Employee Management
Employee records form the foundation of the Personnel Management System. This guide covers creating, maintaining, and organizing employee profiles effectively.
What is an Employee Record?
An employee record is a comprehensive profile containing all information about a personnel member:
- Personal details and contact information
- Employment history and current position
- Educational background and qualifications
- Training and professional development
- Government IDs and compliance documents
- Military service information (for military personnel)
Employee Directory
The employee directory provides a searchable list of all employees in your organization.
Navigating the Directory
- Go to PMS > Employees
- Use the search bar to find employees by name or ID
- Filter by organization, employment type, or status
- Click an employee name to view their full profile
Directory Features
| Feature | Description |
|---|---|
| Search | Find employees by name, employee ID, or position |
| Filter | Narrow results by organization, status, or employment type |
| Sort | Order by name, position, or date hired |
| Export | Download employee list for reporting |
Creating an Employee
Step 1: Navigate to Create Employee
- Go to PMS > Employees
- Click Create Employee
- Complete the required information sections
Step 2: Personal Information
| Field | Description | Required |
|---|---|---|
| First Name | Employee's given name | ✅ |
| Middle Name | Employee's middle name | ❌ |
| Last Name | Employee's family name | ✅ |
| Suffix | Name suffix (Jr., Sr., III, etc.) | ❌ |
| Date of Birth | Birth date | ✅ |
| Sex | Male or Female | ✅ |
| Civil Status | Single, Married, Widowed, Separated, Annulled | ✅ |
| Nationality | Country of citizenship | ✅ |
| Blood Type | Blood group (for emergency purposes) | ❌ |
Step 3: Contact Information
| Field | Description | Required |
|---|---|---|
| Email Address | Primary email for communication | ✅ |
| Mobile Number | Primary contact number | ✅ |
| Telephone Number | Landline number | ❌ |
| Current Address | Present residential address | ✅ |
| Permanent Address | Official permanent address | ✅ |
Step 4: Employment Information
| Field | Description | Required |
|---|---|---|
| Employee ID | Unique identifier in the system | ✅ |
| Organization | Assigned organizational unit | ✅ |
| Position | Job title or plantilla position | ✅ |
| Employment Type | Regular, Casual, Contractual, etc. | ✅ |
| Salary Grade | Government pay scale (SG 1-33) | ✅ |
| Step Increment | Current step within salary grade | ✅ |
| Date of Original Appointment | First day of government service | ✅ |
| Date of Last Promotion | Most recent promotion date | ❌ |
Step 5: Save and Continue
After saving basic information, you can add:
- Government IDs
- Educational background
- Employment history
- Training records
- Family background
- Other required documents
Employee Profile Sections
Personal Information
Contains basic biographical data:
- Full legal name with suffix
- Birth date and place
- Physical characteristics (height, weight, blood type)
- Civil status and citizenship
Government IDs
Track all government-issued identification numbers:
| ID Type | Description |
|---|---|
| TIN | Tax Identification Number (BIR) |
| SSS | Social Security System Number |
| GSIS | Government Service Insurance System Number |
| PhilHealth | Philippine Health Insurance Corporation Number |
| Pag-IBIG | Home Development Mutual Fund Number |
| PRC License | Professional license number and expiry |
| Passport | Passport number and validity |
| Driver's License | License number and expiry |
Educational Background
Record academic qualifications:
| Field | Description |
|---|---|
| Level | Elementary, Secondary, Vocational, College, Graduate |
| School Name | Name of educational institution |
| Degree/Course | Program or course completed |
| Year Graduated | Graduation year |
| Honors | Academic honors received |
| Units Earned | For incomplete studies |
Employment History
Document previous work experience:
| Field | Description |
|---|---|
| Position | Job title held |
| Company/Agency | Employer name |
| From | Start date |
| To | End date |
| Monthly Salary | Compensation received |
| Salary Grade | For government positions |
| Status | Regular, Casual, Contractual |
| Reason for Leaving | Departure reason |
Civil Service Eligibility
Track examination results and eligibilities:
| Field | Description |
|---|---|
| Eligibility | Type of eligibility (Professional, Sub-Professional, etc.) |
| Rating | Examination score or rating |
| Date of Examination | When the exam was taken |
| Place of Examination | Where the exam was taken |
| License Number | Issued license/certificate number |
| License Validity | Expiration date if applicable |
Training and Seminars
Record professional development activities:
| Field | Description |
|---|---|
| Training Title | Name of training or seminar |
| Inclusive Dates | Start and end dates |
| Number of Hours | Total training hours |
| Type | Managerial, Supervisory, Technical, etc. |
| Conducted By | Training provider/organization |
| Certificate | Whether certificate was issued |
Family Background
Document family information:
| Section | Fields |
|---|---|
| Spouse | Name, occupation, employer, contact |
| Father | Name, occupation (living or deceased) |
| Mother | Maiden name, occupation (living or deceased) |
| Children | Names and birth dates |
References
Add character references:
| Field | Description |
|---|---|
| Name | Reference's full name |
| Address | Contact address |
| Telephone | Contact number |
| Relationship | How they know the employee |
Military Service Information
For military personnel, additional sections are available:
Military Service Record
| Field | Description |
|---|---|
| Branch of Service | Army, Navy, Air Force, Marines |
| Service Number | Military ID number |
| Rank | Current military rank |
| Date of Entry | When military service began |
| MOS | Military Occupational Specialty |
Duty Assignments
Track assignment history:
| Field | Description |
|---|---|
| Unit | Assigned military unit |
| Position | Duty position |
| From/To | Assignment period |
| Type | Staff, Command, Training, etc. |
Military Education
Document military training:
| Field | Description |
|---|---|
| Course | Name of military course |
| School | Training institution |
| Date Completed | Graduation date |
| Class Standing | Ranking in class |
Employee Settings
Configure individual employee preferences:
Biometric Settings
| Setting | Description |
|---|---|
| Biometric ID | ID registered in biometric device |
| Finger Template | Which fingers are enrolled |
| Device Assignment | Primary biometric device |
Default ID
Set the employee's default identification for various systems:
| ID Type | Usage |
|---|---|
| Employee Number | Primary system identifier |
| Biometric ID | Attendance tracking |
| GSIS/SSS Number | Benefits processing |
Managing Employee Photos
Uploading a Photo
- Open the employee's profile
- Click the avatar/photo area
- Select an image file (JPG, PNG)
- Crop and adjust as needed
- Save changes
Photo Guidelines
- Use a recent, clear photograph
- Professional appearance (passport-style)
- Proper lighting and background
- Minimum resolution: 200x200 pixels
Removing a Photo
- Open the employee's profile
- Click the photo
- Select Remove Photo
- Confirm the action
Employee Status Management
Active vs Inactive
| Status | Description |
|---|---|
| Active | Currently employed and working |
| Inactive | No longer with the organization |
| On Leave | Extended leave of absence |
| Suspended | Temporarily suspended from duties |
Changing Status
- Open the employee's profile
- Go to Employment Information
- Update the status field
- Add effective date and remarks
- Save changes
User Account Assignment
Linking an Employee to a System User
- Open the employee's profile
- Click Assign User
- Select an existing user account or create new
- Confirm the assignment
Unlinking a User Account
- Open the employee's profile
- Click Unassign User
- Confirm the action
Note: Unlinking removes system access but preserves the employee record.
Best Practices
Data Accuracy
- Verify information against official documents
- Update records promptly when changes occur
- Use consistent formatting for names and addresses
Document Management
- Keep copies of supporting documents
- Track document expiration dates
- Maintain audit trail of changes
Privacy and Security
- Limit access to sensitive information
- Follow data privacy guidelines
- Log all record modifications
Common Issues and Solutions
Issue: Cannot Find Employee in Directory
Possible Causes:
- Employee assigned to different organization
- Employee status is inactive
- Search filters excluding the employee
Solutions:
- Clear search filters and try again
- Check organization assignment
- Verify employee status
Issue: Cannot Edit Employee Record
Possible Causes:
- Insufficient permissions
- Record is locked for editing
- Required fields not completed
Solutions:
- Contact HR administrator for access
- Wait for current editor to complete
- Complete all mandatory fields
Issue: Duplicate Employee Records
Possible Causes:
- Employee created twice by mistake
- Same person with different employee IDs
Solutions:
- Contact HR administrator to merge records
- Do not delete without proper authorization
- Verify correct record before making changes