Technical Director, NIC HRMS@NIC Welcome to HRMS@NIC By R Venkatesh Technical Director, NIC r.venkatesh@nic.in 9449815148

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department Situation Before All details of employees and Institutions were in physical files Types of Institutions were not readily available Number of Institutions in each type of Institution we not clear / readily available Number of Cadre, Sanctioned strength, present working, vacancies, hired health officials was difficult Timely decision support system with the existing information was very difficult Managing Health Officials

HRMS@NIC HRMS@NIC There was no well defined transfer policy Human Resource Management System for Health Department Human Resource Management System for Health Department Situation Before There was no well defined transfer policy Any posting of Health Official either by Promotion, Transfer, New Recruitment, Deputation to other institutions – most of the time the vacancy list has to be obtained from the field offices Specialist working under non specialist posts Specialist working in a different specialization in an Institution Some doctors did not work / worked for limited period in the Rural areas Managing Health Officials

HRMS@NIC HRMS@NIC To bring Transparency in Human Resource Management System for Health Department Human Resource Management System for Health Department Why To bring Transparency in - Posting of Health Officials - Transfer Policy - Ensure that Minimum number of Health Officials are posted in the institutions - Rectification of working of Specialist in appropriate specialty - Posting are through computerized counseling only Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department Why Act and Rule Karnataka State Civil Services (Regulation of Transfer of Medical Officers and Other Staff) Act 2011 Karnataka State Civil Services (Regulation of Transfer of Medical Officers and Other Staff) Rule 2011 Karnataka State Civil Services (Regulation of Transfer of Medical Officers and Other Staff) Amendment Rule 2012 Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department What Act and Rule Says Regulation of transfer of Medical Officers and other staff to ensure the availability of Medical Officers and other staff in Govt. Hospitals in Rural Areas How Rural and Urban Areas are defined - Zone A  City Corporation, City Municipal Council at District HQ. - Zone B  CMC, TMC, Town Panchayat - Rural  other than above Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department What Act and Rule Says Initial Appointment, Transfer or Promotion through Counseling other than posts identified which do not come under Counseling (Computerized counseling only) Compulsory Appointment of a Medical Officer or other staff in Rural Area Compulsory Appointment or Transfer or Promotion of a Specialist or Senior Specialist to appropriate post Transfers on Public Interest Request Transfers Mutual Transfers Managing Health Officials

HRMS@NIC HRMS@NIC Minimum Service in Institution - Group A -- 3 Years Human Resource Management System for Health Department Human Resource Management System for Health Department What Act and Rule Says Minimum Service in Institution - Group A -- 3 Years - Group B -- 4 Years - Group C -- 5 Years - Group D -- 7 Years Public Interest Transfer - Publish list of Employees and length of service - Notification of vacancies - Counseling of Employees - Issue of posting orders Managing Health Officials

HRMS@NIC HRMS@NIC Request Transfer - Notification of vacancies Human Resource Management System for Health Department Human Resource Management System for Health Department What Act and Rule Says Request Transfer - Notification of vacancies - Last date of submission of application - Scrutiny of applications - Publish Provisional priority list - Submission of Objection - Publish final list - Counseling of Employees - Issue of posting orders Managing Health Officials

HRMS@NIC HRMS@NIC Priority List - Terminally ill Human Resource Management System for Health Department Human Resource Management System for Health Department What Act and Rule Says Priority List - Terminally ill - Due to retire in 2 years - 40 % of Physically disabled - Widow - Spouse working in State Government - Other Staff How Weightage is give while preparing priority list - Number of years completed in Zone A * 1.00 - Number of years completed in Zone B * 1.50 - Number of years completed in Rural area * 2.0 Managing Health Officials

HRMS@NIC HRMS@NIC The department has entrusted the activity to NIC Human Resource Management System for Health Department Human Resource Management System for Health Department Process of Design & Development The department has entrusted the activity to NIC Existing HRMS which is implemented in the state was reviewed and some of the elements were considered AG office maintains Group A officers data were analyzed HRMS which are operation in other departments, States were considered PACE developed by NIC Kerala was considered for customization Managing Health Officials

HRMS@NIC HRMS@NIC Committee was formed to identify the data elements Human Resource Management System for Health Department Human Resource Management System for Health Department Process of Design & Development Committee was formed to identify the data elements Form A – Institution details Form B – Employee details The requirements of the above two forms were discussed at every level – Committee, Director HFW, MD NRHM, Commissioner HFW, Secretary HFW and other stake holders Formats were circulated to few selected institutions and employees Prototype was developed and tested with the sample data collected from the field offices The application was refined for field implementation User Manual was prepared both in English and Kannada Master data was prepared by a team of officials by verifying the relevant GOs and circulars issued by Government and department Managing Health Officials

HRMS@NIC HRMS@NIC Form A – Institutional Details Human Resource Management System for Health Department Human Resource Management System for Health Department Functionalities Available Form A – Institutional Details Basic details of the Institution Bed details in the Institution Working Strength in the Institution – Designation Wise Temporary Vacancy Details Staff on Deputation from other departments to HFW department Contract Employee Details Head of the Institution Details and Declaration Managing Health Officials

HRMS@NIC HRMS@NIC Form B – Employee Details Human Resource Management System for Health Department Human Resource Management System for Health Department Functionalities Available Form B – Employee Details General Information about Employee Contact Details Employment / Service Joining Details Present Service Details Past Service Details Education Details Training Details Family Details Pending Enquiry Details Association Details simplifying Managing Health Officials

HRMS@NIC HRMS@NIC Reports General Reports Admin Reports Human Resource Management System for Health Department Human Resource Management System for Health Department Functionalities Available Reports General Reports Admin Reports Pre-Counseling Reports simplifying Managing Health Officials

HRMS@NIC HRMS@NIC General Reports Detail Checklist – Form A Human Resource Management System for Health Department Human Resource Management System for Health Department Functionalities Available General Reports Detail Checklist – Form A Category wise Checklist – Form A Institution Wise Checklist – Form A Designation Wise Checklist – Form A Employee Checklist – Form B Deputation Employee Checklist – Form B Designation wise employees checklist not matching with Institution details – Form A Comparing Form B with Form A – Designation wise and Institution Wise simplifying Managing Health Officials

HRMS@NIC HRMS@NIC Admin Reports Employee Master Checklist – Form B Human Resource Management System for Health Department Human Resource Management System for Health Department Functionalities Available Admin Reports Employee Master Checklist – Form B Employee Master Checklist on Deputation – Form B Employee with Education Specialization – Form B Designation Wise Posts Summary – Form A Details of Transfer Request Transfer Request Weightage simplifying Managing Health Officials

HRMS@NIC HRMS@NIC Pre-Counseling Reports Human Resource Management System for Health Department Human Resource Management System for Health Department Functionalities Available Pre-Counseling Reports List of All Senior Specialist / Specialist Mismatch Detail Report of Specialist Detail report of EMOC / LSAS List of employees completed Min. Years of Service GDMO list without considering Rural Service List of all GDMOs & Equivalent designation with number of years in Zone A / Zone B / Rural Designation wise Form A & Form B Count List of Vacancies Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department Process of Implementation The application was tested by a team of department officials Circulars were issued to collect the data in Form A by institutions and Form B from individual employee First Form A was enabled for data entry Secondly Form B was enabled for data entry which refers form A Data entry was done at Taluka Health Office and District Health Office Help Desk was provided to clarify the doubts and also any field level issues Managing Health Officials

HRMS@NIC HRMS@NIC Existing data entry operators were utilized Human Resource Management System for Health Department Human Resource Management System for Health Department Process of Implementation Existing data entry operators were utilized DMPO were made responsible to coordinated with field officials in respective districts District Nodal Officers were deputed to respective districts exclusively to review as it was a time bound project Progress was monitored regularly by the committee Periodically Secretary reviewed the progress of data collection and its entry into the application Secretary and other officials of HFW regularly interacted with DHOs and THOs through VC Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department Process of Implementation The committee has analyzed the employees data with the pay bill data available with treasury HRMS Institution data was verified with DDO data available with treasury HRMS Group A officers data was validated with AG Office data Rectification in data was carried out w.r.t. GOs and Circulars Periodically the data is updated – on promotion, transfers, returning back to the parent department from deputation, returning back after completion of in- service PG etc. Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department Current Status The Institution and Employee database if fairly accurate Provision is given to view the Form B of respective employee and inform to reporting officer for any updation and corrections The data is used for further postings / promotions etc Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department System Utilization and Contribution As per the act all posting as notified in the act and rule is through computerized counseling only NIC has developed counseling software When Act came into effect - Mis-match of specialization rectified - GDMOs who have not completed 6 years of rural service were transferred to institutions located in rural area - Request Transfer - Posting of promoted officials - Posting of officials returned from deputation - Posting of officials returned after completion of higher studies Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department System Utilization and Contribution Updation facility was enabled for few days to only those employees who were transferred or obtained higher qualification Form B print out generated from the system were verified by the concerned employee and any discrepancy same was rectified Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department Pre-counseling The list of vacancies were generated using the application for the posts where all types of transfers are likely to be done Designation wise – institution wise vacancy list were published in the web site Written requests were called in the prescribed format to be verified and forwarded by the reporting officer to HO. Application details were entered using the software Priority list is prepared for each cadre and the same is published Objections were called for the employees (if any) and the same is entered using the application Final priority list is published Through computerized counseling transfers were implemented Managing Health Officials

HRMS@NIC HRMS@NIC Human Resource Management System for Health Department Human Resource Management System for Health Department Challenges and Way Forward System was designed as per guidelines issued -- Form A and Form B formats Field level issues while feeding the data were addressed by modifying the software Masters trainers - training to each district level officer. In turn they have trained taluk level officers and down the line Clarification of doubts. In some cases it was discussed at Secretary level and issues were addressed Data verification has to be taken up Apart from Transfers – package can be made use for deputing officials for training, higher education etc. Counseling software and HRMS software should be integrated Managing Health Officials

Thank you HRMS@NIC HRMS@NIC Managing Health Officials Human Resource Management System for Health Department Human Resource Management System for Health Department Thank you Managing Health Officials