Employee Management System (EMS)

2019

This is an Entry to the Government Best Practice Recognition Awards

Title

Employee Management System (EMS)

Organization

DOTr – MRT3

Best practice Focus Area(s)

Human resource, Process management and improvement

Summary

The DOTr-MRT3 Support Staff/Computer Section developed its own Online Management Information System comprising different systems, one of which is one of the most useful and beneficial systems, the Employee Management System or EMS. The EMS was created in the year 2015, designed to simplify the process of record maintenance of employees, to optimize workload, to streamline administrative tasks, to increase employee engagement and to provide data security.

The EMS is an innovative product, designed to be easily accessible anytime, anywhere by MRT3 employees which can integrate data from other independent system components to generate invaluable information.

Background and Problem

The EMS aims to achieve the following: reduce time spent on repetitive administrative tasks, efficient use of time, organize and streamline administrative processes. Information updated within the EMS is automatically updated in other integrated modules, thus leading to increased productivity in employees.

Before the creation of the EMS, there was no established procedure. The manual system was used, a long, tedious and repetitive process prone to errors. Documents and paperwork relative to employment information were stored in filing cabinets, making it difficult to retrieve one file in hundreds of documents filed. Thus, the EMS was created, envisioned to address these concerns as the EMS captures and contains all employment information in one database, that would be able to generate PDS, Employment Contract, Staffing Pattern, Employees Service List, Leave Credits, Timekeeping Report and Trainings. The EMS collects information, stored in a secure server, which is easily retrievable in just one click.

Solution and Impact

For the past 15 years, the MRT3 has been using a manual system of maintaining employees’ records of PDS, Leave Credits, Timekeeping Reports, Staffing Pattern, Trainings, Employees Service List and Employment Contract. This means safekeeping several individual folders that can be subject to damage and loss. Maintaining a manual system is less efficient and leads to inaccurate data like, for instance, inaccurate recording of Leave Credits which are important due to their monetary equivalent upon separation from service. A higher or lower value would result in financial loss both on the part of the government and the employee.

In creating the EMS, a series of meetings were conducted to first identify the process and the system to be developed. The emergent need was identified and from there, the initial design of the system began. After the development of the system, it was presented to the users to solicit comments and feedback. The changes that were suggested were incorporated into the system, and after parallel testing and population of data, training was conducted to orient the end-users as well as to establish further communications for additional revisions, changes or enhancements.

During the implementation of the EMS, drastic change was observed in the employees’ efficiency as repetitive tasks were eliminated, retrieval and processing of records became faster, and generation of reports and forms became easier. The reduced time in processing files allows the Administrative Division to focus on other pending tasks and thus increase their work productivity. Employees no longer need to inquire with the Administrative Division for employment information as Leave Credits and PDS data were available to them online. The data the system generates will be linked to the development of the Payroll System, which can also be used to enhance productivity in financial management through processing of payroll and benefits

Milestones

One of the most remarkable results is the Online PDS where an employee can update his personal details anytime, anywhere. Another component of the EMS is the Trainings and Seminars when and if the Administrative Division encodes the attendees of the seminars, the PDS is automatically updated to reflect the seminars attended. The information on training and seminars can become the basis for a Training Needs Analysis. In case of any changes made in the Staffing Pattern such as promotion, change in status or salary increase, the Employment Contract will also be automatically updated.