04/08/23Centre for e-Governance, Govt. of

Karnataka 1

Presentation by: Shankar.H.S Project Officer, HRMSCentre for e-GovernancePhone: 080-22032547Mobile:9844478794E-mail: po-hrms@karnataka.gov.in

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

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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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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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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

OBJECTIVES OF THE PROJECT

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

Major Modules

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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.

Achievements of Project

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Application Technical Details

Dot Net 2.0 (C#)AJAX (Anthem 2.0)Database Oracle 10gCrystal reportsHTML reportsReports available in Excel formats

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2 X HP Proliant 460C2 CPU – Quad core16GB RAM

2 X HP Proliant DL 685C4 CPU – dual core32 GB RAM

Total 1TB

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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

ApproveDraft PayBill

Error Verify

Yes

No

RejectYes

Start

Annexures

Regenerate Paybill

PAYROLL GENERATION IN NUTSHELL

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Khajane Interface

Generate Pay bill in HRMS application

Sent to treasuryConverted to XML

Treasury verifies the receivedPay 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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• 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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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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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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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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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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SNO Beneficiaries Benefits

1 Drawing and Disbursing Officers

Error free generation of pay bill for all employeesGetting 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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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 MakingCadre 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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SNO

Beneficiaries Benefits

7 Accountant General Faster retrieval of information for Group A and B employeesEasy updation of general provident Fund accounts of state government employees.

8 All Departments Of Government

Improving efficiencyBetter management of human resourceFaster decision making Generation of reports

Benefits and Beneficiaries of the Project

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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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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

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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

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Thank You