Human Resource Management System HRMS LevelI

1
Human Resource Management System (HRMS)
Level-I
(Developed by Webinfoservices for Haryana Police)

• K.K.SHARMA, IPS IGP/ADMN

2
Aims Objectives

• To develop a software application for Human
  Resource Management for Haryana Police which is
  
• Web based, User friendly, Interactive, Easily
  Synchronizing, With single point entry of
  information having wider accessibility, and has
  embedded workflow
• In order -
• To simplify collection, collation retrieval of
  Personnel information,
• To ensure effective utilization of the underused
  manpower,
• To improve overall computer literacy so as to
  ensure optimum utilization of the IT
  infrastructure created by Haryana Police,
• To promote objectivity, transparency, research
  analysis , and
• To prevent avoidable repetition drudgery.

3
Need for HRMS

• There is so much information, that we often find
  ourselves trying to find a needle in a haystack.
• The problem of quick retrieval of information in
  variety of formats has been further aggravated
  due to new demands under RTI Act.
• PIS developed by NIC/ Haryana is in place, but
  hardly contributing to any Human Resource
  Management through it.
• HRMS is more than PIS in many respects for
  effecting a better management of Human Resource
  in Haryana Police. The problems of PIS have been
  rectified in HRMS.

4
PROBLEMS WITH PIS

• Common architecture NIC built it on the Common
  foundation for all departments of Haryana
  Government and handed over to them with little
  bit of variations suggested by them but it
  didnt satisfy us.
• Wan based Application in Visual Basic , had
  connectivity issues.
• Creation of Data base We almost failed to
  create the requisite database as was required
  essentially due to following practical
  difficulties
• -Not user friendly The data entry has been
  cumbersome due to diverse groupings as the data
  has been split into 25 broad categories without
  any prioritization.
• -Administrator Centric Data entry has been
  further complicated by restricted access levels
  i.e. Administrators thus it failed to involve
  majority of police personnel.
• -No Live Demo There is a need to provide for an
  always available demonstration i.e. a live demo
  for a new user to know how to make entries/use
  it.

5
PROBLEMS WITH PIS2

• No Interactive Help In case of any problem one
  has to contact NIC thru alternative mechanisms
  such as letters and periodic high level
  meetings which is not only difficult but also
  highly impractical.
• Poor Hand holding by over burdened NIC people
  for constant updating and during implementation
  and to suit our specific needs and didnt
  respond quickly and adequately to our
  requests.
• No Comparative Progress Report There is no
  in-built system in the soft ware for getting a
  comparative progress report of various units
  regarding the data entries made by them to
  monitor and supervise this process.
• Lacked dynamic reports Current posting / Posted
  / Vacant / ineffective Strength / daily Duty
  Rosters / any Temporary movement of Reserve
  Force or Casual Leave / Tour Programs etc.
• -Withholding of Information Core staff viz
  CRCs,OHC and Clerks didnt like to part with
  information which has been their power and
  intentionally delayed uploading of data.
• Unique ID Code the back bone of all searches,
  had 15 characters generation was totally
  randomized without any meaning and difficult to
  remember.

6
HRMS Approach (Software logic)

• Single point entry of information, accessibility
  at all relevant levels.
• The web based software has embedded workflow
  enabling effective utilization of manpower.
• The templates driven Orders Reports printouts
  help in avoiding repetition /drudgery.
• Synchronization with other modules is easy.
• The software works the way we humans think about
  information.
• It simplifies addition, deletion and retrieval
  of information enabling us to answer queries more
  efficiently.

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HRMS Approach (Innovations)

• Web based application any one from anywhere
  with internet.
• Searches AJAX Technology made searches
  advanced, easier and fast.
• User friendly features Help/ Live demo/FAQs.
• Standardized predefined formats ensure that
  the users have no option to make type errors that
  can affect the reports. Data is not accepted if
  not entered as desired.
• Message Board Constant interaction with the
  administrators thru a message board for sending a
  regular feedback / error reports helps in
  effecting quick and constant up gradation to suit
  organizational needs.
• Data entry (Individual centric) Primary data
  entry made wider accessibility with adequate
  checks n balances ( individual Passwords).
• Dynamic Reports Customized special dynamic
  reports possible for State/Range/Unit
  Commanders.
• Unique ID made simple more meaningful.

8
HRMS Technology

• Captcha Image technique guards against any fake
  registration.
• Archive of old information Pictorial depiction
  helps in analyzing data.
• Use of LAMP a Free or an Open-source Web
  development platform which applies-
• Linux as the operating system
• Apache as the Web server
• MySQL as the RDBMS
• PHP as the object-oriented scripting language
• AJAX gives the power to retrieve data from the
  server asynchronously in the background without
  interfering with the display and behavior of the
  existing page.

9
HRMS Approach (Priorities)

• Priority based Levels 1, 2 and 3 to achieve
  time bound and step by step implementation.
• Level 1- (Personal information,
  Sanctioned/Posted/Vacant Ineffective Strengths
  , Daily duty Rosters Temporary Deployments
  Transfers Postings, Posting History, Career
  Progression, Rewards, Punishments, Leave,
  Training details, D.Es, Cr. Cases etc of
  Uniformed Personnel only ).
• Level 2- ( Performance appraisals/ ACRs
  Gradation lists Nominations Allotment of seats
  for Training Courses Important Returns Status
  Reports and Level- 1 above for Ministerial/
  Scientific/ Class-IV staff .
• Level 3- ( Recruitment Medals Awards
  Outsourcing of services, Contractual/ Contingent
  paid services LTC, Pension other Misc.)

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Building Database

• Types of data
• Primary or Static or Permanent ( Personal
  Information- Names, Nos., dates etc.) and
• Secondary or Dynamic or Variable (Daily
  deployments, Leave/ Tour programs,
  Postings/Transfers Trainings, Commendations,
  Punishments, Career progression, etc.)
• Primary data will be captured online though all
  the employees- a one time Contribution/
  Investment by all employees.
• However, the Secondary data will be entered
  regularly on daily basis by the Administrators
  or the Designated Core Officials responsible for
  the concerned work charge. Of Course, Core
  Officials would be be suitably trained for this.

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Primary Data (Individual Centric)

• All employees would be sharing the responsibility
  of entering their Personal information into the
  database by themselves.
• This is essential for quick building up of a
  meaningful Primary database and to create
  requisite awareness about the application amongst
  all employees by ensuring their involvement in
  achieving this common objective.
• After getting on-line from any where, an employee
  can log on to hrpol-hrms.org. The Homepage has
  several tabs meant for variety of information
  links.
• However, to navigate any further, you are
  required either to enter your HRMS code
  /Username Password or alternatively you need
  to first get yourself Registered to obtain
  these for you.

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Employee Registration Forms

• For Registration, the Homepage has links to two
  types of EMPLOYEE REGISTRATION FORMS 1) INPUT
  FORM and 2) ON-LINE FORM
• The INPUT FORM could either be printed or
  downloaded and is meant for compiling the
  requisite diverse information in advance for
  entering it into the ON-LINE FORM for
  registration.
• The contents of both the Forms are same. While
  some of the fields for data entry are mandatory
  others are optional.
• The forms are divided into two parts- Part A
  has simple fields asking for the personal
  information which is generally known to anyone
  by-heart and Part B asks for detailed
  information in the tabular form for which one
  would need to refer to record.
• After, compiling all the required Personal
  information Go online to enter this information
  from any internet connection.
• A link to a Live Flash Demo for learning how
  to register/ enter data/ use HRMS has been
  created as an all time help to any user.
• A duly filled in Sample Input Form has also
  been created for the benefit of users.

13
Employee Registration ( Temporary )

• Initially all the information submitted by an
  employee would be saved in a temporary area of
  the database for scrutiny /verification by the
  designated officials or Administrators.
• The employee would be assigned an auto generated,
  random, alpha-numeric, temporary, HRMS code by
  the system e.g.( 3d9h 0012 ), after he has
  submitted the minimal required personal
  information asked for in the Part A of the
  Input Form which is generally known to anyone
  by-heart.
• Since, the required information in the Part- B
  of the Input Form is large complex,
  therefore, it may not be possible for all
  employees to enter all of their personal
  information in one go. Hence, it could be entered
  in as many attempts as found convenient by them.
• By using this temporary HRMS code the employee
  will be able to to revisit his temporarily
  saved personal information to further add
  on/edit it by himself.
• Once, the employee has entered all the requisite
  information, he may choose to submit it for
  scrutiny/verification by the administrator (s).

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Employee Registration ( Permanent)

• The Primary Information submitted by an
  employee would be first scrutinized/verified
  through the designated officials or
  Administrators in each unit, before it is
  accepted added to the permanent database.
• The employee would now be assigned a Permanent,
  8-digit, numeric, unique Id or HRMS code along
  with an individual password at this stage.
• The employee could always take a print out of his
  Primary Information finally saved on the system
  but would not be able to edit any information on
  his/her own after this code has been assigned.
• The employees will be required to immediately
  change the assigned password in the interest of
  maintaining secrecy.
• This culminates the Individual Employee
  Registration process.
• (Note The Captcha Image technique used would
  protect against any fake registration.)

15
HRMS Code (Unique ID)
( HP - 52 74 0001 ) Year of
Birth , Year of Joining , Random 4 digits

• Lesser digits but more meaningful and easy to
  remember.
• Shall form the basis for all searches.
• This HRMS code shall be permanent and Life long
  however, HP pre-fix will become suffix on
  retirement, automatically.
• Auto generated as well as Manual. ( preferential
  Nos could be auctioned )
• Color Scheme all IPS- Red all HPS Blue
  all HP Black
• all Deputationist Brown.
• Its almost unlikely, that Haryana Police would
  ever have 10,000 or more recruits having the
  same Year of Birth Year of Joining.

16
Administrators

• Administrators or the Designated Core Officials (
  CRC/OHC/MHC/ Computer Optrs etc.) in each unit
  will have both the viewing and editing privileges
  pertaining to their Work Charge and shall be
  responsible for following actions
• To perform Scrutiny/Verification of personal
  information submitted by employees however,
  their own such information could be verified by
  the units Chief Administrator before giving
  them the privilege to do other tasks
• To enter all variable information pertaining to
  their Work Charge needed for creation of
  Dynamic database
• To manage data for generating various reports
  also archive it and
• To regularly address/reply to the
  requests/queries put by the employees thru the
  Message Board.
• Each unit will have an appropriate Officer
  designated as Chief administrator to
  coordinate and monitor all activities of other
  administrators at the unit level. Similarly,
  there will be a Super administrator at PHQ at
  State level.
• All Core Officials and Administrators will be
  assigned specific User name Passwords for
  performing this task in addition to their unique
  HRMS code and Password allocated to them as an
  Employee.

17
Training

• Designated Administrators and Core staff will be
  given 2-3 day intensive training prior to giving
  them the following responsibilities
• Scrutiny Verification of Primary data of
  employees
• Entering the Secondary data to develop the
  Dynamic database
• To manage data ( addition, deletion, editing
  archiving )for generating desired reports
  regularly
• To reply to the requests/routine queries
  concerning their individual data posted by the
  employees thru the messages box.
• To maintain the secrecy of specific User name
  and Passwords assigned to them for Official work
  and

18
Archive

• All Dynamic data will be saved date wise or
  regularly archived so that it could be retrieved
  at any time for reference/ use.
• This will promote research by testing
  alternative hypotheses and applying new methods
  of analysis.

19
Achieving 100 Registration

• Once the database is complete, this application
  would be helpful in generating variety of complex
  reports instantly amazingly easily. Therefore,
  it is essential to have cent-percent employee
  registration.
• To quickly achieve the target of 100 employee
  registration, we may consider linking up the
  sanctioning of CL/EL to the employees and
  passing their TA bills to their quoting the
  permanent HRMS code on their applications.
  However, in emergent situations only the Head of
  office may be authorized to relax it.

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Standard Reports

• - Sorting Listing
• Age, Sex, Rank, Unit, Place of Posting, Caste,
  Category, Trainings, Specialization, Home
  District, Rewards, Punishments etc wise.
• - Ratios
• Inter Rank, Inter Category, Strength v/s
  Population, Strength v/s Geographical area etc.
  
• - Rank, Unit Period wise
• Sanctioned, Posted Vacant Strengths (New
  Sanctions, Death, Dismissals, Discharge,
  Demotions, Transfers, Deputations etc).
• Ineffective Strength (absent, on leave, under
  suspension, on training, under transfer ).
• D/Es Punishments- Major/Minor (Misconduct
  wise).
• Criminal Vigilance cases Registered against
  Employees.

21
Customized Reports

• The DGP/ Range IsGP/ SsP/ SHOs would certainly
  get empowered to manage available manpower more
  effectively by daily getting the following -
• The Unit wise Sanctioned, Posted, Ineffective
  Vacant Strengths
• The daily deployment i..e. ( Chitha Naukari) of
  the available manpower
• The status of any temporary movement of
  reserve force ( DAPs, HAP, IRB, Trainees and
  Commandos etc) to areas having special L O
  requirement
• The Officers who are away from HQ (on leave, on
  tour, on training ) and
• The Leave applications tour programs of
  officers which could be decided by them then
  there
• The Checking Officers would get to know whom to
  check and where.
• Super Administrator would get a comparative data
  entry report to know which unit is slack in data
  entry/management to take corrective steps.

22
Privileges (Viewing)

• Information added by Individual employees
  /Administrators at Unit levels gets compiled up
  in the system to generate instant Reports.
• The Standard Reports and the Special Customized
  Daily dynamic Reports are viewable at
  following 6 Privileges levels assigned by the
  Super Administrator besides the other relevant
  information available with links on the Homepage
  .
• a) State DGP / PHQ office can view reports of
  all field units.
• b) Range IGs/ Range Office can view reports of
  all its distts.
• c) District/Bn SP/Commandant for his district/
  Bn.
• d) Police Station SHO can view reports of his
  PS.
• e) Police Post IC/PP can view reports of his
  PP.
• f) Employee Personal information Message
  Box.

23
Postings Transfers

• Transfer of an employee affects the Posted and
  Vacant strengths of both the relieving and
  joining units.
• HRMS automatically alters the effected change
  once the employee joins the next posting.
• Transfer orders could be printed out instantly
  from the embedded, customized templates.
• A checkbox list of the requisite NOC
  clearances. from MHCs of Police Lines, PS or
  PP/CHC /THC /KHC /Mess/Canteen /Cashier / Library
  etc facilitate requisite clearances.
• In Inter unit transfers the employee takes along
  his L.P.C. (Last Pay Certificate) with him to the
  new unit.
• The other documents e.g. Character Roll, ACR
  dossiers, Pay book, Accounts etc would be sent
  later on by the Relieving unit in a maximum
  period of 15 days.

24
Under Transfer

• Alerts in the form of a Green flag from 8th to
  15th day, an Orange flag from 16th to 30th day
  and a Red flag from 31st to 45th day appears
  from the relieving date to indicate the
  employees unauthorized absence.
• The moment transferred employee joins the next
  place of posting, the colored flag disappears.
• If the orders are not complied with within 45
  days without any valid reason, the senior
  officers could take action against the defaulter
  official.
• Till 7th day of transferred employees reporting
  at the new place of posting the editing
  privileges would remain with the Relieving unit
  for updating his service record before sending it
  to the Joining unit who would only be able to
  view his information during this period.
• Till the transferred employee joins the new place
  of posting and allotted new Units Belt No. the
  system would identify him with his old Units
  Belt No. though, actually he would be without
  any Belt No. after he is relieved from the
  previous unit.

25
Message Box

• An important interactive tool created for
  regular exchange of information between the
  Administrators and individual employees for
  sending requests, notices and regular
  feedback/error reports for effecting quick and
  constant up gradation to suit organizational
  needs.
• Both the HRMS Homepage as well as individual
  employees landing page have been provided with
  this message box facility.
• One just have to type in ones request/ message
  and select concerned core official /
  administrators contact info from the dropdown
  menu that opens up from the address area and
  then simply choose the option send to post
  it.
• This will simplify the present system of
  contacting the software experts through
  letters and periodic high level meetings in case
  of any problem which is not only difficult but
  also highly impractical.

26
Implementation ( Steps)

• Identify the Administrators i.e Core Staff (
  OHC/CRC/MHC/ Computer Optrs.) who will be
  responsible for verification of Primary data
  entering the Secondary data and manage
  application to generate reports.
• Assign them a HRMS Code Passwords for personal
  information and a Username Passwords for
  Official use.
• Training of Core Staff - to manage employees
  information to update HRMS data and generate
  Reports and manage Inter Unit/Intra Unit
  transfers.
• Registration opens for Employees- The employees
  would first be assigned a temporary code so they
  can login and enter information.
• Assign HRMS code to employees (Permanent) after
  Core Staff verifies their personal information.
• Set Privileges for the Administrators/Officers/
  Core Staff for operations and viewing e.g. an IG
  can view information pertaining only to distts
  of his range.
• Core Officials Manage employees secondary
  information i.e. Postings/Transfers Trainings,
  Commendations, Punishments, Leave, Career
  progression, etc.
• Upgradation Evolution- Regular use/
  Trials/Suggestions/ would further develop this
  system into a more useful/ effective managerial
  tool.

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Hope! Its going to be an addictive managerial
tool for all PolicemenTHANK YOU