Human Resource Management System Project

1. Human Resource Management System Project CASE STUDY Centre for e-Governance, Govt. of Karnataka

2. Agenda • Introduction • Objectives • Achievements • Technical Details • Salient Features • Challenges • Benefits and Beneficiaries • Future Plans Centre for e-Governance, Govt. of Karnataka

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 Centre for e-Governance, Govt. of Karnataka

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 Centre for e-Governance, Govt. of Karnataka

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. Centre for e-Governance, Govt. of Karnataka

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 Centre for e-Governance, Govt. of Karnataka

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 Centre for e-Governance, Govt. of Karnataka

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. Centre for e-Governance, Govt. of Karnataka

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). Centre for e-Governance, Govt. of Karnataka

10. Major Modules • SERVICE REGISTER • PAYROLL • TRANSFER • PROMOTION • DESCIPLINARY ACTIONS • MIS REPORTS • COMPLAINT MONITORING SYSTEM • ONLINE HELP Centre for e-Governance, Govt. of Karnataka

11. Achievements of Project • 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. Centre for e-Governance, Govt. of Karnataka

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 Centre for e-Governance, Govt. of Karnataka

13. SYSTEMARCHITECTURE 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 Centre for e-Governance, Govt. of Karnataka

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

15. Khajane Interface Sent to treasury Generate Pay bill in HRMS application Converted to XML Treasury verifies the received Pay bill data If found wrong send the Message back to HRMS Using windows services If approved Make the payment for employees Centre for e-Governance, Govt. of Karnataka

16. SALIENTFEATURES • 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 Centre for e-Governance, Govt. of Karnataka

17. SALIENT FEATURES • 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 Centre for e-Governance, Govt. of Karnataka

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 Centre for e-Governance, Govt. of Karnataka

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. Centre for e-Governance, Govt. of Karnataka

20. Implementation Approach • Trainers Training • Users Training • Data Migration • Pilot Run • User Feedback • Incorporation of Feedback • Release of Next Version • Final Rollout Centre for e-Governance, Govt. of Karnataka

21. Benefits and Beneficiaries of the Project Centre for e-Governance, Govt. of Karnataka

22. Benefits and Beneficiaries of the Project Centre for e-Governance, Govt. of Karnataka

23. Benefits and Beneficiaries of the Project Centre for e-Governance, Govt. of Karnataka

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 Centre for e-Governance, Govt. of Karnataka

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 Centre for e-Governance, Govt. of Karnataka

26. FUTURE PLANS • 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 Centre for e-Governance, Govt. of Karnataka

27. Thank You Centre for e-Governance, Govt. of Karnataka