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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OBJECTIVES OF THE PROJECT
 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

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OBJECTIVES OF THE PROJECT
 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

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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
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 Major Modules

 SERVICE REGISTER
 PAYROLL
 TRANSFER
 PROMOTION
 DESCIPLINARY ACTIONS
 MIS REPORTS
 COMPLAINT MONITORING SYSTEM
 ONLINE HELP

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 Achievements of Project

 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.

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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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 SYSTEM ARCHITECTURE

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

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 PAYROLL GENERATION IN NUTSHELL
Enter Mode Of Payment Start

Enter Insurance Details

Regenerate Paybill

Deductions & Recoveries

FINAL
Allowances PAYBILL
Annexures
Approve
Stoppage of Allowances ECS/Cheque Draft PayBill
& Deductions

Submit to Khajane
Affect Increment No
Yes
Reject
Stagnation Increment
Yes
Generate Draft Verify
Attendance Register
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 Khajane Interface

Generate Pay bill in Sent to treasury

HRMS application Converted to
XML

Treasury verifies the received

If found wrong send the Pay bill data
Message back to HRMS If approved
Using windows services
Make the payment for
employees

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 SALIENT FEATURES
• 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

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 SALIENT FEATURES

 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

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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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 CHALLENGES
 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.

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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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Benefits and Beneficiaries of the Project

SNO Beneficiaries Benefits

1 Drawing and Error free generation of pay bill for

Disbursing Officers
2. Employees
3. District head offices/
taluka level offices of
various departments
all employees
Getting all relevant MIS reports of
employees working under them
Accessing information pertaining to
their Service Register
Generation of eligible transferee list .
Draft seniority list for the employees
in their jurisdiction

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Benefits and Beneficiaries of the Project
SNO Beneficiaries Benefits

4. Heads of various Generation of draft seniority list.

departments  Eligible transferee list, sanctioned
post strength.
 Allocation of posts to various
establishments.
All other relevant MIS reports

5. Department of Easy and fast access to information

Personnel and for Decision Making
Administrative Cadre Management
Reforms (DPAR)
6. Finance Department The budgeting of employee related
expenses to become easy and fast.
Sanctioned Strength report.

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Benefits and Beneficiaries of the Project
S Beneficiaries Benefits
N
O
7 Accountant General Fasterretrieval of information for
Group A and B employees
Easy updation of general provident
Fund accounts of state government
employees.

8 All Departments Of Improving efficiency

Government Better management of human
resource
Faster decision making

Generation of reports

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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

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