• Homegrown information systems for human resources


    Beyond the classrooms and alternative learning environments, another innovation had taken place, this time within the division’s administrative offices. The Division Human Resource Information System (DHRIS) exemplified the Division’s leadership and innovation in the management of its entire human resources system, through its strategic use of ICTs. 

       

    The DepEd School Division had a talented team of in-house ICT experts. But their human resources management was still largely manual and paper-based. Under this manual system, securing records had taken a considerable amount of time. The HR office had been packed with stacks of papers and folders containing forms, records, and files.

    So, when Superintendent Gazo challenged the ICT team to revamp the HR system, the team decided to pick up the gauntlet. This led to the creation of the DHRIS, a fully integrated computer database of HR files, which revolutionized HR management in the division. Furthermore, the DHRIS was considered user-friendly, and could run on Windows 7 and newer versions of the operating system. The DHRIS was clear and comprehensive. It contained:

    • Basic information: Personal information such as civil status, blood type, date of birth, address, GSIS, TIN, PhilHealth, emergency contact, and employment information.
    • Service record: inclusive dates of service, designation, salary, place of assignment. Records of staff were imported into the DHRIS, while incoming personnel needed to fill out an entry form. Electronic 201 files could easily be accessed.
    • Training facility: seminars and training programs attended, number of hours, inclusive dates, venue, sponsor, type, source, budget allocation.
    • Step increment: candidates for STEP increment, number of years in service, and details of salary.
      • Loyalty payroll: account details, paid and unpaid STEP increment.
      • Notice of STEP increment
    • List of employees
    • Salary dashboard: summary of salary, position, date of appointment, last date of promotion, schedule of STEP increment, and schedule for receiving the loyalty award.
    • Division map

    The DHRIS yielded work efficiencies. The database meant reductions not only in labor, time, and energy spent in HR management, but also in administrative errors. It also provided valuable inputs into the budgeting processes. For example, the loyalty payroll was used to forecast the STEP increment. The Notice of STEP Increment (NOSI) could be easily produced, without the need for manually reviewing and encoding the list of STEP candidates – with the relevant personnel notified immediately. 

    Another benefit was that it allowed for the quick preparation of reports, exporting the database files into formats such as PDF and Excel. Similarly, the list of employees could be generated efficiently, whether according to school, office assignment, or type of school.

    The entire school division was proud of the ICT team’s achievement. The DHRIS was widely recognized in the region, and was exemplified for its best practice in using ICTs for school management. Then schools from other divisions selected DHRIS for their benchmarking activities. In June 2017, they bagged the Civil Service Commission Pagasa Award for Region X; they had also been nominated for the national level.[1]


    [1] The awarding ceremony took place in September 14, 2017 at Cagayan de Oro City during the 117th Philippine Civil Service Anniversary with the theme, “Tugon sa Hamon ng Pagbabago: Malasakit ng Lingkod Bayani.”

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