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

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ROLE OF MIS IN GOVERNMENT
MIS plays a vital role in Government organizations
also. Some of the important roles of MIS in
Government organization are:
MIS supports decision making by Government officials.
Employment system is controlled by MIS. The
candidates are categorized according to their
qualification and experience.
National Budgeting is highly supported by MIS.
Any social or financial activity, initiated by government
organization requires MIS support for its economic and
financial planning.
 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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 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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 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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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 pay bills and
annexure reports. In Government the playbills 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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 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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 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
16 Attendance Register Error
Pay-Bill
 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 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/ Generation of eligible transferee list .
taluka level offices of Draft seniority list for the employees
various departments in their jurisdiction

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Benefits and Beneficiaries of the Project
SNO Beneficiaries Benefits
Generation of draft seniority list.
4. Heads of various
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
SNO Beneficiaries Benefits

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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 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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 FUTURE PLANS
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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