The Integrated Personnel and Payroll Information System (IPPIS) is an information system solution that was conceived by the Government of Rwanda. The IPPIS has been implemented by the Government of Rwanda to answer her information needs on a world class standard Human Resource Management practices in a most efficient and cost effective way.

The ultimate goal was to provide a central payroll and personnel database to provide reliable, accessible data to support Government of Rwanda information and process needs.

IPPIS has the following modules critical to its success:

1. Institutional Organisational Structures Management

The Institutional Organisational Structure Management module manages an institution’s structure with its posts. This module introduces checks and controls for effective management in that no employee can be recruited without a vacant post in the institution and must fulfil post requirements and qualifications. This feature has contributed tremendously to better planning for the public service workforce.

2. Employee Recruitment Management

The Recruitment module allows Human Resource Officers to manage the entire jobs applications tracking process effectively. The recruitment module has brought transparency in the recruitment process because jobs announcements and applications are logged online. 

Visit Rwanda Civil Service Recruitment Portal to apply for vacant positions in public institutions. 

3. Employee Performance Management

The Performance Management module has enabled the performance contracts review process based on key performance indicators for each post allowing the employees to understand and achieve their expectations. This module ensures the value-for-money for the Public Administration.

4. Employee Leave and Absence Management

A comprehensive leave management module‚ with extensive possibilities of defining leave types and more. It enables staff leave requests and approval processing within the system. It significantly streamlines all leave related procedures‚ eliminates paperwork and saves costs.

5. Employee Exit and Termination Management

The Employee Exit/Retirement Management module assists in managing the transactions and reporting relevant to employees exit from the public service. The IPPIS is able to issue automatic reports on the civil servants due to retire from the public service and when. Terminal benefits given to retiring employees are then computed by the system. In case of death or expulsion from the public service, the IPPIS is capable of recording and reporting on such incidents transparently.

6. Payroll Management

The Payroll Management module manages the entire salaries processing for the civil servants in a transparent, efficient and cost effective way. Salaries are generated by the human resource officers from their respective institutions. The entire data set is hosted at a central database at the Ministry of Public Service and Labour’s data center. Salaries and allowances payment data is exchanged between the Ministry of Finance and Economic Planning and the National Bank of Rwanda at a system level. These features enable maximum data security and save a lot of paperwork, and prevent payroll fraud malpractices. The salary processing function is entirely tied to the post‘s salary benefits set by the law not to an individual employee in the system. Hence favouritism is utterly impossible. Coupled with salary controls at different stages of salaries processing, the IPPIS has by far become useful tool in wage bill management and planning.

7. Employee Career, Training and Competences Management

Civil servants capacity building and career planning is a major requirement to a successful public service management and development. Training and competencies attained by the civil servants are recorded in the system as much as training needs/gaps required of employees. Civil servants Training plan and prioritization are easily managed within the system.

8. Information Management and Reporting

Real-time, accurate and shared data is critical to decision making and planning. The information management and reporting module provides the various reports and statistics about the public service HRM aspects.