Thank you for choosing MiHR Human Resources & Payroll Information Management System.
The software is designed to maximize user friendliness and real time decision making. The system can be customized to suite each organizational needs as it is built with open meta-data models which are flexible to any user interface.
Choosing MIHR Human Resources & Payroll Information Management System will allow Organisations () to use a world class Human Resources & Payroll System to gain a competitive advantage. You have an opportunity to reduce Human Resources Administrative costs as well as giving your employees faster feedback on routine Human Resources queries. Payroll processing is also faster and more effective.
MiHR Software is loosely coupled modular web based software with multiple interfaces.
This Integrated Package can be operating on a client server environment or it can be hosted on individual client cloud server.
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.
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.
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:
Figure 3: Employee dashboard image showing homepage on successful login
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
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:
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:
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
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.
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
This contains skills gap and development training applications which can be used by Management.
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:
Below image (Figure 34) shows the form that can be used to carry out the function
Figure 34: Grievance Application form
Figure 35: Grievance Summary
Figure 36: Form for Penalty Submission after a Hearing
Figure 37: Summary of Penalties
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:
MIHR is an Information Technology development company based in Lilongwe Malawi and Zimbabwe, and offers a suite of products and services which are world class in functionality and support. We want to partner with organizations that want to grow their footprint on the African continent. Our suite of products and bespoke software development can cater for all business needs, large and small, at a reasonable cost.