Frequently Asked Questions

1. What is HRMS ?
Ans.: Human Resources Management System(HRMS) is an application software to carryout personnel  transaction of Government employees in on-line mode through internet. The software is developed in-house by Centre For Modernizing Government Initiative(CMGI). CMGI is the Administrative Reforms Program of General Administration & Public Grievance Department, Government of Odisha.

2. Who can access HRMS ?
 Ans.: Only employees of Government of Odisha can access HRMS. Each employee of Government of Odisha is provided with a User-Id and Password to login into HRMS and use it.

3. Where from can I access HRMS ?
Ans.: You can access HRMS in your office if computer with internet facility is available. Even you can access HRMS from your home or from an Internet Cafe or from a Common Service Center.

4. How can I access HRMS ?
Ans.: You need a computer with internet connectivity and a web browser to access HRMS. You can access HRMS at any web browser by using http://hrmsorissa.gov.in.

5. How to Login into HRMS ?
Ans.: Type http://hrmsorissa.gov.in URL on the address bar of browser. Login page of HRMS will appear. This login page is a secured page and you can see a lock sign on the browser menu-bar. It means no body can hack your User-Id or Password on internet. You need to type your user-id and then your password in appropriate box and click Login button on the page. HRMS system will verify your user-id and password and allow you to login only if you are a valid user.

6. Why I failed to Login into HRMS? What to do then?
Ans.: Login fails if you are not a valid user or you do not type in proper User-Id or Password on login page of HRMS. While typing your user-id and password be sure to keep CAPSLOCK off in your computer-keyboard, because password in HRMS is case sensitive. Secondly, login also fails if your password is expired. You are supposed to keep changing your password in every 15days for security reason.

7. What to do if I forget my Password?
Ans.: You have to lodge a request for a new Password using ‘Unable to Access my Account’ link. You can avail this link on login page of HRMS. You can also request for User-Id using this link. CMGI will issue you a new Password along with your User-Id within 7 days from lodging of request. The username and password is sent to Mobile with SMS facility.

8. As Password is very important for safety and security of information, how should I keep my password safe?
Ans.: You must not share your Password with anybody else. You should memorize your password and should not write it anywhere. You should keep changing your password in regular interval may be in every 15 days.

9. How can I change my Password?
Ans.: You can change your password using my page>>my account link present at the top right side of Welcome page. Your password should be minimum of 5 letters long and it should have atleast one digit in it.

10. How to install HRMS in my office?
Ans.: HRMS software is installed centrally in Data Center at STPI, Bhubaneswar. So, there is no need to install HRMS at your work place. You just need a Computer with internet connectivity and a web-browser to access HRMS from anywhere in the world.

11. Is my e-Service Book under HRMS secured? If yes, what are the steps taken for security?
Ans.: Yes, your service book under HRMS is safe with stringent security. Here security means(a) restricting unauthorized persons to view, (b) restricting unauthorized persons to update, (c) providing audit facility on any changes brought into service book and(d) protecting information from any kind of damage. Odisha Government has procured their own server for uploading HRMS. The server is protected with Firewalls including Intrusion-Protection-System and Anti-X System.Login information like User-Ids and passwords travelling on the internet are protected through Secured Sockets Layer(SSL) with 128-bit RSA encryption algorithm.

12. In HRMS, facilities available to me and to my colleague are different. Why?
Ans.: When you login into HRMS by typing your User-Id and Password, your identity is verified by HRMS. Once you are recognized as a valid user, HRMS retrieves (a) your group-status and (b) your employee deployment status(if you are an employee). HRMS decides the provision of functionality to the logged in user according to user’s group-status and employee-status. Moreover, HRMS also decides provision of personnel information of the particular pool of employees according to the status of logged in user. The group-status and deployment-status recognized by HRMS is given below for reference.

Sl No..

Group Status

1.

Government

 2.

Cadre Controlling Authority

 

3.

Secretary of Administrative Department

4.

District Collector

5.

Head of Office

6.

Common Employee

7.

System Administrator

Sl. No.

Employee Deployment Status

1.

On Duty

2.

On Leave

3.

On Transit

4.

On Deputation

5.

On Training

6.

Waiting for Posting

7.

Under Suspension

8.

Superannuated

9.

Resigned

10.

Terminated

Common Employees can only avail service information of self and never authorized to access service information of any other employee. Where as Head of office can access to the service information of all employees in his office. Similarly, District Collectors can access to the information in regarding all employees in his district. Secretary of Administrative Departments can access information regarding employees working in field offices of their departments. Whereas, Cadre controlling authorities can avail service information of employees those are members of concerned service or cadre. Government can avail aggregating information on all employees of the state. System Administrator can avail service information of entire pool of employees of the government. So, facilities available to you may be different than that of your colleague.

13. I am a common employee. What facility I can avail through HRMS?
Ans.: HRMS provides you, your latest Service Book, Leave Account, GIS Pass Book, your latest bio-data, pay-slip in minute time. You can get your personalized calendar using HRMS. More over you can apply for leave, loan sitting home. HRMS will ensure timely approval of your leave or loan application from corresponding authorities. You can submit your PAR using HRMS. HRMS will take it to your Reporting, Reviewing and Accepting authorities one by one and finally deliver it to the PAR-Custodian. HRMS ensures that your PAR is never lost and available to DPC for your promotion. More and more facilities to common employees will be provided in coming days.

14. Can I view Service Book of my colleague?
Ans.: If you are a common employee, answer is ‘No’. HRMS does not allow you to see service book of your colleague.

15. Who else can access my Service Book?

Ans.: Your Cadre Controlling Authority, Secretary of your Administrative Department, Appointing Authority, concern District Collector or Head of Office may also see your Service Book. Some of the above authorities may have power to update your Service Book using HRMS time to time.

16. How can I know about changes brought into my Service Book without checking it line by line?
Ans.: HRMS notifies you on any changes brought into your service book. It shows you a history of all modification along with date of modification, previous entries, new modified entries and the user, who modified.

17. Can all entries in my e-Service Book be modified any time?
Ans.: Officers or staffs responsible for maintenance of your Service Book can add new entry or modify an entry taken earlier. But modification of entries of a particular period is only possible till it is verified by concern service book verifying authority.

18. Can any mistake be corrected if found even after service book verification?
Ans.: Yes, But such corrections can only be done by specially designated persons of G.A. Dept. after obtaining special approval of Government.

19. Can I bring any Change into my Service Book?
Ans.:
No.

20. I have found some mistakes in my e-Service Book. How can it be rectified?
Ans.: You can lodge complain relating to mistakes in your e-service book to your Establishment Officer in writing or through Lodge Complain link available in My Page of HRMS. CMGI officials will investigate about the mistake, obtain special permission from authorities and ensure necessary correction into the service book within 7 days of lodging of complain.

21. Why the content of my e-Service Book does not match with the content of my Service Book(maintained manually)?
Ans.: Entries of both manual service book and e-service book are identical in meaning even if they mismatch word by word. Entries for one type of transaction vary in manual service book due to varied human expression. But entries for one type of transaction are uniform in e-service book prepared by HRMS due to standardized expression of machine. Following drawing presents similarity between manual and computerized service book even if the expression varies from each other.

22. What facility HRMS provides to HR Managers?
Ans.: Information regarding Government structures such as list of Departments, list of Offices, list of Posts, list of Cadre-Grade is available in HRMS. Each employee in Government of Odisha is identified uniquely in HRMS.

HRMS provides you facility to update Service Book, Leave Account, GIS Pass Book of employees time to time. HRMS is a comprehensive repository of information related to service book, leave account, loan account, performance appraisal record and payroll. User can get any report on human resource management automatically.

HRMS present requests of your employees relating to leave, loan, PAR etc submitted to you for your approval or remark. HRMS also presents Increment proposals, Transfer proposals etc to you for your approval. Decision support system of HRMS provides key information that helps you to take appropriate decision on requests or proposals submitted to you.

Bulletin Board Service(BBS) of HRMS reminds you about time critical HR actions. Such reminders include list of employees superannuating in next six month, list of employees supposed to get increment next month, list of employees for whom GIS premium need to be deposited, list of employees whose service book is due for verification and list of employees for whom periodic leave credit is due.

HRMS helps Drawing Disbursement Officers to prepare Pay Bill for all employees in the Office. The Pay Bill includes Current Month Salary, Leave Salary and Arrear Salary. Facilities to prepare budget, receive allotments and booking of expenditure are also available in HRMS.

23. Does HRMS have any future expansion plan ?
Ans.: Since the HRMS software is a customized one and developed in-house, we have flexibility in adding more features and modules based on specific requirement of employees and Departments of Government in future. You may put forward suggestion regarding new functionality you want to avail in HRMS.

24. Is it necessary to maintain manual service book by Office Establishment(O.E.) even after online implementation of HRMS ?
Ans.: Until Government issues any order for discontinuance of manual maintenance of Service Book, O.E. will maintain both Manual Service Book as well as e-Service Book in HRMS.

25. How can the offices implement HRMS where there is no computer and internet facility ?
Ans.: A survey has been conducted on availability of infrastructure by collecting feedbacks from all DDOs. Survey report is placed to each Department for providing facilities required for proper implementation of HRMS. Offices should contact their respective Administrative Department for further information.

26. Does HRMS provide link to other software ?

Ans.: Yes, You can access Litigation Management System(LMS) through HRMS. In LMS you can avail information related to court cases. Government officers, those who are parties to a court case can communicate among each other and can also communicate with the related government Advocates.

27. Who, the employee are covered under HRMS ?
Ans.: Regular employees of Government of Odisha are covered under HRMS. Employees of Urban Local Bodies (Municipality/NAC etc), Rural Local Bodies (Gram Panchayat etc.), State owned PSUs, Societies and Trust, Work-charge employees, employees paid through Grant are not covered under HRMS.

28. Does an employee having multiple responsibilities (e.g. Head of Office, Establishment Officer and DDO) carry multiple User-Id and Password ?

Ans.: No, there is only one User-ID and Password issued to each employee irrespective of the number of responsibilities he/she carries out. When the employee login into HRMS with his User-Id and Password, HRMS automatically decides the functionalities appropriate for the employee.

29. My Service Book is entered, validated and authenticated long back. Today I find many more new entries in my manual Service Book, those are not available in e-Service Book. How to cover the gap in entries between manual service book and e-Service Book ?

Ans.: It is the responsibility of the establishment officer to ensure updating e-Service Book with all new entries available in manual Service Book. First of all you should bring it to the notice of your establishment officer. Second, you should lodge a request to update your e-Service Book through HRMS ‘Lodge Complain’ link.

30. What is next action on e-Service Book once it is authenticated?
Ans.: Service book once authenticated will be uploaded into HRMS production server. So that it can be accessed through internet. Then User-ID and password will be provided to the concerned employee to access HRMS online.

31. How to view my service book / GIS pass book using HRMS ?
Ans.: Once you login to HRMS go to ‘My Page’. You can find ‘My Report’ box there. You can view your service book or GIS pass book on clicking ‘My Service Book’ or ‘My GIS passbook’ link. You will click Pop-Out button at bottom-left corner to get printable copy and click File->Print menu option of browser window to get print out of same. You can also get a PDF file of your service book or GIS Passbook by clicking Rich Print button.

32. How to view my Leave Account using HRMS?
Ans.: You can view your leave account by clicking ‘My Leave Account’ in ‘My Report’ box. You need to specify‘ Type of Leave’ by choosing from given list. The list includes (a)Earned Leave including Additional Earned Leave, Extra Ordinary Leave),(b) Half Pay Leave (including commuted leave),(c)Casual Leave,(d)Maternity/ Paternity Leave and (e)Quarantine Leave etc. Then you need to specify ‘Period of Leave’ as Entire Period or Selective Period with from and to date. Finally you should click the View button to see the Leave Account of your choice. You will click Pop-Out button at bottom-left corner to get a printable copy and then click File- >print menu option of browser to get a print out of same. You can also get a PDF file of Leave Account by clicking Rich Print button.

33. How to get my Pay-Slip of specific month using HRMS ?
Ans.: You click on ‘My Pay-Slip Browser’ link within ‘My Report’ Box on ‘My Page’ tab. You can see a list of available Month-Year wise Pay-Slip with Basic Pay, Total Allowance, Gross Pay, Total Deduction and Net Pay information. You can view Pay-Slip of particular month by clicking view link on right most column of specific row. You will click Pop-Out button at bottom-left corner to get a printable copy and click File->Print menu option of browser window to get a print out of same. You can also get a PDF file of your Pay-Slip of that month by clicking Rich Print button.

34. Does HRMS remind me about my personnel management responsibilities?
Ans.: HRMS behave you as a personal assistant too. Bulletin Board Service (BBS) in HRMS is a reliable tool to remind authorities on time-critical HR actions. Currently this reminder system is a valuable for (1) pending Periodic-leave-credit, (2) pending verification of Service Book, (3) employees superannuating in next six months,(4) pending upgrading of GIS premium, (5)pending increment sanction for next month, and (6) Pending submission of PAR (Performance Appraisal Report). Future version of HRMS may have reminder system for more type of time-critical HR management action.

You will find Bulletin Board box on‘ My Page ’tab in HRMS. Generally you find no option in this box. But reminder options appear automatically in time in this box. On clicking any option in Bulletin Board box, List of employees, for whom the action is due, appears. At the bottom-left corner of the list you will find ‘Take Action’ button. On clicking‘ Take Action ’button , relevant proposal automatically drafted by HRMS appears on screen. Then, you can finalize the draft proposal and submit it for approval of the concern authority.

35. How to apply leave on-line through internet using HRMS?
Ans.: You click ‘Leave’ option under ‘Request or Apply’ folder in Left pane of ‘My Page’ Tab. Leave Application window opens on right side pane which presents list of previous leave application those you have applied on-line. This list helps you to check status of your previous leave application. You can avail a fresh Leave Application Form by clicking ‘Apply’ button at bottom-left corner of list.
Decision support panel at the top of the form presents Balance Leave available to you against Earned Leave, Half Pay Leave and Casual Leave as on current date. Name of the officer to whom you should apply for your leave automatically appears at the top of your application. You need to select ‘Type of Leave’ you apply for from available options and need to mention if you go for a long term leave. You should type out period of leave with prefix and suffix period on your leave application. While you type out above dates HRMS facilitates you to pick updates from your personal calendar. This facility is part of decision support system in HRMS to help you quickly deciding prefix and suffix period. You can attach Medical Certificate, if required, along with your online leave application. You can request for Commutation of Leave, in case you apply for Half Pay Leave. You can also apply for Head Quarter Leaving Permission along with your leave application and mention your contact address during your absence. Finally you can submit the leave application by clicking save button and bottom-left corner after writing Reason of Leave.

36. How to sanction leave application submitted to me through HRMS ?
Ans.: ‘Task List’ window opens in right pane of ‘My Page’ tab, when you click ‘My Task’ option in the left pane. Task List window presents a list of requests, applications, proposals or reports submitted to you seeking your approval, recommendation or remark. Items in task list are in ascending order of date of submission, so that latest request appears at the bottom of list. You can recognize a Leave Application from Title column of the list. ‘Status’ column in the task list shows if the request is completed and ‘Conclusion’ column shows if it is accepted. You should choose the appropriate leave request by clicking the row in the list. On clicking, HRMS opens the leave request form in the task detail window.

First panel of Task Detail window presents type of request and creation detail. Second panel presents detail of the request (i.e. leave request). Third panel presents current opening balance of E.L, H.P.L and C. L as decision support information. Personal calendar of the applicant is also available as a decision support tool for the sanctioning authority. Next panel presents a form to record sanction or recommendation detail. You can fill up order no and date along with approval detail to sanction the leave request. Finally you should select Task Action of your choice from a option list available at bottom left of the form. List contains
‘Accept’, ‘Reject’ and ‘Forward’ as available options. You should click ‘Go’ button after selecting appropriate option.

37. How to update regular entry on to e-Service Book using HRMS ?
Ans.: You can update regular entry onto e-Service Book of any employee by using ‘My Office’ Tab in HRMS. Left panel displays employee list of your office. You can select the employee whose service book you are interested to update just by clicking the name from the list. On selection of employee, HRMS provides all options for regular entry on right side panel. Regular entry options are presented in groups such as Leave, Pay, Loan, Deputation, Recruitment, Punishment & Reward, Transfer & Promotion and etc. These groups of options are presented as boxes on right panel.

You can select an option by just clicking on it. Let us assume you are interested to take an increment sanction entry on the service book of the selected employee. You should click ‘Increment Sanction’ option available under ‘Pay’ group. On clicking the option ‘Increment Sanction’ window appears on right panel showing list of previous sanction orders of the selected employee. The list is in descending order of ‘Date of Entry’.
You should click on ‘Add New’ button on bottom left corner of the list to avail the form to record a new Increment Sanction
Order.
You should type in Sanction Order No, Date and Sanctioning Authority detail. Then you should fill up Date and Time from which the increment order will be in effect. It is essential to mention if the type of Increment sanctioned is Annual Increment, Stagnation Increment, Advance Increment, Antedated Increment or Previous Increment. Further, it may be First Increment, Second Increment, Third Increment or  Fourth Increment. You should fill up Pay Scale/ Pay Band, Amount of Increment sanctioned, new Basic Pay, Grade Pay, Personal Pay, Special Pay and any Other Pay. Finally you should click ‘Save’ button to save Increment Sanction Order in to the database and to update the service book of selected employee.