Procedures in the Implementation of the Biometrics Time and Attendance System (BTAS) in the National Office, Amending RMO No. 26-2012

December 2, 2020 REVENUE MEMORANDUM ORDER NO. 003-21 SUBJECT : Procedures in the Implementation of the Biometrics Time and Attendance System (BTAS) in the National Office, Amending Revenue Memorandum Order (RMO) No. 26-2012 TO : All Revenue Officials and Employees Concerned I. BACKGROUND The Biometrics Time and Recording (BTR) System was first introduced on October 2012 as part of the initiative to jump shift from manual punching of Time Cards (Bundy Cards) to a computerized recording of attendances of employees. However, due to rapid technological development and years of usage, the BTR system is already outdated and is plagued by machine failure and other technical problems. In order to address this issue, the Biometrics Time and Attendance System (BTAS) shall serve and replace the BTR as the new computerized system for attendance monitoring of employees in the National Office (NO) and also to provide a blueprint for future biometrics system of the Revenue Regional Offices. II. OBJECTIVES In order to ensure the proper usage of the BTAS and provide a unified policy on attendance and leave management, this order is issued with the following objectives: 1. Implement the policies regarding the usage of BTAS, especially on the generation of the Summary Reports of Attendance (SRA) and Daily Time Records (DTR) and to prevent any attempt to tamper or manipulate the actual attendance of officials and employees. 2. Achieve uniformity and correctness in reporting, recording and monitoring of leave credits of BIR Personnel. 3. To provide fraud-free capture of employees' time records using fingerprints technology. 4. Provide the penalties and appropriate sanctions to officials and employees violating the provisions of this order. III. DEFINITION OF TERMS 1. Biometrics Time and Attendance System (BTAS) refers to the centralized time and attendance software with database, able to upload automatically the daily time logs from biometrics machines. The system enables users to access the system anywhere in the secured environment within the BIR premises. It has an automatic back-up of database with full restoration plan. It has an audit trail which historically tracks and monitor every access to modules and database. It has two modules: The Enterprise Resource Planning (ERP) and Employee Self Service (ESS). 2. Enterprise Resource Planning (ERP) refers to the module of BTAS which contains the employee profile and database for the time and attendance. It is the module that generates the required reports on attendance of employees such as the SRA and DTR, including the updating of leave credits in the leave cards. 3. Employee Self Service (ESS) refers to the module of BTAS that can be access by employees which enables them to view online their daily attendance/time-logs, and file online application for leave, overtime services, official business/seminars and missing time-log entries. The Head of Office may view and review online for approval/disapproval of the application for leave. 4. Summary Report of Attendance (SRA) it refers to the summary of attendance per Office as generated by the Biometrics System and shall be submitted on or before the 10th day of the following month to the Personnel Division (PD)/Administrative & Human Resource Management Division (AHRMD). It contains the alphabetical names of employees per office and the summary of approved leave/s, seminars/official business availed, hours/minutes of tardiness/late and undertime that an employee incurred. The SRA shall include all attachments such DTR, Application for Leave (AFL), Revenue Special Order (RSO), Regional Revenue Special Order (RRSO), Mission Order (MO), Court Appearance, etc. (Annex A) 5. Daily Time Record (CSC Form No. 48) [DTR] refers to the employees' daily record of attendance generated by BTAS showing the Check-in, Break-out, Break-in and Check-out, approved leave/s, official business/seminar duly signed and certified by the employee and verified correct by the Head of Office/authorized Official. (Annex B) 6. Application for Leave (CSC Form No. 6) [AFL] refers to the CSC prescribed form that an employee must accomplish for filing an application for leave. (Annex C) IV. GENERAL GUIDELINES AND PROCEDURES 1. All revenue officials and employees are required to have an account in the ESS Module of BTAS. Each employee must use their Personnel Number (PERNR) as their username and create a personal password in the ESS. 2. Employees' password should contain not less than twelve (12) alpha-numeric characters. Employees are advised to change the initial password provided by the Personnel Division. 3. For new employees, the Personnel Division (PD) will create an employee profile in BTAS, register their fingerprints in the biometrics machines and generate the initial default password for ESS Access. 4. Employees in the National Office requesting for password reset for their BTAS Accounts should lodge their request thru the use of the Service Desk System. In case Service Desk System is not available, employees should accomplish BIR Form 0044 and submit the same to the SMD for validation. 5. The SMD after validating a request for password reset shall forward the same to the System Administration Section of the Data Warehousing and Systems Operations Division (DWSOD) for the issuance of a new default password. 6. For security purposes, only the Heads of Offices and Administrate Officer (AO) are required to have an account in the ERP Module of BTAS. 7. All employees are required to file ONLINE in the ESS: applications for leave (AFL); official business (OB); Missing time-log entries; Compensatory Time-off (CTO); and Overtime (OT) services. 8. All employees must use the command keys of the biometrics machine Check-in (F1) Break-out (F2) Break-in (F3) Check-out (F4) 9. Employees on half-day are to use below command keys of the biometrics machines as they arrive and leave the office premises: Half-day in the afternoon Check-in (F1) and Break-out (F2) Half-day in the morning Break-in (F3) and Check-out (F4) 10. For all AFL generated/printed from BTAS, the Head of Office must approve/disapprove and sign the AFL. However, the processor from PD are no longer required to affix his/her signature in the Certificate of Leave Credits portion as the leave credits are already generated by the system itself. 11. Employees with no personal computers at their workstations may be allowed to use the computer of one of their officemates to access the ESS. 12. Employees with unreadable fingerprints shall temporarily use Bundy cards until the issuance of BTAS card which shall be tap to recognize the employee details. 13. The Regional Office may procure a higher specification biometrics system whether fingerprint scanning, face recognition or any other time recording machine, as long as the data output of said units must be compatible to BTAS of the National Office in reference to the attached specifications (Annex D) based on the approved Terms of Reference (TOR). 14. The following officials and employees are exempted from using biometrics machine and will only be required to manually log/record their daily attendance in the Daily Record of Attendance and correspondingly file their AFL, if any: Commissioner of Internal Revenue (CIR) Deputy Commissioner of Internal Revenue (DCIR) Assistant Commissioner of Internal Revenue (ACIR) Head Revenue Executive Assistant (HREA) Chief of Staff (OCIR and ODCIR) Regional Director (RD) Assistant Regional Director (ARD) Other personnel as approved by the CIR due to the exigency of the service The time-logs in the DTR on their daily attendance should contain the following: Check-in = 8:00 a.m. Break-out = 12:00 p.m. Break-in = 1:00 p.m. Check-out = 5:00 p.m. Note: For BIR NO Officials, they shall file online application of leave thru ESS. The DTR shall be generated by the corresponding AO showing the time-logs above. 15. All officials and employees in the National Office shall refer to the attached Procedures in the Right Usage of the Biometrics Time and Attendance System (Annex E) in connection with the use of the BTAS. V. ROLES AND RESPONSIBILITIES 1. Personnel Division (PD) a. Register employees' fingerprints in BTAS; b. Create employee profile in the BTAS for all officials and employees which will contain the details ( e.g. , date of hiring, place of assignment, years of service, etc.) of their employment with this Bureau; c. Issue initial password in the ESS/ERP to new employees; d. Issue BTAS cards for employees with unreadable fingerprints; e. Update employee profile; f. Receive duly signed DTRs and SRAs of BIR-NO Offices and SRA of Regional Offices with all the required attachments; g. Post leave credits and maintenance of updated leave cards of all officials and employees; h. Monitor leave credits appearing at the ESS of employees; i. Tag days in ERP when a work suspension is declared in the system; j. Upload leave credits of employees who transferred from other government agencies based on the certificate of leave credits issued by the previous government employer and BIR personnel transferred from regional offices; and k. Inform the Data Warehousing and Systems Operations Division regarding employees who were separated from the service. 2. Systems Development Division (SDD) a. Provide support in the resolution of system issues; and b. Alternate-in-charge in tagging days with suspension of work in the system in the absence of the Chief, Compensation and Benefits Section-Personnel Division. 3. Network Management and Technical Support Division-Help Desk (NMTSD) a. Record any hardware/network issues that will be raised by the users of the system; b. Resolve hardware/network issues raised by users; and c. Ensure the integrity of the local area network of the BIR. 4. Security Management Division (SMD) a. Monitor compliance on BIR information security policy and standards relative to BTAS; b. Conduct audit trail/investigation as required and submit the result/report of investigation to the Internal Investigation Division for appropriate action; and c. Receive and validate requests for Password Reset from employees assigned at the National Office whose ESS/ERP accounts were locked due to automatic system locking. 5. Data Warehousing and Systems Operations Division (DWSOD) 5.1 Database Administration Section a. Maintain and Secure the database of the BTAS; b. Implement database back-ups for purposes of recovery and/or restoration 5.2 System Administration Section a. Process system access rights and privileges of authorized BIR personnel in accordance with approved Security and Access Matrix for BTAS System; b. Process requests for password reset due to automatic system locking; and c. Process revocation of system access rights and privileges granted to BIR personnel due to the following: Retirement/resignation Transfer of place of assignment Dormant account Administrative cases Death 6. Head of Office/Chief of Staff for Office of DCIR/CIR a. Review the generated DTR/SRA and validate all entries; b. Approval/Disapproval of AFL/OB/Missing Time-log Entries and OT Services/COC filed by the employees under his/her jurisdiction; c. Ensure the submission of DTR and SRA to PD/AHRMD on or before the 10th day of the following month with all the necessary attachments; d. Monitor the attendance of all employees in the Office; e. Report to the PD/AHRMD any employee that were separated, suspended or on AWOL; and f. Report to the IID/RID any employee who are habitually absent/tardy/undertime/loafing. 7. Administrative Officer a. Print OTR and SRA for signature of the Head of Office and employees; and b. Assist the Head of Office in monitoring the attendance of employees. 8. General Services Division a. Maintenance of biometrics machines; and b. Reporting of defective biometrics machines to the NMTSD. 9. Users of the BTAS (All officials and employees assigned at the National Office) a. Log to Service Desk System or Accomplish BIR Form 0044 and submit the same to the Security Management Division for password reset requests; b. Accomplish BIR Form 0044 for the revocation of system access to BTAS before separation from the service; and c. Observe the General Guidelines and Procedures mentioned in this Order. 10. Internal Investigation Division a. Receive Reports on Habitual Tardiness/Undertime/Loafing/Absences without Official Leave; and b. Issuance of Show-Cause Orders to erring employees. VI. PENALTIES 1. Frequent unauthorized absences from duty during regular office hours and loafing: 1st offense - Suspension for six (6) months and one (1) day to one (1) year 2nd offense - Dismissal 2. Habitual Tardiness and Undertime: 1st offense - Reprimand 2nd offense - Suspension for one (1) to thirty (30) days 3rd offense - Dismissal 3. Non-compliance with the provisions of this RMO shall be a ground for administrative disciplinary action in accordance with CSC No. 30, series of 1989, to wit: "The Head of each Office shall be liable for non-submission of the SRA on time and it shall be considered an administrative offense of Violation of Reasonable Office Rules and Regulations punishable under. 1st offense - Reprimand 2nd offense - Suspension 1-30 days 3rd offense - Dismissal." VII. REPEALING CLAUSE All other revenue issuances which are inconsistent herewith are hereby repealed, modified or amended accordingly. VIII. EFFECTIVITY The use of BTAS shall be effective January 1, 2020. (SGD.) CAESAR R. DULAY Commissioner of Internal Revenue ANNEX A Summary Report of Attendance ANNEX B Daily Time Record ANNEX C C.S. Form No. 6 Application for Leave ANNEX D 1.1 Biometric-Time and Attendance Software 1.1.1 General Specifications 1.1.1.1 Customizable and Centralized Time and Attendance Software and database 1.1.1.2 Enable nationwide users to access the system and work with strong provision of a secured environment 1.1.1.3 Fingerprint templates and transaction log must be stored in a centralized database repository 1.1.1.4 Able to upload automatically and manually trigger the daily time logs from biometric units used in the national, regional and district offices 1.1.1.5 Provide simultaneous accessibility to unlimited number of employees/users Bureau-wide 1.1.1.6 Role-based access/controlled privilege and must be limited only to respective/designated office 1.1.1.7 Able to revoke user accounts of admin officers who separated from service 1.1.1.8 Archiving capability with selective and full restoration of archived data/records 1.1.1.9 Scheduled and un-scheduled automatic backup of database with full restoration in case of disaster as described in the Back Up and Restore Plan 1.1.1.10 Customizable Audit Trail that historically tracks and monitor every access to modules and database records 1.1.1.11 Printable audit trail that can be exported to excel or readable format 1.1.1.12 Provide latest Transport Layer Security (TLS). 1.1.2 Components 1.1.2.1 Administration Process 1.1.2.1.1 Process employee's information. 1.1.2.1.2 Able to add, delete, and make changes on all users' information. 1.1.2.1.3 Able to set office hour's pattern for each position or a department. (unlimited number of pattern) 1.1.2.1.4 Able to accept half days and undertimes. 1.1.2.1.5 Able to set/add Holidays and other work suspensions declared. 1.1.2.1.6 Public holiday can be set into the program. 1.1.2.1.7 Able to register up to 10 fingerprints per one employee. 1.1.2.1.8 Updated employee information must be automatically reflected in the biometric units. 1.1.2.2 Fingerprint Scanning 1.1.2.2.1 Fast and accurate authentication within 0.5 seconds even among large group of users. 1.1.2.2.2 Fingerprint verification is quick and accurate. No need for password confirmation. 1.1.2.2.3 Counterfeit fingerprints rejection. 1.1.2.2.4 Displaying employee details, i.e. , name, place of assignment, position and time clock in-out during stamping. 1.1.2.2.5 Accurate fingerprint verification even in greasy, stained, or wet condition. 1.1.2.3 Time and Attendance Records Management 1.1.2.3.1 Automatic summary of working hours. 1.1.2.3.2 Able to change working time data in case of forgetting to clock in or off-site working. 1.1.2.3.3 Summary of time attendance, tardiness, vacation days used (type of leave availed), or Over Time. 1.1.2.3.4 Displaying different colours in demonstrating different status on certain working hours. 1.1.2.3.5 Able to inspect and monitor details of working attendance on real time basis. 1.1.2.4 Reports (Civil Service Commission compliant) 1.1.2.4.1 Working hours report 1.1.2.4.2 Annual leave report 1.1.2.4.3 Working day summary report 1.1.2.4.4 Time in-out report 1.1.2.4.5 Summary of time in-out report 1.1.2.4.6 Employee's profile report 1.1.2.4.7 Early and late time in-out 1.1.2.4.8 Daily Time Record (DTR) 1.1.2.4.9 Summary Report of Attendance (SRA) 1.1.2.4.10 Annually, monthly, weekly, daily (working day) report 1.1.2.4.11 Leave Card 1.2 Biometric Devices 1.2.1 Twenty-five (25) units of Biometric devices (for National Office) with, but not limited to, the following specifications: 1.2.1.1 branded and brand new 1.2.1.2 optical capacitive sensor 1.2.1.3 template capacity of at least 9,000 (3,000 employees x 3 fingers = 9,000) 1.2.1.4 event log of at least 100,000 1.2.1.5 Resolution of at least 508 dpi. 1.2.1.6 With USB 3.0 slot 1.2.1.7 Stand-alone and IP operated network 1.2.1.8 4 hours Uninterrupted Power Supply (back-up emergency battery) ANNEX E Procedures in the Right Usage of the Biometrics Time and Attendance System (BTAS) A. Access of Employee Self Service (ESS) 1. Access the ESS module via Google Chrome and type the URL in the Address bar (http://biometrics.bir.gov.ph/ess/) . After accessing the said URL, the log-in page of the ESS will appear. 2. Input the eight (8) digit personnel number (PERNR) found in the BIR LBP-ATM Card in the username portion of the field. For new employees secure the PERNR from the PD. 3. Input password containing less than twelve (12) alpha numeric and special characters. Note: The system is programmed to lock an employee's account after three (3) failed log-in attempts. The system is also programmed to automatically log-out an ESS account after five (5) minutes of idle time. A.1 Filing of Time-Logs Entries, Official Business, Leave and Overtime 1. In the Navigation Pane, click the Filing Module and select the following options an employee wishes to file: a. Time-Logs this module is used by the employee in filling-in missing/erroneous time-log entries. Online filing requires entry of valid justification by the employee and subject for approval/disapproval (online) by the Head of Office. o To create a time-log application, click the button (Add Filing), located at the bottom right portion of the page. o A time log filing box will appear and the employee will be required to fill all fields marked with an asterisk (*). o Once all required fields are filled, click save to finish filing the time-log application. o Employees can view the list of their time-log applications and status in the time-log Working Pane. o To void or delete an application, click the button (Delete/Void Filing) located at the bottom right portion of the page. b. Official Business (OB) this module is used by the employee in filing online OB such as Revenue Special Order (RSO), Mission Order (MO), Trainings/Seminar, Court Appearance subject for approval/disapproval (online) by the Head of Office. Online OB filing is applicable for half-day or whole day only. Otherwise, use the missing time-log filing of check-in, break-out, break-in and check-out. o To create an OB application, click the button (Add Filing) located at the bottom right portion of the page. o An OB filing box will appear and the employee will be required to fill all fields marked with an asterisk (*). o Once all required fields are filled, click save to finish OB application. o Employee can view the list of his/her OB application/s and status in the OB Working Pane. o To void or delete an application, click the button (Delete/Void Filing) located at the bottom right portion of the page. Note: For OB that is more than 1 day, click the box beside the date range & select the start and end date. c. Application for Leave (AFL) o To create an Application for Leave (AFL), click the button (Add Filing) located at the bottom right portion of the page. o An AFL filing box will appear and the employee will select the type of leave such as Vacation Leave (VL), Sick Leave (SL), Forced Leave (FL), etc. and fill all fields marked with an asterisk (*). o Once all required fields are filled, click save to finish. o Employee can view the list of his/her Leave applications and status in the Leave Working Pane. o To void or delete an application, click the button (Delete/Void Filing) located at the bottom right portion of the page. Note: The system is programmed to auto approved an d. Overtime (OT) Filing and/or Compensatory Overtime Credit (COC) o To create an OT application, click the button (Add Filing) located at the bottom right portion of the page. o An OT filing box will appear and the employee will be required to fill all fields marked with an asterisk (*). If an employee will opt to convert his/her OT to COC, click on the box beside the "Convert to leave" option. o Once all required fields are filled, click save to finish. o Employees can view the list of their OT applications and status in the OT Working Pane. o To void or delete an application, click the button (Delete/Void Filing) located at the bottom right portion of the page. Note: If the actual date of the rendered OT falls on weekend, Date of Filing = Actual Date of the Rendered OT. COC is valid within one (1) year from the time it was earned. A.2 Approval of Applications for Leave, Official Business, Overtime/Compensatory Overtime Credit and Time-Log Entries by the Head of Office 1. For approver, log-in in the ESS Portal via Google Chrome and type the URL in the Address bar (http://biometrics.bir.gov.ph/ess/) . 2. Input the eight (8) digit personnel number (PERNR) found in the BIR LBP-ATM Card in the username portion of the field. For new employees secure the PERNR from the PD. 3. In the menu of the ESS, click the "Approval" Module and choose below options: a. Approve Time-Logs b. Approve Official Business c. Approve Application for Leave d. Approve Overtime/COC How to approve/disapprove applications: 1. The approver can select an application he/she wish to approve/disapprove: An approver can select multiple records to approve/disapprove An approver can also double click a single record to review the details and reason for filing. 2. Once an application is selected, click the Approve/Disapprove button 3. Notice that the status of the application will change from "For Approval" to "Approved/Disapproved" A.3 How to log-out in the ESS To log-out of the ESS Portal, click on the employee number found on the upper right corner of the system. A drop down menu will appear, click on the "sign-out" button. B. Enterprise Resource Planning (ERP) This module is only accessible by the Head of Office and the AO in the generation of Summary Report of Attendance (SRA) and Daily Time Record (DTR). B.1 Generation of Summary Report of Attendance (SRA) and Daily Time Record (DTR) 1. Access the Enterprise Resource Planning (ERP) Portal via Google Chrome and type the URL in the Address bar (http://biometrics.bir.gov.ph/erp/) . 2. After accessing the log-in page of the ERP, input the same username and password that was used to access the ESS of BTAS. a. Process Time Sheet 1. Once signed-in, go to the Navigation Pane and click Time Check-Time Sheet-Process Time Sheet. 2. In the Processing Time Sheet tab, click "Add" Button which is located in upper left portion of the page. 3. An Add Process box will appear with the names and personnel number of all employees under the Office where the AO is assigned. Click the box beside the Employee Code title to select all employees. For the processing of the time logs of an individual employee, click the box beside the personnel number of the specific employee. After selecting the desired employees for processing, click the "Add" button. A dialogue box will appear then select yes to process the Time Sheet. 4. After clicking the Add button, the Process Time Sheet Tab will re-appear with the names of all selected employees. Fill-up the "Date Range" portion and select the period to be processed. 5. After selecting the date range, click the box beside the word "Status" to select all employees and select the "Reprocess" button to prompt the system to process the time-logs. 6. Once all attendance records are final, click the "Lock Button" to lock the records and prevent further editing of the DTR and SRA. This will also trigger the computation of the leave credits and updating of available leave balance. b. Generation of Daily Time Record (DTR) 1. For the generation of DTR, go to the Navigation Pane and click Reports Daily Time Record Report. 2. In the DTR tab, fill-up the fields for Month, Year, Place of Assignment, Service, Division and Signatory and then click the "Generate Report" button. 3. Print the generated DTR of the Office. c. Summary Report of Attendance (SRA) 1. For the generation of SRAs, go to the Navigation Pane and click Reports Summary Report of Attendance. 2. In SRA tab, fill-up the fields for month, year, place of assignment, service, division and signatory and then click the "Generate Report" button to generate the SRA of the Office. 3. Print the generated SRA of the Office. d. How to log-out in the ERP To log-out of the ERP Portal, click on the Start button found on the lower left corner of the system. A menu will appear, click on the "log-out" button.