Tanzania Ports Authority

Directorate of Human Resources

Human Resources DataBank

User Guide and Data Entry Procedures
HR Databank System Overview

The New Human Resources Databank System is in line with the new generation of
web HR systems. This system will assist TPA in managing the company's most
important asset - human resource. The system is based on open source foundations
using MySql Database, PHP Engine, OrangeHRM and running on Apache2
Server.
The Databank is web based you can access the system simply by using internet
explorer or Mozilla Firefox web browsers there is no need to install any software on
the users computers.
HR processes and workflow operations of HR Professionals can be conducted online
and system uses modular architecture using modules which can be enhances and
integrated with other systems also enabling employees to login in the system to
apply for leave and view their personnel information details as authorized.
Time and cost saving effects from this new HR system are tremendous.

HR Databank System consists of the following modules:

• Admin Module
The part of the system where the HR System Administrator or other appointed
personnel perform all system administration tasks. This includes defining company
Structure, pay grades and other information that serves as the backbone for
the rest of the system. Security issues are taken care of through this module
as well by defining user rights.

• PIM Module
This core module maintains all relevant employee related information,
Including different types of personal information, detailed qualifications and
Work experience, job related information etc.
Picture of employee is included as well. Information captured in this module is
utilized by all other modules, thus eliminating data redundancy.

• Leave Module
A comprehensive leave management module with extensive possibilities of defining
leave types and more. It caters for all Leave application and approval
Processes and is able to display information on leave entitlement, balance, history
etc. Thanks to the web-enabled and self-service concepts, it
Significantly streamlines all leave related procedures, eliminates paperwork and
saves costs.

• Reports Module
This feature produces customized reports according to your needs.e.g Retirement
due dates, employee contract renewal dates, education and any number of
Reports can be defined by selecting from a range of search criteria and report fields.
Report definitions can be saved to avoid repeating this task. Once the report
definition is saved, the report can be generated by providing the required criteria
data.
Human Resources Information System -Administration - Data Entry Procedures

It is essential that data standards are established and maintained to ensure consistency in
the HR Databank. This standardization will facilitate the efficient and effective
production of reports for management and other purposes; and the transfer of data
between Departments. Common standards will assist in ensuring that as employees move
between departments their acquired SIS knowledge, skills and experience are fully
transferable.

Human Resource Information System (HRIS) Roles

HRIS Role Definitions - Popular roles are emphasized

Role Definition of Access
Records Clerk This role is for Viewing data only
View most Position Data, Employee Data, Limited update
HR Department Key
such as Student Pay Rate Changes, Address, Unclassified
User (intended for
Data, Contracts, Service Codes, etc. Update time & leave
department personnel
and view leave accruals. Ability to run and print all
specialists)
department time and leave reports.

Employee Data Update all HR set-up tables, run central reports and processes,
Administrator includes correction
Employee Data
Update position and employee data, without correction
Processor

View limited data pertinent to Employee Employment(Position

Department Manager Data, Personal Data, Job Data) and update Pay Rate Change,
Address

Allows users to delete reports from their report list in Report

Report Super User
Manager.
Health & Safety Dept View Health & Safety (Workers Compensation/Accident
User Reporting)
Quick user guide on How to Login in the Human Resources Data Bank.
Visit www.tanzaniaports.com click on the Intranet Link, then on the HR Databank link.
you can only access the HR Databank within the TPA Network.

The HR Databank Link

on TPA
website/Intranet
The Login screen
User name: ID issued by the System Administrator
Password: Your password (please change your password after your first login)

The Login Module

Use the login details
issued by the system
Administrator
SCREEN LABEL LOCATION DECSRIPTION FIELD COMMENTS
TYPE
Top Panel Personnel Information
PIM Module
LEAVE Top Panel Employee Leave Module
RECRUITMENT Top Panel Employee Vacant List
REPORTS Top Panel Reports From Database

Module Selection

The Top Menu Module

Selection
Add /Delete Employee

The Add and Delete

Employee button
The PIM Personnel
Information Manager
(Employee information)
 PIM Module

The PIM –Employee

Number,Last
Name,First name &
Nick name(alias)
Adding Employee Photograph

Click on the Browse

button to attaché
employee photograph

Edit/Reset Action Buttons

Click on the Edit or

Reset button to edit
employee details
Certificates and Appointment letters Attachments

Click on the
Attachment button to
Add/edit employee
Certificates and
Appointment letters
Leave Module
A comprehensive leave management module with extensive possibilities of defining
leave types and more. It caters for all Leave application and approval
Processes and is able to display information on leave entitlement, balance, history
etc. Thanks to the web-enabled and self-service concepts, it
Significantly streamlines all leave related procedures, eliminates paperwork and
saves costs.

Leave List
Leave Summary
Reports Module
This feature produces customized reports according to your needs.e.g Retirement
due dates, employee contract renewal dates, education and any number of
Reports can be defined by selecting from a range of search criteria and report fields.
Report definitions can be saved to avoid repeating this task. Once the report
definition is saved, the report can be generated by providing the required criteria

Employee Report
Staff List Report

This is work in progress subject to further improvements

For feedback and your views please contact me on
Dan Ndori
Web Applications Officer
TPA Tel Extension 2301
Email Ndori@tanzaniaports.com
Mobile 0715 354565