9/7/2014

Centre for e-Governance, Govt. of

Karnataka 1
Presentation by: Shankar.H.S
Project Officer, HRMS
Centre for e-Governance
Phone: 080-22032547
Mobile:9844478794
E-mail: po-hrms@karnataka.gov.in
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Introduction
Objectives
Achievements
Technical Details
Salient Features
Challenges
Benefits and Beneficiaries
Future Plans

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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
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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
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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.
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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
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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
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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.
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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).
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SERVICE REGISTER
PAYROLL
TRANSFER
PROMOTION
DESCIPLINARY ACTIONS
MIS REPORTS
COMPLAINT MONITORING SYSTEM
ONLINE HELP
Major Modules
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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
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Application Technical Details
Dot Net 2.0 (C#)
AJAX (Anthem 2.0)
Database Oracle 10g
Crystal reports
HTML reports
Reports available in Excel formats
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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
SYSTEM ARCHITECTURE
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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
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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
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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
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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
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Security Features in HRMS

User name and encrypted password

Biometrics Finger print authentication*

Smartcard (Digital Signature Certificate) *

Mac id Comparison


* Will be introduced Shortly


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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
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Implementation Approach
Trainers Training
Users Training
Data Migration
Pilot Run
User Feedback
Incorporation of Feedback
Release of Next Version
Final Rollout
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SNO Beneficiaries Benefits
1 Drawing 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
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SNO Beneficiaries Benefits
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
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S
N
O
Beneficiaries Benefits
7 Accountant General Faster retrieval of information for
Group A and B employees
Easy updation of general provident
Fund accounts of state government
employees.

8 All Departments Of
Government
Improving efficiency
Better management of human
resource
Faster decision making
Generation of reports
Benefits and Beneficiaries of the Project
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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


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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
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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


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Thank You