HUMAN RESOURCE INFORMATION SYSTEM (HRIS)

User Manual Authority to Fill

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TABLE OF CONTENTS Introduction to HRIS

About HRIS ………………………………… 3 HRIS Modules ………………………… 3 Benefits of Using HRIS ………………… 3 HRIS User Credentials ………………… 4 Technical Guidelines ………………… 4 Logging in to HRIS ………………………… 5 Symbols and Conventions Used in the Manual ………………… 5

Submit a Request ………………………………….. 6 Navigate/ Check Responsibility ………………... 5 Fill out the Basic Fields …………………………. 7 Add Attachments/ Review the Details ………… 10 Generate the Summary Report ……………………13 Print the Official Document ………………………...15

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INTRODUCTION

A. The Human Resource Information System (HRIS) The Human Resource Information System (HRIS) aims to enhance human resource (HR)-related processes at the University of the Philippines (UP) including:

Employee profiles and records of professional undertakings (e.g. publications, creative and scholarly works)

Compensation and benefits

Learning and development

Performance management As the country’s premier University, UP aims to adapt new technology to make our operations more effective and more efficient. With HRIS then, all HR operations across the entire UP system will be consolidated into one computerized information system which will be utilized by both the employees and Human Resource Departments.

B. HRIS Modules HRIS is composed of a total of seven modules, grouped under Foundation Modules and Advanced Modules:

Foundation Modules

HR Module

Payroll Module

Self-Service Module

Time and Labor Module

Advanced Modules

Core Recruitment

Performance Management

Training Management

C. Benefits of Using HRIS HRIS, a tool both for HRDOs across UP CUs and the employees, aims to promote operational efficiency in managing and processing day-to-day HR-related transactions. Using HRIS, UP employees may:

Access and update employee information (e.g. basic employee information, dependents and beneficiaries details, leave credits) anytime, anywhere

Request employment documents from HRDO minus the queuing

Accomplish forms and submit professional records (e.g. SALN, publication, research, and creative and scholarly work records) at their convenience

HRDOs in all CUs are also set to benefit from HRIS, as they may now:

Generate real-time reports

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Improve decision-making capability, with HR-related information easily accessible and stored in a single platform

D. HRIS User Credentials

User accounts are usually distributed by the HR personnel assigned to the employee’s unit.

If there are difficulties using the issued account credentials, users may just click the Log-In Assistance Option in the log-in page.

o Forgot Password Enter username and instruction on how to reset password. The password will be e-mailed.

o Forgot Username Enter the email address associated the employee’s account. The username will be e-mailed.

Should further assistance be needed, users may contact the: eUP System Helpdesk Contact no.: (02) 376-3100; (02) 376-3101 e-mail : helpdesk@up.edu.ph

E. Technical Guidelines

It is important to ensure that the required software is installed on devices (e.g. laptop, desktop computer) for HRIS to run properly.

Browsers The HRIS Self Service runs best on the following web browsers: o Mozilla Firefox o Safari o Internet Explorer (version 10 and below only) o Google Chrome

Operating Systems HRIS works on all major operating systems (e.g. Windows7, Windows 8, Linux, Mac OS X).

Internet Connection Internet connectivity is necessary to access HRIS. This may be via campus/office network, home broadband, DSL, USB dongle, etc. Note: Any connectivity problem should be reported to the CU’s local IT Offices or internet provider (PLDT, Globe, Smart, etc). On the other hand, system-related concerns should be reported to the local HRIS Technical Staff assigned in the CU.

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F. Logging in to HRIS 1. Open a web browser (e.g. Safari). 2. Go to hris.up.edu.ph. 3. Enter the username and password, then click the Login button.

The HRIS Homepage will then open.

G. Symbols and Conventions Used in the Manual

To make them stand out a bit better, codes and Uniform Resource Locators (URLs) are written in monospace font. They will appear like this: hris.up.edu.ph. Some of the button and symbols which will be frequently encountered while using the system are listed below:

Icon Description

Search Button: This button indicates that a field has a List of Values, which contains universal values. However, there are also fields which may have a List of Values, but also accepts free texts. There are also some fields with a List of Values that strictly follow the universal List of Values.

Calendar Button: These icons usually appear in fields that require dates. Clicking this icon will redirect users to another window which contains a calendar. Select the correct month, day and year from the calendar, and click OK to use that date.

Delete Button: Click this icon located beside a field to remove the entry on the section (e.g. Phone number).

* Asterisk: Fields marked with asterisk are required fields. Employees need to fill out the required fields before they can proceed to the next step or to submission.

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I. SUBMIT A REQUEST A. NAVIGATE/ CHECK RESPONSIBILITY

Step 1. Log in to your HRIS account. You will be directed to the HRIS Home Page. Before you can submit a request for authority to fill, please ensure that your account has the UP Authority to Fill Responsibility. If you do not have this responsibility on your account yet, please take either of the following measures to request the addition of the UP Authority to Fill responsibility to your HRIS account:

a. Contact your local HRDO. b. Contact the eUP Helpdesk.

Note that the type of employee who will be given this responsibility varies per office. While most offices require an Admin staff to submit the Authority to Fill request, others may also designate the Head of Units. Hence, the users who may be given this responsibility will be based on the discretion of every office. It is then the responsibility of offices to inform the HRDO or the eUP Team on who these employees are. Step 2. Once you have gone through Step 1, click the Authority to Fill responsibility, then select Submit Authority to Fill.

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You will be directed to the Submit Authority to Fill: Special Information page.

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B. FILL OUT THE BASIC FIELDS

Step 1. On the Submit Authority to Fill: Special Information page, click the Add button.

You will be directed to the Authority to Fill page. Step 2. Fill out the basic fields. Note that fields marked with an asterisk (*) are required fields.

a. Position to be Filled* Click the magnifying glass (Search button) located beside the Position to be Filled. By clicking the magnifying glass, all the items assigned to your organization or unit will be displayed in the list of values. Note, however,

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that you may only request items which are marked as “Available” under the Description column. These denote that the items are currently without occupancy. If you choose positions marked as “Unavailable”, an error will occur in Step 4.

Also check the Position Type column as this will define the Approval Flow that will be adopted depending on your CU rules (i.e. Admin items go to VCA/ VPA; REPS go to VCAA/ VCRE/VPAA, etc.). Admin items are labeled “Administrative”; REPS are labeled as “Support to Technical”. Certain key positions in the plantilla are labeled as “Key”. Note: If you see any inconsistency in this list (e.g. “Available” that should be “Unavailable” and vice versa; missing items; items that should not be in the list; admin items that are labeled “Support to Technical”; etc.), this means that the positions in the system are not updated. Please contact your HRDO for these types of concerns. b. Date of Vacancy* - Click the Calendar icon beside the field to set the

Date of Vacancy. c. Reason for Vacancy* - Select from the list of values by clicking the

magnifying glass or Search button. d. Previous Appointee (free text) e. Brief Justification (free text) f. Remarks (free text)

Step 3. Click the Apply button once you have filled out the fields on the Authority to Fill page.

You will be directed then to the Authority to Fill: Special Information page.

Step 4. Click the Next button.

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Note: If you have more than one (1) request, repeat steps 1-3. Otherwise, you may proceed and click Next.

You will be directed to the Submit Authority to Fill: Review page.

C. ADD ATTACHMENTS/ REVIEW THE DETAILS

Step 1. In the upper part of the Submit Authority to Fill: Review page, verify if the details of the requested entered are correct.

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Step 2. In the Additional Information tab, click the Add button under the Attachments subsection.

Enter the Title and Description on the Add Attachment page that will open, then attach the necessary or corresponding file for the request.

Please refer to this standard list of the required attachments:

a. Justification for filling the item b. List of duties and responsibilities with corresponding

percentages c. Personnel chart d. Functional chart e. Organizational chart f. Signs and degree of backlog g. Coping mechanism h. Statement on the mission and goals of the unit over the next

five (5) years i. Contribution of the proposed recruitment to the stated mission

and goals

Click the Apply or Add Another button until all the required attachments have been attached.

Note: The required list of requirements above may vary per CU. You may

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add or omit attachments based on what are specifically required by your own UP Campus.

Step 3. In the Approvers tab, take note of the list of Approvers. Review if the Approvers listed are correct. If corrections are needed, please contact your HRDO.

Step 4. Click the Submit button. You have then completed your submission of your request for Authority to Fill.

You may regularly check your worklist for updates on which approver had already approved (or rejected your request). After the President has approved the request, you may see the result when you go back to Part A.

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II. GENERATE THE SUMMARY REPORT

The Authority to Fill Summary Report lists all approved requests from the requestor’s own organization spanning a given time period. This report is important as there may be cases where there is more than 1 person assigned per unit in submitting the request, or if the person that has approved the requests previously had already resigned.

Step 1. Click the UP Authority to Fill responsibility, then click Summary Report.

Step 2. Choose your own organization, then fill out the date fields.

Step 3. Click the Next button, then the Next button on the following page. Click Submit, then click OK.

Step 4. Click the Refresh button until the icon in the Output column appears. Click this icon to display the Report.

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Step 5. View the Summary Report.

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III. PRINT THE OFFICIAL DOCUMENT

The Authority to Fill Official Document replaces the offline copy that is sent to units once the President has approved the filling of the position item. Note: As of version 1.0 of this manual, a final format for this official document has not been finalized yet. Hence, this function is still hidden in the production instance of HRIS.

Step 1. Click the UP Authority to Fill responsibility, then click Print

Document.

Step 2. From the list of all the approved requests from your office, choose the corresponding position which you want to generate the report of.

Step 3. Click the Next button, then the Next button on the following page. Click Submit, then click OK.

Step 4. Click the Refresh button until the icon in the Output column appears. Click this icon to display the Report.

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Step 5. Click the Print icon to print the Summary Report.