User Manual for Employee Management System (EMS)

User Manual for Employee Management System (EMS)

Roles and Responsibility Sr. # User Description Use 1 Administrator Department Employee at HO office. Manages Qualification Manages Pay Scale Manages Designation Manages Employee Personal Information (includes all departmental employee) Manages Employee Service Record Manages Employee Qualification Manages Employee Family Record Manages Employee s Fund Nominee Manages Employee Training Record Allocates Gradation Number to HO Employee (class I, ClassII, III, IV of HO) & class I& II of state 2 Zone Admin User 3 District Admin User Department Employee at Zonal Level Department Employee at District office Perform below activities in the records of all employee under particular Division or Zone office Manage Employee Personal Information Manage Employee Service Record Manage Employee Qualification Manage Employee Family Record Manage Employee s Fund Nominee Manage Employee Training Record Allocates Gradation Number to Class III & IV Employee of zone Perform below activities in the records of all employee under particular District Manage Employee Personal Information Manage Employee Service Record Manage Employee Qualification Manage Employee Family Record Manage Employee s Fund Nominee Manage Employee Training Record 4 Any User A user (may be of any Role) A user who can view all Establishment Reports.

Process Flow of PMIS Module Start User Login Process If login Success Login Failed Successfully login Admin User Zone Admin User District Admin User

Process Flow of PMIS Module (Admin User) PMIS Master Agri Office Section Designation Pay scale Qualification A B C D E User can Add, Modify Agri Office of Specific Office type User can Add,Modify Section of Specific Office Type User can Add/ Modify Designation User can Add, Modify Pay - scale User can Add, Modify Qualification Return Main Menu

Process Flow of PMIS Module (Admin User) PMIS Transaction Employee Gradation Employee Entry Employee Service Record A B C Admin User can allot Gradation Number to all Employee of 1) all Class (i.e I,II, III & VI) of HO Office 2) Class I & Class II of overall state Admin User can enter New employee with 1) Personal data 2) Service Record (appoint ment time) 2.1 Order Related Information 2.2 Place Related Information 2.3 Post Related Information 2.4 Other information Admin User can Add, Modify Service Record of any Employee By Entering Employee ID Number Here User can enter below Order Type a) Transter b) Promotion c) Transfer/Promotin d) Other e) TimeBar f) Suspended g) LWP Return Main Menu

Process Flow of PMIS Module (HO Admin User) PMIS Transaction Employee Family Detail Employee Training Detail Employee Qualification Detail Employee Search D E F G Admin User can Add, Modify Family Detail of any Employee Admin User can Add, Modify Training Detail of any Employee Admin User can Add, Modify Qualification Detail of any Employee Admin User can Add, Modify Service Record of any Employee By Entering the Employee ID Number By Entering the Employee ID Number By Entering the Employee ID Number Here User can select employee by its District and Office After searching employee User can work on Employees A) Personal Detail B) service Record C) Family Detail D) Training Detail E) Qualification Detail Return Main Menu

Process Flow of PMIS Module (Zone Admin Users) Zone Admin User Select Data entry Screen for various tasks (only for the Employees comes under Particular Zonal Office of Zone) PMIS Transaction A B C D E F G Employee Gradation Employee Entry Employee Service Record Employee Family Detail Employee Training Detail Employee Qualification Detail Search Employee

Process Flow of PMIS Module (District Admin Users) District Admin User Select Data entry Screen for various tasks (only for the Employees comes under particular District) PMIS Transaction B C D E F G Employee Entry Employee Service Record Employee Family Detail Employee Training Detail Employee Qualification Detail Search Employee

Process Flow of PMIS Module for Reports (Admin/Zone Admin/District Admin Users) Admin User Zone Admin User District Admin User Select PMIS Report Menu Zone User & District user can view and take printout of various reports based on parameters. Admin user can view and take printout of various reports based on parameters. Return Main Menu

List Question 1 What is the Purpose of this module? Question 2 How to open the application? Question 3 How to add Agriculture Office? Question 4 How to add Sections in the Office? Question 5 How to add Designation in the Office? Question 6 How to add Pay scale in the Office Question 7 How to add Qualification in the Office? Question 8 How to Create New User? Question 9 How to Add New Employee? Question 10 How to Add/Modify Service Record of Employee? Question 11 How to Add/Modify Employee s Family Member Detail? Question 12 How to Add/Modify Employee s Training Detail? Question 13 How to Add/Modify Employee s Qualification Detail? Question 14 How to Modify Employee s Detail? Question 15 How to allot Gradation number to Employee?

Question 1 What is the Purpose of this module? Main goal of this module is to Develop Employee database with necessary information. The main activities of these modules are - Manages Unique Employee ID, which is automatically generated by computer. Manages Employees Personal Details (one time Information i.e. static information- Name, Family detail, Fund Nominee, Qualification, Training etc). Manages Employees Service Record (Starting from his/her appointment time till existence in the department). In Service record various type of order details are maintained (Like Transfer, Promotion, Transfer/Promotion, and Suspension & LWP). Manages Employee working status (i.e Expired, Retired, and VRS & Working). Manages Employee Post Natures (i.e. Anukampa, Probation, Deputation, and Permanent & Temporary). Manages Employees Fund Category (like GPF, Pension, FBF, Other, Full Payment, Not Applicable) with particular category nominee (i.e. only family member) and preference (i.e. First, Second etc). Manages Employee Qualification record. Manages Employee Training record (which s/he attended officially). Manages Employee Family record. Manages Office under particular District. Manages Sections under particular Office. Manages Pay Scales & its affective date. Manages Designations and sanctioned number of post. Manages Qualifications detail category wise. Manages Gradation number and Year (of gradation) of employee. Allotment can be done from Zone (Division) & HO Level. From Zone Level - Gradation Number allotted to the Employees of entire District comes under particular zone (only Class III & Class IV). From HO Level Gradation Number allotted to Employees of HO Level (all Class of HO and Class I & Class II of state). Manages Increment date of employee. Manages Overall Official Posting detail of employee (from Joining Posting to Current Posting). Manages Pay scale, Post and Cadre detail of employee. Manages Employee Qualifying Qualification. Generates various Decision making Reports

Question 2 How to open the application? Step 1: #: When the user open the website (www.mpkrishi.org), the home page appears as shown is figure-1. To Enter in the dynamic portion of the website the user can click on the logo which is shown in upper right corner. Click Here for Login Page Figure 1

Step 2 After clicking on the logo (as instructed in step 1), the user get the login screen as shown below. In the login screen, the user can type Userid and Password allotted to him/her by the department and click on login button for entering into the application. For example: The userid and password adminagrisnet is allotted for administrator user as shown in figure 2. If the user enter wrong username and password then user get message Invalid Login name as shown in figure 3 User Name Password Figure 2 Click Here For Login Figure 3

Step 3 After clicking on the login button user get the menu according to the his/her rights, as shown in figure 4 Figure 4 Question 3 How to add Agriculture Office? Step 1 Click on the Master Data Entry then click on Office Master from its EMS option as shown in figure 5 Click Here Figure 5

Step 2 After clicking on the Office Master as shown in figure 5, the user get the office master screen as shown in figure 6 below. The office names are displayed on the left side and the detail of selected office on the right side. Figure 6 Step 3 (a) For Modification:

User can also modify the office detail, for this user has to first select the office name from the list shown in the left side and hence the detail of the office will appears on the right side. Now click on the Modify button as shown in figure 7 below. Figure 7 Step 3 (b) After clicking on the modify button (as in figure 7), the user get the screen shown in figure 8, here the user can perform modifications on the office detail and for saving the detail may click on save button

Figure 8 Step 4 To add new office, user can click on the Add New Office (displayed on top left side of figure 9), the user will get enabled boxes for entering the office detail. After entering the office detail the user can save the detail by clicking on the save button, if user want to cancel the work then click on cancel button

Figure 9

Question 4 How to add Sections in the Office? Step 1 Click on the Master Data Entry then click on Section from its EMS option as shown in figure 10 Click Here Figure 10 Step 2 After clicking on the Section Master as shown in figure 10, the user get the Section master screen as shown in figure 11 below. The sections names are displayed on the left side and the detail of selected Section on the right side. Figure 11

Step 3 (a) For Modification: User can also modify the Section detail, for this user has to first select the Section name from the list shown in the left side and hence the detail of the Section will appears on the right side. Now click on the Modify button as shown in figure 12 below. Figure 12 Step 3 (b) After clicking on the modify button (as in figure 12), the user get the screen shown in figure 13, here the user can perform modifications on the Section detail and for saving the detail user may click on save button Figure 13

Step 4 To add new Section, user can click on the Add New Section (displayed on top left side of figure 14), the user will get enabled boxes for entering the Section detail. After entering the Section detail the user can save the detail by clicking on the save button, if user want to cancel the work then click on cancel button Note: there are two section type mentioned Common Office Specific Common for common section type no office level is required Office Specific for office specific the user has to select the office level for the section Figure 14

Question 5 How to add Pay scale in the Office. Step 1 Click on the Master Data Entry then click on Pay scale from its EMS option as shown in figure 15 Click Here Figure 15 Step 2 After clicking on the Payscale Master as shown in figure 15, the user get the Payscale master screen as shown in figure 16 below. The Payscale names are displayed on the left side and the detail of selected Payscale on the right side. Figure 16

Step 3 (a) For Modification: User can also modify the Payscale detail, for this user has to first select the payscale from the list shown in the left side and hence the detail of the payscale will appears on the right side. Now click on the Modify button as shown in figure 17 below. Figure 17 Step 3 (b) After clicking on the modify button (as in figure 17), the user get the screen shown in figure 18, here the user can perform modifications on the Payscale detail and for saving the detail user may click on save button Figure 18

Step 4 To add new Payscale, user can click on the Add New Pay Scale Detail (displayed on top left side of figure 14), the user will get enabled boxes for entering the Section detail. After entering the Payscale detail the user can save the detail by clicking on the save button, if user want to cancel the work then click on cancel button Figure 19

Question 6 How to add Designation in the Office? Step 1 Click on the Master Data Entry then click on Designation from its EMS option as shown in figure 20 Click Here Figure 20

Step 2 After clicking on the Designation Master as shown in figure 20, the user get the Designation master screen as shown in figure 21 below. The Designation names are displayed on the left side and the detail of selected Designation on the right side. Figure 21

Step 3 (a) For Modification: User can also modify the Designation detail, for this user has to first select the Designation from the list shown in the left side and hence the detail of the Designation will appears on the right side. Now click on the Modify button as shown in figure 22 below. Figure 22

Step 3 (b) After clicking on the modify button (as in figure 22), the user get the screen shown in figure 23, here the user can perform modifications on the Designation detail and for saving the detail user may click on save button Figure 23

Step 4 To add new Designation, user can click on the Add New Designation (displayed on top left side of figure 24), the user will get enabled boxes for entering the Designation detail. After entering the Designation detail the user can save the detail by clicking on the save button, if user want to cancel the work then click on cancel button Figure 24

Question 7 How to add Qualification in the Office? Step 1 Click on the Master Data Entry then click on Qualification from its EMS option as shown in figure 25 Click Here Figure 25

Step 2 After clicking on the Qualification Master as shown in figure 25, the user get the Qualification master screen as shown in figure 26 below. The Qualification names are displayed on the left side and the detail of selected Qualification on the right side. Figure 26

Step 3 (a) For Modification: User can also modify the Qualification detail, for this user has to first select the Qualification from the list shown in the left side and hence the detail of the Qualification will appears on the right side. Now click on the Modify button as shown in figure 27 below. Figure 27

Step 3 (b) After clicking on the modify button (as in figure 27), the user get the screen shown in figure 28, here the user can perform modifications on the Qualification detail and for saving the detail user may click on save button Figure 28 Step 4 To add new Qualification, user can click on the Add New Qualification (displayed on top left side of figure 29), the user will get enabled boxes for entering the Qualification detail. After entering the Qualification detail the user can save the detail by clicking on the save button, if user want to cancel the work then click on cancel button Figure 29

Question 8 How to Create New User? Step 1 Click on the Master Data Entry then click on User Creation from its EMS option as shown in figure 30 Click Here Figure 30 Step 2 After clicking on the User Creation as shown in figure 30, the user get the User Creation screen as shown in figure 31 below. For searching the employee the user will have to select District, Agriculture Office, Section. Figure 31

Step 3 If the employee exist according to the selection criteria shown in step 2 (figure 31) than below screen appears as shown in figure 32. If the Login ID, Password & Role is already allotted to employee then it will shown as below in the table and if not allotted then we get -- (dash) in the table Figure 32 Step 4 For performing addition /modification action in LoginID, Password & Role of selected employee s record, user can mark check on the Add/Modify User Login as shown in below figure 33 Figure 33

Step 5 When user check on Add/Modify User Login as shown in figure 33, the user will get below screen shown in figure 34 containing login details of employee like- User login - Refer to the login ID allotted to the employee for entry in the application. Password Refer to the password allotted to the employee for entry in the application. Role Refer to the authority allotted to the employee (i.e. Administrator, District employee, Guest etc) Subject Refer to the Subject related to the employee (if employee is not SMS (Subject Matter Specialist) of any subject then it is not a mandatory to select Subject and employee can be SMS of more than one subject) Group Refer to the group to which employee belongs for group email. Location Refer to the Place of employee. Clicking on the Modify button to get the field enabled Clicking on the Delete button to delete the allotted LoginID, Password & Role Clicking on the Cancel button to cancel the changes Figure 34

Step 6 After clicking on the Modify button as shown in figure 34, all fields appears to be enabled as shown in figure 35 below. For saving the changes click on the Save button other wise click cancel to undo changes. Figure 35 Step 7 After clicking on the Save button as shown in figure 35, the Message User Modified Successfully appears as shown in figure 36, this indicated that LoginID, Password, Role, Subject & Email Group is allotted to the employee successfully. Figure 36

Question 9 How to Add New Employee? Step 1 Click on the Transaction then click on EMS-Index from its EMS option as shown in figure 37 Click Here Figure 37 Step 2 After clicking on the EMS - Index as shown in figure 37, the Index screen appears as shown in figure 38. For Adding record of new employee click on Add New Employee option. Click Here Figure 38

Step 3 After clicking on Add New Employee option as shown in figure 38, then below Employee Details Entry form appears as shown in figure 39 Figure 39

Filling all the entries given in the above format, specially those entries which are marked by Red Star After filling and clicking on Save Button, the message appears as shown in figure 40 Figure 40

Question 10 How to Add/Modify Service Record of Employee? Step 1 After clicking on the EMS - Index as shown in figure 37, the Index screen appears as shown in figure 38. For Addition/Modification of employee service record click on Add/Modify Employee s Service Record option. as shown in figure 41 Click Here Figure 41 Click Here Figure 41(a)

Step 2 After clicking on the Add/Modify Employee s Service Record option. As shown in figure 41, the Employee Search Screen appears as shown in figure 41(a). Now clicking on the Show Details button as shown in figure 41(a),the Service Record screen appears as shown in figure 42. The user always get one Service Record added (which is added automatically when we enter whole detail of employee in Employee Entry form first time) For addition of new Service record click on Add New Service Record The user can choose Type of Order (i.e. Transfer, Promotion, Trasfer/Promotion etc) & fill all other details For modification in Existing Service Record click Modify Button. For saving the changes user can click on Save Button. To undo the changes user can click on Cancel Button. Figure 42

Question 11 How to Add/Modify Employee s Family Member Detail? Step 1 After clicking on the EMS - Index as shown in figure 37, the Index screen appears as shown in figure 38. For Addition/Modification of Employee s Family Member Detail click on Add/Modify Employee s Family Member Detail option. as shown in figure 43 Click Here Figure 43

Step 2 After clicking on the Add/Modify Employee s Family Member Detail option. As shown in figure 43, the Employee Search Screen appears as shown in figure 41(a). Now clicking on the Show Details button as shown in figure 41(a), the Employee s Family Member Screen appears as shown in figure 44. For addition of new family member s detail click on Add New Employee Family Detail The user can choose Nomination (i.e. GPF, Pension etc) for nominating the family member. The user can choose Preference (i.e. First, Second) for setting the preference of nominating the family member. No two member can have same nomination category and same preference. For modification in Existing Service Record click Modify Button. For saving the changes user can click on Save Button. To undo the changes user can click on Cancel Button. Figure 44

Question 12 How to Add/Modify Employee s Training Detail? Step 1 After clicking on the EMS - Index as shown in figure 37, the Index screen appears as shown in figure 38. For Addition/Modification of Employee s Training Detail click on Add/Modify Employee s Training Detail option. as shown in figure 45 Click Here Figure 45

Step 2 After clicking on the Add/Modify Employee s Training Detail option as shown in figure 45, the Employee Search Screen appears as shown in figure 41(a). Now clicking on the Show Details button as shown in figure 41(a), the Employee s Training Screen appears as shown in figure 46. For addition of new training detail click on Add New Training Detail Fill all the details like Training Detail, Place, From Date & To Date For modification in Existing Service Record click Modify Button. For saving the changes user can click on Save Button. To undo the changes user can click on Cancel Button. Figure 46

Question 13 How to Add/Modify Employee s Qualification Detail? Step 1 After clicking on the EMS - Index as shown in figure 37, the Index screen appears as shown in figure 38. For Addition/Modification of Employee s Training Detail click on Add/Modify Employee s Qualification option. As shown in figure 47 Click Here Figure 47

Step 2 After clicking on the Add/Modify Employee s Qualification option. As shown in figure 47, the Employee Search Screen appears as shown in figure 41(a). Now clicking on the Show Details button as shown in figure 41(a),the Employee s Qualification Entry screen appears as shown in figure 48. For addition of new training detail click on Add New Employee Qualification Fill all the details like Qualification Category, Examination, Pass Year & Qualifying Exam For modification in Existing Service Record click Modify Button. For saving the changes user can click on Save Button. To undo the changes user can click on Cancel Button. Figure 48

Question 14 How to Modify Employee s various Details (like Personal Information, Service Record, Training, Qualification, Family Member etc information)? Step 1 After clicking on the EMS - Index as shown in figure 37, the Index screen appears as shown in figure 38. For Modification in Employee s various details click on View/Modify selected Employee Record option. As shown in figure 49. Click Here Figure 49

Step 2 After clicking on the View/Modify selected Employee Record option as shown in figure 49 we get below Employee Overall Management screen as shown in figure 50. By Selecting proper District and Office Name the employee list is displayed. Click Here Figure 50

Step 3 By Selecting Edit option as shown in figure 50, the below screen appears as shown in figure 51. To view/edit employee s Qualification related information then click on Add Qualification Record as shown in figure 52 To view/edit employee s Service Record related information then click on Add Service Record in figure 53 To view/edit employee s Training related information then click on Add Training Record in figure 54 To view/edit employee s Family member related information then click on Add Family Record in figure 55 Click Here to return Employee Figure 51

Figure 52 Figure 53

Figure 54 Figure 55

Question 15 How to Allot Gradation Number to the employee? Step 1 Click on the Transaction then click on Employee Gradation from its EMS option as shown in figure 56 Figure 56

Step 2 After clicking on Employee Gradation as shown in figure 56, we get the Employee Gradation screen as shown in figure 57 Select Year Select Designation You will get Office level = Directorate when login through Administrator as shown in figure 57 You will get office level = Divisional When login through Zone Admin as shown in figure 58 Click on Search Button After clicking on search button user get the employee list with Gradation Number option enabled where proper gradation number can be allotted to employee. Figure 57 Figure 58