Rules and Policies for Management

 Rules and Policies for Management

-Dr. Lalit Kumar Setia

The businesses took place in various forms of business organizations such as sole proprietorship, partnership, cooperative societies, companies, etc. In each form of business organization, there are set objectives determined to be achieved. I have been invited as Guest Speaker in a seminar on “Democratic System, Business Management, and Right to Information Act” organized by HARCOFED, Panchkula. The cooperative societies are promoted by HARCOFED by visiting schools, colleges, and industrial training institutions and organizing various types of events for the students and youth.

During my lecture on “Business and Financial Management for Cooperative Societies”, I explained how rules and policies make an impact and facilitate the management to run multiple branches of an organization. 

The big corporate players are successful by enabling automation nowadays, earlier they were dependent upon the Chief Executive Officers, entrusted to follow the policies and rules formed to run the business in standard forms as per the desire of the owners, the big corporates.

Need of professionalism in Work:

Cooperative societies have an acute need for professionalism in work and due to lack of professionalism, there are huge losses in managing the affairs of cooperative societies. Instead of democratic control and specified bye-laws; the businesses are facing losses.

There are various mantras of success in modern businesses and I explained with examples and practical question-answers to make the session interactive.

Capacity Building of Officers to comply with Rules:

Each Organization is expected to comply with the financial rules, policies formed by top management, and instructions issued from time to time. In inspecting the financial records, annual accounts, and administrative reports it is generally observed that even the previous year's audit observations are not sorted out. 

Group Dynamics and Change in Environment

Since there are a lot of financial irregularities in the accounts of the organizations and the use of technological tools in competitive organizations poses a new challenge to be dynamic and innovative; the decisions are being taken to follow the Standard Operating Procedures (SoPs), adopting software in functions, and use of social media platforms for marketing of goods and services. The political scenario is also changed from time to time and the innovations required to be further updated with the use of IT and new technological tools as per the change in the business environment.  

Course with New inputs

It is natural when the business environment is changing and organizations are adopting new software, revising Standard Operating Procedures (SoPs); the course is also revised with new training inputs. 

Training of Officers/Officials on ensuring compliance with rules and policies of management is a must for performing well and resolving the audit observations. I am proud of my sincere participants to stay punctual always and take a keen interest in learning new ways to deal the practical problems. 

Taxation and Procurement Procedures

For most of the Officers, the taxation procedures are challenging to deal with the amended provisions, rules, sections of acts including income tax and GST. The courses in Taxation and Procurement procedures include e-TDS, e-filing Income Tax Return, e-Procurement, and use of systems including Integrated Financial Management System (IFMS). With an opportunity to learn financial inputs, each course is a boon for a solution-finder to sort out the practical problems with face-to-face interactions. 

Assignments and practical orientation in Whatsapp Group:

For each course, a WhatsApp group is created for discussing and interacting with the practical issues and at the end of each day of training, the participants get the opportunity to attempt an assignment for practically revising the key learnings of the course. 

Updates to prepare for upcoming challenges

The too much change after every 15 days, in taxation and procurement procedures, is really a challenge for the officers and auditors to re-build the capacities. 

 *Copyright © 2017 Dr. Lalit Kumar. All rights reserved. 

This article is written by Dr. Lalit Kumar Setia; a renowned author and trainer. He completed his Doctorate in Commerce from Kurukshetra University Kurukshetra and MBA in Information Technology from GJU, Hisar. He also wrote two books, 15 research papers, and organized more than 200 Training Courses during his working period since 2006 in Haryana Institute of Public Administration, Gurugram. The article was firstly published on 18th October 2021 and last updated on 30th October 2021. The writer can be contacted on lalitkumarsetia@gmail.com 

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How to Complete HRMS Records?

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.

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.

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.

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.

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.

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. 

*Copyright © 2021 Dr. Lalit Kumar. All rights reserved. 

This article is written by Dr. Lalit Kumar Setia; a renowned author and trainer. He completed his Doctorate in Commerce from Kurukshetra University Kurukshetra and MBA in Information Technology from GJU, Hisar. He also wrote two books, 15 research papers, and organized more than 200 Training Courses during his working period since 2006 in Haryana Institute of Public Administration, Gurugram. The article was firstly published on 15th October 2021 and last updated on 30th October 2021. The writer can be contacted on lalitkumarsetia@gmail.com 

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https://drlalitsetia.blogspot.com/p/new-articles-study-material-notes.html