DepEd eHRIS Frequently Asked Questions & User Guide

The DEPED EHRIS, an innovation designed to enhance the effectiveness and efficiency of human resource management systems and processes in the Department of Education (DepEd), is undergoing the implementation process in the Central Office, and will be implemented in all Regional Offices (RO), Schools Division Offices (SDO), and all public (DepEd-managed) elementary and secondary schools.

Continue reading: 2019 DepEd eHRIS

DepEd eHRIS Frequently Asked Questions (FAQs)

I want to activate / open my account but the system always says ‘email does not exist’.

• This text will appear if the email address you want to activate / open is not the same email address registered in eHRIS. Please visit your Office’ HR Manager to update / correct your email address.

How can I change my password in eHRIS?

• You have to be logged-in in eHRIS to do this. In your dashboard click your name (with dropdown arrow) at upper right corner of your EHRIS screen then click Change Password. Input your current password then input the new one, twice.
• Your password must contain letters, numbers and at least one special characters like: !, @, #, $, %, etc.

I can’t access my account in eHRIS because I can’t remember my password after we changed it during the registration. What will I do?

• To access your eHRIS account, please go to the website http://fo.ehris.deped.gov.ph, from the log in area click ‘Activate Account’, input your known registered email address then click the button SEND PASSWORD. Open your email to check your inbox for the temporary password sent by eHRIS. Go back to the eHRIS login area, input your username and the temporary password.

When will I raise a request for my DTR?

• You have to raise a request every time there is/are blank slot/s in your DTR. A complete DTR for a day should reflect four (4) entries in your DTR. You can raise a request for missed log, on official travel and/or if on leave.

I have biometric logs, but my DTR shows that I have a deficiency of 8 hours.

• The 8 – hour deficiency will appear in the DTR only when you missed to log in/out during your designated lunch break.

Possible reasons for Approved request not showing in the DTR:

• You forgot to select the DTR date range (From and To) on your request.
• No DTR logs for the effective month.
• You thought you already save your request, but actually didn’t.

I tried to log in my account but the system says “Email does not exist” What should I do?

• Your email address is not yet registered in EHRIS.

I didn’t receive log in credentials in my email. What should I do?

• You must activate your account.
• Go to EHRIS landing page > Click “Activate Account / Reset Password” > Enter your Email > Click “Send Password” > Open your email account > Copy the temporary password sent to your email > Login your account using temporary password.

How would I know if my account was already created?

• If your account was manually created, check your email account for login credentials sent by EHRIS then proceed to eHRIS website http://fo.ehris.deped.gov.ph and login your account using your username and password.

I tried to log in my account but the system says “Email does not exist” What should I do?

• Your email address is not yet registered in EHRIS.

I didn’t receive log in credentials in my email. What should I do?

• You must activate your account.
• Go to EHRIS landing page > Click “Activate Account / Reset Password” > Enter your Email > Click “Send Password” > Open your email account > Copy the temporary password sent to your email > Login your account using temporary password.

How would I know if my account was already created?

• If your account was manually created, check your email account for login credentials sent by EHRIS then proceed to eHRIS website http://fo.ehris.deped.gov.ph and login your account using your username and password.

I tried to log in my account but the system says “Invalid username or password”. What should I do?

• You are registered but you entered wrong username (email address) or password. Kindly contact either your HRMO or ITO and ask him/her the e-mail address registered in the system.

We have personnel that were already registered in other division. How they will be transferred to our division?

• You may email or contact EHRIS Helpdesk who is capable to transfer employees from another Division.

What seems to be the problem with this error message “You will be able to login on “Monday, Tuesday, Wednesday” when trying to login with eHRIS?

• Follow your Regional schedule given by the Central Office.

Is it required to all DepEd employee nationwide to have account in EHRIS?

• Yes. All bona fide DepEd employee must have account in EHRIS.

Why does my account automatically signing out?

• The system will automatically log out user accounts if the login session has become inactive for at least 20 minutes. This is for security purposes which help to prevent other users from accessing your account.

How can I change my password?

• Just login your account to eHRIS and from your dashboard click your name (w / dropdown list) at upper right corner then click Change Password. Place your current password in the space provided then enter your password twice.
• Note: Password must be at least 8 characters using a combination of at least one of each: letter, number and special character like @,#,$,% except for “!”.

Are you having a hard time connecting to eHRIS V2?

• Please do either of the two:
  • Type this in your address bar https://fo.ehris.deped.gov.ph; or Clear your browsing history and type fo.ehris.deped.gov.ph

What seems to be the problem with this error message when trying to login with eHRIS “You will be able to login on or after 2017-06-03”?

• For Users – Please contact your Division HRMO or Division ITO and request to update your date of joining. It should be prior to this date.
• For HRMO/ITO – Edit the employees’ “Date of Joining” on the official tab.

What seems to be the problem with this error message when trying to login with eHRIS “You will be able to login on Monday, Tuesday, Wednesday”?

• Follow your Regional schedule given by Central Office.

I entered my email address to the field provided on the activation of account but the system prompts “Problem Sending E-mail”

• It seems like the password is failed to send, however, kindly check your e-mail account, the temporary password will still be sent to your e-mail.

I tried to log in my account but the system says “Email does not exist”. What should I do?

• Your email address is not yet registered in EHRIS.

I tried to log in my account but the system says “Invalid username or password”. What should I do?

• You are already registered but you entered wrong username (email address) or password.

How do I edit my Personal Information and Contact Information?

• Login your account in EHRIS > Go to Self Service > Click My details > Click edit button in the upper right corner of your Personal Information and Contact Information > Click Save.

What if I don’t have a telephone. What should I input?

• Use cell phone number as alternative or enter “0”.

My father and mother are both deceased, do I need to input their names in the family dependency details?

• Yes. Even if they are deceased it is very important to include their names because they are required in PDS. Your relationship not cease once they become deceased.

In the eligibility tab. I graduated with an honor (Cum laude, Magna, Summa). What should I input in the rating field?

• You may input “0” in the Rating field as alternative.

How will I know the details that need to fill out to complete my PDS?

• Point your mouse into the profile completion bar, it will show the insufficient data that need to fill out.

My First Name, Middle Name, and Last Name did not appear in my PDS print out. What to do?

• Please ignore the missing names, dates in educational background, etc, for now. If you will notice, the PDS in eHRIS v2 is the CSC 2005 printout version. We hope to make the CSC 2017 printout version available by Mid-July.

What should I do if my name has a special character?

• For N/n – Replace the special character into N/n
• For (-) – Remove the special character.

Why can’t I click the ‘Save’ button?

• Use Google chrome browser or check the internet connection

How can I upload my profile picture?

• Login your account > Go to Profile menu > Click View profile > Upload your photo.

What are we going to enter in the Date of Joining?

• HRMO – Please enter the date of original appointment which is the first date that they start in government.

The system says “Employee ID Already Exists.” What should I do?

• For User – Report to your Division HRMO/ITO
• For HRMO/ITO – Input the affected ID number to the Google sheet that is provided for duplicate ID numbers http://bit.lv/DuplicateEmpNo and wait to resolve the issue by the Central Office.

I don’t have employee id since I am from to Autonomous School. Where can I get?

• You may request to your Division HRMO and by them they will request ID numbers from Central Office.
• Note: Please do not fabricate id numbers.

I am creating user account, but every time I save it the system always prompts “ID number already exists”. So what I did, I add zero (0) on the end of the ID number. Is it the right way to do every time we encounter “ID number already exists”?

• No, it’s not the right way. For those who had experienced “ID number already exist” it should report directly to the link http://bit.ly/DuplicateEmpNo that provide to resolve all duplicate employee ID numbers.

What will I do if the Employee Id number is erroneously inputted?

• User – Report to your Division HRMO/ITO who is capable to update/edit the employee number in the official tab.
• HRMO/ITO – Go to HR Menu > Search Employee Name/ID Number> Click edit button.

I am creating user account, but every time I save it the system always prompts “ID number already exists”. So what I did, I add zero (0) on the end of the ID number. Is it the right way to do every time we encounter “ID number already exists”?

• No, it’s not the right way. For those who had experienced “ID number already exist” it should report directly to the link http://bit.ly/DuplicateEmpNo that provide to resolve all duplicate employee ID numbers.

I tried creating account for school personnel and the system says “email already exists”?

• Email has already been used by someone. Please report it your Division ITO

We have school personnel with duplicate DepEd email address. What will I do?

• ICT Coordinator – report the issue to your respective Division IT Officer.
• ITO – kindly email icts.sdd@deped.gov.ph or contact their landline number (02) 6332092.

I can’t proceed to the website http://fo.ehris.deped.gov.ph. It always appears “502 Bad Gateway/Timeout”.

• This issue was already reported to EHRIS Technical Team. Please wait for further announcement to be posted in our Facebook Group. (DepEd EHRIS Helpdesk 1.0; DepEd HRMO Philippines).

What to do if my profile image was changed with other person’s image? Is there a problem in the system?

• This issue has been addressed. Please re-upload your profile picture again.

What will I do, every time I open http://fo.ehris.deped.gov.ph it always appears “This site can’t be reached”?

• Check your internet connection; check your network cable maybe it is unplugged.
• Restart your browser.
• Open the website in other internet browser i.e. Mozilla Firefox.

I successfully uploaded the UACF in the system but employee records cannot be searched? Do I need to re-upload it again?

• No, please do not re-upload user accounts that were previously uploaded. This issue was already reported to EHRIS Technical Team. Please wait for further announcement to be posted in our Facebook Group (DepEd EHRIS Helpdesk 1.0; DepEd HRMO Philippines).

What if the school head is managing two (2) or more schools, but he/she is already set as Reporting Manager in the other school. How can he/she appear as Reporting Manager to another school?

• For those school heads having supervisory to multiple schools, set his/her role to ‘Management RO/SDO’ instead to appear the school head’s name in the Reporting Manager field.

What are we going to enter in the employee’s Date of Joining?

• Please enter the date of their original appointment which is the first date that they start in government.

How can I register the teachers with no employee number? Is there any possible way to get their employee number or can I use a temporary employee number so I can register them in the system?

• No, Please contact your Division HRMO or Division ITO and submit the list of names with no employee numbers. They will forward it to Central Office to provide them employee numbers.

UPDATING PDS

1. From eHRIS Dashboard, click Self Service, then select My Detail from the left panel.

REMINDER: Do not place “NONE”, “N/A”, “-“, etc, if the corresponding question is not applicable to you. Just leave it blank. Except for the Questionnaire where all questions must be answered.

2. Click Personal Information, then click Edit to update your information.

3. Click Contact Information, fill up all fields.

4. Click Family, then click Add button to add your family members.

5. Click Educational Attainment, then click Add button to add your educational attainment.

6. Click Civil Service, then click Add button to add your civil service eligibility.

REMINDER: If you want to refer to the SAME ENTRY listed above (eg. Position, Office/School etc) do not place “DO” or “SAME AS ABOVE”, etc.

7. Click Work Experience, then click Add button to add your work experience.

8. Click Voluntary services to non-government organization, then click Add button to add voluntary work details.

9. Click Training and Certification, then click Add button to add training certification.

10. Click Other Information, then click Add button to add your other information.

11. Click Questionnaire, all question require an answer. Please do not leave any blanks.

12. Click Reference, all fields are required and must provide exactly three (3) references.

ACTIVATE / RESET PASSWORD

1. Open you internet browser, type eHRIS website http://fo.ehris.deped.gov.ph in the address bar.

2. In the login area, click the words Activate Account / Password Reset .

3. Enter your DepEd, Gmail or any email address that is registered in eHRIS.

4. Click “Send Password” button. The system will prompt you that your New Password had been sent to your given email. *NOTE: If the email address that you typed-in is not the same email registered into the system, it will not send your password to it. This is a security measure of the system.

5. Select or highlight the new password and copy.

6. Go back to the login area. Enter your username and paste the new password.

7. Click the box (LOGIN)

8. Click the dropdown arrow beside the username.

9. Click “Change Password”

10. Paste your current password.

11. Type your new password. It must contain letters, numbers and 1 special character (@, #, $, %)

12. Re-enter your new password.

13. Click the “Save” button.

14. You may sign-out of eHRIS to try your new password.

PRINTING YOUR DTR

1. Click “Self Service” on your dashboard.

2. Click my “My Details” sub menu on the left panel of the dashboard.

3. In My Details sub menu, Click DTR Tab.

4. The calendar is displayed with your biometric logs.

5. Click left-right arrow to change or select desired month, then click Go.

6. Click the word “Print DTR” to view your DTR. It opens in another window.

7. Click the icons + or – to Zoom in or Zoom Out your DTR.

8. Click the download icon to save your DTR.

9. Click the print icon to print your DTR.

RAISE A REQUEST

1. In eHRIS, click SERVICE REQUEST

2. Click the orange button, RAISE A REQUEST

3. Select category in dropdown list. Categories are:

>Deficiency Form (For Staff)

>Deficiency Form – Manager (Division Chiefs / Approver)

4. Select Request Type from dropdown list (Compensatory Time Off (CTO), Late justification, Local Holiday, Locator Slip, No time Log, Travel Order, all kinds of Leave )

5. Select Priority (Low, Medium or High)

6. Enter details of your time deficiency in Description Box. Provide complete details / reason for the deficiency (e.g. attended a meeting, etc).

7. Select affected Date of your request

8. For NO TIME LOG deficiency, there will be an additional field for your time inputs: AM IN, AM OUT, PM IN, PM OUT.

9. Enter your additional information in the box provided.

10. Upload attachments/s like Travel Order, Certificate of appearance, etc.

11. Review every information if correct before clicking Save.

12. Once saved, your request will be received by your approver (Division Chief or Director)

---

SUBMISSION OF SCHOOL USER ACCOUNT CREATION FORM (UACF) FOR BATCH UPLOAD TO ENTERPRISE HUMAN RESOURCE INFORMATION SYSTEMS (EHRIS)

1. Who needs to create an account in EHRIS?

In preparation for the national implementation of the system, all DepEd-paid personnel must have an account in EHRIS, including central office, regional office proper, schools division office proper, and schools; teaching and non-teaching staff; permanent, regular, co-terminus with the incumbent, co-terminus with the appointee, casual, contractual, contract of service, job orders.

2. Why is there a need to submit School UACF?

Submitted School UACF shall be uploaded in the system by batch for faster creation of user accounts.

3. Where can I get the School UACF templates?

You can download the School UACF templates here:

http://bit.ly/ehris_School-Template

4. There are so many files, which one should I download?

Download and read first the General Instructions for EHRIS (School Personnel).docx.

Inside this document are the guidelines on how to identify which School UACF template should be used depending on the school personnel’s circumstances.

5. What are the types of School UACFs and which type should I use?

• UACF-UAN – for teachers hired in SY 2015-2016, 2016-2017 and has Unique Application Number (UAN).
• UACF-AUTONOMOUS – for all school personnel whose salaries are prepared in and paid by the school.
• UACF-PERM – for all permanent school personnel that did not qualify in the first two forms.
• UACF-JO – for all non-permanent school personnel; or permanent school personnel but appointment is not yet CSC-attested or permanent school personnel but not RPSU-paid.

6. Who shall prepare the School UACF?

Division: HRMO to disseminate School UACFs to every schools and consolidate school’s submission, subsequently. ITO to provide technical assistance when necessary, example: email creation.

School: Each school HR needs to accomplish UACF and submit to Division HRMO for consolidation

7. Who shall submit the School UACF?

Division HRMO can vouch for the veracity of the submitted School UACFs and is accountable for all personnel data released by the SDO, hence, Division HRMO shall be the one to submit the consolidated School UACFs. Division ITOs, however, can also submit the UACF on behalf and with permission of the Division HRMO. ICTS will consider for batch upload only submissions from Division HRMO or ITO.

8. How to submit the consolidated School UACF?

Consolidated School UACF must be submitted only thru this link: http://bit.ly/EHRISSchoolUACF Please log in with your DepEd Email. Please do not submit UACFs in FB Groups.

9. Why cannot I use other email account to log in to EHRIS School UACF Google Form?

The Google Form for submitting the School UACFs uses ‘Upload File’ feature of the application and uses the DepEd Google Drive to contain every file uploaded; hence, only those logged in using DepEd Email can use the Form.

10. How many files can I upload per response? How about the file size?

The form is accepting only one (1) Excel file per submission and can handle up to 1G. Submit another response if there are multiple files to be uploaded.

11. How would I know if user accounts were already created for my Division?

EHRIS team will notify SDOs that user accounts were already created for your Divisions thru:

• Post in USD created FB Groups: DepEd HRMOs Philippines and DepEd EHRIS Helpdesk 1.0
• Email to the Division HRMO or ITO

12. After receiving notice that user accounts were created for our division, what are the next steps?

EHRIS do not automatically send log in credentials to registered email address for user accounts created thru batch upload facility. Individual users must do the following steps before they can log in to EHRIS:

• Go to this URL: ehris.deped.gov.ph
• Activate individual accounts, respectively. Username and temporary passwords are sent to the EHRIS registered email address.
• Try logging in using the username/email address and temporary password provided.
  • For user guides on how to activate account: http://bit.ly/ehris-help

13. I successfully log in to EHRIS, what to do next?

Individual users are expected to do the following:

• Explore EHRIS, then
• Go to Self Service/My Details
• Complete your Personal Data Sheet from Personal Tab to References
  • For user guides on how to update personal details go to: http://bit.ly/ehris-help

14. I find incorrect information on the Official Tab, how can I correct the data?

Inform ICTS-User Support Division thru any of the following means:

• Email icts.usd@deped.gov.ph
• Post concern to DepEd HRMOs Philippines or DepEd EHRIS Helpdesk 1.0

15. My DepEd Email is not approved/verified; can I use non-DepEd email for EHRIS user account creation?

Yes. Please temporarily use Gmail for permanent school personnel without DepEd email; however, once the DepEd email has been approved, non-DepEd emails but be changed to DepEd emails. Job Orders are not required to use DepEd email.

16. What is UAN?

UAN is Unique Application Number given to all personnel who applied online using the DepED Online Application System (DepEd-OAS). Example of UAN:

• For Teaching: T15007962
• For Non-Teaching: N1500456

17. Can we upload UACFs by school?

No. Please upload a consolidated UACF file per division. UACFs submitted per school will not be considered.

18. What is Autonomous School?

Autonomous Schools, also known as Implementing Units, are schools whose salaries are prepared in and paid by the school, and not processed by RPSU.

19. For SHS and ALS teacher, which UACF should be used?

If the SHS or ALS teacher has UAN, please use UACF-UAN. If teacher is from autonomous school, please use UACF-Autonomous. If teacher did not qualify in the first 2 forms, use UACF-PERM. If not permanent, use UACF-JO.

Identify the correct UACF by checking the school personnel in this order:

UACF-UAN UACF-AUTONOMOUS UACF-PERM UACF-JO

20. Teacher is both hired in SY 2015-2016 with UAN and is permanent, should the teacher be included in both UACF-UAN and UACF-PERM?

No. Follow the identification of school personnel in this order: UACF-UAN UACF-AUTONOMOUS UACF-PERM UACF-JO. If teacher is already included in UACF-

UAN, do not include him in UACF-PERM. School personnel should only appear in one list.

21. Where should the teacher be included if he/she is detailed in one school but the plantilla position is in another school?

Teacher should be included in his/her detailed school.

22. What is Date of Joining?

Date of joining is the first day of service in the current position.

23. When will ICTS release the signed memo?

Memo will be released soon. It is currently being finalize.

24. When is the deadline of submission?

Deadline of submission shall be included in the memo.