Personnel Profile Management System (PPMS) Manual for Stations PDF

PERSONNEL PROFILE MANAGEMENT SYSTEM (PPMS) Manual for Stations  Table of Contents  Introduction …………………………………………………………………………………………………………. 3 o Purpose ………………………………………………………………………………………………………. 3 o Audience ……………………………………………………………………...

PERSONNEL PROFILE MANAGEMENT SYSTEM (PPMS) Manual for Stations  Table of Contents  Introduction …………………………………………………………………………………………………………. 3 o Purpose ………………………………………………………………………………………………………. 3 o Audience ……………………………………………………………………………………………………. 3 o Scope ……………………………………………………………………………………………………….…. 3  System Overview ………………………………………………………………………………………………… 3 o Description ………………………………………………………………………………………………… 3 o Key Features ……………………………….…………………………………….….…….……………. 3 o System Requirements ……………………………………………………………………………. 3  Access ……………………………………………………………………………………………………………………. 3 o Configuration ……………………………………………………………………………………………. 3  User Guide ………………………………………………………………………………………………………….…. 4 o Getting Started ………………………………………………………………………………………… 4 1. Login Page ……………………………………………………………………………………... 4 o Navigation Overview ……………………………………….…………………….…….………… 4 2. Dashboard ……………………………………………………………….………….…………. 4 Birthday Notification …………………………………….…………….………... 4 BFP Regional Office 7 Directory …………………….…………….….…. 5 Roster …………………………………………………………………………….….……… 5 Monthly Birthday Celebrant ……………………….……………….……… 6 o Feature Descriptions …………………………………………….……………….….….…….... 6 3. Fire Watch 7 ……………………………………………….……………….….………….…. 6 4. Personnel List …………………………………………….…………….….….….………… 7 5. Change Password ……………………………………….…………………….….…... 14 6. Statement of Service Template ………………….………….………….…….15 7. Search Personnel …………….….………………….…………….……...……………. 15 8. View Personnel ………………….….………...…………………………...…….….…. 16 9. Logout ……………………………….....................................................…… 16  Troubleshooting Common Issues ……….…………………………………………...….……… 17  Technical Support ………………………………………………………………………………...…………. 17 o Contact Information …………………….…...……………………………….….……………. 17  Frequently Asked Questions (FAQs) …………………………………………………………… 18  Glossary of Terms ………………………………………………………………………….…………………. 20 © 2024. Personnel Profile Management System. All Rights Reserved. Page | 2  1. Introduction Purpose This manual serves as a guide for using the Personnel Profile Management System, designed to streamline BFP personnel data management. Audience Intended for Station Admins. Scope Covers access, usage, troubleshooting, and administrative tasks. 2. System Overview Description The system allows users with appropriate access to create, manage, and update BFP Personnel profiles efficiently. Key Features 1. Employee Profile Creation 2. Document Management System Requirements Device: PC, Mobile Supported Browsers: Google Chrome, Mozilla Firefox 3. Access Configuration Log in with admin credentials to set up user roles and permissions. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 3  4. User Guide Getting Started Input “https://ppms.bfpr7.com/, log in and navigate to the dashboard to access employee profiles. 1. Login Page To access the system, enter your credentials under “Username” and “Password.” NOTE: Required characters are case-sensitive. Ensure you use both upper-case and lower-case characters for a successful login. Navigation Overview 2. Dashboard a. Birthday Notification Upon logging in, a prompt or notification will appear on the screen, displaying the birthday celebrants for the day along with their corresponding ranks. To proceed, click the “X” button. You will then be directed to the Dashboard. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 4  b. BFP Regional Office 7 Directory On the upper section of the screen, the BFP Regional Office 7 Directory will be shown. The current Fire Chief of BFP, all Commissioned Officers (COs) under Region 7, and their respective designations are located here. c. Roster Under the Roster section, you can view Commissioned and Non-Commissioned Officers designated as Fire Marshals and other holding key positions under respective AOR. Click the “View” Button to access and have an in-depth look at their profiles. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 5  d. Monthly Birthday Celebrant In this section, all BFP Personnel who are birthday celebrants for that month (both COs and NCOs) are shown here. Drag the scroll button to view the complete list of personnel. Feature Descriptions 3. Fire Watch 7 a. Update Fire Watch 7 Contact Information To have a detailed look at the respective official Facebook Page, Fire Marshal, email address, contact number and other agencies, click on the “Fire Watch 7” Tab on the left side of the screen. NOTE: Do not forget to Update the information provided corresponding to your province. You may do so by clicking on the “Pen” button to edit the info. Make sure that the information provided is factual and as accurate as possible, as there may be administrative sanctions given due to falsification of data. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 6  4. Personnel List In this section, you can view a list of all COs (Commissioned Officers) and NCOs (Non-Commissioned Officers), including their key positions, designations, and units of assignment. Clicking on each entry will direct you to the respective personnel’s profile. 5. Personnel Profile Information Upon accessing the personnel’s profile, you can edit or change the image by clicking on “Edit Profile Picture.” NOTE: To ensure that any changes take effect, make sure to click the “Save” button. Failing to do so will result in losing all progress. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 7  a. Update Information i. Upload PSA, TRN, DEFS, CERT, DOLP Station Admins can upload copies of their personnel’s documents by clicking on the following buttons: PSA = Certificate of Live Birth TRN = Highest Mandatory Training DEFS = Attested Appointment CERT = Certification of Correctness DOLP = Last Promotion Appointment NOTE: Photos must be strictly in.jpeg format and less than one megabyte (1 MB) in file size. Station Admins should also supervise and monitor designated personnel within their respective Areas of Responsibility (AORs) to ensure compliance with these requirements. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 8  ii. Download S Tag (Security Tag) ID Users may download their Security Tag IDs by clicking on the “Download” button. When printing the Security Tag, dimensions should be: Length = 4 inches Width = 2.8 inches b. Personnel Statement of Service To access Personnel Statement of Service, users must click on the “SoS” tab, right next to the “Information” tab. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 9  i. Add Record to SoS Users may add a record in their SoS by clicking on the “Add Record” button. A small window will then show for you to fill in. ii. Update Record to Sos When adding a record, ensure that all fields marked with an asterisk (*) are completed. Users may also include Orders related to promotions, transfers, or other types of changes. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 10  iii. Download / Request SoS Users may download a copy of their SoS by clicking on the ‘Request SoS’ button. NOTE: Users must navigate to the SoS Template on the left side of the screen before completing the download. Failure to do so will result in blank fields on your SoS document. Provide input for the following fields: Place of Birth Purpose Date Issued Remarks Once finished, click 'Save,' then 'Download' to complete the process © 2024. Personnel Profile Management System. All Rights Reserved. Page | 11  iv. Delete SoS Record To delete a record, press the “Trash” icon to delete the entry. A prompt will appear on screen to confirm that the entry you are deleting is correct. If it is, proceed by clicking the 'Yes' button then refresh. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 12  v. View Personnel BFP ID To access the ID, click the 'BFP ID' tab. All relevant information from the front and back of your ID will be displayed here. Note: If the ID information appears blank, the system does not have any record of the personnel BFP ID credentials. 6. Change Password To change your password, follow these steps: Navigate to the 'Settings' tab on the left side of the screen. Click the 'Arrow Down' button. Select 'Change Password’. Once clicked, a pop-up window will appear on the screen. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 13  In the current window, follow these steps: Enter your current password. Type your new password. Retype your new password. Note: The password is case-sensitive. Pay attention to uppercase and lowercase characters. For convenience, you can click the 'Show Password' option while entering your new password. Once finished, click 'Save' to complete the process. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 14  7. Statement of Service Template Users can access the Statement of Service (SoS) template by clicking 'SoS Template' on the left side of the dashboard. A pop-up window will appear. To complete the template, input the following information: Office Office Address Office Number Prepared By Designation Verified By Designation To finish the process, click ‘Save’. 8. Search Personnel To search for specific personnel, enter their information in the Search tab and press the Enter button when finished. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 15  a. View Personnel The number of records displayed in the upper section will depend on how many matches the search entry. (e.g. Putong matches 1 record in the system.) Clicking the “View” button will direct you to the respective personnel’s profile. 9. Logout Once you have finished your session, click the “Logout” button on the left side of the screen. This will log you off and redirect you to the PPMS login screen. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 16  Troubleshooting Common Issues 1. I cannot login. What’s wrong? There are several reasons why this may have happened. Here are some basic methods to resolve it:  Usernames and passwords are case-sensitive. Ensure your credentials are entered correctly.  Confirm that your account is activated. Check with the ITCU at the Regional Office regarding the account’s status. 2. My screen displayed an Error 404. What should I do? There are several reasons why this may have happened. Here is the most basic method to resolve it:  Refresh your session by clicking the “Reload” button on your browser or pressing the “F5” or “ctrl + F5” key on your keyboard. 3. I have been logged out of the system, yet I am still using it. What happened? As part of our security features, users are permitted two (2) hours for the current active session. Once this timer reaches its limit, the session will expire automatically. To continue:  Please log in again using your available credentials. Technical Support Contact Information If you have any concerns, you may reach out with the Information Technology and Communications Unit through the following:  Email Address: [email protected]  Contact Number: (032) 517-9027 © 2024. Personnel Profile Management System. All Rights Reserved. Page | 17  Frequently Asked Questions (FAQs) 1. What is the Personnel Profile Management System? The Personnel Profile Management System is designed to enhance the efficiency of managing personnel information, records, and essential documents. This centralized platform streamlines the updating process, allowing for quick access to personnel files and enabling real-time reporting of key data, such as the Personnel Data Matrix, retiree information, and statements of service. By reducing reliance on paper and optimizing office space, the system not only promotes sustainability but also supports the broader goal of modernization within the Bureau of Fire Protection (BFP), ensuring that personnel management is both effective and environmentally responsible. 2. Who can access the system? Access is determined by user roles, with regional and provincial administrators, as well as system administrators, having full access, while others may only view their own profiles.  The system administrator possesses comprehensive authority, enabling oversight of all lower units.  Regional administrators can monitor personnel across provinces, districts, stations, and substations.  Provincial and district administrators oversee their specific areas of responsibility (AOR) within the province or district.  Station and substation administrators manage personnel within their respective AORs at the station or substation level. 3. How do I log in to the system? To log in, enter your username and password on the login page. If you encounter issues, ensure your account is activated and that you are using the correct credentials. 4. Who can edit profiles? Only administrators at the regional, provincial, district, station, and substation levels can edit profiles. However, the ability to update specific fields is contingent upon the regional administrator enabling those fields. 5. What types of documents can I upload? You can upload various document types, such as the following:  Birth Certificate  Highest Mandatory Training Certificate  Appointment Documents  Promotion Documents © 2024. Personnel Profile Management System. All Rights Reserved. Page | 18  Accepted formats only include.jpg, jpeg. 6. How do I generate reports? To generate reports, select the filters, and click the “Download / Generate Report.” It will be exported to you via Excel file (.xlsx). 7. What should I do if I forget my password? If you forget your password, you must reach out to the ITCU using the contact information provided in this manual. 8. Is the data stored securely? Yes, the system ensures data security through a comprehensive approach that includes advanced encryption standards, multi-factor authentication, and continuous security monitoring. Regular automated backups are performed, alongside strict access controls and auditing measures to prevent unauthorized access. This multi- layered strategy is designed to provide maximum protection and maintain the confidentiality and integrity of employee data at all times. 9. Who do I contact for technical support? For technical support, please contact our support team at [email protected] or call (032) 517-9027. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 19  Glossary of Terms 1. Case-sensitive: Referring to a system or setting where uppercase and lowercase letters are treated as distinct; for example, "Password" and "password" would be considered different. 2. Credentials: Information (usually a username and password) used to verify a user's identity and grant access to a system or account. 3. Error 404: An HTTP status code indicating that the requested webpage could not be found on the server. 4. Personnel Data Matrix: Key information about employees, such as roles, skills, qualifications, and performance metrics, for effective management and analysis. 5. Statement of Service (SoS): An outline of an individual's service record, including details such as dates of service, assignments, and any commendations. © 2024. Personnel Profile Management System. All Rights Reserved. Page | 20