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Solutions by KMD
SOLUTIONS FIT FOR YOU
USERS
MANUAL(2nd Edition)
National Economic and Development Authority
Regional Office No. 1
Solutions by KMDSolutions by KMD
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Introduction
In compliance with the Civil Service Commission’s (CSC) rules on
personnel management, each agency shall require a daily record of attendance
of off icers and employees including those serving in the field or on the water;
to be kept on the proper form, and whenever possible, registered on the bundy
clock.*
With the advent of automation and computerization, entities both public
and private, must capitalize on these emerging technologies to improve
productivity. Cognizant of the productivity benefits in automation and
computerization, NEDA Region I (NRO I) embarked on automating and
computerizing its processes, one of which is the Electronic - Daily Time Record
(e-DTR).The e-DTR is an automated system that records and provides real-
time and updated NEDA employee time-ins and outs, pass slips (personal or
official), leave credits, overtimes and even deviances.
The office policies (internal and external) were used as the basis of
the automated computations and as the guideline for the implementation of
the system.
This system attempts to lessen the time spent of the Personnel Unit
in manually computing the leave credits and overtimes; thus making the
maintenance of the records of the 56 staff of NRO I easier. It also records the
number of hours spent by an employee whenever he/she gets out of the officeby virtue of the pass slip or request for a vehicle. Employees violations such
as tardiness and under-times are likewise recorded. With the automation of
the processes, the Personnel Unit are has more time to work on their other
deliverables, thus improve their productivity.
While the e-DTR is a considered a system in itself, it is just a component
of a bigger system called NRO I Personnel Information System (NPIS) that
essentially covers the 201 File of NEDA employees in digital form.
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*CSC MC No. 21, s. 1991 Book V of Executive Order No. 292; Rule XVII, Sec 2
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Table of Contents
Introduction ..................................................................................... i
Module 1: Timing-In and Timing-OutTiming-in and Timing-out in the Normal Mode ........... ............ ... 1
Timing-in and Timing-out in the Pass Slip Mode ..................... ... 3
Module 2: Online DTRMain Window ..... . . . . . . . .. . . . . . . . . . . .. . . . . . . . . . . . .. . . . . . . . . . . .. . . . . . . . . . . .. . . . . . . . . . . 6
The Login Menu ........... ............ ........... ............ ........... ........ 6
Valid Password .......... ............ ............ ........... ............ .......... 6
Invali d Password ................ ............ ........... ............ ........... ... 7
Hierarchy of Users .......... ............ ........... ............ ............ ...... 8Staff DTR Menu ................... .................. ................... .............. 9
The Logbook for the Current Day ........................................... 9
Understanding the “Status” Column ............ ........... ............ .. 10
Understanding the “PS” Column ............ ........... ............ ..... 10
Understanding the “OT” Column ........... ........... ............ ........ 11
Staff DTR Summary Wi ndow ............ ........... ............ ........... 12
My DTR Informat ion Menu ............ ........... ............ ............ . 12
My Weekl y DTR Submenu ........... ........... ............ ........... . 12
My Monthly DTR Submenu ........... ........... ............ ........... 13
My OT and Leave Credit Balances Submenu ........... ........... 15
My Deductions Submenu ........... ........... ............ ........... .. 16
The Staff Monitoring Menu ........... ............ ........... ............ ..... 16
Staffs Balances .......... ............ ........... ............ ........... ...... 17Staffs Deductions ........... ........... ............ ........... ............ .. 18
Staffs Ledger ........... ........... ............ ............ ........... ....... 18
Staff Deviances ............ ........... ............ ........... ............ .... 19
Pass Slips ............ ............ ........... ............ ........... ............ . 19
Vehicle Request ........... ........... ............ ........... ............ ..... 20
Audit Trai l . . . . . . . . . . . .. . . . . . . . . . . .. . . . . . . . . . . . .. . . . . . . . . . . .. . . . . . . . . . . . .. . . . . 21
Administrator ............ ........... ............ ............ ........... ............ 22
User Menu ............ ........... ............ ........... ............ ......... 22
Project Menu .......... ............ ........... ............ ........... ........... 23
DTR Validation ......... ............ ............... ............ ............... .... 24
My Account Menu ............ ............ ........... ............ ........... . 24
Logout Menu .......... ............ ........... ............ ............ ......... 25
Online Daily Logbook ........... ........... ............ ........... .......... 25
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Module 3: Personnel SystemThe Login Menu ........... ........... ............ ........... ........... 28
The DTR Menu ........... ............ ............ ........... .......... 28
Loading Records of Employees ........... ............ ............ ...... 29
Rectification
Rectifying Time-in or Time-out .... . . . . . . . .. . . . . . . . . . . .. . . . . . . . . . 31
Rectifying Pass Slip .......... ............ ........... ............ ... 32
Rectifying Overtime Records ............ ............... ............... 34
Rectifying Remarks Column ................... ....................... .. 35
Setting Approved Overtimes ..... . . . . . .. . . . . . . . . . . . .. . . . . . . . . . . .. . . . . . . . . . 37
Edit Existing Records of Overti mes .............. ............ ............ 38
Staff Informati on Menu ........... ........... ............ ............ .......... 40
Personal Data Sheet ........... ............ ........... ............ ....... 40
Update Credits ......................................................................... 41
Secutiry Menu ............ ............... ............... ............... ............... 42Setting Access/Authority to System Users ............. ............. ......... 42
Setting the System Theme ......................................................... 43
My Account Menu ............ ............ ........... ............ ........... . 46
The Wi ndow Menu ........... ........... ............ ........... ............ .. 47
Logout Menu .................. ...................... .................. ............... 47
Annexes
Policy on Government Office Hours .... . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . 48
Policy on Flexible Working Hours .... . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . 48
Policy on Habitual Tardiness/Underti mes/Absenteeis m ....... .... 48
Overtime/Offsett ing .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Pass Slip .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . 52Rectif ication ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Leave Administration ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . 54
Request for Vehicle .............................................................. 59
Process Flow ............................................................................. 60
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List of Figures
Module 1: Time-In and Time-Out
1 Ent ry Wi ndow . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 1
2 Conf irma ti on Box . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 2
3 Inval id ID Number Ent ry . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 2
4 Pass S lip Mode . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 3
5 Purpose Box . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 4
6 Conf irmation Box . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 4
7 Dialogue Box to Inform Employee
to Time-in first in the Pass Slip Mode .......... 5
Module 2: Online DTR
8 Mai n Wi ndow . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 6
9 Login Window . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 7
10 Staf f DTR Summary Window . .. .. .. .. .. .. .. .. .. .. .. .. 7
11 Login Error Message . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 7
12 Staf f DTR Logbook Window . .. .. .. .. .. .. .. .. .. .. .. .. . 9
13 Frequency o f Pass S lip Ava ilment . .. .. .. .. .. .. .. . 10
14 Detai ls of the Pass Sl ip . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 11
15 OT Column . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 11
16 Detai ls o f the Over time . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 12
17 My Week ly DTR Window . .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 13
18 Reminder Box . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . . 14
19 The Month DTR Window . .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 15
20 T he Revi ew Box and Submi ssi on But ton . .. . 15
21 Credi t Balance Window . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 1622 Deductions Window . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 17
23 Deduction Detai ls Box . .. .. .. .. .. .. .. .. .. .. .. .. .. . 17
24 Staf f Monitor ing Window . .. .. .. .. .. .. .. .. .. .. .. .. .. . 17
25 Summary o f Staf f Balances . .. .. .. .. .. .. .. .. .. .. .. .. .. . 17
26 Summary of Staf f Deduct ions . . .. . .. . .. . .. . .. . .. . .. . .. . .. 18
27 Staf f Ledger Window . .. .. .. .. .. .. .. .. .. .. .. .. .. . 19
28 Summary o f Pass S lips . .. .. .. .. .. .. .. .. .. .. .. .. .. . 19
29 Summary of Vehic le Requests . . .. . .. . .. . .. . .. . .. . .. . .. . .. 20
30 Audit T ra il Window . .. .. .. .. .. .. .. .. .. .. .. .. .. . 21
31 Add/Edi t User Author i ty . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 22
32 List of Projects . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . . 23
33 Project Information Box . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 23
34 DTR Val idat ion Box . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . . 2435 Set t ing DTR Val idat ion . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 24
36 My Account Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 24
37 Logout Menu . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 25
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38 Online Dai ly Logbook . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 26
39 Details of Pass Sl ip/OB . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 26
40 Login Window for Guards . .. .. .. .. .. .. .. .. .. .. .. .. .. .. 2741 Input Box for Pass Slip Details . . .. . .. . .. . .. . .. . .. . .. . .. . .. . 27
42 Input Box for Request for Vehicles Detai ls . . .. . .. . .. . .. . .. . .. . . 27
43 Login Window (Personnel Module) . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . . 28
44 Personnel System Main Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . 28
45 Inval id User Name . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 29
46 Inval id Password . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 29
47 Checking DTR Entr ies . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 29
48 Loading Indiv idual DTR . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . . 30
49 Can’t Modi fy Record Box . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 30
50 Loaded Staf f DTR . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . . 30
51 Modi fy Record Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 31
52 Inval id Value . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 32
53 Message Box for a Modif i ed T ime . .. .. .. .. .. .. .. .. .. . 32
54 Update Pass Sl ip Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . . 33
55 Message Box Updated Pass S lip . .. .. .. .. .. .. .. .. .. 33
56 Update Over time Window . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 34
57 Message Box for Updated Over time . .. .. .. .. .. .. .. .. 34
58 Drop Down Menu for Remarks . .. .. .. .. .. .. .. .. .. .. .. .. 35
59 Message Box for Updated Remarks . .. .. .. .. .. 35
60 Adjustments in the Work Hours . .. .. .. .. .. .. . 36
61 The Set Approved OT Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 37
62 Edi t Existing Records of Overt ime . . .. . .. . .. . .. . .. . .. . .. . .. . . 38
63 OT Monet izat ion Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 39
64 Monet izat ion Conf irmat ion Box . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 39
65 Details of Monet ized OT . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 4066 Leave Deduct ions f rom Monet ization . . .. . .. . .. . .. . .. . .. . .. . .. . . 40
67 PDS Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 41
68 Conf irmat ion Box on the Updated Record . . .. .. .. . .. .. . .. .. . .. .. . 41
69 Leave Credi t Update Window . .. . .. .. . .. . .. .. . .. .. . .. . .. .. . .. .. . .. . . 42
70 Conf irmat ion Box on Updated Leave Credi ts . . .. .. . .. .. . .. .. . 42
71 User Management Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 43
72 Adding New System Theme . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 44
73 Deleting System Theme . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 44
74 Message Box for Deleted Theme . .. .. . .. .. . .. . .. .. . .. .. . .. .. . .. .. . .. .. 44
75 System Log Window . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 45
76 Record of Individual USer . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. 46
77 Change Password Window . .. . .. .. . .. .. . .. . .. .. . .. .. . .. .. . .. .. . .. .. . .. .. . 46
78 New Password Conf i rmation . . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 4679 Message Box for Updated Password ...................................... 47
80 Confirmation to Close the System ..... .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . .. . 48
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The Modules
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Module 1: Timing In and Out
A dedicated computer is made available at the lobby to serve as the data
entry module of all employees. This module captures the staff time-ins and outs
in the office (normal mode or pass slip mode) using the ID number and fingerprint.
Its default display is the greetings and the entry window (Figure 1). All information
captured in the data entry module is kept in a database that resides in a server. Its
administration is handled by the Human Resources Development (HRD) Unit, while
the system maintenance and updating are undertaken by the KMD.
A. Time in and time-out in the Normal Mode
1. Enter ID number
The employee has to enter his ID number in the Entry Window (Figure 1).
2. Confirm time-in or time-out
Upon entering his/her ID number, the employee’s name will appear below
the entered ID number and a confirmation box will pop up. The confirmation
box will allow the staff to confirm or cancel his entry through his/her fingerprint(Figure 2).
Figure 1. Entry Window
Enter ID
Number here
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3. Invalid Entry
If in case the entered ID number and/or fingerprint is invalid, the system
shall inform the employee that the data entered is not registered (Figure 3)
and allows the staff to enter his/her correct ID number.
4. Record keeping
All confirmed entries are recorded in the database and can be viewed in
the Staff DTR (please see Staff DTR in Module 2).
Figure 2. Confirmation Box
Confirm time-in/
time-out usingthe fingerprint
reader
Figure 3. Invalid ID Number Entry
This will
appear when
the staff
enters aninvalid ID
number
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5. Failure to Time-In/Time-Out
All employees who failed to time-in before 10:00 in the morning and 2:00
in the afternoon (2:00 PM), the system shall tag the staff as “absent.”
However, this tag is lifted when staff has entered his time-in.
Employees who forgot to time-in or time-out are advised to request the
authorized personnel from the HRD Unit to make the necessary
rectification.
B. Timing-out and Timing-in in the Pass Slip Mode
Employees are allowed to go out of the office either for personal or official
purposes (based on office policy on Pass Slip). While the e-DTR is alreadyautomated, employees are required to fill-up a pass slip (Annex 1 Item 5), duly
signed by their respective Division Chief or Division OIC. This is to allow the office
to have a record of the duly approved pass slips since the e-DTR cannot capture
the signature of the approving authorities. The request for vehicle form may also
serve as a pass slip for the individual employee who made the request (based on
office policy on Request for Vehicle Annex 1 Item 8).
1. Switch to the Pass Slip Mode
Press “P” to switch to the Pass Slip Mode (Figure 4) with “Pass Slip” and
entry window as the default display
2. Enter ID number
The employee going out of the
office shall enter his ID number
in the entry window (Figure 4).
3. Select purpose
Upon entering the ID number,
the purpose box shall appear.
The purpose box allows the staff
to enter his/her purpose whether “personal”, “official” or “requested
Figure 4. Pass Slip Mode
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vehicle” (Figure 5). Please note
that the default selection in the
purpose box is “personal” . Use the arrow keys to select the
purpose of going out (please note
that the purpose indicated in the
pas slip form should jibe with the
purpose selected in the e-DTR).
Hit the enter key to select the
desired purpose.
The employee may also opt to
cancel this routine by pressing the
“Esc” key.
4. Confirm time-out or
time-in in the office
The confirmation box shall appear upon entering the purpose of going out
of the office (Figure 6).
Touch the fingerprint reader to confirm the time the staff gets in or out of the
office.
5. Record Keeping
All confirmed entries are recordedin the database under the PS vari-
able and can be viewed in the Staff
DTR (please see Staff DTR in
Module 2).
Employees must time-out and
time-in in the “pass slip” mode
whenever they go outside the
office and upon their return in the
office.
Figure 5. Purpose Box
Figure 6. Confirmation Box
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6. Failure to time-in
In instances that the employee failed to time-in in the “pass slip” when he
comes back in the office (Figure 7), the system shall prompt the employee
that he/she must time-in first in the “pass slip mode”.
The employee is advised to shift to the “pass slip” mode and time-in.
Based on office Policy on Rectification, the employee is advised to request
the authorized HRD personnel to rectify his time of return to the office (Annex
1 Item 6).
Figure 7. Dialogue Box To Inform the Staff
to Time-In first in the “Pass Slip”
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Module 2: Online DTR
The Online DTR Module is a personalized, single sign-on web interface of
relevant information entered by the staff and generated by the system. It provides
real-time and updated information on the staff’s time-in or out, leave credits, overtime
and deviances. Employees could access these information at their workstations
without personally going to the HRD Unit.
A. Main Window
The Main Window of the Online DTR Module has three (3) main menus namely: 1)
Home,2) Login, and 3) Staff DTR (Figure 8).
A.1. The Login Menu
1. Login Window
Click the “Login” menu
Upon clicking the “Login” menu, the employee is asked to enter his user
name and password (Figure 9)
Figure 8. Main Window
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Figure 9. Login Window
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By default, both the username and password is the first name of the
staff. However, the employee is advised to change these at the earliest
possible time (Pls. see my Accounts).
2. Valid Password
Entering a valid username and password (Figure. 10) allow the user to
view his/her weekly or month DTR, overtime, leave credits, and account
management (pls. see Staff DTR Summary).
3. Invalid Password
Invalid username and password, a
message box will pop up to inform
the employee that there is a “Login
Error” (Figure 11)
The employee is advised to check
the accuracy of his entries
Click the “OK” button to enter
another username and password
4. Hierarchy of Users
Public
o This type of user does not require the employee to login
o Viewing is limited to the daily DTR entry of employees
Staff
o All “staff” users are required to login to view their own record, such:
Weekly and monthly DTR information
Figure 10. Staff DTR Summary Window
Figure 11. Login Error Message
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Credit deductions (overtime, ONE and leaves) and available
balances
DTR entry for the current day
Change or update his/her login details (username and password)
Managemento This comprises of the RD, ARD, Division Chiefs and Unit Heads.
The RD and ARD can monitor the DTRs of all employees. DCs can
view the details of all employees under their respective divisions.
For the Operations Division, Unit Heads can monitor the employees
under their respective units.
o The RD and ARD can also view the OT and leave balances, as well
as the deductions incurred by all the staff
o Specifically, the “management” can view the following informationabout the employees under them:
View monthly DTR
View details of devianceso Aside from the monitoring privileges of the management, they can
also perform the routines performed by the “staff” users
HRD Personnel
o The HRD Personnel has the same monitoring and viewing privileges
as the RD and ARD
o Aside from this, they also have the authority to rectify, approve and
print the monthly DTR of all employees by virtue of a Sepcial Order
issued to them
Administrator o The Administrator is the highest type of user. This is currently
assigned to a staff within the KMD as the overall administrator of the
system. However, the administrator is not authorized to rectify DTR
related records.
o The Administrator has the same privileges of the HRD Personnel
(except for rectification) and more importantly, he has the sole
authority to append, edit or remove users of the eDTR
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A.2. Staff DTR Menu
The Staff DTR is essentially the daily logbook of the staff. It allows the user to
view the details of staff’s time-ins and -outs, status, pass slips and overtime for
the current day. This can be accessed by the public and does not require the
user to login. If the user wants to see the details of his weekly/month DTR, he/
she has to login to access these records.
1. The logbook for the current day
Click the Staff DTR button
Select desired division, position and name of staff
Group viewing:
o By division:Choose specific division from the “division” submenu
Choose “select all” from the “position” submenu
o By division and by position
Choose specific division from the “division” submenu
Choose specific position from the “position” submenu
o All staff (Figure 12)
Choose “select all” from all the submenus (division, position and
staff)
Aside from showing the time-ins and -outs of the staff for the current day, this
window also shows the status of the employee (status), the frequency of his
pass slip (PS) for the day and/or whether the employee is rendering overtime(OT)
Figure 12. Staff DTR Logbook Window
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2. Understanding the “Status” Column
The “status” column shows whether the employee is in the office, on Official
Business (OB), on leave (ONE, WL and, SL), or on offset
3. Understanding the “PS” Column
PS stands for pass slip, it shows how many times an employee is on pass
slip
Details of the pass slip can be viewed by clicking the link under the PS
column of the employee (Figure 13)
Upon clicking the PS links, the staff pass slip window will appear.
This window shows the time the employee went out and returned to the
office. It also shows the purpose and the length of time (span) spent by the
employee outside the office (Figure 14).
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Figure 13. Frequency of Pass Slip Availment
Click here to
view details
of PS
Figure 14. Details of the Pass Slip
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4. Understanding the “OT” Column
OT stands for overtime. A remark of “with OT” shall appear at this column
if the employee timed-in after timing-out in the afternoon (Figure 15) or if
the employee timed-in during holidays and weekends
Details of the OT can be viewed by clicking the link under the OT column of
the staff (Figure 16). It also shows whether the OT rendered/being
rendered has been approved or not. For OTs that have not been approved,
the employee has to submit the necessary documents and request for
rectification to make the OT official (based on the Policy on OT).
B. Staff DTR Summary Window
The Staff DTR Summary Window requires the user to login in the system
(pls. see Login Menu). After logging in, the Staff DTR Summary Window shall
appear. This window contains the following menus:
Home
My DTR Information Window
o My Weekly DTR
o My Monthly DTR
Click here to
view details of OT
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Figure 15. OT Column
Figure 16. Details of the Over Time
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o My OT and Leave Credit Balances
o My Deductions
Staff DTR
My Account
It also features the birthday celebrators for the current month.
C. My DTR Information Menu
C.1. My Weekly DTR Sub-Menu
Employees can only view his/her own DTR details (pls. see Hierarchy of
Users) Click on the “My Weekly DTR” button
After clicking the “My Weekly DTR” button, the weekly DTR window shall
appear (Figure 17).
This window shows the summary of the employee’s DTR for the current
week
12
Show Options
Displays the
actual number
of hrs rendered
Displays the
needed number
of hrs to com-
plete the re-quired 40 hrsFigure 17. My Weekly DTR Window
Click here to
view options/
reminders
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Aside from showing the details of the time-ins and outs, this window also
shows the number hours spent on a “personal pass slip”; the daily
computations of the total work hours less the “personal pass slip” (based
on the Policy on Pass Slip); tardiness; undertime, overtime, converted OT
as per CSC rules (based on Policy on OT); and the remarks.
The remarks column shows whether the day falls on a weekend or a holiday,
or whether the employee is on leave or on OB
It also allows the employee to monitor the number of hours he/she has
already rendered, as well as the remaining time to complete the required 40
hours (based on the Policy on 40-hours work)
A reminder box can also be activated by clicking at the “Show Options”
button (Figure 18)
C.2. My Monthy DTR Sub-Menu
After the end of each month, the HRD Unit is required to print the monthly
DTR of all staff. But before the HRD Unit could print the monthly DTR, all employees
are required to review and submit their DTRs online.
All rectifications should be made within the first five working days of the
succeeding month.
Click on the “My Monthly DTR” button
The Monthly DTR window shall appear after clicking the “My Monthly DTR”
button (Figure 19)
The monthly DTR allows the user to limit his/her viewing to the HR approved
DTRs by ticking at the “HR APPROVED ONLY” option
The employee has to input the year and the month he desires to view by
selecting at the drop down menus of the YEAR and MONTH
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Figure 18. Reminder Box
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The columns contained in this window are the same with the columns found
in the weekly DTR. The only difference is the presence of the column onthe weekly summary of the hours rendered; and undertime
While an employee can see the print preview of the DTR, he/she cannot
print the document because only the HRD Unit is authorized to do so
For the DTRs that have not yet been approved by the HR, the employee has
to tick on the review box after the thorough review, and submit by clicking
the submit button.
These options are found at the bottom portion of the window (Figure 20). A
thorough review is mandatory before clicking the submit button.
A submitted DTR is considered final and official and can no longer be rectified.
Upon submission of the DTR, the HRD Unit shall review, approve and print
the DTR.
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Figure 19. The Monthly DTR Window
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The printed DTR is considered official by affixing the concerned employee’s
signature at the space provided for in the form.
C.3. My OT and Leave Credit Balance Sub-Menu
An employee can view his/her accumulated over times and leave credits by
clicking at the “My OT and Leave Credit Balances” Sub-Menu under the “My
DTR Information” (Figure 21)
The credit balance window will show the summary of the staff’s overtime
from the previous year as well as the current year.
Computations of OT is based on the CSC rule on OT
It also shows the summary of available leaves of each staff
All reports generated in this window are shown in terms of hours and days
(based on the Policy on OT and Leaves)
Figure 20. Review Box and Submission Button
Review
Box
Submission
Button
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Figure 21. Credit Balance Window
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C.4. My Deductions Sub-Menu
Deductions are recorded in the database whenever the staff goes on leave,
offset, and incurs undertime (based on the Policy on Leaves, Undertimes,
OT)
Upon clicking the “My Deductions” submenu, the employee is asked to select
the year and month at the deductions window (Figure 22) which will show
the summary of deductions incurred during the chosen month and year
Details of each deductions can be viewed by clicking at the number that
appears at the column where the deductions were made (Figures 23).
The deduction details box will appear after the click.
As a policy, undertimes are
deducted from the vacation leave
(based on Policy on Undertime)
D. The Staff Monitoring Menu
The “staff monitoring menu” is a feature that is not available to the entire
staff. This is a privilege enjoyed by users who are classified as management, HRD
and administrator. This feature allows these users to monitor the daily and monthlyDTR as well as the deviances of their staffs.
Login as management, HRD or administrator (pls. see Login Menu)
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Figure 22. Deductions Window
Figure 23. Deduction Details Box
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The Staff Monitoring Window shall appear upon logging in (Figure 24)
Click the Staff Monitoring Menu to start viewing the employees’ records along
leave and OT balances, deductions, ledger, deviances, pass slips, vehicle
request, and autdit trail
D.1. Staff Balances
This menu displays all the balances of all employees (individual or group)
on overtime, welfare leave, vacation leave, sick leave and the ONE Time Off Privilege.
Click the Staff Balances menu under the “Staff Monitoring”
Select desired division of the employee to be viewed by selecting from the
drop down menu for divisions. Balances of all employees can also be viewedby clicking “Select All” (Figure 25)
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Figure 24. Staff Monitoring Window
Figure 25. Summary of Staff Balances
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D.2. Staff Deductions
Summary of deductions incurred by employes (individual or group) can be
accessed through the “Staff Deductions” portion of the Staff Monitoring Menu.
Click the Staff Deductions under the “Staff Monitoring”
Select the division of the employee to view his/her record of deductions
Select the name of the employee to view individual record or click “Select
All” to view record of all employees in the selected division
Specify the month and year by selecting at the dropdown menu
Details of the deductions can be viewed by clicking at the deduction data;
date and reason of deductions will be displayed (Figure 26)
D.3. Staff Ledger
Each employee has his/her own leave ledger where leave earnings and
deductions of all CSC prescribed leaves are recorded.
Open the Staff Ledger menu
Select the division of the employee
Select the name of the employee to view his/her leave ledger Set the year and month to display the ledger (Figure 27)
Click the blue colored item to see details of deductions
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Figure 26. Summary of Staff Deductions w/ Details
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D.4. Staff Deviances
Deviances are policy violations of employees such as, tardiness, undertimes,failure to time-in or time-out, etc. These are recorded in the database and can be
viewed under the Staff Deviances
The deviances window shall appear upon clicking at “Staff Deviances”
Select the division of the employee; or click “Select All” to view records of
deviances for the entire office
A type of deviance for a specific month and year can be viewed by selecting
from the deviances menu
Set the year and month to display the record of deviances
Details of the deviances of each employee can be viewed by clicking at the
frequency beside the name of the staff
These deviances, particularly the tardiness will be the basis of the HRD Unit
to remind, impose sactions, or penalize the concerned employee
D.5. Pass Slips
The frequency and length of pass slips of every employee for a given period
can be viewed in this menu. Display of records of pass slips may either be by
inidividual employee, by division or all employees.
Open the Staff Ledger menu
Select the division of the employee; click “Select All” to view records of all
employees Select the name of the employee to see individual record of pass slips
Set the dates
Click the blue colored item to see details of pass slips (Figure 28)
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Figure 27. Staff Ledger Window
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D.6. Vehicle Request
Vehicle movement (covered by vehicle requests) can be monitored throughthis menu. All vehicles requested are recorded in the system by the guard on duty
using the guard’s module or online logbook.
Set the period of dates to be viewed
Select the vehicle type; or choose “Select All” to view the records of all
vehicles
Select the driver from the list of drivers; or choose “Select All” to view all
records of driving services
Select the project from the list; or choose “Select All” for all projects
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Figure 29. Summary of Vehicle Requests
Figure 28. Summary of Pass Slips
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21
Select the division; or choose “Select All” for the entire office
Select the the name of an employee; or choose “Select All”
Choose whether as requesting official or as passenger
Select the type of pass slip (personal/official) to load the record (Figure 29)
D.7. Audit Trail
All actions entered in the eDTR system are recorded in the Autdit Trail to
ensure the integrity of data. Verification of actions and rectifications are also done
in this menu. Please note that the verification must be done by another HR personnel
who is not the personnel who made the rectification as means of check and balance.
This is also the tool for the Internal Audit Unit to check the truthfulness of the
actions taken by the HR personnel on rectifications and verifications.
Select Division
Choose the employee from the list of names; choose “Select All” for all
employees
Set the month and year
Select specific name of rectifier; or choose “Select All” to include all HRD
personnel found from the list
Select from among the list of processes; or choose “Select All” to check all
records of actions and rectifications
How to verify rectifications
Review all supporting documents of rectifications before making any
verification
Tick the box provided at the last column of the Audit Trail to verify the
rectification or other actions
Click the “Verify Selected” button located at the bottom of the page
The system will ask the user if he/she really wants to verify the record
Click the “Ok” button to carry out the desired action; or “Cancel” to disregard
the action
The name of the employee who verified the record will appear below the box
(Figure 30)
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E. Administrator
This menu is only available for the System Administrator (see Hierarchy of
Users) since most of the functions in this menu is granting authority of access and
acount to a user. This has four submenus, namely: a) User, b) Audit Trail, c) Project,
and d) DTR Validation.
E.1. User Menu
Usernames of all employees system are stored in this database. This is
useful during instances when an employee forgets the his/her username. Passwordsand authority of acess can also be set in this menu.
Click the menu of the User to open the list of users
To edit the account of an employee, click on the pencil icon and make the
necessary adjustments
To add a new user, click the Add button found at the top of the list. The user
information box will appear.
- Assign a username and password
- Select the name of the employee from the list
- Set authority or rights of the employee
To delete a record, put a check mark at the box provided at the last columnof the list; then click the “Delete” button located at the bottom of the list
Click “Save and Exit” button to save the changes or a new record (Figure
31)
22
Figure 30. Audit Trail Window
Click here to
verify
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E.2. Audit Trail Menu
Please see D.7
E.3. Project Menu
Overtimes, pass slips and vehicle movement are tagged to a project of the
office. This helps in maintaining a record of time spent by an employee for a particular
project whenever he/she goes out of the off ice on pass slip, renders overtime and
even the movement of the requested vehicles.
Click the menu of the Project to open
the list of projects (Figure 32) To edit an existing project, click on the
pencil icon and make the necessary
adjustments
To add a new project, click the “Add”
button found at the top of the list. The
project information box will appear
(Figure 33).
- Assign the code of the project
- Enter the name of the project
To delete a record, put a check mark at
the box provided at the last column of
the list; then click the “Delete” button
located at the bottom of the list
Click Save and Exit button to save the
changes or new record
23
Figure 31. Add/Edit User Authority
User
Information Box
User List
Figure 33. Project Information Box
Figure 32. List of Projects
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F.4. DTR Validation Menu
The eDTR is designed to accept both the ID number and fingerprint of the
meployees. However, during cases that the fingerprint of the employee cannot be
read or when the f ingerprint (biometric) reader device malfunctioned, the System
Administrator can allow the system to accept ID numbers only.
Click the menu of the DTR Validation to asign
validation
Select division of the staff
Click on the pencil icon to change validation.
The DTR validation box will appear upon
clicking the pencil (Figure 34)
Select from the list of validation to assign“biometric” as the validation device (Figure
35)
Setting the DTR Validation to “No Validation” will allow the system to acceptthe ID number of the employee even without submitting his/her fingerprint.
G. My Account Menu
The My Account Menu allows the employee to change his username and
password
Click the “My Account Menu” to activate the Account Window (Figure 36)
To change the username, the employee has to enter his old and new
username.
For the password, the employee also needs to enter both his old and newpasswords
The employee has the option whether to save or to clear his entries by
clicking at the appropriate decision buttons
Figure 34. DTR Validation BoxFigure 35. Setting DTR Validation
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H. Logout Menu
The staff can move out of the Staff DTR Summary Window by clicking at
the logout menu (Figure 37). A dialogue box will appear for a few seconds
after logging out and the staff will immediately be prompted to the main
window of the system
I. Online Daily Logbook
The “online daily logbook “ or the guard’s module is essentially the daily
logbook of the employees. This module serves as online locator of employees
which can be accessed using the Mozilla internet browser. This module is color
coded to easily identify the whereabouts of the employees. It also serves as the
online organizational chart as it displays the photos of employees per division (Figure38)
Figure 37. Logout Dialogue Box
25
Save and Reset
Buttons
Figure 36. My Account Window
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Figure 38. Online Daily Logbook
Figure 39. Details of Pass Slip/OB
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G.1. Staff locator
Staff whereabouts are seen by navigating the the mouse over the name of
the employees on pass slip, OB, offset or leave (Figure 39)
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Figure 41. Input Box for Pass Slip Details
Figure 42. Input Box for Request for Vehicle Details
Figure 40. Login
Window for Guards
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Module 3: Personnel System
The Personnel System Module of the e-DTR is the management portion of
the system. This module encompasses all the tasks of a Personnel Officer such
as the authority to modify entries based on the approved rectification request,
approve and print monthly DTRs. Only authorized HR personnel are allowed to
use this module. This module is also protected with a password to further uphold
the security and integrity of the data captured and generated by the system.
A. The Login Menu
1. Login Window
· Upon running the PersonnelSystem Module, the user is asked
to enter his user name and
password (Figure 43)
2. Valid Password
Entering a valid username and
password (Figure 44) allow the
HR personnel to access the
records of all employees
3. Invalid Username and Password
For invalid username and
password, a message box will pop up to inform the HR personnel that he
has entered an invalid username and password (Figures 45 and 46)
The HR personnel is advised to check the accuracy of his/her entries
Click “OK” button to enter another username and password
B. The DTR Menu
The DTR Menu allows the authorized HR personnel to enter the database
of the e-DTR. This means that he/she can enter the approved requests for travels
and overtimes prior to the actual travel or conduct of overtime. In case of rectification,
the HR personnel must ensure that the request for rectification has been approved
Figure 43. Login Window
Figure 44. Personnel System Main Window
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(based on the Policy on Rectification). Otherwise, the modifications made in the
database are considered invalid. All changes in the database are recorded and
can only be retrieved by the Administrator.
The DTR Menu has 2 submenus, namely: 1) Checking, and 2) Set Approved
OT.
1. Loading Records of the Staff
Click DTR button at the main menu
Select the Checking submenu (Figure 47)
Prior to the loading of the record of an employee, the HR personnel is required
to enter the desired record’s year and month, the division where employee
belongs, and the name of the employee who requested for a rectification
(Figure 48).
If HR personnel failed to enter any of the required data, a message box(Figure 49) will appear to inform him/her that the rectification process cannot
commence.
Figure 45. Invalid Username Figure 46. Invalid Password
29
Click here to
check DTR
entries
Figure 47. Checking DTR Entries
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Clicking the OK button will again
prompt the HRD personnel to
enter the required information.
After entering the desired year
and month and the name of the
employee requesting for a
rectification, the employee’s
individual record shall be loaded
(Figure 50).
Having loaded the DTR of the requesting employee, the HR personnel isnow ready to make the necessary rectification as requested.
Figure 48. Loading Individual DTR
Figure 49. Can’t Modify Record Box
30
Click here to load
individual DTR
Figure 50. Loaded Staff DTR
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2. Rectification
Rectifying the employee’s DTR record is allowed only if the rectification
request has been approved. As an office policy the rectification (based on the
Policy on Rectification) process for any entries in the DTR can only be done from
the time the error occured up to the first five working days of the following month.
This system will not accept any rectification beyond that period as the employee is
already given a wide leeway and long period to request for rectifications.
All rectifications should be verified by another personnel from the HRD Unit
as a means of “check and balance,” which are recorded in the “audit trail” (see
“Audit Trail”).
a. Rectifying Time-in or Time-out
Load the record of the employee to be rectified.
Select the desired time by clicking the requested date and time to be
rectified.
The modify record window (Figure 51) will pop up upon clicking the date and
time being rectified.
The time-in or time-out could be
edited by encoding the correct time
or selecting the appropriate time in
the combo box.
The system is designed not to
accept modifications that are not
within the parameters, (i.e. time-in/
time-out being modified is in the
morning, the new time-in/time-out
should be within the period of 7:00 -
12:00 in the morning), otherwise, a message box of invalid value will appear
(Figure 52)
Click “Update” button to save the rectified time in the database. A message
box (Figure 53) will appear to inform the HR personnel that the new time-in
Figure 51. Modify Record Window
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or time-out has been updated in the database.
Click “Close” button to exit from the time-in/time-out rectification window.
b. Rectifying Pass Slip
Most of the deviances incurred in the pass slip is the failure of the employee
to log-out or log-in in the pass slip mode of the eDTR. There are also instances
that the staff who went out on official pass slip but failed to return in the office
because the meeting he attended was adjourned beyond 12:00 noontime or 5:00 in
the afternoon. Such being the case, the staff has to request the rectification of his/
her record by filling-up the rectification form.
Load the record of the employee to be rectified.
At the pass slip column, click on the record of time of pass slip being
requested to be rectified.
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Figure 53. Message Box for a Modified Time
Figure 52. Invalid Value
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The “update pass slip” window (Figure 54) will appear upon clicking on the
time. Having entered into update pass slip window, the HR personnel can
now made the necessary adjustments on the time the requesting staff went
out or went back in the office, as well the purpose.
Click “Update” button to save the
updated pass slip details. Upon
clicking the “Update” button, a
message box (Figure 55) will
appear to inform the HR personnelthat the pass slip record has been
updated.
Click “OK” button to check the
necessary changes in the length
of time on pass slip under the
span column; and the summary
of the frequency of pass slip
purposes at the “update pass slip”
window.
Click the “Close” button to exit from the pass slip rectification window.
Figure 54. Update Pass Slip Window
Click here to
save update PS
details
Click here
to exit
Figure 55. Message Box on
Updated Pass Slip
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c. Rectifying Overtime Records
Any employee rendering overtime services must seek the approval of his/
her division chief and the ARD/RD and submit it to the HR personnel to properly set
the requested date of overtime. However, requests made after the actual rendition
of overtime services are considered “unapproved,” therefore, these will not be added
to the accumulated number of overtimes rendered. The status of overtime
(approved or unapproved) is reflected in the logbook under the OT column. The
same policy applies during weekends, hence there is a need to rectify the overtime
record by accomplishing the rectification form with the approved request for overtime
as attachment.
Load the record of the employee to be rectified.
At the overtime column, click the record of overtime being requested for rectification.
The “update overtime” window (Figure 56) contains the approved and
unapproved time-in and time-out
during overtime.
All overtimes with approved official
request shall be captured in the
approved portion of the window,
otherwise, these will be reflected in
the unapproved portion. Enter the correct time on the
appropriate space provided for
time-in and time-out.
Click here to save
changes in overtime
record
Figure 56. Update Overtime Window
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Figure 57. Message Box on
Updated Overtime
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Click the “Update” button to save the changes made in the overtime record.
A message box (Figure 57) will appear to inform the HRD personnel that the
overtime record has been updated.
Click the “OK” button to check the necessary changes in the overtime
records.
d. Rectifying the Remarks Column
The Remarks column shows whether the day falls on a holiday or weekend.
It also shows whether the employee is on flexi time, official business, on leave,
rendered overtime, or worked during lunch break (No lunch). The default display in
the remarks portion is flexitime (flexi).
Remarks on the holiday or weekend are system generated. Other remarksare also system generated based on the documents submitted to the HRD personnel.
Employees on OB/leave who failed to submit their approved travel orders and leave
forms are marked absent.
Load the record of the staff to
be rectified
At the remarks column, click on
the record of remarks being
requested for rectification. Table
1 shows the summary of
remarks with corresponding
deductions/adjustments. Select the appropriate remarks
by clicking from the list provided
in the combo box (Figure 59)
Click “Update” button to save
the changes in the DTR
remarks.
A message box will appear to
inform the HR personnel that the
record on DTR remarks has been
updated
Click “OK” button to go back to thewindow on modify record
Necessary adjustments (Figure 60)
in the total number of hours
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Figure 58. Combo Box Options
Figure 59.
Message BoxUpdated Remark
Click here to update
remarks
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Legend DescriptionHours
RenderedDeductions
FLEXI Fexible Time no deductions
HOLIDAY Holiday 8 hours no deductions
WEEKEND Weekend no deductions
OFFSET Offset Overtime (one day) 8 hours 8 hours to be deducted from OT
OFFSET AM Offset Overtime (morning only) 4 hours 4 hours to be deducted from OT
OFFSET PM Offset Overtime (afternoon only) 4 hours 4 hours to be deducted from OT
ONE ONE Leave (one day) 8 hours 8 hours to be deducted from ONE
ONE AM ONE Leave (morning only) 4 hours 4 hours to be deducted from ONE
ONE PM ONE Leave (afternoon only) 4 hours 4 hours to be deducted from ONE
VL Vacation Leave (one day) 8 hours 8 hours to be deducted from VL
VL AM Vacation Leave (morning only) 4 hours 4 hours to be deducted from VL
VL PM Vacation Leave (afternoon only) 4 hours 4 hours to be deducted from VL
SL Sick Leave (one day) 8 hours 8 hours to be deducted from SL
SL AM Sick Leave (morning only) 4 hours 4 hours to be deducted from SL
SL PM Sick Leave (afternoon only) 4 hours 4 hours to be deducted from SLWL Welfare Leave (one day) 8 hours 8 hours to be deducted from WL
W L AM W elfare Leave (morning only) 4 hours 4 hours to be deducted from W L
WL PM Welfare Leave (afternoon only) 4 hours 4 hours to be deducted from WL
FL Forced Leave (one day) 8 hours 8 hours to be deducted from FL
FL AM Forced Leave (morning only) 4 hours 4 hours to be deducted from FL
FL PM Forced Leave (afternoon only) 4 hours 4 hours to be deducted from FL
ML Maternity Leave (one day) 8 hours 8 hours to be deducted from ML
ML AM Maternity Leave (morning only) 4 hours 4 hours to be deducted from ML
ML PM Matern ity Leave (afternoon only) 4 hours 4 hours to be deducted from ML
PL Paternity Leave (one day) 8 hours 8 hours to be deducted from PL
PL AM Paternity Leave (morning only) 4 hours 4 hours to be deducted from PL
PL PM Paternity Leave (afternoon only) 4 hours 4 hours to be deducted from PL
LWOP Leave without Pay 8 hours deduct the equivalent amt from salary
SUS Work suspended 8 hours 8 hours
NO LUNCH Worked during lunch break*
*time spent for working during lunch break will be counted in the total hours rendered for the day
The total work record will adjust
to 8 hours when the remark is set
to HOLIDAY
Figure 60. Adjustments in the Worked Hours that Corresponds
to the Remarks
The total work record will adjust
to 4 hours when the remark is set
to OB AM/PM or any kind of half-
day leave
Table 1. Summary of Remarks with Corresponding
Deductions/Adjustments
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3. Setting Approved Overtime
All approved overtime requests prior to the actual rendition of the overtime
work can be entered in the “Set Approved OT” of the DTR menu. By doing this, the
employee rendering overtime need not request for the rectification of his records
because his/her request has already been recorded in the database. The system
will also automatically accept the time-ins and outs of the employees.
Go to DTR menu
Click submenu on “Set Approved OT” the ““Set Approved OT” will appear (Figure 61).
Two ways to enter the name of the staff(s) with approved OT request: 1)
select from the list of ID numbers provided in the combo box for IDs; or 2) by
selecting name from the list provided in the combo box of the names of
employees
Click “Add to List” button to build the list of staff rendering overtime. Notice
that the list window will now contain the ID number and name of the staff
Repeat the process of entering name and the “Add to List” to enter another
name for overtime requests with a number of staff for a single purpose.
After generating the list of employee(s) who will render overtime, the HR
personnel has to specify the project of which the overtime shall be credited
by selecting the appropriate project in the list provided in the combo box.
The date of the overtime to be rendered will also have to be specified by
Select ID number/name
of the staff with OT
request
Enter Purpose
of Overtime
Figure 61. The Set Approved OT Window
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selecting at the date from the calendar
The purpose of the overtime will have to be specified in the purpose box Click the “Save” button to save the details of the overtime
4. Edit Existing Records of Overtime
In case there are additional employees who will render overtime or decided
not to render overtime, the list of employees can be edited by loading the
project and date of overtime (Figure 62) and then click the “Update” button
Repeat the process of adding in the list to include other staff who will render
an overtime for the purpose and date specified.
Click the “Update” button to save all the details of the updated overtime
Click “Add to List” buton to build the list of staff rendering overtime. Noticethat the list window will now contain the ID number and name of the staff
Repeat the process of entering name and the “Add to List” to enter another
name for overtime requests with a number of staff for a single purpose.
After generating the list of employee(s) who will render overtime, the HR
personnel has to specify the project of which the the overtime shall be credited
by selecting the appropriate project in the list provided in the combo box.
The date of the overtime to be rendered will also have to be specified by
selecting at the date from the calendar
The purpose of the overtime will have to be specified in the purpose box
Click the “Save” button to save the details of the overtime
Figure 62. Edit Existing Records of Overtime
Select Purpose and Dateof Overtime
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C. Credit Monetization Menu
The Credit Monetization Menu is a function that allows the HR personnel to
deduct the number of leaves availed by the staff for monetization. While the CSC
does not allow yet the payment of overtimes rendered, the facility for the deduction
of paid overtime is still made available in the system through this option. This
facility will come in handy for the HR personnel during special cases that the
management will allow payment of overtimes rendered.
Note that the document requirement for this is the approved request of the
employee for the payment of his/her overtime or leave credits together with the
certification from the Accounting Unit. Hence, the HR personnel should not enter
anything in this window without the necessary documents.
1. Overtime Monetization
· Select “OT
Monet iza t ion”
under the Credit
M o n e t i z a t i o n
Menu to open
OT monetization
window (Figure
63).
· Fill-in then e c e s s a r y
information being
asked (name of staff and number of OT being paid)
· Click the “save” button to record the deductions in the overtime record.
· A confirmation box (Figure 64) will
appear upon clicking the “save”
button. The system will ask the HR
personnel whether the data entered
in the OT Monetization Window iscorrect or not.
· Click the “Yes” button to confirm and
Select name/
ID number of
the staff
concerned
Enter number
of days being
paid
Figure 63. OT Monetization Window
Figure 64. OT Monetization
Confirmation Box
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“No” to cancel the action. Clikcing the “Yes” button will deduct the number of
days entered in the OT Monetization Window from the accumulated overtime
· The HR personnel and the
staff concerned can check
whether the action is
successful by going to his/
her online account under
staff deductions (Figure
65).
2. Leave Monetization
· The process of entering theapproved monetized leave
is the same with the OT
Monetization. However,
this time, the HR
personnel will have to
choose which leave will be
deducted (Figure 66).
D. Staff Information Menu
The Staff Info menu is
where the HR personnel will build-up the database (personal data
sheet) of all employees, including
new entrants/transferees from another government agency. All personal and work-
related information about an employee is inputted in this menu. This is also the
menu where existing personal data sheets are updated.
1. Personal Data Sheeet (PDS)
· Select “PDS” in the Staff Info menu to buid-up the database of an employee
· Enter all the data as required by the PDS window (Figure 67). If the employee’s
photograph is already available, this can be attached by right-clicking theimage section of the PDS window.
· Click the “Save” button to record all the entered data. A confirmation box will
appear upon clicking the “Save” button (Figure 68) Click the “Clear” button
located at the right bottom to enter another record of an employee.
Figure 65. Details of Overtime Deductions
Select the
type of leaves
where the
deductions
will come
from
Figure 66. Leave Deductions from Monetization
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· Existing records of
staff can also beedited by loading
the record of the
c o n c e r n e d
employee who
have to be
updated. This can
be done by
selecting the division and ID number or
name of the concerned employee in the
“Edit Existing Records” box located at the bottom of the PDS window.
· Click the “Update” button to edit existing records. A confirmation box (Figure
69) will appear to inform the HR personnel that the employee’s record hasbeen updated.
Figure 67. PDS Window
Select
division and
ID number or name of
employee to
update
existing
records
Right clickhere to
attach photo
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Figure 68. Updated
Record
Figure 69. Leave Credit
Update Window
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2. Update Credits
· Select “Update Credits” in the Staff Info Menu to update leave credits of
employees, particularly the newly hired
· Select the required information such as the division where the employee is
assigned, his/her ID number, name, and the latest leave and ONE credits.
· Click the “Ok” button to save the leave and ONE credits of the employee. A
confirmation box (Figure 70) shall appear to inform
the HR personnel that the employee’s leave credit
details has been updated.
· The HR personnel can also update another
employee’s leave credits by clicking the clear button
and repeat the same process.
E. Security Menu
The security menu as the title entails serves as a means to secure the data
and information in the system. It has three sub-menus, namely: a) Manage System
User, b) Manage System Theme; and c) System Log. This is where the System
Administrator (please refer to hierarchy of users) can allow or disallow access to
the “Personnel Module.” It can also set the limit of access of NEDA personnel in the
Personnel Module.
The time of entry and exit of all users of the Personnel Module is also logged
which cannot be edited but it can be viewed. All of these functionalities are put in
place to protect the system’s quality attributes, such as: confidentiality, integrity,availability, accountability and assurance.
1. Setting Access to the Personnel Module
This menu allows the System Administrator to set the access of authorized
employees in the Personnel Module. Access to the Personnel Module will depend
on the hierarchy of users earlier discussed in Module 2. Only active employees are
allowed to access the Personnel Module.
Please note that this menu is only available for the System Administrator.
This cannot be accessed by any employee or even HR personnel, unless authorizedby the System Administrator.
· Click the “Manage System User” in the Security menu to open the user
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Figure 70. Updated
Leave Credits
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management window (Figure 71).
· To allow a new user to access the Personnel Module, the System
Administrator will have to enter all the needed data such as designating the
default username and password; and selecting the name of the employee
being authorized.
· Click on the specific portion of the Personnel Module that can be allowed
access for the concerned employee, such as: setting staff information, leave
credit, DTR, and staff monetization. Limiting the access and the number of
users for the Personnel Module will help protect the system’s quality
attributes.
· Save it by clicking the “Save” button at the right side of the user management
window.· Updating the authorized access of existing users can also be done by loading
first the record of the concerned staff and apply the necessary changes;
then click on the “Update” button to save the changes.
· Disallowing a user can be done by selecting the username of the concerned
employee; then click the “Delete” button to remove the user from the list of
authorized employees who can access the Personnel Module.
2. Setting the System Theme
The color of the windows in the personnel module can be personalized
through the “Manage System Theme” in the Secutiry menu. It has three major functions, namely: a) build-up the list of themes by adding new themes, b) manage
the system theme, and c) set the system theme. All three functions can be accessed
by the System Administrator while the HRD personnel can only set the system
theme (function c) from the available choices set by the System Administrator.
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Figure 71. User Management Window
Click authorized
access of the
concerned
employee in the
Personnel
Module
Set default
username and
password
Edit existing
records
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2.1. Adding new system theme
· Click the Manage System Theme menu to open the system theme window
(Figure 72).
· Browse for the desired theme to be added from the directory. Please note
that the maximum size of image is 3 MB.
· Assign name of the theme at the space provided for, and click “save” to add
the new theme in the list.
2.1. Managing the System Theme
· Click the “Manage” button to delete old or unwanted themes (Figure 73).
44
Browse for the
desired theme
to be added
Assign name
of the new
theme
Preview of new
theme being
included
Figure 72. Adding New System Theme
Figure 73. Deleting System Theme
Figure 74. Message
Box for Deleted Theme
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· Select the theme to be deleted from the list; then click display to preview the
selected theme.
· Click the “Delete” button to erase the selected theme from the list.
· A message box will appear to confirm that the selected theme has been
deleted (Figure 74).
· Click the “OK” button to go back
· Repeat the same process to delete another theme
3. System Log Menu
All access to the Personnel Module is recorded in the system log. The
System Log Menu keeps track of the time of entry and exit of all access in the
system.
3.1. View individual records of user
· Click the “System Log” in the Security menu to open the System Log Window
(Figure 75) and view all access in the system.
· Entering login date duration. Click the arrow down button to show calendar.
· Select name of specific user
· Click the the “View” button to display the record of the selected user for the
specified peiod.
3.2. View all records of user
· Follow the first step in 3.1
· Click the “View All Users” and “View All Time” buttons. A check mark will
appear on the beside these buttons upon clicking them
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Set duration
of record to
be viewed
Select user
to be viewed
Figure 75. System Log W indow
Click here to
view records
of all users
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· Click the “View” button to display all the records for all users (Figure 76)
F. My Account Menu
This is the menu where the user changes and updates his/her password.
Note that the username is being supplied by the System Administrator, hence, the
username cannot be altered by just any user. Should the user want to change his/
her username he/she has to contact the System Administrator for proper updating
at the Security Menu.
· Select “Change Password” in
the My Account menu to
change and update the
password.
· Enter the o ld and new
password in the Change
Password Window (Figure 77)
· Click the “Update” button to
execute the command. A
confirmation box will appear to
confirm the new password (Figure
78)
· Enter the new password and click the
“Ok” button to save the new
password.
· A message box wil l apppear toannounce that the password has
been updated (Figure 79).
Figure 76. Record of Invidual User
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Figure 77 Change Password Window
Figure 78. New Password Confirmation
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· Click the “Ok” button to go back
F. The Window Menu
It is possible that the user opens a number of windows to use the system at
any given time. The opened windows can be arranged systemetically through the
Window Menu. The opened windows can be arranged either in a cascading manner
or in a tile manner.
· Click the desired arrangement of opened windows from the choices in the
Window Menu. There are three choices available, namely: a) Cascade, b)
Tile Vertical, and c) Tile Horizontal
G. Log Out Menu
This facility allows the user to logout from the system or another user toaccess the system.
· Click the “Change User” in the Log out menu to allow another user to login
the system.
· The system will proceed to the Login Menu for the new user to access the
system (See Login Menu).
· Click the “Exit” menu to logout and
close the system. The system will
ask the user if he/she is really
closing the system (Figure 80).
· Click “Yes” to logout and close thesystem or “No” to go back and keep
on using the system.
Figure 79. Message Box for Updated
Password
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Figure 80. Confirmation to Close the
System
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ANNEXESANNEXES
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1. Policy on Government Office Hours
a. CSC MC No. 21, S 1991 Book V of Exec. Order No. 292; Rule XVII,
Sec 2
“ Each agency shall require a daily record of attendance of all off icers and
employees including those serving in the field or on the water; to be kept on the
proper form and, whenever possible, registered on the bundy clock”
All gov’t. officials and employees are required to render eight (8) working
hours a day for five working days a week or a total of forty (40) hours a
week, exclusive of time for lunch. The normal working hours shall be:8:00 a.m. - 12:00 a.m.
1:00 p.m. - 5:00 p.m.
2. Policy on Flexible Working Hours
a. CSC MC No. 14, s. 1989 (Adoption of Flexible Working Hours in the Gov’t.
Service)
… The flexible working hours shall not start earlier than 7:00 in the morning
and end later than 7:00 in the evening, hence the public is still assured of the core
working hours of eight o’clock on the morning to five o’clock in the afternoon.
The flexible working hours adopted by the official or employee shall thereafter
be his regular working hours, which cannot be occasionally changed at his
convenience.
b. NEDAOffice Circular No. 002-97 April 14, 1997(The Full-flexitime Policy & OfficeCircular No. 01-2004 -Revised Guidelines for the Implementation of the Full
Flexitime in the NEDA and other Issuances Related thereto)
Core working hours for NEDA personnel shall be from 9:30 a.m. to 4:00
p.m., Mondays to Fridays, during which the NEDA personnel are required to be in
office. Work hours in the NEDA shall be from 7:00 a.m. to 7:00 p.m.
NEDA personnel may opt to start work from 7:00 a.m. to 9:30 a.m. and end
work anytime from 4:00 p.m. to 7:00 p.m. However, employee is required to render at
least forty (40) hours of work in a week and must be present during the core working
hours, in accordance with Section 6, Rule XVII of the Omnibus Rules Implementing
Book V of the Administrative Code of 1987.
3. Policy on Habitual Tardiness, Undertimes and Absenteeism
a. CSC MC No. 04 and MC No. 21, s. 1991 (Policies on Habitual Absenteeism,
Tardiness and Undertimes)
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“An officer or employee in the civi l service shall be considered habitually
absent if he incurs unauthorized absences exceeding the allowable 2.5 days monthly
leave credit under the leave law for at least three (3) months in a semester or at leastthree (3) consecutive months during the year.”
“Any employee shall be considered habitually tardy if he incurs tardiness,
regardless of the number of minutes, ten (10) times a month for at least two (2)
months in a semester or least two (2) consecutive months during the year
b. CSC MC No. 21, s. 1991, (E) Undertime
.. Any employee who incurs undertime regardless of the number of minutes/
hours, ten (10) times a month in a semester or at least two (2) consecutive months
during the year shall be subject to administrative sanctions under CSC No. 04, s.
1991 (Policy on Absenteeism and Tardiness)
c. CSC MC 19, s. 1999 (Revised Rules on Administrative Cases in the Civil Service)
1. For Habitual Absenteeism:
1st Offense - Suspension for six months and one (1) day to one (1) year
2nd Offense - Dismissal
2. For Habitual Tardiness
1st Offense - Reprimand
2nd Offense - Suspension for one (1) day to thirty (30) days
3rd Offense - Dismissal
d. NEDA-CO Memorandum
Habitual absenteeism is considered a grave offense. However, habitual
tardiness could either be a grave offense under Rule IV, Section 52, par (1), No. 17,Uniform Rules on Adm. Cases in the Civil Service, or a light offense under Rule IV,
Sec. 52, par. ©, No. 4, of the same Rules, depending on the frequency of its
commission, depravity, and its effects to the general service.
Policies defining habitual absenteeism, tardiness and undertime shall be in
accordance with CSC MC 4, s. 1991 and CSC MC 21, s. 1991. The corresponding
sanctions therefore shall be in accordance with CSC MC 19, s. 1999, Revised Uniform
Rules on Adm. Cases in the Civi l Service.
4. Overtime/Offsetting
a. CSC and DBM Joint Circular No. 2, s. 2004, Section 5.5
Accrual and Use of Compensatory Overtime Credit (COC). Each employeemay accrue not more than (40) hours of COCs in a month. In no instance,
however, shall unexpended balance exceed one hundred twenty hours (120)
hours.
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b. CSC and DBM Joint Circular No. 2-A, s. 2005, Section 2.0
The COCs should be used as time-off within the year these are earned untilthe immediately succeeding year. Thereafter, any unutilized COCs are
deemed forfeited.
c. NEDA- CO Office Circular 2-96 and Budget Circular No. 10, s. 1996 (Hours of
work in excess of forty (40) hours in a week (for those observing the full flexitime) or
eight (8) hours per day (for those observing a fixed schedule) shall be considered
overtime service provided that such overtime isauthorized by the proper authority )
Personnel who are on Special Order, Local Travel Order, etc. attending
meetings, trainings, seminars, workshops, monitoring activities are not entitled to
overtime pay or offsetting as they have been provided with meals, transportation, per
diem, etc.
d. NRO-I Operations Manual and Agreements in Staff Meetings
Request for Overtime:
A duly approved “REQUEST FOR OVERTIME” shall be prepared whenever a
staff reports for work in the office during weekends, holidays and after rendering 8
hours during regular working days.
Procedures in rendition of OT Services:
Accomplish the OT Form specifying the date and time duration
Seek approval of the DC concerned to be finally approved by the ARD/RD
Submit the approved OT form to the HR (Loida/Alex) for proper inputting at the E-
DTR
Request for OT shall be presented to the duty guard upon entering the office.The duty guard will not allow the use of of fice for staff who cannot present a duly
approved request for OT.
The duty guard shall record in the logbook the actual in and time out of the staff
noting the existence of a request for OT
Staff concerned is responsible for submitting the request for OT to the Personnel
Unit as basis for updating OT records.
Procedures for offsetting of OT Services:
Accomplish the OT Offset Form specifying the date
Seek approval of the DC concerned to be finally approved by the ARD/RD
Submit the approved OT form to the HR for proper inputting at the e-DTR
Forfeiture of OT Services:
Annual accumulated OT shall be exhausted within the year until the immediate
succeeding year as ammended in the Joint Circular No. 2-A, s. 2005 of the CSC
and DBM
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Form NRO-I A
Date of Overtime: _________________________ _________________ ____
Inclusive Time: ___________ _________________ ________________ _____
Purpose: _____________________________________________________
Name of Employee/s Signature Name of Employee/s Signature
1 6
2 7
3 8
4 9
5 10
Driver Signature
In Out
Requesting Official: APPROVED:
________________________ LEONARDO N. QUITOS, JR.
Name and Signature Regional Director
Division Chief - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Name of Employee/s Signature
In Out
1
2
3
45
6
7
8
9
#
SUMMARY OF ACCOMPLISHMENT:
Activities Output
NOTED:
*To be supported by duly accomplished DTR
Republic of the Philippines
NATIONAL ECONOMIC AND DEVELOPMENT AUTHORITY
Regional Office No. IGuerrero Road, City of San Fernando (La Union)
DC/ARD/RD
REQUEST FOR OVERTIME WORK TO OFFSET
*Actual Time
ACCOMPLISHMENT REPORT
Actual Time
Request for Overtime to Offset Form
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5. Pass Slip
NRO – I Office Memo, August 29, 2002
Procedures on Pass Slips
A duly approved PASS SLIP shall be prepared whenever a staff goes out of the
office during off ice hours either for official or personal purposes.
Concerned staff shall submit the duly approved PASS SLIP to the duty guard
before going out of the office.
DC to monitor the frequency of staff going out of the office for personal purposes
including those without pass slip and be responsible to management.
Signatories of pass slips are as follows:
o if the one going out is a non-DC, signatory is DC or in his absence, the
Supervising EDS/AO
o if the one going out is a DC, signatory is ARD/ and or the RD
Submit duly approved pass slip to Loida/ Alex for documentation/filing purposesThe number of hours spent by staff with pass slip for personal purposes shall be
offsetted by rendering additional hours during the week. Any undertime can be
deducted from the Vacation Leave
NATIONAL ECONOMIC AND DEVELOPMENT
AUTHORITY
Regional Office No. 1, San Fernando City, La Union
Date: ___________________ Requested by: _____________________________________
Purpose of Travel:[ ] Official: ______________________________________
[ ] Personal: _____________________________________
Approved: Noted:
________________ _______________
Division Chief / ARD Guard on Duty
PASS SLIP
Pass Slip Form
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6. Rectification
NRO I Staff Meeting Agreement
Rectifying the staff’s DTR record is allowed only if the rectification request has
been approved.
Rectification of entries in the DTR can be done up within the month and up to the
first five working days of the following month. The e-DTR system will not accept
any rectification beyond the 5-day period.
Only the authorized HRD personnel can make the necessary adjustments in the
database (per Special Order)
Rectification Request Form
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7. Leave Administration
a. CSC’s Omnibus Rule on Leave
Leave of Absence
Entitlement to Leave Privileges - In general, appointive officials up to the level of
heads of the government whether permanent, temporary or casual, who render
work during the prescribed office hours, shall be entitled to 15 days Vacation
Leave and 15 days Sick Leave annually with full pay exclusive of Saturdays,
Sundays, Public Holidays, without limitation as to the number of days of vacation
and sick leave that they may accumulate. (CSCMC Nos. 41, s. 1998 and 14. S.
1999).
Vacation Leave = 1.25 days per month
Sick Leave = 1.25 days per month
Application for Vacation Leave - All applications for vacation leave of absence
for one (1) full day or more shall be submitted on the prescribed form for actionby the proper head of agency five (5) days in advance, whenever possible, of
the effective date of such leave.
Approval of vacation leave - Leave of absence for any reason other than illness
of an official or employee or any member of his immediate family must be
contingent upon the needs of the service. Hence, the grant of vacation leave
shall be at the discretion of the head of department/agency.
Application for Sick Leave - All applications for sick leave of absence for one (1)
full day or more shall be made on the prescribed form and shall be filed immediately
upon employee’s return from such leave. Application for sick leave in excess of
five (5) successive days shall be accompanied by a proper medical certificate.
Sick leave may be fi led in advance where the official or employee will undergo
medical examination or operation or advised to rest in view of ill health dulysupported by a medical certificate.
Effects of absences without Approved Leave - An official or an employee who is
continuously absent without approved leave for at least thirty (30) working days
shall be considered on absence without official leave (AWOL) and shall be
separated from the service or dropped from the rolls without prior notice. He
shall, however, be informed, at his address appearing in his 201 files or at his
last known written address, of his separation from the service, not later than five
(5) days from its effectivity
Limit of Leave without Pay - Leave without pay not exceeding one year may be
granted, in addition to the vacation and/or sick leave earned. Leave without pay
in excess of one month shall require the clearance of the proper head of department or agency.
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When Leave without Pay is not Allowable - Leave without pay shall not be
granted whenever an employee has leave with pay to his credit except in the
case of secondment. Effect of failure to report for duty after expiration of One Year Leave - If an
official or an employee who is on leave without pay fails to report for work at the
expiration of one year from the date of such leave, he shall be considered
automatically separated from the service.
Leave Without Pay - All absences of an official or employee in excess of his
accumulated vacation or sick leave credits earned shall be without pay.
Special Leave Privileges
CSC MC 41; Sec. 21 s. 1998 Officials and employees including contractual
personnel except teachers and those covered by special laws are afforded 3 days
welfare leave annually.
Rehabilitation Leave - CSC MC No. 41, Sec. 55, s. 1998 - Any official or employee
is entitled to Rehabilitation Leave of a maximun of 6 mos. with pay for wounds or
injuries incurred in the performance of duty.
Maternity Leave - CSC MC 22, s. 2002 is related to CSC MC 13, s. 2004
amending Sec. 11, MC 41 s. 1998 as amended - Every woman (married or
unmarried) employees regardless of marital and employment status are entitled
to Sixty (60) calendar days Maternity Leave irrespective of frequency of pregnancy:
2 years or more of actual service = Full Pay
1 year or less Half Pay
More than 1 year but less than 2 years proportion to actual service
rendered
If the employee wants to report back to duty before the expiration of her maternityleave, she may be allowed to do so provided she presents a medical certificate
that she is physically f it to assume the duties of her position. The commuted
money value of the unexpired portion of the leave need not be refunded, she may
receive both the benefits granted under the maternity leave law and the salary for
actual services rendered effective the day she reports back for work.
Paternity Leave - RA 8187 provides for Paternity Leave of 7 days with pay in
relation to CSC-DOH Joint Circular No. 1. 1. 1996 (for legally married male
employee)
has existing valid appointment (no actual service requirement as a
condition before enjoyment of
can be availed of before or actual period of delivery of spouse
good for a maximum of four (4) paternity leave availment
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Extended Coverage (For Adoptive Parents)
Pre-adoptive Placement Authority issued by DSWD before grant of
petition of adoption = 60 days for female employee and 7 days for maleemployee Provided that the child to be adopted is below 7 years of age
as of the date of adoption.
STUDY LEAVE - CSC MC 21, s. 2004 amending Sec. 68 of CSC MC 14, s.
1990 - All officials and employees excluding those in teaching profession may
be allowed to go on Study Leave with pay having met the specific requirements
specified.
six (6) months to help those prepare for bar/board examinations;
four (4) months to complete a Master’s Degree
Service Obligations specified as follows:
Duration Service Obligation
1 month - six months
2-3 mos. - 1 year over 3 months up to 6 months - 2 years
Forced/Madatory Leave – Officials and employees with 10 days or more vacation
leave credits are required to go on vacation leave whether continuous or intermittent
for a minimum of five (5) VL days annually.
However, a staff filing a force leave may not be allowed due to exigencies of the
office wherein his/her services is needed on such dates. In effect, he shall not
be deducted the 5 force/mandatory leave.
Monetization of Leave Credits - Officials and employees in the career and non-
career service whether permanent, temporary, casual or co-terminus, who have
accumulated 15 days of VL credits shall be allowed to monetize 10 days:
Provided, that at least five (5) days is retained after monetization and providedfurther that a maximum of thirty (30) days is monetized in a given year.
b. NEDA –CO Memorandum
*Additional Leave Privileges specifically for NEDA officials and employees,
as per NEDA Office Circular No. 07, s. 2003 as amended by Off ice Circular No. 01-07,
May 7, 2007, as follows:
12 days NEDA Time-off for President/VP
6 days NEDA Time-off ONE-CO Staff Rep./ NRO-ONE Presidents
3 days NEDA Time-off for NRO ONE officers
14 Time-off Privilege for NEDA employees
*Subject to revisions of CNA
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CS Form No.6
(Please accomplish in duplicate)
1. STAFF/DIVISION 2. NAME(Last) (First) (Middle)
3. DATE OF FILING 4. POSITION 5. SALARY
6. (a) Type of Leave 6. (b) WHERE LEAVE WILL BE SPENT
[ ] Vacation (1) IN CASE OF VACATION LEAVE
[ ] to seek employment [ ] Within the Philippines
[ ] Others (specify) [ ] Abroad (specify)
________________________ __________________________________________ (2) IN CASE OF SICK LEAVE
[ ] Sick [ ] In Hospital (specify)
[ ] Maternity __________________________________________
[ ] Others (Specify) [ ] Out-Patient (specify)
________________________ __________________________________________
6. (c) NUMBER OF WORKING DAYS 6. (d) COMMUTATION
APPLIED FOR __________________ [ ] Requested [ ] Not Requested
Inclusive Dates
_____________________________
From______________ to _____________
7. (a) CERTIFICATION OF LEAVE CREDITS 7. (b) RECOMMENDATIOIN
As of _______________________ [ ] APPROVAL
Vacation Sick Total [ ] DISAPPROVAL due to _____________________
Days ____ Days_____ Days____ _________________________________________
_____________________ ___________________________________
Personnel Unit Authorized Official
7. (c) APPROVED FOR 7. (d) DISAPPROVED DUE TO____________________
__________ day (s) w/pay _________________________________________
__________ day (s) w/o pay
__________ others (specify)
Regional Director
DETAILS OF APPLICATION
Signature of Applicant
DETAILS OF ACTION ON APPLICATION
LEONARDO N. QUITOS, JR.
Republic of the Philippines
NATIONAL ECONOMIC AND DEVELOPMENT AUTHORITY
Regional Office No. 1, City of San Fernando, La Union
APPLICATION FOR LEAVE
Leave Form
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No.
Name:
ADDIT IO NAL W ELF ARE LE AV E OR S PE CIAL EM ERG EN CY LE AV E BEREAVEMENT OR MOURNING LEAVE
SPECIAL PRIVILEGES (Result of actual emergencies such as (In case of death of the legitimate
(Personal Milestone, F il ia l Obl igat ions, ear thquakes, typhoons, flood and o ther spouse or any o f the chi ld ren, parents
Personal T ransactions, Parental natural and/or human-made disasters and siblings)
Obligations) like fire or calamities, etc.)
GENDER-RELATED TRAVEL LEAVE ANNUAL OFFICIAL TIME-OFF
HOSPITALIZATION LEAVE (Official t rave ls exceeding four (4) days (For al l Of ficers and Staf f Representa-(Result of sickness or diseases arising out provided the last day of the official travel tives of ONE in the Central and NEDA
of any abnormality of the male or female does not fall on a Friday. This covers Regional Offices. This official time-off
reproductive system such as prostate both local and foreign travels of the shall be non-cumulative and non-
cancer, hemia, ovarian cyst, myoma, concerned employees.) commutative, subject to the exigencies
breast cancer, etc.The disease or condition of the service and the usual notification
should not be a sexually-transmitted requirements)
disease (STD) in nature, nor should it be
for cosmetic treatment or surgery.) This is to certify that the applicant is desig-
nated as ONE Staff Rep for ___________.
____________________________
ONE President/Vice Pres.
Official Time Status
(For ONE Officers and members who
shall attend outreach activities, worker ___________________________
education programs, seminars, meetings No. of Days Applied For
conventions, conferences, symposia, and __________________________
other activities including transactions with Signature of Applicant
government agencies with regard to __________________________ employment, leadership, training, trade Inclusive Date
unionism, workers' congresses, subject to
existing civil service rules and regulations.)
Recommending Approval:
_____ of 2 Welfare/Special Leave
_____ of 1 Special Emergency Leave
_____ of 3 Bereavement/Mourning Leave
_____ of 10 G ender-related Hospitaliz ation Leave ____________________________
_____ of 1 Travel Leave Signature
_____ of 12 of NEDA Time-off for President/Vice President
_____ of 6 of NEDA Time-off for ONE-CO Staff Representatives/ _________________________________
NRO-ONE Presidents Authorized Official/Position
_____ of 3 of NEDA Time-off for NRO-ONE Officers
_____ of _____ Time Status
APPROVED DISAPPROVED
____________________________
Signature _________________________
Signature _____________________________
Processing Personnel/Position __________________________________
Authorized Official/Position
PERSONNEL ACTION ON APPLICATION ACTION ON APPLICATION
Staff/Division Position Date of Filing
D E T A I L S O F A P P L I C A T I O N
(Pursuant to Office Circular No. 07-03, dated November 14, 200 3)
(Last) (First) (M.I.)
Guerrero Road, City of San Fernando, La Union
APPLICATION FOR NEDA-ONE SPECIAL BENEFITS
ONE Leave Form
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Request for Vehicle Form
8. Request for Vehicle
NRO – I Guideline
Requests for transportation and driving services within and outside La Union
except Metro San Fernando area should be accompanied by a duly approved Travel
Order Request approved by the RD or in his absence by the ARD/OIC.
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PROCESSFLOW
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- Manual Inputs
- Pre-Defined Process in the eDTR System
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- Manual Inputs
- Pre-Defined Process in the eDTR System
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Solutions by KMD:
The NEDA Region I e-Library is an online
catalogue of library resources along: a)
development planning, b) organization and
management, c) investment and
programming, d) monitoring and
evaluation, and other sectoral reference
materials on health, education, population
and development, environment and
sustainable development.
The e-Calendar is another online facility
that provides realtime information about the
schedule of the entire office and of the
Regional Director. This will serve as a
ready reference to all NRO - I staff in
coordinating meetings and activities within
and outside the office.
The Online NRO-I Communication Tracking
System is a web-based interface that
provides real time facilities to track the
status of all official communications of
NEDA Region I. This system will pave the
way for a paperless routing of incoming
communications and memos from the
Regional Director.
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t h e t h e
The Supplies Inventory System is anautomated inventory system designed to
generate the required reports. It has an
online feature that shows all available
stocks of supplies which can serve as a
reference to all NRO-I staffs in requesting
supplies. A re-order system is included
to remind the supply officer when to
replenish an item.
Solutions by KMD:
The NEDA-1 Personnel InformationSystem is an automated database of all
employees that can be viewed online. It
has three major components, namely: a)
the e-DTR, b) the Personal Data Sheet
(PDS), and c) the Service Records. This
is an essential tool for the HRD Unit in
preparing employee records for
scholoarships, selection and promotion,
and other personnel related purposes