Human Resources Management System

1. CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

2. HRMS Vision: Enhancing Performance in Government
HRMS
INPUT
PROCESS
OUTPUT
• Competency
• Knowledge
• Skills
• Attitude
• Recruitment/ Training
• Appointment
• Pay/Pension/Leave
• Appraisal/ Promotion
• Discipline/Award
• Separation/ Vacancy & Reservation
• Employee Cost & Performance
• Governance Cost & Performance
• HR Analytics
• Employee Evaluation, Training & Development
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
Feedback & Adaptat ion

3. HRMS: OBJECTIVE
All human resources management activities will be transacted
electronically, so as to provide quick disposal of HR issues of the
employees and incentivize them to perform efficiently.
HRMS will accurately project, account and monitor revenue expenditure
and enable efficient utilization of government resources.
The decision makers will have a scope for effective planning and
utilization of existing manpower by identifying their skills.
Time and energy of government employees both at managerial and micro
level will be saved by the automated HRMS leading to optimum utilization
of their services for the purpose of public
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

4. SOFTWARE DEVELOPMENT DELIVERABLES
• HRMS-1
– Development of HRMS Data Model
– Development of HR Legacy System
• HRMS-2
– End-to-End Process Automation through Workflow Pattern
– Payroll Automation
– Integration with Orissa Treasury Management System (OTMS)
– Integration with Pension Management System (PMS)
– Integration with Vigilance Information System (VIS)
• HRMS-3
– English Query for Data Retrieval (QA)
– Bulletin Board Services (BBS)
– Decision Support System (DSS)
– Dash Board & Analytics
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

5. DATA MODEL AND LEGACY SYSTEM
TOTAL 78 HR
FUNCTIONAL
MODULES
IDENTIFIED
HRMS
FOLLOWS
EMPLOYEE-LIFE-
CYCLE
APPROACH
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

6. HRMS: CAPTURING LEGACY DATA
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

7. PROGRESS UPDATE
METHODOLOGY OF IMPLEMENTATION
HRMS FUNCTIONALITIES
FUTURE ROADMAP
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

8. PROGRESS UPDATE
METHODOLOGY OF IMPLEMENTATION
HRMS FUNCTIONALITIES
FUTURE ROADMAP
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

9. Where HRMS Stands Today
• Service Book of 3.47 lakh regular employees is entered into
HRMS and verified by 6,232 offices of all Departments
• Service Record of 2.46 lakh non-regular employees is entered
• Unique Employee Id and Password is issued to 3.6 lakh
employees to access HRMS
i i
• HRMS -Payroll has been restricted in implementation to 4,500
out of 6,500 DDOs due to inadequate server capacity
• Service Book of 2.5 lakh employees is dynamically updated on
regular basis and coverage of employee is growing every month
@ 200 offices per month
• 16,000 Salary Bills worth Rs. 485 Crores are submitted every
month electronically and Token and TV No is obtained from
iOTMS
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

10. HRMS Strength
• Well defined, Updatable Government Structure such as Dept,
Office, Post, Cadre
• Provision of Management Information System (MIS) for HR
Managers at all levels
• Automatic Alerts to take HR Actions on time
• Decision Support System (DSS)
• Each employee is identified with Unique Employee
Identification Number
• Availability of e-Service Book on Web & Provision to update it
• Budget-Allotment-Expenditure recording by Payroll
Automation
• HRMS is successfully integrated with iOTMS since May 2012
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

11. No of DDOs Covered
789
4529
250000
200000
150000
100000
50000
No of Employee Covered
No of Paybills Prepared
No of Paybills Submitted Online
20000
15000
10000
5000
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
5000
4000
3000
2000
1000
0
Feb-2013 Feb-2014
19364
199286
0
Feb-2013 Feb-2014
3078
19953
25000
20000
15000
10000
5000
0
Feb-2013 Feb-2014
308
15864
0
Feb-2013 Feb-2014
HRMS Coverage so far

12. PROGRESS UPDATE
METHODOLOGY OF IMPLEMENTATION
HRMS FUNCTIONALITIES
FUTURE ROADMAP
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

13. Implementation Method
• Case Studies of HRMS practice in Karnataka, Chhattisgarh,
Tamilnadu, Uttaranchal and Maharashtra referred
• HRMS is developed Indigenously by CMGI
• STQC is engaged for quality certification of HRMS software
• A team of 7 engineers are engaged at state level for
development of Software and maintenance of Server
• On-call helpdesk support is provided by a team of 2 engineers
• 32 teams each having 1 district coordinator and 1 DEO are
placed at state/district HQ for roll-out and support
• Facility provided for individual employee to register online
complaints related to e-SB and PayBill online
• Help manuals are published on each revision of software
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

14. Transformation brought into Legacy System
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

15. PROGRESS UPDATE
METHODOLOGY OF IMPLEMENTATION
HRMS FUNCTIONALITIES
FUTURE ROADMAP
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

16. CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
PROCESS AUTOMATION OUTPUTS
Role Based Access Authorization Layer with Multi-Modal Interface
STAKEHOLDERS
Browser Mobile E-Mail Web Services

17. Functionalities for Employee
• Service Book
• Leave Account
• Insurance Passbook
• Pay Slip
• Accounts of GPF-TPF-NPS
• Loan/ Advance Ledgers
• HRR Account
• Accounts on Voluntary
Deductions
• Publication of Award,
Commendations, Honors
• Calendars
• To-Do List
• Contacts List
• Meeting Organizer
• Request for Leave & LTC
• Request for Transfer & Deputation
• Request for Training
• Request for Change in Personal Info
• Request for Quarter Allotment
• Request for Loan/ Advances
• Travel Plan & Submission of Claim
• Submission of Self Appraisal
• Submission of Property Declaration
• Income Tax Planner
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

18. Functionalities for Head of Office, DDO,
HoD & Admin Department
• Sanctioned Post wise List of Employees
• Vacancy Positions
• Access to Employee Records
• Automatic Generation of Pay Bill, Arrear Bills and Other Bills
• Online submission of bills to treasury
• Quick Attendance Record
• Office Orders like Pay Fixation, Transfer & Promotion through
Workflows
• Managing Local Holidays through Calendar
• Bulletin Board Service reminding due increment, retirement,
GIS premium
• Quarter Allotment
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

19. Functionalities for Cadre Controlling
Authority
• Cadre Schedule , Cadre Strength and Cadre Rule
• Grades under a Cadre and its Scale of Pay
• Rules for Regular Recruitment, through Promotion from
feeding Cadre, through Selection/ Redeployment/
Absorption/ Validation from non-feeding Cadre
• Rules for Senior Post Reserve, Junior Post (Probation) Reserve,
Deputation Reserve, Training Reserve and Leave Reserve
• Disposition List
• Comparing statements on Cadre Schedule vs. Actual Posting
• Mid Career Training Monitoring
• Tenure Analysis, Analysis of Property Statement
• Promotion Proposal
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

20. Functionalities for Treasury
• Fully automated accounting of salaries; i.e. 20% of State Budget Expenditure
• Electronic transfer of Monthly Salary Bills of Regular & Contractual employees
• Electronic transfer of Arrear Bills
– On the occasion of hike of DA and hike of HRA
– On the occasion of Leave Salary
– On the occasion of Release of Held up Pay
– On the occasion of retrospective Fixation of Pay (due to pay Commission, Time
Bound Advancement or Promotion)
– On the occasion of Release of Help up Increment
• Electronic Transfer of other Bills like Loan Advance Bill (FA, GPF Advance and
Other Loan and Advance Bills), Provisional Pension Bill, Final GPF Bill, Final GIS
Bill, Un-Utilized Leave Bill, Provisional Gratuity Bill, Other Contingency Bill
• Allotting unique token no to each bill
• Uploading status of submitted bills during vouching process
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

21. Functionalities for Accountant General, CoA
and NSDL
• Providing required information through Web Service for
Voucher Level System
• Retrieval of Voucher Details of each Transaction
• GPF/ TPF/ PPF Contributions
• GPF/ TPF/ PPF Loan Disbursement & Recoveries
• Leave Salary Contribution for Deputed Employees
• Pension Contribution for Deputed Employees
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

22. Functionalities for Vigilance
• Searching and Retrieving Service Transactions of Employees
• Updating Vigilance proceedings against employees
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

23. Functionalities for Citizen
• Searching Point of Contact for Public Services
• Submission of Grievance
• Submission of Service Request under ORTPSA
• Review of Job Vacancy
• Apply for Jobs Online
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

24. Integration with Other External System
• OSWAS
• Government Quarter Monitoring System
• Crime Criminal Tracking Network System
• Court Case Monitoring System
Any department specific e-Governance application can use HRMS
user directory for security authentication and access authorizations.
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

25. HRMS Data Model
• Data Model for
Government HR Structure
– Admin Departments
– Office
– Universal Post
– Generic Post
– Sanctioned Substantive Post
– Cadre/ Grade
– Treasuries
• Employee Data Model
– Employee Foundation Data
• Personal Information
• Education Details
• Training Details
– Posting Information
– Cadre Information
– Pay Information
– Departmental Proceedings
– Deputation Information
– Performance Appraisal
Report
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

26. Cadre Management Framework
All India State Secretarial Dept Level District Level
Reha
bilita
tion
Abso
rptio
n
Regul
arizat
Valid ion
ation
Re-
Depl
oyme
nt
Cadre/ Ex Post Deputation TR/ JPR
Reserve
Leave
Reserve
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

27. Government HR Structure Framework
OFFICE: S & ME DEPARTMENT
Secretary
Special
Secretary
GRADE: JAG
GRADE: SR. TIME SCALE
POSTING
OFFICE: DIRECTORATE OF PRIMARY EDUCATION
CADRE: IAS
EMPLOYEE
OFFICE: DISTRICT INSPECTOR OF SCHOOL, KHORDHA
SUB OFFICE: PRIMARY SCHOOL, KHORDHA
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

28. Sample Workflow: Managing Leave Account
Calendars Leave Mgmt.
Employee
Calendar
Employee Authority Establishment
Local
Calendar
Department
Calendar
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
Leave Rule
Engine
Leave Account
State Calendar
Apply/
Surrender
Leave
Forward
Sanction Absentee
Statement
Debit
Periodic
Leave
Credit
Credit
Acknowledge
Unutilized
Joining Time
Receive
Transfer
Order
Relieve
from Office
Join in New
Office in
Advance
Credit
Detention
of vacation

29. HRMS - Treasury Integration
HRMS-Odisha iOTMS
Processing
Acquitance #
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
E-Service
Book
Payroll
Time
Office
Pay Bill
Preparation
Chart of
Accounts
Bill
Treasury
Vouchers
Update eSB
Absentee Statement
Request to Prepare Bill
Bill Detail
By Transfer Detail
Object Break
GPF TPF Detail
Beneficiary Detail
Retrieving Bill
Printing of Bill
XML File
Token No
Processing Status
Voucher No & Date
DDO
Pay #
Posting #
Leave #
Loan #
No of
days
worked #
Chart of Accounts on Request #
Chart of
Accounts

30. Department wise Regular Employee Strength
75693
79115
58729
31471
15348
18527
0 20000 40000 60000 80000 100000
HED
REV
HFW
HOM
PRD
SME
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

31. Department wise Regular Employee Strength
7432
4802
3280
1011
1041
1260
1405
1439
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
8561
8025
7456
7013
5978
4924
4498
3376
2184
1816
1446
1089
0 1000 2000 3000 4000 5000 6000 7000 8000 9000
SMD
ETE
SUP
PCD
LEM
EXE
COM
GAD
COP
WCD
RDD
FIN
LAW
WOR
HUD
WEL
WAT
FAR
FOR
AGR

32. Department wise Regular Employee Strength
801
698
659
621
585
434
276
296
301
237
121
36
43
45
17
0 100 200 300 400 500 600 700 800 900
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
INT
PEN
PGP
STD
SYS
ENE
TOU
PAD
OLA
CUL
IND
MSM
TRA
IPR
THL

33. Department wise Contractual Employee Strength
114982
68196
18887
13269
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
140000
120000
100000
80000
60000
40000
20000
0
WCD PRD SME HOM

34. Department wise Contractual Employee Strength
59465888
40323894
2539
2259
1968
1553
1123
409 372 346 169 117 106
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
7000
6000
5000
4000
3000
2000
1000
0
WEL HED HUD HFW RDD WAT AGRWOR REV FAR FOR FIN SUP PCD LAW

35. Department wise Contractual Employee Strength
59 59
53
50 49
43
30 28
23 22 22 20
17
9 7 5 4
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
1
70
60
50
40
30
20
10
0

36. Department wise Vacancy Analysis
715
277
70 103
82 82
686
308
871
495
382
197
1008
529
252
143
10
306
113
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
877
165
1200
1000
800
600
400
200
0
AGR
COM
TRA
COP
ENE
EXE
FIN
FAR
SUP
FOR
GAD
HFW
DHE
HOM
HUD
IPR
INT
LEM
LAW
OLA
PRD
212
379
21 17
940
226
467
544
22 31 81 54 67 34
611
295242210
40
173
1000
800
600
400
200
0
PAD
PCD
PEN
PGP
REV
RDD
WEL
SME
STD
SYS
SMD
THL
CUL
TOU
WAT
WCD
WOR
IND
MSM
ETE

37. Salary Projection for Next 5 Years
58.39
1109.13
58.39
1136.52
58.39
1164.62
58.39
1193.63
58.39
1223.51
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE
1300.00
1250.00
1200.00
1150.00
1100.00
1050.00
1000.00
2013-2014 2014-2015 2015-2016 2016-2017 2017-2018
NON-REGULAR
REGULAR
Figures In Rs. Crores

38. PROGRESS UPDATE
METHODOLOGY OF IMPLEMENTATION
HRMS FUNCTIONALITIES
FUTURE ROADMAP
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

39. Process Automation
Existing Version
Order Issued By
Establishment Recording of Order
HRMS-Odisha
Service Book
Upcoming Version
Request from
Employee/
Proposal from
Establishment Generating Order
Pay Bill
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

40. Future Roadmap
• Stakeholders Engagement
• Training of the Users
• Implementation of Process Automation
• More MIS, Alerts & DSS
• Task-Time-Team Management Tool
• User Defined Report Engine
• Dash Board & Analytics
• Citizen Portal
• Integration with other external system
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

41. Thank You
CENTER FOR MODERNIZING GOVERNMENT INITIATIVE