terms of referencepnp.gov.ph/images/biddocs/2019/itms/october/hrmis/...oct 29, 2019 · human...

TERMS OF REFERENCE PNP Human Resource Management Information System (HRMIS)

of 44 This document is confidential. Written permission from the PNP Information Technology Management Service (ITMS) shall be secured to produce copies only for the purpose it is intended.

Republic of the Philippines National Police Commission

e PHILIPPINE NATIONAL POLICE INFORMATION TECHNOLOGY MANAGEMENT SERVICE

Camp BGen Rafael T Crame, Quezon City http:www.itms.pnp.gov.ph

TERMS OF REFERENCE

Development and Implementation of

Human Resource Management Information System (HRMIS)

October 29, 2019

This document is confidential. Written permission from the PNP Information Technology Management Service (ITMS) shall be secured to produce copies only for the purpose it is intended.



KEY TERMS

ABC DHRDD

DICT

DICTM DL DPRM DPRM FS

HRMIS HoPE

HS ITMS

KRA

LAN

OEM

PLP

PNP

PRP PRBS

WAN

Approved Budget Cost

Directorate for Human Resource and Doctrine Development

Department of Information and Communications Technology

Directorate for Information and Communications Technology Management

Directorate for Logistics

Directorate for Personnel Records Management

Directorate for Personnel Records Management Finance Service Human Resource Management Information System Head of Procuring Entity Health Service Information Technology Management Service

Key Result Areas

Local Area Network

Original Equipment Manufacturer

Principal Product Provider

Philippine National Police

Partner Product Provider

Pension and Retirement Benefits Service Wide Area Network



TABLE OF CONTENTS

1. INTRODUCTION -------------------------------------------------- 4 1.1 Executive Summary -------------------------------------------------- 4

2. PROJECT OBJECTIVES -------------------------------------------------- 5 2.1 General Objectives -------------------------------------------------- 5 2.2 Specific Objectives -------------------------------------------------- 5

3. SCOPE OF WORK -------------------------------------------------- 5 3.1 General Works -------------------------------------------------- 5 3.2 Specific Works -------------------------------------------------- 6

4. PROJECT DURATION -------------------------------------------------- 8

5. APPROVED BUDGET -------------------------------------------------- 8

6. WARRANTIES/GUARANTEES -------------------------------------------------- 8

7. TRAININGS -------------------------------------------------- 9 7.1 Stakeholder’s Training -------------------------------------------------- 9 7.2 Special Technical Training -------------------------------------------------- 9 for ITMS Personnel

8. REQUIRED EQUIPMENT SPECIFICATIONS -------------------------------- 10

9. REQUIRED FEATURES AND FUNCTIONALITIES ----------------------- 15

10. PROJECT EXECUTION -------------------------------------------------- 16

11. CONCEPTUAL DESIGN -------------------------------------------------- 17

12. SCHEDULE OF ACTIVITIES -------------------------------------------------- 18

13. PAYMENT SCHEME -------------------------------------------------- 18

14. PNP OPTION -------------------------------------------------- 19



1 INTRODUCTION

1.1 EXECUTIVE SUMMARY

The Philippine National Police (PNP) has included as part of its Key Result Areas (KRAs), the Human Resources Development and Management . To achieve this KRA, the PNP seeks to initiate policy reforms in human resource development and improve the human resources management systems including staffing, recruitment and selection, personnel administration, career development and promotion, police remuneration, police education and training, performance monitoring and evaluation, healthcare monitoring, resource accountability, and police discipline.

In order to meet its vision of evolving into a highly capable, effective and credible police service the PNP recognizes the need to improve and integrate its personnel management, payroll, claims and other monetary benefits monitoring, healthcare monitoring, training and continuous career development program management and logistics management system to help the organization work efficiently and effectively.

To date, the PNP maintains various disparate information systems, which are systems used to support administrative units and police offices nationwide.

To address this, the Directorate for Information and Communications Technology Management (DICTM) through the Information Technology Management Service (ITMS) initiated the conceptualization of the PNP Human Resource Management Information System (PNP HRMIS). It will initially integrate the existing mission critical administrative support systems of the PNP namely: the On-Line Personnel Accounting Information System (On-Line PAIS) and Personnel Clearance of the Directorate for Personnel and Records Management (DPRM), the Payroll Management System (PMS) of the Finance Service (FS), Logistics and Data Information Management System (LDIMS) of the Directorate for Logistics (DL), and the Pensioners Information System (PIS) of the Police Retirement Benefits Service (PRBS), Learning Management System (LMS) of the Directorate for Human Resource and Doctrine Development (DHRDD), and the Medical Records Management System of the Health Service (HS).

2 PROJECT OBJECTIVE

2.1 General Objective

The main objective of the HRMIS project is to develop an integrated system that aims to provide accurate, standard procedures and reports on human resource, which shall be used by the decision makers to come up with a sound strategy related



to personnel administration, personnel clearance, payroll, logistics, healthcare monitoring, and pension.

2.2 Specific Objectives

The project aims to provide a / an:

• Integration among the existing PNP information systems on human resource;

• Executive level reports; • Seamless and simplified organizational processes; • Single access to information; • Collaborative approach among units/offices; • Improved organizational efficiency; and • Fast and real-time information.

3 SCOPE OF WORK

This project will be procured through a public bidding under the category of procurement of goods. It comprises of several information systems for database integration that will form part of the PNP HRMIS as a whole.

3.1 General Works

3.1.1 Supply, install and implement Integration Solutions specifically for the

PNP which consists of but not limited to the following functionalities:

(a) On-Line Personnel Accounting Information System ( On-line PAIS); (b) Logistics and Data Information Management System (LDIMS); (c) Learning Management System (LMS); (d) PNPGH Health Information Management System (PNPGH HIS); (e) Payroll Management System (PMS); (f) Pensioner Information System and any associated sub-modules thereof as may be necessary: Detailed system requirements is hereto attached as Annex A.

3.1.2 Supply, delivery and installation of the required hardware and integration

software, necessary to support and operate the proposed HRMIS project.

3.1.3 Implement the Integration Solution to address the following requirements of PNP:



3.1.3.1 Personnel Administration

Unified and secured monitoring of personnel from recruitment to retirement wherein there will only be a single sign on;

Artificial Intelligence (AI) capability and real-time monitoring across the PNP organization;

Open module for the inclusion of the Daily PNP Personnel Accounting Report (DPPAR) system;

Integrated system and data sharing across the PNP organization;

Presence and availability of Transaction Audit trail for every transaction; and

With customized executive dashboard.

3.1.3.2 Logistics Management

Systematic, accurate and timely means of accounting and monitoring of all firearms that will tie-up the efforts of the NHQ Units/Offices, PROs, PPOs, CPOs, DOs, Mobile Forces, CPS, and MPS most especially the Supply Accountable Officers (SAO);

Establish and maintain a central database that can provide relevant information of all PNP logistical assets in real-time; and


3.1.3.3 Payroll Management

System flexibility with real-time updating of records for remittances of collected fees, which also matches the format of other government institutions mandated by law to collect government fees (i.e. GSIS, PhilHealth, BIR);

Real-time monitoring of claims; Real-time and automated updating of personnel information

affecting salary status from provincial level to the National Headquarters (NHQ); and


3.1.3.4 Retirement and Pension Management

Automated and updated generation of list of retirees from Regional level to National Headquarters (NHQ);

Automated and real-time submission of government required documents;

Access/data sharing from the Directorate for Logistics (DL) for the required DL clearance and accountability status; and




3.1.3.5 Training Management

Real-time and accurate updating of training lineal list for

mandatory courses at all levels; Automated generation of reports; Real-time monitoring of the placement of trained personnel; Real-time monitoring of pool of instructors; Real-time monitoring of demand versus capacity for training

venues and dormitories; and With customized executive dashboard.

3.1.3.6 Health Care Management

Integration of the available health information systems and

dental health records management system; Allocates node for the integration of future health care

information systems/databases; and With customized executive dashboard.

3.1.4 Provide hand-holding during integration, and loading it into the HRMIS

upon approval by the end-users.

3.1.5 Compliant with the requirements of the Data Privacy Act of 2012 (RA 10173).

3.1.6 All equipment shall be branded and brand new. Specifications shall meet

the minimum standard set by the NAPOLCOM.

3.1.7 Warranty provisions for software and application system for at least one (1) year Post-Implementation Support Services after Project Completion and Acceptance. At least three (3) years warranty for hardware equipment provided.

3.1.8 Provision of an After-Warranty Plan indicating future system functional enhancements, hardware/software upgrades, licenses renewals, timelines and budgetary requirements.

3.1.9 Provision of all source codes, system rights and controls, to include

developer access privileges. 3.1.10 Conduct of technical and user-training to ensure the transfer of technology

to designated PNP personnel. 3.1.11 Documentation of technical (system administration, maintenance and

operation) and user manual of procedures, operation and maintenance (at least 2 sets of manuals and soft copies per system and of upgrades and add-ons made thereafter).



3.1.12 Close coordination with the PNP Project Management Team and the

HRMIS stakeholders to gather specific end-user requirements. Coordination will continue for the entire integration process, including design, testing, deployment/roll-out of final project acceptance, and onto the warranty period.

3.1.13 Other activities connected with integration which are not specified but may

be necessary to the overall output of the project shall be applied by the Proponent.

3.2 Specific Works

With respect to the above, the following specific works are expected:

3.2.1 Study and analysis of PNP's existing systems, current business processes and its sub-processes, policies and guidelines. Existing PNP information system documentations are available for referential purposes. Deliverable of this include but not limited to: 3.2.1.1 An Assessment Report of the existing information systems on

personnel administration, personnel clearance, payroll, logistics, medical records, and pension in terms of functions and limitation.

3.2.1.2 Review of current business and user requirement to produce output such as Business Requirements Document; Business Blueprint of to-be and as-built processes; Issue Management Plan; Systems Design Specifications and the like.

3.2.1.3 Functional / Technical Documents to include but not limited to:

Systems Requirements Specifications

Design Document

Source Codes

Test Plan, Test Scripts, Test Results, Defect Form and Summary Log

Testing and User Acceptance Plan documents (Test Case, Test Scripts, Test Results, Error Logs, Defect Form, Summary Log)

User Guides / Run Guide / Operations Guide

Post-Production Review

Testing and Acceptance Plan

3.2.2 Formulation of a detailed architectural framework for the integration of HRMIS associated systems including but not limited to their detailed integration design, processes involved, program functions and specifications, test & quality assurance procedures, and so forth.



Deliverable: The outputs of this work are:

i. The proposed Architectural Framework; and ii. The Systems Design Specifications (SDS) that is to be

approved by PNP’s TWG for HRMIS prior to the performance of the next step.

3.2.3 Submission of the proposed HRMIS project management methodology

for the duration of the project;

Deliverable: The outputs of this work are:

Project Management Plan

Project Charter

Scope Management Plan

Requirements Management Plan

Schedule Management Plan

Quality Management Plan

Communications Management Plan

Risk Management Plan

Stakeholder Engagement Plan

Change Management Plan

Project Life Cycle Description

Traceability Matrix

Development Approach

Business Continuity and Data Recovery Plan

Source Code Documentation

3.2.4 Integration of HRMIS associated systems to hardware production systems provided by the Proponent. Should hardware and its corresponding systems software not be able to meet the standards and specifications as required by the project, the Proponent will be responsible for their upgrades and should not entail additional cost to PNP.

Deliverable: Outputs are

i. The proof of the successful completion of the activity. ii. The IT equipment, i.e. servers, storage, etc., that will host the

completed system which is subject for acceptance by the PNP.

3.2.5 Conduct of integration tests for all the functionalities of HRMIS associated systems, files/databases, linkages, including existing IT systems, if necessary.




i. The successful operation of all systems simultaneously

becomes the output of this phase with a certification issued by the Project Management Team for HRMIS as to its availability, efficiency, optimum performance and security according to the metrics to be set by PNP.

ii. Demonstration result certified by the Project Management Team for HRMIS of the end-to-end functions of HRMIS.

3.2.6 Training of PNP personnel, users and stakeholders in the concepts / usage / administration / maintenance of the HRMIS, which includes database administration, security administration, and systems administration, basic hardware installation and troubleshooting, manual processes/procedures/policies.


i. Training Management Plan ii. Training syllabi and materials. iii. Certificates issued to participants. iv. Provide training leading towards Technical Certification of at

least one (1) for each technical expertise (Database, Security, Hardware, Software Development and Project Management)

v. Course & Instructor evaluations made by the participants. Job shadowing/versioning of documents/manuals (project management)

3.2.7 Hand-holding with PNP (in terms of manpower & services) with regard to

its deployment for a period of at least three (3) months after HRMIS final system acceptance and deployment. This is to assure PNP that the system operates as expected. Deliverable: The outputs of this phase are

i. A certification issued by HRMIS stakeholders confirming their

satisfactory acceptance of their respective integrated systems. ii. A legal document guaranteeing hand-hold support to PNP for

three (3) months the day after acceptance & deployment. iii. Recovery disks for HRMIS reinstallation

3.2.8 Provide Business Data Recovery plans and procedure for redundancy

of business processes, and Business Continuity Plan for maintaining the processes for any possible detrimental disruptions.

Deliverable: The outputs of this are

i. Business Data Recovery Policy. ii. Business Data Recovery Guidelines.



iii. Business Data Recovery Procedure iv. Business Continuity Plan with the following contents:

Scope

Recovery Objectives a. Recovery Time Objective (RTO) b. Recovery Point Objective (RPO)

Recovery Team a. Service/Role/Function b. Responsibility c. Dependencies d. Expected Response Time

Recovery Strategy a. Initial Recovery b. Overall Recovery Strategy

Return to Operations

Document Change Log

3.2.9 Proponent shall submit a “Non-Disclosure Agreement” prior to the integration.

4 PROJECT DURATION

The project is expected to be completed and implemented within 360 calendar days from Notice to Proceed. Extending the project will subject the Proponent to penalties and surcharges (as stipulated in RA 9184) unless the fault is attributable to the PNP. The Proponent is expected to strictly follow the schedule of delivery.

5 APPROVED BUDGET

The approved budget for the project is Fifty-Six Million Pesos (Php56,000,000.00) inclusive of engineering and installation, material and services, delivery, incidental expenses, VAT and other government taxes.

6 WARRANTIES/GUARANTEES

6.1 Integration Software and other software – at least 3 year license coverage,

starts upon acceptance of HoPE.

6.2 Network and Hardware Support – at least 3 years warranty in parts and labor upon acceptance, onsite 24x7x365.

6.3 Integration Service – license coverage, starts upon delivery and installation up to acceptance of HoPE.

6.4 Technical Support – local 24x7x365 online/onsite support for at least 3 years

6.5 Onsite Support – within 2 hours from receipt of notice, spare parts ready if



necessary.

6.6 Supply of spare parts – availability of parts shall be within 24 hours from assessment.

6.7 Provision of service units if repair will exceed 1 day.

6.8 Proponent shall provide a testing facility for functionality demonstration or staging purposes.

6.9 Certifications by the Proponent and the Original Equipment Manufacturer/s (OEMs) that all equipment to be supplied are brand new. Certifications required from OEM/s may be issued by their local office.

7 TRAINING

7.1 Stakeholder’s Training

The project supports the capacity building for top-level managers, trainers, developers, systems/database/security administrators, hardware maintenance and troubleshooting. Training for a minimum of five (5) persons per category:

7.1.1 Top-Level Management –designed for the PNP Executives (Command Group, selected D-Staff and selected D, NSUs). Expected output is the HRMIS Executive Manual.

7.1.2 Trainers – specifically for the trainers of the HRMIS to ensure the continuous training to end-users. Expected output is the trainers manual.

7.1.3 Developers (frontend/backend) - trainings designed for the programmers and system analysts aims to ensure continuity and smooth implementation of operation. A development team will be created that will respond to the system related concerns of HRMIS especially the development of additional processes that were not covered by the initial development. Expected outputs are systems manual or the developers training manual and system code.

7.1.4 Systems/Database/Security Administrators - training designed for administrators of the HRMIS to ensure 24x7x365 monitoring of the services as well as prompt response as needed. Expected output is systems/database/ security administration manual.

7.1.5 End-users - trainings designed for the users of the system or the encoders. Expected output is end-users manual.



7.2 Special Technical Training for ITMS Personnel

To ensure technology transfer, ITMS personnel shall be provided with special technical training leading towards Technical Certification by the Proponent of at least one (1) for each technical expertise for Database, Security, Hardware, Software Development, and Project Management.

8 REQUIRED EQUIPMENT SPECIFICATIONS

Required equipment must conform to the prescribed NAPOLCOM minimum specifications or higher as required herein.

EQUIPMENT QTY SPECIFICATIONS

Cross- Platform Integration Software

1

Infrastructure Support

Fully compliant with Service-Oriented Architecture, reducing the complexity of IT infrastructure B2B & EDI (Business to Business & Electronic Data Interchange); should support many legacy technologies, and able to leverage existing infrastructure and investments

Platform Support

Built-in Connectors; pre-built connectors to popular ecosystems, to make data integration faster and easy. Pre-built connectors able to easily connect apps, databases, APIs, platforms and more in the cloud and on-premise. One Centralized Platform; enable to connect and control all data flows from a single platform for maximized productivity, business continuity and organizational efficiency.

Business Automation

Should be able to automate business processes to eliminate repetitive and manual tasks. Should enable integration platform keeps connections up to date throughout application’s lifecycle with no interruption on business processes.




No coding user-friendly, no-coding tools including drag-and-drop graphical UI and wizards.

Other Features

Visual Data Mapper: enables to create integration flows easily, instantly connecting multiple endpoints and nodes. Manage & Monitor: able to view real-time data graphs, charts and alerts for insights, and be able to improve performance. Enterprise Grade: built-in In-Memory Data Grid (IMDG) architecture that provides automatic back-ups of process and distributes them, ensuring optimal performance all the time.

Security Security: Encryption, HTTPS, WS-Security, SMTPS, IMAPS, SSL/TLS

Integration Licenses

Enterprise Development License Monitor License Connectors License Integration Process License License Anti-Virus for Server

Integration Server Brand New and Branded

1 NAPOLCOM Resolution No. 2016-648

Processor 2 x Processor, 14 Cores /56Threads or better

Form Factor Rack

Memory At least 128GB DDR 4

Hard Disk 1x800GB SSD (server type)

RAID Controller

RAID 0,1,5,6,10 or better, SATA, SAS

Fans Cooling Fans

Internal Network Card

At least two 10Gb Ethernet

Power Supply Dual, Hot‐ plug, Redundant Power

Supply (1+1)

Operating System

Licensed Enterprise Grade Network Operating System (Latest) License Anti-Virus for Server

Back Up Integration Server Brand New and Branded


Processor

2 x Processor 3.2GHz, 8Cores/16Threads, 10.4GigaTransfer/s 3, 24.75Megabytes Cache, Turbo, HT (130W) 1.5TB DDR4-2666

Form Factor Rack (1u)

Memory 2 x 32GB RDIMM, 2666MT/s, Dual Rank



Hard Disk 2x 800GB SSD and 1x800GB SAS Mixed Use, 12 Gbps, 512e, 2.5in Hot-plug Drive, 3 DWPD, 4380 TBW

RAID Controller

7GB Cache RAID Controller

Fans Cooling Fans

Internal Network Card

Quad Port Gigabit Network Adapter

Additional Network Card

Dual Port 10GB, Base-T, PCIe Adapter, Low Profile

Power Supply Dual, Hot-plug, Redundant Power Supply (1+1), 750W

Software Supports Simple Network Management Protocol

Operating System

Licensed Enterprise Grade Network Operating System (Latest) Licensed Anti-Virus for Server

Blade Server

6 Category Branded and Brand New, and compatible with the Server


Processor At least 2 x 2.4GHz, 14-core Intel v4 processor, 35M L3 cache

Memory 8 x 16GB DDR4 RDIMM memory, 2400MT/s in 24 DIMMS slots

Hard Disk 2 x 2.5” 600GB 10k RPM SAS, 128MB or above 1 x 800G NVMe SSD card in PCle Slot

Network Card 2 x 10GE ports

Software Supports Simple Network Management Protocol

Operating System

Licensed Enterprise Grade Network Operating System

Other Software

Licensed Database Management Software Tool Licensed Anti-Virus for Server

Management Features

Supports integrated system management:

Automatically restarts servers.

Monitors and controls fan modules, power supplies, and temperature.

Starts and shuts down servers.

Restarts servers in sequence.

Updates local firmware.

Records error logs.

Network Switch


Form Factor Rack-mountable



IDF (Branded and Brand New)

Standard

IEEE 802.1ad (Q-in-Q) standard IEEE 802.1p standard IEEE 802.1 Qbb standard IEEE 802.3ae standard

Protocol Support

IPv4 and IPv6 support or better

Number of Ports

Maximum 10/100/1000 Base-T 24 Ports Maximum Active 1Gb SFP Ports – 8 (4+4 Combo) Maximum 10Gb SFP+Ports-4 via license

Transceiver 1G Transceiver Module

Management Features

Web, cloud or client based

Other Features:

High Performance Stacking

User policy and host integrity enforcement, and identity management

Universal Port Dynamic Security Profiles for fine granular security policies across the network

Threat detection and response instrumentation to react to network intrusion

Denial of Service (DoS) protection and IP security against man-in-the-middle and DoS attacks

Should support IEEE 802.1 Audio Video Bridging to enable reliable, real-time audio/video transmission over Ethernet

Top of Rack Switch Rack Mountable (Branded and Brand New)



Protocol Support

IPv4 and IPv6 support or better

Number of Ports

Maximum 10/100/1000 Base-T 24 Ports Maximum Active 1Gb SFP Ports – 8 (4+4 Combo) Maximum 10Gb SFP+Ports-4 via license


Management Features

Web, cloud or client based



Other Features

High Performance Stacking

User policy and host integrity enforcement, and identity management

Universal Port Dynamic Security Profiles for fine granular security policies across the network

Threat detection and response instrumentation to react to network intrusion

Denial of Service (DoS) protection and IP security against man-in-the-middle and DoS attacks

Should support IEEE 802.1 Audio Video Bridging to enable reliable, real-time audio/video transmission over Ethernet

Firewall (Next Generation) (Branded and Brand New)


Form Factor Rack-mountable

Firewall Throughput

IPv4 Firewall Throughput of 500 Mbps (7.5Gbps)

VPN Throughput

20 Gpbs

Concurrent Connections

7,500,000 minimum

Interface Ports

1 x USB Port 1 x Console Port 2 x GE RJ45 MGMT/DMZ Ports 2 x GE RJ45 WAN Ports 2 x GE RJ45 HA Ports 14 x GE RJ45 Ports 2 x GE RJ45/SFP Shared Media Pairs

Software Management Software

Encryption AES-128 + SHA1, 1420-byte or better

Authentication Latest Standard

Input Power 100-240V AC, 60-50 Hz

VPN Features

Supports multiple highly reliable VPN feature such as IPsec VPN, SSL VPN

Security Features

Advanced Malware Protection (AMP) – Antivirus, Mobile Malware, Botnet, Virus Outbreak Protection and Sandbox Cloud

Stateful Packet Inspection Firewall

Web Content Filtering

Block TCP/UDP packet floods

DDoS attack protection

Port/Service blocking

Hardware DMZ port



Other latest firewall security features

Intrusion Prevention System Application Control


Accessories Power Cord Drivers and Manuals

10KVA Uninterrupted Power Supply (UPS) (Branded and Brand New)

2 NAPOLCOM Resolution 2009-699

Output Power Capacity

10KVA

Input Voltage 110-240v AC

Output Voltage

200/208/220/230 (default)/240 AC

Typical Recharge Time

6 hours or better

Typical Back-up at Full load

Battery power back-up time should be at least 15 minutes UPS output power factor should be at least 0.9 UPS efficiency should be at least 94.5%

Interface Ports

SNMP, RS-485, USB or better

Form Factor Rack mount

Rack Cabinet (Branded and Brand New)

2 NAPOLCOM Resolution 2009-709

Color Black

Size/Height 19” Standard Cabinet / 42u

Integrated Features

Converged cabinet with Power Distribution Unit (PDU)

Roof can be removed with simple pull-pin hinges for access during equipment installation or even with cabling already in place and routed through the cable openings.

Rack accessories/tools

Supports both top and bottom cable routing.

LAN Cabling

NAPOLCOM Resolution No. 2009-699

Protocol

a. Ethernet Protocol (802.3 family) b. 10 Mbps = 10 Base-T Ethernet (IEEE

802.3z) c. 100 Mbps = 100/1000 Base-TX Fast

Ethernet (IEEE 802.3u) d. 1000 Mbps = 10/100/1000 Base-T/TX

Gigabit Ethernet (IEEE 802.3z) e. 10-Gigabit – 10 GBase-R Ethernet

(IEEE 802.3ae)



9 REQUIRED FEATURES & FUNCTIONALITIES

FEATURES/FUNCTIONS DESCRIPTION

Secured and Transparent Transactions

Single Sign On (SSO) and maintains audit trail of the transaction history.

Security facilities to safeguard the system against illegal and unauthorized users.

Use of an access control tool to restrict access to application ensuring that access is granted only to authorized users.

Implements configuration/hardening standards to all critical application within the network.

Connected Workflow and Organizational Processes

Ensures a single and streamlined organizational processes across the organization.

Executive Level of Reporting and Analysis

Gives single data source and single reporting environment nationwide, can generate reports as identified by the stakeholders, and provides predictive analysis anytime, anywhere.

Common Self-Service Access

There will be a unified common entry point only for authorized personnel to ensure confidentiality, integrity and availability.

A module that enables users and executives to select the allowed services as required.

Screen forms that request important transaction information. They can be filled-up electronically.

An option to print the prescribed form is also available.

Supports multimedia input formats: video, image, audio, text, etc.

f. Or latest network cabling

Standard Cable Type

a. Cat 6 for Gigabit Ethernet (802.3z) b. Fiber Optics for 10-Gigabit = 10

GBase-R (802.3ae) c. Cat 6e or latest for 10 Gigabit = 10G

Base-R (802.3ae) d. Latest technology cabling for

compatible protocol

Cabling Service Requirement

a. Cabling layout design b. Cabling labeling



A system to submit electronic forms along with the necessary scanned attachments.

24x7x365 Real-Time and Fast Information available anytime, anywhere

Ensures availability of information anytime.

User-Friendly Screen Designs

Interface that closely adheres to existing systems Designs

Disaster Recovery Provides back-up and recovery process, and support in the event of disaster with a secured storage facility.

10 PROJECT EXECUTION

10.1 Implementation Supply, delivery and installation of the necessary hardware, software should enable HRMIS Project Team to operate and manage during the actual system roll-out/implementation and for the stakeholders. The Proponent should establish network solutions interoperable with the existing Information Systems (I.S.) of the PNP inclusive of one (1) year I.S. maintenance support. Software implementation should include data integration of database current data and initial parameter set-up into the new database as appropriate. 10.2 Documentation

Documentation of technical (system administration, maintenance and

operation) and user manual of procedures, operation and maintenance (at least 2 set of manuals and soft copies per system and of updates and add-ons made thereafter).

10.3 Other Requirements:

The Proponent should:

Present a Proof of Concept (POC) to include data processing based on the System Requirements Specifications (SRS) that should cater to at least 80% of PNP’s functional requirements (see attached) during the post-qualification period.

Provide all source codes, system rights and controls, and to include developer access privileges to be turned-over to



Committee on Inspection and Acceptance (CIA) 15 days after delivery.

Documentary Requirements for System Certification from the Directorate for Information and Communications Technology Management (DICTM), which includes the following to be submitted 15 days after delivery;

Overview of the Developed System Features of the Developed System Process Flow System’s Documentation

a) User’s manual b) Operational manual c) Technical manual

Benefits – both tangible and intangible Incurred Costs Status of Implementation (Schedule: phases,

checkpoint, etc.) Summary User acceptance Appendices (Non-Disclosure Agreement)

Certification from the manufacturer of the software development tool and software integration tool that the Proponent is authorized to resell, use and support the solution proposed.

11 CONCEPTUAL DESIGN



The HRMIS is designed to access personnel records in real-time across

the organization. It enables fast and reliable exchange of information among the units.

All activities starting from the mobilization up to the demobilization shall be properly documented. Policies shall be revisited and formulated to ensure alignment with the policies and standards of the PNP relative to human resource management.

Full delivery of the project will be dependent on the compliance of

Proponent as highlighted in this Terms of Reference.

With the development of PNP HRMIS, the PNP shall have an integrated Information System on personnel administration, personnel clearance, payroll, logistics, retirement and pension, healthcare records, and personnel development into one integrated system. 13 SCHEDULE OF ACTIVITIES

The HRMIS project shall be implemented with the following target dates per milestone. This shall also be the basis of the progress billing. The final dates shall be specified during the finalization of the Project Plan. It is important to note that any movement to the said schedule must be supported by a change request. Applicable charges may be billed to the PLP for changes to the schedule.

MILESTONES # OF CALENDAR DAYS

Project Preparation and Documentation

30 calendar days upon receipt of notice to proceed

Delivery of 60 calendar days upon receipt of notice to proceed

Hardware Equipment

Installation of Hardware Equipment

90 calendar days upon receipt of notice to proceed

Integration of HRMIS System Processes 270 calendar days upon receipt of notice to proceed

Training 270 calendar days upon receipt of notice to proceed Change 60 calendar days after completion of development of Management HRMIS Project Closure and

360 calendar days upon receipt of notice to proceed Handholding



14 PAYMENT SCHEME

Payment is based on milestone completion. Payments are subject to 5% retention referred to as the “retention money” and shall only be released after the lapse of the warranty period.

MILESTONE ACCEPTANCE CRITERIA PERCENTAGE

BILLING

Project Preparation and Documentation

Project Management Plan

Project Charter

Scope Management Plan

Requirements Management Plan

Schedule Management Plan

Quality Management Plan

Communications Management Plan

Risk Management Plan

Stakeholder Engagement Plan

Change Management Plan

Project Life Cycle Description

Traceability Matrix


Business Continuity and Data Recovery Plan

Source Code Documentation

5%

Delivery of Hardware

Hardware specifications conformity form

Delivery Receipts 26%

Hardware Installation, Configuration And Implementation

Installation and Configuration 3%

Integration Process and Implementation

Data Integration Plan

Systems Design Specification

Program Documentation

Test Results

51%

Training, Change Management

Training Management Plan

Training manuals, syllabi, and materials

Course and instructor evaluations made by the participants

Job shadowing/versioning of documents/manuals

6%



Project Closure and Handholding

Go Live Certificate

Proof of Successful completion

Guarantee certificate of Acceptance

Full Documentation

4%

TOTAL 100%(including 5% retention

money

14 PNP OPTION

The PNP upon the recommendation of the TWG has the right to test, evaluate and accept all deliverables mentioned in the Terms of Reference.

Prospective Proponent is an authorized Partner/Distributor of the brand being offered and have the authority to sell, deploy, manage and provide support services for the proposed solutions issued by the OEM.

_______________________ ______________________ _________

Name of Proponent Signature over Printed Name of Representative Date



SYSTEMS REQUIREMENTS SPECIFICATIONS (SRS)

PERSONNEL ACCOUNTING INFORMATION SYSTEM (PAIS):

System shall be able to provide/generate statistics/ list of recruits.

System shall be able to generate personnel movement reports.

System shall be able to provide Organizational Structure module for PNP personnel (uniformed and non-uniformed).

System shall be able to meet PNP’s process for Key Position Application (for Third Level Key Positions).

System shall be able to generate personnel accounting report, such as but not limited to:

Station List Territorial Strength Gender Profile Senior Lineal List Gains and Losses

System shall be able to compute the length of service of PNP personnel in order to determine:

List of personnel who will receive RCA List of personnel who will receive LP List of personnel who will be allowed for optional retirement List of personnel who will be issued Long Service Medals

System shall be able to generate listing on PNP personnel who are going to retire (at least one year before retirement).

Capability to provide SOPPB requirements for 3rd level promotion.

Capability to generate projected vacancies.

Capability to view vacancies.

Capability to accept online application.

Capability to generate list of applicants.

Capability to view the seniority lineal list (by Rank).



Capability to generate Table of Organization Position.

Capability to provide Key Position.

Capability to generate Ad hoc reports.

Capability to generate Qualified Officers such as but not limited to:

RDeables (Qualified for placement to Regional Director positions) PDeables (Qualified for placement to Provincial / City Director positions) By functional specialization Capability to view and generate list of promotable for 3rd level position:

List of candidates Generate Profile/Credentials Education Trainings/Special Trainings Awards and Recognitions Eligibility/Functional Eligibility Approved TO position from DPL List of position held with inclusive dates Cases (if any) Time in Grade Time in position Board Interview result

Capability to view list of promotable PCINSP to PSUPT:

List of qualified promotable Generate Profile/Credentials Education Trainings Awards

Eligibility/Functional Eligibility Approved TO position from DPL List of position held with inclusive dates Cases (if any) Time in Grade Board Interview result

Capability to monitor status of promotion from Patrolman/Patrolwoman to Police General.

Capability to generate list of personnel without eligibility

PER functionality .

SOPPD

System shall provide report on third level key positions; System shall be able to provide list of third level officers not occupying

T.O. positions based on the current approved organizational structure; System shall provide list of third level officers with no history of

assignment, but not limited to PD/CD/COP of NCRPO; System shall provide list of actual vacant T.O. positions for third level

officers for ENTRY, EXCLUSIVE, EXCLUSIVE I, EXCLUSIVE II and so on; including those positions occupied by PLTCOL (and lower ranks) not



qualified for promotion to PCOL; and Customizable summary report based on the criteria within the available data fields.

Inclusion of the storage, security and ownership of the data to deter future problem that may arise where data becomes the property of the developer.

System shall be able to monitor and generate list of foreign travel of PNP

RSD

System shall be able to generate the promotable personnel for the current year up to the next five (5) years for budget preparation and appropriation. This shall capture the following Qualification Standards (QS) of personnel qualified for promotion: (1) Time-in-Grade; (2) Education; (3) Mandatory Training; and (4) Eligibility;

System shall be able to generate the Seniority Lineal List (SLL) per rank as well the Training Lineal List (TLL) of all PNP personnel;

System shall include also the data or information on the insurance coverage/s of PNP personnel;

Firearms records of uniformed and non-uniformed personnel of the PNP; .1.77.5. Database of cases of personnel who were promoted and their current status/disposition for easy monitoring; and

MWD

System shall be able to generate list of awards and commendations given by NSUs and PROs on a monthly basis;

System shall be able to generate list of personnel with housing on a quarterly basis;

System shall be able to generate list of personnel who avail scholarship program of the PNP on a quarterly basis; and

System shall be able to generate list of personnel who are Killed on Police Operations and Wounded in Police Operations with date of incident in a monthly basis.

PERSONNEL CLEARANCE:

System shall be able to provide secured verification module to other law enforcement agencies and other disciplinary bodies.

System shall be able to maintain case record information for each PNP personnel from the new, web-based PNP Personnel Clearance System of Discipline, Law and Order Division (DLOD), such as but not limited to:



Disposition(Dismissal/Demotion/Suspension/Exoneration/Reprim and/ Warning/Restricted)

Implementing Orders Adjustment of Salary (Memorandum for deletion/adjustment) Docket Number Date Filed Nature of Offense Specific Offense etc.) Resolved (Exonerated, Convicted, Demoted, Dismissal of the Case {if

complainant withdrew the case}) Date Resolved

System shall generate reports related to cases of the personnel and other necessary reports.

GENERATION OF OTHER REPORTS:

The system shall be able to generate the following reports but not limited to:

PNP Personnel Pulis sa Barangay List of PNP Personnel with Pending Case Filed List of PNP Personnel who were Dismissed from the PNP Service Due

to Drug Cases but were reinstated Conviction Rate Reports on Court Duty PNP Personnel with Human Rights Violation Dictated Conference Enhance Police Visibility and Security measures Oplan Checkmate List of PNP Personnel Facing Admin/Criminal Cases (For NAPOLCOM,

IAS, CPO, OMBUDSMAN, PLEB, MTC, RTC, Provincial Prosecutor Office) –

Inventory of Pending Cases (Admin) Inventory of Pending Cases (Criminal) Statistics of PNP Personnel with Pending Cases

Court Duties (drug cases) Cases of Extortion Incident by PNP Personnel Inventory of PNP Personnel Deployed

PNP Personnel with Human Rights Violation List of PNP Personnel Charged with Various Offenses (Criminal)



List of Administrative Cases of PNP Personnel involved in Illegal Drug Trade, Robbery, Etc

Recap of Administrative Cases of PNP Personnel involved in Illegal-Drug Trade, Robbery, Etc

Cases on Slain PNP Personnel LOGISTICS AND DATA INFORMATION MANAGEMENT SYSTEM (LDIMS): The system shall be able to generate the following reports, but not limited to;

Percentage fill-up

By equipment

Equipment by Unit classification(Headquarters/NSUs/PRO/PPO/CPO/District/Batallion/MPS/CPS/PS/Company/Platoon)

Firearms by Caliber/Make/Kind/Source/Status

Equipment issuance history

Personnel with accountability

Material records with full details of the data

All Real Estate Properties

List of Properties by Region/Province

List of Properties by Status (titled/ for titling/others)

List of Properties by Mode of Acquisition Recapitulation by Region and by Lot

List of Building and Infrastructure by Unit Classification (HQ/PRO/PPO/CPO/CPS/MPS/Etc.)

By Structure By Design Type By Priority

Recapitulation by Region/ by Unit classification, by structure classification

Ad Hoc Reports

Issued Clearances

RETIREMENT AND PENSION ADMINISTRATION:

System shall be able to create, capture and maintain a comprehensive and complete profile of Pensioner and their beneficiaries.

System shall be able to generate unique Pensioner Account Number of new pensioner.

System shall be able to maintain the following fields for Pensioner personal details, such as but not limited to: PNP ACCOUNT NUMBER (In active service)

PENSION ACCOUNT NUMBER (system generated)

SURNAME, FIRST NAME, MIDDLE NAME, NAME EXTENSION (SUFFIX / QUALIFIER)



ALIAS / FORMER NAME (If any)

RANK / SALARY GRADE

BADGE NUMBER

BIRTHDATE

BIRTH PLACE

SEX/GENDER (cross-reference against salutation) - drop down list CIVIL STATUS

CITIZENSHIP

HEIGHT

WEIGHT

BLOOD TYPE

RELIGION – drop down list HAIR COLOR

EYE COLOR

IDENTIFYING MARKS

GSIS #

PAG-IBIG #

PHILHEALTH #

SSS #

HDMF NUMBER

RESIDENTIAL ADD (WITH ZIP CODE)

PERMANENT ADD (WITH ZIP CODE)

CONTACT # (LANDLINE/MOBILE PHONE)

EMAILADDRESS (company / corporate email)

AGENCY EMPLOYEE #

TIN #

FATHER’S SURNAME

FATHER’S FIRST NAME

FATHER’S MIDDLE NAME

MOTHER’S SURNAME

MOTHER’S FIRST NAME

MOTHER’S MIDDLE NAME

SALUTATION (MR. / MS. / MRS., etc.) - drop down list Source of Commission

Rank Benefit

System shall be able to capture emergency contact information:

Next of kin (name) Relationship - drop down list Contact number

System shall be able provide / generate individual Pensioner Identification Card and Dependent according to required specifications.

System shall maintain the following fields on the spouse and family details of Pensioner. System is able to maintain multiple records for spouse and child information (not limited to 1 record):



SPOUSE’S SURNAME, FIRSTNAME, MIDDLE NAME SPOUSE’S OCCUPATION SPOUSE’S EMPLOYER, OFFICE ADDRESS (If any) SPOUSE’E CONTACT # NAME OF CHILD (WITH DATE OF BIRTH – system to auto

calculate the age) Checkbox for legitimate or adopted children Child education level Handicapped checkbox Spouse SSS, HDMF, PhilHealth number and BIR TIN Number of registered children (system auto generate)

System shall be able to attach scanned objects and multiple types of document to each pensioner profile, including but not limited to the following:

Pensioner photograph Signature Certificate of No Marriage (CENOMAR), Pensioner Birth Certificate,

Pensioner Beneficiary(ies) Birth Certificate Other images (e.g. retirement orders, etc.) System shall be able to define or identify pensioner classification (e.g.

retiree, survivor, transferee, allottee, etc.) in creating a new Pensioner profile

System shall be able to identify mode of retirement (e.g. compulsory, optional, TPPD, posthumous, etc.)

System shall be able to maintain Pensioner date specification such as the following but not limited to:

Date entered service Date appointed Date retired (optional, compulsory, posthumous) Date resigned Date dismissed / attrite Date reinstated Date of promotion / demotion

System shall be able to maintain the following pensioner’s payroll information field for pensioner and if applicable, the corresponding allottee:

Pensioner ATM account number Bank / branch (drop down list) Monthly pension Initial Pension

System shall be able to search for pensioner record based on unique fields or any combination of fields, for example:



Pensioner Account Number

Full name or part of Pensioner Name

System shall be able to generate alerts for major milestones such as birthdays, Pensioner’s update, etc.

System shall be able to provide Pensioner’s Identification Card.

System shall be able to integrate with Payroll module in order to:

Withhold payment of pension and other benefits depending on the conditions of additional claimant (beneficiary), non-pensioner’supdate, etc.

System shall allow users to drill down on other information pertaining to Pensioner from the Pensioner master personal screen without the need to go back to the menu to launch the required screen.

System shall be able to configure what fields / information to be displayed in the drill-down feature from the Pensioner’s master personal screen to other modules' detailed information.

System shall be able to maintain all PNP/INP retired personnel historical data for reinstatement or other purposes.

System shall be able to generate listing of PNP/INP pensioner (retiree, survivor, transferee).

System shall be able to provide reporting and analysis without the need to do consolidation exercise.

System shall be able to carry out reporting based on:

Pensioner Classification User-defined customized classification for ad hoc reporting

System shall be able to view/generate the following:

Monthly master list of Pensioners full listing of activation and deletion of pensioner Pensioner’s history of pension List of disqualified pensioners

System shall be able to view, print and generate/download related headcount statistics (e.g. total headcount):

By Retirement Mode By Pensioner’s Classification



By Type of Claim (e.g. CAL or Lump Sum) By Rank Distribution By Region By Month/Year

System shall be able to generate projection of retirees according to the specified Calendar Year and computation of fund requirements for retirement benefits (Terminal Leave and Retirement Gratuity).

System shall be able to access monitoring of requirements for retirement claims and benefits viewable by the concerned units/offices (e.g. DC clearance, DL clearance, etc.)

System shall be able to compute individual retirement benefits, pension, etc. and generate printable reports according to its format (e.g. voucher, etc.).

System shall be able to generate and view Pension Master File.

System shall be able to record/capture the dates of the annual update of pensioners through biometric using kiosk.

System shall be able to maintain archive of pensioners, monthly pension transaction and its digitized records.

System shall be able to adopt the pension automatic deduction, if any.

System shall be able to compute individual retiree claims for commutation of Accrued Leave, Lump Sum and Gratuity.

System shall be able to generate individual computation sheet and Disbursement Voucher for each claim.

System shall be able to generate listing of claims budgetary requirements and endorsement letter by individual or by batch for DC as their basis of funding request to DBM.

PAYROLL (PNP Active Personnel and Pensioners)

System shall be able to handle at least the following:

Payroll reporting (Funding Warrant) Pension reporting Audit trails

System shall be able to monitor any amount due to agency after resignation / termination and is able to manage the payment records.



System shall maintain PNP personnel salary/Pensioner’s pension history, which includes the following information:

Amount of changes Reason for change of salary (if any) Effective Date End Date Authority data

System shall allow users (individual PNP personnel) to review the following pay period and year-to-date pay check information:

Gross pay Net pay Taxes Deductions Total compensation package Deduction Number of Remaining Installment (NRI)

System shall be able to provide self-service online payroll of both active and retired personnel.

History of all payroll transactions shall be available on-line for a predetermined number of years.

System shall be able to filter payroll pay-out entries to provide various views including:

All entries - full listing Allowance entries only Deduction entries only Allowance and Deduction entries only

The system shall be able to define master data for benefits by salary grade /rank, unit and other definable criteria.

The system shall be able to define master data for pension by salary grade /rank, length of services, number of long pay, additional benefits as mandated by law (i.e. medal of valour, etc.) and other definable criteria.

LEARNING MANAGEMENT SYSTEM (LMS):

System shall be able to create, capture and maintain a comprehensive and complete profile of Personnel Trainings:

Training Title (Dropdown list) Authority Number



Class Number Date Start of Training (means ongoing) with remark Date Finish of Training without remark Issuing Authority Venue Sponsor Host Sponsor Service Obligation Encoded by Date encoded Remarks Approved Training Grade Ranking Orders Authority Date

System shall be able to generate permanent unique Learning Management (LM) Account Number of personnel.

System shall be able to capture images of official copy of documents for validation purposes such as but not limited to:

Declaration of graduates, Diploma, Order of merit, PFT Results, and APE and Endorsement of HS.

System shall be able to maintain the following fields for Learning Management, such as but not limited to:

PNP Training Account Number (Active and/or Retired) Surname, First name, Middle name, Name Extension (Suffix/qualifier) Rank Badge Number Salary Grade Badge Number Birth Place Sex/Gender (Cross-reference against salutation)-Drop down list Civil Status Citizenship Height Weight Blood type Religion Unit Sub Unit



Station Status Date entered service Date of Officership Source of commission Position

System shall be able to maintain Physical Fitness Test Information of personnel and be able to generate reports (Pulisteniks and/or other sports development) but not limited to by quarter, month, unit, rank and age:

Rank (PCOs, PNCOs, NUPs, Civilian) Name of performer Badge Number Date of birth Age PROs/Unit Running Number Date Taken Unit Passed No Go Deferred Failed Absent Total Due for retirement (DFR) Event Supervisor Period (Date/year) Total Strength Sports Name Kind of sports Summer Clinic finisher PNP Official player Unit Player Player only

System shall be able to maintain and generate reports on Physical Fitness and Sports Development Program:

Unit Month Crime prevention sports components Physical Fitness component Sports competition component Sports supervision training component Total Updates/remarks



System shall be able to print PFT application forms with personal information by schedule to lessen the process of filling it up.

System shall be able to access BMI information of personnel and generate reports:

Rank/Name Unit Age BMI Weight Height

System shall be able to access the Pool of Instructors (TS) or Personnel with Specialized Trainings and be able to generate reports on:

Rank/Salutation/Name/age/gender/contact number Current Unit assignment/ unit contact number Training Categories and trainings (Specialized courses) Ongoing schedule of conduct of training

System shall be able to flag personnel with overlapping dates on ongoing trainings.

System shall be able to generate reports or a recapitulation of encoded information by DHRDD authorized users (and by Regional users and date-future plan.) for output purposes.

System shall be able to Batch update the system using Excel application.

System shall be able to generate List of Personnel with Specific Training (Mandatory, specialized courses and/or seminar)

by Unit by Class and/or Source of Commissionship, by age, by sex by gender/ etc.

System shall be able to maintain Trained personnel date specification such as but not limited to:

Rank/Salutation/Name/Unit, Class/Source of commission Date entered service/Class/source of commission Date appointed Date retired (Optional, compulsory, posthumous Date resigned Date dismissed/ attrite



Date reinstated Date of promotion/ demotion

System shall allow authorized users to drill down on other information pertaining to Training from the master current screen without the need to go back to the menu to launch the required screen.

System shall be able to configure what fields/ information to be displayed in the drill-down feature from the master personal screen to other modules detailed information.

System shall be able to maintain all PNP/INP retired personnel historical data for training or other purposes.



Personnel category User-defined customized classification for ad hoc reporting Training Lineal List List of qualified personnel by Unit, Rank, class Auto check on list of disqualified personnel to go on schooling (HS,

DLOD, DI clearance, others)

System shall be able to view, print and generate/ download related headcount statistics (e.g. total headcount):

Personnel (active and/or retired) trainings: by Class and source of commission by region/ unit, month/year by rank distribution

System shall be able to create list of ongoing schooling for endorsement to DPRM for training orders, TSA claims and other purposes.

System shall be able to accept data from training online application for the finalization on the deferment and final listing.

Schedule of training Rank/Name, Unit, Unit assignment, official personal e-mail address Go / Deferred pull down select Preferred location (if applicable to course) Title of course with schedule.



System shall be able to accept individual requirements to the online application and access monitoring of requirements for training applicants and viewable by DHRDD, TS, R8 and RSTUs.

MEDICAL RECORDS MANAGEMENT SYSTEM:

System shall be able to import, capture and maintain comprehensive and complete general information of PNP Health Service Medical patient from Online PAIS for active PNP personnel and their dependent and from PRBS System for retired PNP personnel their transferee and survivor.

System shall be able to create, capture and maintain a comprehensive and complete profile of other Civilians admitted in the PNP Health Service.

System shall be able to generate unique Hospital Registration Number of for all PNP Health Service patient/clients.

System shall be able to maintain the following fields for Medical patient/clients details, such as but not limited to:

PNP ACCOUNT NUMBER (In active service)

HOSPITAL REGISTRATION NUMBER (system generated)

SURNAME, FIRST NAME, MIDDLE NAME, NAME EXTENSION (SUFFIX / QUALIFIER)

ALIAS / FORMER NAME (If any)

RANK/SALARY GRADE/ (For Active and Retired PNP Member)

BADGE NUMBER

BIRTHDATE

BIRTH PLACE - drop down list SEX/GENDER (cross-reference against salutation) - drop down list CIVIL STATUS - drop down list CITIZENSHIP - drop down list HEIGHT

WEIGHT BLOOD TYPE - drop down list RELIGION – drop down list HAIR COLOR

EYE COLOR

IDENTIFYING MARKS

GSIS #

PAG-IBIG #

PHILHEALTH #

SSS #

HDMF NUMBER

RESIDENTIAL ADD (WITH ZIP CODE)

PERMANENT ADD (WITH ZIP CODE)

CONTACT # (LANDLINE/MOBILE PHONE)

EMAILADDRESS (company / corporate email)



AGENCY EMPLOYEE #

TIN #

FATHER’S SURNAME

FATHER’S FIRST NAME

FATHER’S MIDDLE NAME

MOTHER’S SURNAME

MOTHER’S FIRST NAME

MOTHER’S MIDDLE NAME

SALUTATION (MR. / MS. / MRS., etc.) - drop down list

System shall be able to capture emergency contact information: (cross

referenced and imported from OnlinePAIS and PRBS System for PNP personnel)

Next of kin Relationship - drop down list Contact number

System shall be able search individual Medical Records of patient/client either by manual or by scanning the barcode/QR code in the PNP Identification Card for PNP Members, Dependents, Survivor or Transferee.

System shall maintain the following fields on the spouse and family details of Medical patient/client. System is able to maintain multiple records for spouse and child information (not limited to 1 record; it must be cross referenced and imported from OnlinePAIS and PRBS System for PNP personnel)

SPOUSE’S SURNAME, FIRSTNAME, MIDDLE NAME

SPOUSE’S OCCUPATION

SPOUSE’S EMPLOYER, OFFICE ADDRESS (If any)

SPOUSE’E CONTACT #

NAME OF CHILD (WITH DATE OF BIRTH – system to auto calculate the age)

Checkbox for legitimate or adopted children

Child education level Handicapped checkbox

Spouse SSS, HDMF, PhilHealth number and BIR TIN

Number of registered children (system auto generate)

System shall be able to attach scanned objects and multiple types of document to each Medical patient/client especially during medical surgery or operations for PNP Health Service documentation.

System shall be able to define or identify medical patient/client classification (e.g. active (UP/NUP), retiree, survivor, transferee, dependent, civilian, etc.) in creating a new Hospital Registration Number.



System shall be able to maintain all of Medical patient’s/client’s records in the following tables:

Tbl_ActivityLog - A table that contains records about the action

done to the system by the system user. Tbl_Admission_Register - A table that contains the information of

the patient’s admission. Tbl_AllergyHistory - A table that contains information on the history

of patient’s allergy. Tbl_CancerHistory - A table that contains information on the history

of patient’s cancer. Tbl_ Chart - A table that contains compilation of nurse’s note in

managing the patient. Tbl_Diagnosed_Disease - A table that contains information of the

disease. Tbl_Edocs - A table that contains scanned documents of patient. Tbl_ER_Register - A table that contains the details of patient’s

admission with ER Register. Tbl_FamilyHistory - A table that contains information on the history

of family illness. Tbl_FeedingHistory - A table that contains information on the

feeding history of patient. Tbl_GeneralSurvey - A table that contains information of the general

survey done to patient. Tbl_ImmunizationHistory - A table that contains the immunization

history of patient. Tbl_OBHistory - A table that contains the details of the OB history

of patient. Tbl_OPD_Registration - A table that contains the details of patient’s

registration in OPD. Tbl_PastMedicalHistory - A table that contains the details patient’s

past medical history. Tbl_Patients - A table that contains general information of the

patients. Tbl_PersonalSocialHistory - A table that contains information of the

patients personal or social history. Tbl_PNPGH_Personnel - A table that contains information of

PNPGH personnel Tbl_VitalSigns - A table that contains vital signs information of the

patient. Tbl_SurgeryHistory - A table that contains details of the history of

surgery. Tbl_UserLogin - A table that contains information of the system user

and its access rights. Tbl_Ref_ActivityType - A reference table that contains list of

activities in the system. Tbl_Ref_AdmissionSource - A reference table that contains list

patient’s source of admission.



Tbl_Ref_AdmissionType - A reference table that contains list of patient’s type of admission.

Tbl_Ref_ AllergenCategory - A reference table that contains list of allergen category.

Tbl_Ref_ Allergies - A reference table that contains list of the causes of allergies.

Tbl_Ref_ArrivalType - A reference table that contains list of patient’s type of arrival.

Tbl_Ref_ BodyPart - A reference table that contains list of body parts.

Tbl_Ref_CancerType - A reference table that contains list of cancer type.

Tbl_Ref_CaseType - A reference table that contains list patient’s case type.

Tbl_Ref_City - A reference table that contains list of cities. Tbl_Ref_CivilStatus - A reference table that contains list of civil

status. Tbl_Ref_Clinics - A reference table that contains list of PNPGH

clinics or hospital units. Tbl_Ref_Disease_Category - A reference table that contains list of

disease category. Tbl_Ref_Disease_Specific - A reference table that contains list of

diseases. Tbl_Ref_Disease_Type - A reference table that contains list of the

type of disease. Tbl_Ref_DispositionNature - A reference table that contains list of

patient disposition. Tbl_Ref_ EmergencyType - A reference table that contains hospital

units for emergency depending on the type of emergency. Tbl_Ref_EmployeeStatus - A reference table that contains list of

employment status. Tbl_Ref_ER_Disposition - A reference table that contains list of ER

disposition. Tbl_Ref_Gender - A reference table that contains list of gender. Tbl_Ref_GlasgowComaScore - A reference table that contains

Glasgow Coma Score. Tbl_Ref_Immunization - A reference table that contains

immunization status. Tbl_Ref_Nationality - A reference table that contains list of

nationality. Tbl_Ref_PatientClass - A reference table that contains list of

patient’s class. Tbl_Ref_PatientType - A reference table that contains list of patient

type. Tbl_Ref_PatientTypeStatus - A reference table that contains list of

status of patient depending on its type. Tbl_Ref_PhilHealthType - A reference table that contains list type

of membership in Philhealth .



Tbl_Ref_ProcessType - A reference table that contains list of type of process in PNPPGH.

Tbl_Ref_Province - A reference table that contains list of provinces. Tbl_Ref_PulhesProfileCategory - A reference table that determine

the physical profile of personnel. It includes the physical capacity or stamina, upper body, lower body, hearing, eyes, and stability or psychiatric.

Tbl_Ref_Rank - A reference table that contains list of PNP ranks. Tbl_Ref_RecordType - A reference table that contains list of records

in the system. Tbl_Ref_Region - A reference table that contains list of regions. Tbl_Ref_Religion - A reference table that contains list of religion. Tbl_Ref_SelectiveAdminData - A reference table that contains list

of selective administrative data. Tbl_Ref_Unit - A reference table that maintains list of PNP units. Tbl_Ref_UserAccessType - A reference table that contains list of

access type and level that may be access by the user in a system. Tbl_Ref_Vaccines - A reference table that contains list of vaccines. Tbl_Ref_WardType - A reference table that contains list of ward

type. Tbl_Rpt_LeadingCauses - A table that contains statistics of leading

causes of discharge classified into type of discharge Tbl_Rpt_MMR_Stats - A table that contains statistics of the

System shall be able to generate alerts for major milestones such as patient’s/client’s birthdays, update, etc.

System shall be able to integrate with Online PAIS, PRBS, DHRDD and other PNP HRMIS subsystems.

System shall allow users to drill down on other information pertaining to Medical patient’s/client’s from the MRMS master personal screen without the need to go back to the menu to launch the required screen.

System shall be able to configure what fields/information to be displayed in the drill-down feature from the MRMS patient/client dashboard.

System shall be able to maintain all MRMS patient’s/client’s historical data from admission to discharge, from filing of APE to releasing of Final Results and others specified above.

System shall be able to generate listing of PNP Health Service Patients/Clients according to format needed at the moment for ad hoc reporting.





Patient’s/Client’s Classification

User-defined customized classification for ad hoc reporting

System shall be able to view/generate the following:

Monthly master list of Patients/Clients Full listing of activation and deletion of pensioner Pensioner’s history of pension List of disqualified pensioners

System shall be able to view, print and generate/download related headcount statistics (e.g. total headcount)

By Patient’s/Client’s Classification

By Type of Case (e.g.Dialysis, Surgery, etc )

By Room Assignment By Attending Doctor

By Month/Year

Medical Supply Category (e.g. Medicine, Instruments, Machines, etc)

Medicine(Antibiotics, anticolinergic, etc.)

Instruments (Syringe, Needles, etc.)

Machines (Xray, ECG , etc.)

Date Manufactured

Expiration Date Date Delivered

Receiver/Pharmacy

Requesting personnel Authority

Date requested

Doctors Prescription

number of medicine

Name of Medicine

Date Approved