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User Manual for Employee Management
System (EMS)
Roles and Responsibility
Sr. # User Description Use 1 Administrator Department Employee at HO office. • Manages Qualification
• Manages Pay Scale • Manages Designation • Manages Employee Personal
Information (includes all departmental employee)
• Manages Employee Service Record • Manages Employee Qualification • Manages Employee Family Record • Manages Employee’s Fund
Nominee • Manages Employee Training Record • Allocates Gradation Number to HO
Employee (class I, ClassII, III, IV of HO) & class I& II of state
2 Zone Admin
User Department Employee at Zonal Level
Perform below activities in the records of all employee under particular Division or Zone office • Manage Employee Personal
Information • Manage Employee Service Record • Manage Employee Qualification • Manage Employee Family Record • Manage Employee’s Fund Nominee • Manage Employee Training Record • Allocates Gradation Number to
Class III & IV Employee of zone 3 District Admin
User Department Employee at District office
Perform below activities in the records of all employee under particular District • Manage Employee Personal
Information • Manage Employee Service Record • Manage Employee Qualification • Manage Employee Family Record • Manage Employee’s Fund Nominee • Manage Employee Training Record
4 Any User A user (may be of any Role) A user who can view all Establishment Reports.
Process Flow of PMIS Module
Start
User Login Process
If login Success
Login Failed
Successfully login
AdminUser
Zone AdminUser
District Admin User
Process Flow of PMIS Module (Admin User)
A
User can Add, Modify Agri Office of Specific Office type
B
User can Add ,Modify Section of Specific Office Type
Return Main Menu
Agri Office Section
PMIS Master
C
User can Add/ Modify Designation
D
User can Add, Modify Pay - scale
E
User can Add, Modify Qualification
Pay scale Designation Qualification
Process Flow of PMIS Module (Admin User)
A
Admin User can allot Gradation Number to all Employee of1) all Class (i.e I ,II, III & VI) of HO Office2) Class I & Class II of overall state
B
Admin User can enter New employee with 1) Personal data2) Service Record (appoint ment time)2.1 Order Related Information2.2 Place Related Information2.3 Post Related Information2.4 Other information
Return Main Menu
PMIS Transaction
Employee Gradation
Employee Entry
C
Employee Service Record
Admin User can Add, Modify Service Record of any Employee
By Entering Employee ID Number
Here User can enter below Order Typea) Transterb) Promotionc) Transfer/Promotind) Othere) TimeBarf) Suspendedg) LWP
Process Flow of PMIS Module (HO Admin User)
Return Main Menu
PMIS Transaction
Employee Family Detail
D E
Admin User can Add, Modify Training Detail of any Employee
By Entering the Employee ID Number
Employee Training Detail
Employee Qualification Detail
F G
Admin User can Add, Modify Service Record of any Employee
Here User can select employee by its District and Office
After searching employee User can work on Employees A) Personal DetailB) service RecordC) Family DetailD) Training DetailE) Qualification Detail
Employee Search
Admin User can Add, Modify Qualification Detail of any Employee
By Entering the Employee ID Number
Admin User can Add, Modify Family Detail of any Employee
By Entering the Employee ID Number
Process Flow of PMIS Module (Zone Admin Users)
Select Data entry Screen for various tasks (only for the Employees comes under
Particular Zonal Office of Zone)
Zone Admin User
PMIS Transaction
B
Employee Entry
C
Employee Service Record
D
Employee Family Detail
E
Employee Training Detail
F
Employee Qualification
Detail
G
Search Employee
A
Employee Gradation
Process Flow of PMIS Module (District Admin Users)
Select Data entry Screen for various tasks (only for the Employees comes under
particular District)
District Admin User
PMIS Transaction
B
Employee Entry
C
Employee Service Record
D
Employee Family Detail
E
Employee Training Detail
F
Employee Qualification
Detail
G
Search Employee
Process Flow of PMIS Module for Reports (Admin/Zone Admin/District Admin Users)
Select PMIS Report Menu
Admin User
Zone User & District user can view and take printout of various reports based on parameters.
Return Main Menu
District Admin User
Admin user can view and take printout of various reports based on parameters.
Zone Admin User
List Question 1 What is the Purpose of this module? Question 2 How to open the application? Question 3 How to add Agriculture Office? Question 4 How to add Sections in the Office? Question 5 How to add Designation in the Office? Question 6 How to add Pay scale in the Office Question 7 How to add Qualification in the Office? Question 8 How to Create New User? Question 9 How to Add New Employee? Question 10 How to Add/Modify Service Record of Employee? Question 11 How to Add/Modify Employee’s Family Member Detail? Question 12 How to Add/Modify Employee’s Training Detail? Question 13 How to Add/Modify Employee’s Qualification Detail? Question 14 How to Modify Employee’s Detail? Question 15 How to allot Gradation number to Employee?
Question 1 What is the Purpose of this module? Main goal of this module is to Develop Employee database with necessary information.
The main activities of these modules are -
Manages Unique Employee ID, which is automatically generated by computer. Manages Employees Personal Details (one time Information i.e. static information- Name, Family
detail, Fund Nominee, Qualification, Training etc). Manages Employees Service Record (Starting from his/her appointment time till existence in the
department). In Service record various type of order details are maintained (Like Transfer, Promotion, Transfer/Promotion, and Suspension & LWP).
Manages Employee working status (i.e Expired, Retired, and VRS & Working). Manages Employee Post Natures (i.e. Anukampa, Probation, Deputation, and Permanent &
Temporary). Manages Employees Fund Category – (like GPF, Pension, FBF, Other, Full Payment, Not Applicable)
with particular category nominee (i.e. only family member) and preference (i.e. First, Second etc). Manages Employee Qualification record. Manages Employee Training record (which s/he attended officially). Manages Employee Family record. Manages Office under particular District. Manages Sections under particular Office. Manages Pay Scales & its affective date. Manages Designations and sanctioned number of post. Manages Qualifications detail category wise. Manages Gradation number and Year (of gradation) of employee.
Allotment can be done from Zone (Division) & HO Level. From Zone Level - Gradation Number allotted to the Employees of entire District comes under particular zone (only Class III & Class IV). From HO Level – Gradation Number allotted to Employees of HO Level (all Class of HO and Class I & Class II of state).
Manages Increment date of employee. Manages Overall Official Posting detail of employee (from Joining Posting to Current Posting). Manages Pay scale, Post and Cadre detail of employee. Manages Employee Qualifying Qualification. Generates various Decision making Reports
Question 2 How to open the application? Step 1: #: When the user open the website (www.mpkrishi.org) , the home page appears as shown is figure-1. To Enter in the dynamic portion of the website the user can click on the logo which is shown in upper right corner.
Figure 1
Click Here for Login Page
Step 2 After clicking on the logo (as instructed in step 1) , the user get the login screen as shown below. In the login screen, the user can type Userid and Password allotted to him/her by the department and click on “login” button for entering into the application. For example: The userid and password – “adminagrisnet” is allotted for administrator user as shown in figure 2. If the user enter wrong username and password then user get message “Invalid Login name” as shown in figure 3
Figure 2
Figure 3
User Name
Password
Click Here For Login
Step 3 After clicking on the login button user get the menu according to the his/her rights, as shown in figure 4
Figure 4
Question 3 How to add Agriculture Office?
Step 1 Click on the “Master Data Entry “ then click on “Office Master” from its “EMS” option as shown in figure 5
Figure 5
Click Here
Step 2 After clicking on the “Office Master” as shown in figure 5, the user get the office master screen as shown in figure 6 below. The office names are displayed on the left side and the detail of selected office on the right side.
Figure 6
Step 3 (a) For Modification:
User can also modify the office detail , for this user has to first select the office name from the list shown in the left side and hence the detail of the office will appears on the right side. Now click on the “Modify button” as shown in figure 7 below.
Figure 7
Step 3 (b) After clicking on the modify button (as in figure 7), the user get the screen shown in figure 8 , here the user can perform modifications on the office detail and for saving the detail may click on “save” button
Figure 8
Step 4 To add new office , user can click on the “Add New Office” (displayed on top left side of figure 9) , the user will get enabled boxes for entering the office detail. After entering the office detail the user can save the detail by clicking on the “save” button , if user want to cancel the work then click on “cancel” button
Figure 9
Question 4 How to add Sections in the Office? Step 1 Click on the “Master Data Entry “ then click on “Section” from its “EMS” option as shown in figure 10
Figure 10
Step 2 After clicking on the “Section Master” as shown in figure 10, the user get the Section master screen as shown in figure 11 below. The sections names are displayed on the left side and the detail of selected Section on the right side.
Figure 11
Click Here
Step 3 (a) For Modification: User can also modify the Section detail, for this user has to first select the Section name from the list shown in the left side and hence the detail of the Section will appears on the right side. Now click on the “Modify button” as shown in figure 12 below.
Figure 12
Step 3 (b) After clicking on the modify button (as in figure 12), the user get the screen shown in figure 13, here the user can perform modifications on the Section detail and for saving the detail user may click on “save” button
Figure 13
Step 4 To add new Section, user can click on the “Add New Section” (displayed on top left side of figure 14), the user will get enabled boxes for entering the Section detail. After entering the Section detail the user can save the detail by clicking on the “save” button, if user want to cancel the work then click on “cancel” button Note: there are two section type mentioned “Common” “Office Specific” “Common”—for common section type no office level is required “Office Specific”—for office specific the user has to select the office level for the section
Figure 14
Question 5 How to add Pay scale in the Office. Step 1 Click on the “Master Data Entry “ then click on “Pay scale ” from its “EMS” option as shown in figure 15
Figure 15
Step 2 After clicking on the “Payscale Master” as shown in figure 15, the user get the Payscale master screen as shown in figure 16 below. The Payscale names are displayed on the left side and the detail of selected Payscale on the right side.
Figure 16
Click Here
Step 3 (a) For Modification: User can also modify the Payscale detail, for this user has to first select the payscale from the list shown in the left side and hence the detail of the payscale will appears on the right side. Now click on the “Modify button” as shown in figure 17 below.
Figure 17
Step 3 (b) After clicking on the modify button (as in figure 17), the user get the screen shown in figure 18, here the user can perform modifications on the Payscale detail and for saving the detail user may click on “save” button
Figure 18
Step 4 To add new Payscale , user can click on the “Add New Pay Scale Detail” (displayed on top left side of figure 14), the user will get enabled boxes for entering the Section detail. After entering the Payscale detail the user can save the detail by clicking on the “save” button, if user want to cancel the work then click on “cancel” button
Figure 19
Question 6 How to add Designation in the Office? Step 1 Click on the “Master Data Entry “ then click on “Designation” from its “EMS” option as shown in figure 20
Figure 20
Click Here
Step 2 After clicking on the “Designation Master” as shown in figure 20, the user get the Designation master screen as shown in figure 21 below. The Designation names are displayed on the left side and the detail of selected Designation on the right side.
Figure 21
Step 3 (a) For Modification: User can also modify the Designation detail, for this user has to first select the Designation from the list shown in the left side and hence the detail of the Designation will appears on the right side. Now click on the “Modify button” as shown in figure 22 below.
Figure 22
Step 3 (b) After clicking on the modify button (as in figure 22), the user get the screen shown in figure 23, here the user can perform modifications on the Designation detail and for saving the detail user may click on “save” button
Figure 23
Step 4 To add new Designation, user can click on the “Add New Designation” (displayed on top left side of figure 24), the user will get enabled boxes for entering the Designation detail. After entering the Designation detail the user can save the detail by clicking on the “save” button, if user want to cancel the work then click on “cancel” button
Figure 24
Question 7 How to add Qualification in the Office? Step 1 Click on the “Master Data Entry “ then click on “Qualification” from its “EMS” option as shown in figure 25
Figure 25
Click Here
Step 2 After clicking on the “Qualification Master” as shown in figure 25, the user get the Qualification master screen as shown in figure 26 below. The Qualification names are displayed on the left side and the detail of selected Qualification on the right side.
Figure 26
Step 3 (a) For Modification: User can also modify the Qualification detail, for this user has to first select the Qualification from the list shown in the left side and hence the detail of the Qualification will appears on the right side. Now click on the “Modify button” as shown in figure 27 below.
Figure 27
Step 3 (b) After clicking on the modify button (as in figure 27), the user get the screen shown in figure 28, here the user can perform modifications on the Qualification detail and for saving the detail user may click on “save” button
Figure 28
Step 4 To add new Qualification, user can click on the “Add New Qualification” (displayed on top left side of figure 29), the user will get enabled boxes for entering the Qualification detail. After entering the Qualification detail the user can save the detail by clicking on the “save” button, if user want to cancel the work then click on “cancel” button
Figure 29
Question 8 How to Create New User? Step 1 Click on the “Master Data Entry “ then click on “User Creation” from its “EMS” option as shown in figure 30
Figure 30
Step 2 After clicking on the “User Creation” as shown in figure 30, the user get the User Creation screen as shown in figure 31 below. For searching the employee the user will have to select “District ”, “Agriculture Office”, “Section”.
Figure 31
Click Here
Step 3 If the employee exist according to the selection criteria shown in step 2 (figure 31) than below screen appears as shown in figure 32. If the Login ID, Password & Role is already allotted to employee then it will shown as below in the table and if not allotted then we get “--” (dash) in the table
Figure 32
Step 4 For performing addition /modification action in LoginID, Password & Role of selected employee’s record, user can mark check on the “Add/Modify User Login” as shown in below figure 33
Figure 33
Step 5 When user check on “Add/Modify User Login” as shown in figure 33, the user will get below screen shown in figure 34 containing login details of employee like-
• User login - Refer to the login ID allotted to the employee for entry in the application. • Password – Refer to the password allotted to the employee for entry in the application. • Role – Refer to the authority allotted to the employee (i.e. Administrator, District employee, Guest
etc) • Subject – Refer to the Subject related to the employee (if employee is not SMS (Subject Matter
Specialist) of any subject then it is not a mandatory to select “Subject” and employee can be SMS of more than one subject)
• Group – Refer to the group to which employee belongs for group email. • Location – Refer to the Place of employee.
Clicking on the Modify button to get the field enabled Clicking on the Delete button to delete the allotted “LoginID”, “Password” & “Role” Clicking on the Cancel button to cancel the changes
Figure 34
Step 6 After clicking on the Modify button as shown in figure 34, all fields appears to be enabled as shown in figure 35 below. For saving the changes click on the Save button other wise click cancel to undo changes.
Figure 35
Step 7 After clicking on the Save button as shown in figure 35, the Message “User Modified Successfully” appears as shown in figure 36, this indicated that LoginID , Password , Role, Subject & Email Group is allotted to the employee successfully.
Figure 36
Question 9 How to Add New Employee?
Step 1 Click on the “Transaction“ then click on “EMS-Index” from its “EMS” option as shown in figure 37
Figure 37
Step 2 After clicking on the “EMS - Index” as shown in figure 37, the Index screen appears as shown in figure 38. For Adding record of new employee click on “Add New Employee” option.
Figure 38
Click Here
Click Here
Step 3 After clicking on “Add New Employee” option as shown in figure 38, then below Employee Details Entry form appears as shown in figure 39
Figure 39
Filling all the entries given in the above format, specially those entries which are marked by “Red Star”
After filling and clicking on “Save” Button, the message appears as shown in figure 40
Figure 40
Question 10 How to Add/Modify Service Record of Employee? Step 1 After clicking on the “EMS - Index” as shown in figure 37, the Index screen appears as shown in figure 38. For Addition/Modification of employee service record click on “Add/Modify Employee’s Service Record” option. as shown in figure 41
Figure 41
Figure 41(a)
Click Here
Click Here
Step 2 After clicking on the “Add/Modify Employee’s Service Record” option. As shown in figure 41, the Employee Search Screen appears as shown in figure 41(a). Now clicking on the “Show Details” button as shown in figure 41(a) ,the Service Record screen appears as shown in figure 42.
• The user always get one Service Record added (which is added automatically when we enter whole detail of employee in “Employee Entry form” first time)
• For addition of new Service record click on “Add New Service Record” • The user can choose “Type of Order” (i.e. Transfer, Promotion, Trasfer/Promotion etc) & fill all
other details • For modification in Existing Service Record click “Modify” Button. • For saving the changes user can click on “Save” Button. • To undo the changes user can click on “Cancel” Button.
Figure 42
Question 11 How to Add/Modify Employee’s Family Member Detail? Step 1 After clicking on the “EMS - Index” as shown in figure 37, the Index screen appears as shown in figure 38. For Addition/Modification of Employee’s Family Member Detail click on “Add/Modify Employee’s Family Member Detail” option. as shown in figure 43
Figure 43
Click Here
Step 2 After clicking on the “Add/Modify Employee’s Family Member Detail” option. As shown in figure 43, the Employee Search Screen appears as shown in figure 41(a). Now clicking on the “Show Details” button as shown in figure 41(a), the Employee’s Family Member Screen appears as shown in figure 44.
• For addition of new family member’s detail click on “Add New Employee Family Detail” • The user can choose “Nomination” (i.e. GPF, Pension etc) for nominating the family member. • The user can choose “Preference” (i.e. First, Second) for setting the preference of nominating the
family member. No two member can have same “nomination category “ and same “preference”. • For modification in Existing Service Record click “Modify” Button. • For saving the changes user can click on “Save” Button. • To undo the changes user can click on “Cancel” Button.
Figure 44
Question 12 How to Add/Modify Employee’s Training Detail? Step 1 After clicking on the “EMS - Index” as shown in figure 37, the Index screen appears as shown in figure 38. For Addition/Modification of Employee’s Training Detail click on “Add/Modify Employee’s Training Detail” option. as shown in figure 45
Figure 45
Click Here
Step 2 After clicking on the “Add/Modify Employee’s Training Detail” option as shown in figure 45, the Employee Search Screen appears as shown in figure 41(a). Now clicking on the “Show Details” button as shown in figure 41(a), the Employee’s Training Screen appears as shown in figure 46.
• For addition of new training detail click on “Add New Training Detail” • Fill all the details like “Training Detail”, “Place”, “From Date” & “To Date” • For modification in Existing Service Record click “Modify” Button. • For saving the changes user can click on “Save” Button. • To undo the changes user can click on “Cancel” Button.
Figure 46
Question 13 How to Add/Modify Employee’s Qualification Detail? Step 1 After clicking on the “EMS - Index” as shown in figure 37, the Index screen appears as shown in figure 38. For Addition/Modification of Employee’s Training Detail click on “Add/Modify Employee’s Qualification” option. As shown in figure 47
Figure 47
Click Here
Step 2 After clicking on the “Add/Modify Employee’s Qualification” option. As shown in figure 47, the Employee Search Screen appears as shown in figure 41(a). Now clicking on the “Show Details” button as shown in figure 41(a) ,the Employee’s Qualification Entry screen appears as shown in figure 48.
• For addition of new training detail click on “Add New Employee Qualification” • Fill all the details like “Qualification Category”, “Examination”, “Pass Year” & “Qualifying
Exam” • For modification in Existing Service Record click “Modify” Button. • For saving the changes user can click on “Save” Button. • To undo the changes user can click on “Cancel” Button.
Figure 48
Question 14 How to Modify Employee’s various Details (like Personal Information, Service Record, Training, Qualification, Family Member etc information)? Step 1 After clicking on the “EMS - Index” as shown in figure 37, the Index screen appears as shown in figure 38. For Modification in Employee’s various details click on “View/Modify selected Employee Record” option. As shown in figure 49.
Figure 49
Click Here
Step 2 After clicking on the “View/Modify selected Employee Record” option as shown in figure 49 we get below Employee Overall Management screen as shown in figure 50.
• By Selecting proper “District “ and “Office Name” the employee list is displayed.
Figure 50
Click Here
Step 3 By Selecting “Edit” option as shown in figure 50, the below screen appears as shown in figure 51.
• To view/edit employee’s Qualification related information then click on “Add Qualification
Record” as shown in figure 52 • To view/edit employee’s Service Record related information then click on “Add Service Record”
in figure 53 • To view/edit employee’s Training related information then click on “Add Training Record” in
figure 54 • To view/edit employee’s Family member related information then click on “Add Family Record”
in figure 55
Figure 51
Click Here to return Employee
Figure 52
Figure 53
Figure 54
Figure 55
Question 15 How to Allot Gradation Number to the employee? Step 1 Click on the “Transaction“ then click on “Employee Gradation” from its “EMS” option as shown in figure 56
Figure 56
Step 2 After clicking on “Employee Gradation” as shown in figure 56, we get the Employee Gradation screen as shown in figure 57
• Select Year • Select Designation • You will get Office level =”Directorate” when login through “Administrator” as shown in figure
57 • You will get office level = “Divisional” When login through “Zone Admin” as shown in figure 58 • Click on “Search “ Button • After clicking on search button user get the employee list with “Gradation Number” option
enabled where proper gradation number can be allotted to employee.
Figure 57
Figure 58
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