Personnel Management System

The Personnel Management System (PMS) module is designed to help organizations manage employee records, track attendance, process leave requests, and conduct performance reviews. This guide will walk you through the complete process from setting up employee profiles to generating performance reports.

Overview

The PMS module provides a comprehensive approach to human resource management:

1. Employee Management - Maintain complete employee profiles with personal, employment, and service information
2. Timekeeping - Track daily attendance through biometric integration and manual entries
3. Leave Management - Process leave requests, track credits, and manage approvals
4. Performance Reviews - Conduct IPCR and OPCR evaluations with structured rating systems

Key Concepts

Employee Records

Employee records serve as the central repository for all personnel information:

• Personal Information - Basic details, contact information, government IDs
• Employment History - Current and previous positions, salary grades
• Educational Background - Academic qualifications and certifications
• Training Records - Professional development and skills acquired
• Military Service - Service history and career information (for military personnel)

Timekeeping

The timekeeping system tracks employee attendance through:

• Daily Time Records (DTR) - Clock in/out entries
• Biometric Integration - Automated time capture from biometric devices
• Pass Slips - Short absences during work hours
• Mission Slips - Official business outside the office
• Travel Orders - Extended official travel

Performance Management

Performance reviews follow a structured evaluation process:

• IPCR - Individual Performance Commitment and Review
• OPCR - Office Performance Commitment and Review
• Performance Indicators - Measurable targets and achievements

Module Navigation

• Employees - Employee directory and profile management
• Organizations - Organizational structure and assignments
• Timekeeping - Attendance and time tracking
  • DTR (Daily Time Records)
  • Leave Requests
  • Leave Credits
  • Pass Slips
  • Mission Slips
  • Travel Orders
  • Compensatory Credits
• Ratings - Performance review management
  • IPCR (Individual)
  • OPCR (Office)
  • Summary Reports
• Settings - System configuration
  • Employment Types
  • Positions
  • Salary Grades
  • Holidays
  • Leave Types
  • Approval Paths
  • Biometric Devices

User Roles

The PMS module uses role-based access control to manage permissions. Each role has different capabilities based on organizational scope and administrative level.

Role Overview

Role	Description	Scope
PMS Admin	Full system administrator	All organizations
HR Manager	Human resource management	Own organization and descendants
HR Staff	Data entry and processing	Own organization only
Timekeeper	Attendance management	Assigned organizations
Supervisor	Approval authority	Direct reports
Employee	Self-service access	Own records only

Permissions Matrix

Employee Management

Permission	Admin	HR Manager	HR Staff	Timekeeper	Supervisor	Employee
View all employees	✅	✅	❌	❌	❌	❌
View organization employees	✅	✅	✅	✅	✅	❌
Create employees	✅	✅	✅	❌	❌	❌
Edit employee records	✅	✅	✅	❌	❌	❌
View own profile	✅	✅	✅	✅	✅	✅

Timekeeping

Permission	Admin	HR Manager	HR Staff	Timekeeper	Supervisor	Employee
View all DTR	✅	✅	❌	✅	❌	❌
Edit DTR entries	✅	✅	✅	✅	❌	❌
Approve timekeeping	✅	✅	❌	✅	✅	❌
View own DTR	✅	✅	✅	✅	✅	✅
Submit leave requests	✅	✅	✅	✅	✅	✅

Performance Reviews

Permission	Admin	HR Manager	HR Staff	Timekeeper	Supervisor	Employee
Create IPCR/OPCR	✅	✅	✅	❌	✅	❌
Review subordinates	✅	✅	❌	❌	✅	❌
Approve ratings	✅	✅	❌	❌	✅	❌
View own performance	✅	✅	✅	✅	✅	✅

Administration

Permission	Admin	HR Manager	HR Staff	Timekeeper	Supervisor	Employee
Manage settings	✅	✅	❌	❌	❌	❌
Configure holidays	✅	✅	❌	❌	❌	❌
Manage leave types	✅	✅	❌	❌	❌	❌
Configure biometric devices	✅	✅	❌	❌	❌	❌
Set approval paths	✅	✅	❌	❌	❌	❌

Organization Hierarchy

Roles are assigned with organization scope, which determines data access:

• Users assigned to a parent organization can access data from all descendant organizations
• Users assigned to a specific unit can only access that unit's data
• Admin roles have broader access across the organization tree

Example: An HR Manager assigned to "Regional Office" can manage employee records for the Regional Office and all District Offices under it.

Getting Started

1. Access the PMS module from the main navigation
2. Select your organization from the directory
3. Begin with employee profile setup
4. Configure timekeeping settings and biometric devices
5. Set up leave types and approval workflows
6. Create performance review templates
7. Generate reports as needed