HRMS ODISHA

Human Resources Management System

1. 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 Feedback & Adaptation

2. 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

3. HRMS: MASTER PLAN

4. 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

5. DATA MODEL AND LEGACY SYSTEM TOTAL 78 HR FUNCTIONAL MODULES IDENTIFIED HRMS FOLLOWS EMPLOYEE-LIFE-CYCLE APPROACH

6. HRMS: CAPTURING LEGACY DATA

7. PROGRESS UPDATE METHODOLOGY OF IMPLEMENTATION HRMS FUNCTIONALITIES FUTURE ROADMAP

8. PROGRESS UPDATE METHODOLOGY OF IMPLEMENTATION HRMS FUNCTIONALITIES FUTURE ROADMAP

9. Where HRMS Stands Today Service Book of 3.47 l akh 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

10. 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

11. HRMS Coverage so far

12. PROGRESS UPDATE METHODOLOGY OF IMPLEMENTATION HRMS FUNCTIONALITIES FUTURE ROADMAP

13. Service Book Digitization Method Service Book Captured by Data Entry Vendor 50% Payment to Data Entry Vendor Payment to Validators Print out of e-SB by Data Entry Vendor Certificate of Correctness by Validators 30 % Payment to Data Entry Vendor Verification and Feedback by Employee Correction by Data Entry Vendor Authentication Certificate by Establishment 20 % Payment to Data Entry Vendor

14. 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

15. Transformation brought into Legacy System

16. PROGRESS UPDATE METHODOLOGY OF IMPLEMENTATION HRMS FUNCTIONALITIES FUTURE ROADMAP

17. PROCESS AUTOMATION OUTPUTS Role Based Access Authorization Layer with Multi-Modal Interface STAKEHOLDERS Browser E-Mail Mobile Web Services

18. 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

19. 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

20. 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

21. 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

22. 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

23. Functionalities for Vigilance Searching and Retrieving Service Transactions of Employees Updating Vigilance proceedings against employees

24. 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

25. 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.

26. 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

27. Cadre Management Framework Cadre/ Ex Post TR/ JPR Deputation Reserve Leave Reserve All India State District Level Dept Level Secretarial Absorption Regularization Validation Rehabilitation Re-Deployment

28. 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

29. 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 Leave Forward 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

30. HRMS - Treasury Integration E-Service Book Time Office Payroll Pay Bill Preparation Chart of Accounts Treasury Vouchers Bill Processing Update eSB Absentee Statement Request to Prepare Bill Bill Detail By Transfer Detail Object Break GPF TPF Detail Beneficiary Detail Retrieving Bill Printing of Bill XML File Token No Processing 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

31. Department wise Regular Employee Strength

32. Department wise Regular Employee Strength

33. Department wise Regular Employee Strength

34. Department wise Contractual Employee Strength

35. Department wise Contractual Employee Strength

36. Department wise Contractual Employee Strength

37. Department wise Vacancy Analysis

38. Salary Projection for Next 5 Years Figures In Rs . Crores

39. PROGRESS UPDATE METHODOLOGY OF IMPLEMENTATION HRMS FUNCTIONALITIES FUTURE ROADMAP

40. 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

41. 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