HUMAN RESOURCE MANAGEMENT SYSTEM USER …hrms.guj.nic.in/hrmspdf/HRMS_User_Manual.pdf4 PREFACE Human Resource Management System(HRMS) shape an intersection between human resource management

HUMAN RESOURCE

MANAGEMENT

SYSTEM

USER MANUAL

© EvolutionCo

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TABLE OF CONTENTS Preface

Objective

Link

Registration Module

How to do new registration ?

How to edit employee’s profile ?

Employee Login

How to do declaration ?

How to reset & change password of Employee login ?

Leave Module

How to add balance leaves from office login ?

How to apply for Leave from Employee’s Login ?

Payroll Module

How to do Pay entries ?

How to generate salary for next consecutive month ?

How to generate bill ?

How to generate payslip ?

How to approve salary bill from approver’s login ?

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INTRODUCTION

This User Manual contains:

Absorb the procedure thoroughly and you are good to go!

All the essential

information for you to

make an optimised

use of the website

A brief description of

the product

A page-by-page,

section-by-section

and step-by-step

explanation of ‘how

to use this website’

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PREFACE

Human Resource Management System(HRMS) shape an intersection between human

resource management and information technology. The HRMS in 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. An HRMS aims to improve the productivity and efficiency of the organization

through automation of manual and repetitive tasks.

This manual is all about the functioning of HRMS software, the manual guidelines you

through the various applications which are present in HRMS and helps you to easily

understand he working of this software. We have tried to explain each applications based on

their working with screenshots so as to make things simpler for the readers.

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OBJECTIVES

To give a crisp

explanation of the

frontend and backend

functionalities and

navigation process.

OBJECTIVE

Open the frontend to

comprehend each step

thoroughly.

NOTE

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OBJECTIVES

• To create and maintain a database of all the employees working under Nation Health

Mission.

• 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.

• To derive cadre management information for planning by the heads of departments.

• Data processing and projection/ budgeting of employee related salary expenses.

• Transparency, time saving process, integration of authorities, uniformity.

Link

http://hrms.guj.nic.in/

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Frontend

Explanation of frontend

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Home page

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There are two types of logins.1) Office login- For Admin use2) Employee login- For employees

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This is how office login page looks like.You need to login into this page with your own SSO ID and password.

Create your SSO ID from here. Click on this link, fill the form and submit. A downloadable link will be generated after submitting. Then you have to take a printout of that form and after signing and sealing, send that form to HR cell. Later you will receive ID and password through SMS.

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You will see this page once you login through Office login.

Here in the screenshot you can see the various dashboards of registered employees.

REGISTRATION MODULE

• The Registration Module is a component covering all HR aspects from recording the details

of new employee joining service to his/her resignation/ retirement.

• The system records basic information like Personal details, Office details, Contracts details,

Bank details, Experience details etc.

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How to do a new registration ?

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If you want to register new employee, click on Employee Master button.

For NHM employees, click on NHM registration.

17Once you click on NHM Registration tab, you will land on to this page. You can now register by filling this form.

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Here you have to fill employee’s personal details and attach the .pdf file of aadhar card. File should not be greater than 2 MB size.

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Here you will enter employee’s office details in which he/she is posted.

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Select the type of employee from this drop down list

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You have to select job type here. Youhave to select deputation, ifemployee is on deputation to someother place. In that case you have toclick on two boxes, one is either Part-time/ Full-time and Deputation.

Here you will select the level in which he/she is

recruited for.

NOTE- If that employee is on deputation, then in this registration form you will fill original place of posting.

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Once you select the level, you will see this

drop down accordingly and you will have to

select employee’s office from this.

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Here you will have to select Budget head, Sub-budget head & FMR Designation. You will have to consultfinance person for employee’s FMR code & Sub-committee. You have to enter the exact FMR code and Sub-committee of employee from which his salary will be rolled.

24Once you select level, other relevant tabs will open accordingly. For example, If you have selected taluka level andthen sub-centre in place of work, then you have to fill series i.e. Region-> District-> Taluka-> PHC-> Sub-centre.

Here above you have to select branch name. Note- These are only forState level employees as these are all cross-cutting branches. Otherlevel’s employees will select none/others.

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After filling all the fields, click on submit button for registration.

If the user is already registered then the system will show an alert message that user is already registered.

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After clicking on submit button ID will be generated here. After that click here on ok button.

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After you will click on ok button you will land to this employee profile page.

Here you have to enter joining date of first contract Here you have to enter start date of current contract

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Here you will have to enter your contract details. First enter contract’s start date, then end date and then youwill have to select the designation in that contract from the drop down list. After that you will have to uploadthe pdf file of that contract. Note: Size of pdf should not exceed 2 MB.

In case of old employee(if he/she is have more than one contracts, you will have to click on Add AnotherContract tab. Note: First you will have to open all the lines that is total no. of contracts by clicking on addanother contract button and then you have to fill information.

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After that complete all the fields and click on SUBMIT button at bottom to complete new registration.

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For uploading image first you have to choose file and then click on upload to upload a file. Note: Image should not be greater than 150 KB and the extension should be .jpg.

How to edit employee’s details ?

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To edit first page click on NHM Registration and to editsecond page i.e employee profile, click here on NHMprofile update.

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Write Employee ID here Then click here on Get Detail button

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Once you click on NHM profile update, you will land on this page.

Write Employee ID and then click on Get Detail.

Employee Login

How to complete declaration ?

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Employee will have to click on employee login

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This is how the employee loginpage looks like. Employee will logininto page with the ID and defaultpassword provided to them by theoffice.The default password is Abcd@123

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After you login you will land to this page where you will be asked to change password.

You have to enter your default password here.

Write the desired password here to keep that as your password and SAVE.

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For this page you have to click on Employee Details tab to see your profile.

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Here on the left you will see the tab of Employee Profile. There are three steps of declaration.

1) First you have to click on Personal Detail.

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You will land to this page on clicking personal details.

1) Verify all details and click on UPDATE button. You can also edit here if required before giving declaration.

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2) Then you have to click on Contract Detail.

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You will land to this page on clicking contract detail

2) Click on update after verifying all details on this page

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3) Click SAVE button to completedeclaration after verifying all details.

Click on this check box here

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After you click on SAVE button, that button will dissapear and declarationprocess will be completed. After declaration you will not be able to editanything from your profile. In case of any editing you have to contact yourconcerned officer.

How to reset and change password of

Employee login ?

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To reset password, click here on I forgot my password.

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You will land to this page afterclicking on I forgot my passwordbutton.

You have to write your employee ID here

Here write the registered email ID.ID should match with the registered email ID other wise it will show an alert message that “ This email address does not match with User ID”

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After you will see this message onscreen. Your password will be resetto default password Abcd@123.Now when you will open youremployee ID with this password,You will be asked to changepassword in your profile. There youcan set your desired passwordagain.

LEAVE MODULE

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How to add balance leaves from office login ?

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Click here on LEAVE MODULE and then LEAVE MASTER

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You will land on this page after clicking on Leave Master button.

Select employee from here and then click on GET button.

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Once you select employee, you will see his/hername and his/ hers contract period here.

Manually add balance leave hereand click on submit button belowto complete entry

NOTE- If employee’s contract period is over andhe/she have not updated latest contract pdf anddetails, then his/ her name will not appear here.

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To view all entries click here on LEAVE DETAILS button.

You can EDIT or DELETE entries from here.

How to apply for leave ?

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To apply for leave, click on Leave Apply button in Employee Profile.

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You will land to this page after clicking Apply leave button.

You will see yourbalance leavehere.

Here you will see your leave approver’s name

• You can select type of leave either single orcombinational. In combinational leave youcan merge two types of leave from belowtypes.

• In case of any emergency, if employee fails toapply leave in advance, there is a provisionfor that that is Leave Already Availed, inwhich he can apply later at back date.

• If he/she has already availed all the leaves,then it will directly cut as LWP on approval.

You can upload anydocument in pdfformat if required.Note: Size should notexceed 2 MB size.

Click on SUBMIT button to apply

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You can see the status of applied leave and other leaves that you applier earlier by clicking here on Leave apply details. Here you can see remarks given if

any given by your leave approverauthority.

Here you can edit you applied leave details or delete your applied leave only if the status is pending. Once your leave is approved, you will not be able to make any changes from here.

PAYROLL MODULE

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How to do pay form entries ?

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Login in Office login with your SSO ID.

Step 1- Click on Payroll Module and then on Payroll Form.

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You will land to this page after clicking Payroll Form.

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Select employee from here. WriteEmployee ID or name to search and thenselect.

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Once you select employee you will see this page on screen

Select month and year from here

You have toselect contractduration fromhere

Here LWP ismanual. Youhave to enterthe no. of dayshere if LWP any.

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Here you will have to enter the basic salary and additional pay of theemployee manually. Basic salary should be as per the Nov’18’s Circular.

As some cadres do not have basic salary, inthat case you will enter his/her full salary inConsolidated Pay here.

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Gross Salary, Professional Tax, EPF & Net Salary will be calculated automatically. Other fields are manual that you have to fill accordingly.

Once you end up filling the form click on Submitbutton here and your entry is complete.Note- You have to fill this form only once peremployee per contract. After that salary will begenerated automatically for next month. In caseof contract renewal or any other change onlyyou need to fill this form again.

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After completing all entries click here on Pay slip detailsThen you have selectmonth and subcommitteeand click on get to see theseentries for the month.

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You can edit or delete entry from here before submitting forapproval. Once you submit it, you will not be able to edit ordelete it and this option will be invisible here.

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Click on check box here to select all entries

70Click on submit button for final submission and you can export thisgenerated sheet by clicking on Export to Excel button

How to generate salary for the next

consecutive month ?

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Click on pay slip details. Here we are generating salary for the month of July’19.

STEP 1 – Select previous month of which entries have already been submitted forapproval. Here we are selecting June month as we want to generate salary for July.Then select SUB COMMITTEE and click on GET button.

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Click on pay slip details. Here we are generating salary for the month of July’19.

STEP 1 – Select previous month of which entries have already been submitted forapproval. Here we are selecting June month as we want to generate salary for July.Then select SUB COMMITTEE and click on GET button.

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STEP 2- After clicking on get button,select the month July & subcommitteeand click on Generate Pay Slip Entrybutton.

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STEP 3- Click on check box button whose salary you want processfurther for next month employee wise or you can select all byclicking on check box.

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STEP 4- Then click on this button here to successfully generatesalary for the next month.

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Salary is successfully generated for the July month. Then you have to proceed further for submitting these entries after checking each entry and submit it for approval.

EDIT or DELETE entriesfrom here.

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Click here to submit.

NOTE- Names of those employees will not be generated here whose contract got over and he/she has not updated latest contract.

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Once you submit entries for approval check boxes will disappear from here.

How to generate bill ?

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You can generate final bill only after getting approvals from all authorities. After the pay form entries getapproved, you will have to click on PAY SLIP PROCESS BUTTON.

Select month and subcommitteeand click on SUBMIT button

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Click on checkbox to selectemployees.

83Click on this button to generate final bill. After the bill is successfully generated, you can export PFMS excel directly by clicking on PFMS EXCEL button.

How to generate payslip ?

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To generate Payslip click on Payroll Module and then Pay Slip.

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You will land to this page after you click on PAY SLIP

Select month, Office and Employee name and then click onSUBMIT button.

NOTE- Employee will be able to generate Pay Slip only once.

Thank You

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