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HRMS, User Requirement Specification

4.1.3.6 Pay Revision 1154.1.3.7 Step-Up of Pay 120

4.1.4 Pay Roll 125

4.1.4.1 Life Insurance Premium 125

4.1.4.2 Updated AD List 130

4.1.5 Loan 131

4.1.5.1 Loan Sanction 131

4.1.5.2 Release of loan 138

4.1.5.3 Repayment of loan 1454.1.6 GPF & Insurance 151

4.1.6.1 Enrollment to Insurance 151

4.1.6.2 Insurance Premium 157

4.1.6.3 GPF Nomination 1624.1.7 Transfer & Promotion 1654.1.7.1 Additional Charge 1654.1.7.2 Allowed to Officiate 1734.1.7.3

Joining 1814.1.7.4 Placement of Service 1894.1.7.5 Posting 1964.1.7.6 Promotion 2034.1.7.7 Relieve 2124.1.7.8 Transfer 2194.1.8 Deputation 2264.1.8.1 Deputation 2264.1.8.2 AG Endorsement on Deputation 2334.1.8.3 Repatriation 2424.1.9 Recruitment 2504.1.9.1 Recruitment 2504.1.9.2 Absorption 2594.1.9.3 Redeployment 2674.1.9.4 Regularization of Service 2764.1.9.5 Redesignation 282

4.1.10 Education & Training 2884.1.10.1 Education 2884.1.10.2 Training 2944.1.10.3 Departmental Examination 2994.1.10.4 Travel Concession 3054.1.10.5 Free Travel Concession 305


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4.1.13 Service Closure4.1.13.1 Termination 3694.1.13.2 Retrenchment 3754.1.13.3 Retirement 3824.1.13.4 Resignation 3864.1.14 Miscellaneous 4904.1.14.1 Miscellaneous 3904.1.14.2 Personal Information History 397

4.1.14.3 Quarter Allotment 4054.1.14.4 Brass Allotment 4084.1.14.5 Reservation Category Information 4134.1.14.6 Equivalent Post 417

4.1.15 Calendar 423

4.1.15.1 Employee Calendar 423

4.1.15.2 Acknowledge Optional Calendar 4254.1.16 Setup Service History 428

4.1.16.1 Change in Structure 4284.2 Office Specific Government Transactions / processes 435

4.2.1 Setup Office Info

4.2.1.1 Department 435

4.2.1.2 Subject Identity 436

4.2.1.3 Office Level 438

4.2.1.4 Treasury 440

4.2.1.5 List of Office 442

4.2.2 Setup Cadre Info

4.2.2.1 Cadre Label 449

4.2.2.2 Cadre List 451

4.2.2.3 Cadre Wise Grade 453

4.2.2.4 Mode of Cadre Allotment 455

4.2.3 Setup Post Info

4.2.3.1 Group of Post 456

4.2.3.2 Classification of Post 458

4.2.3.3 Type of Post 460

4.2.3.4 Deployment Status 462

4.2.3.5 Where Deployed 464

4.2.3.6 Sector Type 466

4.2.4 Setup Reservation Info

4.2.4.1 Reservation Category 468

4.2.4.2 Disability Option 469


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4.2.6.3 Category 4894.2.6.4 Blood Group 492

4.2.6.5 Personal Relatives 494

4.2.6.6 Identification Document 496

4.2.6.7 Language Definition 498

4.2.7 Setup Education Info

4.2.7.1 Degree 500

4.2.7.2 Faculty 502

4.2.7.3Qualification

5044.2.7.4 University 506

4.2.8 Setup Location Info

4.2.8.1 Block 508

4.2.8.2 District 510

4.2.8.3 Police Station 512

4.2.8.4 Post Office 514

4.2.8.5 State 516

4.2.8.6 Village 518

4.2.9 Payroll

4.2.9.1 Allowance and Deduction 520

4.2.9.2 Bill Browser 524

4.2.9.3 Bill Group List 526

4.2.9.4 Section Definition 530

4.2.10 Miscellaneous

4.2.10.1 PAR Browser 534

4.2.10.2 PAR Register 535

4.2.11 Calendar4.2.11.1 Provide Calendar 537

4.2.11.2 Calendar Management 539

4.2.12 System Administration

4.2.12.1 Role management 544

4.2.12.2 Privilege management 545

4.2.12.3 Create Employee 548

4.2.12.4 Service Book Update Privilege 553

5. Chapter-V (Process Re-Engineering through Workflow Pattern) 5.1 Transfer 531

5.2 Leave 535


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CHAPTER-IINTRODUCTION

1.1. Objectives of HRMS

General Administration (AR) Department, Government of Orissa is implementing a

comprehensive Human Resources Management System for employees and HR managers of all

departments across the state with following four objectives. (1) Through HRMS, all human resourcesmanagement activities will be transacted electronically through internet, so as to provide timely

disposal of HR issues of the employees and incentivize them to perform efficiently. (2) HRMS will

accurately project, account, and monitor revenue expenditure and enable efficient utilization of

government resources. (3) The decision makers will have a scope for effective planning and utilization

of existing manpower by identifying their skills. (4) Time and energy of government employees both at

managerial and micro level will be saved by the automated HRMS leading to optimum utilization oftheir services for the purpose of public.

1.2. Stakeholders & Their Role

Stakeholders are identified through their user-id and their role in the system is decided by

HRMS. The stakeholders are categorized in following manner within HRMS. The Chief Minister and

Council of Ministers, Secretaries of Administrative Departments, Heads of Departments (HoD), Head

of Office, District Collectors and above all in-service and retired Employees of Government of Orissa

are the major stakeholders of HRMS. HRMS will certainly contribute to empower common citizen.

HRMS deals with very valuable personnel information, so they are protected through stringent

security system. Moreover, role based access authorization plan is implemented within HRMS.

Access authorization plan is two dimensional; i.e. the pool of employees, whose service information

can be accessed vis-à-vis the functionalities of software, which can be applied onto.

1.3. Business Logic Framework

Our goal is to make HRMS fulfill exact requirement of all level of stakeholders. Requirement

engineering is a vital phase of activities to achieve our goal. During this phase, Orissa Service Rule

(OSR), Orissa Service Manual (OSM), All India Service Rule (AISR), Orissa General Finance Rule


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Governance System for reinforcement of accountability of employees. Employee Profile module,which will dynamically prepare the profile of the employee on current date in the prescribed format is

described in subsequent Chapter-II.

As government employees perform within the government structure, it is essential to create

such structures within computerized HRMS to manage human resources of government effectively.

Current version of HRMS records the government structures and allows updating the same when any

changes brought into the system. The structure includes from the Administrative Departments, their

respective Heads of Departments (HoD) and corresponding field offices to Cadre, Grade of different

services under cadre controlling departments and Substantive Posts under each department.

Description of such structures is narrated in Chapter-III.

Government deals with their employees through series of transactions such as Increment

Sanction, Leave Sanction, Promotion and Deputation etc for effective personnel management. Such

transactions are recorded in the service book of concerned employee. Any transaction occurs

between the Government and their employees can be recorded post facto in HRMS and updated e-

service book of an employee can be published on-line. Such facility can make e-service book

available concurrently to all authorities of government to work upon. Requirement specification of

such transaction recording is presented in Chapter-IV. Ready to use version of HRMS software

automatically maintain and publish all related accounts, registers like Service Book, Leave Account,

Loan Account, Salary Account, Insurance Passbook, incumbency chart, Cadre Disposition list as well

as employee profile etc picking up related data from automated transactions. User requirement of

such reports are presented in Chapter-V. Transaction recording system in turn builds up a

comprehensive database for further reference as a comprehensive tool for HR management.

Preliminary search engine is also a primary part of current version of HRMS.

Each transaction is outcome of a process, and for accomplishing that process a series of

activities are to be performed. HRMS envisages automating all HR processes through workflow model

to make transaction recording automatic and thus more sustainable. Moreover process automation

ensures timely delivery of G2E services (Government to Employee services). Process automation

includes Actionable-email facilities for HR Mangers and employees to perform activities under their


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actions through bulletin-board-services (BBS) in HRMS. The requirement specification of suchprocess automation is presented in Chapter VI. MIS reporting and analytical reporting, those act as

tools for effective HR management are also the part of ready to use HRMS.

1.5. Upcoming Features of HRMS

Work in progress version of HRMS will cover workflow automation along with related DSS &

BBS of other HR processes, Departmental Proceeding, Payroll System, integration with Orissa

Treasury Management System (OTMS) and integration with Vigilance Information System. Analytical

reports, dashboards and other Business Intelligence (BI) applications of HRMS will be developed in

the second phase. Moreover it will also help retiring employees to prepare their own pension papers

on clicking of buttons and help authorities to process pension papers easily and quickly. Future

version of HRMS will indirectly empower common citizens to search and locate appropriate employee

responsible to provide specific citizen centric service. Maintenance of such citizen portal is purely

automatic and will not require any extra effort. Envisaged citizen portal is the part of the second

phase. These facilities may be provided in phases in quick succession of every couple of months. It is

needless to mention that this User Requirement Specification (URS) document covers only the

requirement of first phase.

1.6. Safety & Security

HRMS appropriately appreciate the importance of safety and security of personnel

information. Stringent security mechanisms such as User Id with Password, 128bit SSL (Secured

Socket Layer), Firewall with Intrusion Protection System (IPS), LDAP (Lightweight Directory Access

Protocol) and Portal are implemented to make HRMS highly secured website. Future version of

HRMS may include Digital Signature Certificate as full proof security system, if desired so by the

Government.

1.7. Information Technology

HRMS is built with latest proven internet technologies to provide highest satisfaction to the

users. MVC (Model-View-Controller) architecture is followed to create transaction pages; where as

SOA (Service Oriented Architecture) is used to automate HR processes. Dynamically updatable huge

structure of Government of Orissa is built up with Oracle Internet Directory (OID), a superset of


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least to the most popular browser Windows Internet Explorer. It is better to make the application alsocompliant to other preferred browsers like Opera and Firefox in future.


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CHAPTER–II USER IDENTIFICATION AND EMPLOYEE PROFILE

2.1. Unique Employee Identification Number (UEId)

Each employee of the Government of Orissa is identified by HRMS with an 8-digit unique-

employee-identification number (UEId). UEId is randomly generated number assigned to an employee

on his first recruitment and remain unchanged throughout his life even during his post retirement

period. HRMS records or retrieve information regarding any employee using this UEId throughout the

system. Moreover authorities of Government of Orissa may take the advantage of UEId in any other

department centric software application for identifying the employee and reinforcing accountability.

2.2. User Name & Password

Users of HRMS are of two categories, one authentic user and other common citizen or guest

users. Guest users do not carry a username and password or need not to login to the system. Guestusers can only browse or access information from an unsecured zone. On the other hand, authentic

users can login to the system with username-password and can access secured information.

The Chief Minister and Council of Ministers, the Secretaries of Administrative Departments,

the District Collectors, the Head of Offices and common employees of Government of Orissa are

authentic users of HRMS. HRMS provides above users a Username and a default specific Password.

The username-password system prevents unauthorized user to get inside secured zone of the

system. The password system provided by HRMS is case sensitive. The user enjoys liberty to change

own password whenever s/he feels like for security reasons, but can not change her/ his own

username. Any user can use her/ his Username and Password to login to HRMS system. The login

page is protected through encryption methods of 128bit Secure Sockets Layer (SSL) to prevent

hackers from hacking the username and password.

HRMS recognizes the user and retrieves her/ his group-status and employee-status (if the

user is an employee) when the user logs in to software. HRMS decides the provision of functionality to

the logged in user according to user’s group-status and employee-status. Moreover, HRMS also

decides provision of personnel information of the particular pool of employees according to the status


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5. Head of Office 6. Waiting for Posting

6. Common Employee 7. Under Suspension

7. System Administrator 8. Superannuated

9. Resigned

10. Terminated

Common Employee can only avail service information of self and never authorized to access service

information of any other employee. Where as Head of office can access to the service information of

all employees in his office. Similarly, District Collector can access to the information regarding all

employees in his district. Secretary of Administrative Department can access information regarding

employees working in field offices of their departments. Whereas, Cadre controlling authorities can

avail service information of employees those are members of concerned service or cadre.

Government can avail aggregating information on all employees of the state. System Administrator

can avail service information of entire pool of employees of the government.

2.3. Employee Profile

It is envisaged to automate Employee Profile for each employee through HRMS. Employee

Profile module in HRMS should dynamically prepare a 9-page report containing brief information

about the employee on current date in the prescribed format (Annex-I). Employee Profile has three

major parts. First part should contain the scanned image of the first page of her/his service book.

Subsequent part of Employee Profile presents Section-A: Employee’s Personal Information, Section-

B: Employees Education Details, Section-C: Reservation Category, First Appointment, Current Cadre

and Service Book Update Status. The last part of Employee Profile presents Employee’s Deployment

Status, Substantive Posting Details, Office Details, Additional Charges and Pay Details of employee.

Information on some sections in Employee Profile can be changed directly by the employee

as and when required. But some critical information in Employee Profile is restricted to employee formodification. Some of such restricted information may be changed by the respective HR managers.

Some other information, those are automatically retrieved from the database stored by various

transactions, are not modifiable by any user.


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CHAPTER – IIIGOVERNMENT STRUCTURE

3.1. Introduction to Government Structure

Government employees perform within the government structure, where the Chief Minister

and Council of Ministers are at the apex. The structure includes from the Administrative Departments,

their respective Heads of Departments (HoD), corresponding field offices and Substantive Postsunder each offices to Cadre, Grade of different services under each cadre controlling authorities.

Such structures are not static and changes are made on these structures time to time according to the

need. Employees once recruited gets mapped to such structures according to their eligibility and thus

empowered with authorities to discharge certain responsibility. Current version of HRMS records the

government structures and allows updating the same when any changes brought into the system.

3.2. Department

For smooth management of public service delivery Government created departments.

Departments are the top level controlling authority in government hierarchical structure. It is found

that, in Government of Orissa there were several departments which are now abolished. Similarly,

new departments may be created in future when Government feels necessary. Currently, there are 38

departments operative. Provision should be made in the HRMS to manage department list. The list

should contain a) Name of Department, b) Abbreviated Name of Department and c) If Department is

currently Abolished (Yes/ No). HRMS must assign a unique department-id in the format of ‘NN’ (e.g.

‘01’ for AGRICULTURE DEPARTMENT) for each Administrative Department.

3.3. Posts in Department

Some Posts may be department specific and some of them may be generic in nature. Posts

like Under Secretary, Joint Secretary and Additional Secretary etc are examples of Generic Postbecause such posts are created invariably by all departments. Similarly each Administrative

Department created several Generic Posts to carry out specific responsibilities of the department (e.g.

Block Development Officer in Panchayatiraj Department).

P b dl i 4 diff i i h h lid d l l h


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format of ‘DDNNNN’ (e.g. ‘010001’, first two digit for department and next 4 digit is the serial no of the

post) for each Post.

3.4. Offices of Department

Each Department has created offices across the state for reaching out to the citizen for

effective service delivery. Those offices are of several levels according to their capacity and

responsibility and the levels are Administrative Department level, Heads of Department level, Field

office level and Subsidiary office level. However, Field office is the bottom most level of office to

discharge any personnel management responsibility. Field offices and all higher level offices are

allotted with DDO Code and authorized with drawing & disbursement power. There are 6143 such

offices under 38 Departments of Government of Orissa. On the other hand subsidiary offices do not

have any personnel management or drawing-disbursement authority; rather, they are managed by

their concerned field office. Departments may create new office, rename or make obsolete an existing

office. HRMS should facilitate to manage information about office in the prescribed format (Annex-II ).

3.5. Cadre & Grade

The eligibility criteria to get into a particular post or responsibility is called cadre. Different

levels that define the criticality of the post are the grades attached to that post. Cadre and grade are

two most important information’s attached to a post. On change of a cadre of an employee several

attributes attached to his posting gets changed. Those attributes are post structure (jobresponsibilities), pay structure (salary information), services to be availed and reporting authority

information. Depending on certain cadre rule (of Orissa Service Code) the pay structure of employee

would be revised. Grade also does several changes to a post. In case of govt. processes like

promotion, deputation, repatriation, allotment to cadre, the cadre and grade are likely to be changed.

Different cadre levels are defined for each cadre. They are: All India Services, HODs,

Secretariat, State and others. A set of grades is defined according to a particular cadre. For example

grades available under cadre Indian administrative Service (under General Administration Dept.) are

different from grades available under cadre Orissa Administrative Service (under same Dept.).

A cadre controlling authority can be accessible to all the services and reports related to cadre


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1 Indian Forest Service Junior Scale Rs.8,000-275-13,500

2 Indian Forest Service Senior Timescale (A) Rs.10,000-325-15,200

3 Indian Forest Service Junior Administrative

Grade

Rs.12,000-375-16,500

Indian Police Service –

Sl. No Cadre Grade Scale

1 Indian Police Service Selection Grade Rs.14,300-400-18,300

2 Indian Police Service Super Timescale (A) Rs.16,400-450-20,000

3 Indian Police Service Super Timescale (B) Rs.18,400-500-22,400

Indian Administrative Service –

Sl. No Cadre Grade Scale

1 Indian Administrative Service Junior Scale Rs.8,000-275-13,500

2 Indian Administrative Service Senior Timescale Rs.10,650-325-15,850

3 Indian Administrative Service Junior Administrative

Grade

Rs.12,750-375-16,500

3.6. Offices

There are 6143 number Govt. offices under Government of Orissa which are distributed under

38 departments. Each office has a unique DDO (drawing disbursement officer) code.

Nomenclature of DDO code: Each DDO code is of 9 characters. The first 3 characters are

district code, the next 3 characters are department code and last 3 are serial number. For example

CTSGAD002 is a DDO code where CTS specifies Cuttack district, GAD indicates General


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their categorization. An office is created by a concerned department depending on its job

requirements. After set up of that office, several posts need to be defined in that particular office to

make it functional.

[This figure represents the office hierarchy at different levels]

For office listing, information like exact nomenclature of office, department under which this

office is created, subject of that department, territory of office, at which level the office is to be

established, whether it’ll be a child office or parent office, location of the office, treasury name from

where the office employee will get their salary, Drawing disbursement officer, officer in charge etc are

required. To create a new office DDO code should be provided. If DDO code is not available for an

office, then parent office must be provided. Parent offices are list of offices that have got child offices

within it.

Here one office can be a reporting authority to another office, i.e. one parent office may have

more than one child office. The software should be developed such that, it can accommodate theparent-child relationship. Offices should be managed in its hierarchical level. Like reporting office of

some child offices can be changed to parent offices of some other child offices.

3.7. Post

Every employee is recognized through the post he/she carries and the service provided as a

responsibility of that post. The term post is recognized as two parts. They are Generic Post and

Substantive Post. Generic post is the name of the post defined in a particular office. Exact

specification of the post is substantive post where the name of post and position of the chair is given.

In other words substantive post constitutes generic post, subject identity and territory identity. For

example, Junior Stenographer is a Generic post and Junior Stenographer, Rural Water Supply and

Department level

HOD level

Field Offices

Sub-Offices


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Posting information of an employee has a big effect on pay structure of that employee. Salary

structure is directly related to the posting criteria. For a particular post, a fixed amount is defined

which gets changed depending on cadre and grade. Through different service transactions or

processes the post changes like Promotion, Transfer, Fixation of pay, Step up of pay, Re-designation

etc. On processing each of these transactions, the pay information gets revised.

Like the office hierarchy, post also maintains its hierarchy where one post can be the

reporting authority of another post. A lower level post can be treated as child to another post. In thisscenario the software to be developed should provide facility to acquire the parent-child relationship in

post management.

After an office setup, posts are created according to different responsibilities within the office.

The software should create a number of new posts at time of requirement.

3.8. Substantive PostAdministrative Department allots Posts to the concern offices, and Such Posts are called

Substantive Post. Every employee holds a substantive post to perform all duties and responsibilities

mapped to the particular substantive posts. An employee may hold multiple substantive post at a time

as additional charges. A substantive post contains information like Generic post (e.g. Executive

Engineer), subject identity (e.g. RWSS Division) and territory (e.g. Koraput) identity within it. In

Government of Orissa there are tentatively 5 lakhs substantive posts distributed over 6143 no ofDDOs throughout the state in different departments. If no employee is mapped to any substantive

post then it remains vacant. The software should have the provision for creating such substantive post

under different offices. For creating a substantive post information like Generic post, subject identity,

territory identity, post level, post serial no. are required.


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CHAPTER – IV

(Recording of G2E Transactions)

4.1. Employee Speciic !o"e#$me$% T#&$'&c%io$' ( p#oce''e'

4.1.1. !R)*P )+ +*,CTI),S- Leave

4.1.1.1. +*,CTI),- Sanction of Leave through Leave sanction

ESCRIPTI),- Authority sanctions leave to mae any employee !e lawfully

a!sent from duty" The period of leave is de!ited to the particular leave account of

the employee" #t captures the data lie Type of leave$ Period of sanction with

prefi% and suffi% date &if any'"

I$%e#&ce- The modules have one list page where the list of all previous Leave

transactions is shown" (very single Leave transaction can !e viewed for further

viewing)updating purpose in a data page !y clicing on view)edit lin" *etail

a!out the list page and data page is descri!ed in the ne%t section"

/i'% P&e- #t shows the list of all previously occurred Leave events in it" The list

page is divided into three different sections namely a' +eader$ !' List c' Control

Panel as shown in Fig: 2.1(a)" The detail descriptions a!out all the sections are as

follows,

He&e#- The header section shows details a!out the selected employee" #n this

section data shown in the form of la!els &read only'"#t contains data components

lie (mployee -ame$ +R.S #* etc" *etails of all the data components are as

follows,


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/i'%- #t shows the list of all previously occurred Leave events in it" #t contains

data components lie *ate of (ntry$ -otification Order -o etc as descri!ed !elow"

• &%e o E$%#y- This is the date of entry into service !oo$ it means

the date on which the entry was taen"

• Type o /e&"e- This field shows the type of leave"

•

+#om &%e- This will show from which date the employee will tae the

leave"

• To &%e- This will show up to which date the employee has taen the

leave"

• Si #om &%e- This field shows the start date of vacation which

comes after the leave date taen !y the employee"

• Si %o &%e- This field shows the end date of vacation which comesafter the leave date taen !y the employee"

• P#ei +#om &%e- This field shows the start date of vacation which

comes !efore the leave date taen !y the employee

• P#ei %o &%e- This field shows the end date of vacation which comes

!efore the leave date taen !y the employee"

• I /o$ /e&"e- This field shows if the leave duration period was long"

• Vie Ico$- The employee can view the details of the transaction of a

particular row on clicing the view lin"

• Ei% Ico$- This lin is used when the user wants to edit some of the

e%isting entries from the list" After clicking on the edit lin it will go to

(diting page with all data" The edited data can !e saved through

clicing on save !utton"

• Spe#'ee Ico$- This lin is used to modify the current order" The

corresponding row containing a particular order which can !e

modified)superseded !y clicing on the supersede hyperlin" After


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Co$%#ol P&$el- #t allows user to perform certain functions lie adding new leave

record or e%iting from the module" #t contains !uttons lie add new and e%it"

*etail description is given !elow"

• A,e %%o$- This !utton is used to add a new record to the

e%isting record or data.

• Ei%- This !utton is closed the current transaction page window"

Fig: 2.1(a)

&%& P&e- *ata page contains detail data components of a particular leave

transaction and allows the user to add or update relevant information" This page

is divided into three different sections namely a' header$ !' data panel$ c' control

panel as shown in 2Fig: 2.1(b)’. *etail description a!out each section is discussed!elow"




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• Po'%- This is the current post of an Employee.

• !P+ ( PPA, ,o- This is GP1 ) PPA- -o of an (mployee"

&%& P&$el- #t contains detail data components of a particular deputation

transaction and allows the user to add or update relevant information" #t contains

information lie

•

&

%

e

o

E

$%

#

y

i

• Se#"ice oo Te% o- This shows the date of entry into service

!oo$ it means the date on which the entry was taen" #t can tae only

33 characters #t is a mandatory field The user has to give the entry

Fig: 2.1(b)


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• )#e# ,o Te% o- This field shows the notification order num!er" #t

can tae only 9: characters$ #t can tae num!ers as well as characters$

an entry more than that will show an alert message" #t is a mandatory

field"

• )#e# &%e Te% o- This field shows the notification order date of

an employee" #t means the notification date given to the employee will

!e displayed in this field" #t can tae only 33 characters" The user has

to give the entry according to particular date format &**4...45555'"

• e%&il' ) ,o%iyi$ A%o#i%y- #t contains 6 com!o !o%es named as

Department of the !otifying Authority, ffice of the !otifying

Authority, !otifying Authority. These three fields are mandatory"

7ithout selecting the department user can8t select either office or

authority"

o ep%me$% o %e ,o%iyi$ A%o#i%y Como o- This is

a com!o !o%" The user has to select one particular department

of the particular employee" #t is a mandatory field" #f the user

leaves it !lan then it will show a message "plea#e #elect the

Department of !otifying Authority ".

o )ice o %e ,o%iyi$ A%o#i%y Como o- This is a

com!o !o%" The user has to select one office relevant to the

corresponding department" #t is a mandatory field" #f the user

leaves it !lan then it will show a message "plea#e #elect the

ffice of the !otifying Authority ".

o ,o%iyi$ A%o#i%y Como o- This is a com!o !o%" The

user has to select one employee of office of the particular

department" #t is also a mandatory field" #f the user leaves it

!lan then it will show a message "plea#e #elect !otifying


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• Si +#om- This field shows the start date of vacation which comes

after the leave date taen !y the employee"

• Si To- This field shows the end date of vacation which comes after

the leave date taen !y the employee"

• P#ei +#om- This field shows the start date of vacation which comes

!efore the leave date taen !y the employee

• P#ei To- This field shows the end date of vacation which comes

!efore the leave date taen !y the employee"

• I eic&l Ce#%iic&%e Smi%%e, This field shows the status of

su!mission of medical certificate"

• I Comm%e- This field shows the leave has !een commuted"

• I /o$ Te#m &'i'- This field shows if the leave duration period waslong"

• ,o%e Te% A#e&- This te%t !o% will contain -ote &if any' relating to the

cancellation of 1irst Appointment of an employee" #t is an optional

area" #t can tae only 3::: characters$ #t can tae num!ers as well as

characters$ an entry more than that will show an alert message"

Co$%#ol P&$el- #t allows user to perform certain functions lie cancel"

• C&$cel %%o$- #t is used to cancel the editing records from the

list and go !ac to List Page"

4.1.1.2. +*,CTI),- Sanction of +ead/uarter Leave Permission through Leave

Permission"

ESCRIPTI),- Any Govt servant wants to leave his head /uarter) woring


22/535


/i'% P&e- #t shows the list of all previously occurred Leave Permission events in

it" The list page is divided into three different sections namely a' +eader$ !' List

c' Control Panel as shown in Fig: 2.2(a)" The detail descriptions a!out all the

sections are as follows,




follows,

• Employee ,&me- -ame of the selected employee is shown at the top

left corner of the header section" #t is a la!el for viewing purpose"

(mployee -ame cannot !e edited here in this section"

• HRS I- This is an (mployee #* of a particular employee" #t is a

uni/ue value and has ma%imum limit of 0 characters.




data components lie *ate of (ntry$ Permission type etc as descri!ed !elow"



• Pe#mi''io$ Type- This field shows the type of permission of leave"

• +#om &%e- This shows from which date the employee will tae the

leave"

• Time - This shows the time of from date the employee has taen the

leave

• To &%e- This shows up to which date the employee has taen the


23/535


to (diting page with all data" The edited data can !e saved through








Fig: 2.2(a)




panel as shown in 2Fig: 2.2(b)’. *etail description a!out each section is discussed

!elow"


section data shown in the form of la!els &read only' #t contains data components


24/535




&%& P&$el- #t contains detail data components of a particular leave transaction

and allows the user to add or update relevant information" #t contains information

lie

•

&

%

e

o

E

$%

#

y

i

$

%

• ,o%iic&%io$ ,o Te% o- This te%t!o% will contain notification num!er for head

/ a te lea ing of the emplo ee #t can tae onl 9: cha acte s #t can tae

Fig: 2.2(b)


25/535


• Pe#mi''io$ Type Como o- This is a com!o !o%" The user has to select the

type of permission of the employee" #t is a mandatory field" #f the user left it

!lan then it will show a message lie ;Please Select the Permission Type;"

• e%&il' o A%o#i%y- #t contains 6 com!o !o%es named as Department, ffice

an$ Authority. 7ithout selecting the department user can8t select either office or

authority"

o ep%me$% Como o- This is a com!o !o%" The user has to selectone particular department of the particular employee" #t is not a

mandatory field"

o )ice Como o- This is a com!o !o%" The user has to select one office

relevant to the corresponding department" #t is not a mandatory field"

o A%o#i%y Como o- This is a com!o !o%" The user has to select one

employee of office of the particular department" #t is not a mandatory

field"

• +#om &%e Te% o- This is a te%t!o% which contains the date from which from

which the +ead


26/535


button$ the page will !e !ac to the initial stage as it is appeared at

the time of loading"



4.1.1.3. +*,CTI),- Preparation of Leave Account through Leave Opening ?alance"

ESCRIPTI),- +R.S software taes input of Opening ?alance of particular type

of Leave &mostly earned leave' on a specific date" This input is essential for +R.S

to automate leave account for su!se/uent period" This form records Type of

Leave$ Cutoff *ate of opening !alance and -um!er of leave days as Opening

?alance"

I$%e#&ce- The modules have one list page where the list of all previous LeaveOpening ?alance transactions is shown" (very Leave Opening ?alance transaction

can !e viewed for further viewing)updating purpose in a data page !y clicing on

view)edit lin" *etail a!out the list page and data page is descri!ed in the ne%t

section"

/i'% P&e- #t shows the list of all previously occurred Leave Opening ?alanceevents in it" The list page is divided into three different sections namely a'

+eader$ !' List c' Control Panel as shown in Fig: 2.%(a)" The detail descriptions

a!out all the sections are as follows,


section data shown in the form of la!els &read only'"#t contains data componentslie (mployee -ame$ +R.S #* etc" *etails of all the data components are as

follows,



27/535




• /e&"e I- This field stores the #* of the leave name as in a!!reviated

form"

• /e&"e Type- This field stores the name of the leave"

• &%e o )pe$i$ &l&$ce- This field stores the *ate of opening

!alance of a leave"

• Time- This field stores the time of opening !alance in connection with

the date"

• )pe$i$ &l&$ce- This field stores the remaining !alance of leave"

• Ei% Ico$- This hyperlin is used when the user wants to edit some of

the e%isting entries from the list" After clicking on the edit lin it will goto (diting page with all data" The edited data can !e saved through


• Remove Icon: #t is used to delete e%isting records from the list"


record or e%iting from the module" #t contains !uttons lie add new and e%it"*etail description is given !elow"

• C&$cel %%o$- #t is used to cancel the editing records from the list

and go !ac to List Page"



28/535


Fig: 2.%(a)




panel as shown in 2Fig: 2.%(b)’. *etail description a!out each section is discussed!elow"


section data shown in the form of la!els &read only' #t contains data components


29/535






lie

•

&

%

e

o

E

$%

#

y

i

$

%

o

Fig: 2.%(b)

S S f


30/535


• Time Como o- This com!o !o% will contain the timing of the opening

!alance" #t stores the timing either in after noon or in forenoon when the

!alance is credited" #ts a mandatory field"

• )pe$i$ &l&$ce Te% o- This te%t!o% will contain the opening

!alanceB #t means how much leave he has taen throughout his service

period that will display in this field" #t is an optional field" #t can tae

only 6 characters" #t won8t allow writing more than three"


• S&"e %%o$- This !utton is used for saving the changed)newly

entered data to the list"




4.1.1.4. +*,CTI),- A!sent from *uty"

ESCRIPTI),- Authority may record period of unauthori@ed a!sence from duty

of an employee into his) her service !oo" +R.S facilitates to record such events"

Such recordings will !e referred in future to decide upon whether to treat the

same as &egulari'ation of Ab#ence or as reak in er*ice"

I$%e#&ce- The modules have one list page where the list of all previous A!sent

from *uty transactions is shown" (very A!sent from *uty transaction can !e

viewed for further viewing)updating purpose in a data page !y clicing on


section"

HRMS U R i t S ifi ti


31/535



follows,










• /e&"e I- This field stores the #* of the leave name as in a!!reviated

form"



• A'e$ce Time +#om &%e-

• A'e$ce Time To &%e-

• Vie- The employee can view the details of the transaction of a



the e%isting entries from the list" After clicking on the edit lin it will go

to (diting page with all data" The edited data can !e saved throughclicing on save !utton"

• Spe#'ee Ico$- This hyperlin is used to modify the current order"

The corresponding row containing a particular order which can !e

HRMS User Requirement Specification


32/535








Fig: 2.+(a)




panel as shown in 2Fig: 2.+(b)’. *etail description a!out each section is discussed

!elow"




follows,



33/535




lie

•

&

%

e

o

E

$

%

#

y

i

$

%

• )#e# ,o Te% o- This is a te%t!o% which will contain the cancellation order

num!er" #t can tae only 9: characters$ #t can tae num!ers as well as

characters$ an entry more than that will show an alert message" #t is a mandatory

field"

Fig: 2.+(b)



34/535


• ep%me$% Como o- This is a com!o !o%" The user has to select

one particular department of the particular employee" #t is not a

mandatory field"

• )ice Como o- This is a com!o !o%" The user has to select one office


• A%o#i%y Como o- This is a com!o !o%" The user has to select one


field"

• Pe#io o &'e$% #om %y: This field holds the time period from which the

employee was absent.

• +#om &%e Te% o- This is a te%t!o% which contains the date from which from

which the +ead


35/535


4.1.1.5. +*,CTI),- Joining from *uty"

ESCRIPTI),- 7hen an employee oins a new post on transfer then the

employee is entitled with oining time" This form in +R.S helps recording the

period of availed oining time in terms of num!er of days"

I$%e#&ce- The modules have one list page where the list of all previous Joining

from *uty transactions is shown" (very Joining from *uty transaction can !e



section"

/i'% P&e- #t shows the list of all previously occurred Joining from *uty events in

it" The list page is divided into three different sections namely a' +eader$ !' List

c' Control Panel as shown in Fig: 2.(a)" The detail descriptions a!out all the





follows,










36/535

, q p

• +#om &%e- This field contains the date from which head /uarter

leaving permission is effective"

• To &%e, This field contains the date up to which head /uarter leaving

permission is effective"










clicing on it$ transaction will go to another page called supersession

page"

• C&$cel Ico$- This hyperlin is used to cancel the current order" The

corresponding row containing a particular order which can !e cancelled

!y clicing on the cancel hyperlin" After clicing on it$ transaction will

go to another page called cancellation page"









37/535

q p

Fig:

2.(a)




panel as shown in 2Fig: 2.(b)’. *etail description a!out each section is discussed

!elow"


section data shown in the form of la!els &read only'"#t contains data componentslie (mployee -ame$ +R.S #* etc" *etails of all the data components are as

follows,

E l , - f th l t d l i h t th t



38/535



lie

•

&

%

e

o

E

$

%

#

y

i

$

•

)#e# ,o Te% o- This is a te%t!o% which will contain the cancellation ordernum!er" #t can tae only 9: characters$ #t can tae num!ers as well as

characters$ an entry more than that will show an alert message" #t is a mandatory

field"

Fig: 2.(b)



39/535



mandatory field"

• )ice Como o- This is a com!o !o%" The user has to select one office




field"

• Pe#io o &"&ile


40/535

4.1.1.6. +*,CTI),- *etention on Dacation"

ESCRIPTI),- Dacations are entitled to the government employees in vacation

department lie (ducational #nstitutions$ Court etc" This period of vacation can !e

detained !y the authority if re/uired" Against such detention of vacation

su!stitute no of leave days may !e credited to the leave account of the concern

employee" Period of detention of vacation of particular employee is recorded

through this form in +R.S"

I$%e#&ce- The modules have one list page where the list of all previous Detention

on Vacation transactions is shown" (very Detention on Vacation transaction can !e



section"

/i'% P&e- #t shows the list of all previously occurred Detention on Vacation events

in it" The list page is divided into three different sections namely a' +eader$ !'

List c' Control Panel as shown in Fig: 2.-(a)" The detail descriptions a!out all the





follows,







41/535



• +#om &%e- This will show from which date the employee will tae the

leave"

• To &%e- This will show up to which date the employee has taen the

leave"







•

Spe#'ee Ico$- This hyperlin is used to modify the current order"The corresponding row containing a particular order which can !e

modified ) superseded !y clicing on the supersede hyperlin" After


page"












42/535

Fig: 2.-(a)




panel as shown in 2Fig: 2.-(b)’. *etail description a!out each section is discussed

!elow"




follows,








43/535

• &%e o E$%#y )#e# ,o Te% o- This is a te%t!o% which will

contain the cancellation order num!er" #t can tae only 9: characters$ #t can tae

num!ers as well as characters$ an entry more than that will show an alertmessage" #t is a mandatory field"

• )#e# &%e Te% o- This is a te%t!o% which contains the cancellation order

date of an employee" #t means the notification date given to the employee will !e

displayed in this field" #t can tae only 33 characters" The user has to give the

entry according to particular date format &**4...45555'"

• e%&il' o S&$c%io$i$ A%o#i%y- #t contains 6 com!o !o%es named as

Department, ffice an$ Authority. 7ithout selecting the department user can8t

select either office or authority

Fig: 2.-(b)



44/535



field"

• &%e #om Te% o- This is a te%t!o% which contains the date from which

the *etention is effective for employee" #t can tae only 33 characters" #t is a

mandatory field" The user has to give the entry according to particular date

format &**4...45555'"

• &%e To Te% o- This is a te%t!o% which contains the date up to which

the *etention is effective" #t can tae only 33 characters" #t is a mandatory field"

The user has to give the entry according to particular date format &**4...4

5555'"

• ,o o &y'- -o of *ays leave detention" #t can tae only 33 characters"

•

No of Years: -o of Years leave detention" #t can tae only 9 characters" • Type of Leave: This field shows the type of leave"

• ,o%e :I A$y; Te% A#e&- This te%t area contains the note "#f the authority has

any notes to specify regarding *etention$ it can !e mentioned in this te%t area" #t

is an optional field. #t can tae only 3::: characters$ more than that will show a

message 2(nter only 3::: characters"




• ele%e %%o$- #t is used to delete e%isting records from the list"

• Re'e% %%o$- This !utton is used for resetting the page" #f the

user does not want to save the changed data$ then !y clicing re#et

button$ the page will !e !ac to the initial stage as it is appeared at

the time of loading"



45/535

I$%e#&ce- The modules have one list page where the list of all previous Extension

of Joining Time transactions is shown" (very Extension of Joining Time transaction can

!e viewed for further viewing)updating purpose in a data page !y clicing on


section"

/i'% P&e- #t shows the list of all previously occurred Extension of Joining Time

events in it" The list page is divided into three different sections namely a'

+eader$ !' List c' Control Panel as shown in Fig: 2.(a)" The detail descriptions

a!out all the sections are as follows,




follows,














46/535





modified ) superseded !y clicing on the supersede hyperlin" After


page"













47/535

He&e#- The header section shows details a!out the selected employee" #n this section

data shown in the form of la!els &read only'"#t contains data components lie (mployee

-ame$ +R.S #* etc" *etails of all the data components are as follows,








&%& P&$el- #t contains detail data components of a particular leave transaction and

allows the user to add or update relevant information" #t contains information lie

•

&

%

e

o

E

$

%



48/535

characters$ an entry more than that will show an alert message" #t is a

mandatory field"

• )#e# &%e Te% o- This is a te%t!o% which contains the cancellation

order date of an employee" #t means the notification date given to the

employee will !e displayed in this field" #t can tae only 33 characters" The

user has to give the entry according to particular date format &**4...4

5555'"


Department, ffice an$ Authority. 7ithout selecting the department user can8t

select either office or authority"



mandatory field"

• )ice Como o- This is a com!o !o%" The user has to select one

office relevant to the corresponding department" #t is not a mandatory

field"

• A%o#i%y Como o- This is a com!o !o%" The user has to select

one employee of office of the particular department" #t is not amandatory field"

• +#om &%e Te% o- This is a te%t!o% which contains the date from which

from which the +ead


49/535






4.1.1.8. +*,CTI),- Periodic eave Credit

ESCRIPTI),- There are several methods for crediting the leave account of an

employee for a particular type of leave" ?ut here +R.S emphasi@e on standard periodic

credit of leave according to Leave Rule" +R.S provides facility to auto4compute credit

days to the leave account and waits for user confirmation of such credit" Eser is e%pected

to update and confirm !o of cre$ite$ /ea*e# in a specific semester.

I$%e#&ce- The modules have one list page where the list of all previous Periodic eave

Credit Time transactions is shown" (very Periodic eave Credit Time transaction can !e

viewed for further viewing)updating purpose in a data page !y clicing on view)edit lin"

*etail a!out the list page and data page is descri!ed in the ne%t section"

/i'% P&e- #t shows the list of all previously occurred Periodic eave Credit events in it"The list page is divided into three different sections namely a' +eader$ !' List c' Control


follows,


data shown in the form of la!els &read only'"#t contains data components lie (mployee-ame$ +R.S #* etc" *etails of all the data components are as follows,




50/535

/i'%- #t shows the list of all previously occurred Leave events in it" #t contains data

components lie *ate of (ntry$ Permission type etc as descri!ed !elow"

• Selec% Type ) /e&"e Como o- This is a com!o !o% which

contains the type of leave of an employee" According to these leave it

has to display the opening !alance date" #t is a mandatory field"

•

To e% /e&"e C#ei% Reco#' Ok %%o$- After clic on this "ok" !utton it will display the leave credit details up to its superannuation

date$ it will show the list of leave credit details in the same page as

given !elow"

• Se#"ice Pe#io +#om &%e- This field shows the leave will !e

effective from this date"

• Se#"ice Pe#io To &%e- This field shows the leave will !e credited up

to this date"

• Comple%e o$%'- This field shows the complete months of the

credited leave"

• ,o o C#ei%e /e&"e- This field shows the num!er of credited leave"

• Clic %o *p&%e Cec o- This !utton is used when the user wantsto update some of the e%isting entries from the list" After clicking onthe update Chec ?o% it will update with all data" After updating thedata clic on "a*e" !utton"






clicing on save !utton



51/535


Fig: 2.0(a)

&%& P&e- *ata page contains detail data components of a particular leave transaction

and allows the user to add or update relevant information" This page is divided into three

different sections namely a' header$ !' data panel$ c' control panel as shown in 2Fig:2.0(b)’. *etail description a!out each section is discussed !elow"




52/535





•

&

%

e

o

• +#om &%e Te% o- This is a te%t!o% which contains the date from

which the leave is credited "#t can8t !e changed"

• To &%e Te% o- This is a te%t!o% which contains the date to which the

leave is credited "#t can8t !e changed"

• ,o o o$%' Te% o- This te%t!o% will contain the num!er of

complete months" #t is read only field" Eser is not allowed to change it"

• ,o o /e&"e Te% o- This is a te%t!o% which will contain the num!er of

leaveB it means how many leaves are credited in that period that will !e

displayed in this field" #t is a mandatory field" #t taes ma%imum of F

Fig: 2.0(b)



53/535

4.1.1.9. +*,CTI),- Surrender of eave

ESCRIPTI),- The o!ective of this module is to record all the leave details

surrendered !y a particular employee during his)her service period.

I$%e#&ce- The modules have one list page where the list of all previous Surrender of

eave Time transactions is shown" (very Surrender of eave Time transaction can !e viewed

for further viewing)updating purpose in a data page !y clicing on view)edit lin" *etail


/i'% P&e- #t shows the list of all previously occurred Surrender of eave events in it" The

list page is divided into three different sections namely a' +eader$ !' List c' Control

Panel as shown in Fig: 2.(a)" The detail descriptions a!out all the sections are as

follows,














54/535











page"





Co$%#ol P&$el- #t allows user to perform certain functions lie adding new leave record

or e%iting from the module" #t contains !uttons lie add new and e%it" *etail description

is given !elow"






55/535

Fig: 2.(a)

&%& P&e- *ata page contains detail data components of a particular leave transactionand allows the user to add or update relevant information" This page is divided into three

different sections namely a' header$ !' data panel$ c' control panel as shown in 2Fig:

2.(b)’. *etail description a!out each section is discussed !elow"





l f f h h d i # i l ! l f i i



56/535



•

&

%

e

o

• )#e# ,o Te% o- This is a te%t!o% which will contain the cancellation

order num!er" #t can tae only 9: characters$ #t can tae num!ers as well

as characters$ an entry more than that will show an alert message" #t is a

mandatory field"



Fig: 2.(b)



57/535

• ep%me$% Como o- This is a com!o !o%" The user has to

select one particular department of the particular employee" #t is

not a mandatory field"

• )ice Como o- This is a com!o !o%" The user has to select

one office relevant to the corresponding department" #t is not a

mandatory field"

• A%o#i%y Como o- This is a com!o !o%" The user has to

select one employee of office of the particular department" #t is not

a mandatory field"

• Period of surrender oining time


which from which the +ead


58/535

then the remaining days will !e credited to his)her leave account" This form in +R.S

helps recording period of un4availed oining time in terms of num!er of days$ which willautomatically reflected in his)her leave account"

I$%e#&ce- The modules have one list page where the list of all previous !navailed "oining

Time transactions is shown" (very !navailed "oining Time transaction can !e viewed for

further viewing)updating purpose in a data page !y clicing on view)edit lin" *etail


/i'% P&e- #t shows the list of all previously occurred !navailed "oining #ime events in it"

The list page is divided into three different sections namely a' +eader$ !' List c' Control


follows,





left corner of the header section" #t is a la!el for viewing purpose"(mployee -ame cannot !e edited here in this section"






components lie *ate of (ntry$ Permission type etc as descri!ed !elow"



59/535









page"





Co$%#ol P&$el- #t allows user to perform certain functions lie adding new leave record

or e%iting from the module" #t contains !uttons lie add new and e%it" *etail description

is given !elow"






60/535













•

&

%

e

o

)#

e



61/535

as characters$ an entry more than that will show an alert message" #t is a

mandatory field"



employee will !e displayed in this field" #t can tae only 33 characters" The

user has to give the entry according to particular date format &**4...4

5555'"


Department, ffice an$ Authority. 7ithout selecting the department user

can8t select either office or authority"

• ep%me$% Como o- This is a com!o !o%" The user has to

select one particular department of the particular employee" #t isnot a mandatory field"

• )ice Como o- This is a com!o !o%" The user has to select

one office relevant to the corresponding department" #t is not a

mandatory field"

• A%o#i%y Como o- This is a com!o !o%" The user has to

select one employee of office of the particular department" #t is not a

mandatory field"


which from which the +ead


62/535






4.1.1.11. +*,CTI),- .onthly a!sent Statement"

ESCRIPTI),- Authority may record period of a!sence from duty of an employee into

his) her service !oo" +R.S facilitates to record such events"

I$%e#&ce- The modules have one list page where the list of all previous A!sent from

*uty transactions is shown" (very A!sent from *uty transaction can !e viewed for

further viewing)updating purpose in a data page !y clicing on view)edit lin" *etail


/i'% P&e- #t shows the list of all previously occurred A!sent from *uty events in it" The

list page is divided into three different sections namely a' +eader$ !' List c' Control

Panel as shown in Fig: 2.11" The detail descriptions a!out all the sections are as follows,





left corner of the header section" #t is a la!el for viewing purpose"(mployee -ame cannot !e edited here in this section"

• HRS I

hrms online

Documents