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Presentation by:

Ganesh Jadhav Abhijit Patkar

Yogesh Sawant Nilesh Shinde

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NEED FOR MIS

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 HR Department .

World Bank funded this project.

The total estimation of the project was 5 crores



ROLE OF MIS IN GOVERNMENT

y MIS plays a vital role in Government organizations also.

Some of the important roles of MIS in Government

organization are:

y MIS supports decision making by Government officials.

y Employment system is controlled by MIS. The candidates are

categorized according to their qualification and experience.

y National Budgeting is highly supported by MIS.

y Any social or financial activity, initiated by government

organization requires MIS support for its economic and financial

planning.



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HRMS

Human Resource Management Systems

(HRMS) or Human Resource Information

Systems (HRIS) or HR Technology shape

an intersection between human resourcemanagement (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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HRMS IN GOVERNMENT

The Human Resource ManagementSystem in the Government environment isa very complex system involving many

rules and procedures. The HRMS systemtakes care of the two main functionsService Records maintenance and Payrollgeneration of the employees.



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LIMITATIONS OF MANUAL SYSTEM

Service records and payroll details aremaintained in papers and are decentralized.

Information about these employees has to beculled 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 toInconsistency in implementation of Service rules



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y Error free generation of pay bill and electronic transfer of pay bill

to treasury

y To derive cadre management information for planning by the

heads of departments/Ministries

y 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 Governmentemployees

To get a consistent and unified picture of the employeedata

To maintain Service Registers of all employees in

electronic form

To improve the productivity and efficiency ofGovernment

OBJECTIVES OF THE PROJECT



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PAYROLL MODULE

The Payroll module automates the pay processby gathering data on employee time and

attendance, calculating various deductions andtaxes, and generating periodic pay bills andannexure reports. In Government the playbills isthen submitted to Treasury for payment.



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SERVICE REGISTER MODULE

The SR (Service Record) or PersonnelDetails Module is a component covering allother HR aspects from recording the details

of new employee joining service to his /herretirement

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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y SERVICE REGISTER

y PAYROLL

y TRANSFER

y PROMOTION

y DESCIPLINARY ACTIONS

y MIS REPORTS

y COMPLAINT MONITORING SYSTEM

y ONLINE HELP

MAJOR MODULES



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y Application is rolled out to the entire State during February 2008.

y 19200 Drawing and Disbursing Officers (DDOs)are using HRMSto generate the monthly salary bills of 5 lakh employees.

y DDOs from 29 districts (176 Talukas) accessing HRMS online

through Internet to update salary and other HR Information.y HRMS interface with Khazane was piloted successfully Will be

extended to entire State.

y Various MIS reports are made available to HODs and DDOs.

ACHIEVEMENTS OF PROJECT



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APPLICATION TECH NICALDETAILS

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

SYST A CHIT CTU



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FINAL

PAYBILL

Enter Mode Of Payment

Deductions & Recoveries

Enter Insurance Details

Allowances

ECS/Cheque

Submit to Khajane

Generate Draft

Pay-BillAttendance Register

Affect Increment

Stagnation Increment

Stoppage of Allowances

& Deductions

Approve

Draft PayBill

Error

Verify

Yes

No

RejectYes

Start

Annexures

Regenerate Paybill

PAYROLLGENERATION IN NUTSHELL



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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+ employeesspread across 29 districts and 176 taluks of State of

Karnataka

SALIENT FEATURES



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Access to the system given to specific Roles likeDrawing 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 andpayroll 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 andDisbursing Officers

Error free generation of pay bill forall employees

Getting all relevant MIS reports ofemployees working under them

2. Employees Accessing information pertaining totheir Service Register

3. District head offices/taluka level offices ofvarious departments

Generation of eligible transferee list .Draft seniority list for the employeesin their jurisdiction

Benefits and Beneficiaries of the Project



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SNO Beneficiaries Benefits

4. Heads of variousdepartments

Generation of draft seniority list.

Eligible transferee list, sanctionedpost strength.

Allocation of posts to variousestablishments.All other relevant MIS reports

5. Department ofPersonnel andAdministrative

Reforms (DPAR)

Easy and fast access to informationforDecision Making

Cadre Management

6. FinanceDepartment The budgeting of employee relatedexpenses to become easy and fast.

Sanctioned Strength report.




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SN

O Beneficiaries Benefits

7 Accountant General Faster retrieval of information forGroup A and B employees

Easy updation of general providentFund accounts of state governmentemployees.

8 All Departments OfGovernment

Improving efficiency

Better management of human

resourceFaster decision making

Generation of reports




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HRMS System Advantages Centrally controlled application leading toUniform implementation of

Rules & procedures

Increase inDA & other allowance are handled centrally, reaching benefitat 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



FUTURE PLANS

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y Extending ECS all 5 lakh Government employees

y Electronic submission of pay bill

y Calculation of all arrears bills

y Interface with other departments (KGID, GPF)y Introducing Digital Signature Certificate

y Pension settlement



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Thank You

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