Presentation by: Shankar.H.S Project Officer, HRMS Centre for e-governance Phone: Mobile:

Transcription

1 Presentation by: Shankar.H.S Project Officer, HRMS Centre for e-governance Phone: Mobile: Karnataka 1

2 Introduction Objectives Achievements Technical Details Salient Features Challenges Benefits and Beneficiaries Future Plans Karnataka 2

3 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 Karnataka 3

4 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 Karnataka 4

5 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. Karnataka 5

6 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 Karnataka 6

7 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 Karnataka 7

8 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. Karnataka 8

9 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). Karnataka 9

10 Major Modules SERVICE REGISTER PAYROLL TRANSFER PROMOTION DESCIPLINARY ACTIONS MIS REPORTS COMPLAINT MONITORING SYSTEM ONLINE HELP Karnataka 10

11 Achievements of Project Application is rolled out to the entire State during February 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. Karnataka 11

12 Application Technical Details Dot Net 2.0 (C#) AJAX (Anthem 2.0) Database Oracle 10g Crystal reports HTML reports Reports available in Excel formats Karnataka 12

13 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 Karnataka 13

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

15 Khajane Interface Generate Pay bill in HRMS application Converted to XML Sent to treasury 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 Karnataka 15

16 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 Karnataka 16

17 SALIENT FEATURES Access to the system given to specific Roles like Drawing and Disbursement Officers (DDO) and their assistants Total No. of users 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 Karnataka 17

18 Security Features in HRMS User name and encrypted password Biometrics Finger print authentication* Smartcard (Digital Signature Certificate) * Mac id Comparison * Will be introduced Shortly Karnataka 18

19 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. Karnataka 19

20 Implementation Approach Trainers Training Users Training Data Migration Pilot Run User Feedback Incorporation of Feedback Release of Next Version Final Rollout Karnataka 20

21 Benefits and Beneficiaries of the Project SNO Beneficiaries Benefits 1 Drawing and Disbursing Officers Error free generation of pay bill for all employees Getting 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 Karnataka 21

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

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

24 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 Karnataka 24

25 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 Karnataka 25

26 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 Karnataka 26

27 Thank You Karnataka 27