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User M anual Version 20.0
User Manual Version 1.0
Core Human Resource Management System (HRMS) – User Manual
Implementation of Management Information System (MIS)
Including Financial Management System (FMS)ICAR
Version No.: 20.0
INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE
(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)
LIBRARY AVENUE, PUSA, NEW DELHI – 110 012
www.iasri.res.in
2013
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Projects M IS – User M anual Version 1.0
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Project Team
Mission LeaderDr. N.S. Rathor, DDG (Engg.)
IASRI, New Delhi (Lead Institute)
Dr. A.K. Choubey, HoD, CADr. Alka Arora, Sr. Scientist
Dr. Sudeep Marwaha, Sr. Scientist
Smt. Shashi Dahiya, Scientist
Sh. S. N. Islam, Scientist Smt. Angshu Bhardwaj, Scientist
Sh. Soumen Pal, Scientist (till 30th September, 2012)
Sh. A.P. Sharma, F&AOSh. K.P.S. Gautam, SAO
IBM TeamSh. Amit Bothra
Sh. Madhur Keswani
Sh. Sameer Sachdeva
Sh. Anil Sharma
Sh. Ravi Kant Singh
Sh. Navroz Singh Dhillon
Sh. Alok Saraogi
Sh. Pushpendu Roy
Sh. Sapthagiri SrirangamSmt. Sneha Yadav
Sh. Sourabh Kumar
Sh. Nitin Batta
Smt. Lakshmi Sowmya
List of Resource Personnel
ICAR
Sh. Devendra Kumar, Dir (F)
Sh. Sanjay Gupta, Dir (A) (till July, 2012)
Sh. J. Ravi, Dir (P)
Dr AK Vasisht, ADG(PIM/ESM)
Ms. Namrta Sharma, DS (P)
Sh. Rupesh Sharma, SO (GA)
Sh. Harpal, SO (Cash-I)
Sh. Dilip Roy, CASH DISBURSEMENT
Sh. SK Behera, DS (GAC)
Sh. Rajiv Mangotra, DS (P)
Smt. Rashmi Rao, Deputy Director Finance
Sh. GP Sharma, DDF
Sh. S K Pathak, SF&AO
Sh. S K Sharma, F&AO
Smt. Sunita Arya, SF&AO
Smt. Rajashree Sunil, US (Tech & WS)
Sh. Naresh Kumar Arora, F&AO (Edn)
Sh. Kanhaiya Lal Chowdhary, DS (Edn)
NDRI, KarnalSh. J.K. Kewalramani, JD (Admn) & Registrar
Sh. Vishal Acharya, AF&AO
Sh. Brahm Parkash, AAO
Sh. S George, CF&AO
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Projects M IS – User M anual Version 1.0
CIFE, MUMBAI
Sh. Suresh Chandra, CF&AO Sh. Suresh Kumar, CAO
Dr. S. Jahageerdar, Officer In-Charge, IT
NAARM, Hyderabad
Sh. Sanjay Kant, JD (Admn) & Registrar
Sh. Jakir Hussain Khilji, F &AO
CMFRISh. Rakesh Kumar, CAO
Sh. AV Joseph, SF&AO
CRIJAF
Sh. K.P. Nath, F&AO
Sh. M.K. Pachauri, SAO
Dr. D. Barman, Scientist
NBPGR
Sh. B K Bansal, F&AO
Sh. S K Sinha, SAO
IARI Sh. Radhey Shyam, CF&AO
Sh. P.K. Jain, CAO
DKMA
Sh. Himanshu, Scientist, DIPA, ICAR
Sh. Naresh Kumar Arora, F&AO(Edn)
NAIP
Sh. S Bilgrami, CF&AOSh. Kumar Rajesh, US
IVRI
Sh. Pankaj Kumar, Joint Secretary
ICAR-REC
Sh. Pushapanayak, CAO
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DOCUMENT RELEASE NOTICE
Core Human Resources Management System (HRMS) – User Training Manual Version no: 20.0
Release no:
Date of Release : 19th April 2013
Client : Indian Council of Agricultural Research
Project : FMS & MIS Implementation
Author : Sh. Pushpendu Kishore Roy
Reviewer : Date:
Approved by : Date:
Control Assurance by : Date:
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REVISION HISTORY
Document No.: Document Title: Core Human Resource Management System – User Training Manual
Version No. Issue Date Change Details Owner Approved by Remarks
1.0 29- Apr-2013 No Previous changes Pushpendu Roy
10.0 25-Nov-2014 1)Promotion Process; Page 29
2) Leave report Parameter added;Page 59
3) APAR Process; Page 30
Guneet Bagga
20.0 23-May-2015 1)Login URL change; Page 2
2) Transfer process; Page 23
3) Training detail entry; Page 59
Guneet Bagga
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Table of Contents1 LOGGING INTO ORACLE APPLICATIONS ..................................................................................................................................................................................... 8
1.1 B ASICS OF ORACLE SCREENS ........................................................................................................................................................................................................ 13 1.2 CREATING A NEW EMPLOYEE ......................................................................................................................................................................................................... 15
1.2.1 Searching for Existing Employee ........................................................................................................................................................................................ 21 1.2.2 Back dated creation of Employees ..................................................................................................................................................................................... 22 1.2.3 Entering Employee Address ................................................................................................................................................................................................ 24 1.2.4 Entering Additional Personal Details .................................................................................................................................................................................. 26 1.2.5 Entering Passport Information ............................................................................................................................................................................................ 27 1.2.6 Entering Religion/ Category/ Height/ Identification Mark ................................................................................................................................................ 31 1.2.7 Entering Medical Assessment Details ............................................................................................................................................................................... 34 1.2.8 Entering Employee Phone Number .................................................................................................................................................................................... 37 1.2.9 Enter Educational Qualifications ......................................................................................................................................................................................... 39 1.2.10 Entering Employee Picture .................................................................................................................................................................................................. 41
1.3 ENTERING SERVICE DETAILS OF AN EMPLOYEE ............................................................................................................................................................................. 43 1.3.1 Entering Supervisor Details of an employee ..................................................................................................................................................................... 49
1.3.2 Entering Probation Details of an employee ....................................................................................................................................................................... 50 1.3.3 Entering Statutory Details of an employee ........................................................................................................................................................................ 51 1.3.4 Adding Salary Elements ....................................................................................................................................................................................................... 52
1.4 EDITING SERVICE SPECIFICATION OF AN EMPLOYEE...................................................................................................................................................................... 53 1.4.1 Employee Transfer ............................................................................................................................................................................................................... 56 1.4.2 Opted for Lien ........................................................................................................................................................................................................................ 62 1.4.3 Return from Lien .................................................................................................................................................................................................................. 63 1.4.4 Deputation outside ICAR ..................................................................................................................................................................................................... 64 1.4.5 Return from Deputation outside ICAR ............................................................................................................................................................................... 65 1.4.6 Suspension counted as Qualifying Service ....................................................................................................................................................................... 66 1.4.7 Suspension counted as Qualifying service ....................................................................................................................................................................... 67
1.5 ENTERING PROFESSIONAL INFORMATION .................................................................................................................................ERROR ! BOOKMARK NOT DEFINED. 1.5.1 Entering Publication Details ................................................................................................................................................................................................ 68
1.5.2 Entering Program Details ..................................................................................................................................................................................................... 69 1.5.3 Entering Tour Program Details ........................................................................................................................................................................................... 70 1.5.4 Entering Employee Achievements ..................................................................................................................................................................................... 71
1.6 RETIREMENT .................................................................................................................................................................................................................................... 72 1.6.1 Retirement on Superannuation / Retirement on Medical Grounds / Compulsory Retirement .................................................................................. 73 1.6.2 Voluntary Retirement / Resignation ................................................................................................................................................................................... 74
1.7 LEAVES ............................................................................................................................................................................................................................................ 76
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1.7.1 Applying Leave through Forms ........................................................................................................................................................................................... 77 1.8 ENTER DEPENDENT & NOMINEES DETAILS .................................................................................................................................................................................... 79
1.8.1 Enter Dependent/Nominee Address & Phone .................................................................................................................................................................. 80 1.8.2 Enter Nomination Details ..................................................................................................................................................................................................... 84
1.9 CREATING A V ACANCY .................................................................................................................................................................................................................... 86 1.10 CREATING AN APPLICANT ............................................................................................................................................................................................................ 88
1.10.1 Mapping Applicant to Vacancy ............................................................................................................................................................................................ 90
1.10.2 Hiring the Applicant ............................................................................................................................................................................................................... 93
2 REPORTS .............................................................................................................................................................................................................................................. 95
2.1 M ANAGEMENT INFORMATION SYSTEM (MIS) REPORTS ................................................................................................................................................................ 95 2.2 EMPLOYEE SPECIFIC REPORTS ...................................................................................................................................................................................................... 98 2.3 OFFICE ORDERS ............................................................................................................................................................................................................................ 100
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1 Logging into Oracle Applications
Navigation Open the link for the Oracle Instance
icarerp.iasri.res.in
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Screenshots andSteps
Enter the Username and Password as provided (individual user name/password to be used). Password need tobe changed on first time login.
On logging into the application, a new page consisting of the responsibilities assigned to the user and the activenotifications for the user will open up.
User Name
Password
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Click here to enter
Basic Details
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1.1 Basics of Oracle Screens
Menus
1. New: Use this icon to create a new invoice. Alternative navigation: File->New2. Find: Use this icon to invoke find (query) screen. The keyboard short cut is F11 key.3. Save: Use this icon to save the record. Alternative navigation: File->Save or press CTRL + S4. Clear Record: Use this icon to clear the current (selected) record. This however does not delete a record that has
already been saved. Alternative navigation: Edit->Clear->Record
5. Delete Record: Use this icon to delete the current (selected) record. Alternative navigation: Edit->Delete6. Attachment: Use this icon to attach text files or other files if required.
Keyboard Shortcuts Important Keyboard shortcut
Function/Purpose Keyboard Shortcut
Enter into query mode F11
Query with partial information Prefix or suffix with %
Execute query CTRL + F11
Close/Exit screen F4
Invoke List of Values CTRL + L
Insert duplicate field SHIFT +F5Insert duplicate record SHIFT +F6
To query the form:
New Find Save Clear Record Delete Record
Attachment
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1. For query, first press F11.2. Give partial information on screen like partial employee name, and prefix or suffix with %.3. Execute the query by pressing CTRL and F11.
List of Value (LOV)
LOV facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs are a
useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down listwould require excessive scrolling.
Search within LOV list
1. Click on the LOV icon.2. The list of LOV is displayed.3. If short list then scroll and select the required value. Press OK.4. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as prefix and
suffix is also used where the subsequent word(s) of the total value is used for query.5. Then click Find button.6. This displays a shortened list of values that will match the query submitted.
Select the value desired and click OK. The original text entry screen is populated.
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1.2 Creating a New Employee
Follow the simple stepsas below
1. Click on theNew button to createa new employee
This section will help us to know the steps to create a new employee. The steps will also tell you what details need to be put andwhere they need to be put
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2. Fill in thedetails as required (PAN detail ismandatory andsystem wont saveunless you put this
correctly)
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Click on Create Employment to create employee and generate id
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3. Choose Actionas – CreateEmployment
4. Click on Save
Button
Click on Save after you have finished entering.NOTE : Do not forget to click on save otherwise all your entries would be lost
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1.2.1 Searching for Existing Employee
You can search foremployees in thiswindow by twomethods
1. You need to enteremployee name.eg. Mr. PrajenshuS or%Prajenshu%
(% is a wildcardthat replaces allcharacters)
2. You need to type
in the employeenumber.
This will allow you to view various details of the employee as well as change details as required. You can see the following
a) Name, Age, Marital Status, PAN, Contact No., Email etc.
b) Permanent Address, Correspondence, Home Town Address
c) Personal Information - Religion, Passport Information etc.
d) Educational Qualification Details
e) Dependent and Nominee Details
f) Medical Assessment History Details.
g) Old Employee ID, Service Book No., Personal File No. and much more
C H R M S (HRMS) U M l V i 20 0
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1.2.2 Back dated creation of Employees
1. Follow thesimple steps as below
2. Click on theNew button to create anew employee
3. Click on Date
Track button onright corner of screen
4. Fill in the datefor which you want tocreate back datedemployee. Eg. 4-APR-2001
5. Follow othersteps as you creatednew employee in 1.1above
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Note: The effective date on the top left corner of next form appears and from that day onwards it is to be input
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1.2.3 Entering Employee Address
1. Click on the Address button
2. Choose the Date
From which the Address is Active3. Choose the typeof Address asa.Current/Correspondence Addressb. Home Town Addressc. Permanent Address4. Click on the Address Field
5. Fill Address6. Click Save
Button
Type of Address can bea. Current/Correspondence Addressb. Home Town Addressc. Permanent AddressNote: You can fill three types of addresses for a person but only one out of them can be marked Primary(check the box)
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Note: The fields marked yellow are mandatory and you cannot save data without filling them.
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1.2.4 Entering Additional Personal Details
Click on the box abovethe Leaves& Others
and Enter Details asrequired
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1.2.5 Entering Passport Information
1) Search for theemployee on Enter&Maintain
2) Click on PersonalInfo
3) ChoosePassport/Religion/Caste Details and pressOK
4) Choose PassportDetails and click onDetails Box
5) Type the Name andNumber as required
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1.2.6 Entering Religion/ Category/ Height/ Identification Mark
1) Search for theemployee on Enter&Maintain
2) Click onPersonal Info
3) ChoosePassport/Religion/Caste Details and pressOK
4) ChooseReligion/CategoryInformation and clickon Details Box
5) Type the Nameand Number as
required
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1.2.7 Entering Medical Assessment Details
1) Search for theemployee on Enter&Maintain screen
2) Click on PersonalInfo
3) Choose Medical Assessment Detailsand press OK
4) Enter Date of Assessment
5) Choose type of Assessment from thedrop down menu, asapplicable
6) Choose ConsultationResult from dropdown
7) Enter any otherdetails in theDescription sectionand press Save
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1.2.8 Entering Employee Phone Number
Click on Personal InfoButton
Select Phone Numberand press OK
Enter Type as Home,Home Fax, Mobile,Other etc.
Enter Phone Number.
Enter Date From.
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1.2.9 Enter Educational Qualifications
1) Click On thePersonal Info
2) Click on Boards &University and select alluniversities/boards forwhich you want to inputdetails
3) Click on Save
4) Press F4
5) Click On thePersonal Info
6) Click on "EducationalQualifications"
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1.2.10 Entering Employee Picture
Click on the Picturebutton
On the Enter& Maintain
screen
Click on Browse andselect the appropriatepicture file and clickapply
1.2.11 Entering Disability
You need to search forthe employee. Click on
Personal Info ->Disability.
In Category you need toprovide type of disabilitylike Blind, Autism,Locomotor Disabilityetc., Choose Status as Active
Choose the appropriateReason by selectingfrom List
Mention the Degree ofDisability.
Click on FurtherInformation
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Choose Yes
Post this onlyemployee can benefitunder Section 80U
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1.3 Entering Service Details of an employee
After entering employeebasic details click onService Details tab
1) Enter Organizationname which is theName of the Institute
2) Enter Office Detailsas HQ/Institute,Division,Discipline/Func.Grpand Section
The service details of an employee like his designation, institute working for, pay band and grade pay details are stored here. Apartfrom this the service type/category of the employee is given here like Scientist, Technical, Administrative or Casual Labour withTemporary status.
After entering Institute Name enter the Office Details
Office Details Example 1 – Administrative Staff
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Office Details Example 2 – Scientific Staff
Office Details Example 3 – Technical Staff
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3) Enter EmployeeCategory – Scientific,
Administrative,Technical or Casuallabour withTemporary Status
Choose Employee Category
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4) Enter Designation
5) Enter relevant PayBand and Grade Pay
Choose Designation as required
Choose Pay Band and Grade Pay applicable to the designation you have chosen
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6) Enter relevant Payrollinformation eg. IASRIMonthly payroll forIASRI employees
Note: - Payroll Information is updated automatically and you need not type anything
Enter Location of Institute
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7) Enter Work Locationas appropriate
MI – Main InstituteRS – Regional Station
8) Enter Status from theOption
Note : The naming convention of Institute location is MI – Main Institute, RS – Regional Station. Eg. IARI Delhi will be IARI (MI), NewDelhi whereas its Wellington regional station will be IARI (RS), Wellington
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1.3.1 Entering Supervisor Details of an employee
Enter SupervisorInformation
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1 3 2 Entering Probation Details of an emplo ee
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1.3.2 Entering Probation Details of an employee
Enter Probation andNotice period
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1 3 3 Entering Statutory Details of an employee
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1.3.3 Entering Statutory Details of an employee
Click on Statutory Infotab and press Control +L
1. GRE – It will be theinstitute name
2. PF Organisation – ICAR GPF
3. Professional TaxOrganisation – ICARPT Organisation<<State Name>>
Note - Professional Tax Organisation – ICAR PT Organisation <<State Name>> where state name is the state where theemployee’s place of work is. Eg. For IASRI employees it is Delhi (DL)
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1 3 4 Adding Salary Elements
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1.3.4 Adding Salary Elements
Search for Employee onpeople Form
Click on Service Details
Click on Salary
Components
Refer Payroll Guide to learn how to add elements and input values
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1.4 Editing Service Specification of an employee
Two fields need to beupdated This is one of the most important sections of the HRMS system. You can enter/edit service details of an employee from this screen.
This screen is important to do transactions related to transfers, deputations, promotion, lien pay band or grade pay change, dies non,suspension and many others. This screen maps the service book into the system.
Service Specification changes are done through two simple steps
Change of Status
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Change of ‘Service Change Reason’
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Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.1 Employee Transfer
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Read the adjoiningcase to do thistransaction
Case: If any employee transferred from other institute to your institute then you have to transfer the same in ERP system also.
1. Go to “XXXX Establishment & Personnel Section” Responsibility. Click on “Open employee service record” search
the employee by name or by user id -> Click on Service Detail. Click on Payroll related -> select Pay method ->
change the effective date to last day in institute -> end date the pay method
2. Now go “ICAR Transfer ” responsibility to transfer from one institute to another. Change the effective date to DOJ
of employee in current institute.
Go to Service Detail and update organization name, payroll, location and other relevant information and then save it.
Case : Suppose an employee is to move from IASRI to IARI under following circumstances1. Last day of service at IASRI – 19 Aug 2013 - To be done by IASRI admin/personnel staff2. Joining Time for IARI – 20- Aug 2013 to 21 – Aug 2013 – To be done by IASRI admin/personnel Staff 3. Regular employee of IARI – 22 Aug 2013 – To be done by IARI admin/personnel staff
NOTE : All transactions to be done in Update Mode and not Correction Mode
Step 1 - To be done by IASRI admin /personn el staff
1. Date Track to 19 Aug 20132. Choose service change reason as Transfer on Own Request or Transfer on Public Interest as applicable
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Step 2 – To b e done by IASRI admin/personnel Staff
1. Date Track to 20 August 20132. Change Organisation to IARI3. Change Designation, Pay Band and Office Details as applicable.4. Change Payroll to IARI Monthly Payroll5. Change Location to IARI (MI), New Delhi
6. Change Status to –
Join ing Time 7. Change Service Change Reason to – Transfer Jo in ing Time
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Core Human Resource Management System (HRMS) – User M anual Version 20.0
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Core Human Resource Management System (HRMS) – User M anual Version 20.0
Step 3 – To be don e by IARI admin/personnel staf f as on 22 Aug 2013
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1. Date Track to 22 Aug 20132. Change Status to Regular
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Thus the employee has been transferred to IARI
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.2 Opted for Lien
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On the People form,click on ServiceDetails Tab.
Click on the "AlterEffective Date" icon on
the Toolbar and selectthe date from whichthe Employee's Lien isto be entered.
On the "ServiceDetails form", Navigateto the "Status" fieldand select the value"Opted for Lien" fromthe list of values.
Select the "Update"
option on the screen.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.3 Return from Lien
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Navigate to "Status"field and select thevalue "Active Assignment" from thelist of values.
Navigate to "ServiceChange Reason" tabon the AssignmentForm and select thevalue- Return fromLien.
Click on Save buttonon the toolbar.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.4 Deputation outside ICAR
O th P l f
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On the People form,click on AssignmentTab.
Click on the AlterEffective Date icon on
the Toolbar and selectthe date from whichthe Employee'sDeputation outside isto be entered.
On the Assignmentform, Navigate to theStatus field and selectthe value DeputationOutside ICAR from thelist of values.
Select the Updateoption on the screen.
Navigate to ServiceChange Reason tabonthe Assignment Formand select the value -External Deputationand click on Savebutton on the toolbar.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.5 Return from Deputation outside ICAR
Cli k th Alt
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Click on the AlterEffective Date icon onthe Toolbar and selectthe date on which theEmployee returns.
Navigate to Statusfield and select thevalue Regular from thelist of values.
Navigate to ServiceChange tab on the Assignment Form andselect the value-Return from ExternalDeputation.
Click on Save button
on the toolbar.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.6 Suspension counted as Qualifying Service
On the People form
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On the People form,click on AssignmentTab.
Click on the AlterEffective Date icon onthe Toolbar and selectthe date from whichthe Employee'sSuspension is to betracked.
On the Assignmentform Navigate to theStatus field and selectthe value Suspensioncounted as QualifyingService from the list ofvalues.
Select the Updateoption on the screen.
Navigate to ServiceChange tab on the Assignment Form andselect the value -Suspension countedas Qualifying Serviceand click on Savebutton on the toolbar.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.7 Suspension counted as Qualifying service
Click on the Alter
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Click on the AlterEffective Date icon onthe Toolbar and selectthe date on which theEmployee will return.
Navigate to Statusfield and select thevalue Active Assignment from thelist of values.
Navigate to ServiceChange Reason tabon the AssignmentForm and select thevalue- Return fromSuspension.
Click on Save buttonon the toolbar.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.8 Entering Government Quarter Details
Enter Type of quarters.
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Enter Type of quarters.
Enter application Dateand allotment date
Enter Owned By
Enter other relevantinformation.
Any Other RelevantInformation
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.9 Entering Program Details
Enter Program Type
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g ypfrom drop down
Enter Level ofParticipation from dropdown
Enter Program Name
Enter Venue
Enter Start Date
Enter End Date
Enter Duration
Enter ProgramConducted by
Enter Approver
Enter Funding agency
Enter Cost Incurred
Enter Program Statusfrom drop down
Enter Any Other Info
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1.4.10 Entering Tour Program Details
Enter Type of Visit
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from drop down
Enter Purpose of Visitfrom drop down
Enter
Organization/InstituteVisited
Enter City Visited
Enter ReportSubmission Date
Enter Trip Start Date
Enter Trip End Date
Enter Trip Duration
Enter Any Other info
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.4.11 Entering Employee Achievements
Enter ReferenceN b
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Number
Enter Name of theParticulars
Enter Date of the
Application
Enter Date Accreditation
Enter Co-owners (ifany)
Enter Any OtherRelevant Information
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.5 Retirement
On the People form,click on “Personal Info”
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click on Personal Info” Button.
Select "RetirementDetails"
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1.5.1 Retirement on Superannuation / Retirement on Medical Grounds / Compulsory Retirement
Click on Personal Info
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Click on Personal Info
Click on RetirementDetails
Choose Leaving
Reason as VoluntaryRetirement orResignation asapplicable.
Enter the Office OrderIssue Date (O.O IssueDate), SuperannuationDate and ActualResignation Date
Click on "Retire"button
Click on Save buttonon the toolbar.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.5.2 Voluntary Retirement / Resignation
Click on Service
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Click on ServiceDetailsClick on Probation &Notice Period andinsert notice perioddetails
Press F4
Click on Personal Info
Click on RetirementDetails
Choose LeavingReason as VoluntaryRetirement orResignation asapplicable.
Enter the Office OrderIssue Date (O.O IssueDate), SuperannuationDate and ActualResignation Date
Click on "Retire"button
Click on Save buttonon the toolbar.
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Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.6 Leaves
Click on Establishment
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& Personnel section->Personal info -> leavedetails.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.6.1 Applying Leave through Forms
Enter Leave Type as Adoption Leave,
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Casual Leave, ChildCare Leave, EarnedLeave, Half Pay Leaveetc.
Enter Leave Reasonfrom list of valuesaccordingly.
Enter Projected StartDate and End Date.
Enter Actual StartDate and Actual EndDate.
Duration would becalculated
automatically.
Click on Save.
Core Human Resource Management System (HRMS) – User M anual Version 20.0
In case you need tomention more detailsabout the leave pleaseli k th ll b
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click on the small box
on the rightdown corner and theadjacent box will
appear.
Going Out of Stationneeds to be markedyes if person wentaway
Details of Visit toinclude stopovers etc.
Name of FamilyMembers is relevantfor LTC
Block Year to bechosen appropriate tothe year
Prefix Dates & SuffixDates to be chosenappropriately
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.7 Enter Dependent & Nominees Details
On the People form,click on Personal InfoT b
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Tab.
Click on "Dependantand Nominee Details"
Enter Details asrequiredFor minors pleasespecify GuardianDetails
Press Save
Core Human Resource Management System (HRMS) – User M anual Version 20.0
1.7.1 Enter Dependent/Nominee Address & Phone
Click on "New" icon onthe toolbar.
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Enter the Last Name,First Name and Titleas applicable.
Enter the BirthDate,and Gender.
On the ContactRelationship section,enter the RElationshiptype and the date fromwhich it is applicable.
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Click on ContactDetails
Click on Enter Address
Fill Address and clickSave
Click on Enter PhoneNumbers
Fill in Phone Numbersand Click Save
Enter Address of Dependent/Nominee
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Core Human Resource Management System (HRMS) –
User M anual Version 20.0
Enter Phone Numbers as applicable
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Core Human Resource Management System (HRMS) –
User M anual Version 20.0
1.7.2 Enter Nomination Details
Click NominationDetails button
In case employee has not specified Nominees through Self Service and the situation is such that Admin needs to specifyNominee Details
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ON the Contact ExtraInformation form, clickon the Details field.
Select the BenefitType as MedicalInsurance, ESI, FamilyPension, ProvidentFund, Percentageshares as applicable.
Each benefit type hasto be listed out asapplicable.
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
Choose Benefit type and punch in details according to rules
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Core Human Resource Management System (HRMS) –
User M anual Version 20.0
1.8 Creating a Vacancy
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To input additional Details, click on the box next to Status column
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User M anual Version 20.0
Enter Additional Details as required
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Core Human Resource Management System (HRMS) –
User M anual Version 20.0
1.9 Creating an Applicant
Click on people->Enter& Maintain.
Choose Applicant
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Choose ApplicantPress New
New Form would
open.
Enter Last Name, FirstName.
Enter Gender.
Enter Date of Birth.
Enter PAN Number(Mandatory)
Click on Action and
Select Create Applicant.
Click on Save.
Choose Empanelled Applicant
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User M anual Version 20.0
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Press Save
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
1.9.1 Mapping Applicant to Vacancy
Search for Applicanton People Screen
Click on Personal Info
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Click on Personal InfoButton
Choose Vacancy
Application
Click on Vacancy and select the Vacancy Requisition just created
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User M anual Version 20.0
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The details will be automatically filled directly from the vacancy details you had filled earlier
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User M anual Version 20.0
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Core Human Resource Management System (HRMS) –
User M anual Version 20.0
1.9.2 Hiring the Applicant
Click on People->Enter& Maintain.
Find that Applicant for
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which you want tochange Action.
Change the date tofuture date from whichhe/ she was createdas Applicant.
Click on Personal Info
Click on Vacancy Application
Change Status to Accepted
Click on Action.
Select Hire Applicant.
Applicant wouldchange in toemployee.
Click on Save.
Choose Mode of RecruitmentClick on Accepted and then click OK. Click on Save
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
Come to People Screen and choose Hire Applicant from Action
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Core Human Resource Management System (HRMS) –
User M anual Version 20.0
2 Reports
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2.1 Management Information System (MIS) Reports
Click on
View -Requests
Click on Submit a NewRequest
Click OK
Type Name of Report
Provide Parameters
Click on Submit
Click on No
S. No. Report Name Report Description Parameters
1
ICAR HR ScientificSanctioned StrengthReport
Shows the ScientificSanctioned Strength in anInstitute
2
ICAR HR ScientificIn Position BreakupReport - WithSpecially AbledDetails
Shows the Scientific In-position Strength in an Institutewith disability counts
3
ICAR HR Scientific
In Position BreakupReport - WithoutSpecially AbledDetails
Shows the Scientific In-position Strength in an Institutewithout disability counts
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
ICAR HR Non-Scientific Sanctioned Gives Sanctioned strength
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4Scientific SanctionedStrength Report
Gives Sanctioned strengthdetails for Non-Scientific staff
5
ICAR HR Non-Scientific In PositionReport - WithSpecially AbledDetails
Gives In position strengthdetails for Non-Scientific staffwith disability count
6
ICAR HR Non-Scientific In PositionReport - WithoutSpecially Abled
Details
Gives In position strengthdetails for Non-Scientific staff
without disability count
7
ICAR HR Non-Scientific VacantReport
Gives count of Non ScientificVacant Positions
8ICAR HR ScientificVacant Report
Gives details of ScientificVacancies
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
9
ICAR HRSuperannuationReport
Gives details ofSuperannuation
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9 Report Superannuation
10
ICAR HR Religion /Gender basedheadcount Report-
Age wiseGives Religion/Gender countbased on age
11
ICAR HR Religion /Gender basedheadcount Report-caste wise
Gives Religion/Gender countbased on caste
12
ICAR HR Religion /Gender basedheadcount Report-religion wise
Gives Religion/Gender countbased on religion
13ICAR HR PromotionEligilbility Report
Gives details of peopleeleigible for promotion
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
15
ICAR HREmployeesQualificaton Report
Gives details of employeeQualificaions
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p
17ICAR HR due forprobation completion
Gives details of people whoseprobation is about to end
18
ICAR Employee
Detail Report
Give details of all HR relateddetails of all employees for the
specific insitute
19
ICAR HR leavePending for
Approval
Lists where the leave of therespective employee ispending
2.2 Employee Specific Reports
Click on
View -Requests
Click on Submit a NewRequest
S.No. Report Name Report Description Parameters
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
Click OK
Type Name of Report
Provide Parameters1
ICAR HR QualifyingPeriod of Service
Gives the entire service details ofan employee and calcualtesqualifying period of service
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Click on Submit
Click on No
2
ICAR HR Employee
Profile Report
Gives a summary of employee's
details during his service
3ICAR HR NocPassport Noc for Passport Application
4
ICAR HR Property
DeclarationTransaction Report
Permission/Intimation of aquiringproperty
5
ICAR HR AnnualImmovable PropertyReport Annual property returns
6ICAR HR NOC forHigher Studies Noc for Higher Education
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User M anual Version 20.0
7
ICAR APAREmployee RatingReport APAR ratings report
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8ICAR HR Proof OfficeOrder
Office Order for Proof ofEmployment
2.3 Office Orders
Click onView -Requests
Click on Submit a NewRequest
Click OK
Type Name of Report
Provide Parameters
Click on Submit
Click on No
S.No. Report Name Report Description Parameters
1ICAR HR NewJoinee Report Details of New Joinees
2ICAR HR TransferReport Details of Transfers done
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
3ICAR HR LeaveReport Details of Leaves taken
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3 Report Details of Leaves taken
4
ICAR HRProbation StatusReport Details of employees on Probation
5
ICAR HR CategoryWise Offer
Templates Generates offer letter
6ICAR HR SeniorityReport
gives details of employees basedon seniority
7
ICAR HRDiscipline WiseReport
gives discipline wise employeedetails
Core Human Resource Management System (HRMS) –
User M anual Version 20.0
8
ICAR HRPromotion OfficeOrder Office Order confirming promotion
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9ICAR HR PayFixation Report Office Order confirming pay fixation
10
ICAR HR RelievingOffice Order forForeign Training Office Order giving relieving order
11
ICAR HRConfirmation
Office Order
Office Order iving confirmation to
people on probation
12ICAR HR TenuredPost Office Order Office Order for Tenured Posts
13ICAR HR TransferOrder Office Order for Transfers
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User M anual Version 20.0
14
ICAR HRSuperannuationOffice Order Office Order for Superannuation
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14 Office Order Office Order for Superannuation
15
ICAR HR OfficeOrder HomeChange Office Order for Home Change
16ICAR Leave OfficeOrder Office Order for Leave
18ICAR HR VacancyCreation Report
Generated after a vacancy iscreated and carries specificationsof that vacancy