Webbased Human Resource Management A Success Story of Government

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Web-based Human Resource Management-A Success
Story of Government

• Anil K Sharma, Director (P),
• PWD, Govt of NCT of Delhi

R Subramanian, Engineer-in-Chief, PWD, Govt of
NCT of Delhi
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Personnel Information Management System (PIMS)

• It is an e-Governance of Human Resource, which
  has been successfully implemented in Delhi State
  in PWD and also extended to Central Government in
  CPWD
• It is needed to be extended to the whole
  Government for the benefit of
• Common citizen,
• Employee(s),
• Administrators and
• the Government as a whole.

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Personnel Information Management System (PIMS)

• It is already having 35,000 plus employees data
  base of State and Central Govt.
• It is being used for implementing uniform
  e-Governance in personnel administration.

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Implementation of e-Governance

• Stages of an e-Governance Project
• Conceiving
• by many
• Formulation
• by few
• Implementation
• by the fewest
• Sustenance
• still lesser than the fewest
• Implementation Sustenance
• are the most important and Challenging.

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Implementation Sustenance

• It needs
• Commitment and Involvement of each Stakeholder
• Top Executive
• Users
• The Visionary of the Project
• To continuously remain
• Creative to Generate Interest of Users
• Responsive to Renewed Demands,
• Innovative to Find Solutions
• Prompt to incorporate the renewed requirements

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For Success Story-In Large Establishments i.e.
Government

• Centralised Initiative Decentralised
  Implementation

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For Success Story Data Reliability is Important

• Those who possess the data are made responsible
  for
• Data entry
• Its Correctness
• Certificate of its correctness

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For Success Story Data Reliability is
Important

• Employee and Head of Office owe joint
  responsibility for correctness of data
• Employee to give Self Certified Data in the
  Data-Sheet downloadable from the Website
• Data is verified by the Head of Office from
  employees Service Records.
• The Verified Data is added in PIMS by Head of
  Office
• Printout of data as entered in PIMS is given back
  to each of the employee and also kept in Official
  Record.
• A Certificate is given by Head of Office to
  next Higher Authority about correctness of data
  of all employees under his charge.

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For Reliability of Online data Key functions to
be only Online

• To ensure reliability PIMS based online
  operations have to be made Compulsary for
• Salary Bills,
• Online Issue of Orders of
• Transfer,
• Relieving
• Joining
• Retirement
• Placement on Deputation
• Online Formulation of Proposal for
• Transfer/Posting Committee
• Departmental Promotion Committee,
• Online Nominations for Training Courses/
  Seminars/ Foreign Training and
• Online Leave Sanction Orders

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For Success Story Key functions to be only
Online

• Basic Mandatory Key Functions are
• Salary Payment to entire Govt Staff
• Transfer/ Relieving/ Joining

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PIMS EMPOWERMENT

• It is citizen-centric. It empowers
• Common citizen,
• Employee(s),
• Administrators and
• the Government as a whole.

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Empowers Government

• Entire employees database available at click of a
  mouse
• Ease of accurate analysis for long term policy.
• No paper based correspondence for
• Establishment related information.
• Centralised Transfer/Posting Policy can be
  enforced
• Assured Communication, Circulars, Office Orders,
  etc
• Officer-employee, employee-officer,
  Office-Office, Intra-department and other
  Communication
• Substantial reduction possible in
• Large establishment for Personnel Administration
• Expenditure on stationary and postage
• Inculcates Discipline in Government System
• Three Specialisations fields assigned to each
  Group A Officer can help administration to locate
  the needed Specialists and act swiftly and
  instantly during Disaster.

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Empowers Heads of Offices

• At every Login
• Employee Data Deficiency
• Present Status of Staff
• Sanctioned strength vis-à-vis vacancy,
• transfer out vis-à-vis transferred in,
• relieved and not yet reached destination etc
• Change of Office Address and other contact
  details
• e-File Quarterly Income Tax Return
• Customised Report suited to the Requirement
• Convenience of Transfer/ Relieving/ joining of an
  employee in his office at click of buttons

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Empowers Each Employee

• Permitted to
• Change his personal contact details
• Get his
• monthly salary slip
• annual Salary Statement
• Income Tax Return (Saral and now being done Form
  2F)
• Own Personal data and also for other employees
  available in PIMS
• Give online option for
• Attending a training programme or a seminar
• Rotational Transfer
• Instantly notified
• transfer,
• relieving,
• nomination for training, seminar, etc
• Address Directory of Employees
• Use PIMS Mailing system
• Use PIMS Chat Room

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Empowers a Citizen

• With any known Criteria
• Locate any Government office
• Search any Government employee
• Address Directory of Employees
• Communicate with any Employee on PIMS Database

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PIMS-AdvantagesContd

• Instant accurate updating of Disposition on
• Transfer,
• Relieving and
• Joining
• Instant Availability of Personnel data
• Online availability of vacancy position.
• Monthly/Quarterly Returns of Staff redundant
• Number of employees in each category
• Accuracy of data assured
• No need to maintain
• Big Establishment of supporting staff for
• Transfer/Posting
• Incumbancy Register, Posting Cards
• Direct Savings
• Human resource Energies,
• Time,
• Paper

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Contd PIMS-Advantages Online Salary Bills for
all

• Compulsorily Ensures
• Online Operations of Transfer, Relieving and
  Joining
• Reliability of Database
• Centrallised planning and decisions
• Statistical Information
• Expenditure on Salaries
• Depttwise, Groupwise, Designation-wise,
  Category-wise
• GPF, Income Tax, License Fee Contribution,
• Additional capacity generation for processing
  other bills.
• Instant availability of related Information to
  each of the employees
• Can ensure, if needed
• Simultaneous updation of
• GPF Accounts if integrated with PAO software
• Disbursement and Recoveries of Loans, Advances,
  etc
• License Fee Accounts of Govt Housing in Estate
  Office, if integrated
• No missing entries in accounting of GPF, License
  Fee, Income Tax, etc
• Income Tax Recovery from Salary and its crediting
  
• Instant Submission of Periodical Returns to
  Income Tax Deptt

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Employees Classifiable

• One or more of following
• Department/ Ministry/ State Govt, etc
• Nature of Duty
• Engineering, Ministerial, Group D, Accounts,
  Architectural, Administrative, etc
• Group
• Gr A, B, C, D and other Spl Classes e.g. Work
  Charged Staff in PWD/CPWD, Industrial Workers in
  Ordnance /Telecom Factories, etc
• Service Cadre
• IAS, IPS, CES, CEMES, CPWD, etc
• Designation
• Station of Posting
• Caste Categorisation
• Gender

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Hurdles in Implementation

• Commitment at Top
• As Facilitator
• Objectively set targets and monitor
• Computer Phobia
• Computer Exposure
• ABC of Computer Hardware and Operating System
• Day-to-day utility as office tool for Top
  Executive
• Training
• Hands on experience for executives
• Training at operating level
• Resistance to Change Habits

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e-Governance

• Finally results in
• Superior Quality of decision based on unbiased
  and accurate data analysis, direct by the
  Executives with the convenience of
• Easy Web-based Data Retrieval
• Certified data available at click of a button
• Files/ registers not needed
• Variety of Scenarios could be seen beforehand
• Fast Speed of Data Processing is helpful
• Minimal dependence on subordinates
• Appropriate Utilisation of Manpower
• for decision making instead of data processing

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CONCLUSIONS

• PIMS can be used with advantage to bring in a
  uniform e-Governance practice in Personnel
  Administration for better governance.
• With Right to Information Act-2005 in place, the
  PIMS can help in making Various Governments more
  efficient and transparent.
• It will not only save on time, human resource and
  paper but also simultaneously make relevant
  information readily available to all those who
  matter to serve the general public.
• An Effective Tool to locate Specialists needed
  for Disaster Management
• PIMS, an effective and accurate data analysis
  tool for Govt for its the employees, their salary
  components for long term planning.

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Thanks for the Attention