contentapps.hrmsorissa.gov.in/helpdocs/pay-bill-implementation.pdf · a hand book on implementation...

A Hand Book on Implementation of HRMS Payroll

Date: 19 June 2013, Version 4.0

Center for Modernizing Government Initiative, Government of Orissa of 26

CONTENT

PAGE

INTRODUCTION

HRMS Payroll: An Overview 2

Who Can Use HRMS Payroll 2

PAYROLL 3

Employee Data Verification 3

Define Section and map posts to Sections 7

Define Bill Group and Map Sections to Bill Group 10

Prepare Pay Bill 13

Printing of Reports 16




CHAPTER-I

INTRODUCTION

HRMS Payroll: AN OVERVIEW

Welcome to the documentation of Payroll module in Human Resources

Management System. Now you can have all information regarding Personal,

Payroll of all the employees at your fingertips. Human Resources Management

System (HRMS) is a web application to carry out personnel transaction of

Government employees in on-line mode through internet. The software is

developed in-house by Center for Modernizing Government Initiative (CMGI).

Payroll is one of important component of HRMS. Using Payroll module of HRMS

office establishments can prepare their monthly pay bill online.

WHO CAN USE HRMS Payroll

The software is designed looking into the requirement of any type of

govt. establishment at any level (i.e. From Government Department,

Directorate to down the line circle offices, division offices and field offices).

Hardware and System Requirement

You need a computer with internet connectivity and a web browser to

access HRMS. Internet Explorer 7.0, Mozilla is preferred web browser. You can

access HRMS by using link: http://apps.hrmsorissa.gov.in.




CHAPTER-II

PAYROLL

In HRMS the payroll preparation process is divided into several steps as:

1) Employee Data verification and updation, 2) Define Section and Map Posts

to Sections, 3) Define Bill Group and Map Sections to Bill Group, 4) Prepare

Acquaintance, 5) Printing of Reports. All the steps are discussed below in

detail.

1) Employee Data Verification: The first job in the process of payroll

preparation is that all the employee information of the office

establishment is up to date. It can be ensured by verifying following

checks:

a. Update Employee list: All the employees working in the office

should be present in the employee list. If any employee (having his

user ID and Password) has joined newly in the office and not

available in the employee list then the DDO should update transfer

posting information of the particular employee. DDO may

coordinate the district coordinator, CMGI for the same. If there is

any difficulty in finding the newly joined then CMGI, State team

should be informed about this.

Any newly joined employee not having a user id and password

need to be checked whether his/her service book is already been

computerized or not. If service book of the new employee is not

yet computerized then the employee needs to be created in the

HRMS create new employee module and all entries in the service

book need to be entered using online HRMS application.

Some employees may be retired, transferred or suspended.

Service Books of concerned employees should be updated with




latest service book entries so that they should not be available in

the employee list onwards as shown in figure below.

On Clicking Updated Employee List It shows list of Employees

available in the Office. On Clicking Action Button User can update

the latest Pay and Post Information of the employee.




If User can’t get the employee from the available List then User

can search the employee on clicking the ADD button with the

information of employee like GPF No or Name as shown above.

Then the employee can get the latest employee list as shown.




b. Updated Pay information: Pay information of all the employees

need to be updated according to the latest pay information

available in the service book. If the employee is getting a different

pay then the latest pay mentioned in the service book then the pay

order should be collected from the office establishment and should

be updated in the service book so that the latest pay will be

reflected in the Pay Bill. The latest Pay of an employee can be

changed through Pay Revision/Pay Fixation/Increment sanction

Module.




Fig:Pay Fixation




c. Updated Posting and vacancy information: Office Orders

details against which a post is created should be updated if

available. The no of available posts, man in position and vacant

post should also be updated before preparation of the pay bill.The

Post can be updated through Transfer/Promotion/Joining Module

that is given below. When the employee is joined with its latest

post then the post will be updated.

(Fig-Promotion)




(Fig-Transfer)

(Fig-Relieve List)

(Fig-Relieve Edit)

(Fig-Joining List)




(Figure-Joining Edit)

d. All the above information can be updated by using Office

Management and Substantive Post Management module of HRMS

as shown in figure below.




e. Updated Allowance and Deduction Information: Allowance

and deduction information of all employees need to be updated.

Some allowances are generic in nature which are irrespective of

any employee such as DA some allowances are locality specific like

HRA (different in different locality).HRA and DA varies according to

the Formula in different locality. Like allowances some deductions

are generic in nature like GPF and some deductions are employee

specific like LIC. Provisions are there to update such information.

Employee : Payroll Box -> Updated AD List

Office Specific (Common to all employee): Payroll Box -> Configure Office AD.

f. Updated Loan Information: Loans and Recovery information of

all employees need to be updated. In Loan Sanction employee

need to update the loan information about principle and interest as

per requirement. The data will reflect after preparation of pay Bill.

The Fig is shown below.




(Fig-Loan Sanction)

Allowances Head List

Sl

no NAME OF HEAD CODE

COL NO IN ACQ

ROLL REPORT

1 DEARNESS ALLOWANCE DA 5

2 HOUSE RENT ALLOWANCE HRA 6

3 OTHER ALLOWANCE (OA):

GREEN CARD

ORIYA ALLOWANCE

CONVEYANCE CHARGES

WASHING ALLOWANCE

IA

OA

CC

WA

7

Deduction Head List

Sl

no NAME OF HEAD CODE

COL NO IN ACQ

ROLL REPORT

1 GENERAL PROVIDENT FUND GPF 10

2 LIC PREMIUM LIC 9

3 POSTAL LIFE INSURANCE(PLI)

PREMIUM PLI 9

4 PROFESSIONAL TAX PT 11

5 HOUSE (QUARTER) RENT HRR 12

6 SPECIAL HOUSE BUILDING

ADVANCE FOR CYCLONE/FLOOD

OF OCT 1999

SHBA 13

7 HOUSE BUILDING ADVANCE HBA 13

8 MOPED ADVANCE VE 14

9 GIS ADVANCE GISA 18

10 MOTOR CAR ADVANCE MCA 15

11 HIRE CHARGE ON USING GOVT.

VEHICLE HC 12

12 CENTRAL INCOME TAX IT 11

13 WATER RENT WRR 12

14 FESTIVAL ADVANCE FA 17

15 CENTRAL GROUP INSURANCE

SCHEME CGIS 18

16 ADVANCE PAY ADVPAY 16

17 MEDICAL ADVANCE MEDADV 16




2) Define Section and map posts to Sections: Available sections in the

office need to be created in HRMS using section definition module. All

applicable posts should be mapped to the defined sections. A step by

step instruction is given below for reference.

Step a: Login to HRMS (http://apps.hrmsorissa.gov.in/) using your user

Id and password. Make sure you have office management privilege.

Step b: Click on the ‘My Office’ tab just below the ‘My Page’ tab. As

shown in the figure given below.

Fig: 2.1

Step c: Then click on the ‘Current Office Link’ in the employee tree

placed at left side of the welcome page. Applicable link boxes will be

available in the right side panel.

Step d: From the available boxes go to the PAYROLL box and click in

‘Section Definition’ Link as shown in the figure placed below.

18 TRADE ADVANCE TDADV 16

19 OTHER RECOVERY (OR):

18

Current Office Link in Employee Tree

Current Office Tab




Fig: 2.2

Step e: After clicking on the section definition link you will find a

Section Definition Page as shown in the figure given below.

Fig: 2.3

Step f: click on the ‘AddNew’ button placed at the left side bottom of

the page. A data page for section definition will be available in the main

panel. User has to mention the Section name and no of Post in the

section definition data page.

Fig: 2.4

After entering the required data components press save button placed

at left bottom corner of the page. Repeat Step -6 for all available

Sections.




Step g: After adding new sections in the section list. Now you can map

applicable posts to the available sections. To map posts to a particular

section click on the Map icon placed in the right side of the same page

as shown in the above Fig: 2.3. After clicking on map icon user will get a

mapping interface as shown in the fig: 2.5 below. where he can map

applicable posts to the selected section.

Fig: 2.5

Step h: In the page shown above there are two different lists one is

Available Post at top and other is assigned post at bottom. Assigned

Post list will be blank initially. User have to select some posts from

available posts list and move them to assigned list by using assign

button given below the Available Post list. Once all mapping get

completed just press ‘Save’ button placed at left bottom corner of the

same page.

3) Define Bill Group and Map Sections to Bill Group: All available Bill

groups (like Gazetted / Non-Gazetted) need to be created and

applicable sections should be mapped to the available Bill groups. A step

by step instruction is given below for reference.

Assign Button







shown in the above Fig: 2.1.





‘Bill Group List’ Link as shown in the figure placed below.

Fig: 3.1

Step e: After clicking on the ‘Bill Group List’ link you will find a Bill

Group List Page as shown in the figure given below.

Fig: 3.2




Step f: click on the ‘AddNew’ button placed at the left side bottom of

the page. A data page for Bill Group List will be available in the main

panel. User has to mention the Group Description and other data as

applicable.

Fig: 3.3

After entering the required data components press save button placed

at left bottom corner of the page. Repeat Step -6 for all available

Sections.

Step g: After adding new Group Description in the Bill Browser List.

Now you can map Available Section to the Assigned sections. To map

Available Sections to a particular Assigned section click on the Map icon

placed in the right side of the same page as shown in the above Fig:

3.2. After clicking on map icon users will get a mapping interface as

shown in the fig: 3.4 below. Where he can map Available Sections to the

Assigned sections.




Fig: 3.4

Step h: In the page shown above there are two different lists one is

Available Section at top and other is Assigned Section at bottom.

Assigned Section list will be blank initially. User have to select some

Sections from available Sections list and move them to assigned Section

List by using assign button given below the Available Section list. Once

all mapping get completed just press ‘Assign’ button placed at left

bottom corner of the same page.

4) Prepare Pay Bill: After defining sections and mapping them to bill

group now you are ready to prepare pay bill of your office. You can also

prepare individual bill as per the requirement. A step by step guideline

is given below for your reference.



Assign Button










‘Bill Browser’ Link as shown in the figure placed below.

Step e: After clicking on the ‘Bill Browser’ link you will find a Bill

Browser Page as shown in the figure given below.

Fig: 4.2

Step f: Click on the ‘NewBill’ button placed at the left side bottom of the

page. A data page for Bill Browser will be available in the main panel as

shown in the figure given below.




Fig: 4.3

Step g: Before going to prepare the bill, user need to select the

appropriate month and year and date of bill then click on ‘Ok’ button on

the right of the main page as shown in the figure given below.

Fig: 4.4

Step h: Here user get the list of all available bill group of the office.

User can select any bill or all the bills and press the process button to

prepare the selected bills as shown in figure.




Fig: 4.5

Step i: User can prepare the single bill by clicking the individual bill and

press the process button as shown in figure.

Fig: 4.6

Step j: After clicking the ‘Process’ button it will show a Progress Bar and

message as “Pay Bill Preparation is going on..” and after completion

message is displayed as “Process is completed” as shown in the

following figure.




Fig: 4.7

5) Printing of Reports: Once the pay bill is prepared successfully now all

the required reports (Acquitance Report, GPF Schedule, LIC Schedule

etc.) can be printed by using ‘Print Bill’ link provided in HRMS

application. A step by step instruction is given below on how to print

reports for your reference.









‘Bill Browser’ Link as shown in the figure 4.2.

Step e: Select the values of ‘Year’ and ‘Month’ then clicking on ‘OK’

button user can view the bill details according to the selected year and

month. In order to see the bill in detail, user need to click the

‘Acquitance Roll’ link shown in the main panel in below figure.




Screen displayed if all bills have been processed.

Fig: 4.6

Screen displayed if all bills have not been processed.

PROCESS BILL link is displayed for the pending bills to be processed

Step f: After clicking the ‘Print Bill icon’ user can view all the reports

regarding payroll as shown in the following figure.

Ok button

Acquitance Roll link

Print Bill




Fig: 4.7

Step g: After clicking the ‘Action icon’ user can view the report as

shown in the following figure.




Fig: 4.8

Step h: Like the same way user can view and print the other reports

according to their requirements.

Step i: User can print the reports in Dot Matrix Format(132 Col to AQ

Report and 80m Col to all Schedules)by clicking the AQ

REPORT(DMP).User will get a Zip File and Unzip the File and get all the

AQ Reports and Schedules in DMP Format.

PDF version is available for all the schedules to print in A4 format.

contentapps.hrmsorissa.gov.in/helpdocs/pay-bill-implementation.pdf · a hand book on implementation...

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