DTR Module Rev.1x - DOST FTP

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Department of Science and Technology

DOST
-
CO Human Resource Management Information
System User Manual


Employee Module




User Manual

for

DOST
-
CO

Human Resource Management

Information System

D
aily Time Record

Module







Page
iv




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)



REVISION HISTORY

Revision No.

Date

Author

Changes Made


04/
25
/2012

Remy
Monica S. Omaña

Initial draft created for revi
ews and
comments

1

04/2
7
/2012

Remy Monica S. Oma
ña

Added Section 1.3 Biometrics






Page
v




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)





REVISION HISTORY

................................
................................
................................
................................
......

iv

1

Daily Time Record Module

................................
................................
................................
...................

1

1.1

Manual Log

................................
................................
................................
................................
...

1


1.1.1

Default Screen

................................
................................
................................
.....................

1


1.1.2

Log
-
in

................................
................................
................................
................................
..

2


1.1.3

Employees Present

................................
................................
................................
.............

4


1.1
.4

Employees on OB

................................
................................
................................
................

5


1.1.5

Employees on Leave

................................
................................
................................
...........

6


1.1.6

Employees Absent
................................
................................
................................
...............

7

1.2

Swipe Log

................................
................................
................................
................................
......

8


1.2.1

Default S
creen

................................
................................
................................
.....................

8


1.2.2

Log
-
in

................................
................................
................................
................................
..

9


1.2.3

Employees Present

................................
................................
................................
...........

11


1.2
.4

Employees on OB

................................
................................
................................
..............

11


1.2.5

Employees on Leave

................................
................................
................................
.........

12


1.2.6

Employees Absent
................................
................................
................................
.............

13


1.2.7

Manual Login

................................
................................
................................
....................

14

1.3

Biometrics

................................
................................
................................
................................
...

17










Table of Contents



Page
1




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)



1

Daily Time Record Module

The Daily Time Record Module records the daily time
-
in and time
-
out o
f employees. Options for
the DTR Module are

Manual Log,
ID Swipe System
, Biometrics and other devices
.

The
Daily Time Record

module allows the
user
s to:

Daily Time
Record Module



Record Time
-
In of Employees



Record Time
-
Out of Employees



View List of
Employees Present



View List of Employees on OB/Travel Order/Trip Ticket



View List Employees on Leave



View List of

Employees Absent


1.1

Manual Log

1.1.1

Default Screen

Once the system is accessed you will be automatically directed to the Main Page (See
Figure
1
-
1)


Figure
1
-
1

Manual Log Default p
age

These are the components of the
Manual Log
Default Screen and a brief description of
what they are:



Page
2




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)



Log
-
in

Allows user to
time
-
in
and time
-
out
to the system

Present Section

Provides link to Employees Present
sub
-
section

OB Section

Provides link to Employees on OB/Travel Order/Trip Ticket sub
-
section

Leave Section

Provides link to Employees on Leave sub
-
section

Absent Section

Provides link to Employees Absent sub
-
section


1.1.2

Log
-
in

This sub
-
section allows
employees to record time
-
in

and time
-
out
.

To login to the
system, the user is required to enter a valid username and password on the Login
Form
at the upper
-
right side of the
Default Screen
(See Figure 1
-
2).


Figure
1
-
2

Log
-
in

1.

To time
-
in, e
nter the
User
Name

and
Password

on the entry boxes labeled
respectively. Then click the
Login

button

(See Figure 1
-
3)
.



Page
3




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
3

Log
-
in form

2.

If time
-
in is successful, a message prompt will appear

(See Figure 1
-
4).


Figure
1
-
4

Time
-
in

Confirmation

M
essage

3.

To
time
-
out
, enter a valid username and password on the Login Form
at the
upper
-
right side of the Default Screen
in

Figure 1
-
2.

Then click the
Login

button

.

4.

If time
-
out is successful, a message prompt will appear (See Figure 1
-
5
).



Page
4




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
5

Time
-
out

Con
firmation Message


1.1.3

Employees
Present

This sub
-
section allows employees to view list of employees that are present
.


Figure
1
-
6

Employees
Present icon

1.

To view the List of Employees Present, click the
Present

icon

in Figure 1
-
6

(See
Figure 1
-
7
).



Page
5




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
7

Employees Present page

2.

Click on the
page numbers

below the list to move to the next page.


1.1.4

Employees on
OB

This sub
-
section allows employees to view list of employees on Official Busines
s,
Travel Order and Trip Ticket.


Figure
1
-
8

Employees on OB icon

1.

To view the List of Employees
on OB, Travel Order or Trip Ticket
, click the
OB
icon
in Figure 1
-
8 (See Figure 1
-
9).



Page
6




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
9

Employees on OB page

2.

Click on the
page numbers

below the list to move to the next page.


1.1.5

Employees on
Leave

This sub
-
section allows employees to
view list of employees on Leave.


Figure
1
-
10

Leave icon

1.

To view the List of Employees on Leave, click the
Leave
icon
in Figure 1
-
10 (See
Figure 1
-
11).



Page
7




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
11

Employees on Leave page

2.

Click on the
page numbers

below the list to move to the next page.


1.1.6

Employees
Absent

This sub
-
section allows employees t
o view list of employees Absent.


Figure
1
-
1
2

Absent icon

1.

To view the List of Employees on Leave, click the
Absent

icon
in Figure 1
-
12
(See
Figure 1
-
1
3
).



Page
8




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
1
3

Employees

Absent page

2.

Click on the
page numbers

below the list to move to the next page.


1.2

Swipe Log

1.2.1

Default Screen

Once the system is accessed you will be automatically directed to the Main Page (See
Figure
1
-
14
)



Page
9




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
14

Swipe Log Default

page

These are the components of the
Swipe Log
Default Screen and a brief description of what
they are:

Present Section

Provides link to Employees Present sub
-
section

OB Section

Provides link to Employees on OB/Travel Order/Trip Ticket sub
-
section

Leave

Section

Provides link to Employees on Leave sub
-
section

Absent Section

Provides link to Employees Absent sub
-
section

Manual Login

Provides link to Manual Login sub
-
section


1.2.2

Log
-
in

This sub
-
section allows employees to record time
-
in and time
-
out.

To log
in to the
system, the user is required to
swipe Employee ID containing the Employee
N
umber
situated in a barcode
.

1.

To time
-
in, s
wipe the
Employee ID

into a barcode reader.



Page
10




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)



2.

If
time
-
in

is success
ful
, a confirmation message will appear (See Figure
1
-
15
).


Figure
1
-
15

Time
-
in

Confirmation Message

3.

To time
-
out, swipe the Employee ID into a barcode reader.

4.

If time
-
out is successful, a message prompt will appear (See Figure 1
-
16
).


Figure
1
-
16

Time
-
out

Confirmation Message




Page
11




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)



1.2.3

Employees Present

This sub
-
section
allows employees to view lis
t of employees that are present.


Figure
1
-
17

Employees Present icon

3.

To view the List of Employees Present, click the
Present

icon
in Figure 1
-
17
(See
Figure
1
-
18
).


Figure
1
-
18

Employees Present page

4.

Click on the
page numbers

below the list to move to the next page.


1.2.4

Employees on OB

This sub
-
section allows employees to view list of employees on Official Busines
s,
Travel Order and Trip Ticket.




Page
12




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
19

Employees on OB icon

3.

To view the List of Employees on OB, Travel Order

or Trip Ticket, click the
OB
icon
in Figure 1
-
19
(See Figure
1
-
20
).


Figure
1
-
20

Employees on OB page

4.

Click on the
page numbers

below the list to move to the next page.


1.2.5

Employees on Leave

This sub
-
section allows employees to
view list of employees on
Leave.



Page
13




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
21

Leave icon

3.

To view the List of Employees on Leave, click the
Leave
icon
in Figure 1
-
21
(See
Figure
1
-
22
).


Figure
1
-
22

Employees on Leave page

4.

Click on the
page numbers

below the list to move to the next page.


1.2.6

Employees Absent

This
sub
-
section allows employees to view list of emplo
yees Absent.



Page
14




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
23

Absent icon

1.

To view the List of Employees on Leave, click the
Absent

icon
in Figure 1
-
23
(See
Figure
1
-
24
).


Figure
1
-
24

Employees

Absent page

2.

Click on the
page numbers

below the list to move to the next page.


1.2.7

Manual Login

This sub
-
section allows user to
time
-
in and time
-
out

usi
ng valid User Name and Password.




Page
15




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
25

Manual Login icon

1.

To use Manual Login, click the
Manual Login

icon
in Figure 1
-
25
you will be
directed to the Manual Login page (See Figure
1
-
26
).


Figure
1
-
26

Manual Login page

2.

To time
-
in, e
nter the
User Name

and
Password

on the entry boxes labeled
respectively. Then click the
Login

button

(See Figure
1
-
27
).



Page
16




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
27

Log
-
in
form

3.

If
time
-
in

is successful, a message prompt will appear (See Figure
1
-
28
).


Figure
1
-
28

Log
-
in Confirmation Message

4.

To time
-
out, enter the
User Name

and
Password

on the entry boxes labeled
respectively. Then click the
Login

button
.

5.

If time
-
out is successful, a message prompt will appear (See Figure
1
-
29
).



Page
17




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
29

Log
-
out Confirmation Message


1.3

Biometrics

To record time
-
in and time
-
out of employees using biometrics
,
b
iometric
f
ingerprint
s
canner
s
are used (
See Figure 1
-
30

and 1
-
3
1
).

The available devices
Virdi

4000UV

and
Virdi

AC6000

which is connected to HRMIS.


Figure
1
-
30 Virdi

4000UV




Page
18




Department of Science and
Technology
-

Central Office

DOST
-
CO Human Resource Management Information
System User Manual


Daily Time Record

Module

DOST
-
CO HRMIS User Manual


Daily Time
Record Module

Rev.1
.docx (04/2
7
/2012)




Figure
1
-
31
Virdi
AC6000