PROJECT TITLE: PRO MIMAROPA ONLINE LEAVE APPLICATION

Copyright Statement
Copyright © 2022 by Charle Botz H. Pascual
All rights reserved. This Project Innovation or any portion thereof
may not be reproduced or used in any manner whatsoever
without express written permission.

TABLE OF CONTENTS
List of Acronyms................................................................................. 2

Executive summary............................................................................. 2

Chapter I: Background and Context……………………………………2

1.1 Agency Profile.........................................................................2
1.2 Problem Description................................................................3

Chapter II: The Proposed Innovation Project…………………………3

1.3 Proposed Innovation Project……………...…………………….3
1.4 Advantage of Online leave request……………………………. 3

Chapter III: Plan for Implementation…………………………………....4

1.5 Project Implementation Plan…………………………………….4
1.6 Online Leave Application User’s Guide………………………..5
1.7 Monitoring and Evaluation Plan………………………………...6
1.8 Project Risk Assessment……………………………………….. 7
References……………………………………………………………….....8
Glossary of Terms………………………………………………………....8
Biographical Sketch……………………………………………………….10

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 LIST OF ACRONYMS

PNP--------------------------------------------------------Philippine National Police

MIMAROPA-------------------------Mindoro, Marinduque, Romblon, Palawan
SPL----------------------------------------------------------- Special Privilege Leave
DPL----------------------------------------------------------The Directorate for Plans
CALABARZON------------------------------Cavite, Laguna, Batangas, Quezon
PNCO-----------------------------------------------Police Non-Commission Officer

EXECUTIVE SUMMARY
The PNP MIMAROPA online leave request allows employees to easily manage their leave
requests anywhere and anytime, especially those employees who are far away from their
workplace places to simply request a leave mostly in cases of emergence. Employees are
also able to ask Approving Authority for a leave of absence using a Laptop/Computer or
even Smartphone. This leave can be either maternity leave, paternity leave, special
privilege leaves, (SPL), vacation leave, sick leave, or other related issues, which may even
be personal. The system on PNP MIMAROPA online leave request has three basic types
of users; the Employee, the Leave Processor, and the Approving Authority. The system is
designed for managing leave applications in Police Regional Office MIMAROPA.
Employees are allowed to make leave request by submitting leave application requests
online, leave can also be canceled either by an employee or by the Leave Processor after
approval. The Approving Authority is allowed to approve or reject leave requests. He or
she is also responsible for checking out the eligibility of the employee for the type of leave
he/she has applied for and sending necessary feedback reports to the employee. The
Leave Processor can also check the information of the employee and their leave status
and type.

CHAPTER I
1.1 Agency Profile
Pursuant to Executive Order Number 103 dated May 17, 2002, Region IV was divided into
Region 4A or CALABARZON and Region 4B or MIMAROPA. MIMAROPA stands for MI –
Mindoro Occidental and Oriental, MA– Marinduque, RO – Romblon and PA –
Palawan. Consistent with the mandates of Executive Order No. 103, the PNP General
Order Number DPL 02-10 dated August 18, 2002 was issued which calls for the
deactivation of Police Regional Office 4 and the activation of Police Regional Office 4A or
CALABARZON and the Police Regional Office 4B or MIMAROPA. The two (2) new Police
Regional Offices were activated on September 1, 2002 and since then, continued to
perform well towards the realization of the PNP vision and the accomplishment of the PNP
mission.

With the government’s intent to promote regional development in order to spur and
accelerate economic growth in the countryside, Executive Order Number 682 was signed
on November 22, 2007, which states among the others that the City of Calapan in Oriental
Mindoro has been designated as the Regional Center of Region 4B otherwise referred to
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as MIMAROPA Region. On January 12, 2009 pursuant to Executive Order Number 682,
the Regional Director of PRO MIMAROPA, PCSUPT LUISITO TINIO PALMERA and his
Staff spearheaded the turn-over of Office equipments and facilities of its former Regional
Headquarters in Camp Vicente Lim, Calamba City to PRO CALABARZON and transferred
to its new Regional Headquarters at Camp BGen Efigenio C Navarro in Barangay Suqui,
Calapan City.

MIMAROPA Region is composed of five (5) provinces namely: Mindoro Occidental,

Mindoro Oriental, Marinduque, Romblon and Palawan with a total land area of 27,455.9
square kilometers composed of 1,946 islands and islets. MIMAROPA Region is the largest
Region nationwide in terms of land area while National Capital Region is the smallest
region with 636 square kilometers. Due to its archipelagic nature, it claims to also have
the largest territorial water. In terms of land area and territorial waters, MIMAROPA
represents one-third of the whole Philippine archipelago. Its land area spans a north to
south from tip of Lubang Island to Balabac with a distance of asa Island of Kalayaan,
Palawan with a distance of approximately 770 kilometers approximately 700 kilometers
and from east to west in the tip of Sibuyan Island to Pag-. The region is further subdivided
into seven (7) congressional districts composed of two (2) cities and seventy-one (71)
municipalities with 1,491 barangays.

1.2 Problem Description

Police Regional Office MIMAROPA is currently operating a manual leave request.

Employees have to submit handwritten leave request forms in hard copy format, to the
Regional Personnel and Records Management. Mostly this application is used for taking
leave for specific reasons. The application letter is then presented to the approving
authority who will grant or reject the request. Based on the records of the leave processor
of this Police Regional Office almost 25% of the total strength of employees especially
employees who are far away from their workplaces have difficulties to file their leave
requests mostly in cases of emergence due to the manual operation of the filing leave
requests. This method of managing leave using leave application letters is not capable to
achieve a high level of leave management and making efficient employee-based decisions
because it is prone to delay and unnecessary paperwork. In the current manual filing
system, data are kept in files according to the year or staff name alphabetically. This may
take time to search for the information needed in time as the staff may have to look for the
file, one by one, and other related files just to search for some information and this system
leads to paper wastage. Much paper is wasted due to the number of employees in Police
Regional Office MIMAROPA, that’s why unproductive use of storage space happens and
according to the Records PNCO, almost 30% of office space is used only for keeping the
leave records. The manual file system has no backup and if the files with the information
are lost or damaged, the staff at Police Regional Office MIMAROPA will lose all their
valuable. Poor Data Storage, All the data is stored in filing cabinets and because of that
Data should be misplaced due to human error or in the event of a break in data on the
employee could be stolen very easily. Unsecured data since data is stored in filing cabinets
it is freely available to anyone.
CHAPTER II: THE PROPOSED INNOVATION PROJECT
1.3 PNP MIMAROPA Online Leave Request

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PNP MIMAROPA Online Leave Request allows employees to easily manage their leave
requests anywhere and anytime. Employees are also able to ask Approving Authority for
a leave of absence using a Smartphone, Laptop, or Computer. This leave can be either
maternity leave, sick leave, vacation leave, or other related issues, which may even be
personal. It can be quite cumbersome and time-consuming for leave processors and
approving authorities to handle employees’ leaves, process the leave information of each
employee, and ensure adherence to the PNP leave policy. Leave applications invariably
have to be handled on a daily basis and the procedure of processing them involves looking
into the employee leave history, that is leaves utilized by the employee in a given period
and the available leaves for the future. Switching to online leave requests can be a simpler
and faster way to make leave management easier for personnel in-charge in employee
leave. Granting or denying leave requests can be just a click away and the process would
bring in transparency and adherence to an organization’s leave policy.

1.4 Below is the Advantages of Online leave request:

 Precise and accurate information: With an operational online leave request, you
can access accurate information about employees’ leaves and a number of leaves
taken by them, leave trends, and leave balances instantaneously. This makes the
process a single-step procedure rather than manually flipping through the leave
register pages to cull out the required information.

 Transparency: With all the information available online to employees as well as their
supervisors, the online leave becomes all the more transparent. The employees get
access to their leave history and leave balance and the supervisor to has access to
the same. Therefore, leave approval or rejection becomes more transparent.

 Leave policy awareness: The system can easily convey leave policy pertaining to
maximum/minimum number of leave permissible, holiday calendar management
according to location, and the number of days required before applying for planned
or long leave. Employees can, at any time, refer to the leave policy before applying
for vacation days.

CHAPTER III: PLAN FOR IMPLEMENTATION

1.5 Project Implementation Plan
All the users will see the same page when they enter in this website. This page asks the
users for a username and a password. After being authenticated with the correct username
and password, users will be redirected to their corresponding profile where they can do
various activities. The user interface will be simple and consistent, using terminology
commonly understood by intended users of the system. The system will have a simple
interface, consistent with the standard interface, to eliminate the need for user training of
infrequent users.

Users in the proposed online leave request as follows:

I. Leave Processor: These are the people that have privileges to add all the
Employees and register them in the organization and check the information of
the employees their leave status and type

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 II. Approving Authority: These are the people that have privileges to approve or
reject leave requests.

III. Employee: These are the people who are neither administrators nor
supervisors. They have the privileges of making leave request, changing their
basic information, changing their password among others.

1.6 Online Leave Application User’s Guide

 Employee’s guide- In order to use the online leave request employee must create
their account this include their personal information, unit/office, rank/designation.
To apply leave request employees just login their account using their created user
name and password it’s automatically proceed with online leave account
dashboard. By clicking user’s profile, the leave request option will display and they
can easily choose their leave want to apply. To monitor their leave request just click
leave status. See diagram below:

Employee

For new user’s Create an account Login account (existing user)

1. Personal information
2. Unit/Office User name Password
3. Rank/designation
4. Create and account Online Leave Account Dashboard
(User name/password)

User’s Profile

1. Click the leave request icon

2. Select leave
*Vacation leave
*Mandatory Leave
*Sick leave
*Emergency leave
(Other), maternity, paternity, special
privilege leave, leave abroad
3. Click to apply for leave (it will be sent to the
leave processor)
4. To view leave request status (click)

Leave request status

Leave approved Leave rejected

Print Leave Order Reject due to (click here)

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 Leave processor- is the personnel in-charge in checking the information of the
employee, accept and add employee to the system of online leave request. Update
the employee of their leave request status by sending notification. He/she is
responsible to monitor the all requested leave. Below is the system diagram of leave
processor:

Leave processor

Accept new user Dashboard

1. Search employee (Click search engine to

Add employee search employee’s profile, leave history)
(accept/reject) 2. View all employee’s leave records (click icon)
3. Leave management icon

View leave request sent by

employee/and leave status

Employee’s Leave request Approved/Disapproved leave request

return by Approving Authority
Review leave request
For leave order issuance (approved)
Forward reviewed leave request to
approving authority
Notify employee reason for disapproval

 Approving Authority: These are the people that have privileges to approve or
reject leave requests.

Approving Authority

Leave request sent by leave

processor

Approved Reject
(accept/reject) (accept/reject)

Return to leave processor for Return to leave processor to notify

issuance of leave order the employee for the reason of
disapproval

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1.7 Monitoring and Evaluation Plan
Testing Plan
The PRO MIMAROPA online leave request's testing objective is to demonstrate the
validity of the framework condition by eliminating errors and flaws. Plan for testing
includes:

User interface and program testing - The testing phase of the process concludes
with the gradual testing of each sample employee. This test's operation is to
determine whether or not each module's testing has been approved. The ability of
this test also raises the bar for testing conducted prior to the reconciliation process.

System Test- This process is largely dependent on the System for the testing stage
to be successful. System testing serves as the backbone for all other testing phases
because it implements the Hardware and Software Requirement Specifications and
the Software-Centered Examination of the System after all other testing has been
completed.

Test Cases- Test cases are sets of conditions that are used to mediate an
application by constructing the testing of all the necessary elements that must be
tested in order to determine whether the application is functioning properly or not.
It will verify the target and the goal that a framework is supposed to achieve. After
knowing the information that must be provided and the expected output from the
framework, it is finally possible to check the framework's functionality.

1.8 Project Risk Assessment

Implementing new technologies in PNP MIMAROPA including online leave
requests may encounter some problems, due to many barriers. These barriers
include insufficient resources and abilities. The proposed project lacks knowledge
of human resources. Inadequate Human Resource Management personnel.
Information technology is lacking. Lack of time and space: If there is no need, they
won't use web-based human resource tools because they typically do not have the
time or space to do so quietly and thoughtfully. The probability of being dependent
on technology will reduce the reliance on manpower, thus it poses a great risk to
the basic foundation of Human Resource, where Human Resources are considered
as an asset and capital to achieve original objectives and fulfill the mission and
vision of the PNP.

REFERENCES

(1) Manual HR Administration: How They Can Affect Your Organization

(sutisoft.com/blog/disadvantages-of-a-manual-hr-administration-how-they-can-
affect-your-organization/)
(2) Benefits of web-based Human Resource System
(resourcingedge.com)

(3) The different types of paid leaves in the Philippines

(blog.salarium.com/paid-leaves-philippines/)

(4) Employees Work-Life Balance

(Business news daily)
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(5) Civil Service Commission leave policy
(CSC Memorandum Circular No. 41, s. 1998)

(6) Guidelines on the availment of special leave benefits

(Magna Carta RA 7620)

(7) Revised guidelines in the filing of leave of absence for all PNP personnel
(PNP MC no. 2002-009, revised guidelines of leave)

(8) 2017 ORA OHRA (Revised 2018)

(Civil Service Commission)

(9) MC-2010-004 Service Leave Guidelines

(PNP MC 2010-004)

GLOSSARY OF TERMS

Access Easily gets accurate information about

employees’ leaves records
Account Employee’s personal records
requirements to use online leave
request
Accurate Precise and correct records of employee
Adherence Employees work in alignment with their
schedules
Approving Authority People that have privileges to approve or
reject leave requests

Automatically Pertaining to the account of an employee

if he/she login their account
Alphabetically Refers to the keeping of the hardcopy of
leave application and records by the
employee
Application Leave request sent by an employee
Backup Refers to the manual file system that
incases if the information is lost or
damaged
Break Poor data storage and easy damage due
to human error
Barriers Problem that may encounter in the
implementation of the project innovation

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Computer Devise can use for employee leave
request
Cumbersome Difficulties encountered by leave
processors in handling employees’
leaves
Consistence Standard and easy to understand
Create To make your personal account
Data Pertains to the current manual filing
system, records are kept in files
according to the year or staff name
alphabetically
Delay It refers to the action of approving
authority to reject or approve an
employee’s leave request
Dashboard The interphase of user’s
Diagram It shows the step process of user’s
Disapproved Leave request was rejected
Employee People that have privileges of making
leave request
Grant Opportunity of the employee to enjoy
their leave application
Gathering Collecting data to run the program of
online leave request
Human Resource people who work for a company or
organization and the department
responsible for managing all matters
related to employees
Manual Type of leave request operation that
requires employees to submit their leave
request in hard copy format
Maternity leave Refers to the period of time when a
mother stops working following the birth
of a child
Monitor Easily track the status of employee’s
leave request
Online A paperless leave operation
Paternity Leave Refers to the benefits granted to a
married male employee allowing him not
to report for work for seven (7) days

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 Policy A course or principle of action adopted or
proposed by a government
Password String of characters used to verify the
identity of a user during the
authentication process
Special Privilege Leave Leave of absence which may be availed
of for a maximum of three (3) days
Sick leave Employees take time off from work to
attend to the health needs of themselves
or their families
Smartphone A mobile phone that performs many of
the functions of a computer

Transparency The quality of being done in an open way

without secrets

Testing Take measures to check the quality,

performance, or reliability of (something)

Unsecured Leave data are not protected or free from

danger or risk of loss
Vacation leave Leave of absence with pay for the
purpose of rest, relaxation, or personal
business at the request of the employee

Biographical Sketch

Charle Botz Hidalgo Pascual

PNP- MIMAROPA, Recruitment Selection, Placement and Promotion Action NUP

Non-Uniformed Personnel Affairs Section,
Regional Personnel and Records Management Division
Police Regional Office MIMAROPA

NOTABLE ACCOMPLISHMENTS

Graduate of Bachelor of Arts Major in Psychology, Registered Psychometrician

with 9 years of dedicated service as Non-Uniformed Personnel;

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 Recipient of Five (5) Medalya ng Kasanayan, Nine (9) Medalya ng Papuri 2022
Instrumental in the successful conduct of Personnel Orientation Seminar held
at PRO MIMAROPA from February 8-12, 2021.
Recipient of Five (5) Medalya ng Kasanayan, One (1) Medalya ng Papuri 2021
Instrumental in the successful conduct of NUP recruitment and selection
process CY 2021.
Instrumental in the successful creation of PRO MIMAROPA Marching Band
designate as a Music Director/Instructor, October 2021.

Instrumental in the successful conduct of NUP recruitment and selection

process CY 2020.
Recipient of Three (3) Medalya ng Kasanayan, Two (2) Medalya ng Papuri
2020
Instrumental in the successful conduct of recruitment and selection processes
for the promotion to various positions of 16 NUP, transfer of appointment of 3
NUP and appointment of 25 newly appointed Non-uniformed personnel who
took their oath on July 1, 2019.
Instrumental in the successful conduct of Orientation in the Workplace for the
25 newly appointed NUP held at Police Regional Office MIMAROPA from July
4, 2019- July 12, 2019
Contributory for the conduct of Basic Computer Essential Course for Non-
Uniformed
Personnel from July 15, 2019- August 1, 2019.
Recipient of Two (2) Medalya ng Kasanayan and Four (4) Medalya ng Papuri
2019
Best Non-Uniformed Personnel, Region Wide 2019.

Personal Information

a. Personal Data

Charle Botz Hidalgo Pascual, or simply Botz to his colleagues and workmate is the
7th among the nine broods of Florencio Pascual and Lolita Hidalgo. He was born on
February 25, 1986. He graduated Bachelor of Arts major in Psychology at the Divine World
College of Calapan in Oriental Mindoro. With his perseverance and diligence with the
strong desire to obtain a degree, he finished college after five years of arduous work while
studying on April of 2012. He is a well-faceted person. And passionate in music He could
remarkably play nine musical instruments. His versatility steered the Divine World College
of Calapan Marching Band into the championship and bagged the 1st place during the 1st
Mindoro Oriental Brass Band Competition in 2010. He is married to Gena Cariño and
blessed with a 6- year old son named Xian Glen.

b. Entry to PNP –NUP Service

He entered in the PNP-NUP service on June 5, 2013. Known for his handworks and
commitment to duties, held various designations which hone his skills and capabilities as
Non-Uniformed Personnel. Some of his previous designation were:

NUP Records at the Regional Personnel and Human Resources
Development Division
Band Master of the then PRO MIMAROPA Band; and
Human Resource Doctrine Development Section Clerk

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 Present Assignment and Accomplishment:

Persistently, He continuously and passionately with unyielding work attitude and

hard works. In January 2019, with the implementation of NHQ-PNP General Orders No.
18-03 and NAPOLCOM Resolution No. 2019-009, creating Human Resource Doctrine and
Development as another division of Regional Office as Regional Learning Doctrine
Development Division. Hence, NUP Pascual’s designation as HRDD Clerk was terminated
and was assigned to Non-Uniformed Personnel Section and performed that duties and
function as Recruitment, Selection, Promotion and Placement under the tutelage of the
then OIC, NUPAS, NUP Edna P Baclayo. Charle Botz Pascual and in hand work with a
NUP Edna P Baclayo, neophyte in the field in the pursuit of quality performance and
effective discharge of administrative support functions.

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