REPUBLIC OF KENYA GOVERNMENT HUMAN
Contents
1. REPUBLIC OF KENYA GOVERNMENT HUMAN RESOURCE INFORMATION SYSTEM GHRIS USER MANUAL CHAPTER 1 INTRODUCTION Background The Ministry of State for Public Service MSPS is mandated to manage human resource and organizational structures in the Public Service The Ministry does this by providing policy and operational directions in the following key areas in Government i Formulation of Human Resource Management and Development Policies Rules and Regulations in the Public Service ii Advise the Public Service on organizational structures Ministerial functions staffing levels develop and review Schemes of Service and Career Guidelines iil Train and build capacity in the Public Service iv Initiate and coordinate human resource management reforms in the Public Service v Coordinate human resource management information systems vi Review harmonize and update the terms and conditions of Service for the Public Service vil Provide guidelines and monitor payroll and human resource Records in the Public Service The Ministry has over time introduced several technological initiatives to assist it in carrying out its mandate Key among these was the introduction of the Integrated Payroll amp Personnel Database IPPD to assist in HR management The IPPD was introduced mainly to manage the payroll in the Civil Service which was at that time marred with duplications and other inefficiencies resulting from manual management of the payro2. station county e Go to the District work box and select the name of district in the county selected e Goto the Division work box and select the name of the division in the district selected e Go to the Location work box and select the name of the location in the division selected e Go to the Sub Location Work box and select the name of the Sub Location in the location selected o Go to the Local Authority work box and select the name of the local authority county selected o Go to the Constituency work box and select the name of the constituency in the district selected e Go to Home County box and select your home county o Go to the Home District box and select the name of your home district e Go to the Home Division box and select the name of your home division e Go to the Home Location box and select the name of your home location e Go to the Home Sub location box and select your home sub location o Go to the Home constituency box and select the name of your home constituency o Go to the Nationality box and select your nationality 2 Click on the save button to save your location details as shown in Figure 7 above How to fill in your Duties To fill in your duties details please use the following steps 1 Click on the Duties link at the top menu as shown in Figure 8 below 2 Then fill in your Current Duties in the space provided 3 Click on save button after entering the description of your Current Duties as shown in th
3. update profile from the drop down menu as shown in figure 4 above 2 Enter your basic employee details in the form that opens as shown in Figure 5 below o KRA PIN No Enter your valid Kenya Revenue Authority Personal Identification Number KRA PIN e NSSF No Enter your NSSF membership number e Birth Certificate No Enter your Birth Certificate No Religion Select your religion from the list provided 6 e Box No Enter your post office Box No Number only e g 45678 e Postal Code Enter the postal code that identifies your post office Five digit code e g 00100 o Town City Enter the name of the City Town or the name of your post office e Use either Postal Code or Town City e Enter your Telephone Numbers both Fixed line and Mobile Number e Enter your E mail Addresses both GOK and Private addresses e Special Needs Select whether you have any special needs by checking the Yes and No Button If there are any special needs please select the type of the need in the box provided MINISTRY OF STATE FOR PUBLICE SERVICE ONLINE SERVICES zr ection A Employee s Basic Details Ministry Department Sub Vote Departments ID No Passport 10007834 20127898 itle Mr y Surname iaRIBU First Name JOHN Other Names KRA PIN No NSSF No Gender MCF Date of Birth e g 20 03 1980 Birth Certificate No Religion Christianity P O Box Post Code Town City Telephone Mobile E mail GoK E mail Privat
4. Town or the name of your post office o Use either Postal Code or Town City Select whether the dependant benefits from the Public Service Medical cover Select whether the dependant is to benefit from your the officer pensions If Yes in the 14 above give the Proportional Percentage applicable Indicate whether the dependant is a Next of Kin Person s to be contacted in case of emergency Click on save button to effect the changes
5. d the year as in 3 use the forward and backward buttons to select the desired month in 2 and click on the specific month o Use 1 to select the desired date of the selected month How to fill in your Location details To fill in your location details please use the following steps 1 Click the location Link at the top menu dq Government of Kenya Human Resource Information System 4 Acatenic Dei 5 Experiences Ti PERS gal T Basic PAGE 2 of 5 Section B Employee s Location Details 03 Ministry of Public 030 General Administration and 025 Headquarters Administrative Ministr Department Sub V ot Department ix lr Service nins Planning plc Services Personal Number 1992049278 Name Kertich Haron Kipkosgei Work Location Details County Work Select County Y District Work Nairobi Division Work Unknown 1 Local Author ES Location Work Select Location sub Location Work Select Sub Location cus i Nairobi City Council Constituency Work Select Constituency Home Location Details Home County Select County Y Home District kobsek Fi Division Home Select Division Location Home SelectLscaton T Gene Select Sub Location ens 7 Selec constituen z Nationality Kanye d C Copyright 2011 MSPS AH Rights Reserved Figure 7 Physical Location Details Capture Screen e Go to County work box and select the name of your work
6. e Languages Ethnicity Ajuran Special Need C Yes C No If Yes Select Type Mental hd Marital Status Single y Click to save _Cancel Copyright 2011 MSPS All Rights Reserved Figure 5 Employee s Basic Details Capture Screen Note The ID Number PF Number Date of Birth Title Surname First Name Other Names and Gender cannot be changed by the individual employee they can only be changed by the HRM Unit in the Ministry Department upon certification that all the requirements set out in prevailing policies in the Public Service have been met 3 Click the Save button to save your basic details as shown in the Figure above Using the System s Calendar Forward and Backward button Su Mo Tu We 24 25 1 2 H 9 15 16 22 23 29 2013 2014 2015 2016 2017 2018 2019 Today May 2 201 Figure 6 System Calendar The forward and the backward buttons are used to navigate while choosing dates months or years The desired dates are then selected from the calendar as below e Click on the date box provided to get the calendar as shown in 1 e Click the month year in 1 to select the months in the year shown e Click the circled year in 2 to select the year e To view the year range as shown in 3 above click at the year twice as shown in 2 above E Use the forward and backward buttons to select the desired year range as shown in 3 above and click on the specific year desired e Once you have selecte
7. e diagram above Ya Government of Kenya Human Resource Information System ET Li el l Basic 2 Location 3 Duties 4 Academic Details yy ae 5 Experiences 6 Depedants 7 View Summary User Kertich Haron Kipkosgei Back PAGE 3 of 5 Section C Employee s Employment Details Ministry Department 03 E of Public cub Vote 030 iub Administration and Departments 025 Al pbi Administrative Service Planning Services Personal Number 1992049278 Name Kertich Haron Kipkosgei Date of First Appointment f 1 2 1992 Hired e g 20 08 2002 Senior ICT Officer Renae 254 2010 Current Post Appomiment e g 20 06 2002 Current Duties Paragraph Click to save Copyright 2011 MSPS AH Rights Reserved Figure 8 Substantive Duties Details Capture Screen NB 7 e above details except the current assignments can only be changed by the HRM Unit in the Ministry Department 10 CHAPTER 4 CAPTURING AND UPDATING ACADEMIC AND PROFESSIONAL DETAILS This chapter allows the Public Servants to enter their respective professional and academic qualifications into the system easily and accurately How to capture and update academic and professional details Use the following steps to capture and update your academic and professional details 1 Click on the Academic and Professional details link at the top menu as shown in the diagram below A 7 xperiences Dependants View Summary User Logout a suet ee Ent
8. ephine View Summary Ashiali Back PAGE 5 of 7 Section E Experiences Copyright 2011 MSPS Ali Rights Reserved Figure 11 Employment History Details Capture Screen CHAPTER 5 CAPTURING AND UPDATING DEPENDANTS DETAILS The Government has in the past been faced with the challenge in managing Public Servants Pension Benefits which at times cause untold suffering to intended beneficiaries To overcome this GHRIS offers an opportunity for Public Servants to provide specific and accurate details about their dependants including how they are related to the officer next of kin as well as apportion their 12 benefits to their respective beneficiaries This is intended to hasten the payment of benefits and can be amended by the employee as often as needed This chapter allows the officers to capture and update their respective dependants details 1 Select the Dependant s link at the top of the menu as shown in Figure 12 below ya MINISTRY OF STATE FOR PUBLICE SERVIC Basic Location Employment Academic and Professional Details Experiences PAGE 6 of 7 Enter the Dependant details Section F My Dependants Name Relation Gender Mobile E mail Medical Cover Pension Beneficiary Pension Proportion Next of Kin 1 Add Rec Record i NE SERVICES View Summary User Logout Copyright 2011 MSPS All Rights Reserved Figure 12 Dependants Link Button 2 Click the Add Reco
9. er your Academic and proffesional Details Section D Academic and Professional Qualifications i Add New Record li Click to add New Record Copyright 2011 MSPS All Rights Reserved Figure 9 Academic and Professional Details Capture Screen Adding New Record MINISTRY OF STATE FOR PUBLICE SERVICE ONLINE SERVICES Basic Location Employment Academic and Professional Details 2 Click Add New Record Button as shown in the diagram above 3 Fill in your details in the spaces provided as shown in the diagram below ONLINE SERVICES MINISTRY OF STATE FOR PUBLIC SERVICE Back Employee s Academic Professional Details Add Edit Ministry Department Sub Vote Departments Personal Number 2012230094 Name Jaribu John Qualification Level Doctoral Degree y Area of Study Ff Course lt not available gt Major Subject lt notavailable gt il Minor Subject lt notavailable gt rj Institution Africa Nazareen University Country of Study Afghanistan y i Year of Date Enrolled e g 20 08 2002 pp E Grade Attained Doctoral y Certificate No Examiner Gk College y Duration 4weeks y Click to save Em ae Figure 10 Academic and Professional Details Capture Screen 11 e Go to the Qualification Level box and Select your level of qualification e Go to the Area of Study box and select the area of study o Go to the Course box and select the name of the cou
10. ic Service Online Services Back Your User Name You are Logged in as USER Change to your Own Password PIN save Courtesy of Ministry of State for Public Service Change the Enter New Password Retype New Password password and provide your new Figure 3 Change Password Screen Upon successful change of the password you will be taken back to the login screen Figure 2 Follow Step 3 above to login into the system using your new secret password Successful login leads you to the system s main menu as shown in Figure 4 below Wednesday May 04 2011 You are logged in as KE ertich Haron Fipkosgei Logout ar 4 T a REPUBLIC OF KENYA GOVERNMENT HUMAN RESOURCE INFORMATION SYSTEM ONLINE SERVICES Personal Numbers 7 Administration Reports Update Profile ange Password Log Gut MSPS GOVERNMENT HUMAN RESOURCE INFORMATION SYSTEM Chop prighkt 0I MAPS A Rishis Reserved Figure 4 GHRIS Main Menu HOW TO CLOSE THE GHRIS The GHRIS may be closed by pressing the Logout link at the of the Main Menu window shown in Figure 4 CHAPTER 3 CAPTURING AND UPDATING EMPLOYEE S PERSONAL DETAILS This chapter describes how employees capture and update their personal details as required from time to time How to capture and update your personal details Use the following steps to capture and update your personal details 1 Click on the Profile Menu and choose
11. istry of Finance establishment statistics and Personnel Emolument PE budgeting 3 Ministry of State for Public Service HR Management Development Monitoring and Evaluation Every user of the system will be assigned specific rights and privileges in order to access various functionalities of this system HOW TO START THE GHRIS The GHRIS Is a web based system which requires users to have internet connection either through a computer or a mobile phone Use the following steps to access the system 1 Start your preferred web browser e g Internet Explorer Mozilla firefox Google chrome and Safari 2 Start the system by typing the URL http www ghris go ke on the address bar of your web browser The screen shown below will appear for you to identify yourself to the system 3 Type in your Personal Number and Password to log into the GHRIS NB For first time users use the temporary password welcome You are required to change this temporary password to your preferred secret password upon successful login Remember to keep your password secret at all times You may change your secret password at any time as desired A Republic of Kenya GOVERNMENT HUMAN RESOURCE INFORMATION SYSTEM Wednesday May 04 2011 NOT logged in INTRODUCTION MSPS appointed an inter AFF DETAILS B The major users Public Service Officers of this system and their access devices will operate from various locatio
12. ll IPPD brought a lot of improvements in the payroll management managing to alleviate duplication in personnel records to a certain degree However due to technological and environmental challenges that existed at the time IPPD was developed IPPD currently does not address all HR related areas that the Government Human Resource Management Information System GHRIS intends to address such as Human Resource Planning In view of the above MSPS embarked on the design and development of a GHRIS that addresses all HR related needs of the Government This system is expected to interface with other existing systems like IFMIS G PAY and IPPD Users of the GHRIS are government Ministries Departments and Agencies MDAs and employees who shall benefit from a centralized readily accessible efficient and transparent system GHRIS comprises of five 5 main functional areas as depicted in the diagram below This manual is designed for use with the first three components of this system namely e Personal Number Allocation e Employee Skills inventory and e Employee Dependants next of kin databank Figure 1 GHRIS Functional Areas USER RIGHTS AND PRIVILEDGES The GHRIS may be accessed by individual employees to view and update their profiles and HR practitioners in MDAs In addition the following organizations will use the system for various decision making functions 1 The Public Service Commission recruitment and selection 2 Min
13. n within the country MDA Headquarters and Counties Public Service as well as abroad while on official missions by use of Local Area Networks Wide Area Networks Web Mobile and any other future technologies This therefore means Competence most of the HR Functions will be interfaced to the staff using this Portal Staff have an opportunity to update their information periodically to facilitate other HR Decision Framework making functions Issue Notice 2011 11 ADVERTISED POSTS LOWER CADRE Ministries and Department advertise and recruit for lower cadre of staff using stipulate regulations With increased completion for applications for any advertised post in Government by the Public recent trend has shown the Ministries and or Departments receive huge applications making processing very tedious and cumbersome GHRIS Portal provide for Ministries Departments to define adverts and allow public access to the system Currently there 1s no active Adverts for your viewing Copyright 2011 MSPS AH Rights Reserved Figure 2 GHRIS Login Screen Upon successful login the following screen will appear for first time users to change their temporary password 4 Type in your new secret password 5 Retype your new secret password for confirmation 6 Press the save button NB Do not forget this password because you will need it anytime you need to access this system REPUBLIC OF KENYA Ministry of State for Publ
14. rd Button to add details of your dependants E MINISTRY OF STATE FOR PUBLIC SERVICE ONLINE SERVICES Back Dependant s Basic Details Fields that are not applicable should be indicated with N A ID No Passport Title Mr y Surname First Name Other Names Gender MCF KRA PIN No Date of Birth 20 03 1980 Birth Certificate No Relation Spouse Mobile E mail P O Box Post Code Town City If Yes to Pension lis C Yes C No Pene ues C Yes C No Indicate Proportion Covered Pension 94 Next of Kin C Yes C No Cancel Figure 13 Dependants Details Capture Screen e Enter the ID No or the Passport Number of the dependant where applicable e Enter the Title of the dependant by selecting from the provided list e Enter the Surname First name and Other names in the boxes provided e Select whether the gender is Male or Female 13 Enter the KRA PIN Number of the dependant where applicable Enter the Date of Birth e g 10 07 1960 by selecting the dates from the calendar Refer to Using the System s Calendar section provided earlier Enter the Dependant s Birth Certificate Number Select the Relationship of the dependant to you the officer Enter the Mobile Number and the E mail Address of the dependant if any Box No Enter your post office Box No Number only e g 45678 Postal Code Enter the postal code that identifies your post office Five digit code e g 00100 Town City Enter the name of the City
15. rse e Go to the Major Subject box and select the major subject e Go to the Minor Subject box and select the minor subject e Go to the Institution box and select the name of the institution where you studied o Go to the Country of study box and select the name of the country where you studied e Go to the Date Enrolled box and select the date of enrolment Refer to Using the Systems Calendar section provided earlier e Go to the Year of Graduation box and enter the year of graduation e Go to the Grade Attained box and select the grade attained e Go to the Certificate No box and enter the serial number of your certificate o Go to the Examiner box and select the examiner e Go to the Duration box and select the duration you took to complete your studies e Click the Save button once you are through with the details Repeat the process until you have entered all your academic and professional qualifications How to capture and update your Employment History Use the following steps to capture and update your employment history 1 Click on experience link at the top of the menu 2 Fill the details in the form provided and then click action LJ ttp ris regexperience aspx yahoo mali com E http 192 168 200 89 ghris regexperi p yah il iut pat Government of Kenya Human Resource Information System 1 Basic 2 Location 3 Duties 4 Academic Details 5 Experiences 6 Depedants 7 User Shimba Jos
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