Human Resources Management SystemCSI-Nihilent e-Governance Award 2008-09

Award Of Excellence – G2E

Government of Karnataka

Presentation by: Shankar.H.SProject Officer, HRMS

Centre for e-GovernancePhone: 080-22372410Mobile:9844478794E-mail: pohrms-ceg@karnataka.gov.in

• HRMS Overview– Objectives

– Coverage

– Features

– Users

– Technical stack/ Architecture

– Solution Framework

– Benefits Realized

– Challenges Faced

– Salient Features

• Going Forward

Agenda

• The HRMS system takes care from Recruit to Retirementof employees and could be broadly categorised into twomain functions:

• a) Service Records maintenance and

• b) Payroll generation.

• The Human Resource Management System in theGovernment environment is a very complex systeminvolving many rules and procedures.

• The Government of Karnataka started implementingHuman Resource Management System since January 2007with the World Bank Assistance. Contract agreement wassigned with CMC Ltd. as consultant to study, design,develop, implement and maintain for two years for a totalcost of 4.35 crores.

Introduction

Regular Employee Process Flow

Non Regular Employee Process Flow

To create and maintain a database of all Government employees

To get a consistent and unified picture of the employee data for HOD

To Digitize Service Registers of all employees

To improve the productivity and efficiency of Government

Incorporation of computation rules across the state in unified manner.

Error free generation of timely pay bill and electronic transfer of pay bill to treasury

Accurate and timely maintenance of service records to facilitate HODs for taking effective management decisions

Generation of Annexure B of Budget Estimation (salary estimates)

Generation of MIS reports for timely decision making for Senior government officials

HRMS - Objectives

KEY COVERAGE Count

Employees covered under HRMS 5.5 Lac +

No of monthly paybills generated (average) 50 thousand +

Total number of users 42 thousand +

Concurrent users 8 thousand +

No of persons trained 25 thousand +

No of districts HRMS workshop conducted 35 +

CADRES COVERED

Central Government

State Government

UGC Judicial AICTEContract

Employees

• Employee Basic Details• Personal Details• Home Town Details• Qualification Details• Probation Details• Training Details• Departmental Exam

Details• Dependent Details• Nominee Details• Leave Details• Leave Encashment

Details• HTC/LTC Details• Annual Property

Returns• Annual Performance

Details• Dies Non Details• Employee Exit Details

SERVICE REGISTER

• Bank Details• Allowance Details• Deduction Details• Insurance Details• Loans and Recovery • Details• Attendance Register• Increment Details• Stagnation • Increments• Bill Generation• Bill Approval • ECS Generation

PAYROLL

• Transfer In • Transfer Out• Foreign Service

TRANSFER

• DA Arrears• Promotion Arrears • Leave Arrears• Increment Arrears• Suspension Arrears• Leave Encashment Bills

ARREARS

• Promotion • Demotion

PROMOTION

• Capturing NPS• Registration Details• Calculating Backlog• Contribution• Deducting NPS and• generating Schedules• Generating SCF File

NPS

• Transfer History• Promotion History• Suspension History• Increment History• Increment History• Leave History• Probation History

HISTORY

• Invoking• Extending• Revoking

SUSPENSION

HRMS – Key Features

• Complaint Monitoring System

• Notifications

• DDO Details• Employee List• Age Wise Details• Designation Wise• Group Wise• Caste Wise• Working Same Post• Service Length Wise• Physically Challenged • Promotion Details• Transfer Details• Suspension Details• Leave details• Qualification Details• Departmental Exam Details• Retired Employees • Retiring Employees

• Pay Bills• Pay Slips• Consolidated Paybill• Pay Bill Statements• Bank Statements• Various Deductions• Annexure like • GPF,KGID,LIC .• Totally around 25 • Annexure available

GENERAL

KEY REPORT

S

MIS REPORTS

• User name and encrypted password

• Solution Hosted in Karnataka State Data Centre with Restricted Access and firewall protected

SECURITY

HRMS – Key Features..Cont..

State level system Administrator (1)

Heads of the department (105)

District level (30)

Drawing & Disbursement Officers (22500)

Data entry operators 20,000+

HRMS USERS

HRMS SOLUTION

Access to Other Departments/ Offices

Treasury(216)

AG Office (1)

Karnataka Group Insurance

department (KGID) (1)

Finance Department

Budgeting (1)

HRMS – Users

Microsoft platform (ASP. Net 2.0, C#) deployed on IIS – seven servers

AJAX (Anthem 2.0)

Database Oracle 11g

Crystal reports

HTML reports

Reports available in Excel formats

Browser based interface (Can be run on Intranet or on Web)

Bi-lingual with Unicode compliance (enabled rapid localization)

Solution is hosted at State data center using State Wide network

HRMS – Technical Stack / Architecture

KSW

AN

State Data Centre

F I

R E

W A

L L

W E

B

S E

R V

E R

(II

S)

USER 1

USER n Customized integrated Web

Application

Application

Data

Database

Nodes

NETWORK

Oracle 11g

Central

Database

INTERFACE

INTRANET

DM

Z

USER 1

USER n

NETWORK

INTE

RN

ET

Deployment Architecture

PaybillGeneration

Help Desk

Help Desk Tickets

DDO/HOD

Approving Authority

Online –registation of

tickets by HoDs

Verification

Application Server DATA CENTREData Workflow

Periodic Increase in DA & other allowance as when applicable are handled centrally, reaping benefit at the same time to all employees of the State especially remote area.

Centrally controlled application leading to Uniform implementation of Rules & procedures

Implementation of pay commission recommendations made very easy.

Implementation of new Schemes made easy e.g.,: NPS

Enables budgeting and forward planning leading to saving of huge time & cost.

MIS Reports available to the users and Senior Government Officials at a click of button

Interface with treasury department for quick disbursement of salary.

Rationalize the Employee Rolls

HRMS – Benefits Realized

Collection of all employees Service Register and payroll Data.

Validation of master and transaction with respect to various government rules maintained in the system.

Creation and Maintenance of large database and with a good response time for various users .

Processing of high volume of transactions within stipulated time period.

Training master trainers ( approx 3000 users).

Streamlining and standardizing rules across departments

Availability of comprehensive business rules to implement in the system.

Comprehensively defining the system change requirements to meet user expectation

HRMS – Challenges faces

• First State in the Country to have implemented the total HRMS

• All category of officers/employees and different pay scales likeState, Central, AIS,UGC, AICTE, Judicial are drawing salary from acentralized single platform

• Maintains HRMS database for 550,000+ employees spreadacross 30 districts and 176 taluks of State of Karnataka

•Extended to Grant in Aid Institutions(80,000) and Few Boardsand corporations

• Web based application , 24/7 availability

SALIENT FEATURES

Going Forward

Enhancement of existing HRMS to HRMS 2.0 versionShort comings of current HRMS

• Captures data on post-event basis • Employee-centric rather than organogram and post centric • No Interface to External Agencies viz., Treasury, AG, KGID, etc • Lack of complete workflow • No updates on status of sanction of Pension• Lacks access to the Employees • Lacks alerts by email or sms• Pension, Income tax and some functionalities are lacking in the system • Data validation is always a challenge in view of disconnect with physical domain

HRMS 2.0 – Key Features

Employee Self Service Every employee would be provided access to the system to avail the HRMS services. The employee would be able to monitor his salary payments and apply online for leave, advances, etc. He would be able to take print out of his pay slips and the income tax statements. Post Centric Organogram and posts assigned to various levels will form the basic structure. Employees are assigned to respective posts normally on 1 to 1 mapping which can be even 1 to n mapping in specific cases of additional charge arrangements. Each and every employee of the Government has to be linked to a post. This is a very crucial task that needs to be to be carried out. For this purpose cadre and recruitment rules data and Budget Appendix B data of the previous year would be taken as the base. This would also enable to identify the excess or shortage of posts if any.

HRMS 2.0 – Key Features contd…..

Generation of Government Orders The critical upgrade in the HRMS 2.0 from HRMS 1.0 is the generation of Government Orders from the system. Appointment Order, Transfer Order, Promotion Order, Suspension Order, etc which have a bearing on the Salary and has impact on Khajane 2 would be generated in HRMS 2.0. This would ensure that authentic data is keyed into the system. Complete workflow driven The system would be completely workflow driven from the commencement of data entry into the system for generation of Government orders like Promotion orders, Transfer orders, etc. Online submission of Pension application The system envisages preparation of the pension papers and submission of the same electronically to AGs Office through an interface.

HRMS 2.0 – Key Features contd…..Integration with Khajane 2 HRMS 2.0 has to be tightly coupled with Khajane 2. In order to avoid duplicity and mismatch of data, some of the important masters would be created and managed by Khajane 2, like DDO Master and registration, salary scheme master, etc. HRMS 2.0 would use this master to create and manage its DDO master or the Role Master. Further HRMS 2.0 would be a module of Khajane 2 as Khajane 2 is the IFMS (Integrated Financial Management System) of Government of Karnataka Alerts The system envisages providing alerts to the various stake holders based on the events. This is a sort of reminder to them to act on them or for information. To the employees the alerts would include, crediting of salary, releasing of increments, etc. A critical upgrade in the HRMS 2.0 from HRMS 1.0 is the generation of Government Orders from the system itself after recording values of the attributes sought to be changed through that G.O. Mobile Governance The system envisages using Mobile Governance to provide the service or accessibility to employees on the move. They would be able to apply for leave or check their leave balances, receive alerts on credit of salary or granting of increments, etc.

Thank You!