1. 8/15/2015 Centre for e-Governance, Govt. of Karnataka1 Presentation by: Shankar.H.S Project Officer, HRMS Centre for e-Governance Phone: 080-22032547 Mobile:9844478794 E-mail: po-hrms@karnataka.gov.in

2. 8/15/2015 Centre for e-Governance, Govt. of Karnataka2  Introduction  Objectives  Achievements  Technical Details  Salient Features  Challenges  Benefits and Beneficiaries  Future Plans

3. 8/15/2015 Centre for e-Governance, Govt. of Karnataka3 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 technologyhuman resource managementinformation technology

4. 8/15/2015 Centre for e-Governance, Govt. of Karnataka4 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

5. 8/15/2015 Centre for e-Governance, Govt. of Karnataka5 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.

6. 8/15/2015 Centre for e-Governance, Govt. of Karnataka6  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 OBJECTIVES OF THE PROJECT

7. 8/15/2015 Centre for e-Governance, Govt. of Karnataka7  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 OBJECTIVES OF THE PROJECT

8. 8/15/2015 Centre for e-Governance, Govt. of Karnataka8 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.

9. 8/15/2015 Centre for e-Governance, Govt. of Karnataka9 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).

10. 8/15/2015 Centre for e-Governance, Govt. of Karnataka10  SERVICE REGISTER  PAYROLL  TRANSFER  PROMOTION  DESCIPLINARY ACTIONS  MIS REPORTS  COMPLAINT MONITORING SYSTEM  ONLINE HELP Major Modules

11. 8/15/2015 Centre for e-Governance, Govt. of Karnataka11  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. Achievements of Project

12. 8/15/2015 Centre for e-Governance, Govt. of Karnataka12 Application Technical Details Dot Net 2.0 (C#) AJAX (Anthem 2.0) Database Oracle 10g Crystal reports HTML reports Reports available in Excel formats

13. 8/15/2015 Centre for e-Governance, Govt. of Karnataka13 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

14. 8/15/2015 Centre for e-Governance, Govt. of Karnataka14 FINAL PAYBILL Enter Mode Of Payment Deductions & Recoveries Enter Insurance Details Allowances ECS/Cheque Submit to Khajane Generate Draft Pay-Bill Attendance Register Affect Increment Stagnation Increment Stoppage of Allowances & Deductions Approve Draft PayBill Error Verify Yes No Reject Yes Start Annexures Regenerate Paybill PAYROLL GENERATION IN NUTSHELL

15. 8/15/2015 Centre for e-Governance, Govt. of Karnataka15 Khajane Interface Generate Pay bill in HRMS application Sent to treasury Converted to XML Treasury verifies the received Pay bill data Make the payment for employees If approved If found wrong send the Message back to HRMS Using windows services

16. 8/15/2015 Centre for e-Governance, Govt. of Karnataka16 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 SALIENT FEATURES

17. 8/15/2015 Centre for e-Governance, Govt. of Karnataka17  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 SALIENT FEATURES

18. 8/15/2015 Centre for e-Governance, Govt. of Karnataka18 Security Features in HRMS User name and encrypted password Biometrics Finger print authentication* Smartcard (Digital Signature Certificate) * Mac id Comparison * Will be introduced Shortly

19. 8/15/2015 Centre for e-Governance, Govt. of Karnataka19  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. CHALLENGES

20. 8/15/2015 Centre for e-Governance, Govt. of Karnataka20 Implementation Approach  Trainers Training  Users Training  Data Migration  Pilot Run  User Feedback  Incorporation of Feedback  Release of Next Version  Final Rollout

21. 8/15/2015 Centre for e-Governance, Govt. of Karnataka21 SNO BeneficiariesBenefits 1Drawing and Disbursing Officers  Error free generation of pay bill for all employees  Getting all relevant MIS reports of employees working under them 2.Employees  Accessing information pertaining to their Service Register 3.District head offices/ taluka level offices of various departments  Generation of eligible transferee list.  Draft seniority list for the employees in their jurisdiction Benefits and Beneficiaries of the Project

22. 8/15/2015 Centre for e-Governance, Govt. of Karnataka22 SNO BeneficiariesBenefits 4.Heads of various departments  Generation of draft seniority list.  Eligible transferee list, sanctioned post strength.  Allocation of posts to various establishments.  All other relevant MIS reports 5.Department of Personnel and Administrative Reforms (DPAR)  Easy and fast access to information for Decision Making  Cadre Management 6.Finance Department  The budgeting of employee related expenses to become easy and fast.  Sanctioned Strength report. Benefits and Beneficiaries of the Project

23. 8/15/2015 Centre for e-Governance, Govt. of Karnataka23 SNOSNO BeneficiariesBenefits 7Accountant General  Faster retrieval of information for Group A and B employees  Easy updation of general provident Fund accounts of state government employees. 8All Departments Of Government  Improving efficiency  Better management of human resource  Faster decision making  Generation of reports Benefits and Beneficiaries of the Project

24. 8/15/2015 Centre for e-Governance, Govt. of Karnataka24 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

25. 8/15/2015 Centre for e-Governance, Govt. of Karnataka25 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

26. 8/15/2015 Centre for e-Governance, Govt. of Karnataka26  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

27. 8/15/2015 Centre for e-Governance, Govt. of Karnataka27 Thank You