Starting out as a project in 2011, the UP Information Systems, which include the Human Resource Information System, The Financial Management Information System, the Supplies, Procurement, and Campus Management Information System, the Student Academic Information System, and the Executive Information System, form a robust data network that can be accessed anytime, anywhere, as long as internet connectivity is available. These systems give much-needed support to the administration in making timely decisions for the benefit of the University’s stakeholders, as well as for easier data collection about our students, faculty, staff, and alumni.
The Human Resource Information System (HRIS) is geared toward improving the University’s processes relating to human resource (HR) management. With 12,000+ employees, the efficient management of data is unsurprisingly a challenge, more so, a necessity. This is hence the end to which HRIS is aimed at.
With the development and implementation of HRIS, HRDOs across UP CUs now have a common and standard platform to record, store, and process human resource information.
As a platform now housing such vast volume of data on UP’s human resources, HRIS has also become the tool for the University’s administration, particularly its HRDOs in improving how HR processes are delivered. Through HRIS, processes covering the following have hence been made available online:
Basic employee information/ profiles
Compensation and benefits
Learning and development
Professional accomplishments and activities
Filing of requests
The Financial Management Information System (FMIS) records, manages, and consolidates the financial data and transactions of the University’s Accounting, Budget, and Cash Offices, as well the other offices/units across its Constituent Universities (CUs).
FMIS has five (5) modules, namely: Accounts Payables, Accounts Receivables, Cash Management, Fixed Assets, and General Ledger.
Unlike HRIS, FMIS is used by only a select group of offices and employees. User credentials and responsibilities are hence only provided to the Accounting Office, Budget Office, and Cash Office personnel of all CUs, and employees from other units/ offices designated as DV Originators/ Approvers.
The Accounting, Budget, and Cash Offices may then use FMIS to:
Manage journals, budget, allocations and obligations, and financial reporting
Record and manage bank details (e.g. banks, branches, accounts)
Process receipts, invoices, debit and credit memos, etc
Manage fixed assets
Generate reports in real-time, including reports for compliance with external agencies (e.g. BIR, COA)
On the other hand, DV Originators and Approvers may use the system to prepare and approve DVs. Supervisors may also use the system to generate selected reports.
The Supplies, Procurement, and Campus Management Information System (SPCMIS) automates the University’s processes on the procurement of goods and services, equipment, and infrastructure projects. It covers both Common-Use (Offered by PS-DBM and to be procured outside PS-DBM) and Non-Common-Use Item Categories.
Through this automation, UP aims to enable a more efficient management of resources at the agency level down to the unit/ office level in every Constituent University (CU). SPCMIS then serves as a platform for projecting and placing items for procurement, processing payment, and tracking the procured items.
SPCMIS is composed of three (3) modules: iProcurement, Purchasing, and Inventory. Together, these are aimed at facilitating a more efficient and convenient procurement process, from plotting procurement to managing inventory.
Staff from SPMO and/or Budget Offices may be given responsibilities to SPCMIS that allow them to:
Manage quotations and suppliers
Identify fund and fund availability
On the other hand, UP employees from other units/ offices designated as requesters or approvers may use SPCMIS to:
Create and submit requisitions
The Student Academic Information System (SAIS) is a comprehensive data management system designed to manage student processes and records. It encompasses the entire student lifecycle: from admission, registration, to enrollment to graduation and alumni tracking. The system is capable of obtaining, processing, retrieving, and updating student, faculty, and alumni information, as well as academic master data such as curricula and course information.
As one of the core information systems, it is also integrated with other systems, including the Human Resource Information System (HRIS), Financial Management Information System (FMIS), iLib, UPCAT, ST, and Learning Management System.
The Executive Information System (EIS) will consolidate the data from all the core information systems (HRIS, FMIS, SPCMIS, and SAIS) in one data warehouse. The EIS will be able to give access to accurate and real-time information to the University’s administrators. From all this data, EIS can generate interactive reports needed for performance evaluation and decision-making.
The EIS is composed of the Financial Analytics, the Human Resource Analytics, and Student Information Analytics. It also consolidates information from the Socialized Tuition (ST) System, with an ST Dashboard.
Aside from the five core information systems, the UIS developed and continues to create homegrown systems designed to address very specific needs that the University has.
These homegrown systems include: