Human Resource Management Information System (16th March 2013) National Rural Health Mission, Assam Department of Health & Family Welfare Govt. of Assam

Situation before HRMIS Data collected Manually, in excel format, etc. There was no concrete database to support HR system Difficult to trace vacancies Problem in rationalization of manpower. Duplicity of work for collection of manpower database There was no linkage between service delivery data and manpower in position

The need felt for HR-MIS development To locate the vacant position to ensure uninterrupted services . For efficient utilization of manpower resources under Department of Health & Family Welfare , Govt. of Assam. To ensure availability of Doctors, Nurses and Paramedical staff along with other health department employees in different Health institutions. Various types of reports required to submit to different departments, Parliament question, Assembly question, RTI question, To Different advisory committees etc.

1st Version e-HRMIS

Process of implementation of e-HRMIS (1st Version) The first version of e-HRMIS was developed in the year 2011 with a objective to Maintenance of HR Database of H&FW Department Utilization of Manpower Database for Planning Publication of availability of Doctors, Nurses and paramedical staffs along with other health department employees in different health institutions. First version of e-HRMIS was inaugurated on 17th August, 2011 by Hon’ble Chief Minister of Assam in a public meeting in the presence of Hon’ble Minister of Health & Family Welfare, Assam. In the meeting, it was published in the Public Domain of NRHM, Assam Website (www.nrhmassam.in) with an objective to disseminate the information of availability of Doctor, Nurse, Paramedics in different Health Institutions in the State In the same meeting, 104 Complaint Redressal System was inaugurated and dedicated to the public in order to ensure services and to ensure attendance of the health personnel in the duty.

Process of implementation of e-HRMIS (1st Version) All manpower under Department of Health & Family Welfare, both contractual engagement under NRHM as well as regular appointments under Department of Health & Family Welfare have been captured under the system. Database is updated in the online portal every month relating to Transfer, posting, etc (if any). Updation is completed within 27th of every month. On 29th day of every month, updated database is published in the public domain of NRHM, Assam website (http://nrhmassam.in). Various reports like availability of specialists, doctors, staff nurses etc can be generated from the portal. In the 1st phase basic information of all manpower under H&FW Deptt. Assam (both regular and contractual engagement under NRHM were collected). It was developed as a part of the NRHM, Assam website. The work was outsourced to M/s Web.com (India) Pvt. Ltd., the party who maintaining the NRHM, Assam website since 2007.

E-HRMIS (www.nrhmassam.in)

E-HRMIS (www.nrhmassam.in) – in Public Domain Date of Updating. Updated on 27th of every month

E-HRMIS (www.nrhmassam.in) – in Public Domain

E-HRMIS – Employee Master Creation

E-HRMIS – Manpower View Position

E-HRMIS – Health Institution wise availability of Doctors

E-HRMIS – List of Specialist Doctors

E-HRMIS – Report on Health Institution wise and Category wise Staff Position

E-HRMIS – List of available employees for a particular post

E-HRMIS – Transfer of Employee

2nd Version Comprehensive HR-MIS Module under Integrated MIS-GIS System developed by NRHM, Assam

Process of Design & Development of HR-MIS In the year 2012-13 new version of HRMIS module has been developed under “Integrated MIS-GIS System” developed by NRHM, Assam. The idea is to integrate the manpower database with HMIS data of service delivery (OPD , IPD , Normal Delivery, C-Section delivery, Laboratory Test, ANC, Immunization, maternal and Infant Death, etc.) , Equipment, Drugs, Infrastructure Development, GIS system etc. The system has been developing in house at the MIS Cell of State Head Quarter. In the 1st version, only basic information of employees were collected which was not sufficient to generate different types of analysis reports and those were not adequate for planning purpose.

Process of Design & Development of HR-MIS In the 1st Version, basic information of employees were extracted from the existing database in Excel format. But there was data quality issues. To avoid the same issue, it was decided to develop one data collection format and it will be authenticated at various level. A comprehensive format of data collection for each and every employee of Health & Family Welfare Department has been developed and circulated for data collection and is being updated in the new system in phase manner.

Format of Data Collection Form

HR-MIS Module Master Designation Master Educational Qualification Master Training Master Other Masters like Health Institution Master, BPHC Master, District Master, etc are shared with the Integrated MIS GIS System Employee Details Entry Module Employee Official Information Details entry Employee Personal Information Details entry Employee Training Information Details entry Employee Qualification Details entry Transfer Module Transfer Release Posting

HR-MIS Module Online Generation Transfer Order Release Order Joining Order Reports Management Report (Overall) District Wise Manpower details Report Health Block Wise details Report Designation Wise Report

Integrated MIS GIS System (nrhmassam.info)

Integrated MIS GIS System (nrhmassam.info)

Employee Official Details Entry Form

Screenshot of Employee Personal details Entry Form

Screenshot of Training Details Entry form of Employee

Screenshot of Employee Qualification Details Entry Form

Entry Form for Retired Employee engaged under NRHM

Reports

Summary Report

District wise Total Manpower Details of Specific Designation

Designation wise Manpower Details Report of District

Health Block wise Report

Health Institution Wise - Manpower Designation Report

Screenshot of Transfer

Screenshot of Transfer

Screenshot of Online Transfer Order Generation

Screenshot of online Release Order Generation

Screen shot of online Joining Letter Generation

Future Plan Dashboard Option – To generate alert message if any critical post is vacant. Performance data of Individual employees is proposed to be captured in the online e-HRMIS portal. It will help in the process of yearly performance appraisal system Auto generation of Pay-Slip of the employees and transfer of salary to individual Bank Account Integration with incentive

Challenges Integration of training of employees with the HR-MIS database. Updating of transfer information on regular basis

Implementation of Transparent Recruitment Process

Implementation of Transparent Recruitment Process National Rural Health Mission, Assam has developed a software for engagement of Doctors, Rural Health Practitioners, etc. The objective of the system is to ensure transparency in the recruitment process. As a first step, list of vacancies along with merit list of candidates is published on the website. On the day of counseling, candidates are called, based on merit list. During the counseling session, candidates can select their place of posting from the available list. The place of posting is displayed on a screen in the waiting hall so that waiting candidates can see the place of posting already allotted and those available for selection. As soon as the candidate selects the place of posting the same is entered in the system. The system automatically generates the appointment letter and the letter of acceptance. Appointment letter is distributed on the spot. The system has generated confidence among candidates regarding transparency in the recruitment and posting process.

View Result Before Selection – Rural Posting

Allotment Entry (Selection) – Rural Posting

Acceptance Letter – Rural Posting

Appointment Letter – Rural Posting

View Result After Selection – Rural Posting

Merit List wise Allocation – Rural Posting

Photographs – Rural Posting

Thank You