📅 Filing Leave Applications

1. Go to Leave from the sidebar menu.
2. Click "New Leave Application" at the top.
3. Choose your leave type (Vacation, Sick, Special Privilege, Forced Leave, CTO, etc.).
4. Enter your start date and end date. The system automatically computes working days, excluding weekends and holidays.
5. Fill in details of leave (location for VL, hospital for SL) and commutation preference.
6. Click "Submit". Your application will be routed to your Approver.
7. Track your status anytime — the status chip shows: Pending, Recommended, Approved, or Disapproved.

📋 Leave Ledger & Balance

1. Your Leave Ledger is your official leave card — it tracks every earning and deduction.
2. Monthly credits (1.25 VL + 1.25 SL) are posted automatically on the 1st of each month.
3. When a leave is approved, the deduction is posted to the ledger automatically.
4. HRMO Officers can manually adjust balances for corrections (opening balance, adjustments).
5. To print your Leave Card, select an employee, then click the "Print Leave Card" button.

Forced Leave: Under CSC rules, employees with 10+ VL credits must use 5 days as mandatory/forced leave per year. The system tracks compliance automatically. Kinahanglan gamiton ang 5 ka adlaw forced leave matag tuig.

⏱ Biometric Attendance (DTR)

1. Go to Attendance from the sidebar.
2. Click "Biometric Login" when you arrive, and "Biometric Logout" when you leave.
3. Your Today panel shows: current status, worked minutes, late minutes, and undertime.
4. The Civil Service standard is 8 hours/day (8:00 AM to 5:00 PM with 1-hour lunch).
5. Late arrival and early departure are automatically computed against the schedule.

📊 Sample DTR Generation

1. This feature is for demo/testing purposes only — it creates simulated biometric taps.
2. Set the date range and employee limit (how many employees to include).
3. Check "Clear Existing" if you want to replace old sample data in that range.
4. Click "Generate Sample DTR". The system will create realistic login/logout entries with various scenarios (on-time, late, undertime, absent).
5. The preview table shows a sample of the generated entries for verification.

📝 Service Records

1. Go to Service Records from the sidebar.
2. Select an employee using the employee search at the top.
3. View all movement entries: appointments, promotions, step increments, transfers, and more.
4. To add a new entry, fill in the form fields (from/to dates, position, status, salary grade, office) and click "Save".
5. To print the Service Record (CSC Form No. 33), click the "Print Service Record" button. This generates the official format with the full service history table and certification.

💼 Personnel Actions

1. Personnel Actions cover: Appointments, Promotions, Step Increments (NOSI), Salary Adjustments (NOSA), Transfers, Reassignments, and more.
2. Go to Personnel Actions and click "New Action".
3. Select the employee and action type. The system will pre-fill current position and salary data.
4. Fill in the effective date, new position/salary details, and legal basis.
5. The action goes through a workflow: Draft → For Review → Approved → Implemented.
6. Once implemented, the employee's master record is updated automatically.

👥 Employee Management

1. Go to Employees to see the complete master list of all personnel.
2. Click on any employee to view their full profile: personal info, position, salary, department assignment.
3. HRMO Officers can add new employees or edit existing records — employee number, name, birth date, position, salary grade, step, office assignment.
4. Upload photos and e-signatures for digital forms and ID generation.
5. The employee record connects to all other modules: leave, attendance, service records, and personnel actions.

📄 Personal Data Sheet (PDS)

1. Go to PDS to manage CS Form No. 212 (Revised 2025) submissions.
2. Employees can create a draft and fill in all 4 pages: Personal Info, Family Background, Educational Background, Work Experience, Voluntary Work, Training, and Other Information.
3. After completing the form, click "Submit" to send it for HRMO verification.
4. HRMO Officers verify submitted PDS entries, checking completeness and accuracy.
5. To print the PDS, click the print button — it generates all 4 pages in the exact CSC format on legal-size paper (8.5 x 13 inches).

📁 201/120 Document Vault

1. Go to Documents to manage the digital 201/120 file of each employee.
2. Upload scanned copies of important documents: appointment papers, oath of office, certificates, trainings, awards, and more.
3. Each document is categorized for easy retrieval.
4. Use the checklist feature to track which required documents are on file and which are still missing.
5. Print the Document Index for a summary of all filed documents.

📤 Paperless HR Requests

1. The Paperless module handles HR requests through a digital workflow instead of paper routing.
2. An Encoder creates a request, which routes through: Encoder → Verifier → Chief of Office → HRMO Posting.
3. Each step includes remarks and optional e-signature reference.
4. The Transaction Tracker shows real-time status with a tracking number for each request.
5. Notifications are sent automatically when your action is needed.

📈 Reports

1. Go to Reports to generate various HR reports.
2. Available reports include:
   • Plantilla of Personnel — authorized positions and incumbents
   • Employee List — master list filtered by office, status, etc.
   • Service Record Report — movement history summary
   • Leave History & Balance Snapshot — credits and usage summary
   • Forced Leave Compliance — tracks 5-day mandatory leave
   • LWOP Report — leave without pay summary for payroll
   • CTO Summary — compensatory time-off balances
   • PDS Latest — most recent PDS status per employee
   • Personnel Action Trail — audit of all movements
3. Most reports support CSV/Excel export for further analysis.

🖨 Printing Forms

The system can print all official CSC-standard forms. Each form opens in a new print window — use your browser's print dialog (Ctrl+P) to send it to a printer or save as PDF.

🕑 Overtime, COC & CTO

1. Overtime Orders — HRMO creates OT authority orders for approved overtime work.
2. Certificate of Compensatory Overtime Credit (COC) — after OT is verified, a COC is issued crediting the hours worked.
3. Compensatory Time-Off (CTO) — employees can use their COC credits as time-off instead of cash.
4. The CTO ledger tracks all earning and usage, similar to the leave ledger.

🌱 Terminal Leave & GSIS Retirement

1. Terminal Leave — computes the monetary value of unused leave credits upon separation from service.
2. GSIS Retirement — estimates retirement benefits under RA 8291 (GSIS Act of 1997) with two options: 18-month or 60-month lump sum.
3. Both modules pull data directly from the employee's record and leave balances for accurate computation.
4. Results can be printed for reference — final amounts are subject to GSIS verification.

🔄 How Transactions Flow

Every HR transaction follows a structured workflow to ensure proper review and accountability:

1. Creation — an Encoder or Employee initiates the request (leave, appointment, PDS, etc.).
2. Tracking — the system assigns a tracking number and sets the initial status to "Pending."
3. Review — the request routes to the appropriate Verifier or Approver for action.
4. Decision — the Approver recommends, approves, returns, or disapproves with remarks.
5. Posting — the Chief of Office or HRMO Officer finalizes and posts the action.
6. Notification — the employee and relevant offices are notified of the outcome.
7. Audit — every step is logged in the audit trail for transparency and compliance.

🔔 Notifications

1. Check the Notifications page regularly — it shows all pending items that need your attention.
2. Notifications are triggered when: a leave is filed for your approval, a personnel action needs review, a paperless request reaches your step, etc.
3. Click "Mark as Read" after you've addressed a notification to keep your inbox clean.
4. The notification badge on the sidebar shows your unread count.

⌨ Quick Tips & Shortcuts

🛠 Technical Reference (For Admin/IT)

The system uses a single-entry router through index.php. All pages, API calls, and cron jobs are routed via the r= query parameter. CSRF tokens are required for all write operations. Permissions are enforced at both the route level and the service layer.