MiHR HRMIS & Payroll - Created To Make Business Easy

• Unlimited flexibility through customization. Whatever your needs are, MiHR will be adaptable. Its customizable capacity makes it entirely configurable, with less required work to be done.  It’s also extensible, based on framework dependency injection and event dispatchers, more modules can be plugged in with simplicity.
• Ease of use through intuitive, user-friendly interfaces Simple and Flexible user interfaces allows performing advanced tasks simply and intuitively, which allows beginners to the system to quickly feel at ease with MiHR HR & Payroll Management System.
• Stable and sustainable, the system is in-built with self-system tests, that ensures shipped system behaves and performs what is needed with guaranteed compatibility between versions
• Interoperable through Web APIs, MiHR system can be interoperated by third party applications through the powerful Restful APIs
• Employees can spend more time on their core duties because they can access the system from anywhere including Smartphones.

Our integrated Human Resources and Payroll Management System provides the opportunity for the Human Resources function to concentrate on the core functions of the organisation.

• Information can never be lost.
• Stationery costs for the organization will reduce; Human Resources activities require paper work.
• It affords companies with the opportunity to redirect human and financial resources to areas where they are needed most because of the savings mentioned above.
• There will no longer be any ghost workers.
• Payroll errors are eliminated as the system does not require human input.
• Payroll processing is instantaneous as all transactions which affect the payroll have already been processed upon approval.
• We have the expertise and a dedicated team of professionals who are available 24/7.

The MiHR software was first developed with basic functionalities in 2015 to address Human Resource software needs, to track human resource in the both public and private sector, while used by Management for day to day tasks and for reporting, it can also be used to analyse and help in decision making at higher administrative levels.

MiHR is currently been rolled out in a few organizations in Malawi. There is an increasing demand for a flexible, faster and user friendly Human Resource Information System.

Users with System administrative privileges can customize the system to reflect the organizational hierarchy of Organisations (), information to be collected by ORGANISATIONS, set of validation constraints that collected data must adhere to, control of access of data and different system parts, and other system customizations that affect the system at large.

The System uses an in-built secured Authentication and Authorization method that requires users to be authenticated to use any service that requires a user to be logged in and require user to be authorized as cleared to use some of privileged system services, such as right to control data to be collected.

System uses Records management module to control the collection information.

• Web enabled
• Platform independent
• Runs on all major web browsers
• Runs on most relational databases
• Works Off-line
• Loosely coupled with Bundle/Modular approach
• Interoperable
• Internationalized

The initiated development of MiHR Human Resource & Payroll Management Information System with the essence of establishing a national database, to address and strengthen existing information system through coordinating and networking of existing human resource  and payroll data collection systems.

MiHR Business Partner, will take the responsibility of developing, implementing and maintaining the system. As for any big system development the process is not an overnight thing. MiHR – HR & Payroll Management System is evolving, though with a remarkable speed, the inputs of stakeholders are all time required.

This manual outlines the systematic procedures for accessing and using various parts of the system. In case you do not get the assistance you expected from the manual please don’t hesitate to consult our designated contact person.

Open the browser and type the following address: https://www.mihrafrica.com/mihr  or a specified IP address of  AN ORGANISATION that will be used to access the system on a Local Area Network, then a page similar to the one shown in the image below will be displayed whereby a user will be required to type in their correct username and password. In the instance where one does not have a username or password please see register information following next. This system works best with Mozilla Firefox, Google Chrome or Opera browsers. From here on, the use of the word “browser” will refer to above mentioned web browsers only.

Figure 1: Image showing Login Interface

However on unsuccessful login an error message will be displayed (see figure 2 below) and you will be required to re-type the username and password.

Figure 2: Image showing error message on unsuccessful login

In the instance where a user forgot his or her password, the “Forgot my Password?” link on the login page is there to assistance.  On clicking the link a user will be sent to a page and required to provide either a username or email address used initially during registration.  After that the user can click the “reset password” button to reset password. A prompt will appear on the page informing that an email has been sent to his particular email account for resetting password. The user can login into his email to follow a link sent to his email and click the attached link to get a MiHR –HRIMS page for setting a new password.

Upon successful login, a user will be directed to the Dashboard page with the menu on the top of the page through which he can access various parts of the system (see figure 3 below).

The Employee Dashboard will enable employees to do the following:

1. View all company notifications and announcements through the Notice board
2. Access to self-service menu.
3. Access to the View only menu.
4. Access to Management Self Service – this service is available to Senior Management and Line Managers for their day to day functions.
5. To logout from the system.

Figure 3: Employee dashboard image showing homepage on successful login

Employee Recruitment

Module used for employment of new staff. An automated code will be generated once the below form (Figure 4) has been submitted by Line Managers and approved by Management. An email notification will be sent out to Management for approval.

Figure 4: Image of Recruitment Requisition Form. This form can be customized according to  AN ORGANISATION”s requirements

A summary of all requisition will appear as below. (Figure 5)

Figure 5: Recruitment Requisition Summary Table

Employee Registration

Once the requisition has been approved and a Candidate has been selected, the Line manager will now have to register them in order to have access in the system. To do, there is a Registration Form. On selecting it, a page similar to the one shown below (Figure 6) will appear requesting the Line Manager to fill in all required details and submit them by clicking the “Submit” button

After doing so the Employee’s account is activated and an email will be sent to the users email account provided during registration. These steps so far, will enable for an account to be created but access to information already in the system will still not be possible until verification of user is done by Senior Management. Once the verification process has been done and Employee registered his/her name will immediacy also go to the Payroll Database.

Figure 6: Employee Personal Info Detail form to be used for activating a user and opening an Employee’s file

The following modules (Figure 7 below) are available for employees to use to submit applications:

1. Leave Application
2. Cash – Leave in Lieu
3. Salary Advance Application
4. Document Uploading
5. Loan Application

To access the different application forms, click on “My Applications” and a drop down list as seen in the diagram will appear.

Figure 7: “My Applications” Dropdown Menu

Below Images are designed forms to perform the above mentioned functions. These forms can be customized according to  AN ORGANISATION’s requirements.

Figure 8: Leave Application Form

Figure 9: cash In Lieu Leave Application Form

Figure 10: Salary Advance Application Form

Figure 11: Loan Application Form

All the mentioned above applications once done an email notification or SMS will be sent out to Line Managers for approval, and once approved they will immediately hit the payroll for that particular month.

Figure 12: Sample Email notification to Line Manager once an Employee has applied for leave

Figure 13: Sample Email notification to Employee once leave application has been approved

The system enables Line Managers to view all applications in a summarized report as the figures below:

Figure 14: Image showing summary of all Loan Applications in a Department and the status whether “approved” or “pending”

Figure 15: Salary Advance application summary

Employees are able to update their personal files only once approved by management. For example an employee can change their personal photo, add in new certificates/ awards etc.

Figure 16: Document uploading form

Figure 17: Summary of approved documents uploaded by Employee’s to their Personal Files

Employees are able to view their electronic files anywhere at any time once they log in through the View Tab as shown below. An employee can view the following:

1. Payslip
2. Company Policies & Procedures
3. Personal file – a summary of all information regarding their employment period

To access Personal File, click on “View” and a drop down list as seen in the diagram will appear.

Figure 18” “My View” Dropdown Menu for Employees

Below is an image (Figure 19) of a Personal File an employee has access to by clicking My File on the View Tab:

Figure 19: Employee Personal Electronic File

Below are modules available to all Line Managers for their day to day functions:

Figure 20: Management Self Service Drop Down Menu

1. Recruitment Requisition: for employment of new staff. Reference Figure 4
2. Employee Registration: used by Line Manager’s to register Employee’s in order to have access in the system. Reference Figure 5
3. Employee Transfer: where employees can be transferred across departments and work stations. Employees are always in the right cost centers.

Figure 21: Employee Transfer Form – whether through department or work station or region

Figure 22: Summary of Employee’s transfers

4. Employee Promotion: Line management can recommend promotions in line with the company policies and procedures.

Figure 23: Employee Promotion & Demotion Form

Figure 24: Summary of Promotions & Demotions

5. Employee Suspension and Termination:

Allows for line management to terminate or suspend employees in line with the company policies and procedures.

Figure 25: Suspension Form

Figure 26: Termination Form

6. Pay Run & Schedule

Our system provides an organization you with the complete payroll service which is just a click of the button as all transaction have be already been approved in the system.

• Calculations of net pay, PAYE and all other deductions.
• Separates cash and non-cash items ( benefits and allowances)
• Statutory returns and reports.
• Preparation of weekly, fortnightly, monthly and annual payrolls.
• Issuing pay slips in both standard and secure format through email or SMS.
• Provision of wage analysis reports as required.

Figure 27: Images Showing Monthly Pay runs & Schedule

7. Overtime Requisition:

Immediate calculation of the related cost before it is worked to improve cost control.

Figure 28: Overtime Requisition Form

8. Training & Development and Succession Planning

Figure 29: Dropdown Menu

• Training & Development

This contains skills gap and development training applications which can be used by Management.

• Succession Planning

Companies always need to think of the future and ensure that they have the right skills at any point in time by deliberately having a plan to ensure business continuity

Below Image shows interface for In-house or Institutional training and requests.

Figure 30: Form used by Line Managers when applying for Training needs for their Subordinates

Figure 31: Image showing summary of Training Requests

Figure 32: Summary of Succession Planning

9. Industrial Relations

Figure 33: Dropdown Menu for IR functions

This module allows line employees to use the following Functions:

• Submit Grievances.

Below image (Figure 34) shows the form that can be used to carry out the function

Figure 34: Grievance Application form

• Appeal decision made by the Disciplinary committee in line with company policies and procedures. This can be done by clicking the menu on the View Column on the Summary Interface as shown in the below image (Figure 35)

Figure 35: Grievance Summary

Figure 36: Form for Penalty Submission after a Hearing

Figure 37: Summary of Penalties

• Management can issue warning letters in line with the company policies and procedures to employees, which once done will immediately be linked to Employee file.

Figure 38: Disciplinary Hearing Summaries

Reports are the most important component of any information system. MiHR-HRMIS allows Line Mangers and overall Management to generate and view various reports from already entered data and export these reports from the system to other formats such as Microsoft Excel or Portable Document Format (PDF) and any other format for further manipulation, interpretation or analysis use.

MiHR-HRMIS reports can be generated in either “tabular”, “visual” or “graph analysis” formats or any other format an organization would like the reports to be in.

All these reports are generated through records entered by specified user.

Below are image interfaces of the Report module and examples of reports that the System can generate:

Figure 39: Report Dropdown Menu

Figure 40: Departmental Cost Employment Analysis Report

The System can give you the ability to view in detail the report of the above (Figure 40) by clicking on the “View Details” tool and it will populate a detailed report as below image (Figure 41).

Figure 41: Example of a detailed report

Figure 42: Image of a Visual Report

Figure 43: Example of a Tabular Report

Figure 44: Example of a Leave Report according to a specific Department

Figure 45: Overtime Analysis Report

When all these reports have been generated, there are buttons at the top of the screen with different exporting options for example: “EXCEL” option, this will enable you to export your report to excel sheet (spreadsheet) for further personal manipulation without affecting the data in the system. The results once exported will be in the same format as the report generated. Below (Figure 46) is an image of an exported report to Excel.

Figure 46: Image showing Excel File after exporting

For the System to be functional a Setup process has to happen and this can be done by the System Administrator at the back end which can be used by the Line Managers or Management depending of Access Rights according to the Organizations Hierarchy.

The below image is an example of a drop down menu for setting up the System.

Figure 47: Settings Dropdown Menu

Line Managers and Payroll Masters can use the different modules above to setup the system. Setting up the System in the organization is a click of a button.

For instance when setting up Departments in the Organization, the below form can be used and the department will be added into the system. (Figure 48)

The system will provide a summary of all departs as shown in Figure 49.

Figure 48: Sample Form to set up of Departments under  AN ORGANISATION

Figure 49: Summary of Approved Departments created

Another example is the below image (Figure 50). Form used to create Job titles which also gives the option of attaching the Job Description for each Job Title created according to  AN ORGANISATION Structure

Figure 50: Image showing form for Job Title creation

In this sub menu one can edit user credentials, or assign user rights.

Figure 51: Image showing sample of user’s already registered in the System

This module deals with the management of the data entry forms including the field options. This module is used mostly by System Administrator for modification of form fields when there is a change of requirements.

This sub module is used to add, edit, or delete database fields which hold data supplied by the user. Examples of the fields include DOB (stands for Date of Birth), id number, etc.

To edit any data or setting, click on the “Update or Edit” button on the Action column.

Below image (figure 52) is an example.

Figure 52: Example of Forms used to edit a particular Department

For such a comprehensive system to work to its maximum the right type of Hardware and Software is to be put in place.

Below are the required specifications to be used:

1. Software

• Windows Server 2012
• SQL Server 2014

2. RAM

• 8GB

3. Processor

• Either i7 or i5

4. Hard Drive

• 200gb and above (depending on users)