MIS/FMS Implementation in ICAR Implementation of Management Information System (MIS) & Financial Management System (FMS) in ICAR (NAIP Funded Project) User Acceptance Testing Human Resource Management System & Self Service 20 May 2013

MIS/FMS Implementation in ICAR 2 2 Agenda for Day 1  Introduction  Employee Core Forms for HR Personnel  Capturing Employee Basic Details.  Capturing Employee Service Details.  Employee Self Service Transactions  Update Marital Status.  Update Last Name.  Add / Update Address.  View Service Details.  MIS Reports

MIS/FMS Implementation in ICAR 3 3 Agenda for Day 2  Employee Self Service Transactions  Apply for Leaves.  Submit Joining Report.  Add / Update Address.  Submit Home Town Change Request.  Add / Update Education Qualification Details.  Add / Update Training, Deputation, and other Details.  APAR Submission and End to End Transaction.  NOCs – Passport, Foreign Travel, Higher Studies etc.  Property Declaration, Government Quarters and Nominee Details

MIS/FMS Implementation in ICAR 4 4 Agenda for Day 3  Office Transactions for HR Personnel  Probation.  Promotion.  Transfer, Deputation, Lien.  Suspension, Dies Non.  Superannuation, Voluntary Retirement etc.  Vacancy Creation and Applicant Creation.  Payroll related entries in to the system.  Reports

MIS/FMS Implementation in ICAR 1. Logging into Oracle Application Enter the user name and password provided to you

MIS/FMS Implementation in ICAR Core HR Forms  Employee Basic Details  Name, Age, Marital Status, PAN, Contact No., etc.  Permanent Address, Correspondence, Home Town Address  Personal Information - Religion, Passport Information etc.  Educational Qualification Details  Dependent and Nominee Details  Medical Assessment History Details.  Old Employee ID, Service Book No., Personnel No.  Employee Service Details  Probation, Promotion, Transfer etc.  Salary Details, Salary Changes, Supervisor Details etc.  Superannuation, Voluntary Retirement etc.  Leave History  And many more Employee related information including all changes during their service.

MIS/FMS Implementation in ICAR 1.1 CORE FORMS NAVIGATION Double Click on this link to create a Vacancy Double Click on this link to Run Reports Double Click on this link to open a Existing employee / create a new employee applicant record Double Click on this link to view Pay Details

MIS/FMS Implementation in ICAR 1.2 CORE HR Enter / Search Employee/Applicant Name or Number and click on Find Click on New to Enter Employee/Applicant Name or Number

MIS/FMS Implementation in ICAR 1.3 CORE HR – BASIC DETAILS Navigates to Employee Address / Picture / Service Details, Training, Leaves & Other Details Tabs to Employee Basic Details like , PAN

MIS/FMS Implementation in ICAR 1.4 CORE HR – BASIC DETAILS Legacy Employee ID denotes the Employee ID followed as of today. ARS Discipline and Area of Specialization is applicable only for Scientist Employees. ICAR Employee ID is a System generated Identification number

MIS/FMS Implementation in ICAR 1.5 CORE HR – BASIC DETAILS ID to be used for official communication and notifications Entering PAN No is MANDATORY. Capture day of death here, in case of unforeseen circumstance Capture Benefit Details

MIS/FMS Implementation in ICAR 1.6 CORE HR – ADDRESS FORM, PICTURE UPLOAD Click on this to fill Employee Address Click on this to upload Photograph

MIS/FMS Implementation in ICAR 1.7 CORE HR – SERVICE DETAILS FORM Click on this to Capture all Service Details of the Employee

MIS/FMS Implementation in ICAR 1.7 CORE HR – SERVICE DETAILS FORM Institute Name where the employee is posted Employee’s department details HQ/Institute Division Sub - Division Section Applicable for Applicants Position held by Employee if any. For ex: DDO, Pension Officer etc. (Optional and based on applicability ) Denotes where the employee’s payroll is run. Indicates the Designation held by the employee Pay Band and Grade Pay applicable to employee Location of Employee posting. Denotes status as on date

MIS/FMS Implementation in ICAR 1.7 CORE HR – SERVICE DETAILS FORM Denotes the Employee Service category

MIS/FMS Implementation in ICAR 1.8 CORE HR – SERVICE DETAILS FORM Supervisor / Reporting Officer for the employee will be captured here Probationary Period and Notice Period (incase of resignation) will be captured here Payroll Processing related information captured here Service Change reason is captured here

MIS/FMS Implementation in ICAR CORE HR – PERSONAL INFORMATION Navigates to Employee Passport Details, Category Information and Caste Verification Details

MIS/FMS Implementation in ICAR CORE HR – PERSONAL INFORMATION

MIS/FMS Implementation in ICAR CORE HR – PHONE NUMBERS, MEDICAL ASSESSMENTS Navigates to Medical Assessment Details

MIS/FMS Implementation in ICAR CORE HR – PHONE NUMBERS, MEDICAL ASSESSMENTS Navigates to employee’s Phone Number Entries

MIS/FMS Implementation in ICAR 21  SELF SERVICE HR TRANSACTIONS

MIS/FMS Implementation in ICAR 1. Logging into Oracle Application Enter the user name and password provided to you

MIS/FMS Implementation in ICAR SELF SERVICE HR List shows the notifications requiring your attention Click on the link shown here

MIS/FMS Implementation in ICAR SELF SERVICE TRANSACTIONS oUpdating Address, Marital Status and Last Name oViewing Past and Current Service Details oUpdate Education Qualification Details oApplying Leaves & Submitting Joining report oChange in Home Town oUpdating Training, Deputation and Other activities oNOCs for Passport, Foreign Travel, Higher Education oApplication to Higher Studies, Other Employment etc. oAnnual Tax Declaration oProperty Declaration oNominee Declaration oViewing Pay slip

MIS/FMS Implementation in ICAR SELF SERVICE TRANSACTIONS – HOME PAGE List shows the notifications requiring your attention Shows Basic details, Address and Marital Status List shows ICAR Service Details Leave History and Leave Application Links Joining Report Link to be used after returning from Leave Service Details prior to ICAR (if any) Updating Education and Qualification Details Updating own Achievements, Publications, Training Deputation etc. APAR Links to different categories of staff Links to Annual Tax Declaration, Pay slip generation and others Links to NOC and other Applications

MIS/FMS Implementation in ICAR MARITAL STATUS / LAST NAME CHANGE / HOME TOWN CHANGE Click on this link to update Address / Marital Status and Last Name Change

MIS/FMS Implementation in ICAR MARITAL STATUS / LAST NAME CHANGE / HOME TOWN CHANGE

MIS/FMS Implementation in ICAR MARITAL STATUS / LAST NAME CHANGE / HOME TOWN CHANGE Click on this link to update Address / Home Town / Marital Status and Last Name Change

MIS/FMS Implementation in ICAR MARITAL STATUS / LAST NAME/ HOME TOWN CHANGE Select this option to Update the details and Click on Next

MIS/FMS Implementation in ICAR MARITAL STATUS / LAST NAME/ HOME TOWN CHANGE Enter the changes are applicable, and Click on Next

MIS/FMS Implementation in ICAR Click on Add to attach the required proof for the changes. Click on Browse to find the required file to be attached for the transaction Click on Next to Submit the transaction. The following message is displayed after the transaction is submitted for approval. MARITAL STATUS / LAST NAME/ HOME TOWN CHANGE

MIS/FMS Implementation in ICAR HOME TOWN CHANGE OFFICE ORDER

MIS/FMS Implementation in ICAR HOME TOWN CHANGE OFFICE ORDER

MIS/FMS Implementation in ICAR HOME TOWN CHANGE OFFICE ORDER

MIS/FMS Implementation in ICAR HOME TOWN CHANGE OFFICE ORDER

MIS/FMS Implementation in ICAR ADDRESS CHANGE Click on this link to view change Addresses

MIS/FMS Implementation in ICAR ADDRESS CHANGE

MIS/FMS Implementation in ICAR ADDRESS CHANGE Click on this link to change Current / Correspondence Addresses Click on this link to change Permanent Addresses

MIS/FMS Implementation in ICAR ADDRESS CHANGE Click on this link to Update Addresses

MIS/FMS Implementation in ICAR ADDRESS CHANGE Enter the address details and click on Next button

MIS/FMS Implementation in ICAR ADDRESS CHANGE Review the entered Address and, and attachments if applicable. Click on Submit

MIS/FMS Implementation in ICAR ADDRESS CHANGE Review the entered Address and, Click on Submit The following message is displayed after the transaction is submitted for approval.

MIS/FMS Implementation in ICAR VIEWING SERVICE DETAILS Click on this link to view history of Service details outside ICAR. Click on this link to view history of Service details within ICAR.

MIS/FMS Implementation in ICAR VIEWING SERVICE DETAILS

MIS/FMS Implementation in ICAR UPDATING EDUCATION DETAILS Click on this link to View and update Education and Qualification details

MIS/FMS Implementation in ICAR UPDATING EDUCATION DETAILS

MIS/FMS Implementation in ICAR UPDATING EDUCATION DETAILS Click on this link to Add Education and Qualification details Shows the details which are already entered and approved in the system

MIS/FMS Implementation in ICAR UPDATING EDUCATION DETAILS Click on this to add the Course type Add the Course Title Enter the Percentage / CGPA as applicable Click on this link to add the Institution / College Details. Eg: Punjab University Check Full Time flag if course is Full-Time type Enter the name of the Degree awarding body For ex: Delhi University Click on this to add the Specialization / Subjects attained as a part of the course Add Thesis details if applicable Any relevant comments for the approver / HR Personnel

MIS/FMS Implementation in ICAR UPDATING EDUCATION DETAILS Click on this to add the Course type Add the Course Title Enter the Percentage / CGPA as applicable Click on this link to add the Institution / College Details. For ex: Punjab University Check the Full Time flag if the course is a Full-Time course Enter the name of the Degree awarding body For ex: Punjab University

MIS/FMS Implementation in ICAR UPDATING EDUCATION DETAILS Click on this to add the Specialization / Subjects attained as a part of the course Add Thesis details if applicable Any relevant comments for the approver / HR Personnel

MIS/FMS Implementation in ICAR UPDATING EDUCATION DETAILS Review the details and click on Submit Button

MIS/FMS Implementation in ICAR UPDATING EDUCATION DETAILS Add attachment of degree certificate / marks sheet etc and submit the transaction

MIS/FMS Implementation in ICAR LEAVE APPLICATION Click on My Leaves to View Leave History and Apply Leaves

MIS/FMS Implementation in ICAR LEAVE APPLICATION

MIS/FMS Implementation in ICAR LEAVE APPLICATION Search specific Leave types for their history Leaves history is shown here This tab shows the Earned Leave, Half Pay Leave and Casual leave balances Click on this to Apply Leaves

MIS/FMS Implementation in ICAR LEAVE APPLICATION Select Leave Type as required

MIS/FMS Implementation in ICAR LEAVE APPLICATION Select Leave Status as Planned for Long Leaves and Confirmed for Non-Long Leaves Enter the Leave Type and Reason as applicable Enter the Leave Start and End Date and click on Calculate Duration Enter the Contact No and Address details. This is mandatory for Long Leaves.

MIS/FMS Implementation in ICAR LEAVE APPLICATION Attach the required supporting documents as applicable and Click on Apply Click on Submit The following message is displayed after the transaction is submitted for approval.

MIS/FMS Implementation in ICAR LEAVE OFFICE ORDER AND REPORTS

MIS/FMS Implementation in ICAR LEAVE OFFICE ORDER AND REPORTS

MIS/FMS Implementation in ICAR LEAVE OFFICE ORDER

MIS/FMS Implementation in ICAR LEAVE REPORT

MIS/FMS Implementation in ICAR JOINING REPORT

MIS/FMS Implementation in ICAR JOINING REPORT Click on this link to submit Joining Report

MIS/FMS Implementation in ICAR JOINING REPORT Enter the details in all the fields as per the availed leave. Click on Apply. Click on this link to Add Joining Report and click on Next

MIS/FMS Implementation in ICAR JOINING REPORT Review the Row with New Status and click on Next

MIS/FMS Implementation in ICAR JOINING REPORT Add Attachments if applicable and click on Submit

MIS/FMS Implementation in ICAR GOVERNMENT QUARTERS, TRAINING, DEPUTATION, NOCs

MIS/FMS Implementation in ICAR GOVERNMENT QUARTERS, TRAINING, DEPUTATION, NOCs Link for Property Declaration and Government Quarter details updates

MIS/FMS Implementation in ICAR GOVERNMENT QUARTERS

MIS/FMS Implementation in ICAR GOVERNMENT QUARTERS

MIS/FMS Implementation in ICAR GOVERNMENT QUARTERS

MIS/FMS Implementation in ICAR GOVERNMENT QUARTERS Click on Submit. If no attachments are required

MIS/FMS Implementation in ICAR GOVERNMENT QUARTERS Select the required file and click on Apply. Click on Submit. The following message is displayed after the transaction is submitted for approval.

MIS/FMS Implementation in ICAR NOCs Link to request for NOCs and seek permission for Applications for various activities

MIS/FMS Implementation in ICAR NOCs Application to Employment outside ICAR Request NOC for Passport Application Request Proof of Employment Letter Submit Tour Program Application Request NOC for Higher Studies Request NOC for Foreign Trip

MIS/FMS Implementation in ICAR NOCs

MIS/FMS Implementation in ICAR NOCs The following message is displayed after the transaction is submitted for approval.

MIS/FMS Implementation in ICAR NOCs

MIS/FMS Implementation in ICAR NOC – PASSPORT APPLICATION

MIS/FMS Implementation in ICAR NOC – PASSPORT APPLICATION

MIS/FMS Implementation in ICAR NOC – HIGHER STUDIES

MIS/FMS Implementation in ICAR NOC – PROOF OF EMPLOYMENT

MIS/FMS Implementation in ICAR NOC – FOREIGN TRAVEL

MIS/FMS Implementation in ICAR TRAINING, DEPUTATION ETC The following message is displayed after the transaction is submitted for approval.

MIS/FMS Implementation in ICAR TRAINING, DEPUTATION ETC

MIS/FMS Implementation in ICAR TRAINING, DEPUTATION ETC

MIS/FMS Implementation in ICAR TRAINING, DEPUTATION ETC

MIS/FMS Implementation in ICAR TRAINING, DEPUTATION ETC

MIS/FMS Implementation in ICAR TRAINING, DEPUTATION ETC The following message is displayed after the transaction is submitted for approval.

MIS/FMS Implementation in ICAR APAR

MIS/FMS Implementation in ICAR APAR PROCESS The following Links are to initiate APAR Transaction

MIS/FMS Implementation in ICAR APAR– EMPLOYEE INITIATION

MIS/FMS Implementation in ICAR APAR - EMPLOYEE INITIATION Add the filled pro-forma to submit it for Reviewer and Final Approver Review and Ratings

MIS/FMS Implementation in ICAR APAR - EMPLOYEE INITIATION Confirmation Message to confirm the attachment addition to the transaction The following message is displayed after the transaction is submitted for approval.

MIS/FMS Implementation in ICAR APAR– REVIEWING OFFICER TRANSACTION Attachment to be reviewed before ratings are to be entered in the system Click on this link to enter Rating

MIS/FMS Implementation in ICAR APAR– REVIEWING OFFICER ENTRY

MIS/FMS Implementation in ICAR APAR – REVIEWING OFFICER RATING Rating Scale is provided on the Page. Ratings below are calculated automatically

MIS/FMS Implementation in ICAR APAR - REVIEWER

MIS/FMS Implementation in ICAR APAR – REVIEWING OFFICER Click on this link to add Approving Officer

MIS/FMS Implementation in ICAR APAR – REVIEWING OFFICER ENTRY / SUBMIT TO APPROVER The following message is displayed after the transaction is submitted for approval.

MIS/FMS Implementation in ICAR APAR – APPROVER TRANSACTION

MIS/FMS Implementation in ICAR APAR FOR SCIENTIFIC STAFF – APPROVER TRANSACTION

MIS/FMS Implementation in ICAR APAR FOR SCIENTIFIC STAFF - Approver

MIS/FMS Implementation in ICAR APAR FOR SCIENTIFIC STAFF - Approver

MIS/FMS Implementation in ICAR APAR FOR ADMIN / TECHNICAL STAFF - Approver

MIS/FMS Implementation in ICAR HR PERSONNEL TRANSACTIONS  Probation  Promotion  Transfer Scenarios  Suspension  Superannuation etc  Other updates

MIS/FMS Implementation in ICAR CORE HR – PROBATION PROCESS FLOW

MIS/FMS Implementation in ICAR CORE HR – PROBATION ENTRY

MIS/FMS Implementation in ICAR PROBATION – STATUS REPORT AND OFFICE ORDERS

MIS/FMS Implementation in ICAR PROBATION – STATUS REPORT AND OFFICE ORDERS

MIS/FMS Implementation in ICAR PROBATION – STATUS REPORT AND OFFICE ORDERS

MIS/FMS Implementation in ICAR PROBATION –OFFICE ORDERS

MIS/FMS Implementation in ICAR PROBATION –OFFICE ORDERS

MIS/FMS Implementation in ICAR CORE HR – PROMOTION

MIS/FMS Implementation in ICAR CORE HR – PROMOTION

MIS/FMS Implementation in ICAR PROMOTION –OFFICE ORDER

MIS/FMS Implementation in ICAR PROMOTION – OFFICE ORDER

MIS/FMS Implementation in ICAR PROMOTION - OFFICE ORDERS

MIS/FMS Implementation in ICAR PROMOTION – PAY FIXATION

MIS/FMS Implementation in ICAR CORE HR – TRANSFER SCENARIOS

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR CORE HR – TRANSFER WITHIN ICAR

MIS/FMS Implementation in ICAR TRANSFER – RELIEVING OFFICE ORDER

MIS/FMS Implementation in ICAR TRANSFER – RELIEVING OFFICE ORDER

MIS/FMS Implementation in ICAR TRANSFER – RELIEVING OFFICE ORDER

MIS/FMS Implementation in ICAR TRANSFER – REPORT

MIS/FMS Implementation in ICAR CORE HR – TRANSFER OUTSIDE ICAR / LIEN / DEPUTATION

MIS/FMS Implementation in ICAR CORE HR – TRANSFER OUTSIDE ICAR / LIEN / DEPUTATION

MIS/FMS Implementation in ICAR CORE HR – TRANSFER OUTSIDE ICAR / LIEN / DEPUTATION

MIS/FMS Implementation in ICAR CORE HR – TRANSFER OUTSIDE ICAR / LIEN / DEPUTATION

MIS/FMS Implementation in ICAR CORE HR – RETURN FROM LIEN / DEPUTATION

MIS/FMS Implementation in ICAR CORE HR – SUPERANNUATION / VRS / DECEASED SCENARIOS

MIS/FMS Implementation in ICAR CORE HR – FORCED RESIGNATION / COMPULSORY RETIREMENT /RETIREMENT ON MEDICAL GROUNDS / DISMISSAL / RESIGNATION

MIS/FMS Implementation in ICAR CORE HR - RETIREMENT

MIS/FMS Implementation in ICAR CORE HR - RETIREMENT

MIS/FMS Implementation in ICAR SUPERANNUATION – REPORT & OFFICE ORDER

MIS/FMS Implementation in ICAR SUPERANNUATION – REPORT & OFFICE ORDER

MIS/FMS Implementation in ICAR SUPERANNUATION – REPORT & OFFICE ORDER

MIS/FMS Implementation in ICAR SUPERANNUATION – REPORT & OFFICE ORDER

MIS/FMS Implementation in ICAR CORE HR – SUSPENSION

MIS/FMS Implementation in ICAR CORE HR – SUSPENSION

MIS/FMS Implementation in ICAR CORE HR – SUSPENSION

MIS/FMS Implementation in ICAR CORE HR – SUSPENSION

MIS/FMS Implementation in ICAR CORE HR – RETURN FROM SUSPENSION

MIS/FMS Implementation in ICAR CORE HR – RETURN FROM SUSPENSION

MIS/FMS Implementation in ICAR CORE HR – RETURN FROM SUSPENSION

MIS/FMS Implementation in ICAR CORE HR – VACANCY CREATION WORKFLOW FOR RECRUITMENT THROUGH ASRB

MIS/FMS Implementation in ICAR CORE HR – VACANCY CREATION WORKFLOW FOR RECRUITMENT THROUGH INSTITUTES

MIS/FMS Implementation in ICAR CORE HR – VACANCY CREATION

MIS/FMS Implementation in ICAR CORE HR – VACANCY CREATION

MIS/FMS Implementation in ICAR CORE HR – VACANCY CREATION

MIS/FMS Implementation in ICAR VACANCY REPORT

MIS/FMS Implementation in ICAR VACANCY REPORT

MIS/FMS Implementation in ICAR VACANCY REPORT

MIS/FMS Implementation in ICAR CREATING APPLICANT

MIS/FMS Implementation in ICAR CREATING APPLICANT

MIS/FMS Implementation in ICAR CREATING APPLICANT

MIS/FMS Implementation in ICAR CREATING APPLICANT

MIS/FMS Implementation in ICAR LINKING APPLICANT TO VACANCY

MIS/FMS Implementation in ICAR LINKING APPLICANT TO VACANCY

MIS/FMS Implementation in ICAR LINKING APPLICANT TO VACANCY

MIS/FMS Implementation in ICAR BEFORE CREATING EMPLOYEE FROM APPLICANT

MIS/FMS Implementation in ICAR BEFORE CREATING EMPLOYEE FROM APPLICANT This step is done after Applicant’s Acceptance and Date of Joining is confirmed

MIS/FMS Implementation in ICAR CORE HR –OTHER UPDATES FOR EMPLOYEES

MIS/FMS Implementation in ICAR CORE HR – EMPLOYEE RECORD UPDATES

MIS/FMS Implementation in ICAR CORE HR – EMPLOYEE RECORD UPDATES

MIS/FMS Implementation in ICAR Appendix