HRMS ODISHA

CENTER FOR MODERNIZING GOVERNMENT INITIATIVECENTER FOR MODERNIZING GOVERNMENT INITIATIVE

CENTER FOR MODERNIZING GOVERNMENT INITIATIVE

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

Fe

ed

ba

ck

& A

da

pta

tion


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


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


DATA MODEL AND LEGACY SYSTEM

TOTAL 78 HR

FUNCTIONAL

MODULES

IDENTIFIED

HRMS

FOLLOWS

EMPLOYEE-

LIFE-CYCLE

APPROACH


HRMS: CAPTURING LEGACY DATA


PROGRESS UPDATE

METHODOLOGY OF IMPLEMENTATION

HRMS FUNCTIONALITIES

FUTURE ROADMAP


PROGRESS UPDATE



FUTURE ROADMAP


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 • 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

i i


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


Feb-2013 Feb-20140

1000

2000

3000

4000

5000

789

4529No of DDOs Covered

Feb-2013 Feb-20140

50000

100000

150000

200000

250000

19364

199286

No of Employee Covered

Feb-2013 Feb-20140

5000

10000

15000

20000

25000

3078

19953

No of Paybills Prepared

Feb-2013 Feb-20140

2000400060008000

1000012000140001600018000

308

15864

No of Paybills Submitted Online

HRMS Coverage so far


PROGRESS UPDATE



FUTURE ROADMAP


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


Transformation brought into Legacy System


PROGRESS UPDATE



FUTURE ROADMAP


PRO

CESS

AU

TOM

ATIO

NO

UTP

UTS

Role Based Access Authorization Layer with Multi-Modal Interface

STAK

EHO

LDER

S

Browser E-MailMobile Web Services


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


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


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


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


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


Functionalities for Vigilance

• Searching and Retrieving Service Transactions of Employees• Updating Vigilance proceedings against employees


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


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.


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


Cadre Management Framework

Cadre/ Ex Post TR/ JPRDeputation Reserve

Leave Reserve

All India State District LevelDept LevelSecretarial

Direct

Promotion

Selection

Absorptio

n

RegularizationValid

ation

Rehabilitat

ion

Re-Deployme

nt


Government HR Structure Framework

OFFICE: S & ME DEPARTMENT

OFFICE: DIRECTORATE OF PRIMARY EDUCATION

OFFICE: DISTRICT INSPECTOR OF SCHOOL, KHORDHA

SUB OFFICE: PRIMARY SCHOOL, KHORDHA

Secretary

Special Secretary

EMPLOYEE

CADRE: IAS

GRADE: JAG

GRADE: SR. TIME SCALE

POSTING


Sample Workflow: Managing Leave Account

Employee Calendar

Employee Authority Establishment

Local Calendar

Department Calendar

Leave Account

Leave Rule Engine

State Calendar

Calendars Leave Mgmt.

Apply/ Surrender

LeaveForward

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


HRMS - Treasury Integration

E-Service Book

Time Office

Payroll

Pay Bill Preparation

Chart of Accounts

Treasury Vouchers

Bill Processing

Update eSBAbsentee Statement

Request to Prepare Bill

Bill DetailBy Transfer DetailObject BreakGPF TPF DetailBeneficiary Detail

Retrieving BillPrinting of Bill

XML File

Token NoProcessing Status

Voucher No & Date

DDO

Pay # Posting #

Leave # Loan #

No of days

worked #

Acquitance #

Chart of Accounts on Request #

HRMS-Odisha iOTMS

Chart of Accounts


Department wise Regular Employee Strength

SME

PRD

HOM

HFW

REV

HED

0 10000 20000 30000 40000 50000 60000 70000 80000 90000

79115

75693

58729

31471

18527

15348


AGR

FOR

FAR

WAT

WEL

HUD

WOR

LAW

FIN

RDD

WCD

COP

GAD

COM

EXE

LEM

PCD

SUP

ETE

SMD

0 1000 2000 3000 4000 5000 6000 7000 8000 9000

8561

8025

7456

7432

7013

5978

4924

4802

4498

3376

3280

2184

1816

1446

1439

1405

1260

1089

1041

1011




THL

IPR

TRA

MSM

IND

CUL

OLA

PAD

TOU

ENE

SYS

STD

PGP

PEN

INT

0 100 200 300 400 500 600 700 800 900

801

698

659

621

585

434

301

296

276

237

121

45

43

36

17


Department wise Contractual Employee Strength

WCD PRD SME HOM0

20000

40000

60000

80000

100000

120000

140000

114982

68196

1888713269


WEL HED HUD HFW RDD WAT AGR WOR REV FAR FOR FIN SUP PCD LAW0

1000

2000

3000

4000

5000

6000

7000

5946 5888

4032 3894

25392259

19681553

1123

409 372 346 169 117 106



TRACOP

ETELE

M IND

GADCUL

IPREXE

THLM

SM ENESY

SSM

DPAD

PGPCOM

TOU0

10

20

30

40

50

60

70

59 5953

50 4943

30 2823 22 22 20

17

9 7 5 41



Department wise Vacancy Analysis

AGRCOM TRA

COPENE

EXE FIN FAR

SUP

FOR

GADHFW DHE

HOMHUD IPR IN

TLE

MLA

W OLA PRD0

200400600800

10001200

715

70 103277

82 82

686

308197

382495

871

529

1008

252143

10113

306165

877

PADPCD

PENPGP

REVRDD

WEL

SME

STD SY

SSM

DTHL

CULTOU

WAT

WCD

WOR

IND

MSM ETE

0

200

400

600

800

1000

212379

21 17

940

226

467544

22 31 81 54 67 34

611

29524221040

173


Salary Projection for Next 5 Years

2013-2014 2014-2015 2015-2016 2016-2017 2017-20181000.00

1050.00

1100.00

1150.00

1200.00

1250.00

1300.00

1109.131136.52

1164.62

1193.63

1223.51

58.39

58.39

58.39

58.39

58.39

NON-REGULARREGULAR

Figures In Rs. Crores


PROGRESS UPDATE



FUTURE ROADMAP


Process Automation

Order Issued By Establishment Recording of Order

HRMS-Odisha

Service Book

Request from Employee/

Proposal from Establishment Generating Order

Pay Bill

Existing Version

Upcoming Version


• 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

Future Roadmap


Thank You

Government & Nonprofit

HRMS ODISHA