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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New

UP Employee

INTRODUCTION
This manual was developed for the purpose of guiding Human Resource Development Officers in using, navigating and utilizing the
HRIS. As the country’s premier University, UP aims to adapt new technology to make our operations more effective and more
efficient. With HRIS, all HR operations across the entire UP system will be consolidated into one secure system accessible to both
the employees and Human Resource Department Offices (HRDOs). This will not only help both the HR and the employee to easily
access employee record and information across CUs; it will also lessen the paperwork and the effort exerted in passing information
from one campus to another.

Though HR Information is exclusive to HRD Offices, some information are needed to be shared to other offices such as Accounting
(for Payroll). Through the HRIS, shared processes will be integrated for easier transactions for both offices sharing the same
information.

Symbols and Conventions Used in This Manual


To highlight the codes and Uniform Resource Locators (URLs), they are written in monospace font. They will be found in this manual
like this:
hris.up.edu.ph

It is also important to be familiar with the symbols used both in the HR Information System and this manual. Some of the buttons and
symbols used are listed below:

Icon Description
Search Button: This button indicates that a field has a List of Values, which
contains universal values for that field. However, there are fields which may have
a List of Values, but also accept free texts. There are also some fields with a List
of Values that strictly follow the universal List of Values.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Calendar Button: These icons usually appear in fields that require dates. Clicking
this icon will redirect you to another window that contains a calendar. Select the
correct month, day and year from the calendar and click OK to apply that date.
Delete Button: Click this icon located beside a field, if you want to remove that
entry from the section (e.g. Phone Number)

GETTING STARTED
Technical Guidelines
For the system to run properly, note that is important to check on the following technical requirements:
 Browsers
The HRIS Self Service runs best on the following web browsers:
 Mozilla Firefox
 Safari
 Internet Explorer (version 10 and below only)
 Google Chrome
 Operating Systems
HRIS works on all major operating systems e.g. Windows7, Windows 8, Linux, Mac OS X
 Internet Connection
Though HRIS works on any operating system and browser, you cannot log-in or access any of its features without an internet
connection. As long as you are connected to an internet connection (e.g. campus/office network, home broadband, DSL, USB
dongle, etc.), you can access HRIS anywhere around the globe. Any connectivity problem should be referred to your local IT
offices (CU-/office-based) or internet service provider (PLDT, Globe, Smart, etc.). In cases when your concerns are HRIS-
related, refer to the local HRIS Technical assigned to your CU.
 User Accounts

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

User accounts are usually distributed by the HR personnel assigned to your unit. If you’re having trouble using the issued
account credentials, simply click the Log-In Assistance Option in the log-in page.
 Forgot Password
Enter username and instruction on how to reset your password will be emailed to you.
 Forgot Username
Enter the email address associated with your account and your username will be emailed to you.
 eUP System Helpdesk
Contact no.: (02) 376-3100
e-mail: helpdesk@up.edu.ph

Definition of Terms
Before you can fully utilize the features of the system, it will also help to remember that there may be terms and features in the
system that use different labels as opposed to the international standard terms. The table below shows the basic terms used in the
system and their counterparts used in UP operations outside of HRIS.

TERMS ACRONYMS
UP HRIS Meaning Abbreviation Meaning
Title Title Ex. Dr.; Ms.; Prof.; Atty. etc HRDO Human Resource
Development Office
First Name First Name First Name of Employee HRIS Human Resource
Information System
Middle Name Middle Name Middle Name of Employee URL Uniform Resource
Locator
Surname Last Name Last Name of Employee CSC Civil Service
Commission
Name Suffix Ex. I, II, III, Jr. Sr. HRD Human Resource
Extension Department

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

UP Number Employee Employee Number CU's Constituent Units


(Old Employee Number
Number) (New/ HRIS-
Generated
Employee
Number)
Date of Birth Date of Birth Date of Birth of Employee IS Information System
Place of Birth Place of Birth Determine by Town/Province, Region and Country of
Birth
Civil Status Marital Status Civil status of employee
Sex Gender Gender of Employee
E-mail Address Email Valid address of the employee
Address
Telephone Phone Phone number of employee
Number Numbers
Address Type Address Type Address Type of employee's address either Permanent
or Residential
Residential Address Employee's address determine with Town/City, Region
Address and Country
Zip code Zip Code Zip Code of employee's address

Using Your HRIS Account

Your HRIS account contains your personal and employment-related information, hence, protecting your account’s security is an
imperative. Here are a few reminders:
 Your credentials (username and password) are unique, but it can also be used to log-in to other information systems.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

 Do not share your log-in credentials to anyone. Make sure to lock your computer or log out your account before leaving your
computer. The system may have an auto-log out option, but there may still be an instance in between that may allow other
people to view and use your profile.
 Change your password regularly, and make sure you report any suspicious encounters in your account.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

CREATE PERSON RECORD AND


ASSIGNMENT DETAILS OF NEW UP
EMPLOYEE

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

CREATE PERSON
RECORD AND
ASSIGNMENT DETAILS
OF NEW UP EMPLOYEE

Step 1. Go to hris.up.edu.ph

Step 2. Enter your


username and password to
log-in the HR Information
System.

Once you have pressed the


enter button of your
keyboard, or clicked the
Log in button located in
your log-in page, you will
be directed to the HRIS
User Home Page.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 3. On the HRIS Main


Menu, select the UP HR
Information System or the
HRMS Manager folder.

A dropdown list will appear.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 4. Click the People


folder, then select Enter
and Maintain.

The Oracle application will


open on your computer.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 5. A Decision box will


appear. Click:
 No, if the effective
date (employee
actual last day) is
the same as the
date today.
 Yes, if otherwise
(e.g. yesterday, the
other month, or
even a future date)

Upon choosing Yes, the Alter


Effective Date window will
open.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

On the Alter Effective Date


window dialog box, change
the Effective Date following
the format DD-MMM-YYYY.

Important: The Effective


Date must be the employee’s
last day in UP, not the first
day of separation.

The Find Person box will


appear.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 6. On the Find


Person dialog box, click
the New button.

The People window will


open.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 7. On the Action field,


select Create Employee.

Note: In filling out the


People window, only the
fields with yellow highlights
(e.g. Last Name, Person
Type for Action) are
required.

It is advisable, however,
that all fields are supplied
with data.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 8. Go to the Office


Details tab, then fill out the
Email field.

Note that only UP email


(@up.edu.ph) may be
used.

If the employee does not


have an account yet, you
may send a request for UP
email creation to the HRIS
analyst assigned to your
CU.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 9. Click the Medical


tab, then provide the
employee’s Blood Type.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 10. Click the Save


button or use the Ctrl + S
command.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 10. Click the DFF


button beside the Latest Start
Date field.

You will be directed to the


Additional Personal Details
window.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 11. Fill out the fields on


the Additional Personal
Details window, then click the
OK button.

Termination Dates
subsection:

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 12. On the People


window, click the
Assignment button.

You will be directed to the


Assignment window.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 13. Update the


Organization field (the
default value is University of
the Philippines) with the
correct organization name,
then click the Correction
button once prompted.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 14. Click the Group


field to open the UP People
Group Key Flexfield where
you will enter the
Classification and Sub-
classification data of the
employee.

Note: For all CUs except


PGH, if the Classification is
Academic, Sub-Classification
must also be entered. If the
Classification is Non-
Academic, Sub-Classification
must be left blank. For PGH
(Classification: Non-
Academic), Sub-Classification
must be entered as well.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 15. Indicate the position


of the employee on the
Position field. The Position
name format is UP Position
Name. Organization. Plantilla
Item.

The Plantilla Item can be


blank.

Tip: Entering the Position


details before the Job details
is more efficient.

Tip: To look for the position


name, enter %Plantilla Item%
(for positions with plantilla
item, e.g. %UPSB-PROF5-
125-2008%. For positions
without plantilla item, you can
enter %Position name%.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

i. If multiple positions match


the query, you will be given a
list from which you may
choose the position you are
looking for.

ii. If only one position matches


the query, that position will be
chosen by default. Check
whether it is the one you are
looking for.

iii. If the query returns no


result, it means the position is
not yet available in the
system. Position creation
request must be sent to the
HRIS analyst assigned to
your CU. Please do not not
forget to attach a Position
template containing the
details of the new position.

For cases i and ii: Click


Yes.

Values for Job, Grade,


Payroll, Location, and
Salary Basis will
automatically be filled.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 16. Indicate the


Assignment Category and
Employee Category.

Note: Do not edit the


employee Assignment
Number.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 16. Click the


Supervisor tab, then find the
Name of the supervisor.

The supervisor name format


is Last Name, Title First
Name Middle Name. Again,
you can use the %part of the
name%another part of the
name% format for the query
(e.g. %Respino%Flores%).
The Worker number will be
filled automatically once a
supervisor has been set.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Click the ellipsis button beside


the Assignment Number text
field.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

On the Find text field, enter


the % sign to display the
Assignment Number list of
values.

Select the correct Supervisor


Assignment Number, then
click the OK button.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 17. Click the Statutory


Information tab, then enter
the Legal Employer
information.

Click the OK button.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 18. Click the


Miscellaneous tab, then fill
out the Reason field with
“Original Appointment”.

Tip: The Reason to be


indicated should answer the
question, “How did the
employee get the
assignment?”

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 19. Click the DDF


button located just above the
Others button.

The Additional Assignment


Windows will open.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Enter the Appointment


Issuance Date following the
format DD-MMM-YYYY, then
click the OK button.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 20. Click the Save


button or use the Ctrl + S
command.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 21. Fill out the


Government Legislative
Information of the employee
by clicking the Others button,
then selecting Extra
Information.

You will be directed to the


Extra Assignment Information
window.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 22. Click the GSIS


Employee Info Type, then
select the blank text field with
white background on the
1 Details subsection.
A form will pop up. Enter the
GSIS Employee information
3 on this form, then click OK.

4
2

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 23. Click the HDMF


Employee Info Type, then
select the blank text field with
white background on the
Details subsection.
1 A form will pop up. Enter the
HDMF Employee information
on this form, then click OK.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 24. Click the PhilHealth


Employee Info Type, then
select the blank text field with
white background on the
Details subsection.
A form will pop up. Enter the
1
PhilHealth Employee
information on this form, then
3 click OK.

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Doc Ref: eUP – HRIS User Manual – Core HR Module: Create Person Record and Assignment Details of New UP Employee

Step 25. Click the Tax


Employee Info Type, then
select the blank text field with
white background on the
Details subsection.
A form will pop up. Enter the
3 Tax Employee information on
this form, then click OK.

Note: Only children under 18


years old of the employee
may be listed as Qualified
Dependents. Since the
1 addition of contacts/children
has been made available in
Employee Self Service, the
employee must first add his or
2 her children before you list
them as dependents.
4

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