates as expected. Deliverable: The outputs of this phase are
i. A certification issued by HRMIS stakeholders confirming their
satisfactory acceptance of their respective integrated systems. ii. A legal document guaranteeing hand-hold support to PNP for
three (3) months the day after acceptance & deployment. iii. Recovery disks for HRMIS reinstallation
3.2.8 Provide Business Data Recovery plans and procedure for redundancy
of business processes, and Business Continuity Plan for maintaining the processes for any possible detrimental disruptions.
Deliverable: The outputs of this are
i. Business Data Recovery Policy. ii. Business Data Recovery Guidelines.
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iii. Business Data Recovery Procedure iv. Business Continuity Plan with the following contents:
Scope
Recovery Objectives a. Recovery Time Objective (RTO) b. Recovery Point Objective (RPO)
Recovery Team a. Service/Role/Function b. Responsibility c. Dependencies d. Expected Response Time
Recovery Strategy a. Initial Recovery b. Overall Recovery Strategy
Return to Operations
Document Change Log
3.2.9 Proponent shall submit a “Non-Disclosure Agreement” prior to the integration.
4 PROJECT DURATION
The project is expected to be completed and implemented within 360 calendar days from Notice to Proceed. Extending the project will subject the Proponent to penalties and surcharges (as stipulated in RA 9184) unless the fault is attributable to the PNP. The Proponent is expected to strictly follow the schedule of delivery.
5 APPROVED BUDGET
The approved budget for the project is Fifty-Six Million Pesos (Php56,000,000.00) inclusive of engineering and installation, material and services, delivery, incidental expenses, VAT and other government taxes.
6 WARRANTIES/GUARANTEES
6.1 Integration Software and other software – at least 3 year license coverage, starts upon acceptance of HoPE.
6.2 Network and Hardware Support – at least 3 years warranty in parts and labor upon acceptance, onsite 24x7x365.
6.3 Integration Service – license coverage, starts upon delivery and installation up to acceptance of HoPE.
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6.4 Technical Support – local 24x7x365 online/onsite support for at least 3 years
6.5 Onsite Support – within 2 hours from receipt of notice, spare parts ready if necessary.
6.6 Supply of spare parts – availability of parts shall be within 24 hours from assessment.
6.7 Provision of service units if repair will exceed 1 day.
6.8 Proponent shall provide a testing facility for functionality demonstration or staging purposes.
6.9 The following certifications that all equipment to be supplied are brand new shall be provided:
1) Proponent Certification; and 2) Original Equipment Manufacturer/s (OEMs) Certification.
Certifications required from OEM/s may be issued by their local office.
7 TRAINING
7.1 Stakeholder’s Training
The project supports the capacity building for top-level managers, trainers, developers, systems/database/security administrators, hardware maintenance and troubleshooting. Training for a minimum of five (5) persons per category:
7.1.1 Top-Level Management –designed for the PNP Executives (Command Group, selected D-Staff and selected D, NSUs). Expected output is the HRMIS Executive Manual.
7.1.2 Trainers – specifically for the trainers of the HRMIS to ensure the continuous training to end-users. Expected output is the trainers manual.
7.1.3 Developers (frontend/backend) - trainings designed for the programmers and system analysts aims to ensure continuity and smooth implementation of operation. A development team will be created that will respond to the system related concerns of HRMIS especially the development of additional processes that were not covered by the initial development. Expected outputs are systems manual or the developers training manual and system code.
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7.1.4 Systems/Database/Security Administrators - training designed for
administrators of the HRMIS to ensure 24x7x365 monitoring of the services as well as prompt response as needed. Expected output is systems/database/ security administration manual.
7.1.5 End-users - trainings designed for the users of the system or the encoders.
Expected output is end-users manual.
7.2 Special Technical Training for ITMS Personnel
To ensure technology transfer, ITMS personnel shall be provided with special technical training leading towards Technical Certification by the Proponent of at least one (1) for each technical expertise for Database, Security, Hardware, Software Development, and Project Management.
8 REQUIRED EQUIPMENT SPECIFICATIONS
Required equipment must conform to the prescribed NAPOLCOM minimum specifications or higher as required herein.
EQUIPMENT QTY SPECIFICATIONS
Multi- Platform Integration Software
1
Infrastructure Support
Fully compliant with Service-Oriented Architecture, reducing the complexity of IT infrastructure B2B & EDI (Business to Business & Electronic Data Interchange); should support many legacy technologies, and able to leverage existing infrastructure and investments.
Platform Support
Built-in Connectors; pre-built connectors to popular ecosystems, to make data integration faster and easy. Pre-built connectors able to easily connect apps, databases, APIs, platforms and more in the cloud and on-premise. One Centralized Platform; enable to connect and control all data flows from a single platform for maximized productivity,
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business continuity and organizational efficiency.
Business Automation
Should be able to automate business processes to eliminate repetitive and manual tasks. Should enable integration platform keeps connections up to date throughout application’s lifecycle with no interruption on business processes.
Development Approach
No coding user-friendly, no-coding tools including drag-and-drop graphical UI and wizards.
Other Features
Visual Graphical User Interface: enables to create integration flows easily, instantly connecting multiple endpoints and nodes.
Manage & Monitor: able to view real-time data graphs, charts and alerts for insights, and be able to improve performance. Enterprise Grade performance: provides automatic back-ups of processes and distributes them, ensuring optimal performance all the time.
.
Security Security: Encryption, HTTPS, WS-Security, SMTPS, IMAPS, SSL/TLS
Integration Licenses
Perpetual Enterprise Licenses
Integration Server Brand New and Branded
1 NAPOLCOM Resolution No. 2016-648
Processor 2 x Processor, 14 Cores /56Threads or better
Form Factor Rack
Memory At least 128GB DDR 4
Hard Disk 1x800GB SSD (server type)
RAID Controller
RAID 0,1, or better
Fans Cooling Fans
Internal Network Card
At least two 10Gb Ethernet
Power Supply Dual, Hot‐ plug, Redundant Power
Supply (1+1)
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Operating System
Licensed Enterprise Grade Network Operating System (Latest) License Anti-Virus for Server
Back Up Integration Server Brand New and Branded
1 NAPOLCOM Resolution No. 2016-648
Processor
2 x Processor 3.2GHz, 8Cores/16Threads, 10.4GigaTransfer/s 3, 24.75Megabytes Cache, Turbo, HT (130W) 1.5TB DDR4-2666
Form Factor Rack (1u)
Memory 2 x 32GB RDIMM, 2666MT/s, Dual Rank
Hard Disk 2x 800GB SSD and 1x800GB SAS Mixed Use, 12 Gbps, 512e, 2.5in Hot-plug Drive, 3 DWPD, 4380 TBW
RAID Controller
RAID 0,1, or better
Fans Cooling Fans
Internal Network Card
Quad Port Gigabit Network Adapter
Additional Network Card
Dual Port 10GB, Base-T, PCIe Adapter, Low Profile
Power Supply Dual, Hot-plug, Redundant Power Supply (1+1), 750W
Software Supports Simple Network Management Protocol
Operating System
Licensed Enterprise Grade Network Operating System (Latest) Licensed Anti-Virus for Server
Blade Server
6 Category Branded and Brand New, and compatible with the Server
Form Factor Rack (1u)
Processor At least 2 x 2.4GHz, 14-core Intel v4 processor, 35M L3 cache
Memory 8 x 16GB DDR4 RDIMM memory, 2400MT/s in 24 DIMMS slots
Hard Disk 2 x 2.5” 600GB 10k RPM SAS, 128MB or above 1 x 800G NVMe SSD card in PCle Slot
Network Card 2 x 10GE ports
Software Supports Simple Network Management Protocol
Operating System
Licensed Enterprise Grade Network Operating System
Other Software
Licensed Database Management Software Tool Licensed Anti-Virus for Server
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Management Features
Supports integrated system management:
Automatically restarts servers.
Monitors and controls fan modules, power supplies, and temperature.
Starts and shuts down servers.
Restarts servers in sequence.
Updates local firmware.
Records error logs.
IDF (Branded and Brand New)
1 NAPOLCOM Resolution No. 2013-320
Form Factor Rack-mountable
Standard
IEEE 802.1ad (Q-in-Q) standard IEEE 802.1p standard IEEE 802.1 QoS standard IEEE 802.3ae standard
Protocol Support
IPv4 and IPv6 support or better
Number of Ports
Maximum 10/100/1000 Base-T 24 Ports Maximum Active 1Gb SFP Ports – 8 (4+4 Combo) Maximum 10Gb SFP+Ports-4
Transceiver 1G Transceiver Module
Management Features
Web, cloud or client based
Other Features:
High Performance Stacking
User policy and host integrity enforcement, and identity management
Universal Port Dynamic Security Profiles for fine granular security policies across the network
Denial of Service (DoS) protection and IP security against man-in-the-middle and DoS attacks
Should support IEEE 802.1 Audio Video Bridging to enable reliable, real-time audio/video transmission over Ethernet or equivalent technology.
Top of Rack Switch Rack Mountable (Branded and Brand New)
1 NAPOLCOM Resolution No. 2013-320
Form Factor Rack (1u)
Protocol Support
IPv4 and IPv6 support or better
Number of Ports
Maximum 10/100/1000 Base-T 24 Ports Maximum Active 1Gb SFP Ports – 8 (4+4 Combo) Maximum 10Gb SFP+Ports-4 via license
Transceiver 1G Transceiver Module
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Management Features
Web, cloud or client based
Other Features
High Performance Stacking
User policy and host integrity enforcement, and identity management
Universal Port Dynamic Security Profiles for fine granular security policies across the network
Threat detection and response instrumentation to react to network intrusion
Denial of Service (DoS) protection and IP security against man-in-the-middle and DoS attacks
Should support IEEE 802.1 Audio Video Bridging to enable reliable, real-time audio/video transmission over Ethernet
Firewall (Next Generation) (Branded and Brand New)
2 NAPOLCOM Resolution No. 2012-256
Form Factor Rack-mountable
Firewall Throughput
IPv4 Firewall Throughput of 500 Mbps (7.5Gbps)
VPN Throughput
20 Gpbs
Concurrent Connections
7,500,000 minimum
Interface Ports
1 x USB Port 1 x Console Port 2 x GE RJ45 MGMT/DMZ Ports 2 x GE RJ45 WAN Ports 2 x GE RJ45 HA Ports 14 x GE RJ45 Ports 2 x GE RJ45/SFP Shared Media Pairs
Software Management Software
Encryption AES-128 + SHA1, 1420-byte or better
Authentication Latest Standard
Input Power 100-240V AC, 60-50 Hz
VPN Features
Supports multiple highly reliable VPN feature such as IPsec VPN, SSL VPN
Security Features
Malware protection features – Antivirus, Mobile Malware, Botnet, Virus Outbreak Protection and Sandbox Cloud
Stateful Packet Inspection Firewall
Web Content Filtering
Block TCP/UDP packet floods
DDoS attack protection
Port/Service blocking
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Hardware DMZ port
Other latest firewall security features
Intrusion Prevention System Application Control
Transceiver 1G Transceiver Module
Accessories Power Cord Drivers and Manuals
10KVA Uninterrupted Power Supply (UPS) (Branded and Brand New)
2 NAPOLCOM Resolution 2009-699
Output Power Capacity
10KVA
Input Voltage 110-240v AC
Output Voltage
200/208/220/230 (default)/240 AC
Typical Recharge Time
6 hours or better
Typical Back-up at Full load
Battery power back-up time should be at least 15 minutes UPS output power factor should be at least 0.9 UPS efficiency should be at least 94.5%
Interface Ports
SNMP, RS-485, USB or better
Form Factor Rack mount
Rack Cabinet (Branded and Brand New)
2 NAPOLCOM Resolution 2009-709
Color Black
Size/Height 19” Standard Cabinet / 42u
Integrated Features
Converged cabinet with Power Distribution Unit (PDU)
Roof can be removed with simple pull-pin hinges for access during equipment installation or even with cabling already in place and routed through the cable openings.
Rack accessories/tools
Supports both top and bottom cable routing.
LAN Cabling
NAPOLCOM Resolution No. 2009-699
Protocol
a. Ethernet Protocol (802.3 family) b. 10 Mbps = 10 Base-T Ethernet (IEEE
802.3z) c. 100 Mbps = 100/1000 Base-TX Fast
Ethernet (IEEE 802.3u) d. 1000 Mbps = 10/100/1000 Base-T/TX
Gigabit Ethernet (IEEE 802.3z)
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9 REQUIRED FEATURES & FUNCTIONALITIES
FEATURES/FUNCTIONS DESCRIPTION
Secured and Transparent Transactions
Single Sign On (SSO) and maintains audit trail of the transaction history.
Security facilities to safeguard the system against illegal and unauthorized users.
Use of an access control tool to restrict access to application ensuring that access is granted only to authorized users.
Implements configuration/hardening standards to all critical application within the network.
Connected Workflow and Organizational Processes
Ensures a single and streamlined organizational processes across the organization.
Executive Level of Reporting and Analysis
Gives single data source and single reporting environment nationwide, can generate reports as identified by the stakeholders, and provides predictive analysis anytime, anywhere.
Common Self-Service Access
There will be a unified common entry point only for authorized personnel to ensure confidentiality, integrity and availability.
A module that enables users and executives to select the allowed services as required.
Screen forms that request important transaction information. They can be filled-up electronically.
An option to print the prescribed form is also available.
Supports multimedia input formats: video, image, audio, text, etc.
A system to submit electronic forms along with the necessary scanned attachments.
e. 10-Gigabit – 10 GBase-R Ethernet (IEEE 802.3ae)
f. Or latest network cabling
Standard Cable Type
a. Cat 6 for Gigabit Ethernet (802.3z) b. Fiber Optics for 10-Gigabit = 10
GBase-R (802.3ae) c. Cat 6e or latest for 10 Gigabit = 10G
Base-R (802.3ae) d. Latest technology cabling for
compatible protocol
Cabling Service Requirement
a. Cabling layout design b. Cabling labeling
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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24x7x365 Real-Time and Fast Information available anytime, anywhere
Ensures availability of information anytime.
User-Friendly Screen Designs
Interface that closely adheres to existing systems Designs
Disaster Recovery Provides back-up and recovery process, and support in the event of disaster with a secured storage facility.
10 PROJECT EXECUTION
10.1 Implementation Supply, delivery and installation of the necessary hardware, software should enable HRMIS Project Team to operate and manage during the actual system roll-out/implementation and for the stakeholders. The Proponent should establish network solutions interoperable with the existing Information Systems (I.S.) of the PNP inclusive of one (1) year I.S. maintenance support. Software implementation should include data integration of database current data and initial parameter set-up into the new database as appropriate. 10.2 Documentation
Documentation of technical (system administration, maintenance and
operation) and user manual of procedures, operation and maintenance (at least 2 set of manuals and soft copies per system and of updates and add-ons made thereafter).
10.3 Other Requirements:
The Proponent should:
Present a Proof of Concept (POC) to include data processing based on the System Requirements Specifications (SRS) that should cater to at least 80% of PNP’s functional requirements (see attached) during the post-qualification period.
Provide all source codes, system rights and controls, and to include developer access privileges to be turned-over to Committee on Inspection and Acceptance (CIA) 15 days after delivery.
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Documentary Requirements for System Certification from the Directorate for Information and Communications Technology Management (DICTM), which includes the following to be submitted 15 days after delivery;
Overview of the Developed System Features of the Developed System Process Flow System’s Documentation
a) User’s manual b) Operational manual c) Technical manual
Benefits – both tangible and intangible Incurred Costs Status of Implementation (Schedule: phases,
checkpoint, etc.) Summary User acceptance Appendices (Non-Disclosure Agreement)
Certification from the manufacturer of the software development tool, software integration tool, and hardware component that the Proponent is authorized to resell, use and support the solution proposed.
11 CONCEPTUAL DESIGN
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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The HRMIS is designed to access personnel records in real-time across the organization. It enables fast and reliable exchange of information among the units.
All activities starting from the mobilization up to the demobilization shall be properly documented. Policies shall be revisited and formulated to ensure alignment with the policies and standards of the PNP relative to human resource management.
Full delivery of the project will be dependent on the compliance of
Proponent as highlighted in this Terms of Reference.
With the development of PNP HRMIS, the PNP shall have an integrated Information System on personnel administration, personnel clearance, payroll, logistics, retirement and pension, healthcare records, and personnel development into one integrated system. 12 SCHEDULE OF ACTIVITIES
The HRMIS project shall be implemented with the following target dates per milestone. This shall also be the basis of the progress billing. The final dates shall be specified during the finalization of the Project Plan. It is important to note that any movement to the said schedule must be supported by a change request. Applicable charges may be billed to the PLP for changes to the schedule.
MILESTONES # OF CALENDAR DAYS
Project Preparation and Documentation
30 calendar days upon receipt of notice to proceed
Delivery of 60 calendar days upon receipt of notice to proceed
Hardware Equipment
Installation of Hardware Equipment
90 calendar days upon receipt of notice to proceed
Integration of HRMIS System Processes 270 calendar days upon receipt of notice to proceed
Training 270 calendar days upon receipt of notice to proceed Change 60 calendar days after completion of development of Management HRMIS Project Closure and
360 calendar days upon receipt of notice to proceed Handholding
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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13 PAYMENT SCHEME
Payment is based on milestone completion. Payments are subject to 5% retention referred to as the “retention money” and shall only be released after the lapse of the warranty period.
MILESTONE ACCEPTANCE CRITERIA PERCENTAGE
BILLING
Project Preparation and Documentation
Project Management Plan
Project Charter
Scope Management Plan
Requirements Management Plan
Schedule Management Plan
Quality Management Plan
Communications Management Plan
Risk Management Plan
Stakeholder Engagement Plan
Change Management Plan
Project Life Cycle Description
Traceability Matrix
Development Approach
Business Continuity and Data Recovery Plan
Source Code Documentation
5%
Delivery of Hardware
Hardware specifications conformity form
Delivery Receipts 26%
Hardware Installation, Configuration And Implementation
Installation and Configuration 3%
Integration Process and Implementation
Data Integration Plan
Systems Design Specification
Program Documentation
Test Results
51%
Training, Change Management
Training Management Plan
Training manuals, syllabi, and materials
Course and instructor evaluations made by the participants
Job shadowing/versioning of documents/manuals
6%
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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Project Closure and Handholding
Go Live Certificate
Proof of Successful completion
Guarantee certificate of Acceptance
Full Documentation
9%
TOTAL 100%(including 5% retention
money
14 PNP OPTION
The PNP upon the recommendation of the TWG has the right to test, evaluate and accept all deliverables mentioned in the Terms of Reference.
Prospective Proponent is an authorized Partner/Distributor of the brand being offered and have the authority to sell, deploy, manage and provide support services for the proposed solutions issued by the OEM.
_______________________ ______________________ _________
Name of Proponent Signature over Printed Name of Representative Date
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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SYSTEMS REQUIREMENTS SPECIFICATIONS (SRS)
PERSONNEL ACCOUNTING INFORMATION SYSTEM (PAIS):
System shall be able to provide/generate statistics/ list of recruits.
System shall be able to generate personnel movement reports.
System shall be able to provide Organizational Structure module for PNP personnel (uniformed and non-uniformed).
System shall be able to meet PNP’s process for Key Position Application (for Third Level Key Positions).
System shall be able to generate personnel accounting report, such as but not limited to:
Station List Territorial Strength Gender Profile Senior Lineal List Gains and Losses
System shall be able to compute the length of service of PNP personnel in order to determine:
List of personnel who will receive RCA List of personnel who will receive LP List of personnel who will be allowed for optional retirement List of personnel who will be issued Long Service Medals
System shall be able to generate listing on PNP personnel who are going to retire (at least one year before retirement).
Capability to provide SOPPB requirements for 3rd level promotion.
Capability to generate projected vacancies.
Capability to view vacancies.
Capability to accept online application.
Capability to generate list of applicants.
Capability to view the seniority lineal list (by Rank).
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Capability to generate Table of Organization Position.
Capability to provide Key Position.
Capability to generate Ad hoc reports.
Capability to generate Qualified Officers such as but not limited to:
RDeables (Qualified for placement to Regional Director positions) PDeables (Qualified for placement to Provincial / City Director positions) By functional specialization Capability to view and generate list of promotable for 3rd level position:
List of candidates Generate Profile/Credentials Education Trainings/Special Trainings Awards and Recognitions Eligibility/Functional Eligibility Approved TO position from DPL List of position held with inclusive dates Cases (if any) Time in Grade Time in position Board Interview result
Capability to view list of promotable PCINSP to PSUPT:
List of qualified promotable Generate Profile/Credentials Education Trainings Awards
Eligibility/Functional Eligibility Approved TO position from DPL List of position held with inclusive dates Cases (if any) Time in Grade Board Interview result
Capability to monitor status of promotion from Patrolman/Patrolwoman to Police General.
Capability to generate list of personnel without eligibility
PER functionality .
SOPPD
System shall provide report on third level key positions; System shall be able to provide list of third level officers not occupying
T.O. positions based on the current approved organizational structure; System shall provide list of third level officers with no history of
assignment, but not limited to PD/CD/COP of NCRPO; System shall provide list of actual vacant T.O. positions for third level
officers for ENTRY, EXCLUSIVE, EXCLUSIVE I, EXCLUSIVE II and so on; including those positions occupied by PLTCOL (and lower ranks) not
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qualified for promotion to PCOL; and Customizable summary report based on the criteria within the available data fields.
Inclusion of the storage, security and ownership of the data to deter future problem that may arise where data becomes the property of the developer.
System shall be able to monitor and generate list of foreign travel of PNP
RSD
System shall be able to generate the promotable personnel for the current year up to the next five (5) years for budget preparation and appropriation. This shall capture the following Qualification Standards (QS) of personnel qualified for promotion: (1) Time-in-Grade; (2) Education; (3) Mandatory Training; and (4) Eligibility;
System shall be able to generate the Seniority Lineal List (SLL) per rank as well the Training Lineal List (TLL) of all PNP personnel;
System shall include also the data or information on the insurance coverage/s of PNP personnel;
Firearms records of uniformed and non-uniformed personnel of the PNP; .1.77.5. Database of cases of personnel who were promoted and their current status/disposition for easy monitoring; and
MWD
System shall be able to generate list of awards and commendations given by NSUs and PROs on a monthly basis;
System shall be able to generate list of personnel with housing on a quarterly basis;
System shall be able to generate list of personnel who avail scholarship program of the PNP on a quarterly basis; and
System shall be able to generate list of personnel who are Killed on Police Operations and Wounded in Police Operations with date of incident in a monthly basis.
PERSONNEL CLEARANCE:
System shall be able to provide secured verification module to other law enforcement agencies and other disciplinary bodies.
System shall be able to maintain case record information for each PNP personnel from the new, web-based PNP Personnel Clearance System of Discipline, Law and Order Division (DLOD), such as but not limited to:
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Disposition(Dismissal/Demotion/Suspension/Exoneration/Reprim and/ Warning/Restricted)
Implementing Orders Adjustment of Salary (Memorandum for deletion/adjustment) Docket Number Date Filed Nature of Offense Specific Offense Resolved (Exonerated, Convicted, Demoted, Dismissal of the Case {if
complainant withdrew the case}) Date Resolved
System shall generate reports related to cases of the personnel and other necessary reports.
GENERATION OF OTHER REPORTS:
The system shall be able to generate the following reports but not limited to:
PNP Personnel Pulis sa Barangay List of PNP Personnel with Pending Case Filed List of PNP Personnel who were Dismissed from the PNP Service Due
to Drug Cases but were reinstated Conviction Rate Reports on Court Duty PNP Personnel with Human Rights Violation Dictated Conference Enhance Police Visibility and Security measures Oplan Checkmate List of PNP Personnel Facing Admin/Criminal Cases (For NAPOLCOM,
IAS, CPO, OMBUDSMAN, PLEB, MTC, RTC, Provincial Prosecutor Office) – g Cases
Inventory of Pending Cases (Admin) Inventory of Pending Cases (Criminal) Statistics of PNP Personnel with Pending Cases
Court Duties (drug cases) Cases of Extortion Incident by PNP Personnel Inventory of PNP Personnel Deployed
PNP Personnel with Human Rights Violation List of PNP Personnel Charged with Various Offenses (Criminal)
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List of Administrative Cases of PNP Personnel involved in Illegal Drug Trade, Robbery, Etc
Recap of Administrative Cases of PNP Personnel involved in Illegal-Drug Trade, Robbery, Etc
Cases on Slain PNP Personnel LOGISTICS AND DATA INFORMATION MANAGEMENT SYSTEM (LDIMS): The system shall be able to generate the following reports, but not limited to;
Percentage fill-up
By equipment
Equipment by Unit classification(Headquarters/NSUs/PRO/PPO/CPO/District/Batallion/MPS/CPS/PS/Company/Platoon)
Firearms by Caliber/Make/Kind/Source/Status
Equipment issuance history
Personnel with accountability
Material records with full details of the data
All Real Estate Properties
List of Properties by Region/Province
List of Properties by Status (titled/ for titling/others)
List of Properties by Mode of Acquisition Recapitulation by Region and by Lot
List of Building and Infrastructure by Unit Classification (HQ/PRO/PPO/CPO/CPS/MPS/Etc.)
By Structure By Design Type By Priority
Recapitulation by Region/ by Unit classification, by structure classification
Ad Hoc Reports
Issued Clearances
RETIREMENT AND PENSION ADMINISTRATION:
System shall be able to create, capture and maintain a comprehensive and complete profile of Pensioner and their beneficiaries.
System shall be able to generate unique Pensioner Account Number of new pensioner.
System shall be able to maintain the following fields for Pensioner personal details, such as but not limited to: PNP ACCOUNT NUMBER (In active service)
PENSION ACCOUNT NUMBER (system generated)
SURNAME, FIRST NAME, MIDDLE NAME, NAME EXTENSION (SUFFIX / QUALIFIER)
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ALIAS / FORMER NAME (If any)
RANK / SALARY GRADE
BADGE NUMBER
BIRTHDATE
BIRTH PLACE
SEX/GENDER (cross-reference against salutation) - drop down list CIVIL STATUS
CITIZENSHIP
HEIGHT
WEIGHT
BLOOD TYPE
RELIGION – drop down list HAIR COLOR
EYE COLOR
IDENTIFYING MARKS
GSIS #
PAG-IBIG #
PHILHEALTH #
SSS #
HDMF NUMBER
RESIDENTIAL ADD (WITH ZIP CODE)
PERMANENT ADD (WITH ZIP CODE)
CONTACT # (LANDLINE/MOBILE PHONE)
EMAILADDRESS (company / corporate email)
AGENCY EMPLOYEE #
TIN #
FATHER’S SURNAME
FATHER’S FIRST NAME
FATHER’S MIDDLE NAME
MOTHER’S SURNAME
MOTHER’S FIRST NAME
MOTHER’S MIDDLE NAME
SALUTATION (MR. / MS. / MRS., etc.) - drop down list Source of Commission
Rank Benefit
System shall be able to capture emergency contact information:
Next of kin (name) Relationship - drop down list Contact number
System shall be able provide / generate individual Pensioner Identification Card and Dependent according to required specifications.
System shall maintain the following fields on the spouse and family details of Pensioner. System is able to maintain multiple records for spouse and child information (not limited to 1 record):
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SPOUSE’S SURNAME, FIRSTNAME, MIDDLE NAME SPOUSE’S OCCUPATION SPOUSE’S EMPLOYER, OFFICE ADDRESS (If any) SPOUSE’E CONTACT # NAME OF CHILD (WITH DATE OF BIRTH – system to auto
calculate the age) Checkbox for legitimate or adopted children Child education level Handicapped checkbox Spouse SSS, HDMF, PhilHealth number and BIR TIN Number of registered children (system auto generate)
System shall be able to attach scanned objects and multiple types of document to each pensioner profile, including but not limited to the following:
Pensioner photograph Signature Certificate of No Marriage (CENOMAR), Pensioner Birth Certificate,
Pensioner Beneficiary(ies) Birth Certificate Other images (e.g. retirement orders, etc.) System shall be able to define or identify pensioner classification (e.g.
retiree, survivor, transferee, allottee, etc.) in creating a new Pensioner profile
System shall be able to identify mode of retirement (e.g. compulsory, optional, TPPD, posthumous, etc.)
System shall be able to maintain Pensioner date specification such as the following but not limited to:
Date entered service Date appointed Date retired (optional, compulsory, posthumous) Date resigned Date dismissed / attrite Date reinstated Date of promotion / demotion
System shall be able to maintain the following pensioner’s payroll information field for pensioner and if applicable, the corresponding allottee:
Pensioner ATM account number Bank / branch (drop down list) Monthly pension Initial Pension
System shall be able to search for pensioner record based on unique fields or any combination of fields, for example:
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Pensioner Account Number
Full name or part of Pensioner Name
System shall be able to generate alerts for major milestones such as birthdays, Pensioner’s update, etc.
System shall be able to provide Pensioner’s Identification Card.
System shall be able to integrate with Payroll module in order to:
Withhold payment of pension and other benefits depending on the conditions of additional claimant (beneficiary), non-pensioner’supdate, etc.
System shall allow users to drill down on other information pertaining to Pensioner from the Pensioner master personal screen without the need to go back to the menu to launch the required screen.
System shall be able to configure what fields / information to be displayed in the drill-down feature from the Pensioner’s master personal screen to other modules' detailed information.
System shall be able to maintain all PNP/INP retired personnel historical data for reinstatement or other purposes.
System shall be able to generate listing of PNP/INP pensioner (retiree, survivor, transferee).
System shall be able to provide reporting and analysis without the need to do consolidation exercise.
System shall be able to carry out reporting based on:
Pensioner Classification User-defined customized classification for ad hoc reporting
System shall be able to view/generate the following:
Monthly master list of Pensioners full listing of activation and deletion of pensioner Pensioner’s history of pension List of disqualified pensioners
System shall be able to view, print and generate/download related headcount statistics (e.g. total headcount):
By Retirement Mode By Pensioner’s Classification
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By Type of Claim (e.g. CAL or Lump Sum) By Rank Distribution By Region By Month/Year
System shall be able to generate projection of retirees according to the specified Calendar Year and computation of fund requirements for retirement benefits (Terminal Leave and Retirement Gratuity).
System shall be able to access monitoring of requirements for retirement claims and benefits viewable by the concerned units/offices (e.g. DC clearance, DL clearance, etc.)
System shall be able to compute individual retirement benefits, pension, etc. and generate printable reports according to its format (e.g. voucher, etc.).
System shall be able to generate and view Pension Master File.
System shall be able to record/capture the dates of the annual update of pensioners through biometric using kiosk.
System shall be able to maintain archive of pensioners, monthly pension transaction and its digitized records.
System shall be able to adopt the pension automatic deduction, if any.
System shall be able to compute individual retiree claims for commutation of Accrued Leave, Lump Sum and Gratuity.
System shall be able to generate individual computation sheet and Disbursement Voucher for each claim.
System shall be able to generate listing of claims budgetary requirements and endorsement letter by individual or by batch for DC as their basis of funding request to DBM.
PAYROLL (PNP Active Personnel and Pensioners)
System shall be able to handle at least the following:
Payroll reporting (Funding Warrant) Pension reporting Audit trails
System shall be able to monitor any amount due to agency after resignation / termination and is able to manage the payment records.
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System shall maintain PNP personnel salary/Pensioner’s pension history, which includes the following information:
Amount of changes Reason for change of salary (if any) Effective Date End Date Authority data
System shall allow users (individual PNP personnel) to review the following pay period and year-to-date pay check information:
Gross pay Net pay Taxes Deductions Total compensation package Deduction Number of Remaining Installment (NRI)
System shall be able to provide self-service online payroll of both active and retired personnel.
History of all payroll transactions shall be available on-line for a predetermined number of years.
System shall be able to filter payroll pay-out entries to provide various views including:
All entries - full listing Allowance entries only Deduction entries only Allowance and Deduction entries only
The system shall be able to define master data for benefits by salary grade /rank, unit and other definable criteria.
The system shall be able to define master data for pension by salary grade /rank, length of services, number of long pay, additional benefits as mandated by law (i.e. medal of valour, etc.) and other definable criteria.
LEARNING MANAGEMENT SYSTEM (LMS):
System shall be able to create, capture and maintain a comprehensive and complete profile of Personnel Trainings:
Training Title (Dropdown list) Authority Number
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Class Number Date Start of Training (means ongoing) with remark Date Finish of Training without remark Issuing Authority Venue Sponsor Host Sponsor Service Obligation Encoded by Date encoded Remarks Approved Training Grade Ranking Orders Authority Date
System shall be able to generate permanent unique Learning Management (LM) Account Number of personnel.
System shall be able to capture images of official copy of documents for validation purposes such as but not limited to:
Declaration of graduates, Diploma, Order of merit, PFT Results, and APE and Endorsement of HS.
System shall be able to maintain the following fields for Learning Management, such as but not limited to:
PNP Training Account Number (Active and/or Retired) Surname, First name, Middle name, Name Extension (Suffix/qualifier) Rank Badge Number Salary Grade Badge Number Birth Place Sex/Gender (Cross-reference against salutation)-Drop down list Civil Status Citizenship Height Weight Blood type Religion Unit Sub Unit
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Station Status Date entered service Date of Officership Source of commission Position
System shall be able to maintain Physical Fitness Test Information of personnel and be able to generate reports (Pulisteniks and/or other sports development) but not limited to by quarter, month, unit, rank and age:
Rank (PCOs, PNCOs, NUPs, Civilian) Name of performer Badge Number Date of birth Age PROs/Unit Running Number Date Taken Unit Passed No Go Deferred Failed Absent Total Due for retirement (DFR) Event Supervisor Period (Date/year) Total Strength Sports Name Kind of sports Summer Clinic finisher PNP Official player Unit Player Player only
System shall be able to maintain and generate reports on Physical Fitness and Sports Development Program:
Unit Month Crime prevention sports components Physical Fitness component Sports competition component Sports supervision training component Total Updates/remarks
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System shall be able to print PFT application forms with personal information by schedule to lessen the process of filling it up.
System shall be able to access BMI information of personnel and generate reports:
Rank/Name Unit Age BMI Weight Height
System shall be able to access the Pool of Instructors (TS) or Personnel with Specialized Trainings and be able to generate reports on:
Rank/Salutation/Name/age/gender/contact number Current Unit assignment/ unit contact number Training Categories and trainings (Specialized courses) Ongoing schedule of conduct of training
System shall be able to flag personnel with overlapping dates on ongoing trainings.
System shall be able to generate reports or a recapitulation of encoded information by DHRDD authorized users (and by Regional users and date-future plan.) for output purposes.
System shall be able to Batch update the system using Excel application.
System shall be able to generate List of Personnel with Specific Training (Mandatory, specialized courses and/or seminar)
by Unit by Class and/or Source of Commissionship, by age, by sex by gender/ etc.
System shall be able to maintain Trained personnel date specification such as but not limited to:
Rank/Salutation/Name/Unit, Class/Source of commission Date entered service/Class/source of commission Date appointed Date retired (Optional, compulsory, posthumous Date resigned Date dismissed/ attrite
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Date reinstated Date of promotion/ demotion
System shall allow authorized users to drill down on other information pertaining to Training from the master current screen without the need to go back to the menu to launch the required screen.
System shall be able to configure what fields/ information to be displayed in the drill-down feature from the master personal screen to other modules detailed information.
System shall be able to maintain all PNP/INP retired personnel historical data for training or other purposes.
System shall be able to provide reporting and analysis without the need to do consolidation exercise.
System shall be able to carry out reporting based on:
Personnel category User-defined customized classification for ad hoc reporting Training Lineal List List of qualified personnel by Unit, Rank, class Auto check on list of disqualified personnel to go on schooling (HS,
DLOD, DI clearance, others)
System shall be able to view, print and generate/ download related headcount statistics (e.g. total headcount):
Personnel (active and/or retired) trainings: by Class and source of commission by region/ unit, month/year by rank distribution
System shall be able to create list of ongoing schooling for endorsement to DPRM for training orders, TSA claims and other purposes.
System shall be able to accept data from training online application for the finalization on the deferment and final listing.
Schedule of training Rank/Name, Unit, Unit assignment, official personal e-mail address Go / Deferred pull down select Preferred location (if applicable to course) Title of course with schedule.
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System shall be able to accept individual requirements to the online application and access monitoring of requirements for training applicants and viewable by DHRDD, TS, R8 and RSTUs.
MEDICAL RECORDS MANAGEMENT SYSTEM:
System shall be able to import, capture and maintain comprehensive and complete general information of PNP Health Service Medical patient from Online PAIS for active PNP personnel and their dependent and from PRBS System for retired PNP personnel their transferee and survivor.
System shall be able to create, capture and maintain a comprehensive and complete profile of other Civilians admitted in the PNP Health Service.
System shall be able to generate unique Hospital Registration Number of for all PNP Health Service patient/clients.
System shall be able to maintain the following fields for Medical patient/clients details, such as but not limited to:
PNP ACCOUNT NUMBER (In active service)
HOSPITAL REGISTRATION NUMBER (system generated)
SURNAME, FIRST NAME, MIDDLE NAME, NAME EXTENSION (SUFFIX / QUALIFIER)
ALIAS / FORMER NAME (If any)
RANK/SALARY GRADE/ (For Active and Retired PNP Member)
BADGE NUMBER
BIRTHDATE
BIRTH PLACE - drop down list SEX/GENDER (cross-reference against salutation) - drop down list CIVIL STATUS - drop down list CITIZENSHIP - drop down list HEIGHT
WEIGHT BLOOD TYPE - drop down list RELIGION – drop down list HAIR COLOR
EYE COLOR
IDENTIFYING MARKS
GSIS #
PAG-IBIG #
PHILHEALTH #
SSS #
HDMF NUMBER
RESIDENTIAL ADD (WITH ZIP CODE)
PERMANENT ADD (WITH ZIP CODE)
CONTACT # (LANDLINE/MOBILE PHONE)
EMAILADDRESS (company / corporate email)
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AGENCY EMPLOYEE #
TIN #
FATHER’S SURNAME
FATHER’S FIRST NAME
FATHER’S MIDDLE NAME
MOTHER’S SURNAME
MOTHER’S FIRST NAME
MOTHER’S MIDDLE NAME
SALUTATION (MR. / MS. / MRS., etc.) - drop down list
System shall be able to capture emergency contact information: (cross
referenced and imported from OnlinePAIS and PRBS System for PNP personnel)
Next of kin Relationship - drop down list Contact number
System shall be able search individual Medical Records of patient/client either by manual or by scanning the barcode/QR code in the PNP Identification Card for PNP Members, Dependents, Survivor or Transferee.
System shall maintain the following fields on the spouse and family details of Medical patient/client. System is able to maintain multiple records for spouse and child information (not limited to 1 record; it must be cross referenced and imported from OnlinePAIS and PRBS System for PNP personnel)
SPOUSE’S SURNAME, FIRSTNAME, MIDDLE NAME
SPOUSE’S OCCUPATION
SPOUSE’S EMPLOYER, OFFICE ADDRESS (If any)
SPOUSE’E CONTACT #
NAME OF CHILD (WITH DATE OF BIRTH – system to auto calculate the age)
Checkbox for legitimate or adopted children
Child education level Handicapped checkbox
Spouse SSS, HDMF, PhilHealth number and BIR TIN
Number of registered children (system auto generate)
System shall be able to attach scanned objects and multiple types of document to each Medical patient/client especially during medical surgery or operations for PNP Health Service documentation.
System shall be able to define or identify medical patient/client classification (e.g. active (UP/NUP), retiree, survivor, transferee, dependent, civilian, etc.) in creating a new Hospital Registration Number.
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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System shall be able to maintain all of Medical patient’s/client’s records in the following tables:
Tbl_ActivityLog - A table that contains records about the action
done to the system by the system user. Tbl_Admission_Register - A table that contains the information of
the patient’s admission. Tbl_AllergyHistory - A table that contains information on the history
of patient’s allergy. Tbl_CancerHistory - A table that contains information on the history
of patient’s cancer. Tbl_ Chart - A table that contains compilation of nurse’s note in
managing the patient. Tbl_Diagnosed_Disease - A table that contains information of the
disease. Tbl_Edocs - A table that contains scanned documents of patient. Tbl_ER_Register - A table that contains the details of patient’s
admission with ER Register. Tbl_FamilyHistory - A table that contains information on the history
of family illness. Tbl_FeedingHistory - A table that contains information on the
feeding history of patient. Tbl_GeneralSurvey - A table that contains information of the general
survey done to patient. Tbl_ImmunizationHistory - A table that contains the immunization
history of patient. Tbl_OBHistory - A table that contains the details of the OB history
of patient. Tbl_OPD_Registration - A table that contains the details of patient’s
registration in OPD. Tbl_PastMedicalHistory - A table that contains the details patient’s
past medical history. Tbl_Patients - A table that contains general information of the
patients. Tbl_PersonalSocialHistory - A table that contains information of the
patients personal or social history. Tbl_PNPGH_Personnel - A table that contains information of
PNPGH personnel Tbl_VitalSigns - A table that contains vital signs information of the
patient. Tbl_SurgeryHistory - A table that contains details of the history of
surgery. Tbl_UserLogin - A table that contains information of the system user
and its access rights. Tbl_Ref_ActivityType - A reference table that contains list of
activities in the system. Tbl_Ref_AdmissionSource - A reference table that contains list
patient’s source of admission.
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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Tbl_Ref_AdmissionType - A reference table that contains list of patient’s type of admission.
Tbl_Ref_ AllergenCategory - A reference table that contains list of allergen category.
Tbl_Ref_ Allergies - A reference table that contains list of the causes of allergies.
Tbl_Ref_ArrivalType - A reference table that contains list of patient’s type of arrival.
Tbl_Ref_ BodyPart - A reference table that contains list of body parts.
Tbl_Ref_CancerType - A reference table that contains list of cancer type.
Tbl_Ref_CaseType - A reference table that contains list patient’s case type.
Tbl_Ref_City - A reference table that contains list of cities. Tbl_Ref_CivilStatus - A reference table that contains list of civil
status. Tbl_Ref_Clinics - A reference table that contains list of PNPGH
clinics or hospital units. Tbl_Ref_Disease_Category - A reference table that contains list of
disease category. Tbl_Ref_Disease_Specific - A reference table that contains list of
diseases. Tbl_Ref_Disease_Type - A reference table that contains list of the
type of disease. Tbl_Ref_DispositionNature - A reference table that contains list of
patient disposition. Tbl_Ref_ EmergencyType - A reference table that contains hospital
units for emergency depending on the type of emergency. Tbl_Ref_EmployeeStatus - A reference table that contains list of
employment status. Tbl_Ref_ER_Disposition - A reference table that contains list of ER
disposition. Tbl_Ref_Gender - A reference table that contains list of gender. Tbl_Ref_GlasgowComaScore - A reference table that contains
Glasgow Coma Score. Tbl_Ref_Immunization - A reference table that contains
immunization status. Tbl_Ref_Nationality - A reference table that contains list of
nationality. Tbl_Ref_PatientClass - A reference table that contains list of
patient’s class. Tbl_Ref_PatientType - A reference table that contains list of patient
type. Tbl_Ref_PatientTypeStatus - A reference table that contains list of
status of patient depending on its type. Tbl_Ref_PhilHealthType - A reference table that contains list type
of membership in Philhealth .
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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Tbl_Ref_ProcessType - A reference table that contains list of type of process in PNPPGH.
Tbl_Ref_Province - A reference table that contains list of provinces. Tbl_Ref_PulhesProfileCategory - A reference table that determine
the physical profile of personnel. It includes the physical capacity or stamina, upper body, lower body, hearing, eyes, and stability or psychiatric.
Tbl_Ref_Rank - A reference table that contains list of PNP ranks. Tbl_Ref_RecordType - A reference table that contains list of records
in the system. Tbl_Ref_Region - A reference table that contains list of regions. Tbl_Ref_Religion - A reference table that contains list of religion. Tbl_Ref_SelectiveAdminData - A reference table that contains list
of selective administrative data. Tbl_Ref_Unit - A reference table that maintains list of PNP units. Tbl_Ref_UserAccessType - A reference table that contains list of
access type and level that may be access by the user in a system. Tbl_Ref_Vaccines - A reference table that contains list of vaccines. Tbl_Ref_WardType - A reference table that contains list of ward
type. Tbl_Rpt_LeadingCauses - A table that contains statistics of leading
causes of discharge classified into type of discharge Tbl_Rpt_MMR_Stats - A table that contains statistics of the
System shall be able to generate alerts for major milestones such as patient’s/client’s birthdays, update, etc.
System shall be able to integrate with Online PAIS, PRBS, DHRDD and other PNP HRMIS subsystems.
System shall allow users to drill down on other information pertaining to Medical patient’s/client’s from the MRMS master personal screen without the need to go back to the menu to launch the required screen.
System shall be able to configure what fields/information to be displayed in the drill-down feature from the MRMS patient/client dashboard.
System shall be able to maintain all MRMS patient’s/client’s historical data from admission to discharge, from filing of APE to releasing of Final Results and others specified above.
System shall be able to generate listing of PNP Health Service Patients/Clients according to format needed at the moment for ad hoc reporting.
System shall be able to provide reporting and analysis without the need to do consolidation exercise.
System shall be able to carry out reporting based on:
TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)
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Patient’s/Client’s Classification
User-defined customized classification for ad hoc reporting
System shall be able to view/generate the following:
Monthly master list of Patients/Clients Full listing of activation and deletion of pensioner Pensioner’s history of pension List of disqualified pensioners
System shall be able to view, print and generate/download related headcount statistics (e.g. total headcount)
By Patient’s/Client’s Classification
By Type of Case (e.g.Dialysis, Surgery, etc )
By Room Assignment By Attending Doctor
By Month/Year
Medical Supply Category (e.g. Medicine, Instruments, Machines, etc)
Medicine(Antibiotics, anticolinergic, etc.)
Instruments (Syringe, Needles, etc.)
Machines (Xray, ECG , etc.)
Date Manufactured
Expiration Date Date Delivered
Receiver/Pharmacy
Requesting personnel Authority
Date requested
Doctors Prescription
number of medicine
Name of Medicine
Date Approved