Hrmis Hsac (Hlurb) User Manual v1

Human Settlements Adjudication Commission
(formerly Housing and Land Use Regulatory Board)

Human Resource Information System
USER MANUAL
Afield Consulting Inc.
COPYRIGHT NOTICE
The copyright in this work is vested in Afield Consulting Inc. and its target customer, (“Human Settlements
Adjudication Commission” formerly Housing and Land User Regulatory Board) and the document is issued
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such reproduction. No information as to the contents or subject matter of this document or any part thereof
arising directly or indirectly there from shall be given orally or in writing or communicated in any manner
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consent in writing of Afield Consulting Inc.
Version: 1.0
Revision History:
Name Version Date Annotation Status

Joyce Digma 0.1 3/17/2020 Initial Draft Draft
Joyce Digma 1.0 3/30/2020 Reviewed and Revised Final
Review:
Name Designation Function

Editha de Luna Managing Director and Business Development
President
Approval:
Name Function Date and Sign
Distribution:
Copy # Name Location
Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

HUMAN SETTLEMENTS ADJUDICATION COMMISSION 3
TABLE OF CONTENTS
SYSTEM OVERVIEW .................................................................................................................................. 6
GETTING STARTED.................................................................................................................................... 7
2.1 LOGGING ON ...................................................................................................................................................7
2.2 DASHBOARD ...................................................................................................................................................7
2.3 HOW TO CREATE ROLE....................................................................................................................................8
2.4 HOW TO CREATE USER....................................................................................................................................9
2.5 HOW TO CHANGE PASSWORD ....................................................................................................................... 10
MASTER DATA .......................................................................................................................................... 12
3.1 HOLIDAY ..................................................................................................................................................... 12
3.2 STEP INCREMENT ........................................................................................................................................ 13
3.3 SALARY GRADE ........................................................................................................................................... 14
3.4 POSITION ..................................................................................................................................................... 16
3.5 EMPLOYMENT STATUS ................................................................................................................................ 17
3.6 PLANTILLA LEVEL ....................................................................................................................................... 18
3.7 APPOINTMENT NATURE .............................................................................................................................. 19
3.8 TRAINING .................................................................................................................................................... 20
3.9 LOCATION ................................................................................................................................................... 21
3.10 OFFICE .................................................................................................................................................... 22
3.11 DIVISION.................................................................................................................................................. 23
3.12 TYPE OF AWARDS .................................................................................................................................... 24
3.13 STARTING LEAVE CREDITS ....................................................................................................................... 25
3.14 LEAVE TYPE ............................................................................................................................................ 26
3.15 DOCUMENT TYPE .................................................................................................................................... 27
3.16 DASHBOARD EVENTS ............................................................................................................................... 28
3.1 HEADER CUSTOMIZATION ........................................................................................................................... 28
RECRUITMENT, SELECTION AND PLACEMENT (RSP) ...................................................................... 30
4.1 PRE-RECRUITMENT ..................................................................................................................................... 30
4.1.1 Plantilla ................................................................................................................................................ 30
4.1.2 Request for Publication of Open position ................................................................................................. 33
4.2 LIST OF OPEN POSITION.............................................................................................................................. 34
4.3 APPLICATION............................................................................................................................................... 37
4.4 SELECTION OF CANDIDATES ....................................................................................................................... 38
4.4.1 Verification of Eligibility/Licenses ........................................................................................................... 38
4.4.2 Evaluation, Ranking and Selection of Candidates ..................................................................................... 40
POST PLACEMENT ................................................................................................................................... 43
5.1 SUBMISSION TO CSC (RAI) ......................................................................................................................... 43
5.2 ACTIVE RECORDS ........................................................................................................................................ 44
RECORDS MANAGEMENT ...................................................................................................................... 45
6.1 201 FILE ...................................................................................................................................................... 45
6.1.1 Employees ............................................................................................................................................. 45
6.1 ATTENDANCE .............................................................................................................................................. 47
6.2 LEAVE RECORD ........................................................................................................................................... 49
6.2.1 Leave Application .................................................................................................................................. 49
6.2.2 Leave Credits ......................................................................................................................................... 51
6.2.3 Leave Monetization ............................................................................................................................ 52
6.3 SERVICE RECORD ........................................................................................................................................ 53
PERFORMANCE MANAGEMENT ............................................................................................................ 56
7.1 IPCR ........................................................................................................................................................... 56
REWARDS AND RECOGNITION.............................................................................................................. 57
8.1 LOYALTY PAY SCHEDULE ............................................................................................................................ 57
8.2 AWARDS ...................................................................................................................................................... 58
LEARNING & DEVELOPMENT ............................................................................................................... 59
9.1 TRAINING PLAN........................................................................................................................................... 59
9.2 TRAINING EVALUATION .............................................................................................................................. 65
AUDIT TRAIL ......................................................................................................................................... 71

TABLE OF FIGURES
FIGURE 1. LOG IN PANEL ........................................................................................................................................................7
FIGURE 2. DASHBOARD ...........................................................................................................................................................7
FIGURE 3. CREATE ROLE .........................................................................................................................................................8
FIGURE 4. ROLE REGISTRATION ...........................................................................................................................................8
FIGURE 5. CREATE USER .......................................................................................................................................................9
FIGURE 6. USER REGISTRATION ...........................................................................................................................................9
FIGURE 7. USERS LIST ........................................................................................................................................................... 10
FIGURE 8. CHANGE PASSWORD ........................................................................................................................................... 11
FIGURE 9. HOLIDAY ................................................................................................................................................................ 12
FIGURE 10. ADDING HOLIDAY .............................................................................................................................................. 12
FIGURE 11. STEP INCREMENT ............................................................................................................................................. 13
FIGURE 12. ADDING STEP INCREMENT ............................................................................................................................. 13
FIGURE 13. SALARY GRADE .................................................................................................................................................. 14
FIGURE 14. ADDING SALARY GRADE .................................................................................................................................. 14
FIGURE 15. ADDING ITEMS ................................................................................................................................................... 15
FIGURE 16. SALARY GRADE ITEMS ..................................................................................................................................... 15
FIGURE 17. POSITION ............................................................................................................................................................. 16
FIGURE 18. ADDING POSITION ............................................................................................................................................. 16
FIGURE 19. EMPLOYMENT STATUS .................................................................................................................................... 17
FIGURE 20. ADDING EMPLOYMENT STATUS .................................................................................................................... 17
FIGURE 21. PLANTILLA LEVEL ............................................................................................................................................ 18
FIGURE 22. ADDING PLANTILLA LEVEL ............................................................................................................................ 18
FIGURE 23. APPOINTMENT NANTURE ............................................................................................................................... 19
FIGURE 24. ADDING APPOINTMENT NATURE .................................................................................................................. 19
FIGURE 25. TRAINING CLASSIFICATION ........................................................................................................................... 20
FIGURE 26. ADDING TRAINING CLASSIFICATION ........................................................................................................... 20
FIGURE 27. LOCATION............................................................................................................................................................ 21
FIGURE 28. ADDING LOCATION ........................................................................................................................................... 21
FIGURE 29. OFFICE ................................................................................................................................................................. 22
FIGURE 30. ADDING OFFICE ................................................................................................................................................. 22
FIGURE 31. DIVISION .............................................................................................................................................................. 23
FIGURE 32. ADDING DIVISION ............................................................................................................................................. 23
FIGURE 33. TYPE OF AWARDS .............................................................................................................................................. 24
FIGURE 34. ADDING AWARD TITLE ..................................................................................................................................... 24
FIGURE 35. LEAVE CREDITS ................................................................................................................................................. 25
FIGURE 36. ADDING LEAVE CREDIT ................................................................................................................................... 25
FIGURE 37. LEAVE TYPE ........................................................................................................................................................ 26
FIGURE 38. ADDING LEAVE TYPE........................................................................................................................................ 26
FIGURE 39. DOCUMENT TYPE .............................................................................................................................................. 27
FIGURE 40. ADDING DOCUMENT TYPE .............................................................................................................................. 27
FIGURE 41. DASHBOARD EVENTS ....................................................................................................................................... 28
FIGURE 42. HEADER CUSTOMIZATION .............................................................................................................................. 28
FIGURE 43. UPLOADING OF NEW HEADER TEMPLATE.................................................................................................. 29
FIGURE 44. PLANTILLA LISTS .............................................................................................................................................. 30
FIGURE 45. UPLOADING OF PLANTILLA ............................................................................................................................ 30
FIGURE 46. INTERNAL PLANTILA LISTS ............................................................................................................................ 31
FIGURE 47. CREATION OF PLANTILLA ............................................................................................................................... 32
FIGURE 48. PSIPOP REPORT ................................................................................................................................................. 32
FIGURE 49. STAFFING PATTERN REPORT ......................................................................................................................... 32
FIGURE 50. REQUEST FOR PUBLICATION OF VACANT POSITION LISTS ................................................................... 33
FIGURE 51. CREATION OF REQUEST FOR PUBLICATION OF VACANT POSITION .................................................... 33
FIGURE 52. LIST OF OPEN POSITION .................................................................................................................................. 34
FIGURE 53. ADD POSTING/PUBLICATION DATE............................................................................................................... 34
FIGURE 54. ADDING APPLICATION SCHEDULE ............................................................................................................... 35
FIGURE 55. CHANGING OPEN POSITION STATUS ............................................................................................................ 35
FIGURE 56. POSTED POSITION ............................................................................................................................................. 36
FIGURE 57. CHANGING APPLICANT STATUS .................................................................................................................... 36
FIGURE 58. LIST OF OPEN POSITION .................................................................................................................................. 37
FIGURE 59. PDS FORM APPLICATION ................................................................................................................................. 38
FIGURE 60. VERIFICATION OF ELIGIBILITY LISTS ......................................................................................................... 38
FIGURE 61. VALIDATION OF ELIGIBILITY ......................................................................................................................... 39
FIGURE 62.AGENCY REQUEST FOR VERIFICATION/VALIDATION OF ELIBILITY REPORT .................................... 39
FIGURE 63. EVALUATION, RANKING AND SELECTION OF CANDIDATES LIST ......................................................... 40
FIGURE 64. EVALUATION DETAILS ..................................................................................................................................... 40
FIGURE 65. ADDING APPLICANTS EVALUATION ............................................................................................................. 41
FIGURE 66. PROMOTION/HIRING EVALUATION REPORT .............................................................................................. 41

FIGURE 67. RANKING OF CANDIDATES FOR HIRING/PROMOTION REPORT ............................................................. 41
FIGURE 68. SELECTION OF CANDIDATES FOR APPOINTMENT ................................................................................... 42
FIGURE 69. TAGGING OF NEW APPOINTEE ...................................................................................................................... 42
FIGURE 70. RAI REPORT ........................................................................................................................................................ 43
FIGURE 71. CSC FORM 1 REPORT ........................................................................................................................................ 43
FIGURE 72. ACTIVE RECORDS LIST..................................................................................................................................... 44
FIGURE 73. 201 FILE ............................................................................................................................................................... 45
FIGURE 74. ADDING SUPPORTING DOCUMENTS ............................................................................................................. 45
FIGURE 75. VIEWING UPLODED FILES .............................................................................................................................. 46
FIGURE 76. CHANGING OF EMPLOYMENT INFORMATION ........................................................................................... 46
FIGURE 77. ATTENDANCE FILE LIST .................................................................................................................................. 47
FIGURE 78. ATTENDANCE DATE HEADER ......................................................................................................................... 48
FIGURE 79. UPLOAD ATTENDANCE .................................................................................................................................... 48
FIGURE 80. SAMPLE OF DTR EMPLOYEE ATTENDANCE DATA .................................................................................... 49
FIGURE 81. LEAVE RECORD .................................................................................................................................................. 49
FIGURE 82. ADDING LEAVE RECORD APPLICATION....................................................................................................... 50
FIGURE 83. SAMPLE LEAVE RECORD APPLICATION FORM .......................................................................................... 50
FIGURE 84. LEAVE CREDITS ................................................................................................................................................. 51
FIGURE 85. EMPLOYEE LEAVE CREDITS ........................................................................................................................... 51
FIGURE 86. SAMPLE EMPLOYEE LEAVE CARD ................................................................................................................ 52
FIGURE 87. LEAVE CREDIT CALCULATION ....................................................................................................................... 52
FIGURE 88. EMPLOYEE LEAVE CALCULATION ................................................................................................................ 53
FIGURE 89. SERVICE RECORD LISTS .................................................................................................................................. 53
FIGURE 90. SERVICE RECORD REPORT ............................................................................................................................. 54
FIGURE 91. UPDATING EMPLOYEE STATUS LISTS ......................................................................................................... 54
FIGURE 92. UPDATING EMPLOYEE STATUS ..................................................................................................................... 55
FIGURE 93. IPCR LISTS........................................................................................................................................................... 56
FIGURE 94. UPLOADING IPCR .............................................................................................................................................. 56
FIGURE 95. LOYALTY PAY SCHEDULE ............................................................................................................................... 57
FIGURE 96. EMPLOYEES AWARD LISTS ............................................................................................................................. 58
FIGURE 97. GRANTING AWARDS .......................................................................................................................................... 58
FIGURE 98. TRAINING PLAN LISTS ..................................................................................................................................... 59
FIGURE 99. TRAINING PLAN DETAILS................................................................................................................................ 59
FIGURE 100. TRAINING STATUS .......................................................................................................................................... 60
FIGURE 101. ADDING PARTICIPANTS ................................................................................................................................. 61
FIGURE 102. CHANGING PARTICIPANTS STATUS ............................................................................................................ 62
FIGURE 103. UPLOADING OF CERTIFICATES ................................................................................................................... 62
FIGURE 104. TRAINING REPPORT GENERATION ............................................................................................................. 63
FIGURE 105. SAMPLE OF TRAINING PLAN REPORT ........................................................................................................ 64
FIGURE 106. SAMPLE OF TRAINING REPORT .................................................................................................................. 64
FIGURE 107. TRAINING EVALUATION LISTS .................................................................................................................... 65
FIGURE 108. TRAINING EVALUATION DETAILS ............................................................................................................... 65
FIGURE 109. ADDING PARTICIPANTS ................................................................................................................................. 66
FIGURE 110. CHANGING PARTICIPANTS STATUS ............................................................................................................ 67
FIGURE 111. EVALUATION CRITERIA ................................................................................................................................. 68
FIGURE 112. EVALUATION LIST........................................................................................................................................... 68
FIGURE 113. UPLOADING OF CERTIFICATES ................................................................................................................... 69
FIGURE 114. EVALUATION REPORT LISTS ........................................................................................................................ 69
FIGURE 115. SAMPLE OF EVALUATION REPORT ............................................................................................................. 70
FIGURE 116. TRAINING PER INDIVIDUAL REPORT ......................................................................................................... 70
FIGURE 117. AUDIT TRAIL ..................................................................................................................................................... 71
FIGURE 118. CONTACT INFORMATION .............................................................................................................................. 72

System Overview
• The overall system design objective is to develop an information system/web application database to serve
as repository of all the records of its employees; from its recruitment, onboarding, retention and until
separation or retirement where the following can be achieved:
o Easy access of HR Information/data
o Tracking and monitoring of employee records
o Generation for comprehends reports and other outputs
• To comply with the continuing thrust of the Civil Service Commission’s (CSC’s) Inventory of
Government Human Resources System (IGHRS) Statistics Reports where the size, distribution and general
profile of government are given in statistical data derived from yearly inventory of government based on
actual occupancy of positions at the end of each year conducted by the Commission.
• To help transition through easy access to personnel files as well as securing and backing up records
digitally when the Department of Human Settlements and Urban Development (DHSUD) and the Human
Settlements Adjudication Commission (HSAC) is created thru the passage of R.A. 11201.
Afield’s HRMS offers three important layers

• Outside Layer which supports the backbone of the platform ensuring security to enable multilevel access to end
users, accessibility and readiness,
• Middle Layer which supports the complete lifecycle of a personnel in an organization– from Hiring to Onboarding
to Separation. It covers all the functions of Human Resource Management
• Inner Layer which supports the flexibility and customization in the HR Process, Business rules and policies, and
Reporting requirements.

Getting Started
2.1 Logging on
First step will be the login form where you will enter your username and password in the input box
provided. Clicking “Remember Me” allow you to have access from same device to all its data even after
session expired and save your Log-in ID. Click Log in Button. If login succeed, the dashboard will be
available to navigate.
FIGURE 1. LOG IN PANEL
2.2 Dashboard
After Logging in, the dashboard page will appear. You can add event and drag to the calendar.
FIGURE 2. DASHBOARD
2.3 How to create role
To create role, go to System Administrator >> Role Management and then click the Create Role button
located in the right-side corner of the screen.
FIGURE 3. CREATE ROLE
After successfully clicking the Create Role button, a dialogue box page will appear. To register role, the
administrator needs to enter the role type name and role description in the input box provided and then select
the type of role menu by simply clicking the check box button. Click Add. You can either edit or deactivate the
role type you created.
FIGURE 4. ROLE REGISTRATION

Note: This function is for the Administrator only

2.4 How to create user

To create user, click User under System Administrator
FIGURE 5. CREATE USER
Click Create User and fill up the necessary information in the input box provided. Click Add once done.
FIGURE 6. USER REGISTRATION

Note: This function is for the Administrator only

After saving the new user, the list of users will appear. You can either change the password, edit and
deactivate the user’s profile.
FIGURE 7. USERS LIST
2.5 How to change password

Click your profile at the right-side corner of the page and click Change Password button.

Type the current password and enter new desired password in the box. Click Save.
FIGURE 8. CHANGE PASSWORD

Master Data
3.1 Holiday
Holiday allows you to select holiday for attendance and leave management. To add entry, go to Master
Data >> Holiday and click “Add Holiday” button. In this screen, you can edit and deactivate the name of
holiday that you created.
FIGURE 9. HOLIDAY
Adding holiday dialogue box as shown in Figure 10 would appear after clicking the “Add new” button..
Click add once the fields are added.
FIGURE 10. ADDING HOLIDAY

3.2 Step Increment

Step Increment allows you to set up salary grade, position and plantilla for salary. To add entry, go to Master
Data >> Step Increment and click “Create Step Increment” button. In this screen, you can edit and
deactivate the step increment that you created.
FIGURE 11. STEP INCREMENT
Adding Step Increment no. box as shown in Figure 12 would appear after clicking the “Create” button. Input the
step increment no. and description in the input box provided. Click add once the fields are added.
FIGURE 12. ADDING STEP INCREMENT

3.3 Salary Grade
This feature allows you to create salary grade. To add entry, go to Master Data >> Salary Grade and click
“Create Salary Grade” button. In this screen, you can view and add items by clicking view items button.
FIGURE 13. SALARY GRADE
Adding salary grade box as shown in Figure 14 would appear after clicking the “Create” button. Enter the code,
description and select effectivity date. Click add once the fields are added.
FIGURE 14. ADDING SALARY GRADE

To add items, click add item button and a Figure 15 will show. Input salary grade no., description and select step
increment and input salary amount. Click “add” once all fields are added.
FIGURE 15. ADDING ITEMS
FIGURE 16. SALARY GRADE ITEMS

3.4 Position
Position allows you to defines all position items in the entire HSAC. To add entry, go to Master Data >>
Position and click “Create Position” button. In this screen, you can edit and deactivate the position that you
created.
FIGURE 17. POSITION
Adding position title dialogue box as shown in Figure 18 would appear after clicking the “create” button. Enter
the position name and description. Click add once the fields are added.
FIGURE 18. ADDING POSITION

3.5 Employment Status

Employment allows you to add status of employment that can be use in tagging of employment status. To add
entry, go to Master Data >> Reward Title and click “Create Employment Status+” button. In this screen,
you can edit and deactivate the employments status that you created.
FIGURE 19. EMPLOYMENT STATUS
Adding employments status dialogue box page would appear after clicking the “create” button. Enter the code.
You can also add description even if it is not a mandatory field. Click add once the fields are added.
FIGURE 20. ADDING EMPLOYMENT STATUS

3.6 Plantilla Level
Plantilla level allows you to defines all plantilla level in the entire HSAC. To add entry, go to Master Data >>
Plantilla level and click “Create Plantilla Level” button. In this screen, you can edit and deactivate the
plantilla level that you created.
FIGURE 21. PLANTILLA LEVEL
Adding plantilla level code dialogue box as shown in Figure 22 would appear after clicking the “create” button.
Enter the plantilla level code and description. Click add once the fields are added.
FIGURE 22. ADDING PLANTILLA LEVEL

3.7 Appointment Nature

Appointment nature allows you to add appointment type. To add entry, go to Master Data >> Appointment
Nature and click “Create Appointment Nature” button. In this screen, you can edit and deactivate the
appointment nature that you created.
FIGURE 23. APPOINTMENT NANTURE
Adding appointment nature dialogue box as shown in Figure 24 would appear after clicking the “create” button.
Enter the code and description. Click add once the fields are added.
FIGURE 24. ADDING APPOINTMENT NATURE

3.8 Training
Training allows you to add training classification. To add entry, go to Master Data >> Training and click
“Create Training Classification” button. In this screen, you can edit and delete the training classification that
you created.
FIGURE 25. TRAINING CLASSIFICATION
A dialogue box page shown in Figure 26 would appear after clicking the “create” button. Enter the training
classification and description. Click add once the fields are added.
FIGURE 26. ADDING TRAINING CLASSIFICATION

3.9 Location
Location allows you to add location master lists with regards to employee information in creation of office.
To add entry, go to Master data >> Location and click “Add Location” button. In this screen, you can edit
name of location that you created.
FIGURE 27. LOCATION
A dialogue box will appear after clicking the “add” button. Choose file to upload.
FIGURE 28. ADDING LOCATION

3.10 Office
Office allows you to add office master lists with regards to employee information in creation of division. To
add entry, go to Master Data >> Office and click “Add Office” button. In this screen, you can edit name of
office that you created.
FIGURE 29. OFFICE
A dialogue box page will appear after clicking the “Add” button. Enter the office and select location. Click
upload.
FIGURE 30. ADDING OFFICE

3.11 Division
Division allows you to add division master lists with regards to employee information in creation of user. To
add entry, go to Master Data >> Division and click “Add Division” button. In this screen, you can edit name
of division that you created.
FIGURE 31. DIVISION
A dialogue box page will appear after clicking the “Add” button. Enter the division and select office. Click
upload.
FIGURE 32. ADDING DIVISION

3.12 Type of Awards
To add awards, go to Master Data >> Type of Awards and click “Add Rewards” button. In this screen, you
can edit or deactivate the type of rewards that you created.
FIGURE 33. TYPE OF AWARDS
A dialogue box page will appear after clicking the “Add” button. Enter the award title and description. Click
upload once fields are added.
FIGURE 34. ADDING AWARD TITLE

3.13 Starting leave credits

An HR Admin can see the forwarded VL and forwarded SL of each employee. This can also show the status if
it is pending, approved, and added. HR Admin can also update the details by simply clicking the update
button.
FIGURE 35. LEAVE CREDITS
To update VL or SL credit, click update button and a dialogue box as shown in Figure 36 would appear after
successfully clicking the “update” button. Type the current or previous leave credit of employee. Take note
that after applying previous leave credits the next leave credits will automatically generated by the system.
Click “edit” once the fields are added.
FIGURE 36. ADDING LEAVE CREDIT

3.14 Leave Type
To setup leave type, go to Master Data >> Leave Type and click “Add Leave Type” button. In this screen,
you can edit or deactivate the type of leave that you created.
FIGURE 37. LEAVE TYPE
A dialogue box as shown in Figure 38 would appear after clicking the “Add” button. Enter the leave title and
description and then choose if leave without balance or leave with balance. Click upload once fields are
added.
FIGURE 38. ADDING LEAVE TYPE

3.15 Document Type

Document type allows you to define all type of document with regards to Records Management – 201 Files. To
add entry, go to Master Data >> Document Type and click “Add Document” button. In this screen, you can
edit and deactivate the type of document that you created.
FIGURE 39. DOCUMENT TYPE
Adding document type dialogue box as shown in Figure 40 would appear after clicking the “Add” button. Enter
the name of document. Click upload once the fields are added.
FIGURE 40. ADDING DOCUMENT TYPE

3.16 Dashboard Events
To delete record of calendar events, go to Master Data >> Dashboard Events and click “Delete” button. In
this screen, you can edit and delete the event that you setup in the calendar dashboard.
FIGURE 41. DASHBOARD EVENTS
3.1 Header Customization

To edit reports header or logo, go to Master Data >> Header Customization and click “Download and Edit”
button to download the file. In this screen, you can also upload and update the new header by simply clicking
the “Upload & Update”
FIGURE 42. HEADER CUSTOMIZATION

Uploading of template dialogue box page as shown in Figure 43 would appear after clicking the “Upload &
Update” button. Choose file and click “upload” to save the changes. You can now see the updated header
after successfully uploading the file.
FIGURE 43. UPLOADING OF NEW HEADER TEMPLATE

Recruitment, Selection and Placement (RSP)
4.1 Pre-Recruitment
4.1.1 Plantilla
To upload DBM Plantilla, go to RSP >> Pre-Requirement >> Plantilla and click upload plantilla button.
FIGURE 44. PLANTILLA LISTS
Choose file to upload. You can filter by location and office and add fiscal year. Choose upload once done.
FIGURE 45. UPLOADING OF PLANTILLA

You can also create internal plantilla by simply clicking the create internal plantilla button and input those
necessary required fields.
FIGURE 46. INTERNAL PLANTILA LISTS
Select Location, Office and enter Fiscal Year. Click the proceed button and fill up all mandatory fields. Click add
plantilla once fields are added

FIGURE 47. CREATION OF PLANTILLA
See sample PSIPOP Report
FIGURE 48. PSIPOP REPORT
See sample Staffing Pattern Report
FIGURE 49. STAFFING PATTERN REPORT

4.1.2 Request for Publication of Open position

Go to request for publication of open position, click create request button. You can also download or upload file.
FIGURE 50. REQUEST FOR PUBLICATION OF VACANT POSITION LISTS
A dialogue box page shown in Figure 51 would appear after clicking the create request. Fill up the mandatory
fields and click add once fields are added.
FIGURE 51. CREATION OF REQUEST FOR PUBLICATION OF VACANT POSITION

4.2 List of Open Position
To add vacant position to posted, go to Recruitment >> List of Open Position.
Step 1: Click add posting/publication date
FIGURE 52. LIST OF OPEN POSITION
Step 2: Select posting date and publication date. Click Add.
FIGURE 53. ADD POSTING/PUBLICATION DATE

Step 3: Click add application schedule and fill up necessary fields. Click update schedule once done.
FIGURE 54. ADDING APPLICATION SCHEDULE
Step 4: Click change status, change pending to posted and click update.
FIGURE 55. CHANGING OPEN POSITION STATUS

Step 5: You can now see the open position details in posted screen.
FIGURE 56. POSTED POSITION
Step 6: Once applicant already applied for that position, HR can see the applicants information. To view PDS or
update status of applicant click select button from action column and change status.
FIGURE 57. CHANGING APPLICANT STATUS

4.3 Application
The applicant can see all vacant and open position listed in this screen, To apply, look for the requirements that fit
to your qualification then click apply button.
FIGURE 58. LIST OF OPEN POSITION

Note: This function is for the Applicant and Employese for Promotion
Choose application type, whether it is a new applicant or an old employee. Type your email address then click
proceed button.

The Personal Data Sheet Information will show after successfully clicking the proceed button. This consists of
Personal Information, Family Background, Education Background, Civil Service Eligibility, Work Experience,
Voluntary Work, Training Attended, Other Information and Work Experience Sheet. Fill up all mandatory fields
and click submit once done.
FIGURE 59. PDS FORM APPLICATION
4.4 Selection of Candidates

4.4.1 Verification of Eligibility/Licenses
To verify eligibility/licenses, go to Selection of Candidates >> Verification of Eligibility/Licenses and click
view details button.
FIGURE 60. VERIFICATION OF ELIGIBILITY LISTS

You can see all necessary information, click download eligibility/licenses to download file and verify.
FIGURE 61. VALIDATION OF ELIGIBILITY
See sample Agency Request for Verification/Validation of Eligibility Report to check and verify eligibility
FIGURE 62.AGENCY REQUEST FOR VERIFICATION/VALIDATION OF ELIBILITY REPORT

4.4.2 Evaluation, Ranking and Selection of Candidates
To evaluate, rank and select candidates, go to Selection of Candidates >> Evaluation, Ranking and Selection of
Candidates
Step 1: Click view details to see lists of candidates
FIGURE 63. EVALUATION, RANKING AND SELECTION OF CANDIDATES LIST

Note: HR need to change the status to “For Evaluation” from the List of Open Position > View Applicants > Select > Update
Status to reflect the details in this screen.
Step 2: Click evaluate button
FIGURE 64. EVALUATION DETAILS

Step 3: Evaluate applicant.

Note: 1(one) applicant can evaluate 2(two) or more panelist. Click add once done.
FIGURE 65. ADDING APPLICANTS EVALUATION
See sample promotion/hiring evaluation form
FIGURE 66. PROMOTION/HIRING EVALUATION REPORT
See sample Ranking Form
FIGURE 67. RANKING OF CANDIDATES FOR HIRING/PROMOTION REPORT

Step 4: To select new appointee, select the name of candidates and click select new appointee button
FIGURE 68. SELECTION OF CANDIDATES FOR APPOINTMENT
Step 5: Enter employee number, select assumption date, select appointment and employment status. Click proceed
once done. Applicant now is successfully selected as new appointee.
FIGURE 69. TAGGING OF NEW APPOINTEE

Post Placement
5.1 Submission to CSC (RAI)
To generate RAI or CSC AP Form No. go to Post Placement >> Submission to CSC (RAI) and then click
generate (whether RAI Report or CSC Form No. 1 Report) and select the appointee. Click proceed.
See Report on Appointments Issued (RAI) Report
FIGURE 70. RAI REPORT
See Appointment Transmittal and Action Form Report
FIGURE 71. CSC FORM 1 REPORT

5.2 Active Records
All failed applicants will be stored in Active Records module, click view active record to view the applicant status
and information. The HR can also filter applicant by gender or by courses.
Note: All applicant stored in the database will be deleted the record after 1 year and another 1 year for archiving.
FIGURE 72. ACTIVE RECORDS LIST

Records Management
6.1 201 File
6.1.1 Employees
To update employee personal information, go to Records Management >> 201 File filter by Location, Office and
Division. Click search and then click the employee name. This consists of data from the Personal Data Sheet or
PDS including Personal Information, Family Background, Educational Background, Civil Service Eligibility,
Work Experience, Voluntary Work, Training Attended and other Information.
FIGURE 73. 201 FILE

Likewise, to upload 201 documents click this button from the action > sand choose the type of
document and upload specific file. Also click this button to view the uploaded file.
FIGURE 74. ADDING SUPPORTING DOCUMENTS

You can now see all uploaded documents. Click view to view specific document.
FIGURE 75. VIEWING UPLODED FILES
HR can also update employment information by clicking this button from action > select column.
Update or change necessary details and click proceed once done.
FIGURE 76. CHANGING OF EMPLOYMENT INFORMATION

You can also create PDS of employee by clicking the create employee tab.
6.1 Attendance
While attendance is being tracked through the biometrics, the assigned HR personnel needs to upload DAT file.
Uploading of attendance are one of the requirements to monitor the employees DTR as well as for computation of
leave credits. You need to create attendance date by clicking this button before you upload a
file.
FIGURE 77. ATTENDANCE FILE LIST

A dialogue box page as shown in Figure 78 would appear after clicking “Add Attendance Date” button. Choose
year and month and then click “add attendance date header” to save the details.
FIGURE 78. ATTENDANCE DATE HEADER
To upload attendance, select this button and then choose DAT file to upload. Click upload once done.
FIGURE 79. UPLOAD ATTENDANCE

See sample in Figure 80 after clicking this button. You can see the DTR (time-in, time-out, late, under
time) of each employee. The HR assign personnel can also modify the details by clicking the Edit button. Once
finalized, click the Final button to reflect all changes.
Note: By clicking Final button you cannot modified or edit anything.
FIGURE 80. SAMPLE OF DTR EMPLOYEE ATTENDANCE DATA
6.2 Leave Record

6.2.1 Leave Application
To apply leave, go to Leave Record >> Leave Application. In this screen, you will see the leave record page of
every employee (Date of Leave, No. of Days and Type of Leave). You can also print the leave application by
simply clicking the print button.
FIGURE 81. LEAVE RECORD

Adding Leave Application page as shown in Figure 82 would appear after successfully clicking add new button.
The HR Admin or assign personnel needs to fill up the following mandatory fields in the input box provided. Take
note that you need to upload the scanned copy of approved leave form. Click submit once the fields are added.
FIGURE 82. ADDING LEAVE RECORD APPLICATION
See sample Application for Leave form
FIGURE 83. SAMPLE LEAVE RECORD APPLICATION FORM

6.2.2 Leave Credits

To view vacation and sick leave credits, go to Leave Record >> Leave Credits and click view button or generate
leave card report.
FIGURE 84. LEAVE CREDITS
In this screen, you can view the current leave credits of each employee such as accumulated credit, credits with
pay, credits without pay, balance vacation leave, and balance sick leave.
FIGURE 85. EMPLOYEE LEAVE CREDITS

Employee’s Leave Card - This sample of employee leave card report as shown in Figure 83 would appear after
successfully clicking the leave card button. You can see all details of leave of each employee like balance and
earned credits.
FIGURE 86. SAMPLE EMPLOYEE LEAVE CARD
6.2.3 Leave Monetization

To calculate leave credit, go to Leave Management >> Leave Monetization and then select the month and year
you want to calculate leave credit
FIGURE 87. LEAVE CREDIT CALCULATION

Click calculate button to calculate specific employee leave credit
FIGURE 88. EMPLOYEE LEAVE CALCULATION
6.3 Service Record

To generate employee service record, go to Records Management >> Service Record. You will see the lists of
employees, click generate button to generate service record report.
FIGURE 89. SERVICE RECORD LISTS

See sample Service Record Report
FIGURE 90. SERVICE RECORD REPORT
To update status of employee, go to active employee’s tab and click update employee button.
FIGURE 91. UPDATING EMPLOYEE STATUS LISTS

After successfully clicking the update employee button, a dialogue box page would appear to change the status of
employee if it is resigned, terminated, retired, transferred or dismissal from the service. Input end date and change
status.
Note: After changing status, it will not earn leave credits.
FIGURE 92. UPDATING EMPLOYEE STATUS

Performance Management
7.1 IPCR
To add IPCR Rating, go to Performance Management >> IPCR and then click Add IPCR Rating.
FIGURE 93. IPCR LISTS
After successfully clicking the Add Rating button, Figure 94 would appear to input the numerical rating, selecting
adjectival description (Outstanding, Very Satisfactory, Satisfactory, Unsatisfactory and Poor) and adding remarks
and then choose IPCR file to upload. Click upload once fields are added.
FIGURE 94. UPLOADING IPCR

Rewards and Recognition

8.1 Loyalty Pay Schedule
This feature allows you to generate loyalty pay of every employee. To generate, go to Rewards & Recognition>>
Loyalty Pay Schedule and select year range (from-to).
After successfully clicking the search button, the records as shown in Figure 89 would appear. You will see that
loyalty pay will be awarded to every employee on their 1st 10 years of tenure then every 5 years in service. Click
copy or excel button if you wish to save a copy of file.
FIGURE 95. LOYALTY PAY SCHEDULE

8.2 Awards
HR Admin can grant award for employees, click grant award button. You can filter by location, office and
division to view the lists of employees with awards.
FIGURE 96. EMPLOYEES AWARD LISTS
After successfully clicking the Grant Award button, Figure 97 would appear. Select employee, choose type of
awards then input remarks. Click Grant Award once fields are added.
FIGURE 97. GRANTING AWARDS

Learning & Development

9.1 Training Plan
To create training plan, go to Learning and Development module, click Training Plan/List and then click
Create Training Plan button.
FIGURE 98. TRAINING PLAN LISTS
After successfully clicking the create training plan button, a dialogue box page as shown in Figure 99 would
appear to input details needed specifically those required fields. Click submit button to save.
FIGURE 99. TRAINING PLAN DETAILS

To update TRAINING STATUS
1. Click Change Status button from the list
2. Select preferred status
3. Click Update button to save changes
FIGURE 100. TRAINING STATUS
Note: For changing status of training to ONGOING, there must be selected participant/s first and must input
Location/Venue, Actual Date From, Actual Date To and Training Status to update

To add employee/participant to specific training, click View list button to open tab for adding employee/participant
to training and then select Location from Location dropdown to view employee list under specified location
Note: You can filter employee list to be displayed by combination of Location, Office, Position and Employee No.
For Adding individually,

a. Click + button under Action header column to add employee individually
b. Click Yes button to add
For Adding Multiple employee,
a. Click checkbox for multiple target employees or click Check All to add all employees from the list
b. Click Add to List + button then click Yes button to add
Note: All selected employee/s from Pre-Selection tab will be added first to Pre-Selected tab section
FIGURE 101. ADDING PARTICIPANTS
CHANGE PARTICIPANT STATUS

1. Click Change Status button
2. Select preferred status from Pre-Selected to Confirmed or Cancelled, or Confirmed to Completed

FIGURE 102. CHANGING PARTICIPANTS STATUS
Note: For changing status of participant to COMPLETED, there must be an attachment of training certificate/docs
to upload then Select status. Click Upload button to save changes.
FIGURE 103. UPLOADING OF CERTIFICATES

Employee details will then be added to Completed tab section.
To generate Training Plan or Training Report, click Generate Report button from Training Plan/List tab
1. Choose Report Type
2. If Training Plan is selected,
a. Select specific Year and Training Classification to generate
If Training Report is selected,
a. Select Quarter From and Quarter To, specific Year and Training Classification
3. Click Generate button to download excel file copy of report
FIGURE 104. TRAINING REPPORT GENERATION

See sample Training Plan
FIGURE 105. SAMPLE OF TRAINING PLAN REPORT
See sample Training Report
FIGURE 106. SAMPLE OF TRAINING REPORT

9.2 Training Evaluation

To create training evaluation, go to Learning and Development module, click Training Evaluation tab and then
click Create Training Evaluation button.
FIGURE 107. TRAINING EVALUATION LISTS
After successfully clicking the create training evaluation button, a dialogue box page would appear to input details
needed specifically those required fields. Click submit button to save.
Note: You can change evaluation criteria by clicking edit button. Click add once done.
FIGURE 108. TRAINING EVALUATION DETAILS

To add employee/participant to specific training, click View list button to open tab for adding employee/participant
to training and then select Location from Location dropdown to view employee list under specified location
Note: Likewise, You can filter employee list to be displayed by combination of Location, Office, Position and
Employee No. same as Training Plan process
For Adding individually,

c. Click + button under Action header column to add employee individually
a. Click Yes button to add
For Adding Multiple employee,
a. Click checkbox for multiple target employees or click Check All to add all employees from the list
b. Click Add to List + button then click Yes button to add
Note: All selected employee/s from Pre-Selection tab will be added first to Selected List tab section
FIGURE 109. ADDING PARTICIPANTS
To update evaluation TRAINING STATUS

1. Click Change Status button from the list
2. Select preferred status (if you want to cancel the training)

FIGURE 110. CHANGING PARTICIPANTS STATUS
To evaluate employees, go to selected list tab and then select specific employee to evaluate. Click evaluate button.

After clicking the evaluate button, a dialogue box page as shown in Figure 117 will appear to input the evaluation
criteria. Click save once done.
FIGURE 111. EVALUATION CRITERIA
After successfully evaluating participants, all evaluated participants will be added to Evaluation List tab section
FIGURE 112. EVALUATION LIST

To change the status to COMPLETED, there must be an attachment of training certificate/docs to upload by selecting
the upload certificate button. Click Upload button to save changes.
Note: After saving and completing the training go back to the main screen to see the status of training evaluation
FIGURE 113. UPLOADING OF CERTIFICATES
To generate Evaluation Report, click Generate Evaluation button from Training Evaluation tab inside specific
Training details to download excel file copy of report
FIGURE 114. EVALUATION REPORT LISTS

See sample Training Evaluation Report
FIGURE 115. SAMPLE OF EVALUATION REPORT
To generate training per individual, go to Training Evaluation Tab and then select employee you want to generate
training report. Click generate button.
FIGURE 116. TRAINING PER INDIVIDUAL REPORT

Audit trail
Click Audit trail located in the task menu of the system. A list of all logs will appear, logs contains all actions taken
in the system. This will help you to track and monitor events and activities within the system.
FIGURE 117. AUDIT TRAIL

FIGURE 118. CONTACT INFORMATION

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Human Settlements Adjudication Commission

(formerly Housing and Land Use Regulatory Board)

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Copy # Name Location

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

Afield’s HRMS offers three important layers

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 1. LOG IN PANEL

FIGURE 3. CREATE ROLE

FIGURE 4. ROLE REGISTRATION

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

2.4 How to create user

FIGURE 5. CREATE USER

FIGURE 6. USER REGISTRATION

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 7. USERS LIST

2.5 How to change password

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 8. CHANGE PASSWORD

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 10. ADDING HOLIDAY

3.2 Step Increment

FIGURE 11. STEP INCREMENT

FIGURE 12. ADDING STEP INCREMENT

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 13. SALARY GRADE

FIGURE 14. ADDING SALARY GRADE

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 15. ADDING ITEMS

FIGURE 16. SALARY GRADE ITEMS

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 17. POSITION

FIGURE 18. ADDING POSITION

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

3.5 Employment Status

FIGURE 19. EMPLOYMENT STATUS

FIGURE 20. ADDING EMPLOYMENT STATUS

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 21. PLANTILLA LEVEL

FIGURE 22. ADDING PLANTILLA LEVEL

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

3.7 Appointment Nature

FIGURE 23. APPOINTMENT NANTURE

FIGURE 24. ADDING APPOINTMENT NATURE

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 25. TRAINING CLASSIFICATION

FIGURE 26. ADDING TRAINING CLASSIFICATION

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 27. LOCATION

FIGURE 28. ADDING LOCATION

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 29. OFFICE

FIGURE 30. ADDING OFFICE

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 31. DIVISION

FIGURE 32. ADDING DIVISION

Confidential Commitment to Innovative Solutions, Dedication to Deliver Values

FIGURE 33. TYPE OF AWARDS