User's Manual Template

Philippine Council for Industry, Energy, User’s Manual for
and Emerging Technology Research and <project>

Development - PCIEERD
User’s Manual
Template
Version 1.0
May 2020
and Emerging Technology Research and <project>
Development - PCIEERD
Using this template

The document in this file is an annotated outline for specifying software requirements,
adopted from IEEE Recommended Practice for Software Requirements Specifications
(IEEE Std 830-1998, revision of IEEE Std 830-1993), Karl E. Wiegers template
(http://www.microsoft.com/mspress/books/toc/6496.aspx,
http://www.processimpact.com/process_assets/srs_template.doc), Ohio Board of
Regents template, and Writing Software Requirements Specifications by Donn Le Vie,
Jr.
To create a document from this template:
1. Delete the template title page (previous) and the instruction (this page).
2. Replace texts inside <> on the cover page with your project, version, author of
SRS, etc.
3. Replace texts inside <> on the footer (bottom of page) from page ii onwards the
project and the version stated on the cover page,
Note: Do not modify content of the header page.
4. Complete the entire template. Each section contains abbreviated instructions

marked by < and > symbol.
Note: Delete < and > symbol and set the style to “template + not italic”
5. Update the table of contents by right clicking on the table of contents entry and
choose update field. If update entire table option is available, choose it then click
ok.
Revision History
Revision
Date Author Changes Made
No.
and Emerging Technology Research <project>
and Development - PCIEERD
User’s Manual
for
Human Resource
Management Information
System
(HR Account)
Version 1.0
Prepared by Rodelyn G. Lobo
August 27, 2019

Revision History
Name Date Reason for Changes Version
User’s Manual_<project>.docx Page i |

Version <version number>
Table of Contents
1. GENERAL INFORMATION.................................................................................................1
1.1 System Overview..........................................................................................................................2
1.2 Organization of the Manual..........................................................................................................2
1.3 Acronyms and Abbreviations.......................................................................................................2
2. SYSTEM SUMMARY.............................................................................................................3
2.1 System Configuration...................................................................................................................4
2.2 User Access Level........................................................................................................................4
2.3 Contingencies...............................................................................................................................4
3. GETTING STARTED.............................................................................................................5
3.1 Accessing and Logging in............................................................................................................6
3.2 System menu.................................................................................................................................6
4. USING THE SYSTEM............................................................................................................8
5. REPORTING.........................................................................................................................10
5.1 Reporting Capabilities................................................................................................................11
5.2 Report Procedures.......................................................................................................................12
User’s Manual_<project>.docx Page ii |

1. GENERAL INFORMATION
User’s Manual_<project>.docx Page 1 |

1.1 System Overview

< Provide an overview of the entire document. This section should comprise of the problem that needs to
be solved using the Information system, goals and objectives of the Information system, and potential
risks and obstacles>
Example:
Human Resource Management Information System (HRMIS) v10 is a web-based application

system that provides the employees of Philippine Council for Industry, Energy and Emerging
Technology Research and Development (PCIEERD – DOST) division the sability to automate
the process of DTR and Payroll generation.
This document focused only on Human Resource (HR) Account which comprises the following
objectives:
 To automate the Daily Time Record Generation
 To make it easy to add, edit, delete, view, and print Personal Information of employee/s
 To easily monitor and check Attendance or Daily Time Record of employee/s
1.2 Organization of the Manual

< This section refers to the different sections of user manual>
Example:
This manual is composed of five (5) sections namely:
 General Information which contains details about the system…

 System Summary section provides information regarding the system configuration,
hardware and software requirements, user access level and system behavior
 Getting Started section explains how to access HRMIS website
 Using the system section provides a detailed system function.
 Reporting section provides information on how to access information and its
presentation.
1.3 Acronyms and Abbreviations

< This section refers to the words that user will encounter from the manual>
 HRMIS – Human Resource Information System

 HR – Human Resource
 OB – Official Business
 VL – Vacation Leave
 TO – Travel Order

 DTR – Daily Time Record
2. SYSTEM SUMMARY

2.1 System Configuration

< This section defines the testing environment, server and the version>
Example:
Human Resource Management Information System (HRMIS) v10 – HR Account
IP Address: http://202.90.141.226/hrmis/
Google Chrome version 77 or lower, Firefox version 69.0, Microsoft Edge should be available
to test the system.
2.2 User Access Level

<This section refers to level of users who can access the system and their corresponding
modules>
Users of HRMIS and their access level:

 Employee
 HR
 ODED
 Division Chief
(more information on the user level and their access)
2.3 Contingencies
<This section refers to the issues that might encounter and how the system will handle these>

3. GETTING STARTED

3.1 Accessing and Logging in

<This section defines how the users will access the system.>
Example:
User can access the HRMIS website by navigating their browser to:
http://apps.pcieerd.dost.gov.ph/hrmis/. User needs to input his/her HRMIS username and password
in order to log into the website. User can only log-in if they have an existing HRMIS account.
3.2 System menu

<All the Menus user will encounter are defined in this section.>
Example:
Employee’s side:
Figure 1: HRMIS Employee Menu
<All sub-menus will be defined as 2.1.1, 2.1.2, 2.1.3… and so on.>
Example
2.1.1 PDS
PDS tab consists of Personal Information, Family Background, Education, Examination,
Work Experience, Voluntary Work, Trainings, Other Information, Position Details, and
Duties and Responsibilities sections.
Personal Information Section (Figure 2) consists of personal information of employees

namely the date of birth, Place of birth, Sex, Residential Address, Civil Status,
Citizenship, Height in meters, Weight in Kilograms, Zip Code, Telephone No., Blood
Type, GSIS Policy No., PAG-IBIG ID No., PHILHEALTH No., Permanent Address, Tin
No., Email Address, and Mobile No.

3.1 Changing Employee’s Username and Password

<This section will explain how to change the username and password in the system.>
Example:
Username is already defined by HR officer; thus, employee do not have the control in
changing the username. Password can be changed following these steps:
Log into the HRMIS website.

Locate ‘Change password’ and ‘Confirm password’ textboxes located at the upper
right-hand corner of PDS tab.
Enter your new Password.
Click SUBMIT button.
3.2 Exit System

<This section will explain how to exit from the system.>
Example:
Locate the ‘Welcome: [username]’ placed at the upper most right corner of the screen.
(please refer to Figure 3).
Tick the drop-down button beside [username] (please refer to Figure 3).
Click LOG-OUT
Figure 2: Log-out of the website

4. USING THE SYSTEM

2 USING THE SYSTEM

<This section will enumerate how the system works. What needs to be inputted into the fields, what
do the buttons do and so on.>
Example
This section provides a detailed information of system functions.
2.1 PDS – Personal Information Section
PDS tab – Personal Information Section consists of 20 input fields containing relevant
information about the employee and area to change the password.
Change Password and Confirm Password are both numeric and text input fields that are
used to input the new password.
Submit button is used to confirm the changes in employee’s password
Show Password is a tick button used to let the employee view the password inputted in
Change Password and Confirm Password fields.
Print Personal Data Sheet is a button which links to the printable version of PDS.
Date of Birth is a date field that can be supplied by selecting the specific employee’s date of
birth.
(continue to list down all the relevant fields in PDS- Personal Information)

5. REPORTING

5.1 Reporting Capabilities

<This section tackles sample reports>
Example Report:
5.2 Report Procedures

<This section includes the process on how reports are created>

Example:
Click Report tab.

From Types of Report drop-down, select the desired report
Click PRIN/PREVIEW button


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Philippine Council for Industry, Energy, User’s Manual for

and Emerging Technology Research and <project>

Using this template

To create a document from this template:

Note: Do not modify content of the header page.

4. Complete the entire template. Each section contains abbreviated instructions

Prepared by Rodelyn G. Lobo

August 27, 2019

User’s Manual_<project>.docx Page i |

User’s Manual_<project>.docx Page ii |

User’s Manual_<project>.docx Page 1 |

1.1 System Overview

Human Resource Management Information System (HRMIS) v10 is a web-based application

 To automate the Daily Time Record Generation

 To easily monitor and check Attendance or Daily Time Record of employee/s

1.2 Organization of the Manual

This manual is composed of five (5) sections namely:

 General Information which contains details about the system…

1.3 Acronyms and Abbreviations

 HRMIS – Human Resource Information System

User’s Manual_<project>.docx Page 2 |

 DTR – Daily Time Record

User’s Manual_<project>.docx Page 3 |

2.1 System Configuration

2.2 User Access Level

Users of HRMIS and their access level:

User’s Manual_<project>.docx Page 4 |

User’s Manual_<project>.docx Page 5 |

3.1 Accessing and Logging in

3.2 System menu

Figure 1: HRMIS Employee Menu

<All sub-menus will be defined as 2.1.1, 2.1.2, 2.1.3… and so on.>

Personal Information Section (Figure 2) consists of personal information of employees

User’s Manual_<project>.docx Page 6 |

3.1 Changing Employee’s Username and Password

Log into the HRMIS website.

3.2 Exit System

Figure 2: Log-out of the website

User’s Manual_<project>.docx Page 7 |

4. USING THE SYSTEM

User’s Manual_<project>.docx Page 8 |

2 USING THE SYSTEM

User’s Manual_<project>.docx Page 9 |

User’s Manual_<project>.docx Page 10 |

5.1 Reporting Capabilities

5.2 Report Procedures

User’s Manual_<project>.docx Page 11 |

Click Report tab.

User’s Manual_<project>.docx Page 12 |

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