edtr manual basic

8/3/2019 Edtr Manual Basic

http://slidepdf.com/reader/full/edtr-manual-basic 1/72

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



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.

-----------

*CSC MC No. 21, s. 1991 Book V of Executive Order No. 292; Rule XVII, Sec 2

i



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



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



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



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



The Modules



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

1



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

2



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

3



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

4



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”

5



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

6

Figure 9. Login Window



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

7



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

8



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

9



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).

10

Figure 13. Frequency of Pass Slip Availment

Click here to

view details

of PS

Figure 14. Details of the Pass Slip



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

11

Figure 15. OT Column

Figure 16. Details of the Over Time



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



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

13

Figure 18. Reminder Box



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.

14

Figure 19. The Monthly DTR Window



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

15

Figure 21. Credit Balance Window



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)

16

Figure 22. Deductions Window

Figure 23. Deduction Details Box



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)

17

Figure 24. Staff Monitoring Window

Figure 25. Summary of Staff Balances



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

18

Figure 26. Summary of Staff Deductions w/ Details



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)

19

Figure 27. Staff Ledger Window



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

20

Figure 29. Summary of Vehicle Requests

Figure 28. Summary of Pass Slips



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)



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



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



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

24



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



Figure 38. Online Daily Logbook

Figure 39. Details of Pass Slip/OB

26

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)



Figure 41. Input Box for Pass Slip Details

Figure 42. Input Box for Request for Vehicle Details

Figure 40. Login

Window for Guards

27



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

28



(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



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



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

31



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.


At the pass slip column, click on the record of time of pass slip being

requested to be rectified.

32

Figure 53. Message Box for a Modified Time

Figure 52. Invalid Value



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

33



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.


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

34

Figure 57. Message Box on

Updated Overtime



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

35

Figure 58. Combo Box Options

Figure 59.

Message BoxUpdated Remark

Click here to update

remarks



36

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



37

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



38

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



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

39



“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

40



· 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

41

Figure 68. Updated

Record

Figure 69. Leave Credit

Update Window



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

42

Figure 70. Updated

Leave Credits



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.

43

Figure 71. User Management Window

Click authorized

access of the

concerned

employee in the

Personnel

Module

Set default

username and

password

Edit existing

records



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



· 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

45

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



· 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

46

Figure 77 Change Password Window

Figure 78. New Password Confirmation



· 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

47

Figure 80. Confirmation to Close the

System



ANNEXESANNEXES



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)

48



“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.

49



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

50



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

51



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

52



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

53



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.

54



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

55



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

56



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

57



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

58



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.

59



PROCESSFLOW



- Manual Inputs

- Pre-Defined Process in the eDTR System

60



61

- Manual Inputs

- Pre-Defined Process in the eDTR System



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.



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

edtr manual basic

Documents