PIMS OSCSC UserManual 2.0

6 PIMS USER MANUAL Ver. 1.0 Figure-1 8. Login to PIMS Application Figure-2 By clicking on “Login Link” Login Page will appear as shown in Figure-2...

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PIMS USER MANUAL

Ver. 1.0

Table of Contents 1.

The Organization .................................................................................................................................. 4

2.

Introduction to PIMS ............................................................................................................................ 4

3.

Objective of PIMS ................................................................................................................................. 4

4.

About This User Manual ....................................................................................................................... 5

5.

Conventions used in the Document................................................................................................... 5

6.

Types (or Roles) of Users .................................................................................................................... 5

7.

Access to PIMS Application ................................................................................................................. 5

8.

Login to PIMS Application ................................................................................................................... 6

9.

Office Dealing Assistant User home page ........................................................................................ 6

9.1

Establishment ................................................................................................................................. 12

9.1.1

Updating and verifying employee personal information..................................................... 12

9.1.2

Retire employee......................................................................................................................... 14

9.1.3

Record unutilized leave sanction order. ................................................................................ 14

9.1.4

Record gratuity sanction order. .............................................................................................. 16

9.1.5

Add recovery information from retirement benefits. ......................................................... 16

9.2

Employee Foundation Data ........................................................................................................... 17

9.2.1

Update employee basic information. ..................................................................................... 17

9.2.2

Update educational qualification of employee. ................................................................... 18

9.2.3

Update in-service training record of employee. .................................................................. 19

9.2.4

Record posting details. ............................................................................................................. 20

9.2.5

Record engagement details. .................................................................................................... 22

9.2.6

Record disciplinary proceeding details .................................................................................. 23

9.2.7

Record Criminal case details.................................................................................................... 24

9.2.8

Record Vigilance case details. ................................................................................................. 25

9.2.9

Record General case details. ................................................................................................... 26

9.3

Salary Information.......................................................................................................................... 27

9.3.1

Record order related to basic pay of an employee .............................................................. 27

9.3.2

Record order related to formula based allowances/deduction of an employee ........... 29

9.3.3

Record order related to non formula based allowance/deduction of an employee ...... 30

9.3.4

Record voluntary deduction of an employee ........................................................................ 31

9.3.5

Record loan/advance recovery detail of an employee ....................................................... 33

9.3.6

Record other installation based recovery of an employee ................................................. 34

9.3.7

Record insurance deduction details of an employee ........................................................... 35

9.3.8

Record the bank details of the employee.............................................................................. 36

9.4

Leave Management ........................................................................................................................ 38

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9.4.1

Record leave application or absent period of the employee ............................................. 38

9.4.2

Record Leave Earning details of an employee ...................................................................... 39

9.4.3

Record sanction order details of leave period against any absent period ....................... 40

9.5

Disciplinary Action ......................................................................................................................... 41

9.5.1

Record pay held up period of an employee........................................................................... 41

9.5.2

Record suspension period of an employee ............................................................................ 42

9.6

HR Order .......................................................................................................................................... 42

9.6.1

Relieving or Joining an employee ........................................................................................... 42

9.6.2

Effecting promotion order of an employee ........................................................................... 45

9.6.3

Effecting increment order of an employee ........................................................................... 47

9.7

Monthly Salary ................................................................................................................................ 48

9.7.1

Bill configuration and employee mapping with Bill Group ................................................. 48

9.7.2

Structure compilation before salary calculation .................................................................. 50

9.7.3

Record extra contribution to GPF of an employee .............................................................. 51

9.7.4

Record pay days of daily wages employee before salary calculation ............................... 52

9.7.5

Check list of Monthly changes for Salary Preparation ......................................................... 53

9.7.6

Prepare Salary Calculation ....................................................................................................... 55

9.7.7

Cancel prepared Salary calculated ......................................................................................... 56

9.7.8

Browsing and editing calculated salary data of an employee ............................................ 56

9.7.9

Prepare monthly salary bill ...................................................................................................... 60

9.7.11

Printing bill document............................................................................................................... 61

10.

Arrear Bills....................................................................................................................................... 63

11.

Administrator, State Level User Home Page ............................................................................. 82

11.1

Establishment ................................................................................................................................. 83

11.1.1 11.2

Add a new employee ................................................................................................................. 83 HR Order .......................................................................................................................................... 86

11.2.1

Record sanctioned transfer order ........................................................................................... 86

11.2.2

Record sanctioned promotion order ....................................................................................... 88

11.2.3

Record sanctioned increment order ....................................................................................... 91

11.3

Record Organization Structure .................................................................................................... 92

11.3.1

Mapping offices........................................................................................................................... 92

12.

Employee as User Home Page ...................................................................................................... 93

12.1

My Profile......................................................................................................................................... 94

12.1.1

Modify own profile by employee ............................................................................................. 94

12.1.2

Check the modified data by employee................................................................................... 95

12.1.3

Get Month wise Pay slip ............................................................................................................ 95

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Administrator (State Level User), Master Data Setting Home Page ...................................... 95

13.1

Utility ............................................................................................................................................... 97

13.1.1 13.2

Creation of new user ................................................................................................................. 97 Pay Roll ............................................................................................................................................ 99

13.2.1

Add New Allowance ................................................................................................................... 99

13.2.2

Record New Statutory Deduction .......................................................................................... 100

13.2.3

Record periodic order of formula based components ....................................................... 102

13.2.4

Add new loan advance component ....................................................................................... 107

13.2.5

Add new installment based recovery component .............................................................. 108

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1.

The Organization

Food, Supplies and Consumer Welfare Department is a composite Department with the status of both Secretariat and Directorate. Secretary of the Department also functions as the Director, Food Supplies and Controller of Supplies.

Orissa State Civil Supply Corporation

Limited (OSCSC), a public sector undertaking under FS&CW Department strives to ensure the welfare of the consumers of the state, through a wide network of public distribution system. It aspires to provide better quality food grains to the consumers using scientific standard of testing & storing. Currently, there are around 1,300 employees working in the Department as well as in the Corporation positioned at State Headquarters and at 30 Civil Supply Office at district headquarters across the state. The Corporation is also planning to recruit more officers and staffs to expand their business activities. The human resource pool of Corporation consists of ex-officio state government employees, deputed state government employees, regular employees of the corporation as well as contractual employees of the corporation

2.

Introduction to PIMS

The Government of Odisha has undertaken an ‘Orissa Modernizing Economy, Government and Administration’ (OMEGA) Program. The program seeks, inter-alia, to improve planning, implementation and delivery of PDS at State and District level in order to enhance access to food. As the part of this program, the Food Supply & Consumer Welfare Department now intends to implement human resource management system for their field functionaries across the state. Personal Information Management System (PIMS) is a HR package will be an integral part of this system. The software solution will be a web-based application, besides information on employees, the system will provide information on organization structure such as office detail, posts detail etc. This system will provide sustainable mechanism to create and maintain directory structure for OSCSC, which is essential to implement any role-based business system in future.

3.

Objective of PIMS  To build a comprehensive database of Human Resources.  To execute HRM functions of the department effectively.  To provide decision support system for effective HR Planning and Development.  To provide business intelligence environment to create adhoc Reports.  To provide an interface to the citizen to locate related official for service delivery.  To build comprehensive directory structure of offices, posts and employees, that will be essential for implementation of role-based.

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4.

About This User Manual

This User Manual of Personal Information Management System (PIMS) is intended for prospective users to understand the functionalities provided by the application, to be used in Odisha State Civil Supply Corporation. This User Manual helps the PIMS users in understanding how to:  Navigate within different menus of user panels.  Create, update of various information like Personnel, Salary of employees etc.  Generation of various payroll bills.  Create, effect process based orders like Transfer/ Promotion/ Increment etc.  Familiarize with the different PIMS modules. Details will be in the corresponding supplementary documents.

5.

6.

Conventions used in the Document  OSCSC

:

Odisha State Civil Supplies Corporation.

 PIMS

:

Personal Information Management System.

 Click

:

Press the left button of the mouse.

 Link

:

A text, by clicking a required page will open.

Types (or Roles) of Users  Administrator (State Level User) for HR Process  Administrator (State Level User) for Master Data Setting  Dealing Assistant (District Level User)  Employee

7.

Access to PIMS Application

Go to the website www.foododisha.in for employees under Civil Supplies Officer, FS & CW Department and for employee of OSCSC go to the website www.oscsc.in and click on the link “PIMS”, Home Page (in Figure -1) will appear. There few links provided in this page which are described one by one below. 1. Login 2. Skill Developments 3. Find Employee

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Figure-1

8.

Login to PIMS Application

Figure-2 By clicking on “Login Link” Login Page will appear as shown in Figure-2. The user is to login through entering the user id and password as provided. According to user type respective user home page will appear.

9.

Office Dealing Assistant User home page

If the logged in user is a district level or head office level Dealing Assistant then below home page (in Figure-3) will appear. There are various groups with functional links like Establishment,

Employee

Foundation

Data,

Disciplinary Action, Payroll Bills, HR orders Etc.

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Salary

Information,

Leave

management,

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Figure-3 Figure-3 shows the home page after log on to the application by the Dealing Assistant. All the Link significances are given in the below table. Link Name

Link Significance

Establishment Get Employee Information

Get the employee details through office or retirement or in transit wise searching parameter. Employee checklist verification and approval. Get designation wise employee list. Update the employee personal information.

Upload Employee Photo

Upload corresponding employee photo, signature, and thumb impression in image file format (ex - .JPG).

Retired Employee

Get the employee details through office or retirement or in transit wise searching parameter. Record retirement related information like retirement type, retirement date etc.

Retirement Benefits

Get the employee details through office or in transit wise searching parameter those are already retired? Records the retirement benefit related sanctioned information like the gratuity benefit, utilized leave benefit etc.

Employee Foundation Date Basic Information

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Get the employee details through office or retirement or in

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transit wise searching parameter. Facilitate to update the employee’s basic information like the employee name, date of birth, phone number, handicap information, provident fund information, quarter information etc. Address Information

Facilitate to update both permanent and correspondence address information.

Identification

Facilitate to update the corresponding employee’s photo, signature, and thumb impression in image format.

Spouse

Facilitate to record or update the spouse related information like whether the spouse or employee both are working in the same department or not, spouse designation, whether spouse is availing HRA or not etc.

Family

Facilitate to record family member details with nominee information. Records the green card details.

Education

Facilitate to add or update the educational details (both professional and general qualification) like the Name of the qualification, division , percentage of mark secured, passing year etc.

Training

Facilitate to add or update the in-service training related information that the employee attained. Training related information like training name, period of training, coordinator and place of training etc.

Posting

Facilitate to Keep the history of tenure or posting related orders. Details of Appointment, Transfer and Deputation (IN) orders related to place of posting are recorded here.

Engagement Change

Facilitate to Keep the history of engagement related orders. Details of engagement from first engagement, subsequent conversion, promotion orders are recorded here.

Other Charge

Add or update the details of other charges served with in addition to his/her duties. The other charge details like charge name, charge period, charge description etc.

Deployment

Facilitate to record the employee’s deployment

related

information like deployment order number, order date, type of

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posting, place of posting, from date and to date etc. Deputation

Facilitate to record the employee’s deputation

related

information like deployment order number, order date, type of posting, place of posting, to which department, from date and to date etc. Reward Details

Record new reward details that the employee achieved like the reward level, reward name, reward amount, order number, date etc.

Disciplinary Proceeding

Record the details regarding disciplinary proceeding initiated against the employee, like order number, order date, type of misconduct, whether suspended or not, suspension order number with date.

Criminal Case

Records the details regarding criminal case was initiated against the employee, like case number, year of filling of case, if any court order details etc.

Vigilance Case

Records the details regarding vigilance case was initiated against the employee, like case number, year of filling of case, if any court order details etc.

General Case

Records the details regarding general case filed by employee against OSCSC. This related information like case number, year of filling of case, if any interim order details etc.

Salary Information Arrear Component

Records Basic Pay hike orders (like Incremental, Promotional etc), Allowance hike orders (like DA, HRA etc) which affects multiple employees. Or any order of above components which will further initiate respected arrear bill preparation.

Pay/Allowances/Deduction

There are three different types of interfaces. • Interface to record basic pay related orders details like pay band, pay commission, current basic, increment of an employee and which is not prone to arrears. • Interface to record Formula Based Allowance/ Deduction component (like DA/HRA/GPF/EPF/PT etc) order details. • Interface to record Non-Formula Based or Direct amount based component like Incentive Allowance (IA), Medical Allowance (MA), and Quarter Rent (QR) etc order details.

Voluntary Deduction

9

Facilitate to record the voluntary deduction (like income

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tax(IT)) related information. Facilitate to view the deduction details of employees through office, employee, and deduction type wise searching criteria. Loan Advance

Facilitate to record the Loan or Advance recovery details like loan Name, loan amount, Deduction Start date, Principal part or Interest part whichever will be deducted from monthly salary. Facilitate to view the loan or advance status of employees through office, employee name, loan bank wise searching criteria.

Other Recovery

Facilitate to record Other installment based recoveries (like the excess payment, department shortage, penalty charges etc). details like recovery type, recovery amount, interest rate, status of recovery etc can be record from this link. Facilitate to view the loan or advance status of employees through office, employee name, recovery type wise searching criteria.

Insurance Details

Facilitate to record insurance (like LIC India) details (like insurance agency name, policy number, amount etc). Facilitate to view the insurance status of employees through office, employee name, and insurance agency wise searching criteria.

Bank Details

Records the account related information of employees like the employee name, bank name, account number etc.

Suspension Period Allowances

Records

the

suspension

period

allowances

details

of

employees. Leave Management Absentee Information

Records the leave information of employees like employee name, number of days absent, whether application given or not, leave type etc. Facilitate to view the leave details of employees through a period of date, office, employee wise searching criteria.

Leave Earning Details

Record the yearly, half-yearly earning type of leave account (like EL, HPL etc.). Facilitate to view the earning type of leave account details through the employee name, office wise searching criteria.

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Leave Sanction

Records the lave details those are sanctioned with a panel viewing the current leave status of the corresponding employee. Facilitate to search the employees those were on leave in specified date duration.

Absentee Statement

Facilitate to get the employees absence information month wise searching criteria.

Disciplinary Action Pay Held up Period

Records the pay held up order details of employees due to any disciplinary action.

Suspension Period

Records the suspension order details of employees due to any disciplinary action.

Pay Held up Period Sanction

Records details of the pay held up period those are sanctioned.

Suspension Period Sanction

Records details of the suspension period those are sanctioned.

Monthly Salary Salary Bill Configuration

Bill Group master details and Employee mapping to respected bill groups for monthly salary.

Structure Compilation

Prepares effective date wise pay structures from different orders.

PF Contribution (Voluntary)

Records extra contribution to GPF.

Daily Wages Pay Days

Records working days and absent days for daily wages employees.

Prepare Salary Calculation

Processing to calculate employee salary.

Cancel Salary Calculation

Canceling prepared Salary

Edit Current Acquaintance

Facility to browse and editing calculated salary figures of employees for the month.

Prepare Bill

Process to prepare bill for payment

Browse Bill

Facility to browse component group/head wise bill details and put bill no and bill date.

Bill Document

Facility to print documents relevant to one bill or multiple bills.

HR Orders Relieve/Join Employees

Facility to relieve or join employee due to sanctioned transfer or promotion order in corresponding login offices.

Scale Change

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Facility to effect change of basic pay structure due to

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promotion/pay fixation orders. Increment

Facility effect incremented basic due to sanctioned increment order. Table-1

9.1

Establishment

9.1.1 Updating and verifying employee personal information. Step-1:Click on Get Employee Information link of home page and you will redirect to the page as shown in figure-4.

Figure-4 At the top of the page (figure-4) you can view the employee details through office name, retired and in transit wise searching criteria. Step-2:To update the employee’s personal information click on the View link of the corresponding employee row which will open the updating page (figure-5) with the existing details.

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Figure-5 In this page you can change the employee’s personal information (like general Information, Address Information, Family Information, Education Information, Engagement Information, and Posting/Tenure Information). Step-3: After changing the information you have to click on the Save and Confirm button from the bottom of the page to take effect into the database. Step-4: If you want to verify the employee personal information click on the Checklist link of the corresponding employee row, which will open the Employee Information Sheet in PDF format. Checklist will be provided to employee for correction of their personal information or the employee can directly update their personal information from their home page (by Login). After changing the information by employee, it will automatically activate the Modify, Reject and Accept link of the corresponding employee row of employee table (figure-4) The change made by the employee can viewed by the office dealing assistant by click on the Modify link of the corresponding employee row. After checking the

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change made by the employee user can Reject or Accept the change by clicking the corresponding

links. The details of the Employee Login Home Page will

discuss in the Employee Login Section.

9.1.2 Retire employee. Step-1: Click on the Retired Employee link from the home page it will open the retirement Status page (Figure-7).

Figure-7 Step-2:Click on the Edit link of the corresponding employee row, which will open the retirement status details page (figure-8).

Figure-8 Step-3:Provide the retirement status, retirement type in the page and click on the OK Button, which will reflect into the IF Retired column as “YES” of the page in (figure-7).

9.1.3 Record unutilized leave sanction order. Step-1:Click on the Retirement Benefits link of the home page and it will open the retired employee page (figure-9).

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Figure-9 Step-2:To record the Benefit details click on the Edit link of the corresponding employee row, this will redirect you to the menu page (Figure-10) to select the specific benefit type.

Figure-10 Step-3:In figure-10 you can find three links from the left panel. Click on the Unutilized Leave Sanction link to get the form (figure-11) through which you can record the related data.

Figure-11 Step-4:Provide the data for the fields like Proposal Received at DDO or not, Order no, Order Date, Sanction unutilized leave Days, Sanction amount, Bill no, Bill Date etc and then click the Save Button to effect into the Database.

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9.1.4 Record gratuity sanction order. Step-1:Click on the Gratuity link from the left panel of Retired Employees page (as shown in figure-10), which will redirect you to the page as shown in figure-12.

Figure-12 Step-2:Provide the Gratuity related information like the Whether Application Received or not, Order No, Order Date, Sanction Amount, Bill No, Bill Date etc. and then click the Save Button.

9.1.5 Add recovery information from retirement benefits. Step-1:Click on the Recovery link from the left panel as shown in figure-10, which will open the recovery page (figure-13) with Recovery Name wise Searching criteria.

Figure-13 Step-2:Click on the New button to record the recovery information from the retirement benefits, which will appear the next page (figure-14).

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Figure-14 Step-3:In this page, provide the benefit name from which the recovery will take place, Recovery name, and the Recovery type (either Final recovery or recovery in installment) etc and click the Save button.

9.2

Employee Foundation Data

9.2.1 Update employee basic information. Step-1:To update the general information of any employee click on the Basic Information link and you will be forwarded to the page as given in next figure.

Figure-15 Here the user can Search the employee details by providing data to the Type and Office field at the top of the page (figure-15). Step-2:Click on the Edit button of corresponding employee and you will be forwarded to the page (figure-16) as given below.

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Figure-16 Figure-16 shows the basic information those are given initially. You can edit that information if you want to change. Step-3:After providing the data into the required field click on the Save button to take effect into the database.

9.2.2 Update educational qualification of employee. Step-1:Click on the Education link of the home page and you will redirect to a page which will view all the employee records in tabular format having an edit column. Step-2:Click on the Edit link to appear the update screen as shown below in figure-17. This part of the application provides facility to update the educational qualification related information of an employee. This link will help the user to capture multiple records relating the educational qualification like the general qualification and the professional qualification both.

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Figure-17 As shown above the figure-17 helps to capture educational qualification details of employee. The page having two segments, first segment views all the educational qualifications related information that already recorded in tabular format. The second segment of the figure shows a form to capture educational qualification details with some fields. Step-3:If you want to add new education qualification of that employee then directly fill the form. If you want to update any existing qualification then click on the Edit button (figure-17) of the corresponding qualification. Step-4: After filling the required fields click on the Save button.

9.2.3 Update in-service training record of employee. Step-1:To maintain in service training related information you can click on the Training link from the home page, which will view all the employee details in tabular format, so that you can choice the employee whose training related information you want to update. Step-2:Click on the Edit button of the corresponding employee to appear the interface to update the training related information and it will view as below figure.

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Figure-18 The Figure-18 having two parts one shows a table having the training related information in tabular format, and the second part which views a form to capture training related information to update existing record or newly training details. Step-3:Provide the field data of the form and click on the Save button to take effect int the database.

9.2.4 Record posting details. Step-1:Click on the “Posting” link and you will be redirect to the interface (Figure 19), which keeps history of tenure or posting orders. Details of Appointment and Transfer orders related to place of posting can be recorded here.

Figure-19 On

the

top

of

the

page

there

is

a

searching

panel

with

“In

transit”/”Retired”/”Office List” as searching criteria in office drop down box.

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By selecting the searching criteria and clicking on search button you can get the list of employees with current record as described in table below. Step-2:Click on “Edit” link to open posting detail page (Figure-20) for add/edit/delete of posting records.

Figure-20 Step-3:As shown in above figure this page is having two panels. 1. List of Posting Records of selected employee in tabular format with “Edit”, “Where Posted” and “Remove” Links as shown in figure-20. 2. A entry panel to capture the posting details like Order No/Date, Place of Posting, Designation, Join Date, In Salary WEF, IF Deputed, Relieve Date, Relieve Order No, Relieve Order Date of appointment/ transfer orders. In Salary WEF - Specifies the actual date from which the salary will take effect, apart from the date of joining.

Other entry fields are self-explanatory. Note:  Relieve Date – By entering relieve date field of current posting record employee will move to transit list.  Join Date – Helps to generate correct tenure analysis MIS report.

Where Posted – On click the link from the table (shown in figure-20) you will be forwarded to the corresponding page (shown in figure-21) which can record the details of the jurisdiction where the employee will find posting.

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Figure-21

9.2.5 Record engagement details. Step-1:Click on the Engagement Change link and the “Employee Engagement Information” page (figure-22) will appear. He/she possibly will be joined or engaged as adhoc or contractual or daily wages or regular basis. Here in this page the engagement details from first engagement, subsequent conversion, promotion orders you can record.

Figure-22 Step-2:The figure-22 shows the details of the employees, so that you can choose the employee, whose engagement details need to be change or update. At the above there is a Search button which facilitates you to search the employee details office wise. Step-3:Then click on the Edit button to get the engagement detail page as shown in figure – 23 below.

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Figure-23 Step-4:As shown in figure-23 the interface having two part, 1] The engagement details of the employee in tabular format, 2] A form to capture the engagement details. In the table there are two facilities Edit and Remove link are available, to update and delete any existing engagement information. Step-5:Fill the required fields of the form (figure-23) and click the Save button.

9.2.6 Record disciplinary proceeding details Step-1:Click on the Disciplinary Proceeding link from the home page which will appear the “Disciplinary Proceeding Information” Page (figure-24).

Figure-24 The above figure shows the employee’s Disciplinary Proceeding Information in tabular format with the Edit and Remove link to update and delete any existing record Step-2:Click on the Edit button, you will be redirect to an interface (figure-25) having a form to record the Disciplinary Proceeding details of the employee.

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Figure-25 If an employee attracts any disciplinary proceeding in his office, where he/she works, by virtue of which committing any misconduct or violation of rules. Then the establishment initiates disciplinary proceedings against the employee taking into consideration of the gravity of misconduct sought. The above page (figure25) will record disciplinary proceeding type of details. Step-3:Fill the required fields of the form and click the Save button, which will reflect in the table shown in figure-25 above the form.

9.2.7 Record Criminal case details Step-1:Click on the Criminal Case link from the home page which will open a “Criminal Case Information” page (figure-26).

Figure-26 The above figure shows the employee’s Criminal case related Information in tabular format with the Edit and Remove link to update and delete any existing record.

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Step-2:Click on the Edit button, you will be redirect to an interface (figure-27) having a form to record the Criminal Case details of the employee.

Figure-27 Step-3:Fill the required fields of the form and click the Save button, which will reflect in the table available above the form.

9.2.8 Record Vigilance case details. Step-1:Click on the Vigilance Case link from the home page which will open a “Vigilance Case Information” page (figure-28).

Figure-28 The above figure shows the employee’s Vigilance case related Information in tabular format with the Edit and Remove link to update and delete any existing record. Step-2:Click on the Edit button, you will be redirect to an interface (figure-29) having a form to record the Criminal Case details of the employee.

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Figure-29 Step-3:Fill the required fields of the form and click the Save button, which will reflect in the table available above the form.

9.2.9 Record General case details. Step-1:Click on the General Case link from the home page which will open a “General Case Information” page (figure-30).

Figure-30 The above figure shows the employee’s Criminal case related Information in tabular format with the Edit and Remove link to update and delete any existing record. Step-2:Click on the Edit button, you will be redirect to an interface (figure-31) having a form to record the General Case details of the employee.

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Figure-31 Step-3:Fill the required fields of the form and click the Save button, which will reflect in the table available above the form.

9.3

Salary Information

9.3.1 Record order related to basic pay of an employee

Figure-32

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Step-1:Click on Pay/Allowances/Deduction link from the HR Order link group, and then you will have a “Component List” page (figure-32). As shown above this page having edit option with three types of components; 1] Pay 2] Allowances and 3] Deductions. Note: There are two types of allowances/deductions. 1]

Formula based

2]

Non-Formula Based

You can get a clear picture in the next topic (9.3.2). Step-2:To record order related to basic pay of an employee click the Edit link of “Basic Pay” row from the component list and you will redirect to the page (figure-33) as shown below.

Figure-33 Here you can get the list of Basic Pay Orders of an employee through Office and Employee wise searching criteria by clicking the Search button. Step-3:Fill the form to record the basic pay order of an employee by providing value for the fields; Office, Employee, Order No/Date, In Salary WEF, Actual WEF, Pay

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Comm., Pay Type, Pay Band/Post Grade, Pay/GP, Pay Scale, Next Increment Date, Next Increment Amount, Next Increment Pay etc. Step-4:Click on Save Button and after saving it will reflect into the above list. As shown in figure-33 the order list can be edited and deleted in this scope though the Edit and Remove link accordingly. To update effective date wise pay structure of an employee, click on the Structure Compile button. Note:  In Salary WEF – From which month employee will get entered basic pay structure in his or her monthly salary.  Actual WEF – From which date employee will get arrear regarding basic pay in case Actual WEF is earlier than current month.

9.3.2 Record order related to formula based allowances/deduction of an employee Step-1:Clicking on Edit link will redirect to a formula based component order detail page (figure-35) or to non-formula based component order page dynamically according to the component criteria defined in master setting. For example DA which is a formula based component. Step-2:By clicking on the Search button by providing the office and employee selection you will get the DA order list in tabular format as shown in given page (figure35). In this page you can update any order details through the Edit link. Step-3:In list orders panel all existing orders of DA will be populated. Choosing ant order option in this panel you see the formula involved in Formula panel. To affect any DA order formula to selected employee choose the required DA Order from the List of Orders and the page will view like the below (figure-35).

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Figure-35 Here as shown above, by selecting the radio button from the List of Orders the form field values are automatically filled. Step-4: Fill the In Salary WEF date. Step-5:Click on Save Button to take effect into the database. Step-6:Existing order can be stopped by providing relevant data in stop panel. To update effective date wise pay structure of an employee, click on the Structure Compile button. Note: Formula based allowances and deductions are recorded through the List of Allowances (Salary), List of Deduction (Salary) link (there at home page of Administrator (State Level User), Master Data setting login) accordingly

9.3.3 Record order related to non formula based allowance/deduction of an employee For example MA is a non-formula based component.

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Step-1:Click on Edit link of “MA” component you will be redirect to a page (figure-36).

Figure-36 Step-2:Click on the Search button by providing the office and employee selection you can get the MA order list in tabular format as shown in given page (figure-36). Clicking on Edit Link existing details can be updated. Step-3:For new record provides value to the Fields; Order No, Order Date, In Salary WEF, Actual WEF, Pay Comm., Amount etc. Step-4:Click on Save Button to take effect into the database. Step-5:Existing order can be stopped by providing relevant data in stop panel. To update effective date wise pay structure of an employee, click on the Structure Compile button.

9.3.4 Record voluntary deduction of an employee Step-1:Click on the Voluntary Deduction of the home page, it will redirect you to the voluntary deduction page (figure-37).

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Figure-37 Step-2:To view the deduction details of an employee click the Search button by providing the value for the Office, Deduction Type, and Employee fields, it will show all the deduction details in tabular format (Figure-37). Step-3:If you want to update or delete any deduction details click on Edit or Remove link accordingly. To record the details of a new Voluntary Deduction click on the New Vol. Dedn. Button and it will redirect you to a page (figure-39) with a form to record the corresponding deduction details.

Figure-39 Step-4:Provide data to the form fields; Office Name, Employee Name, Deduction Name, Order No. /Date, Account/Pan Card No., Deduction Amount, Deduction From, etc. then click on Save button to take effect into database. Step-4:Existing deduction can be stopped by proving relevant date in stopped panel.

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9.3.5 Record loan/advance recovery detail of an employee Step-1:Click on the Loan Advance of the home page, it will redirect you to the “Loan and Advance Recovery Information” page (figure-40).

Figure-41 Step-2:To view the loan and advance recovery details of an employee click the Search button by providing the value for the Office, Deduction Type, and Employee fields, it will show all the details in tabular format (Figure-41). Step-3:If you want to update or delete any loan and advance recovery details click on Edit or Remove link accordingly. To record the details of a new loan and advance recovery click on the New Loan/Adv. Button and it will redirect you to a page (figure-42) with a form to record the corresponding details.

Figure-42 Step-4:As shown in above figure give data related to the Loan/Advance Recovery details like the order details, now deduction(whether principal or interest to be

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deducted), principal part details, Interest part details (if interest applicable and interest to be deducted). Step-5: Then click the Save button to take effect into database. Note:  System automatically shows current recovery status of the selected loan if salary has been prepared. System is smart enough to stop loan automatically if initial data is entered correctly like Original Amount (for both principal or interest part), Total no of installment, Last paid Installment no., Amount paid on cut off date.

9.3.6 Record other installation based recovery of an employee Step-1:Click on the Other Recovery of the home page, it will redirect you to the “Other Recovery Information” page (figure-43).

Figure-43 Step-2:To view the other recovery details of an employee click the Search button by providing the value for the Office, Recovery, and Employee fields, it will show all the details in tabular format (Figure-44).

Figure-44 Step-3:If you want to update or delete any other recovery details click on Edit or Remove link accordingly. To record the details of a new recovery click on the New Recovery Button and it will redirect you to a page (figure-45) with a form to record the corresponding details.

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Figure-45 Step-4:As shown in above figure give data related to the Recovery details like the general recovery details, principal amount details with current status, Interest amount details if interest applicable with current interest details. Then click the Save button to take effect into database.

9.3.7 Record insurance deduction details of an employee Step-1:Click on the Insurance Details link of home page, it will redirect you to the “Insurance Deduction Information” page (figure-46).

Figure-46 Step-2:To view the Insurance deduction details of an employee click the Search button by providing the value for the Office, Insurance Agency, and Employee fields, it will show all the details in tabular format (Figure-47).

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Figure-47 Step-3:If you want to update or delete any insurance details from the database click on Edit or Remove link accordingly. To record the details of a new Insurance details click on the New Insurance Button and it will redirect you to a page (figure-48) with a form to record the corresponding details.

Figure-48 Step-4:As shown in above figure give data related to the insurance details like Employee,

Insurance

Agency,

Policy

No,

Premium,

Policy,

Date

of

Commencement, Date of Maturity, Agent Code, DO Code, Deduction Start Date, If Stopped, Stop Date etc. Then click the Save button to take effect into database.

9.3.8 Record the bank details of the employee Step-1:Click on the Bank Details link of home page, it will redirect you to the “Bank Details” page (figure-49).

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Figure-49 Step-2:To get bank details of an employee click the Search button by providing the value for the Office, Bank, and Employee fields, it will view all the details in tabular format (Figure-50).

Figure-50 Step-3:If you want to update or delete the bank details from the database click on Edit or Remove link accordingly. On click the Edit button you will redirect to a form (figure-51) to record the corresponding details.

Figure-51 Step-4:As shown in above figure give data related to the bank details like Employee, Bank, and Account No etc. Then click the Save button to take effect into database.

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9.4

Leave Management

9.4.1 Record leave application or absent period of the employee Step-1:Click on Absentee Information link from the home page, and it will appear the leave application Details page (figure-52)

Figure-52 Step-2:As shown in figure-52 you can view the leave or absent details of an employee by click on the Search button by providing value for office, From Date, To Date, Employee field. After search the page will view like the next figure-53.

Figure-53 Step-3:From the table as shown in figure-53 you can delete or update any leave application by click on the Edit or Remove link accordingly. If you want to add or record the details of any new leave application then click on the New Application button so that it will forward to the page (figure-54) to record the details.

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Figure-54 Step-4:Fill the leave form by providing value for the form fields like office, Employee, Absent from Date, To Date, No Of Days, Whether Application Submitted or Not, Leave Type, Date of Application, Leave Purpose etc. Step-5:Click on the Save Button to take effect into the database.

9.4.2 Record Leave Earning details of an employee Step-1:Click on Leave Earned Details link of the home page and you will redirect into the “Leave Earning” page (figure-55). Here you can search the earning leave details of an employee through office and employee wise searching criteria.

Figure-55 Step-2:From the table as shown in figure-55 you can update or delete the employee details by click on the Edit or Remove link accordingly. To add a leave earning details of an employee click on the New Leave Earning button and the following page (figure-56) will open.

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Figure-56 Step-3:Fill the form fields by providing the valid data and click on the Save effect into the database. After save the Leave earning (figure-55) will view as figure-57.

Figure-57

9.4.3 Record sanction order details of leave period against any absent period Step-1:Click on the Leave Sanction link from the home page, and you will redirect to the “Leave Sanction” page (figure-58). This page contains the leave sanction details in between a specified date through Search criteria.

Figure-58 Step-2:As shown above the page having the leave or absent details those are applied or not applied by the employees. From this page (figure-58) you can update any

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leave sanction details by click on the Edit button and the below page (figure-59) will appear.

Figure-59 Note: In the above figure the “Current Leave Status” table shows the earning leave details, no of leave taken and the balance leave details. Step-3:Provide value for the required fields like leave sanction order no, Sanction Order Date, Leave Type, Sanction Authority, From Date, To Date, Pay Days etc. Step-4:Click on the Save button which will save the data into the database.

9.5

Disciplinary Action

9.5.1 Record pay held up period of an employee Step-1:Click on the Pay Held up Period link from the home page and it will redirect you to the list of Pay held up page (figure-60). From this page you can Search the pay held up period details of an employee by providing value to the Office and Employee field.

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Figure-60 Step-2:To record any pay held up period, click on the New Order button and the below page will open.

Figure-61 Step-3:Provide the required fields from the page (figure-61) like Office, Employee, Order No, Order Date, From Date, Cause etc. Note: Here no need to fill the To Date field and No of Days field. Step-4:Click on the Save button to take effect into the database.

9.5.2 Record suspension period of an employee Step-1:Click on the Suspension Period link from the home page. Note: It is same as the previous clause (pay held up period).

9.6

HR Order

9.6.1 Relieving or Joining an employee Step-1:Click on the Relieve/Join Employee link from the home page and it will open “Employee Relieve/Join” page (figure-62).

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Figure-62 This figure having four menus: 1]

Relieve Detail (Views all the transfer order and promotion order with transfer details, the order must be for at least one employee of the current office).

2]

Joining Detail (Views all the transfer order and promotion order with transfer details, those are already relieved from other office and will join into the current office).

3]

Cancel Relieve (Views all the transfer order and promotion order with transfer details, those are already relieved from current office).

4]

Cancel Joining (Views all the transfer order and promotion order with transfer details, those are already joined into current office).

Step-2:On selecting the Relieve Detail menu, it will view transfer order details those are recorded through Transfer Order or Promotion Order of the State level Administrator, HR Process home page and also that order must be applicable for employee of the current office. Step-3:To relieve an employee from the current logon office, click on the Edit link of the corresponding order row and it will view all current office employee list (Figure-63), those are related to the order.

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Figure-63 Step-4:Click on the Edit link of the corresponding employee row to relieve the employee from the current office as shown in below figure.

Figure-64 Step-5:Put the actual relive date, relieve order number and the relieve order date. Step-6:Click the Save button to take effect into the database. After click the Save button the employee will not view in the page shown in figure-63. If you want to cancel relieve of that employee click on the Cancel Relieve link from the menu shown in figure-62. Note: After relieving from the current office the corresponding employee will view in the employee list of office (where the employee will join) login, on click the Joining Detail from the menu (figure-62). To join employees into current office those are relieved from other office, and then click on the Joining Detail from the menu (figure-62), it will open the below page(figure-65) then follow the step-7 to step-10.

Figure-65 Step-7:Figure-65 shows the order details, related to the employees those are relieved from other offices and are going to join into the current office. To get the

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employee list (figure-66) related to the order click on the Edit button of the corresponding order row.

Figure-66 Step-8:To join any employee from the list click on the Edit link of the corresponding employee row and it will open the next page (figure-67).

Figure-67 Step-9:Put Actual Join Date, Salary With effect from date, and transit day into the specified fields. Step-10: Click on the Save button to take effect into database. Note: After save the data the corresponding employee will not view in the employee list of figure-66. To cancel the joining of that employee click on the Cancel Joining link from the menu of the order list page (figure-65).

9.6.2 Effecting promotion order of an employee Step-1:Click on the Scale Change from the home page and it will open the “Promotional Scale Effect” page (figure-68).

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Figure-68 Step-2:Select the Sanction Order Number/Date from the drop down box and click on the Search Button which will show the entire current office employee list related to the promotion order. Note: The Sanction Order Number/Date will have the promotion order list those are sanctioned through the Promotion Order link of State Level Administrator, HR Process home page. Step-3:To affect the promotion order to the employee click on the Edit link of the corresponding employee row from the list. Step-4:The fields shown in figure figure-68 will automatically filled up by click on the Edit link. You Have to give value for the In Salary WEF Date, Pay Type, Next Increment Date fields and click to the Calculate Next Increment Button (On click the button the application will fill value for Next Increment Amount and Next Increment Basic field fields). Step-5:Click the Save button to take effect into the database. Note: To cancel any promotion effect for any employee click on the Cancel Effect Menu from m the top to of the page shown in figure-68.

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9.6.3 Effecting increment order of an employee Step-1:Click on Increment from the home page and it will redirect you to the “Increment Effect in Pay structure” page (figure-69).

Figure-69 Step-2:Select the Sanction Order Number/Date from the drop down box and click on the Search Button which will show the entire current office employee list related to the increment order. Note: The Sanction Order Number/Date will have the increment order list those are sanctioned through the Increment Order link of State Level Administrator, HR Process home page. Step-3:To affect the increment order to the employee click on the Edit link of the corresponding employee row from the list. Step-4:The fields shown in figure-68 will automatically filled up by click on the Edit link. You Have to give value for the In Salary WEF Date, Pay Type, Next Increment Date fields and click to the Calculate Next Increment Button (On click the button the application will fill value for Next Increment Amount and Next Increment Basic fields). Step-5:Click the Save button to take effect into the database. Note: To cancel any increment effect for any employee click on the Cancel Effect Menu from the top of the page shown in figure-68.

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9.7

Monthly Salary

9.7.1 Bill configuration and employee mapping with Bill Group Step-1:Click on the Bill Salary Configuration Link which will view all the bill group details (figure-70) those are already saved.

Figure-70 Figure-70 shows all the bill group details with the number of post mapped to those bill groups. You can update or delete any bill group from the list by click on the Edit or Remove button. Step-2:To add a new Bill group, click on the New Bill button in Bill Groups Page(Figure70), which opens Employee Salary Bill Information page (figure-71).

Figure-71 Step-3:In this page give bill group no, bill group name, bill group section and no of post according to bill group section. By clicking on the Save button the bill group will be saved and bill section will be shown in the section list. You can add more bill sections and their no of posts.

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Step-4: 4: To edit a existing bill group click on Edit Link in Bill Groups page(Figure-70), page(Figure which will open Employee Salary Bill Information page (figure-71). (figure Click on Edit Link in required section row and click on Save button after modification. Step-5: 5: To remove existing bill group click on Remove Link Bill Groups page(Figure70). Step-6:To mapping employees to the bill group click on the link under No. Of Post column of required bill group and it will open the Salary Bill-Employee mployee Mapping page (figure-72).

Figure-72 Step-7 Figure-72 shows two list panels. The right side list shows the employee details those are not mapped with any bill groups. The left side list shows the employees those are mapped with respected sections of the current selected bill group. Step-8:To map employee, select s employee from the right side list that you want to map then select the vacant post which will be mapped.

By clicking c on

button employee will moved from right panel to selected vacant post of left panel. Step-9: 9: To remove employee from mapped list select the employee from left panel and click on

Button. Employee will be remove from the post and will be shown

in right panel.

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Step-10: 10: To move employee from one post to other with the bill group, select the employee then click on

button to move upward and click on

button to

move downward. Step-7:After mapping of employees to their relevant bill posts cl click on Save button to take effect into the database. Note:  If any employee is not mapped to any bill group, it will be excluded from salary preparation.  Likewise, if any employee is transferred or retired then remove that employee from bill group to exclude then from salary preparation.  In Pay bill detail report of a monthly salary bill POST VACANT remark will be shown for those posts where no employee h has been mapped.

9.7.2 Structure compilation before salary calculation Step-1:Click on the Structure Compilation link from the home page and it will open the “Employee Employee Monthly Salary Compilation Compilation” page (figure-73).

Figure-73 Step-2:By clicking on the search button with selected office and employee, employee will show list of date wise pay structure of the selected employee.

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Step-3:By clicking on the Edit link of the required structure, entire details of allowance and statutory deduction will be shown in above figure. Step-6: To compile or recompile structure of selected employee click on the Compile button. Note:  Monthly Salary calculation is based on compiled monthly pay structure data. So without compilation of pay structure monthly salary cannot be prepared correctly.

9.7.3 Record extra contribution to GPF of an employee Step-1:Click on the PF Contribution (Voluntary) from the home page, it will open the “Voluntary Contribution to Provident Fund” page (figure-75).

Figure-75 Step-2:Click on the Search button by providing the bill name and the Provident fund type(GPF) to get the corresponding employee list with latest Basic pay, Grade Pay, Subscription amount, Total Contribution and Voulntary/Extra Contribution. As in (figure-76).

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Figure-76 Step-3:Click on the Edit link of the selected employee from the list, whose voluntary contribution you want to add or change. Provide the new extra contribution effective date and the total contribution amount (subscription amount + Extra Amount). Step-4:Click Update button to take effect.

9.7.4 Record pay days of daily wages employee before salary calculation Step-1:Click on the Daily Wages Pay Days link from the home page and it will show “Absent Days of Daily Wages Employee” page (figure-77).

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Figure-77 By clicking on Search button, you can view the entire daily wages employee list (Figure-79) for the selected month, whose working days and absent days already recorded. Step-2:To record working days and absent days of an employee which is not in the list click on the Add New button, and it will open the below page (figure-78).

Figure-78 Step-3 In the above page you will get list of daily wages employees in employee combo by providing year, month and office in respected searching criteria fields. Step-4:By clicking the Get Wages button you will get effective date and wages amount which is previously recorded (in “Pay/Allowances/Deduction (St)”> Pay page (Figure - 33)). There two text fields to record the Working Days (Total payable working days including absent days) and absent days as shown in figure-78. Step-5:Click Update button to take effect. Note:  Monthly Salary calculation of daily wages employees is based on working days and absent days. So above data need to be corrected first before preparation of monthly salary of daily wages employees.

9.7.5 Check list of Monthly changes for Salary Preparation In each month before preparing salary first you have to enter the necessary changes like Increment, Leave, transfer, retired etc. Using check list of monthly changes feature you can confirm about the necessary monthly changes. This feature is one type of reminder before salary preparation. 53

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Step-1. Click on the check list of monthly changes link from home page it will open “Checklist Monthly salary preparation” page as in Figure -79 Step-2 In the above figure select year, month and bill name for which period you want to prepare monthly salary. Then click on “Get Checklist” button. Step-3 After clicking the Get checklist button it will open “Checklist of changes for the Month” list as in Figure-79. In this page list of 21 monthly changes particular will be displayed. If any changes done then No of record of changes will be displayed in no of record column in the respective Monthly changes particular. This field will be blank if no changes has been done. Step-4 If you want to view details of any Monthly changes particular you have to click the view button on the right side of required Monthly changes particular.

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Figure - 79

Step-5 Clicking on ok button means you are confirming that the various changes before current monthly salary is completed. Then you can prepare current month salary. Otherwise current month salary cannot prepared. 9.7.6 Prepare Salary Calculation Step-1:Click on the Prepare Salary Calculation link from the home page and it will show you the “Monthly Salary Preparation” Page (figure-80).

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Figure-80 Step-2:Provide preparation Year, Month, Bill Name and Preparation Date then click on Prepare Salary button to prepare. After few seconds “Salary Prepared Successfully” message in red colour will be shown which will confirm the preparation.

9.7.7 Cancel prepared Salary calculated Step-1:Click on the Cancel Salary Calculation link from the home page and it will show you the “Monthly Salary Cancelation” Page (figure-81).

Figure-81 Step-2:Procedure is same as in salary preparation. After providing relevant period and clicking on Cancel Salary Button prepared salary will be cancelled by showing confirmation message.

9.7.8 Browsing and editing calculated salary data of an employee Step-1:Click on the Edit Current Acquaintance link from the home page and it will open the “Monthly Salary Browser” Page (Figure-82).

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Figure-82 Step-2:To get the employee list and abstract figures of any prepared monthly salary bill group, click on the Search button by providing value in the required fields like Year, Month and Bill Name. The Bill Name drop down box will be containing all bill names those are prepared. Abstract figures are described below. Gross Amount:

Calculated Basic Pay + Grade Pay +

Allowances. Ded Amount: Calculated Statutory + Voluntary + Insurance + Loan Advances + Other Recovery Deductions Net Amount: Gross Amount – Ded Amount

Step-3:To browse or to edit any calculated figure of any component temporarily for the month, click on the Edit link of the selected employee row. It will open the “Monthly Salary Detail” page (figure-84). This page shows component wise

total amount for view purpose. To edit any calculated figure you need to choose Monthly Fraction Period in Salary Fraction Combo.

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In the list of Salary Fraction Combo there will be “Month Total” and list of “Fractional Days”. Month Total: By Clicking it, component wise total of pay, grade pay, allowances, deductions will be shown for the selected month of the employee. And in bottom of the page total gross amount, total deduction amount, total net amount will be shown as in Figure84. Fractional Days: If the employee is not having fractional salary then it will be like “31 Days Fraction”. Suppose employee is promoted on 16th of January then it will be having 2 list. i.e. “15 Days Fraction” and “16 Days Fraction” Clicking on any fractional days detail of that fractional period will be shown like in (Figure-85). Detail described below.

Figure-84

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Figure-85

Step–4: In allowance side of above page if you want to change any figure put the amount in relevant text box and then click on corresponding

button to

update into the database. In deduction side procedure is same except few fields which is given below.

Account No. : PAN NO for IT, Policy No for LIC, Loan Account No will be shown automatically. You can change those temporarily for the month. Deduction For: This column having two fields. 1st field shows which number of installment is going to deduct and 2nd field shows the total number installments. 1st field will be shown like in format “month-year” for all deductions other than loan components. But in case of loan component it will show the installment figure which is being deducted in the current salary. The

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Amount column field value will automatically changed as per the 2nd field value and it is editable also. Step-5:After all modification click the corresponding

button to update into the

database. Note:  

Temporary changes for any component made for this month will not affect next month calculation as calculation is based on actual orders. In case any remainder loan amount left after deduction of total installments, system will automatically include that amount to the last installment.

9.7.9 Prepare monthly salary bill Step-1:Click on the Prepare Bill link of the home page, it will open the “Monthly Bill Preparation” page (figure-86).

Figure-86

Step-2:Select required Year, Month, Bill Name and Bill Date to prepare monthly salary bill by clicking on Prepare Bill button. After successful preparation it will show “Bill Preparation Successfully” message.

9.7.10

Browsing prepared monthly salary bill.

Step-1:Click on Browse Bill link from the home page so that it will open the “Bill Browser” page (figure-87).

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Step-2:Click the Search button by selecting the Year and Month, then prepared list of bills will be shown as in (figure-87). Step-3:To view or edit any bill that is already prepared the click on the Edit link on the corresponding bill row which will redirect to the “Bill Details” page (figure-89).

Figure-89

The bill shows the total component group/head wise amount of all employees those are mapped into the corresponding bill. Step-4:Put the Bill number and Date if required to change, then click on the Save button to take effect into the database. Step-5: To delete any bill click on remove link in bill browser page as in Figure-87.

9.7.11

Printing bill document

Step-1:Click on Bill Document link from the home page so that it will open the “Bill Document” page (figure-90).

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Figure-90 Step-2:Click on the Search button by selecting the Year and Month, which will show the list of prepared bills as shown in figure-90. Step-3:To get the bill document of any bill or multiple bills, check required the bill(s) and click the Get Document button, which will forward to the “Bill Report List” page (Figure-91).

Figure-91 Step-4:The above figure shows bill document names dynamically in hyperlink format. To get the related documents click on the required document link. Step-5: To print the document click the Print PDF button in corresponding bill document page.

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10.

Arrear Bills

10.1.1

Enter the order against which arrear needs to be calculated

Step-1: Click on “Arrear Components” link in the main menu under “Salary Information”

Figure-92 Step-2: Click on the edit link against the basic pay component under which the arrear

is due. This redirects you to the next page called “Pay Due order”

Figure-93 Step-3: Click on the new button to add a new order released by the authority for arrear hike . This redirects you to the next page where you can enter the Pay Due order details.

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Figure-94 Enter order no., order date, select order type from the drop down menu and add an order description. Next select the office type and employee type. Note:



The order description should be added properly. For e.g, if it is an order for increment, then the description should be “Incremental order” with some other details so that it can be a point of reference for future processing or report headers

Enter “In Salary Wef” and “Actual Wef”. The difference helps to calculate the arrear which the employee is supposed to get. Here the system automatically shows the arrear due if there is any difference which was not possible while current month salary calculation. Select the pay commission, Pay type, Pay band and post grade. Enter the Pay and grade pay, pay scale details and Next increment date. Calculate the next increment amount by clicking on the button and finally save the details. This helps us to enter the pay due order details. Also if in a single order, there are multiple structure changes, then add them by again entering all the above details.

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Note: Refer page no. 67 for Structure Compile information To add or remove employees under the same order

Figure-96

Figure-97 Click on the edit button against the same order. This redirects you to another page “Pay Due Employee Details”. Click on new button to add more employees. You will find the order details prefilled. Fill the employee details and click Save.

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Arrear Salary To select the type of arrear

Figure-98 Click on the drop down menu to select the type of arrear (Allowance Hike Arrear/ Basic Pay Hike Arrear/Leave Allowance Hike Arrear) which needs to be calculated and hence the bill prepared. To compile the due/drawn structure before calculating the arrear from all the orders till date Step-1: Click on Compile Due/Drawn Structure. This link facilitates you to compile the due arrear which an employee is supposed to receive under different orders. This also compiles the salary drawn till date by any employee under different orders.

This

redirects you to the next page “Employee Monthly Structure Compilation”. The bill type is preselected as Allowance Hike Arrear or Basic Pay Hike Arrear or Leave Allowance Hike Arrear. Select the Employee Type (In position/retired/others) from the drop down menu. This generates the list of arrear orders related to the above two fields.

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Figure-99 Step-2: Click on the radio button against the relevant order and then click on the “Get employee” button to generate the list of employees covered under this order. Rest follow the process as in current month salary calculation. To generate a process ID for a process to prepare the arrear type Step-1: Click on the link “Prepare Arrear Calculation”. This redirects you to the Arrear Type preparation page. Step-2: Choose the preparation year, preparation month, arrear subtype from the respective dropdown menu and click on “Create Process Number”. This redirects you to the next page.

Figure-100 Step-3: Click on “Get Process ID”. A process ID is generated which denotes the preparation year, preparation month, arrear type, arrear subtype, serial no. Step-4: Select the employee type from the dropdown menu. Once the employee type has been selected, the bill type is generated under which the arrear can be prepared for the respective order.

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Step-5: Click on the edit button against the respective bill type. This generates the list of pending orders which the arrear can be prepared under this bill type. Step-6: Click on the edit button against the pending order. This generates the list of employees in this order whose arrear can be prepared under this bill type. Step-7:

Click on the check box against the employees whose arrear needs to be

prepared under this process ID. Step-8: Click on the double arrow button to prepare the list of employees for who the arrear needs to be processed.

Figure-102

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Step-9: Click on the check box against each employee in the new list of employees whose arrear needs to be processed and click on the Save button. You will receive a message “Record Saved successfully” on the left hand side corner of the same page

Figure-103 Step-10: Click on the back button to come to the previous page. Step-11: Choose the preparation year, preparation month and arrear subtype and click on the search button. This helps you generate the list of bills which are prepare and to be prepare arrear salary calculation. Step-12: Click on the icon with the heading “Pending”. This helps you to generate the list of employees whose arrear needs to be prepared. Step-13: In this list click on the icon with the heading “Process/Cancel”. Once you click the button, it turns red from green in order to confirm that the corresponding employees’ arrear bill would be processed.

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Figure-104 To view whether arrear processed is proper or not Step-1: Click on the link Arrear Due/Drawn browser under the main menu Arrear Salary. This redirects to the page Pay Hike Arrear Browser. Step-2: Choose the Arrear Subtype, Preparation Year/Month, Process no. and Bill name of the previously processed arrear and then click on the Get Abstract button. This provides you a complete view of the due amount, drawn amount and arrear amount of the Pay & allowances and Deduction component. The difference between the arrear amount of the Pay & Allowances component and the arrear amount of the Deduction component gives you the net arrear amount.

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Figure-105 Step-3: Clicking on the view button besides the net amount redirects you to another page Monthly abstract and shows you the month wise arrear amount of that corresponding employee. Step-4: Clicking on the view button besides the net amount of a single month in the monthly abstract page of a single employee redirects you to a new page Incremental/DA/Leave Arrear Details. This page helps to view and edit if required the component wise details of a single month arrear details of a single employee. If any mismatch is found in the arrear calculations, then it can be corrected on this page and subsequently click on the update button to save the corrections.

Figure-106 To process arrear bill Step-1: Click on Prepare bill link under the main menu link Arrear Salary. Choose Process Year, Month, Arrear Component and process no. from the dropdown menu and click on search button.

This shows the bill sl. No., bill description, and no. of

employees who can be under this bill. There is another column bill no. which remains blank. This gets updated once the bill is prepared. Clicking on the view button against this row helps to view the list of employees whose bill are to be prepared along with other information such as designation, gross amount, deduction amount, net

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amount(Gross - deduction), any deduction from net if applicable and net amount(Net deduction). On the top of this list there is a dropdown menu for bill year, month and bill date. Choose the appropriate bill period and click on “prepare bill” button. You will receive a message “Bill prepared successfully” on the left hand corner of the same page.

Figure-107

Figure-108 Bill Browser Step-1: Choose the year and month and arrear subtype and click on search link. The arrear subtype in the drop down menu only enlists the subtypes on which the bills 72

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have been prepared then search. Click on edit button this redirects you to the next page.

Figure-109 Step-2: The search link enlists the details of the bills with bill group. No., bill no., bill name, bill date. Clicking on the edit link redirects the page to Pay Hike Arrear Bill Details page. The page displays the allowance and deduction list and the net amount. You can change the bill no and bill date which you want.

Figure-110

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Arrear Order Naration Choose the year and month and arrear subtype and click on search link. The arrear subtype in the drop down menu only enlists the subtypes on which the bills have been prepared.

Figure-112 The search link enlists the details of the bills with bill no., bill name, bill date, employee and designation. Clicking on the edit link redirects the page to Pay Hike Arrear Narration in Employee Due/Drawn Statement page. The page displays the information of an individual employee such as Employee name, arrear type, bill no. Under the particular bill no. all the pay hike arrear levied are displayed in another list with Arrear year, arrear month, arrear narration. The arrear narration is auto generated by the system thereby demonstrating the relevant information like order no., date, arrear subtype etc. Clicking on the edit link helps you to edit the narration if required. This narration is later used as reference when further reporting is done.

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Figure-113 Bill Document Click on Bill Document link under the main menu Arrear Salary. The bill document page opens. Choose the bill subtype. The bill subtype only lists down those subtypes whose bill has been prepared. Choose the year and month of bill prepared. Click on the Search link lists down the bills prepared with bill no. and bill name details. Click

on the check box against the concerned bill and click on Get Document link. Figure-114 This redirects you to the next page bill report list page. The reports are:  Bank Account Statement  Bill Report  Employee wise Due/Drawn Statement

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Click on above link and get the Schedule which you want.

Figure-115 For the rest two kinds of arrear i.e. Allowance Hike Arrear Salary and Arrear Leave salary, Retirement Benefits – Unutilized Leave To sanction the no. of unutilized leave for a retired employee Click on the “Retirement benefits” link under the “Establishment” link under main menu. This redirects you to a new page “Retired Employees”. Select the office type and click on search link. This page enlists the names of the retired employees with their last designation, DOB, DOR.

Figure-116

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Clicking on the edit link across any employee name shows you the related information like Employee name, last designation, last place of posting, last basic pay, last grade pay and date of retirement.

Figure-117 On the left hand side, the lists of retirement benefit links are placed such as unutilized sanction, gratuity and recovery.

Figure-118 Click on Unutilized leave sanction link. The page opens where you need to enter all the related details. Click on the check box if the proposal for sanction has been received at DDO level. Enter the order no., order date and sanction days. On the right hand side the last pay per day is calculated with the mentioned formula. Enter the sanction amount which is a product of the no. of sanction days and the last pay per day. Click on the Save link to save the details.

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Figure-119 To prepare bill and bill document Click on the prepare bill link under the main menu Unutilized leave. This redirects you to a new page “Unutilized leave bill details”. Enter the bill preparation year, month, and bill no. and bill date. Click on the check box of the related employee under sanction list and recovery details. This populates the gross amount, deduction amount and net amount. Click on the Save link.

Figure-120 Click on bill document link under the main menu unutilized leave. Follow the same process as earlier for bill document preparation.

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To sanction the gratuity amount

Figure-121 Click on the gratuity sanction link. This redirects you to a new page Gratuity. Click on Application Received. Enter order no., order date, sanction amount and save the details. Follow the same process as for unutilized leave.

Figure-122 Please follow the above mentioned process. Loan & Advance Click on Sanction link under the main menu Loan & Advance. This redirects you to the Loan Sanction Order page. Click on New Sanction link to add a new order for loan sanctioning.

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Choose the loan name & Sanction Authority. Enter the order no. and order date. Then search the employees whose loan would be sanctioned by choosing the office type and designation and clicking on Search link. Click on the search box to select the concerned employees. Then add the loan amount, no. of installments through which we can pay the loan back, installment amount, deduction start date and click save.

Figure-124 To prepare loan & advance bill Click on new bill link. Choose the bill year and bill month. Enter the bill no. and bill date. Choose the loan name. The bill name gets populated automatically once the loan name is selected. Also the list gets populated with the details – name & designation of employee, office, account no. and sanctioned amount

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Figure-125 Click on the check box besides the employee name as to whose bill would be prepared and click on the Save link.

Figure-126 To prepare the bill document Click on bill document under the main menu Loan & Advance. Choose the bill sub type. Choose the year and month of bill and click on search link. The list of bills prepared is fetched. Click on the check box against the bill whose document needs to be prepared and click on Get Document link.

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11.

Administrator, State Level User Home Page

If the logged in user is a State level Administrator then below home page (in Figure-92) will appear. There are various groups with functional links like Establishment, Employee Foundation Data, HR orders, Organization Structure; Reports & Registers etc are available. Note: The administrator, state level user has right to use the employee’s information of all the offices.

Figure-128 Figure-90 shows the home page after logon to the application by the State level administrator. Here the user can reset his/her password by click on the Change Password link present at the bottom of the page. All the Link significances are given in the below table. Link Name

Link Significance

The significances of links those are belong to the Establishment and the Employee Foundation Data groups are same as the link significance given in table-1. But here in Establishment link group the administrator having one extra link i.e. Add Employee (The State level Administrator can only have the link)

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Note: Add Employee link Facilitate to add a new employee by providing the employee’s details like General Information, Address Information, Family Information, Education Information, Engagement Information, Tenure/Posting Information etc. HR Order Transfer Order

Records the transfer order details like the order name, date, present place of posting information and the information about the place to which transfer will take place etc. Note: Further this order details make use of in the concerned office login. Facilitate to cancel the transfer order form the record.

Promotion Order

Records the promotion order details like the order number, order date etc. Further this order details can be used in the concerned office login. If the promotion order is with the transfer order then this page facilitate to record the transfer order details and records whether the employee is going to transfer into an existing vacancy or in place of any other employee details.

Increment Order

Records the sanctioned increment order details Note: Further this order will take effect in the privileged office login.

Organization Structure List of Offices

Records the office details.

DDO Office Mapping

Records the mapping details between the offices.

Sanction Post

Records the details of the sanction post and the mapping details with the designation.

Table-3

11.1 Establishment 11.1.1

Add a new employee

Step-1:Click on Add Employee link from the home page of the State Level Administrator, this will redirect you to an employee Information form page (figure-129).

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Figure-129 The above figure is a part of the Employee Information Entry page; the actual page is too long, which facilitate to record employee’s personal information like General Information, Address Information, Family Information, Education Information, Engagement Information, Tenure/Posting Information etc. Step-2:Provide data to the required fields for the Employee Information form. The field significances are given in below table.

Point: 1

Enter the Name of the employee correctly.

Point: 2

Select the Current Engagement type (Daily wages, Adhoc, UFO, Contractual and Regular) of the employee from the dropdown box.

Point: 3

Select the Current Designation of the employee from the dropdown box.

Point: 4a - 4c

Select the Current Place of Posting of the employee from the dropdown box. It is the office of the DDO where the employee is getting his/her salary. Then select the location where the employee is posted at such as (District HQ, Subdivision, Block, Depot, MFPS, Mobile Van, and Maitree Gas) and mention the Place. (Example: If the employee is Inspector of Supplies and posted at Office of CSO-cum-DM, Khurdha and worked in Khurdha Block then

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select O/o CSO-cum-DM in 4.a, Block/ULB in 4.b and select the Khurdha Block in 4.c). If the employee is Procurement Inspector (PI) in OSCSC and posted at Office of CSO-cum-DM, Khurdha and worked at Khurdha Depot, then select O/o CSO-cum-DM in 4.a, Depot in 4.b and select the Khurdha Depot (DS190901) in 4.c). Point: 5a - 5b

Select the option Son or Daughter or Wife and enter the name of the father or husband (as applicable) in the box provided.

Point: 6 - 10

Enter the Date of Birth, Gender, Category, And Physical Handicap Type and Card No and Date of the Employee.

Point: 11 - 13

Enter the Blood Group, Height (in c.m.), and Religion of the employee.

Point: 14 - 19

Enter the EPIC No, DL No, Adhar-Card No, Pan Card No, e-Mail and Mobile No of the employee

Point: 20 - 21

Select the type of Provident Fund and PF A/C No of the employee.

Point: 22 - 23

Select the option Yes, if the employee is having Green Card. Enter the Green Card No and Date. If the employee is not having Green Card then select the option, No.

Point: 24 to Enter the Date of Entry into OSCSC/Govt. Service of the employee 25 Point: 26

Enter the Identification Mark of the Employee

Point: 27 – 28

Enter or rectify the Corresponding Address and Permanent Address of Employee

Point: 29 - 33

Enter the details of member of the employee such as Name, Relation with the Employee, Date of Birth, marital status of the family member and whether the member is the nominee of the employee and click on the Add to Member List button. Complete the similar process to enter all family members.

Point: 34 - 36

Enter the education details of the employee such as Qualification, Board/University and Year of Passing and click on the Add to Education List button. Complete the similar process to enter all education details of the employee

Point: 37 – 43

Enter the engagement details of the employee starting from his/her appointment to till date. For each change in Engagement status or Post (Promotion) record the following details

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 Select the Engagement Serial No (1st , 2nd , 3rd , 4th etc)  Enter the Office Order No and Date  Select the type of Engagement (Daily wages, Adhoc, UFO, Regular, Contractual etc)

 Select the Post in which engaged from the dropdown box.  Select the Appointing/Sanctioning Authority  Enter the service period in this engagement/post by providing From Date and To Date. If this is the current engagement then don’t enter To Date.

 Click on the Add to Engagement List button to add the engagement information.

 Follow the same process to enter all the engagement details Point: 44 - 48

Enter the Tenure details of the employee starting from his/her appointment to till date.

For each change in Place of Posting

(Transfer/Deputation) record the following details

 Enter the Office Order No and Date  Select the Place of Posting from the Dropdown Box  Select the option if the employee is in deputation to this place of posting

 Enter the join date in this place of posting.  Enter the Relive Date from this place of posting. If this is the current place of posting, then don’t enter Relive Date.

 Click on the Add to Tenure List button to add the tenure information.

 Follow the same process to enter all the tenure details Table-4 Step-3:After entering all details click on the Save & Confirm Button to update the Employee Information to the database.

11.2 HR Order 11.2.1

Record sanctioned transfer order

Step-1:Click on the Transfer Order link from the home page, it will appear a Transfer Order details page (figure-131)

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Figure-131

As shown in figure-131 you can get the transfer order list through a period of date wise searching criteria. If there is no transfer order previously available then it will show “No Data Found!” message. Note: From this page if the administrator wants to update any transfer order or cancel any transfer order then click on the corresponding link under View or Order Cancel column accordingly from the transfer order list. Step-2:Click on the New Order Bottom as shown in figure-132, this will appear a page as shown below.

Figure-132 Step-3: Fill the required fields relating to the transfer order. The field significances are given in below table. Field Name

Field Significance

Sanctioning Authority

Specify the Sanctioning Authority for the Order

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Order No.

Transfer Order Number

Order Date

Transfer Order Date

Order Subject

Description Regarding the transfer came to pass.

Present Place of Posting :Office Name

Employees Current Office Name

Employee Name

Select the Employee Name from the list. Note: The list of employee will view after click on the Get Employee Button at the side of the Office Name Text Field

Designation

Current Designation of employee when the transfer order was sanctioned.

Place to which Transfer :Office Name

Office Name in which the employee has to join.

Posted To

Specify whether the employee will join in an existing post or in place of any other employee. If he/she is going to join in place of any existing employee then specify the employee name from the below field.

In Place Of

This Field will activate if the in place of radio button was selected, Select the Employee Name from the list. Note: The list of employee will view after click on the Get Employee Button at the side of the Office Name Text Field

Designation

Specify the designation of the employee after transfer.

Joining Date

Specify the joining date

Joining Time

Specify the joining time i.e. AN-After Noon, BN-Before Noon.

Transit Days

Specify the number of transit days.

Table-5 Step-4:Click on the Save button to save it into the database. Note: After generation of New Order it will be reflect in the Relieve/Join link of the corresponding privilege login for the Dealing Assistant (District Level User), Office wise

11.2.2

Record sanctioned promotion order

Step-1:Click on the Promotion Order link from the home page, it will appear a Promotion Sanction Order list page (figure-133)

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Figure-133 As shown in figure-94 you can view the promotion orders those are previously available otherwise it will show “No Data Found!” message.

Note: From this page if the administrator wants to update any promotion order or remove any promotion order then click on the corresponding link under Edit or Remove column accordingly from the promotion sanction order list. Step-2:To record a new sanctioned promotion order click on the New Sanction Bottom as shown in figure-133, this will appear a page (figure-134) as shown below.

Figure-134 Step-3:Provide data for the Sanctioning Authority, Order No, Order Date, Order Type field from the top of the page relating to the promotion order. Step-4:Select the corresponding employees to which the promotion order will take effect by click on the Edit link from the list; it will automatically activate a Promotional Information form (figure-135), just below the employee list.

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Figure-135 Step-4:As shown above there are three menus just below the employee list. Promotion Info: - Records data relating to the promotional order for the employee. Transfer Info: - Records transfer information if the promotion order is with transfer preference. In Place Of: - Records information regarding whether the employee is going to join in place of any existing vacancy or in place of any other employee. Provide data for the specified fields as required. Step-5:Click on the Save button to save it into the database.

Note: If the employee gets transferred followed by the promotion and the Office Order is generated showing the such details, the privileged user will see the list of employee whose relieving from the current post is pending and list of employees whose joining is pending in his/her jurisdiction. There he/she will enter relieve or joining detail to the effect of the order.

After generation of New Order it will be reflect in the Scale Change link of the corresponding privilege login for the Dealing Assistant (District Level User), Office wise

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11.2.3

Record sanctioned increment order

Step-1:Click on Increment Order link from the home page, it will redirect you to “Increment Sanction Order” page (figure-136) with the sanction order list.

Figure-136 As shown in figure-97 you can view the entire Increment Sanction Order list during a period of date by click on the Get Order List button with providing value into “From Date” and “To Date” field.

Step-2:To add a new sanction increment order into the application click on the New Order button and it will the next page (figure-137).

Figure-137 Step-3:As shown in figure provide value into Sanctioning Authority, Order No, and Order Date fields. Step-4:Then Search the Increment Due List of Employees by selecting the Due Year, Due Month, and Office from the corresponding combo box. Step-5:Select the employees to whom the increment order will applicable by check the checkbox given at the left of employee list with filling the increment date.

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Step-6:Click on the Save button. After save an order the page (figure-137) will view like follows (figure-138).

Figure-138 Step-7:You can edit the sanction order by click Edit link from order list (Figure-99) and delete the order by click on the Remove link. On click the Edit link the below page (figure-139) will open.

Figure-139 On this page (figure-139) you can delete the employee by click on the Remove link from the Increment Sanction Details list. Note: After inserting the order it will reflect into the Increment link of the home page for the privileged Dealing Assistant of the District level.

11.3 Record Organization Structure 11.3.1

Mapping offices

Step-1:Click on DDO-office Mapping link and this will redirect you to mapping page (figure-140) as shown below.

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Figure-140 Step-2:Search the office list by providing value into the District and the DDO Office drop down box. Step-3:Select the Unmapped Office list (you need to map into the above selected office), by selecting District and the Office from the given drop down list. Step-4:Click the Save button to take effect into the database.

12.

Employee as User Home Page

If the logon user is an employee then below home page (in Figure-141) will appear. There is a group (My Profile) with functional links like View Profile, Edit Profile, Salary Statement, Pay Slip etc.

Figure-141 The link significances of the home page of the employee are given in the below table. Link Name

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View Profile

Facilitate get an observation to own profile in PDF format.

Edit Profile

Facilitate to modify own profile if there is any fault.

Salary Statement

Facilitate to get own salary statement financial year wise in PDF format

Pay Slip

Facilitate to get own monthly salary slip in PDF format.

Modified Profile

Facilitate to view own profile with the modified details, if any done through the Edit Profile link.

Change Password

Facilitate to change password.

Table-6

12.1 My Profile 12.1.1

Modify own profile by employee

Step-1:Click on the Edit Profile link of the employee logon home page (figure-102) and you will be redirect to a page (figure-103) with the existing data entered by the state level administrator.

Figure-142 Figure-103 shows a small part of the employee information page (In actual the page is too long). Step-2:In this page you can modify your profile. For example- You are changing the 5b. Father’s name as “SURENDRA BEHERA” and 12. Height (in cm.) as “160” Step-3:After change your profile click on the Save button. Note: On click the Save button it will not finally record into the database. For finally updating there is an option to accept or reject the change made by the employee, in the scope of Dealing Assistant, Office level user.

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12.1.2

Check the modified data by employee

Step-1:Click on the Modified Profile link from the home page (Figure-141) of employee login which will open a PDF file showing the employee details. At the bottom of the page you can see the change (discussed in previous section, 12.1.1 Step-2) made by you.

12.1.3

Get Month wise Pay slip

Step-1:Click on the Pay Slip link from the home page of the employee login which will redirect you to a page (figure-143) to accept the year and month field data.

Figure-143 Step-2:Provide data for Year field and Month field Step-3:Click on the Print PDF button which will open the pay slip in PDF format.

13.

Administrator (State Level User), Master Data Setting Home Page

If the logged in user is an Administrator, is a state level user then below home page (figure144) will appear. There are various groups with functional links like General, Utility, Establishment, and Pay Roll Etc.

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The significance of the links belongs to all link groups are given in the following table. Link Name

Link Significance

General Basic Value Set

Facilitate to enter the master data like: District, Category, Domicile, Religion, Nationality, Marital Status, Employment Status, Relationship Type, Physical Handicap Type, Qualification Group, Stream Subject, Reward Position, Reward Reason Reward Level, Retirement Type, Pending Level, Case Type, Held up Pay Reason, Quarter Type.

Block Master

Facilitate to record district wise list of blocks

Bank Branch

Facilitate to record list of banks

General Setup

Facilitate to configure master configuration of application

Utility User Creation

Facilitate to create different types of users (with corresponding user id and password)

SQL Query Browser

Facilitate to execute SQL queries

Backend Process

Facilitate to backend process. For example metadata for employee searching

Establishment Office Master

Facilitate to record the office details.

DDO-Office Mapping

Facilitate to map the offices to the corresponding DDO office.

Designation

Facilitate to record the list of designations.

Post Jurisdiction

Facilitate to record the list of jurisdiction wise working place

Provident Fund

Facilitate to record list of Provident fund types.

Provident Fund Type

Facilitate to record Provident fund subtypes.

Leave Type

Facilitate to record list of leave types

Pay Band

Facilitate to record list of Pay-Bands

Education

Facilitate to record list of qualifications for both general and professional

In-Service Training

Facilitate to record list of in-service trainings.

Sub Division

Facilitate to record list of sub-divisions.

Engagement Type

Facilitate to record list of engagement types

Pay Roll Allowance Group

Facilitate to record list of allowance group heads.

Deduction Group

Facilitate to record list of deduction group heads with schedule

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format details. List of

Facilitate to record list of allowances with their configurations.

Allowances(Salary) List of

Facilitate to record list of deductions with their configurations.

Deductions(Salary) Allowances/Deductions

Facilitate to record Govt. orders with formula configuration of

(Salary) Order

allowances and deductions.

Allowances/Deductions

Facilitate to record dependency mapping allowance/deductions

(Salary) Mapping Insurance Deductions

Facilitate to record list of insurance deductions

Loan & Advances

Facilitate to record list of both organizational or private installment based loans and advances

Other Recovery

Facilitate to record list of other installment based recoveries. For example : over Drawals, fines, penalties

Table-7

13.1 Utility 13.1.1

Creation of new user

Step-1: Click on the User Creation link from the home page which will open the “User Creation” page (figure-145)

Figure-145 Step-2:

Select the User Type and then click on the Search button, the page (figure145) will view as figure-146.

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Figure-146 Step-3:Figure-146 shows all the user details of Employee role. Click on the New button to create an user for the application. On click the New button the below page (figure-147) will appear.

Figure-147 Step-4:Select User type as “Employee” and select an Office Name from the list which will show all the employees of the corresponding office (figure-148).

Figure-148 Step-5:Select the checkbox from the employee list whose user id you want to create, so that it will activate the Generate User Id and Password button.

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Step-6:Click on the Generate UserId and Password button so that application will generate the user id and the password for the corresponding employee

13.2 Pay Roll 13.2.1

Add New Allowance

Step-1:Click on the Allowance Group link from the Pay Roll link group of home page, and it will redirect you to the “allowance group” page (figure-110).

Figure-149 Step-2:From the Allowance group list you can update or delete any allowance group by click on the Edit or Remove button accordingly. To add new Allowance groups provide data to the Schedule Name and Description field and click on the Save button. Step-3:Click on List of Allowances (Salary) link from the home page, and the List of Allowance page (figure-150) will open.

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Figure-150 Step-4:Here in this page (figure-150) you can add a new Allowance by providing the required fields and click the Save button. From this page you can update or delete any allowance by click on the Edit or Remove link accordingly. Note: By selecting the fields If Calculated by Formula the corresponding allowance will be a formula based allowance. By selecting the field Can be Edited after Calculation, the corresponding allowance cannot be edited after assigned to any periodic order component.

13.2.2

Record New Statutory Deduction

Step-1:Click on the Deduction Group link from the Pay Roll link group of home page, and it will redirect you to the “deduction group” page (figure-151).

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Figure-151 Step-2:Provide the value for the fields of corresponding deduction group. Then click on the Save button. Note: If interest amount will applicable for the deduction group select the If Interest Applicable check box. Step-3:Click on the List of Deduction (Salary) link from the home page, which will show the deduction list page (figure-152).

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Figure-152 Step-4:Provide data to the fields relating the deduction and then click the Save button to take effect into the database. From this page you can update or delete any deduction by click on the Edit or Remove link accordingly. Note: By selecting the fields If Calculated by Formula the corresponding deduction will be a formula based allowance. By selecting the field Can be Edited after Calculation, the corresponding deduction cannot be edited after assigned to any periodic order component.

13.2.3

Record periodic order of formula based components

Step-1:Click on the Allowances/Deduction (Salary) Order from the home page and it will open the “AD List” page (figure-153).

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Figure-153 Step-2:As shown in above figure-114, the list contains only the formula based Allowances and Deductions. To update an existing order related to any component or add a new order click the Edit link of corresponding component which will open “Order List” page(figure-154).

Figure-154 Step-3:To update or delete any order click the Edit or Remove link of the corresponding order. To add a new order click on the New Order button and it will open a form page (figure-155) to record the order details.

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Figure-155 Step-4:Fill the form with the required data into the form fields like Order No, Order Date, Order Description, Pay Com, Effective Component, Actual WEF (With Effect From) date, Rate in “%” etc. Step-5:To add formula into the component click the Formula Editor Button, after build formula then click the Save button. On click the formula editor button it will give you an editor (figure-156) to build a formula.

Figure-156 As shown above the formula editor provides facility to build two types of formula. 1. Conditional formula 2. Non Conditional Formula Build Conditional Formula-: For example-You want to add formula to available DA as 65% of Current Basic and Grade Pay. So the formula would be like figure-157

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Variables

Arithmetic

(CurrentBasic+GradePay)*65/100

Constants

Others

Figure-157 To make this formula 1. Select “Parenthesis [(]” from the Others drop down box. 2. Click the

button.

3. Select “CurrentBasic” from the Variables drop down box. 4. Click the

button.

5. Select “+” symbol from the Arithmetic drop down box. 6. Click the

button.

7. Select “GradePay” from the Variables drop down box. 8. Click the

button.

9. Select “Parenthesis [)]” from the Others drop down box. 10. Click the

button.

11. Select “*” symbol from the Arithmetic drop down box. 12. Click the

button.

13. Put “ 65” into the Constant text field 14. Click the

button.

15. Select “/” symbol from the Arithmetic drop down box. 16. Click the

button.

17. Put “100” into the Constant text field 18. Click the

button.

19. Click Save button. Build Non Conditional Formula-: On select the Conditional Formula the formula editor will look like figure-119.

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Figure-158 For example-If you want to add an order to available PT (Professional Tax) as Rs. 0 if Yearly Gross is less than 1, 60,000 Rs. 200 if Yearly Gross is more than 1, 60,000 and less than 2, 60,000 Rs.300 if Yearly Gross is more than 2, 60,000

Logical

If Gross < 160000 then 0 If Gross >160000 and Gross < 260000 then 200 If Gross > 260000 then 300 Variable

Conditional

Constant

Figure-159

Follow the points to build the formula. 1. Point the cursor on the text area of the Case field. 2. Select “Gross” from the Variables drop down box. 3. Click the

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4. Select “<” symbol from the Arithmetic drop down box. 5. Click the

button.

6. Put “ 160000” into the Constant text field 7. Click the

button.

8. Point the cursor on the text area of the Then field. 9. Click the

button.

10. Put “0” into the Constant text field 11. Click the

button.

12. Click the Include Case link and point cursor on the text area of the Case Field 13. For next condition you can proceed as per the figure-120.

14. Click Save button. 13.2.4

Add new loan advance component

Step-1:Click on Loan & Advances link from the home page and it will open the “Loan Master” Page (figure-160)

Figure-160 Step-2:As shown in figure the Loan Master page shows the list of loan schedules, you can edit the schedule or delete any schedule by click on the Edit or Remove button. If you want to add a new loan schedule provide value for the fields like

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Loan Name, Loan Type, If _Interest Applicable, Deduction Group, If Included in Net Calculation, Show in Pay Details Column etc and click the Save button to take effect into the database.

13.2.5

Add new installment based recovery component

Step-1:Click on the Other Recovery link from the home page which will open the “Other Recovery Master” page (figure-161).

Figure-161 Step-2:As shown in above figure the Other Recovery Master page shows the recovery details. You can update or delete any recovery by click on the Edit or Remove link from the corresponding recovery row. Step-3:To add a new recovery schedule fill the required field like Loan Name, Loan Type, If Interest Applicable, Deduction Group, If Included in Net Calculation, Show in Pay Details Column etc., then click the Save button to take effect into the database

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