Web-based Human Resource Management-Web-based Human Resource Management-A Success Story of GovernmentA Success Story of Government

Anil K Sharma, Director (P),Anil K Sharma, Director (P),PWD, Govt of NCT of DelhiPWD, Govt of NCT of Delhi

R Subramanian, Engineer-in-Chief, R Subramanian, Engineer-in-Chief, PWD, Govt of NCT of DelhiPWD, Govt of NCT of Delhi

Personnel Information & Personnel Information & Management System (PIMS)Management System (PIMS)

It is an e-Governance of Human Resource, It is an e-Governance of Human Resource, which has been successfully implemented in which has been successfully implemented in Delhi State in PWD and also extended to Delhi State in PWD and also extended to Central Government in CPWD Central Government in CPWD

It is needed to be extended to the whole It is needed to be extended to the whole Government for the benefit ofGovernment for the benefit of– Common citizen, Common citizen, – Employee(s), Employee(s), – Administrators and Administrators and – the Government as a whole.the Government as a whole.

It is already having 35,000 plus employees’ It is already having 35,000 plus employees’ data base of State and Central Govt.data base of State and Central Govt.

It is being used for implementing uniform e-It is being used for implementing uniform e-Governance in personnel administration.Governance in personnel administration.

Personnel Information & Personnel Information & Management System (PIMS)Management System (PIMS)

Stages of an e-Governance ProjectStages of an e-Governance Project– Conceiving Conceiving

by manyby many

– Formulation Formulation by fewby few

– Implementation Implementation by the fewestby the fewest

– Sustenance Sustenance still lesser than the feweststill lesser than the fewest

Implementation & Sustenance Implementation & Sustenance – are the most important and Challenging.are the most important and Challenging.

Implementation of e-Governance Implementation of e-Governance

It needs:It needs:– Commitment and Involvement of each Commitment and Involvement of each

StakeholderStakeholder Top ExecutiveTop Executive Users Users The Visionary of the ProjectThe Visionary of the Project

– To continuously remainTo continuously remain Creative to Generate Interest of UsersCreative to Generate Interest of Users Responsive to Renewed Demands,Responsive to Renewed Demands, Innovative to Find SolutionsInnovative to Find Solutions Prompt to incorporate the renewed requirementsPrompt to incorporate the renewed requirements

Implementation & SustenanceImplementation & Sustenance

For Success Story-For Success Story-In Large Establishments i.e. GovernmentIn Large Establishments i.e. Government

Centralised Initiative & Centralised Initiative & Decentralised ImplementationDecentralised Implementation

For Success Story – For Success Story – Data Reliability is ImportantData Reliability is Important

Those who possess the data are made Those who possess the data are made responsible forresponsible for– Data entryData entry– Its Correctness Its Correctness – Certificate of its correctnessCertificate of its correctness

‘‘Employee’ and ‘Head of Office’ owe joint Employee’ and ‘Head of Office’ owe joint responsibility for correctness of data:responsibility for correctness of data:– Employee to give ‘Self Certified Data’ in the Data-Sheet Employee to give ‘Self Certified Data’ in the Data-Sheet

downloadable from the Websitedownloadable from the Website– Data is verified by the Head of Office from employee’s Data is verified by the Head of Office from employee’s

Service Records.Service Records.– The Verified Data is added in PIMS by Head of OfficeThe Verified Data is added in PIMS by Head of Office– Printout of data as entered in PIMS is given back to Printout of data as entered in PIMS is given back to

each of the employee and also kept in Official Record.each of the employee and also kept in Official Record. A Certificate is given by ‘Head of Office’ to next A Certificate is given by ‘Head of Office’ to next

Higher Authority about correctness of data of all Higher Authority about correctness of data of all employees under his charge.employees under his charge.

For Success Story – For Success Story – Data Reliability is Important Data Reliability is Important

For Reliability of Online data For Reliability of Online data Key functions to be only ‘Online’ Key functions to be only ‘Online’

To ensure reliability PIMS based To ensure reliability PIMS based ‘online operations’‘online operations’ have to be made Compulsary forhave to be made Compulsary for

– Salary Bills,Salary Bills,– ‘‘Online’ Issue of Orders ofOnline’ Issue of Orders of

Transfer, Transfer, RelievingRelieving JoiningJoining RetirementRetirement Placement on DeputationPlacement on Deputation

– ‘‘Online’ Formulation of Proposal for Online’ Formulation of Proposal for Transfer/Posting CommitteeTransfer/Posting Committee Departmental Promotion Committee,Departmental Promotion Committee,

– ‘‘Online’ Nominations for Training Courses/ Seminars/ Foreign Online’ Nominations for Training Courses/ Seminars/ Foreign Training andTraining and

– ‘‘Online’ Leave Sanction OrdersOnline’ Leave Sanction Orders

For Success Story – For Success Story – Key functions to be only ‘Online’ Key functions to be only ‘Online’

Basic Mandatory Key Functions are:Basic Mandatory Key Functions are:– Salary Payment to entire Govt StaffSalary Payment to entire Govt Staff– Transfer/ Relieving/ JoiningTransfer/ Relieving/ Joining

PIMS EMPOWERMENTPIMS EMPOWERMENT It is citizen-centric. It empowers It is citizen-centric. It empowers

– Common citizen, Common citizen, – Employee(s), Employee(s), – Administrators and Administrators and – the Government as a whole.the Government as a whole.

Empowers GovernmentEmpowers Government Entire employees database available at click of a mouse Entire employees database available at click of a mouse Ease of accurate analysis for long term policy.Ease of accurate analysis for long term policy. No paper based correspondence forNo paper based correspondence for

– Establishment related information.Establishment related information. Centralised Transfer/Posting Policy can be enforcedCentralised Transfer/Posting Policy can be enforced Assured Communication, Circulars, Office Orders, etcAssured Communication, Circulars, Office Orders, etc

– Officer-employee, employee-officer, Office-Office, Intra-Officer-employee, employee-officer, Office-Office, Intra-department and other Communicationdepartment and other Communication

Substantial reduction possible in Substantial reduction possible in – Large establishment for Personnel AdministrationLarge establishment for Personnel Administration– Expenditure on stationary and postageExpenditure on stationary and postage

Inculcates Discipline in Government SystemInculcates Discipline in Government System Three Specialisations fields assigned to each Group A Three Specialisations fields assigned to each Group A

Officer can help administration to locate the needed Officer can help administration to locate the needed Specialists and act swiftly and instantly during Disaster.Specialists and act swiftly and instantly during Disaster.

Empowers Heads of OfficesEmpowers Heads of Offices

At every LoginAt every Login– Employee Data Deficiency Employee Data Deficiency – Present Status of Staff Present Status of Staff

Sanctioned strength vis-à-vis vacancy,Sanctioned strength vis-à-vis vacancy, transfer out vis-à-vis transferred in,transfer out vis-à-vis transferred in, relieved and not yet reached destination etcrelieved and not yet reached destination etc

– Change of Office Address and other contact detailsChange of Office Address and other contact details e-File Quarterly Income Tax Returne-File Quarterly Income Tax Return Customised Report suited to the RequirementCustomised Report suited to the Requirement Convenience of Transfer/ Relieving/ joining of an Convenience of Transfer/ Relieving/ joining of an

employee in his office at click of buttonsemployee in his office at click of buttons

Empowers Each EmployeeEmpowers Each Employee Permitted to:Permitted to:

– Change his personal contact detailsChange his personal contact details– Get his Get his

monthly salary slipmonthly salary slip annual Salary Statementannual Salary Statement Income Tax Return (Saral and now being done Form 2F)Income Tax Return (Saral and now being done Form 2F) Own Personal data and also for other employees available in PIMSOwn Personal data and also for other employees available in PIMS

– Give online option for Give online option for Attending a training programme or a seminarAttending a training programme or a seminar Rotational TransferRotational Transfer

– Instantly notified Instantly notified transfer, transfer, relieving, relieving, nomination for training, seminar, etcnomination for training, seminar, etc

– Address Directory of EmployeesAddress Directory of Employees– Use PIMS Mailing systemUse PIMS Mailing system– Use PIMS Chat RoomUse PIMS Chat Room

Empowers a CitizenEmpowers a Citizen

With any known Criteria With any known Criteria – Locate any Government officeLocate any Government office– Search any Government employeeSearch any Government employee– Address Directory of EmployeesAddress Directory of Employees– Communicate with any Employee on PIMS Communicate with any Employee on PIMS

DatabaseDatabase

PIMS-AdvantagesPIMS-AdvantagesContd…Contd…

Instant accurate updating of Disposition on Instant accurate updating of Disposition on – Transfer, Transfer, – Relieving and Relieving and – JoiningJoining

Instant Availability of Personnel dataInstant Availability of Personnel data– Online availability of vacancy position.Online availability of vacancy position.– Monthly/Quarterly Returns of Staff redundantMonthly/Quarterly Returns of Staff redundant– Number of employees in each categoryNumber of employees in each category– Accuracy of data assuredAccuracy of data assured

No need to maintain No need to maintain – Big Establishment of supporting staff for Big Establishment of supporting staff for

Transfer/PostingTransfer/Posting Incumbancy Register, Posting CardsIncumbancy Register, Posting Cards

Direct SavingsDirect Savings– Human resource & Energies,Human resource & Energies,– Time, Time, – PaperPaper

……ContdContd PIMS-AdvantagesPIMS-Advantages Online Salary Bills for allOnline Salary Bills for all

Compulsorily EnsuresCompulsorily Ensures– Online Operations of Transfer, Relieving and JoiningOnline Operations of Transfer, Relieving and Joining– Reliability of DatabaseReliability of Database– Centrallised planning and decisionsCentrallised planning and decisions

Statistical InformationStatistical Information– Expenditure on Salaries Expenditure on Salaries

Depttwise, Groupwise, Designation-wise, Category-wiseDepttwise, Groupwise, Designation-wise, Category-wise– GPF, Income Tax, License Fee Contribution, GPF, Income Tax, License Fee Contribution,

– Additional capacity generation for processing other bills. Additional capacity generation for processing other bills. – Instant availability of related Information to each of the employeesInstant availability of related Information to each of the employees

Can ensure, if neededCan ensure, if needed– Simultaneous updation of Simultaneous updation of

GPF Accounts if integrated with PAO softwareGPF Accounts if integrated with PAO software Disbursement and Recoveries of Loans, Advances, etcDisbursement and Recoveries of Loans, Advances, etc License Fee Accounts of Govt Housing in Estate Office, if integratedLicense Fee Accounts of Govt Housing in Estate Office, if integrated

– No missing entries in accounting of GPF, License Fee, Income Tax, etcNo missing entries in accounting of GPF, License Fee, Income Tax, etc– Income Tax Recovery from Salary and its crediting Income Tax Recovery from Salary and its crediting – Instant Submission of Periodical Returns to Income Tax DepttInstant Submission of Periodical Returns to Income Tax Deptt

Employees ClassifiableEmployees Classifiable

One or more of following:One or more of following:– Department/ Ministry/ State Govt, etcDepartment/ Ministry/ State Govt, etc– Nature of DutyNature of Duty

Engineering, Ministerial, Group D, Accounts, Architectural, Engineering, Ministerial, Group D, Accounts, Architectural, Administrative, etcAdministrative, etc

– GroupGroup Gr A, B, C, D and other Spl Classes Gr A, B, C, D and other Spl Classes [e.g. Work Charged Staff in PWD/CPWD, [e.g. Work Charged Staff in PWD/CPWD,

Industrial Workers in Ordnance /Telecom Factories, etc]Industrial Workers in Ordnance /Telecom Factories, etc]

– Service CadreService Cadre IAS, IPS, CES, CE&MES, CPWD, etcIAS, IPS, CES, CE&MES, CPWD, etc

– DesignationDesignation– Station of PostingStation of Posting– Caste CategorisationCaste Categorisation– GenderGender

Hurdles in ImplementationHurdles in Implementation Commitment at TopCommitment at Top

– As FacilitatorAs Facilitator– Objectively set targets and monitorObjectively set targets and monitor

Computer PhobiaComputer Phobia– Computer ExposureComputer Exposure

ABC of Computer Hardware and Operating SystemABC of Computer Hardware and Operating System Day-to-day utility as office tool for Top ExecutiveDay-to-day utility as office tool for Top Executive

– TrainingTraining– Hands on experience for executivesHands on experience for executives– Training at operating levelTraining at operating level

Resistance to Change HabitsResistance to Change Habits

e-Governancee-Governance Finally results inFinally results in

– Superior Quality of decision based on Superior Quality of decision based on unbiased and accurate data analysis, direct by unbiased and accurate data analysis, direct by the Executives with the convenience ofthe Executives with the convenience of Easy Web-based Data RetrievalEasy Web-based Data Retrieval

– Certified data available at click of a buttonCertified data available at click of a button– Files/ registers not neededFiles/ registers not needed

Variety of Scenarios could be seen beforehandVariety of Scenarios could be seen beforehand– Fast Speed of Data Processing is helpfulFast Speed of Data Processing is helpful– Minimal dependence on subordinates Minimal dependence on subordinates

– Appropriate Utilisation of ManpowerAppropriate Utilisation of Manpower– for decision making instead of data processingfor decision making instead of data processing

CONCLUSIONSCONCLUSIONS PIMS can be used with advantage to bring in a PIMS can be used with advantage to bring in a

uniformuniform e-Governance practice in Personnel e-Governance practice in Personnel Administration for better governance. Administration for better governance.

With Right to Information Act-2005 in place, the With Right to Information Act-2005 in place, the PIMS can help in making Various Governments PIMS can help in making Various Governments more efficient and transparent. more efficient and transparent.

It will not only save on time, human resource It will not only save on time, human resource and paper but also simultaneously make and paper but also simultaneously make relevant information readily available to all those relevant information readily available to all those who matter to serve the general public. who matter to serve the general public.

An ‘Effective Tool’ to locate Specialists needed An ‘Effective Tool’ to locate Specialists needed for Disaster Managementfor Disaster Management

PIMS, an effective and accurate data analysis PIMS, an effective and accurate data analysis tool for Govt for its the employees, their salary tool for Govt for its the employees, their salary components for long term planning.components for long term planning.