Introduction

As part of this effort, Our client, one of the leading corporations of Odisha initiated the development of a Human Resource Management System (HRMS) to modernize their workforce management.

The initiative aimed to transform cumbersome manual HR processes into an integrated digital solution, improving efficiency, transparency, and service delivery to more than 10,000 employees of state departments.

Background and Challenges

The corporation of our client has many centralized departments and decentralized human resources (HR) operations. Before implementing the HRMS, the client's corporation depended on paper records, scattered databases, and cumbersome manual processes.

Challenges such as delayed payroll processing, inaccurate data, limited access for staff to employer information and a lack of integration between systems. Key questions and answers driving the adoption of the HRMS. The need for a scalable, secure, and user-friendly solution was the driving factor behind the adoption of the HRMS.

Before customize HRMS, the managements of our client was largely paper based, leading to inefficiencies such as:

    Delayed salary processing

    Challenge to track service records of employees

    Manual errors in payroll and leave

    Lack of  real-time data access

    The complexities of calculating pension and retirement benefits

 

Objectives:

The objective of the bespoke Human Resource Management System (HRMS) development for our client’s corporation lays mainly with the modernization of staff management and streamlining the efficiency of the administrative tasks in the form of efficiency increase.
 

The listing of the major objectives is as follows:

Integrated Employee Information Access: To provide unified employee data in all departments of the corporation, this system not only simplifies carrying out the Hr managers job but also allows them to supervise employees by having access to their online service books all the time.

Timely Decision Making:  Facilitate informing decision making through real-time data input and generation processes where heads of departments can remotely monitor staff performance using service books.

Single Window Service: A single window service portal for employees can be designed, which will make it available for quick and convenient single-window service to all necessary services.

User-Friendly Environment: According to the statement, a user-friendly interface required to be created that is convenient for all employees and departmental heads to use.

Online Access to Personnel Rules: Electronic forms and requirements, referring to the major personnel rules linked to e.g. pension and leave before the employees send their applications, are examples of simple accessibility.

Efficiency in Administrative Processes: This is to reduce labor delays in recruitment and save labor time in making payments like salaries and pensions on time and avoiding mismanagement within different departments of the organization.
 

Solution: Implementation of HRMS

Orisys Infotech Pvt. Ltd developed a complete HRMS solution with the following core modules as per exact requirement of the client:

Employee Information Management – A digital database describing corporation’s employees, their personal details, service history and salary records.

Payroll and Salary Processing – Automated pay calculated, deduction and tax management.

Biometric Attendance: Aadhar- linked attendance for instant tracking and reducing proxy attendance.

Performance Management: Helps in setting goals, conducting appraisals and feedback.

Leave and Attendance Management – Online leave applications, approvals, and real-time attendance tracking.

Pension and Retirement Benefits – Processing pension for retired employees.

Training and Performance Management – Tracking of employee training records and performance.

Self-Service Portal – Employees can view their salary slips, leave balances, and service records through an online portal.
 

Challenges while Developing and implementing customize HRMS System

Here is listed the challenges faced in developing and implementing Human Resource Management System (HRMS) for our client, faced several challenges, as outlined below:

Resistance to Change

Employee/stakeholder pushback:  With the implementation of Fully functional HRMS system, there were challenges in getting employees accustomed to new workflows and data entry that could lead to friction and resistance between employees and HR managers.

Resistant to adaptation: Departments with entrenched manual systems required considerable training and workshops, for Officers and Assistants to build acceptance.

Data Management Challenges

 Legacy data migration:  Legacy data migration: In a digital format, changing decades of manual employee records (eg, service books, pension details) put the risk   errors and discrepancies.
Integration with financial systems:  Synchronizing HRMs with customized financial management system  demands technical expertise to automate payroll and eliminate manual intervention.

Operational Hurdles

Scale of implementation: Covering 10,000 employees in 30 districts require large -scale administration departmental coordination.
Delays in critical processes: Pre-HRMS issues such as sanctions of pending pension, incomplete annual confidential reports, and unresolved departmental proceedings were to be addressed during implementation.

Capacity Building

     Training gaps: District and state level employees were accurately input data, requiring structured training to validate records and use the system effectively.
     Technical expertise: Limited familiarity with corporation employees requires ongoing support to avoid operational blockages.

Governance and Compliance

Redressal mechanisms: Before HRM, there was no system to efficiently addressed complaints or litigation cases. Applying automated workflows required overhauling to existing accountability framework.

Compliance adherence: Ensuring alignment with the General Administration Department and Finance Department added complexity to the roll-out in order to ensure alignment.
 

Key Features Of The HRMS System

  User Management
  Salary Matrix Management  (2nd Pay Matrix, 3rd Pay Matrix, 4th Pay Matrix, 5th Pay Matrix , 6th Pay Matrix, 5th to 6th Pay Matrix, 7th Pay Matrix, Contractual Matrix Management, Adhoc Matrix Management)
  Employee Management
  Leave Management
  Attendance Management
  Salary Processing
  Periodic Increment Of Employees
  Performance Appraisal (Par And Ccr)
  Pay Fixation Of Employees Under Different Pay Revision
  Terminal Benefit Settlement
  Holiday Management
  Legal Heir Management
  Gradation List
  Incumbency Chart
  Circular/ Notification Management
  E-Dispatch of Letters
  Salary Component Rules
  Internal Audit with Audit Report and Audit Recovery Management
  Departmental Proceeding (DP) with DP Report and DP Recovery Management
  Suspension of Employees
  Voluntary Retirement/ Death Case of Employees
  Advance to Employees with Advance Recovery Management · Bonus to Employees
  House Rent Declaration Management of Employees
  Property Statement Management of Employees
 

API INTEGRATIONS

    Banking API Integration to mark employees as Beneficiary and to instantly transfer Salary from Own Office Account to employees Account.

    Digital Signature Certificate Integration to generate Digitally Signed documents

    SMS Gateway Integration to send SMS on different instances.

     Bio-Metric API Integration to integrate Bio-Metric devices to HRM System to capture IN/OUT time of employees.
 

Development Process:

The HRMS was designed and developed in a phased manner, in association with the Government of Odisha, IT consultants, and technology partners. The key stages included:

Requirement Analysis: Understanding what different departments/teams need and why they need a tool ?

System Design and Development: Designing and developing a salable architecture and including components like payroll, leave, recruitment, and employee self-service.
Integration with Existing Systems: To ensure seamless data transfer to and from financial and administrative systems.
Testing and Quality Assurance: Performing test runs to uncover and resolve possible issues.
Training and Deployment: Performing training for government employees and HR personnel to ensure different practices for effective usage.
 

Technology Stack

Database:  Mysql
Frontend: PHP, CodeIgniter
Backend: PHP
API Integration: Payment, SMS
 

Lessons Learned

  Strong leadership and dedication are vital for implementing HRMS effectively.
  Extensive planning and stakeholder participation are necessary for addressing with prospective problems.
  Ongoing training and support would be needed to promote user adoption.
  Data security should be of paramount importance.
 

Impact and Benefits:

Increased Efficiency: Automated processes have lowered considerably the effort and time spent in performing HR transactions.   
Improved Transparency: Access to human resource records online has increased transparency and decreased possibilities of errors and fraudulence.
Accountability: Improved employee record keeping and payroll tracking.
Enhanced Employee Experience: Self-service features have enabled employees to better take care of their HR matters.
Employee Satisfaction: Enhanced availability of personal records and prompt payment of salaries.
Better Data Management: Centralization of data has enhanced data precision and readiness for use in decision-making.
Improved pension distribution: Pension process automation has enabled pension funds to be distributed quickly and accurately.
 

Conclusion

The HRMS system serves as an example of e-governance reform by demonstrating the use of technology in modernizing administrative procedures, enhancing employee satisfaction as well as public service delivery.

The efforts made is an indication of the importance of the integration of digital forms in governance systems in enhancing transparency and accountability.

The HRMS launched by the Odisha Government is a prime example of the positive impacts of digitization in governmental operations.