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Human Resource Management System Project. Presentation by: Shankar.H.S Project Officer, HRMS Centre for e-Governance Phone: 080-22032547 Mobile:9844478794 E-mail: po-hrms@karnataka.gov.in. Agenda. Introduction Objectives Achievements Technical Details Salient Features Challenges

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Human Resource Management System Project


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human resource management system project

Human Resource Management System Project

Presentation by: Shankar.H.S

Project Officer, HRMS

Centre for e-Governance

Phone: 080-22032547

Mobile:9844478794

E-mail: po-hrms@karnataka.gov.in

Centre for e-Governance, Govt. of Karnataka

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

Centre for e-Governance, Govt. of Karnataka

slide3

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

Centre for e-Governance, Govt. of Karnataka

slide4

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

Centre for e-Governance, Govt. of Karnataka

slide5

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.

Centre for e-Governance, Govt. of Karnataka

slide6

OBJECTIVES OF THE PROJECT

  • 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

Centre for e-Governance, Govt. of Karnataka

slide7

OBJECTIVES OF THE PROJECT

  • 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

Centre for e-Governance, Govt. of Karnataka

slide8

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.

Centre for e-Governance, Govt. of Karnataka

slide9

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).

Centre for e-Governance, Govt. of Karnataka

slide10

Major Modules

  • SERVICE REGISTER
  • PAYROLL
  • TRANSFER
  • PROMOTION
  • DESCIPLINARY ACTIONS
  • MIS REPORTS
  • COMPLAINT MONITORING SYSTEM
  • ONLINE HELP

Centre for e-Governance, Govt. of Karnataka

slide11

Achievements of Project

  • 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.

Centre for e-Governance, Govt. of Karnataka

slide12

Application Technical Details

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

Centre for e-Governance, Govt. of Karnataka

slide13

SYSTEMARCHITECTURE

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

Centre for e-Governance, Govt. of Karnataka

slide14

Start

Enter Mode Of Payment

Enter Insurance Details

Regenerate Paybill

FINAL

PAYBILL

Deductions & Recoveries

Allowances

Annexures

Approve

Draft PayBill

Stoppage of Allowances

& Deductions

ECS/Cheque

Submit to Khajane

Affect Increment

No

Yes

Reject

Stagnation Increment

Yes

Error

Generate Draft

Pay-Bill

Verify

Attendance Register

PAYROLL GENERATION IN NUTSHELL

Centre for e-Governance, Govt. of Karnataka

slide15

Khajane Interface

Sent to treasury

Generate Pay bill in

HRMS application

Converted to

XML

Treasury verifies the received

Pay bill data

If found wrong send the

Message back to HRMS

Using windows services

If approved

Make the payment for

employees

Centre for e-Governance, Govt. of Karnataka

slide16

SALIENTFEATURES

  • 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

Centre for e-Governance, Govt. of Karnataka

slide17

SALIENT FEATURES

  • 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

Centre for e-Governance, Govt. of Karnataka

slide18

Security Features in HRMS

User name and encrypted password

Biometrics Finger print authentication*

Smartcard (Digital Signature Certificate) *

Mac id Comparison

  • * Will be introduced Shortly

Centre for e-Governance, Govt. of Karnataka

slide19

CHALLENGES

  • 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.

Centre for e-Governance, Govt. of Karnataka

slide20

Implementation Approach

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

Centre for e-Governance, Govt. of Karnataka

slide21

Benefits and Beneficiaries of the Project

Centre for e-Governance, Govt. of Karnataka

slide22

Benefits and Beneficiaries of the Project

Centre for e-Governance, Govt. of Karnataka

slide23

Benefits and Beneficiaries of the Project

Centre for e-Governance, Govt. of Karnataka

slide24

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

Centre for e-Governance, Govt. of Karnataka

slide25

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

Centre for e-Governance, Govt. of Karnataka

future plans
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

Centre for e-Governance, Govt. of Karnataka

slide27

Thank You

Centre for e-Governance, Govt. of Karnataka