Positive impact of new HRIS System in DepEd RXI 2008 budget process
Budget preparation at division and region levels normally takes five or more days every year; a long and painstaking process. However, with the support of the newly established Human Resource Information System (HRIS) in DepEd Region XI, it was completed in only two days in May this year.
Approximately 80% of the budget is allocated for personnel services and since HRIS produces most of the
information needed, accurate data were readily available. This made budget preparation so much easier for the people involved in the process such as the planning officers from the divisions, superintendents, HR personnel and budget officers.
Olive Miranda, Planning Officer of Digos City Division, excitedly reported that the system was able to produce most of information they required ‘in a click of a mouse’. Digos City Division, was able to come up with a budget plan in only one day. Olive said “(It) was really advantageous in terms of efficiency; finishing the needed output in the shortest time.” Previously, the process was time consuming because officers needed to refer to several documents to retrieve the data.
The Chief Administrative Officer of Budget and Finance Division for Region XI, Mrs. Virginia Alconcel reported that prior to 2008, budgets relied heavily on estimates which were often far from accurate or insufficient and payments had to be made up through savings in personnel services budget. This was the first time budget planners were able to produce a more reliable breakdown of the budget because
records provided information such as a list of employees who will retire, employees who are due for step increments, hardship allowance, loyalty benefits or terminal leave.
According to Ms. Tess Tambagan, Regional Administrative Officer for DepEd RXI, the system remarkably reduced the workload of the Personnel Division. Reporting requirements can be produced efficiently, allowing the staff’s time and attention to be channeled to other pressing needs. By providing more efficient support through budget preparations and producing documents required by teachers, HRIS is contributing to quality education.
Mrs. Alconcel is pleased that the region can now satisfy the requirements of the Commission on Audit (COA), the 3Es – efficiency, effectiveness, and economy. Fast transmission of information addresses issues on overpayment and underpayment of salaries. There has been a decrease in the amount of resources used and staff no longer have to work overtime on Saturdays and Sundays.
Olive Miranda summed it up by saying “As user of the HRIS, I would greatly recommend the use of the system to others. If we aim for a culture of excellence then everyone in the Department has to use it. Otherwise, we cannot cope with the demands of the times.” Because of benefits such as those highlighted above, DepEd Central Office has adopted the system and gained funding support from AusAID for a national roll out. Piloting of the system in non-BEAM regions is due to commence in August this year in Regions IV-A, IV-B, NCR, and RXIII. Full implementation in all regions will commence next year.
cool! great