Transcript HRMS - IASRI

MIS/FMS Implementation in ICAR
Implementation of Management Information System
(MIS)
&
Financial Management System (FMS) in ICAR
(NAIP Funded Project)
User Acceptance Testing
Human Resource Management System & Self Service
20 May 2013
MIS/FMS Implementation in ICAR
Agenda for Day 1
 Introduction
 Employee Core Forms for HR Personnel
 Capturing
Employee Basic Details.
 Capturing
Employee Service Details.
 Employee Self Service Transactions
 Update
Marital Status.
 Update Last Name.
 Add / Update Address.
 View Service Details.
 MIS Reports
2
2
MIS/FMS Implementation in ICAR
Agenda for Day 2
 Employee Self Service Transactions
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3
3
Apply for Leaves.
Submit Joining Report.
Add / Update Address.
Submit Home Town Change Request.
Add / Update Education Qualification Details.
Add / Update Training , Deputation , and other Details.
APAR Submission and End to End Transaction.
NOCs – Passport , Foreign Travel, Higher Studies etc.
Property Declaration, Government Quarters and Nominee Details
MIS/FMS Implementation in ICAR
Agenda for Day 3
 Office Transactions for HR Personnel



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


Probation.
Promotion.
Transfer , Deputation , Lien.
Suspension , Dies Non.
Superannuation, Voluntary Retirement etc.
Vacancy Creation and Applicant Creation.
Payroll related entries in to the system.
 Reports
4
4
MIS/FMS Implementation in ICAR
1. Logging into Oracle Application
Enter the user
name and
password
provided to you
MIS/FMS Implementation in ICAR
Core HR Forms
Employee Basic Details
 Name, Age, Marital Status, PAN, Contact No., Email etc.
 Permanent Address, Correspondence, Home Town Address
 Personal Information - Religion, Passport Information etc.
 Educational Qualification Details
 Dependent and Nominee Details
 Medical Assessment History Details.
 Old Employee ID, Service Book No., Personnel No.
Employee Service Details
 Probation , Promotion, Transfer etc.
 Salary Details, Salary Changes, Supervisor Details etc.
 Superannuation , Voluntary Retirement etc.
 Leave History
 And many more Employee related information including all changes during
their service.
MIS/FMS Implementation in ICAR
1.1 CORE FORMS NAVIGATION
Double Click on this link to open a
Existing employee / create
a new employee applicant record
Double Click on this link to view
Pay Details
Double Click on this link to create
a Vacancy
Double Click on this link to Run
Reports
MIS/FMS Implementation in ICAR
1.2 CORE HR
Enter / Search
Employee/Applicant Name or
Number and click on Find
Click on New to Enter
Employee/Applicant
Name or Number
MIS/FMS Implementation in ICAR
1.3 CORE HR – BASIC DETAILS
Tabs to Employee Basic
Details like Email, PAN
Navigates to Employee
Address / Picture / Service
Details, Training, Leaves &
Other Details
MIS/FMS Implementation in ICAR
1.4 CORE HR – BASIC DETAILS
Legacy Employee ID denotes the
Employee ID followed as of today.
ARS Discipline and Area of
Specialization is applicable only
for Scientist Employees.
ICAR Employee ID is a System
generated Identification number
MIS/FMS Implementation in ICAR
1.5 CORE HR – BASIC DETAILS
Email ID to be used for official
communication and
notifications
Entering PAN No is
MANDATORY.
Capture Benefit Details
Capture day of death here, in case
of unforeseen circumstance
MIS/FMS Implementation in ICAR
1.6 CORE HR – ADDRESS FORM , PICTURE UPLOAD
Click on this to fill
Employee Address
Click on this to upload
Photograph
MIS/FMS Implementation in ICAR
1.7 CORE HR – SERVICE DETAILS FORM
Click on this to Capture all Service
Details of the Employee
MIS/FMS Implementation in ICAR
1.7 CORE HR – SERVICE DETAILS FORM
Location of
Employee
posting.
Denotes
status as on
date
Applicable for
Applicants
Indicates the
Designation
held by the
employee
Pay Band and Grade
Pay applicable to
employee
Institute Name where the
employee is posted
Employee’s
department details
• HQ/Institute
• Division
• Sub - Division
• Section
Position held by Employee
if any.
For ex: DDO , Pension
Officer etc.
(Optional and based on
applicability )
Denotes where the
employee’s payroll is
run.
MIS/FMS Implementation in ICAR
1.7 CORE HR – SERVICE DETAILS FORM
Denotes the Employee Service category
MIS/FMS Implementation in ICAR
1.8 CORE HR – SERVICE DETAILS FORM
Supervisor / Reporting Officer for the
employee will be captured here
Probationary Period and Notice Period
(incase of resignation) will be captured
here
Payroll Processing related
information captured here
Service Change reason is
captured here
MIS/FMS Implementation in ICAR
CORE HR – PERSONAL INFORMATION
Navigates to Employee
Passport Details, Category
Information and Caste
Verification Details
MIS/FMS Implementation in ICAR
CORE HR – PERSONAL INFORMATION
MIS/FMS Implementation in ICAR
CORE HR – PHONE NUMBERS , MEDICAL ASSESSMENTS
Navigates to Medical Assessment Details
MIS/FMS Implementation in ICAR
CORE HR – PHONE NUMBERS , MEDICAL ASSESSMENTS
Navigates to
employee’s Phone
Number Entries
MIS/FMS Implementation in ICAR
SELF SERVICE HR TRANSACTIONS
21 21
MIS/FMS Implementation in ICAR
1. Logging into Oracle Application
Enter the user
name and
password
provided to you
MIS/FMS Implementation in ICAR
SELF SERVICE HR
List shows the
notifications requiring
your attention
Click on the link shown here
MIS/FMS Implementation in ICAR
SELF SERVICE TRANSACTIONS
o Updating Address, Marital Status
and Last Name
o Viewing Past and Current Service
Details
o Update Education Qualification
Details
o Applying Leaves & Submitting
Joining report
o Change in Home Town
o Updating Training, Deputation and
Other activities
o NOCs for Passport , Foreign Travel,
Higher Education
o Application to Higher Studies ,
Other Employment etc.
o Annual Tax Declaration
o Property Declaration
o Nominee Declaration
o Viewing Pay slip
MIS/FMS Implementation in ICAR
SELF SERVICE TRANSACTIONS – HOME PAGE
List shows the notifications
requiring your attention
List shows ICAR Service
Details
Leave History and Leave Application
Links
Shows Basic details,
Address and Marital Status
Joining Report Link to be used
after returning from Leave
Updating own Achievements ,
Publications, Training
Deputation etc.
APAR Links to different
categories of staff
Service Details prior to ICAR
(if any)
Updating Education and
Qualification Details
Links to Annual Tax
Declaration, Pay slip
generation and others
Links to NOC and
other Applications
MIS/FMS Implementation in ICAR
MARITAL STATUS / LAST NAME CHANGE / HOME TOWN CHANGE
Click on this link to
update Address /
Marital Status and
Last Name Change
MIS/FMS Implementation in ICAR
MARITAL STATUS / LAST NAME CHANGE / HOME TOWN CHANGE
Employee recieves
an email
notification to make
the required
correction
1
No
Start
Sends the
transaction back to
the employee with
comments for
correction
Enters change
information and attaches
the required supporting
documents.
Submits the transaction
to his Supervisor / 1st
Level Approver
Supervisor /1st Level
Approver receives an
email notification for
review and approval.
Approver logs in to
Self Service HR
Valid Transaction? /
Valid supporting
documents attached?
Yes
Employee logs in to Self
Service HR to submit
request for change in
Marital Status / Last
Name Change
The HR Personnel will
review the transaction
and the supporting
documents. Validates if
the address change is
allowed.
Yes
Approves the
transaction
The concerned HR
Personnel will
receive an email
notification. HR
personnel logs in to
Self Service HR
Generates the required
office order
Validates the record and
sends the transaction to
the concerned HR
Personnel for approval.
Required signatures /
authentication is
provided and the order
is circulated to the
Employee / Concerned
stakeholders.
No
Valid Transaction?
/Valid supporting
documents
attached?
The concerned HR
Personnel will
receive an email
notification. HR
personnel logs in to
Self Service HR
Service Book /
Personnel Book
updates are made as
required.
Returns the transaction
to the Employee to
make changes and
resubmit / Rejects the
transaction if the
transaction is not valid
1
The concerned
employee Personnel
will receive an email
notification.
Stop
MIS/FMS Implementation in ICAR
MARITAL STATUS / LAST NAME CHANGE / HOME TOWN CHANGE
Click on this link to update Address /
Home Town / Marital Status and Last
Name Change
MIS/FMS Implementation in ICAR
MARITAL STATUS / LAST NAME/ HOME TOWN CHANGE
Select this option to Update the
details and Click on Next
MIS/FMS Implementation in ICAR
MARITAL STATUS / LAST NAME/ HOME TOWN CHANGE
Enter the changes are
applicable, and Click on Next
MIS/FMS Implementation in ICAR
MARITAL STATUS / LAST NAME/ HOME TOWN CHANGE
Click on Add to attach the required proof for the
changes.
Click on Browse to find the required
file to be attached for the transaction
Click on Next to Submit the
transaction.
The following message is
displayed after the transaction is
submitted for approval.
HOME TOWN CHANGE OFFICE ORDER
MIS/FMS Implementation in ICAR
HOME TOWN CHANGE OFFICE ORDER
MIS/FMS Implementation in ICAR
HOME TOWN CHANGE OFFICE ORDER
MIS/FMS Implementation in ICAR
HOME TOWN CHANGE OFFICE ORDER
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
ADDRESS CHANGE
Click on this link to view
change Addresses
MIS/FMS Implementation in ICAR
ADDRESS CHANGE
Employee recieves
an email
notification to make
the required
correction
1
No
Start
Sends the
transaction back to
the employee with
comments for
correction
Enters change
information and attaches
the required supporting
documents.
Submits the transaction
to his Supervisor / 1st
Level Approver
Supervisor /1st Level
Approver receives an
email notification for
review and approval.
Approver logs in to
Self Service HR
Valid Transaction? /
Valid supporting
documents attached?
Yes
Employee logs in to Self
Service HR to submit
request to change his
Primary /
Correspondence / Home
Town Address
The HR Personnel will
review the transaction
and the supporting
documents. Validates if
the address change is
allowed.
Yes
Approves the
transaction
The concerned HR
Personnel will
receive an email
notification. HR
personnel logs in to
Self Service HR
Generates the required
office order
Validates the record and
sends the transaction to
the concerned HR
Personnel for approval.
Required signatures /
authentication is
provided and the order
is circulated to the
Employee / Concerned
stakeholders.
No
Valid Transaction?
/Valid supporting
documents
attached?
The concerned HR
Personnel will
receive an email
notification. HR
personnel logs in to
Self Service HR
Service Book /
Personnel Book
updates are made as
required.
Returns the transaction
to the Employee to
make changes and
resubmit / Rejects the
transaction if the
transaction is not valid
1
The concerned
employee Personnel
will receive an email
notification.
Stop
MIS/FMS Implementation in ICAR
ADDRESS CHANGE
Click on this link to
change Permanent
Addresses
Click on this link to
change Current /
Correspondence
Addresses
MIS/FMS Implementation in ICAR
ADDRESS CHANGE
Click on this link to
Update Addresses
MIS/FMS Implementation in ICAR
ADDRESS CHANGE
Enter the address details and
click on Next button
MIS/FMS Implementation in ICAR
ADDRESS CHANGE
Review the entered Address
and , and attachments if
applicable.
Click on Submit
MIS/FMS Implementation in ICAR
ADDRESS CHANGE
Review the entered Address
and , Click on Submit
The following message is
displayed after the transaction is
submitted for approval.
MIS/FMS Implementation in ICAR
VIEWING SERVICE DETAILS
Click on this link to
view history of
Service details within
ICAR.
Click on this link to
view history of
Service details
outside ICAR.
MIS/FMS Implementation in ICAR
VIEWING SERVICE DETAILS
MIS/FMS Implementation in ICAR
UPDATING EDUCATION DETAILS
Click on this link
to View and
update Education
and Qualification
details
MIS/FMS Implementation in ICAR
UPDATING EDUCATION DETAILS
1
Sends the
transaction back to
the employee with
comments for
correction
No
Start
Employee recieves
an email
notification to make
the required
correction
Enters change
information and attaches
the required supporting
documents.
Submits the transaction
to his Supervisor / 1st
Level Approver
Supervisor /1st Level
Approver receives an
email notification for
review and approval.
Approver logs in to
Self Service HR
Valid Transaction? /
Valid supporting
documents attached?
Yes
Employee logs in to Self
Service HR to submit
request to update
Educational Qualification
The HR Personnel will
review the transaction
and the supporting
documents. Validates if
the address change is
allowed.
Yes
The concerned HR
Personnel will
receive an email
notification. HR
personnel logs in to
Self Service HR
Approves the
transaction
Validates the record and
sends the transaction to
the concerned HR
Personnel for approval.
The concerned
employee Personnel
will receive an email
notification.
No
Valid Transaction?
/Valid supporting
documents
attached?
The concerned HR
Personnel will
receive an email
notification. HR
personnel logs in to
Self Service HR
Returns the transaction
to the Employee to
make changes and
resubmit / Rejects the
transaction if the
transaction is not valid
Service Book /
Personnel Book
updates are made as
required.
1
Stop
MIS/FMS Implementation in ICAR
UPDATING EDUCATION DETAILS
Click on this link to Add Education and
Qualification details
Shows the details which
are already entered and
approved in the system
MIS/FMS Implementation in ICAR
UPDATING EDUCATION DETAILS
Add the Course Title
Click on this to add the Course type
Enter the Percentage / CGPA as
applicable
Click on this link to add
the Institution / College
Details. Eg: Punjab
University
Check Full Time flag if
course is Full-Time type
Enter the name of the
Degree awarding body
For ex: Delhi
University
Click on this to add the
Specialization / Subjects attained
as a part of the course
Add Thesis details if
applicable
Any relevant comments
for the approver / HR
Personnel
MIS/FMS Implementation in ICAR
UPDATING EDUCATION DETAILS
Add the Course Title
Click on this to add the
Course type
Enter the Percentage / CGPA as
applicable
Click on this link to add the Institution /
College Details.
For ex: Punjab University
Check the Full Time flag if the course is
a Full-Time course
Enter the name of the Degree awarding
body
For ex: Punjab University
MIS/FMS Implementation in ICAR
UPDATING EDUCATION DETAILS
Click on this to add the
Specialization / Subjects
attained as a part of the course
Add Thesis details if
applicable
Any relevant
comments for the
approver / HR
Personnel
MIS/FMS Implementation in ICAR
UPDATING EDUCATION DETAILS
Review the details
and click on Submit
Button
MIS/FMS Implementation in ICAR
UPDATING EDUCATION DETAILS
Add attachment of degree
certificate / marks sheet etc
and submit the transaction
MIS/FMS Implementation in ICAR
LEAVE APPLICATION
Click on My Leaves to
View Leave History and
Apply Leaves
MIS/FMS Implementation in ICAR
LEAVE APPLICATION
Selects the relevant Leave
Type and Leave Reason
along with the start and
end dates.
Leave type is Long
Leave?
System shows a
message on the
screen and the
transaction cannot
be continued further
1
No
Leave Request Type to be
selected as Planned
Leave. Enters the contact
details during the Leave
Period (mandatory).
Yes
2
Employee recieves
an email
notification to make
the requried
correction
Employee logs in to Self
Service HR to submit
Leave request
Check for the Leave
Balance and eligiblity of
the Leave
Employee
Eligible?
No
Start
Yes
2nd Level Approval
Required?
Transaction and
Supporting Documents
valid? / Contact Details
during Leave
Provided?
Yes
System allows the
transaction to proceed
further.
Supporting Documents are
attached and the
transaction is submitted to
the Supervisor /1st Level
Approver
Supervisor /1st Level
Approver receives an
email notification for
review and approval.
Logs in to Self Service
HR
Checks for Transaction
and Supporting
Documents valid /
Contact Details during
Leave Provided.
Submits the transaction
the concerned HR
Personnel
3
The concerned HR
Personnel will
receive an email
notification. HR
personnel logs in to
Self Service HR
Returns the
transaction to the
Employee to make
changes and
resubmit / Rejects the
transaction if the
leave cannot be
granted
Looks for the
validity
of the transaction
and supporting
document
2
Yes
Approves the
transaction
Makes the required
Entries in to Payroll as
required.
Payroll Run
Generates the required
office orders / letters
Required signatures /
authentication is
provided and the order
is circulated to the
Employee / Concerned
stakeholders.
No
2nd Level Approver
receives an email
notification for review
and approval.
Approver logs in to Self
Service HR
No
No
Submits the
transaction the the
concerned 2nd Level
Approver
Yes
Leave Request Type to be
selected as Confirmed
Leave. Enters the contact
details during the Leave
Period (optional).
Rejects the transaction
and enters the reason
for rejection in the
comments section.
The concerned
employee will
receive an email
notification.
3
Service Book /
Personnel Book
updates are made as
required.
Stop
1
MIS/FMS Implementation in ICAR
LEAVE APPLICATION
This tab shows the Earned
Leave, Half Pay Leave and
Casual leave balances
Search specific Leave types
for their history
Leaves history is
shown here
Click on this to Apply
Leaves
MIS/FMS Implementation in ICAR
LEAVE APPLICATION
Select Leave Type as
required
MIS/FMS Implementation in ICAR
LEAVE APPLICATION
Select Leave Status as Planned
for Long Leaves and Confirmed
for Non-Long Leaves
Enter the Leave
Start and End
Date and click
on Calculate
Duration
Enter the Leave Type and
Reason as applicable
Enter the Contact No
and Address details.
This is mandatory for
Long Leaves.
MIS/FMS Implementation in ICAR
LEAVE APPLICATION
Attach the required
supporting documents as
applicable and
Click on Apply
Click on Submit
The following message is displayed
after the transaction is submitted for
approval.
LEAVE OFFICE ORDER AND REPORTS
MIS/FMS Implementation in ICAR
LEAVE OFFICE ORDER AND REPORTS
MIS/FMS Implementation in ICAR
LEAVE OFFICE ORDER
MIS/FMS Implementation in ICAR
LEAVE REPORT
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
JOINING REPORT
1
Supervisor /1st Level
Approver receives an
email notification for
review and approval.
Approver logs in to Self
Service HR
Yes
Navigates to the Leave
Details to Confirm /
Edit Leave Details
No
Makes the required
changes to the
Leaves / Confirms the
Leave Details and
submits the
transaction for
approval.
Leave type is
Long Leave?
Employee
recieves an email
notification to
make the
requried
correction
No
Returns the transaction to
the Employee to make
changes and resubmit /
Rejects the transaction if
the transaction is not valid
No
Details
Accurate
/ Valid?
Yes
Employee logs in to
Self Service HR to
submit Joining Report.
Navigates to the
Joining Report Link and
enters the details.
Submits the
transaction for
approval.
Verifies the modified /
confirmed leave
information.
Verifies the details of
the joining report
The concerned
HR Personnel will
receive an email
notification. HR
personnel logs in
to Self Service HR
Details Accurate
/ Valid?
Sends the transaction
to the concerned HR
for Approval
Yes
Start
Sends the transaction
back to the Employee
to make corrections /
Rejects the transaction
1
Approves the
transaction
2
The concerned
employee
Personnel will
receive an email
notification.
Generates the
required office order
Stop
Service Book /
Personnel Book
updates are made as
required.
Required
signatures /
authentication is
provided and the
order is circulated to
the Employee /
Concerned
stakeholders.
2
MIS/FMS Implementation in ICAR
JOINING REPORT
Click on this link to
submit Joining Report
MIS/FMS Implementation in ICAR
JOINING REPORT
Click on this link to
Add Joining Report
and click on Next
Enter the details in all
the fields as per the
availed leave.
Click on Apply.
MIS/FMS Implementation in ICAR
JOINING REPORT
Review the Row with New Status and
click on Next
MIS/FMS Implementation in ICAR
JOINING REPORT
Add Attachments if applicable and
click on Submit
MIS/FMS Implementation in ICAR
GOVERNMENT QUARTERS, TRAINING, DEPUTATION, NOCs
Employee recieves
an email
notification to
make the requried
correction
Sends the transaction
back to the Employee to
make corrections /
Rejects the transaction
3
No
2
Supervisor /1st Level
Approver receives an
email notification for
review and approval.
Approver logs in to
Self Service HR
Is the transaction valid
and supported by all
documents?
Yes
2nd Level Approval
Required?
Yes
2
No
Is the transaction
valid? / Supporting
Documents
submitted?
The concerned HR
Personnel will
receive an email
notification. HR
personnel logs in
to Self Service HR
Reviews and Submits
the transaction to the
concerned HR
Personnel
Yes
Is the transaction
valid
and supported by all
documents?
No
Returns the
transaction to the
Employee to make
changes and
resubmit / Rejects the
transaction if the
transaction is not valid
Reviews and Submits the
transaction to the 2nd
Level Approver
2nd Level Approver
receives an email
notification for review
and approval.
Approver logs in to
Self Service HR
No
Enters the information in
the specific placeholders.
Attaches the Supporting
Documents if required.
Submits the transaction
to the Supervisor / 1st
Level Approver.
Returns the transaction
to the Employee to make
changes and resubmit /
Rejects the transaction if
the transaction is not
valid
3
Approves the
transaction
3
The concerned
employee
Personnel will
receive an email
notification.
Office Orders /
Letter Required for
this transaction?
No
Start
Employee logs into
Employee Self Service to
add /update SIT specific
details like Training,
Workshop, Government
Quarters allocation,
Property Declaration etc
Stop
Yes
Generates the
required office order /
letters if applicable
Required signatures /
authentication is
provided and the
order is circulated to
the Employee /
Concerned
stakeholders.
Service Book /
Personnel Book
updates are
made as
required.
3
2
MIS/FMS Implementation in ICAR
GOVERNMENT QUARTERS, TRAINING, DEPUTATION, NOCs
Link for Property
Declaration and
Government
Quarter details
updates
GOVERNMENT QUARTERS
MIS/FMS Implementation in ICAR
GOVERNMENT QUARTERS
MIS/FMS Implementation in ICAR
GOVERNMENT QUARTERS
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
GOVERNMENT QUARTERS
Click on Submit. If no
attachments are required
MIS/FMS Implementation in ICAR
GOVERNMENT QUARTERS
Select the required file
and click on Apply.
Click on Submit.
The following message is
displayed after the transaction
is submitted for approval.
MIS/FMS Implementation in ICAR
NOCs
Link to request for
NOCs and seek
permission for
Applications for
various activities
MIS/FMS Implementation in ICAR
NOCs
Application to Employment outside ICAR
Request NOC for Higher Studies
Request NOC for Foreign Trip
Request NOC for Passport
Application
Request Proof of Employment Letter
Submit Tour Program Application
MIS/FMS Implementation in ICAR
NOCs
MIS/FMS Implementation in ICAR
NOCs
The following message is
displayed after the transaction
is submitted for approval.
NOCs
MIS/FMS Implementation in ICAR
NOC – PASSPORT APPLICATION
MIS/FMS Implementation in ICAR
NOC – PASSPORT APPLICATION
MIS/FMS Implementation in ICAR
NOC – HIGHER STUDIES
MIS/FMS Implementation in ICAR
NOC – PROOF OF EMPLOYMENT
MIS/FMS Implementation in ICAR
NOC – FOREIGN TRAVEL
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
TRAINING, DEPUTATION ETC
The following
message is
displayed after the
transaction is
submitted for
approval.
TRAINING, DEPUTATION ETC
MIS/FMS Implementation in ICAR
TRAINING, DEPUTATION ETC
MIS/FMS Implementation in ICAR
TRAINING, DEPUTATION ETC
MIS/FMS Implementation in ICAR
TRAINING, DEPUTATION ETC
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
TRAINING, DEPUTATION ETC
The following message is
displayed after the
transaction is submitted for
approval.
MIS/FMS Implementation in ICAR
APAR
Employee recieves an
email notification to
make the requried
correction
Sends the transaction
back to the employee
with comments for
correction
No
Start
Logs in to Self Service HR
and initiates the
transaction for 1st level
approval by attaching the
filed proforma
1st Approver receives
an email notification
for review of the
filled proforma and
approval.
Approver logs in to
Self Service HR
Relevant Proforma
is used? / Details
filled accurately?
Yes
Employee fills the required
relevant proforma to
initiate the APAR
transaction for the
respective review year.
2nd Approver will copy
the 1st reviewer’s rating,
enter his own rating as
applicable
Sends the transaction
to the concerned HR
Personnel
2nd Approver receives
an email notification
for review of the filled
proforma and
approval.
Second Approver logs
in to Self Service HR
The concerned HR
Personnel will receive
an email notification.
HR personnel logs in
to Self Service HR
Sends the transaction
to the 2nd level
approver for review
and rating.
1st Approver reviews the
filled proforma, enters his
evaluation rating in to the
system
The HR Personnel will
review the transaction
and approve it on the
date when the ratings
are suppose to be shared
with the employees
The concerned HR
Personnel will receive
an email notification.
HR personnel logs in
to Self Service HR
Stop
The Employee can log in
to Self Service HR and
view the ratings.
MIS/FMS Implementation in ICAR
APAR PROCESS
The following Links
are to initiate APAR
Transaction
APAR– EMPLOYEE INITIATION
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
APAR - EMPLOYEE INITIATION
Add the filled pro-forma to
submit it for Reviewer and Final
Approver Review and Ratings
MIS/FMS Implementation in ICAR
APAR - EMPLOYEE INITIATION
Confirmation Message to confirm the
attachment addition to the transaction
The following message is
displayed after the transaction is
submitted for approval.
MIS/FMS Implementation in ICAR
APAR– REVIEWING OFFICER TRANSACTION
Attachment to be reviewed
before ratings are to be
entered in the system
Click on this link to enter Rating
APAR– REVIEWING OFFICER ENTRY
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
APAR – REVIEWING OFFICER RATING
Rating Scale is provided on the Page.
Ratings below are calculated automatically
MIS/FMS Implementation in ICAR
APAR - REVIEWER
MIS/FMS Implementation in ICAR
APAR – REVIEWING OFFICER
Click on this link to add Approving
Officer
MIS/FMS Implementation in ICAR
APAR – REVIEWING OFFICER ENTRY / SUBMIT TO APPROVER
The following message is displayed after
the transaction is submitted for approval.
APAR – APPROVER TRANSACTION
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
APAR FOR SCIENTIFIC STAFF – APPROVER TRANSACTION
MIS/FMS Implementation in ICAR
APAR FOR SCIENTIFIC STAFF - Approver
MIS/FMS Implementation in ICAR
APAR FOR SCIENTIFIC STAFF - Approver
MIS/FMS Implementation in ICAR
APAR FOR ADMIN / TECHNICAL STAFF - Approver
MIS/FMS Implementation in ICAR
HR PERSONNEL TRANSACTIONS






Probation
Promotion
Transfer Scenarios
Suspension
Superannuation etc
Other updates
MIS/FMS Implementation in ICAR
CORE HR – PROBATION PROCESS FLOW
Individual Letters to
the supervisors of
such employees will
be generated to
provide Performance
report
The letters are
dispatched to the
respective supervisors
to check to provide
the Performance
Report for their
employees
Performance
Report is evaluated
to decide on
Probation
confirmation /
Extention
Confirm
Employee?
Required
approvals are
Yes taken for all the
employees to
be confirmed.
Extend the
Probation Date
in the employee
record on the
Oracle System
Extend the
Probation Date
in the employee
record on the
Oracle System
Stop
Service Book /
Personnel Book
updates are made
as required.
Make the salary
changes if
applicable
The concerned HR
Personnel will
generate the
Confirmation
Office Order
No
Start
The concerned HR
Personnel will generate
the Probation Status
Report to find out
employees due for
Probation completion
The concerned
HR Personnel
will generate the
Probation
Extention Office
Order
The copies of the
office orders are
circulated to the
Employee /
Concerned
stakeholders/
Departments
Required
signatures /
authentication
are taken from
the concerned
authorities.
MIS/FMS Implementation in ICAR
CORE HR – PROBATION ENTRY
MIS/FMS Implementation in ICAR
PROBATION – STATUS REPORT AND OFFICE ORDERS
MIS/FMS Implementation in ICAR
PROBATION – STATUS REPORT AND OFFICE ORDERS
MIS/FMS Implementation in ICAR
PROBATION – STATUS REPORT AND OFFICE ORDERS
PROBATION –OFFICE ORDERS
MIS/FMS Implementation in ICAR
PROBATION –OFFICE ORDERS
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
CORE HR – PROMOTION
Circulate the report to
the concerned
stakeholders/
supervisors to get the
ratings for these
employees.
Enter the Ratings in to
the Oracle System for
the eligible employees
Employee
eligible for
Promotion post
rating entry?
Yes
Required approvals
are taken offline.
Promotion details for
the respective
employees are made
in to the Oracle
system after
approvals are
received.
Salary Changes are
entered in to the
system as applicable
Promotion Office
Orders and
Increment Sheets
are generated.
No
Start
The concerned HR
Personnel will generate the
Report for Employees
eligible under CAS for
Technical and Scientific
Staff/ Seniority Report for
Admin Staff
Employees who are not
eligible will be considered in
the next year.
For Scientific Staff with
Ratings between 73-75%, will
be eligible for progression in
the following year.
Stop
Required signatures /
authentication are taken
from the concerned
authorities.
Service Book / Personnel
Book updates are made as
required.
The copies of the office
orders are circulated to the
Employee / Concerned
stakeholders/ Departments
MIS/FMS Implementation in ICAR
CORE HR – PROMOTION
PROMOTION –OFFICE ORDER
MIS/FMS Implementation in ICAR
PROMOTION – OFFICE ORDER
MIS/FMS Implementation in ICAR
PROMOTION - OFFICE ORDERS
MIS/FMS Implementation in ICAR
PROMOTION – PAY FIXATION
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER SCENARIOS
Scenario 1
Transfer within ICAR or
Internal Deputation
Start
HR Personnel
receives
intimation for
transfer from
transfer list etc.
Log into Oracle
system to make
changes to
employee record
Within ICAR
Outside ICAR
Scenario 2
Transfer outside ICAR or
Deputation outside ICAR
or Lien
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
Start –
Scenario 1
The New Institute,
Location, Designation,
Position , Supervisor and
other Statutory updates are
made to the service record
as applicable.
Employee Record
is updated with
Joining Time
Details as
applicable
Required changes
to salary and add/
delete allowances
etc. as applicable
are done
Payroll run for the
employee
Generate the
required office
order and Last
Pay Certificate
Stop
Service Book /
Personnel Book
updates are
made as
required.
Circulate to
relevant
stakeholders
Required signatures /
authentication is provided
and the order is circulated
to the Employee /
Concerned stakeholders.
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
CORE HR – TRANSFER WITHIN ICAR
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER WITHIN ICAR
TRANSFER – RELIEVING OFFICE ORDER
MIS/FMS Implementation in ICAR
TRANSFER – RELIEVING OFFICE ORDER
MIS/FMS Implementation in ICAR
TRANSFER – RELIEVING OFFICE ORDER
MIS/FMS Implementation in ICAR
TRANSFER – REPORT
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER OUTSIDE ICAR / LIEN / DEPUTATION
Start –
Scenario 2
Employee Record
is updated with
Joining Time
Details as
applicable
The Employee
record is updated
with the details as
applicable
Required changes
to salary and add/
delete allowances
etc. as applicable
are done
Payroll run for the
employee
Generate the
required office
order and Last
Pay Certificate
Stop
Service Book /
Personnel Book
updates are
made as
required.
Circulate to
relevant
stakeholders
Required signatures /
authentication is provided
and the order is circulated
to the Employee /
Concerned stakeholders.
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER OUTSIDE ICAR / LIEN / DEPUTATION
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER OUTSIDE ICAR / LIEN / DEPUTATION
MIS/FMS Implementation in ICAR
CORE HR – TRANSFER OUTSIDE ICAR / LIEN / DEPUTATION
MIS/FMS Implementation in ICAR
CORE HR – RETURN FROM LIEN / DEPUTATION
MIS/FMS Implementation in ICAR
CORE HR – SUPERANNUATION / VRS / DECEASED SCENARIOS
For Superannuation : Employee/
HR Personnel and all concerned
stakeholders receive email
notifications in advance
(2 years, 1 year, 6 months, 3
months) prior to Superannuation
date, to initiate superannuation
process
Start
Payroll related updates
including Leave
Encashment, Gratuity,
Commutation (if
applicable) etc. are made
to the Employee Record
Employee fills
retirement papers
and submits to the
concerned HR
personnel
The concerned HR
Personnel Updates
employee record
with the retirement
details / last working
day on the system.
For VRS ,
Employee alerts
the relevant
stakeholders
In case of Deceased
employee scenarios,
Dependents fill details
and submit copy of
Death Certificate
STOP
1) Service Book verification
happens
2) Qualifying years of Service
report is generated
3) GPF statement is generated
4) Pension Calculation
Statement is generated
Service Book and reports
generated from the
system are sent to the
Cash, Audit section, DDO
and other concerned
stakeholders
No Dues Certificate,
Vigilance & other clearances
are sought offline
Service Book /
Personnel Book
updates are
made as
required.
Required signatures /
authentication is provided and
the order is circulated to the
Employee / Concerned
stakeholders.
Generate the
required office
orders
Payroll Run, PPO Issue
and Terminal Benefits
amount is dispatched
etc.
MIS/FMS Implementation in ICAR
CORE HR – FORCED RESIGNATION / COMPULSORY RETIREMENT
/RETIREMENT ON MEDICAL GROUNDS / DISMISSAL /
RESIGNATION
Payroll related updates Leave
Start
HR personnel receives
instruction/order and
approvals to retire/
dismiss a particular
employee
HR personnel receives
Resignation from the
Employee
Encashment, Gratuity,
Commutation (if applicable) ,
Compensatory allowance (for
dismissal) etc. are made to the
Employee Record as applicable
Employee is intimated.
The retirement papers
are filled and submitted
to the concerned HR
personnel
Employee record is
updated with the
retirement details /
last working day on
the system.
Following steps are carried out as
applicable (only for employees eligible for
Retirement benefits)
1) Service Book verification happens.
2) Qualifying years of Service report is
generated
3) GPF statement is generated
4) Pension Calculation Statement is
generated
Service Book and reports
generated from the
system are sent to the
Cash, Audit section, DDO
and other concerned
stakeholders
No Dues Certificate,
Vigilance & other clearances
are sought offline
STOP
Service Book /
Personnel Book
updates are
made as
required.
Required signatures /
authentication is provided and
the order is circulated to the
Employee / Concerned
stakeholders.
Generate the
required office
orders
Payroll Run, PPO Issue ,
Terminal Benefit /
Settlement amount
dispatch etc as
applicable
MIS/FMS Implementation in ICAR
CORE HR - RETIREMENT
MIS/FMS Implementation in ICAR
CORE HR - RETIREMENT
MIS/FMS Implementation in ICAR
SUPERANNUATION – REPORT & OFFICE ORDER
MIS/FMS Implementation in ICAR
SUPERANNUATION – REPORT & OFFICE ORDER
MIS/FMS Implementation in ICAR
SUPERANNUATION – REPORT & OFFICE ORDER
MIS/FMS Implementation in ICAR
SUPERANNUATION – REPORT & OFFICE ORDER
MIS/FMS Implementation in ICAR
CORE HR – SUSPENSION
Start
The HR Personnel
receives an intimation to
suspend an employee
from service
The Suspension Details
for the respective
employee are entered in
to the Oracle system.
Salary changes are made
if required.
Payroll Run for the
Employee
Required Office
Orders / Letters are
generated
Required signatures /
authentication is
provided and the order
is circulated to the
Employee / Concerned
stakeholders/
Departments
Stop
Service Book /
Personnel Book updates
are made as required.
Circulate the office
orders to all the
concerned
departments and
stakeholders
MIS/FMS Implementation in ICAR
CORE HR – SUSPENSION
MIS/FMS Implementation in ICAR
CORE HR – SUSPENSION
MIS/FMS Implementation in ICAR
CORE HR – SUSPENSION
MIS/FMS Implementation in ICAR
CORE HR – RETURN FROM SUSPENSION
MIS/FMS Implementation in ICAR
CORE HR – RETURN FROM SUSPENSION
MIS/FMS Implementation in ICAR
CORE HR – RETURN FROM SUSPENSION
MIS/FMS Implementation in ICAR
CORE HR – VACANCY CREATION WORKFLOW
FOR RECRUITMENT THROUGH ASRB
Start
The concerned
stakeholders take the
required approvals for
open a Vacancy in their
respective division /
department
The candidate
records are linked to
the respective
vacancies.
The offer letters
are generated and
sent to the short
listed candidates
Vacancy is entered in to
the system at the Institute
in the Oracle system
An alert is generated by
the system to all
stakeholders responsible
for handling the vacancy.
All the
stakeholders
receive email
alerts to initiate
the recruitment
The shortlisted candidate
information is entered in
to the Oracle system after
the approvals are taken to
roll out offers to them.
Entries are made to
the system after
the Candidate
accepts the offer.
Vacancy Creation
Report is to be be
run and used for
proceeding ahead.
The concerned HR
Personnel take the
required approvals for
sending out offers to
the shortlisted
candidates
Candidates status is
changed to Employee
after he joins ICAR.
Vacancy is closed after
the respective
candidates join ICAR.
Salary entries are
made in to the
system as required
Stop
The Vacancy details
are shared with
ASRB to initiate
Recruitment
activity.
The details are
advertised on
various sources as
required.
ASRB completes
recruitment activity
and share the
Shortlisted candidate
list with Krishi
Bhavan
Required orders /
letters are
generated and
circulated to the
Concerned
stakeholders /
sections
Service Book /
Personnel Book
updates are made
as required.
MIS/FMS Implementation in ICAR
CORE HR – VACANCY CREATION WORKFLOW
FOR RECRUITMENT THROUGH INSTITUTES
Start
The concerned
stakeholders take the
required approvals for
open a Vacancy in their
respective division /
department
The offer letters
are generated and
sent to the short
listed candidates
Updates are made
to the system after
the Candidate
accepts the offer.
Vacancy is entered in to
the system at the Institute
in the Oracle system
An alert is generated by
the system to all
stakeholders responsible
for handling the vacancy.
The required approvals
are taken before
sending out the offers
to the shortlisted
candidates
Candidates status is
changed to Employee
after he joins ICAR.
Vacancy is closed after
the respective
candidates join ICAR.
All the
stakeholders
receive email
alerts to initiate
the recruitment
Vacancy Creation
Report is to be be
run and used for
proceeding ahead.
The details are advertised on
various sources as required
and the recruiting activity is
initiated by the concerned
authority/ stakeholders
The candidate
records are linked to
the respective
vacancies.
Interviewed /
Shortlisted candidates
are entered in to the
system for tracking
purpose.
The recruitment
process is initiated by
the concerned
stakeholders /
authority.
Salary entries are
made in to the
system as required
Required orders /
letters are generated
and circulated to the
Concerned
stakeholders /
sections
Service Book /
Personnel Book
updates are made
as required.
Stop
MIS/FMS Implementation in ICAR
CORE HR – VACANCY CREATION
MIS/FMS Implementation in ICAR
CORE HR – VACANCY CREATION
MIS/FMS Implementation in ICAR
CORE HR – VACANCY CREATION
VACANCY REPORT
MIS/FMS Implementation in ICAR
VACANCY REPORT
MIS/FMS Implementation in ICAR
VACANCY REPORT
MIS/FMS Implementation in ICAR
CREATING APPLICANT
MIS/FMS Implementation in ICAR
CREATING APPLICANT
MIS/FMS Implementation in ICAR
CREATING APPLICANT
MIS/FMS Implementation in ICAR
CREATING APPLICANT
MIS/FMS Implementation in ICAR
LINKING APPLICANT TO VACANCY
MIS/FMS Implementation in ICAR
LINKING APPLICANT TO VACANCY
MIS/FMS Implementation in ICAR
LINKING APPLICANT TO VACANCY
MIS/FMS Implementation in ICAR
MIS/FMS Implementation in ICAR
BEFORE CREATING EMPLOYEE FROM APPLICANT
MIS/FMS Implementation in ICAR
BEFORE CREATING EMPLOYEE FROM APPLICANT
This step is done after
Applicant’s Acceptance and
Date of Joining is confirmed
MIS/FMS Implementation in ICAR
CORE HR –OTHER UPDATES FOR EMPLOYEES
The required Details for the
respective employee are
entered in to the Oracle
system.
Stop
Office Order
Required? / Letter
to be generated?
Yes
Required Office
Orders / Letters are
generated
No
Start
The Employee submits the
filled proforma to the
concerned HR Personnel
after taking 1st level
approval.
Circulate the office orders
to all the concerned
departments and
stakeholders
Service Book / Personnel Book
updates are made as required.
Required signatures /
authentication is provided and
the order is circulated to the
Employee / Concerned
stakeholders/ Departments
MIS/FMS Implementation in ICAR
CORE HR – EMPLOYEE RECORD UPDATES
MIS/FMS Implementation in ICAR
CORE HR – EMPLOYEE RECORD UPDATES
MIS/FMS Implementation in ICAR
Appendix