HRIS (Human Resource Information System)

The HRIS module is your central repository for all employee information. It maintains comprehensive records of your workforce including personal details, employment history, compensation, and benefits.

Overview

HRIS manages:

• Employee personal information
• Employment records and history
• Compensation and benefits
• Documents and attachments
• Emergency contacts
• Skills and qualifications

Accessing HRIS

1. Navigate to Manpower in the sidebar
2. Click HRIS

Main Interface

Employee List View

The main screen displays all employees in a grid with:

• Employee photo/avatar
• Full name and employee ID
• Position/Job title
• Department
• Employment status (Active, Inactive, Resigned)
• Quick actions (View, Edit, Documents)

Search and Filter Options

Search Bar: Type employee name, ID, or position

Filters:

• Status: Active, Inactive, On Leave, Resigned
• Department: Filter by department/team
• Position: Filter by job title
• Employment Type: Regular, Probationary, Contractual
• Location: Filter by branch/office

Adding New Employees

Step 1: Click "Add New Employee"

Step 2: Personal Information Tab

Fill in required fields (marked with *):

Basic Information:

• First Name*
• Middle Name
• Last Name*
• Suffix (Jr., Sr., III)
• Nickname (for ID badges)

Contact Details:

• Mobile Number*
• Email Address*
• Personal Email
• Present Address*
• Permanent Address
• City/Province
• Zip Code

Personal Details:

• Date of Birth*
• Place of Birth
• Gender*
• Civil Status* (Single, Married, Widowed, Separated)
• Nationality*
• Religion
• Blood Type

Step 3: Employment Information Tab

Job Details:

• Employee ID* (auto-generated or manual)
• Biometric ID (for time keeping device)
• Position/Job Title*
• Department*
• Immediate Supervisor*
• Employment Status* (Regular, Probationary, etc.)
• Employment Type* (Full-time, Part-time)

Important Dates:

• Date Hired*
• Date Regularized (if applicable)
• Contract End Date (for contractual)
• Probation End Date (for probationary)

Work Location:

• Branch/Office*
• Work Station
• Cost Center

Step 4: Compensation & Benefits Tab

Salary Information:

• Basic Salary* (monthly rate)
• Daily Rate (computed or manual)
• Hourly Rate (computed or manual)
• Payment Method (Bank/Cash)
• Payment Frequency (Monthly, Semi-monthly, Weekly)

Allowances:

• Transportation Allowance
• Meal Allowance
• Communication Allowance
• Other Allowances

Bank Details:

• Bank Name
• Account Number
• Account Name
• Branch

Step 5: Government Numbers Tab

Enter government-mandated IDs:

• SSS Number*
• TIN (Tax Identification)*
• PhilHealth Number*
• Pag-IBIG Number*

Tax Status:

• Tax Code (S, ME, ME1, ME2, etc.)
• Number of Dependents

Step 6: Emergency Contact Tab

Add at least one emergency contact:

• Contact Name*
• Relationship*
• Contact Number*
• Address
• Email

Click Add Another Contact for additional contacts.

Step 7: Documents Tab

Upload required documents:

• Resume/CV
• Valid IDs (at least 2)
• Birth Certificate
• NBI/Police Clearance
• Medical Certificate
• Diploma/Transcript
• Certificates/Training

For each document:

1. Click Upload Document
2. Select file (PDF, JPG, PNG)
3. Select document type
4. Add description
5. Click Save

Step 8: Save Employee Record

1. Review all information
2. Click Save as Draft to save and continue later
3. Or click Save & Activate to make employee active
4. System will validate required fields
5. Fix any errors highlighted in red
6. Click Confirm to save

Viewing Employee Information

Quick View

1. Click on employee name in the list
2. A side panel opens with summary information
3. Click View Full Profile for complete details

Full Profile View

Shows comprehensive employee information:

• Personal details with photo
• Employment timeline
• Current assignments
• Salary history
• Leave balances
• Documents
• Notes and comments

Editing Employee Information

1. Find the employee in the list
2. Click Edit button or click name then Edit Profile
3. Navigate through tabs to find information to update
4. Make necessary changes
5. Click Save Changes
6. System logs all changes with timestamp and user

Employee Status Management

Changing Employment Status

For Resignation:

1. Open employee profile
2. Click Update Status
3. Select Resigned
4. Enter last day of work
5. Add reason for leaving
6. Attach resignation letter
7. Click Process

For Termination:

1. Similar to resignation
2. Select Terminated
3. Enter termination date
4. Select termination reason
5. Attach supporting documents
6. Click Process

For Leave of Absence:

1. Select On Leave
2. Enter leave period
3. Select leave type
4. Attach documents
5. Click Process

Rehiring Former Employees

1. Click Rehire Employee
2. Search for former employee
3. System retrieves previous information
4. Update necessary fields
5. Enter new hire date
6. Click Rehire

Bulk Operations

Importing Multiple Employees

1. Click Import Employees
2. Download template file
3. Fill in employee data in Excel
4. Click Upload File
5. System validates data
6. Review validation results
7. Fix any errors
8. Click Import

Bulk Updates

1. Select employees using checkboxes
2. Click Bulk Update
3. Choose fields to update:
   • Department
   • Supervisor
   • Salary adjustment
   • Status change
4. Enter new values
5. Click Apply Changes

Employee Documents

Document Management

Viewing Documents:

1. Go to employee profile
2. Click Documents tab
3. Click on any document to view
4. Download option available

Document Expiry Tracking:

• System tracks document expiry dates
• Alerts for expiring documents (licenses, clearances)
• Dashboard shows upcoming expirations

Reports

Generate Employee Reports

1. Click Reports button

2. Select report type:

   • Employee Master List
   • Birthday List
   • Employment Anniversary
   • Contract Expiration
   • Headcount Report
   • Turnover Analysis

3. Set filters if needed

4. Choose format (PDF, Excel)

5. Click Generate

Employee Directory

1. Click Print Directory
2. Select information to include
3. Choose layout (with/without photos)
4. Click Generate PDF

Data Privacy and Security

Access Control

• Only authorized HR personnel can view full details
• Managers see only their team members
• Employees see only their own information

Audit Trail

All changes are logged:

• Who made the change
• When it was made
• What was changed
• Previous value

Data Protection

• Sensitive information is encrypted
• Documents are stored securely
• Regular backups are maintained

Best Practices

✅ DO:

• Keep employee information updated
• Verify government IDs are correct
• Maintain complete documentation
• Regular data audits
• Update emergency contacts annually
• Archive resigned employee records properly

❌ DON'T:

• Share employee information unnecessarily
• Delete employee records (archive instead)
• Use dummy data for government IDs
• Skip document verification
• Allow outdated information to persist
• Grant excessive access permissions

Troubleshooting

Cannot Save Employee

• Check all required fields are filled
• Verify employee ID is unique
• Ensure valid email format
• Check government ID formats

Documents Won't Upload

• Check file size (max 5MB)
• Verify file format (PDF, JPG, PNG)
• Ensure stable internet connection
• Try different browser

Missing Employee in List

• Check filter settings
• Verify employment status
• Ensure you have permission to view
• Try searching by employee ID

Quick Tips

💡 Time Savers:

• Use employee templates for similar positions
• Set up default values for common fields
• Create document checklists per position
• Use bulk import for multiple hires
• Set reminders for document expiration

Related Topics

• Payroll Group - Assign salary structures
• Team Management - Organize departments
• Individual Scheduling - Assign work schedules
• Payroll Center - Process salaries

---

📌 Remember: HRIS is the foundation of your payroll system. Accurate employee information ensures correct salary computation and government remittances.