BRGHGMC Digital HR Ecosystem — Prototype Status Report

In short. Version 5 of the prototype is ready for your review. You named two priorities: the items you marked "Needs changes", and storing uploaded documents. All seven "Needs changes" items are addressed, and the first two kinds of documents (license IDs and applicant documents) are now stored. This version also adds the tools you ticked for each of the five HR officers, the Client Satisfaction Survey reports with graphs, the Award / Recognition Nomination page, IPCR deliverables and accomplishments, the numbers for doctors and residents, and the eight HR reports.

Prototype: https://brghgmc-hr-prototype.pages.dev
Next questionnaire: https://brghgmc-hr-questionnaire.pages.dev
Sample data only. Please do not enter real staff details, real passwords or real documents.

1. What was addressed in Version 5

Items you marked "Needs changes" (questionnaire section B)

Your additional requests (section L)

The five HR officers (section D)

CSS, certifications and schedules (sections C, E, F and G)

Payroll, reports and documents (sections H, I and J)

2. What still needs to be addressed

Requested but not yet built

Waiting on the hospital

Prototype limits that have not changed

3. Assumptions to confirm

You asked for	Status	What Version 5 does
Logo: remove the box behind it and make it bigger; add a large transparent logo, off-centre, on the first page	Done	The box and ring are gone and the logo is about 60% larger. A large, faint copy of the logo now sits off-centre behind the first page, the sign-in page and the registration page.
Recruitment Officer: data entry for available positions	Done	New "Available Positions" tab: position title, plantilla item number, section, salary grade, number of positions, license and eligibility, duties and qualification standards.
Personnel Records Officer: print files	Done	New "Records & Printing" page. For any employee: 201 file summary, Service Record, leave card and movement history.
Timekeeping Officer: review scheduling and notify section heads; print DTR, schedules, leave credits	Done	New "Review Schedules" tab shows any section's month with the issues found, and sends a message to its Section Head. DTRs, schedules, leave credits and leave cards can all be printed.
Training Officer: suggest trainings and participants to PETRU; receive suggestions from PETRU and requests from employees	Done	New "PETRU Suggestions" tab, in both directions, with Accept or Decline and a reply. The head of PETRU has a matching page. Employee requests stay in their own tab.
Performance Officer: suggest awards to the HR Head; receive suggestions from all employees	Done	New "Performance & Rewards" page. Nominations from employees arrive here; the officer suggests them to the HR Head, who approves.
CSS reports: the MCC can also view	Done	The Medical Center Chief now sees every CSS report, with a count of those not yet viewed.

You asked for	Status	What Version 5 does
Award / Recognition Nomination in the sidebar for all employees, based on the Talent Grid	Partly	Every employee has the page and can nominate a colleague. Names suggested by the Talent Grid are shown to supervisors (their own staff), the HR officers and the Chief, not to all employees (see part 3).
CSS: Pending / Viewed by HR Head / MCC	Done	Each employee sees, on every report they filed: Pending, Viewed by the HR Head, Viewed by the MCC, and is notified at each step.
IPCR: enter Deliverables, Save, then lock; then enter Actual Accomplishments for each deliverable	Partly	Built as two steps. Accomplishments can be entered for last month, this month, or the end of the semester. They are shown to the employee only; the supervisor does not yet see them when rating.
HR Head: CSS REPORTS in the sidebar with two bar graphs and the repository	Done	New "CSS Reports" page for the HR Head and the Chief: reports per month by Suggestions and Observations; reports per Division per month; and the full repository with search, Excel and print.

Officer	Status	What was added
Recruitment, Selection and Placement	Done	A vacancy is published only after the HR Head approves it. The selection board's rating is recorded for each applicant, applicants are ranked, and the ranked list prints. The appointment paper is prepared for printing. Each new hire has a ten-item onboarding checklist.
Personnel Records and Maintenance	Done	Printable Service Record. Personnel movements for any period, to print or Excel. Plantilla of personnel with filled and vacant items. Notices when a step increment is due and when a license is about to expire. Separations can now be recorded.
Timekeeping, Attendance and Leave	Done	Correcting a time record on an employee's behalf, with a reason. Monthly report of absences, lateness and undertime. List of employees with habitual lateness. Printable leave card. Entering leave credits brought forward.
HR Development / Training	Done	Annual training plan. Attendance for each training. Training hours per employee per year. Return-service obligation after a scholarship. Printable certificate of training.
Performance Management and Rewards	Done	List of who has not submitted an IPCR, with a reminder button. Summary of ratings per Division. Nominations for awards. Employees due for a loyalty award this year. Record of the Performance Management Team's decisions.

Your answer	Status	What Version 5 does
CSS stands for Client Satisfaction Survey	Done	Renamed throughout.
HR Head can answer and mark Noted, Acted on or Closed; employees see their past reports	Done	Both built. The employee is notified and can read the reply.
When the HR Head is away, the MCC reads CSS reports	Done	The Chief can always view. When the HR Head is marked as away, the Chief can also reply and set the status.
Good Standing checked by both the Section Head and the Division Head	Done	Both sign off before HR can approve.
Clearance: all offices at the same time, the MCC last	Done	Seven offices sign in any order. The Chief is asked only after the other seven have cleared.
Tell the HR Head when an office has not acted after 3 working days	Done	The HR Head is notified, naming the office.
On a hold, the employee can reply and attach proof	Done	The employee replies to the office and can attach a document, which is stored.
What a clearance is used for	Done	The four purposes you ticked are offered when requesting.
Doctors and residents: 8 hours rest, at most two 24-hour duties a week, at most 40 hours a week, one doctor on duty per department	Partly	All four are applied. Two of them conflict: two 24-hour duties are 48 hours, which is over the 40-hour limit, so the system stops at one 24-hour duty plus 16 hours (see part 3).
Section Head may override a blocked entry with a written reason	Done	The entry is refused, then the Section Head may override with a reason. The Division Head and the employee are told.
A schedule below minimum staffing can be posted with a reason	Done	Posting asks for the reason and flags it to the Division Head and the Timekeeping Officer.
A reminder every day until a late schedule is posted	Done	The Section Head is reminded daily after the 25th.

Your answer	Status	What Version 5 does
Signatories of the general payroll	Partly	Signature lines, in your order: HR Head, Accountant, Finance Head, Chief Administrative Officer, Medical Center Chief. We were not sure of our reading (see part 3).
Monthly papers as one workbook and as separate files	Done	Both. Each of the seven papers also downloads as its own Excel file.
All seven papers print with signature lines	Done	Each paper prints with the same five signature lines.
Eight reports HR prepares regularly	Done	New "HR Reports" page. All eight print and download as Excel. The layouts are our own until your forms are provided.
Seven alerts that matter to staff	Partly	All seven are sent, including the new license-expiry alert. They still appear only inside the app.
Store documents: license IDs and applicant documents first; up to 5 MB; PDF, photos, Word, Excel; nobody may delete	Partly	Both kinds are stored on the server, with those limits, and there is no delete button. The other five kinds you ticked still record the file name only. See the limits in part 2.
Demo accounts stay; testers register; careers page stays open	Done	No change was needed.

Item	Status	Where it stands
Real sign-in and permission checks on the server	Open	Not built. Who may see a screen or a stored document is still decided on each device. Anyone with the link can read or change the sample data, and anyone who has a stored document's web address can open it. Please keep to sample documents until this is done.
The other five kinds of stored documents	Open	Medical certificates for leave, new-hire requirements, supporting documents for record changes, training certificates, and Library memos as PDF files.
Supervisor's view of IPCR accomplishments	Open	The supervisor rates as before and does not yet see the accomplishments the employee entered.
Phone, SMS and e-mail notifications	Open	Alerts still appear only inside the app.

Item	Status	What we need
Blank Excel payroll sheet	Open	You ticked this as coming this week. Headings only, no names or amounts.
RATA amounts by position	Open	To be typed by the HR Head into the RATA screen. Sample amounts are shown until then.
Blank leave form and DTR form	Open	So the printouts can match the hospital's own forms.
Policies a new hire must read and sign	Open	The list. Three sample policies are shown for now.

Doctors' hours. Two 24-hour duties (48 hours) cannot fit inside 40 hours a week. Both limits are applied as given, so the 40 hours governs. Please tell us which should give way.
Payroll signatories. You wrote "Certified Correct: HR, Head, Account Officer, Finance Head, Chief Administrative Officer, Medical Center Chief". We read this as five people, all under "Certified correct" except the Chief, who is under "Approved".
Talent Grid suggestions. Shown to supervisors, HR and the Chief only, because the grid rates individual employees. Tell us if every employee should see them.
Available positions. We took "data entry for available positions" to mean vacant plantilla items that HR wants to fill. They go to the HR Head for approval before publication.
Ranking of applicants. Until the board's rating is recorded, the final rating is 40% exam and 60% interview. Once recorded, the board's rating is final.
Sample rules we chose. A step increment falls due every 3 years. Return service is 2 years for each year of scholarship. Lateness is "habitual" at 10 or more times in a month.
PETRU. The head of the unit receives and sends the training suggestions.
Correcting a time record. The Timekeeping Officer's correction takes effect at once, with a written reason, and the employee is told. A locked cut-off cannot be corrected.

4. How to try it

Open the prototype link, choose "I am an Employee", and tap one of the demo accounts.

Account	ID	Good for trying
Nurse (employee)	210711	Client Satisfaction Survey, Award / Recognition Nomination, IPCR deliverables (Performance), storing a license ID (My e-201)
Head Nurse (Section Head)	210710	Overriding a blocked schedule entry with a reason; posting with staffing gaps; Talent Grid suggestions
Doctor — Head, Internal Medicine	210822	Schedule limits for doctors
Recruitment Officer	210752	Available Positions, Board Ratings & Ranking, Appointments & Onboarding, stored applicant documents
Personnel Records Officer	210703	Records & Printing: print files, movements, plantilla, separations, notices
Timekeeping & Leave Officer	210753	Review Schedules, Correct a Time Record, Monthly Report, Print DTR & Leave Card
Training Officer	210754	PETRU Suggestions, Annual Training Plan, Attendance & Hours, Return Service
Head of PETRU	210900	Receiving and sending training suggestions
Performance & Rewards Officer	210755	Performance & Rewards: nominations, IPCR status, ratings, loyalty awards, PMT decisions
HR Payroll Data Entry	210707	Each payroll paper as its own file, with signature lines
HR Head (HRMO)	210702	CSS Reports and graphs, replying to a CSS report, approving positions and awards, HR Reports
Medical Center Chief	210701	Viewing CSS reports, CSS Reports, signing a clearance last

To try a clearance: as the Nurse, request a Clearance Certificate. Sign in as any of the seven offices and put it on hold with a remark; as the Nurse, reply and attach a file. The Chief is asked only after the other seven have cleared.
To try a nomination: as the Nurse, nominate a colleague; as the Performance & Rewards Officer, suggest it to the HR Head; as the HR Head, approve it.

Status key	Done = built and tested · Partly = built with a stated limit · Open = not yet built or waiting on input
How it was tested	Every screen was opened for 21 different accounts by an automated check (2,178 screens, no errors). Each new workflow was run from start to finish in that check. The main new screens and the storing of a document were tried in a browser, and a document of nearly 5 MB was stored and read back on the live link.
Please note	Putting Version 5 online reset the shared sample data. Anything entered while testing Version 4 is no longer there.