Online Human Resources Information
System (HRIS)
USER’s Manual
NAMEI POLYTECHNIC INSTITUTE
TABLE OF CONTENTS
Overview 3
Types of user 3
Definition of Terms 3
HR MANAGER 6
Accessing the HRIS 7
Logging In 7
HRIS Interface 8
Adding a New user 9
Viewing List of Employees 11
Approving Leave Request 12
Viewing list of leave Request 12
Generate Reports 13
Attendance Monitoring 29
Logging Out 31
EMPLOYEE 32
Accessing the HRIS 33
Logging In 33
HRIS Interface 34
Changing Password 34
Viewing Attendance Record 36
Adding/Updating Profile 37
Adding/Updating Trainings/Seminar 40
Viewing Requirement Checklist 41
Leave Application 42
Logging Out 43
2
OVERVIEW
The Human Resources Information System (HRIS) improves the process of for collecting, storing,
maintaining and recovering data required by the organizations about their human resources. The
primary focus of the HRIS is to assists the Human Resources (HR) Head in ensuring that its goals
and objectives are met. Data about its employees are generated, collected, organized, combined,
processed, and reported in ways that inform the HR Head about the state of human resources in
their organization.
The HRIS is an online system for NAMEI Polytechnic Institute (NAMEI). It is primarily designed to
effectively collect, systematize, process and retrieve updated information pertaining to the
human resources in NAMEI. It includes the HR MANAGER who are directly involved in processing
of information of the employees, the EMPLOYEE who are the main users of the system, and the
SYSTEM ADMIN who monitors the system. The system will paved the way to improve planning,
implementation, monitoring and evaluation of human resource development.
The system aims to:
• Collect and maintain up-to-date information of human resources in NAMEI;
• Update employees with their requirements;
• Inform employees with their attendance;
• Assist employees in leave application;
• Provide relevant information to be presented during audit or inspection; and
• Process job application online.
TYPES OF USER
1. HR MANAGER. The HR MANAGER is given to the assigned HR staff of NAMEI. As HR MANAGER
aside from generating reports, they create new account and can add/update employee
information. The HR MANAGER also approves leave application of employee and handles
recruitment online.
2. EMPLOYEE. The EMPLOYEE are the main users of the system. They can update their personal
information, educational background and work experiences, and trainings/seminar. The
EMPLOYEE can apply leave application through the use of the HRIS.
3. SYSTEM ADMIN. The SYSTEM ADMIN monitors the activities in the system. They keep track
of any changes in the database.
DEFINITION OF TERMS
3
• Add Employee – allows the HR MANAGER to add new user of the HRIS.
• HR MANAGER – is the assigned HR staff. Aside from generating reports, they create new
account and can add/update employee information. The HR MANAGER also approves leave
application of employee and handles employees’ attendance.
• Applicant Monitoring – area in the HR MANAGER HRIS interface which contains list of job
applicants for a certain position. The HR MANAGER can accept or decline the application for
processing.
• Dashboard – area in the HR MANAGER HRIS interface that shows data analytics on technical
trainings attended by technical instructors.
• Eligibility – area in the educational background which contains the title of the board
examination passed, license number and validity.
• Employee List – area in the HR MANAGER HRIS interface that shows the list of employees
that can be view, edit or delete by the HR MANAGER.
• Generate Reports – allows the HR MANAGER to generate reports. They can generate list of
report such as Master 201 File, Faculty Profile, Employment Record, Training/Seminar,
Faculty Profile on Licenses, Faculty Profile on 6.09, 3.12 and 6.10 Trainings, List of Employees,
and List of Resigned Employees.
• Human Resources Information System (HRIS) – A system which seeks to merge the activities
associated with human resource management (HRM) and information technology (IT) into
one common database through the use of enterprise resource planning (ERP) software.
• Leave – number of incentive leaves accumulated by the regular employees.
• Leave Application – area in the EMPLOYEE HRIS interface that allows the EMPLOYEE to apply
for leave application. It also shows the status of its application.
• Leave Requested – area in the HR MANAGER HRIS interface that allows the HR MANAGER to
approve or disapprove leave request.
• List of Leave Filed – area in the HR MANAGER HRIS interface that shows list of leave filed by
the employees.
• Profile – area in the EMPLOYEE HRIS interface that allows the EMPLOYEE to update or edit
personal data, educational background and latest work experience, and the EMPLOYEE can
upload profile picture.
4
• Requirements Checklist – list of requirements that are submitted by the employees in the HR
department.
• Trainings and Seminars – list of trainings and seminars attended by the employees that
includes the title of the seminar, who conducted or where the training/seminar is conducted
and the inclusive dates of the seminar.
• EMPLOYEE – the employees of NAMEI. They can update their personal information,
educational background and work experiences, and trainings/seminar. The EMPLOYEE can
apply leave application through the use of the HRIS and monitor their attendance record.
• 3.12 – Assessment, Examination and Certification for Seafarers; Training for Technical
Instructors under BS Marine Transportation and Marine Engineering department which is
required by Commission on Higher Education - MARINA.
• 6.09 – Training Course for Instructors; Training for Technical Instructors under BS Marine
Transportation and Marine Engineering department which is required by Commission on
Higher Education - MARINA.
• 6.10 – Training Program for Instructor and Assessor Conducting Simulator-Based Training and
Assessment; Training for Technical Instructors under BS Marine Transportation and Marine
Engineering department which is required by Commission on Higher Education - MARINA.
5
Online Human Resources Information
System (HRIS)
HR MANAGER
NAMEI POLYTECHNIC INSTITUTE
6
Accessing the HRIS
Below are the steps in accessing the Online HRIS:
1. Open the online HRIS using a browser then go to: www.namei-hris.com/admin/users/login
2. Authentication is required to open the system:
username: hris-dev
password: admindev1234
Logging In
After authentication, it will prompt you in the HR MANAGER Login Page:
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Enter the following:
Email: [email protected]
Password: admin
HRIS INTERFACE
After logging in, you will see the HRIS Interface that will prompt you to the list of employees. You
will find a menu at the left side of the screen with the following options:
Dashboard - shows the percentage of technical trainings (6.09, 3.12 and 6.10)
attended by technical instructors.
Employee - allows to add EMPLOYEE and its records. It also shows list of employee
where you can view, edit and delete records of employees.
Leave - shows leave requested by employees where you can approve and decline leave
request. It also shows the list of leave filed by the employees.
Generate Reports – allows to generate list of reports needed by the HR MANAGER.
Applicant Monitoring – allows new applicants to apply online.
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Side Menu:
Dashboard,
Employee, Leave,
Generate Reports,
Applicant
Monitoring
Adding a New User
The HR MANAGER will create an account for the EMPLOYEEs. The HR MANAGER will need a valid
email address of the EMPLOYEE. The EMPLOYEE will receive a password for them to access the
HRIS. Below are the step on how to add new EMPLOYEE (employee).
1. Click Add Employee on the left side of the screen.
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1. Click to
Add
Employee
2. On the Add Employee, type the required fields.
2. Type the
required
fields
3. Click the
Next button
3. Click on the Next button until Submit to add new employee record. Other fields can be filled
up by the EMPLOYEE itself.
4. Check the documents that are already submitted.
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4. Check the
documents that
are already
submitted
5. The HR MANAGER can edit the submitted picture in the Edit Upload Picture.
5. Edit Upload
Picture
Viewing List of Employees
Below are the steps in viewing, editing and deleting employee profile.
1. The HR MANAGER can view, edit and delete employee profile by clicking buttons.
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1. View, Edit and
Delete Employee
Profile
2. The HR MANAGER can search employee using search button using ID, NAME or DESIGNATION.
2. Search
employee
Approving Leave Request
The HR MANAGER can approve or decline leave request of employees by clicking the action
button.
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Click
Approve/Decline
to take action on
leave request
Viewing List of Leave Filed
Below are the steps in viewing leave request:
1. By clicking the LIST OF LEAVE FILED, it will show the list of leave record applied by the
employees.
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1. Click the
List of Leave
Filed to show
Leave Records
2. Click DELETE if you want to delete records.
Click DELETE to
remove Leave
Records
Generate Reports
Under the GENERATE REPORTS menu, the HR MANAGER (HR Head) can select a type of reports
to be save as EXCEL or PDF file or print it directly. The HR MANAGER can click the SAVE AS EXCEL,
SAVE AS PDF and PRINT REPORT to generate reports. Below are the sample of different reports:
Master 201 File
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Faculty Profile
Employment Record
15
Training/Seminar
Faculty Profile on Licenses
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Faculty Profile 6.09, 3.12, and 6.10 Trainings
List of Employees
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List of Resigned Employees
Applicant Monitoring
Under the APPLICANT MONITORING menu, the HR MANAGER can manage new applicants for a
certain position. The HR MANAGER can view the applicant profile then the HR MANAGER can also
decide for the next step where the HR MANAGER can ACCEPT or DECLINE the applicant.
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The applicants will receive an email if they are accepted or not.
Logging Out
If you want to exit the HRIS, click LOGOUT at the upper side of the HRIS interface.
Click to exit
the HRIS
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Online Human Resources Information
System (HRIS)
EMPLOYEE
NAMEI POLYTECHNIC INSTITUTE
20
Accessing the HRIS
Below are the steps in accessing the Online HRIS:
1. Open the online HRIS using a browser then go to: www.namei-hris.com/users/login
2. Authentication is required to open the system:
username: hris-dev
password: admindev1234
Logging In
After authentication, it will prompt you in the EMPLOYEE Login Page
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1. Login with your registered email address and received password.
HRIS INTERFACE
After logging in, you will see the HRIS Interface that will prompt you to the attendance record.
You will find a menu at the top of the screen with the following options:
Profile – allows to edit/update personal information of the employee.
Trainings and Seminar – allows the employee to add, edit or delete list of trainings and
seminars attended.
Requirement Checklist – allows the employee to view the list of requirements he
submitted at the HR Department.
Leave Application – allows the employee to apply his leave. It also shows his total leave,
used leave and remaining leave. It also update the employee about his status if the leave
is approve or not.
Change Password – allows the employee to change his password.
Logout – exits from the HRIS.
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MENU:
Profile,
Trainings and
Seminar,
Requirement
Checklist,
Leave
Application
Changing Password
Below are the steps in changing password:
1. Once the EMPLOYEE login with his email and received password, the EMPLOYEE can change
his password by clicking the CHANGE PASSWORD.
1. Click to
change
password
2. Type the old and new password then confirm password.
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2. Type the
new
password
3. Click UPDATE to change password.
3. Click
update
Adding/Updating Profile
The EMPLOYEE can update or add new records about his profile clicking the PROFILE menu.
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A. PERSONAL DATA
The Personal Data Area is where the employee can add/update his personal data. It
contains the following required data elements: last name, first name, address and
email address. Other data elements are middle name, contact number, date and place
of birth, citizenship, gender, civil status, name of spouse, and number of children.
Government ID numbers are disabled for the employees, only the HR MANAGER can
edit those elements. Below are the steps to fill up the personal data page.
1. Fill up the data fields in the Personal Data area.
2. Click on the NEXT button to proceed to the next area.
Enter Personal
Data
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Click to
proceed
B. EDUCATIONAL ATTAINMENT/WORK EXPERIENCE
The Educational Attainment/Work Experience Area is where the employee can
add/update his academic records. It contains the following data elements for
Doctorate, Masters, College, Secondary, Elementary, Eligibility, and Latest Work
Experience that contains Name of School, Degree/Course, Units Earned, Year
Graduated, Highest Year/Level Attained, Name of Exam, License No., Validity,
Inclusive Dates of Latest Work Experience, Position Title and Company. Below are the
steps to fill up the educational attainment page.
1. Fill up the data fields in the educational attainment/work experience area.
2. Click on the NEXT button to proceed to the next area.
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Enter
Educational
Attainment
Enter Eligibility
and latest work
experience
Click to
proceed
C. IMAGE UPLOAD
The Image Upload Area is where the employee can upload their picture. The HR
MANAGER can remove the picture if it is not appropriate. Below are the in uploading
picture.
1. Choose file to upload.
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2. Click submit to UPDATE records.
Choose
file to
upload
Click
Submit
to Save
Adding/Updating Trainings and Seminars
The EMPLOYEE can add/update his trainings and seminars. Below are the steps in
adding/updating trainings and seminars.
1. Fill up the data fields: Training/Seminars Attended, Conducted by/at and Date.
Training/Seminars Attended – title of the training/seminar
Conducted by/at - who conducted or where the seminar was conducted
Date – inclusive dates of training/seminar
Upload the copy of certificate in PDF format.
2. Click SAVE to add Training/Seminars.
3. Click EDIT or DELETE to edit or remove training/seminar.
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Click to
Edit/Delete
Fill up
the field
Click to
Save
Viewing Requirements Checklist
The EMPLOYEE can view the list of requirements he submitted at the HR department.
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Leave Application
The EMPLOYEE can apply his leave and shows his total leave, used leave and remaining leave. It
also update the employee about his status if the leave is approve or not. Below are the steps for
leave application.
1. Fill up the data fields: Leave Start, Leave End, and Reason of Leave.
2. Click REQUEST to submit the application.
1. Fill up
the field
2. Click to
submit
request
3. The status of the leave request will show on the upper area. It will also show the Used
Leave, Remaining Leave and Total Leave.
4. Leave can be edit or delete if the status is pending.
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Shows
LEAVE
status
Logging Out
If you want to exit the HRIS, click LOGOUT at the upper side of the HRIS interface.
Click to exit
the HRIS
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Online Human Resources Information
System (HRIS)
JOB APPLICANT
NAMEI POLYTECHNIC INSTITUTE
32
Accessing the HRIS
Below are the steps in accessing the Online HRIS:
1. Open the online HRIS using a browser then go to: www.namei-hris.com/users/login
2. Authentication is required to open the system:
username: hris-dev
password: admindev1234
Logging In
After authentication, it will prompt you in the EMPLOYEE Login Page.
1. Click the APPLY NOW link and it will prompt you to an Application form for job applicants.
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Click to
Apply
2. Fill out the form, submit and wait for an email.
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Online Human Resources Information
System (HRIS)
SYSTEM ADMIN
35
NAMEI POLYTECHNIC INSTITUTE
Accessing the HRIS
Below are the steps in accessing the Online HRIS:
1. Open the online HRIS using a browser then go to: www.namei-hris.com/systemAdmins/login
2. Authentication is required to open the system:
username: hris-dev
password: admindev1234
36
Logging In
After authentication, it will prompt you in the SYSTEM ADMIN Login Page.
Enter the following:
Email: [email protected]
Password: admin
HRIS INTERFACE
After logging in, you will see the HRIS Interface. You will find a menu at the left side of the screen
with the following options:
Statistics - shows the total number of users.
Users - shows the list of users and allows to reset password.
Audit Trail - shows the list of changes in the HRIS database including the date it was
modified, the user who made the modification, the area that was modified and the
specific action done.
Statistics Page
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Users List Page
Audit Trail Page
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Logging Out
If you want to exit the HRIS, click LOGOUT at the upper side of the HRIS interface.
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