HUMAN RESOURCE MANAGEMENT SYSTEM PROJECT Presentation by Shankar

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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 1

Agenda Introduction Objectives Achievements Technical Details Salient Features Challenges Benefits and Beneficiaries Future Plans 11/2/2020 Centre for e-Governance, Govt. of Karnataka 2

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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 3

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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 4

HRMS in Government 11/2/2020 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 5

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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 6

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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 7

Payroll Module 11/2/2020 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 8

Service Register Module 11/2/2020 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 9

Major Modules SERVICE REGISTER PAYROLL TRANSFER PROMOTION DESCIPLINARY ACTIONS MIS REPORTS COMPLAINT MONITORING SYSTEM ONLINE HELP 11/2/2020 Centre for e-Governance, Govt. of Karnataka 10

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. 11/2/2020 Centre for e-Governance, Govt. of Karnataka 11

Application Technical Details l. Dot Net 2. 0 (C#) l. AJAX (Anthem 2. 0) l. Database Oracle 10 g l. Crystal reports l. HTML reports l. Reports available in Excel formats 11/2/2020 Centre for e-Governance, Govt. of Karnataka 12

SYSTEM ARCHITECTURE 2 X HP Proliant 460 C 2 CPU – Quad core 16 GB RAM 2 X HP Proliant DL 685 C 4 CPU – dual core 32 GB RAM Total 1 TB 11/2/2020 Centre for e-Governance, Govt. of Karnataka 13

PAYROLL GENERATION IN NUTSHELL Enter Mode Of Payment Start Enter Insurance Details Deductions & Recoveries Allowances Regenerate Paybill FINAL PAYBILL Annexures Stoppage of Allowances & Deductions Affect Increment Stagnation Increment Approve Draft Pay. Bill ECS/Cheque Submit to Khajane No Reject Yes Generate Draft Pay-Bill Karnataka Attendance Register Centre for e-Governance, Govt. of 11/2/2020 Verify Error 14

Khajane Interface Generate Pay bill in HRMS application Sent to treasury Converted to XML If found wrong send the Message back to HRMS Using windows services Treasury verifies the received Pay bill data If approved Make the payment for employees 11/2/2020 Centre for e-Governance, Govt. of Karnataka 15

SALIENT FEATURES • 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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 16

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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 17

Security Features in HRMS User name and encrypted password Biometrics Finger print authentication* Smartcard (Digital Signature Certificate) * Mac id Comparison * Will be introduced Shortly 11/2/2020 Centre for e-Governance, Govt. of Karnataka 18

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. 11/2/2020 Centre for e-Governance, Govt. of Karnataka 19

Implementation Approach 11/2/2020 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 20

Benefits and Beneficiaries of the Project SNO Beneficiaries Benefits 1 Drawing and Disbursing Officers Error free generation of pay bill for all Employees Accessing information pertaining to 2. employees Getting all relevant MIS reports of employees working under them their Service Register 3. 11/2/2020 District head offices/ taluka level offices of various departments Generation of eligible transferee list. Draft seniority list for the employees in their jurisdiction Centre for e-Governance, Govt. of Karnataka 21

Benefits and Beneficiaries of the Project SNO Beneficiaries Benefits 4. Heads of various departments Generation of draft seniority list. Department of Personnel and Administrative Reforms (DPAR) Easy and fast access to information for Finance Department The budgeting of employee related 5. 6. Eligible transferee list, sanctioned post strength. Allocation of posts to various establishments. All other relevant MIS reports Decision Making Cadre Management expenses to become easy and fast. Sanctioned Strength report. 11/2/2020 Centre for e-Governance, Govt. of Karnataka 22

Benefits and Beneficiaries of the Project S N O Beneficiaries Benefits 7 Accountant General Faster 8 All Departments Of Government Improving efficiency retrieval of information for Group A and B employees Easy updation of general provident Fund accounts of state government employees. Better management of human resource Faster decision making Generation of reports 11/2/2020 Centre for e-Governance, Govt. of Karnataka 23

Limitations of Manual System 11/2/2020 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 24

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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 25

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 11/2/2020 Centre for e-Governance, Govt. of Karnataka 26

Thank You 11/2/2020 Centre for e-Governance, Govt. of Karnataka 27