How is HRMS-2 different from HRMS-1- Frequently Asked Questions (FAQs)
How is HRMS-2 different from HRMS-1- Frequently Asked Questions (FAQs): HRMS-1 is a basic employee record system, while HRMS-2 is a comprehensive, end-to-end human resource management platform.
1. How is HRMS-2 different from HRMS-1?
➤ HRMS is a very old application created in 2008 and it has outlived its resourcefulness, as the current security requirements and digital demand is more and varied, which HRMS-1 cannot meet in today’s technological times.
➤ HRMS-1 was a data entry system and depended on the DDO or his/her representative to enter data for every employee for any update in enrollment or service particulars. This led to human dependency and many data-level errors, due to which there were many instances of wrong or unsupported claims.
➤ It also was mainly a payroll application and could not handle many HR issues which the Government wanted to implement. Since technology used was outdated, upgradation and new functionalities were not possible.
➤ Hence, Government has planned for HRMS 2, which is a technologically updated application, is event driven and not data entry based, which means all events will originate in HRMS 2.0 only, which includes, all stages of an employee’s service from recruitment, appointment, probation, promotion, transfer to all elements of service of every individual employee.
➤ It is post based not employee based, that means every office and sub-office is in the Organogram of HRMS, each post and cadre in the department is mapped to the office along with DDO code and employee is mapped to each post. So that filled post, working strength and vacancy can be easily identified.
➤ Every service related order from appointment, probationary period declaration, promotion, transfer is issued through HRMS-2 application only. So the system will have all information and shall create eSR live from the date of onboarding into HRMS 2 for every employee either Gazetted or Non-Gazetted.
➤ HRMS 2.0 has 36 modules. Each module will be responsible for each of service, for each process under every module, the features are incorporated with Actual Business Rule as in KCSR and Government Orders. Thus ensuring the entire Service life cycle of every State Government employee is captured in a single system.
2. How can a user access the HRMS 2 Website?
The user can login to HRMS-2 Website using the URL https://hrms2.karnataka.gov.in
3. What are the roles in HRMS 2 to Process the Transactions?
In HRMS 2 all the services are provided online and hence, all the service providers are given a login. Each service module has three roles i.e., Initiator, Verifier and Approver.
4. Can one employee have multiple roles?
Yes, One employee can be assigned multiple roles.
5. What is the Username to login to the system?
The KGID number of the employee mapped to the role will be the username to login to the system.
6. When will I receive the OTP for login, and is it mandatory for all user roles?
The user after entering the Username, password and Captcha has to click on the SIGN-IN button. Then the OTP will be sent to the user’s registered mobile number. User should enter this OTP and click on VERIFY button. It is mandatory to enter the OTP for all users.
7. Can I get the OTP only on my mobile phone?
No, An employee can also receive the OTP through email. To enable this, the employee must raise a ticket in the HRMS-2 Helpdesk by giving his/her proper official email ID.
8. When an employee holds charge in more than one office, can create a login for each office?
No, The login remains the same, but the employee’s KGID can be mapped to the respective offices (K-2 DDO Code). Whenever the employee logs in, they can select the relevant profile to access the respective office details.
9. How to do Role and mobile number changes in HRMS2?
This applies only if new employee whose role needs to be mapped doesn’t have any logins.
➤ “In the Dashboard screen, click on the Profile located in the top-right header section.”
➤ Click ‘My Profile’ from the drop-down to access the Profile Details page.”
➤ Users should click on the ‘My Office’ tab, where they can view a list of all employees working in their respective office.”
➤ “Users can view the roles of each employee by clicking on the role mapping number.”
➤ After Clicking the View Button the user will view the details of respective employee.
➤ To map User to different employee, click the ‘Edit’ button next to the KGID Number.”
➤ After modifying the KGID number and pressing the Tab button, the updated employee details will be displayed.
➤ Then, upon clicking the ‘Update’ button, a message saying ‘Successfully updated’ will be shown. This allows the newly mapped user details to be viewed.”
Note: when changing Role the Approver Get OTP add OTP Number and submit the same
10. What to do if Cadre and Post is null ?
Follow the Below Steps:
➤ User should contact their HOD to confirm if their required cadre and post is available in organogram as per C&R rules.
➤ If cadre & post is not present then the HOD has to update it in the organogram.
➤ If it is present in the organogram, then the user needs to raise a ticket under Helpdesk module in HRMS2
11. What should I do to change the increment date?
User needs to update the increment details in HRMS1.0. If it is updated and not being displayed in HRMS 2, then
➤ Check if the probation of the said employee is cleared or not.
➤ Check the next increment date.
➤ The salary of the previous month should be already drawn.
➤ If above conditions are not met, need to revert the increment
12. Can I Change Establishment Number (EST) in HRMS-2?
Yes, following steps are required to change EST No.:
➤ Approver Should Login the HRMS-2 Application
➤ Click on “Service Register”
➤ In the menu, after clicking on “Service Register”, Click on “Employee Establishment”.
➤ “The employee establishment details screen appears.
➤ To make changes, click the Edit button in the Next ‘Action’ column for the respective employee.”
➤ On the Employee Establishment Edit screen, please select the correct number from the Establishment dropdown and click the ‘Submit’ button.
➤ After clicking ‘Submit Once’, a message saying ‘Successfully updated’ will appear, and you can also view the changes.”
➤ After that user needs to do reprocess in the initiator login for that particular record.
13. What should I do if Allowance is not showing in draft bill?
➤ The allowances have been configured Group, cadre and designation wise, as per the Government orders. Hence only the entitled allowances can be drawn by the employee.
➤ In case the entitled allowance is not visible, then kindly check if the Group, cadre and designation is mentioned correctly in the Organogram. If not, then user needs to update correct group in organogram and then needs to do reprocess in the initiator login.
14. How to close LIC Policy in HRMS2?
➤ Approver Should Login the HRMS-2 Application.
➤ Click On “Insurance”. After clicking on Insurance Click on LIC List.
➤ Select the employees whose LIC needs to be ended, and click the Edit button.
➤ Then, enter the policy end date and add the Remarks, and click on ‘Submit”.
➤ After successful submission user needs to do reprocess in the initiator login.
15. How to Withhold Attendance in HRMS-2?
➤ Initiator Should Login the HRMS-2 Application
➤ In the menu, click on Payroll, then click on Attendance Register.
➤ In the Attendance Register List, all employees’ details will be displayed with full attendance. Click the Edit button in the Action column for the employee whose attendance needs to be withheld.
➤ After clicking the Edit button, the employee details and the calendar will be displayed.
➤ Select the month in which attendance needs to be withheld and click on Add Withhold.
➤ Select the From Date, To Date, and Reason, then save the details.
➤ The withhold details will be displayed. Enter the remarks and submit.
➤ After submission, the Verifier must verify it in the Verifier Login, and the Approver must approve it in the Approver Login.
➤ Once it is approved in the Approver Login, the bill needs to be reprocessed in the Initiator Login
16. Which allowances can be recomputed, and how to do Recompute in the system?
The allowances have been configured Group, cadre and designation wise, as per the Government orders. Which was displayed as non-mandatory allowance in the system they can recompute.
The user needs to check the Draft Pay Bill by clicking on Preview Pay Bill.
If any changes are required, they must be corrected either:
➤ In the front end through the Approver login, or In the backend by raising a ticket through Helpdesk from Approver Login.
After the issue is resolved, the user has to do reprocess in the Draft Pay Bill. After reprocessing the user has to do Re-computation for changes allowance:
To perform re-computation, follow the steps below:
➤ Click on the Edit button against the bill. Then, the employee details will be displayed.
➤ For the employee whose allowance needs to be changed, click on Re-Computation
Then in Allowance Section:
➤ For allowances that are non-mandatory, enter the modified amount in the Modification field.
➤ Enter the Remarks, then click Recompute
Deduction Section:
➤ Only the Income Tax amount can be modified.
➤ Enter the revised amount in the Modification field, add Remarks, and click Recompute.
17. How to check an employee’s Loan and Advance pending details in the HRMS-2 application?
➤ Initiator Should Login the HRMS-2 Application
➤ On the dashboard, select Loan and Advance.
For Loan List:
▪️In the menu, click on Loans List.
▪️Click the View button against the employee.
▪️You can view the employee’s active and closed loan details.
For Advance List:
▪️In the menu, click on Advance List.
▪️Click the View button against the employee.
▪️You can view the employee’s active and closed advance details
NOTE: Currently, the KGID loan details are directly fetched from KGID DATABASE through Integration.
18. Can the KGID Loan be edited in HRMS-2?
Yes, KGID loan details also can be edited only if a double or duplicate entry is displayed. In such cases, follow the below steps to edit the details.
➤ Approver Should Login the HRMS-2 Application
➤ After clicking on Loan and Advance Click on KGID Loan Edit
➤ At this stage approver needs to select the employee to be corrected and click the edit button.
➤ The approver should verify the correct number of installments and enter it in the ‘Paid Principal Installments’ box, then click the Submit button.”
➤ After successful submission user needs to do the reprocess of the bill in the initiator login.
19. How to check an employee’s INSURANCE pending details in the HRMS-2 application?
➤ Initiator Should Login the HRMS-2 Application
➤ On the dashboard, select INSURANCE.
▪️In the menu, click on Insurance List.
▪️Click the View button against the employee.
▪️You can view the employee’s active and closed loan details.
20. Can an employee change the GPF premium amount twice or thrice in a year?
No, As per the Government Order, an employee can change the GPF premium amount only once in a financial year.
21. How to change the GPF Premium Amount in the HRMS-2 application?
Procedure to Edit/Update GPF Premium Amount through Initiator Login (HRMS-2):
Initiator Steps:
➤ Initiator Should Login the HRMS-2 Application.
➤ Select the Insurance module.
➤ In the menu, click on Insurance List.
➤ Click the View button against the employee whose GPF premium needs to be updated.
➤ Under GPF Type, click the Edit button.
➤ In Insurance Details, update the Monthly Premium Amount.
➤ Click Submit.
➤ After submission, the file is automatically forwarded to the Verifier.
Verifier Steps:
➤ Login using Verifier credentials.
➤ The updated file will be available in the Verifier’s Inbox.
➤ Select the employee record and click Edit.
➤ Choose Accept or Reject in the Action box.
➤ Add remarks and click Submit.
➤ If accepted, the file is automatically forwarded to the Approver.
Approver Steps:
➤ Login using Approver credentials.
➤ The file will appear in the Approver’s Inbox.
➤ Select the employee record and click Edit.
➤ Choose Approve or Reject in the Action box.
➤ Add remarks and click Submit.
Final Step:
➤ Once approved, the Initiator must reprocess the pay bill.
22. How can the GPF Loan be edited in HRMS-2?
➤ Approver should Login HRMS2
➤ After clicking on Loan and Advance Click on GPF Loan Edit
➤ At this stage approver needs to select the employee to be correctd and click the edit button.
➤ The approver should verify the correct number of installments and enter it in the ‘Paid Principal Installments’ box, and also If there is any difference in the amount, the amount can also be corrected.
➤ Then add the Remarks and click the Submit button.”
➤ After successful submission user needs to do the reprocess of the bill in the
initiator login.
Note: Please note that the KGID and GPF Loan details (Installment, Amount) can be edited only once per policy.
23. How should Gazetted employees’ increments be processed in HRMS-2 using the AG slip?
➤ Login to HRMS2 as an initiator
➤ “In the menu, after clicking on Payroll, click on AG Payslip.”
➤ After that, the details of the employees can be viewed in the integration section of the “Gazetted Employee Pay Slip List” screen.
➤ After clicking the ‘Edit’ button, the employee details, Increment details, and the pay slip generated by the Accountant General can be viewed.
➤ After entering the remarks and clicking “verify and submit”, a message stating that the successful! Accountant General’s Government Employee Management System (AG Gems) request submitted successfully will be displayed.”
➤ Afterwards, the file will be automatically sent to the Verifier for the next stage of processing.
➤ After submission verifier needs to verify and approver needs to approve it in approver login.
➤ Once approved from Approver Login, then, at the initiator login bill needs to be reprocessed.
24. How Should be add increment of Non-Gazetted employees in HRMS-2?
The system will automatically calculate based on user increment date.
25. What should I do if Festival Advance amount not deducting in the draft bill?
➤ Approver Should Login the HRMS-2 Application
➤ After clicking on Loan and Advance Click on Festival Advance Edit.
➤ At this stage the Approver should select the employee to be corrected and click on Edit Button.
➤ The Approver should verify the correct number of installments and enter it in the ‘Paid Number of Installments’ box, then click the Submit button.”
➤ After successful submission that particular bill needs to be reprocessed in the initiator login.
26. How to do Stagnation Increment updating in HRMS-2?
Follow the following steps
➤ Initiator Should Login the HRMS-2 Application
➤ In the menu, after clicking on “Payroll”, Click on “Stagnation Increment”
➤ The list of employees for whom the stagnation increment is to be initiated is displayed.
➤ Select the employees from the list below and confirm the message.
➤ The selected employee’s details screen will be displayed. Then, click on “Next” and confirm the message.
➤ The File and Reference Document Details page will be displayed.
–>In File Details, select ‘Create File’.
–>Enter the File Number and Subject.
–>Click Save and Confirm the message.”
➤ “You can also upload the related documents also (Optional).”
➤ The File details will be displayed along with a message confirming that the file has been successfully created on the ‘File and Reference Document Details’ Screen.
➤ Then Click on Save & Next and confirm the Message
➤ Employee Listing Screen Will be displayed and Click on Continue then confirm the message
➤ The Screen With Following details will be displayed:
–>File Details
–>Employee Details
–>Stagnation Increment Details
