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Agenda Introduction Objectives Achievements Technical Details Salient Features Challenges Benefits and Beneficiaries Future Plans 2

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3 HRMS Human Resource Management Systems (HRMS) or Human Resource Information Systems (HRIS) or HR Technology shape an intersection between human resource management (HRM) and information technology . It merges HRM as a discipline and in particular its basic HR activities and processes with the information technology

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4 NEED FOR HRMS Nearly 60% of the State total budget is spent towards Salary & Allowance of Employees. Finance department use to take nearly 4 months to collect and consolidate these data. It was laborious, time consuming still accuracy of data was in question. Therefore it was thought of computerizing this activity. During course of the discussions, it was planned to computerize the entire HRMS . World Bank funded this project. The total estimation of the project was 5 crores

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5 HRMS in Government The Human Resource Management System in the Government environment is a very complex system involving many rules and procedures. The HRMS system takes care of the two main functions Service Records maintenance and Payroll generation of the employees.

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Error free generation of pay bill and electronic transfer of pay bill to treasury To derive cadre management information for planning by the heads of departments/Ministries Data processing and projection/ budgeting of employee related salary expenses 6 OBJECTIVES OF THE PROJECT

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7 To create and maintain a database of all Government employees To get a consistent and unified picture of the employee data To maintain Service Registers of all employees in electronic form To improve the productivity and efficiency of Government OBJECTIVES OF THE PROJECT

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8 Payroll Module The Payroll module automates the pay process by gathering data on employee time and attendance, calculating various deductions and taxes, and generating periodic paybills and annexure reports. In Government the paybill is then submitted to Treasury for payment.

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9 Service Register Module The SR (Service Record) or Personnel Details Module is a component covering all other HR aspects from recording the details of new employee joining service to his /her retirement The system records basic demographic and address data, training and development, capabilities and skills management records and other related activities viz (leave, transfer, promotion etc).

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Application is rolled out to the entire State during February 2008. 19200 Drawing and Disbursing Officers (DDOs)are using HRMS to generate the monthly salary bills of 5 lakh employees. DDOs from 29 districts (176 Talukas) accessing HRMS online through Internet to update salary and other HR Information. HRMS interface with Khazane was piloted successfully Will be extended to entire State. Various MIS reports are made available to HODs and DDOs. 11 Achievements of Project

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12 Application Technical Details Dot Net 2.0 (C#) AJAX (Anthem 2.0) Database Oracle 10g Crystal reports HTML reports Reports available in Excel formats

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13 2 X HP Proliant 460C 2 CPU – Quad core 16GB RAM 2 X HP Proliant DL 685C 4 CPU – dual core 32 GB RAM Total 1TB SYSTEM ARCHITECTURE

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14 FINAL PAYBILL Enter Mode Of Payment Deductions & Recoveries Enter Insurance Details Allowances ECS/Cheque Submit to Khajane Generate Draft Pay-Bill Attendance Register Affect Increment Stagnation Increment Stoppage of Allowances & Deductions Approve Draft PayBill Error Verify Yes No Reject Yes Start Annexures Regenerate Paybill PAYROLL GENERATION IN NUTSHELL

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15 Khajane Interface Generate Pay bill in HRMS application Sent to treasury Converted to XML Treasury verifies the received Pay bill data Make the payment for employees If approved If found wrong send the Message back to HRMS Using windows services

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16 Only State in the Country to have implemented the total HRMS All category of officers/employees and different pay scales like State, Central, UGC, AICTE, Judicial are drawing salary from a centralized single platform Maintains HRMS database for 500,000+ employees spread across 29 districts and 176 taluks of State of Karnataka SALIENT FEATURES

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17 Access to the system given to specific Roles like Drawing and Disbursement Officers (DDO) and their assistants Total No. of users – 37000 Enables budgeting and forward planning & many more Web based application , 24/7 availability Hosted in a State of the art State Data Centre. Online error reporting & Monitoring SALIENT FEATURES

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18 Security Features in HRMS User name and encrypted password Biometrics Finger print authentication* Smartcard (Digital Signature Certificate) * Mac id Comparison * Will be introduced Shortly

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19 Collection of 5 Lakh employees Service Register and payroll Data. Training Handling of large database and to provide good response time for various concurrent users . Processing of high volume of transactions within stipulated time period. Streamlining and standardizing application to suit the complicated rules and procedures. CHALLENGES

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20 Implementation Approach Trainers Training Users Training Data Migration Pilot Run User Feedback Incorporation of Feedback Release of Next Version Final Rollout

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21 SNO Beneficiaries Benefits 1 Drawing and Disbursing Officers Error free generation of pay bill for all employees Getting all relevant MIS reports of employees working under them 2. Employees Accessing information pertaining to their Service Register 3. District head offices/ taluka level offices of various departments Generation of eligible transferee list . Draft seniority list for the employees in their jurisdiction Benefits and Beneficiaries of the Project

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22 SNO Beneficiaries Benefits 4. Heads of various departments Generation of draft seniority list. Eligible transferee list, sanctioned post strength. Allocation of posts to various establishments. All other relevant MIS reports 5. Department of Personnel and Administrative Reforms (DPAR) Easy and fast access to information for Decision Making Cadre Management 6. Finance Department The budgeting of employee related expenses to become easy and fast. Sanctioned Strength report. Benefits and Beneficiaries of the Project

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23 SNO Beneficiaries Benefits 7 Accountant General Faster retrieval of information for Group A and B employees Easy updation of general provident Fund accounts of state government employees. 8 All Departments Of Government Improving efficiency Better management of human resource Faster decision making Generation of reports Benefits and Beneficiaries of the Project

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24 Limitations of Manual System Service records and payroll details are maintained in papers and are decentralized. Information about these employees has to be culled out from these Service registers and needs consolidation. Decision making is time consuming There is no uniformity in payroll generation Gives scope to errors and fraud No proper security to the data Non reaching of Rules/G.O leading to Inconsistency in implementation of Service rules

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25 HRMS System Advantages Centrally controlled application leading to Uniform implementation of Rules & procedures Increase in DA & other allowance are handled centrally, reaching benefit at the same time to all employees of the State especially remote area. Implementation of pay commission recommendations made very easy. Enables budgeting and forward planning leading to saving of huge time & cost. MIS Reports available to the users and decision makers at a click of button Interface with treasury department for quick disbursement of salary. Employee history maintenance Improves productivity and efficiency for day to day management Easy pension settlement


FUTURE PLANS Extending ECS all 5 lakh Government employees Electronic submission of pay bill Calculation of all arrears bills Interface with other departments (KGID, GPF) Introducing Digital Signature Certificate Pension settlement 26



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28 Thank You

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