How to Complete HRMS Records?
-Dr. Lalit Kumar Setia
The Government of Haryana, issued instructions from time to time
to complete the HRMS records of employees working in each office of Government.
The departments are working with Departmental Admin User Account (DAU), Level
Admin User (LAU) Account, checker and maker accounts in the head offices and
field offices. There are permissions set by the Departmental Admin User to
ensure proper discipline in administrative matters of the department.
How
to complete records on Human Resource Management System (HRMS)?
Need not to say that the responsibility for completion of records
on the HRMS portal lies with the Head of Departments (HoDs) as per the
functions set in the module of HRMS. Above HoDs, there are logins of
Administrative Secretaries and Chief Secretary to Government of Haryana also.
In the second phase, the HRMS had been extended to the Boards and Corporations,
Autonomous Bodies, Universities, etc. all are required to complete the HRMS
records.
Six Matters to be focused on by each organization:
1. Service Record of each Employee
From the date of joining to the current date, the service record
of each employee should be completed on Human Resource Management System (HRMS)
portal. What to do? How to check? How to complete it?
The Standard Operating Procedure (SoP) of HRMS states that the DAU
will give permission to LAU, LAU will give permission to Checker, Checker will
give permission to the Maker for completing the service record of each employee
in the head office and field offices of the department. This work is required
to be updated every day. Apart from making entries in the service books of the
employees (in historical and future transactions), the hard copy of the service
book should also be scanned and uploaded on the HRMS portal at regular
intervals.
From the date of joining to the current date, the service record
of each employee should be completed on Human Resource Management System (HRMS)
portal. What to do? How to check? How to complete it?
The Standard Operating Procedure (SoP) of HRMS states that the DAU
will give permission to LAU, LAU will give permission to Checker, Checker will
give permission to the Maker for completing the service record of each employee
in the head office and field offices of the department. This work is required
to be updated every day. Apart from making entries in the service books of the
employees (in historical and future transactions), the hard copy of the service
book should also be scanned and uploaded on the HRMS portal at regular
intervals.
2. Promotion and ACP Cases of Employees
The powers to promote or grant ACP are generally in the hands of
appointing authorities of an employee, as per the service rules; however, the
administrative powers of Head of Departments or Head of Offices can be altered
by the Administrative Secretaries of the Departments. Whatever the status of
permissions in the HRMS portal, it is the duty of each Checker in the HRMS
portal to check and validate the details of promotion and ACP in the system. What
to do? How to do it? How to Check whether it is done or not?
The entries of promotion and grant of ACP can be checked in the
service record of each employee. In case, the record is incomplete, it is
required to generate the orders and upload the same in the HRMS portal. As per
the mandate, it is restricted to draw the salary with ACP until the order of
ACP is uploaded. Therefore, it is directed by the Haryana Government from time
to time to make the entries of promotion and ACP in HRMS and also check whether
the entries are completed or not.
The powers to promote or grant ACP are generally in the hands of
appointing authorities of an employee, as per the service rules; however, the
administrative powers of Head of Departments or Head of Offices can be altered
by the Administrative Secretaries of the Departments. Whatever the status of
permissions in the HRMS portal, it is the duty of each Checker in the HRMS
portal to check and validate the details of promotion and ACP in the system. What
to do? How to do it? How to Check whether it is done or not?
The entries of promotion and grant of ACP can be checked in the
service record of each employee. In case, the record is incomplete, it is
required to generate the orders and upload the same in the HRMS portal. As per
the mandate, it is restricted to draw the salary with ACP until the order of
ACP is uploaded. Therefore, it is directed by the Haryana Government from time
to time to make the entries of promotion and ACP in HRMS and also check whether
the entries are completed or not.
3. Leave Record of each Employee
The entry of leave record is generally done by the Makers, and the
responsibility to ensure its correct entries lies with the Checkers and
concerned LAU or DAU as the case may be. After completing the leave record, the
next superior authority is required to verify the same at his/her level.
The entry of leave record is generally done by the Makers, and the
responsibility to ensure its correct entries lies with the Checkers and
concerned LAU or DAU as the case may be. After completing the leave record, the
next superior authority is required to verify the same at his/her level.
4. Transfer of Employees
The transfer without an entry in the HRMS portal creates problems
and the tracing of employees at the level of Head of Departments and
Administrative Secretaries becomes complicated. Therefore, no transfer should
be done without creating transfer orders in the HRMS portal and it is a must to
ensure the entry of each transfer in the HRMS system. Once the entry is done
and verified, the entry is frozen and can only be amended at the level of NIC
with the help of held desk operations.
The transfer without an entry in the HRMS portal creates problems
and the tracing of employees at the level of Head of Departments and
Administrative Secretaries becomes complicated. Therefore, no transfer should
be done without creating transfer orders in the HRMS portal and it is a must to
ensure the entry of each transfer in the HRMS system. Once the entry is done
and verified, the entry is frozen and can only be amended at the level of NIC
with the help of held desk operations.
5. Completion of Annual Confidential Reports (ACRs)
The ACR reports can be uploaded in the Historical and Future
Transactions in the HRMS portal. It is the duty of Checkers and Level Admin
Users to ensure the completion of uploading ACR and verification of the same.
The ACR reports can be uploaded in the Historical and Future
Transactions in the HRMS portal. It is the duty of Checkers and Level Admin
Users to ensure the completion of uploading ACR and verification of the same.
6. Disciplinary Matters
The matters of absence from duty, suspension, punishment, etc.
required to be entered with due care by the checkers of the offices. It is
generally found that the persons absent from duty are not treated strictly and
after a long run of time, it is detected that entries for absent from duty are
not made in the HRMS. The concerned maker and checker are held responsible for
such missing entries. Therefore, it is a must to ensure entry of all
disciplinary matters in the service book of the concerned employee.
The matters of absence from duty, suspension, punishment, etc.
required to be entered with due care by the checkers of the offices. It is
generally found that the persons absent from duty are not treated strictly and
after a long run of time, it is detected that entries for absent from duty are
not made in the HRMS. The concerned maker and checker are held responsible for
such missing entries. Therefore, it is a must to ensure entry of all
disciplinary matters in the service book of the concerned employee.
