Reimagining Personnel Management: The Advancement of a Smart-HRIS with Integrated Biometrics, Self-Service Portals, and Automated Notifications

Abstract

In educational institutions such as San Isidro College (SIC), manual Human Resource (HR) processes pose serious operational issues, such as data inaccuracy and inefficiency. The integrated human resource information system "Smart-HRIS,"which was designed for SIC, is described in this paper along with its creation, design, and thorough pilot testing. The system distinctively combines multi- modal biometric (face and fingerprint) attendance linked to strategically placed monitors for real-time transaction feedback, real- time attendance monitoring, comprehensive employee self-service portals (for leave, overtime, travel requests, payslip access, and 201 file updates), context-aware automated in-app and email notifications, and a fully integrated payroll management module handling complex calculations for various personnel categories (College, IBED, NAP) including specific allowances and deductions. The research objective was to systematically enhance operational efficiency, bolster data integrity, and promote transparency in personnel management. Developed using C# and MySQL, the Smart-HRIS underwent a pilot deployment and was evaluated through a survey (N=30) encompassing diverse institutional stakeholders (HR Admin, Payroll In-charge, Regular Users, IT Support, Office Head). Quantitative analysis revealed statistically significant improvements in HR process efficiency (mean=4.17/5), accuracy (mean=4.20/5), and a marked reduction in manual tasks (mean=4.17/5). High customer satisfaction (90.0% for self-service portals) was noted in qualitative responses. The study adds to applied information systems research in educational contexts by highlighting areas for improvement in notifications and reporting while showcasing significant enhancements.