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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
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Technical Education and Skills Development Authority (TESDA)
Office of the Chief of Services for Administration (OCSA)
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].
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Technical Education and Skills Development Authority (TESDA)
Office of the Chief of Services for Administration (OCSA)
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
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Technical Education and Skills Development Authority (TESDA)
Office of the Chief of Services for Administration (OCSA)
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
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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
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Personnel Information System Main Screen
The Login Screen required the user to log username and password for security purposes.
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-2
Login Screen
Note: some button and functions are disable for PIS Regional Offices version for certain purposes.
Figure 1-1 Login Screen
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Personnel Information System Main Screen
To access a task, use the mouse to navigate around the screen or by the use of the up and down arrow
keys.
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-3
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)
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Personnel Information System Main Screen
New Employee Record
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-4
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
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Personnel Information System Main Screen
To Upload a photo image
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-6
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
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Personnel Information System Main Screen
Personal Information Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-7
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
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Personnel Information System Main Screen
Gender/Sex pull down menu
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-8
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
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Personnel Information System Main Screen
Zip code Directory of the Philippines
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-9
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)
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Personnel Information System Main Screen
Find and Replace Window
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 1-10
Main Screen
Figure 1-8 Find and Replace Window
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Personnel Information System Main Screen
Family Background Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 2-1
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
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Personnel Information System Main Screen
Educational Background Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 3-1
Educational Background Screen
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
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6
4
2 3 5 7
8 9
10
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Personnel Information System Main Screen
Educational Background Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 3-2
Educational Background Screen
Figure 3-2 Education Level
Figure 3-3 Course Category
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Personnel Information System Main Screen
Educational Background Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 3-3
Educational Background Screen
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.
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Personnel Information System Main Screen
Civil Service Eligibility Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 4-1
Civil Service Eligibility Screen
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
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Personnel Information System Main Screen
Civil Service Eligibility Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 4-2
Civil Service Eligibility Screen
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.
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Personnel Information System Main Screen
Working Experience Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 5-1
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
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Personnel Information System Main Screen
Training Program Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 6-1
Training Program Screen
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
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Personnel Information System Main Screen
Training Program Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 6-2
Training Program Screen
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
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Personnel Information System Main Screen
Training Program Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 6-3
Training Program Screen
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
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Personnel Information System Main Screen
Training Program Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 6-4
Training Program Screen
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
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Personnel Information System Main Screen
Voluntary Frame
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 7-1
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
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Personnel Information System Main Screen
In case of Emergency Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 8-1
In case of Emergency Screen
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
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Personnel Information System Main Screen
In case of Emergency Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 8-2
In case of Emergency Screen
To upload a signature
1 > Right click, then select Insert Object…
2 > Choose Create from File, then click Browse button
1
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Personnel Information System Main Screen
In case of Emergency Tab
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 8-3
In case of Emergency Screen
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
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Personnel Information System Main Screen
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 9-1
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
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Personnel Information System Main Screen
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 9-2
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
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Personnel Information System Main Screen
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)
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 11-1
Print Reports Screen
Figure 11-1 Print Reports
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Personnel Information System Main Screen
PERSONNEL INFORMATION SYSTEM REFERENCE MANUAL 11-2
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”
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