2.      Employees’ Id are Unique and Office Ids Modular:

• Unique Employee Code is generated based on personal data, which cannot be duplicated.

–        3 Characters-First, Middle and Last Name

–        8 Characters- Date of Birth

–        4 Characters- Initial Designation in Govt Service

–        6 Characters- Month & Year of joining Govt

• For any office, it has upto eight field unique address as under

–        Region-Zone-Circle-Divn

3.      Capable of handling employees with different rules of man-management:

• It is capable of handling personal matters of employees drawn from different cadres with different rules laid down by different Cadre Controlling Authorities for man-management. There is flexibility of adoption of different criteria for transfer/posting based on tenures of ‘nature of job’, ‘station of posting’, posting in ‘region’, ‘zone’, ‘circle’ and/or ‘division’, etc. This feature of the software enables each of the Cadre Controlling Authority to fix transfer/posting criteria centrally and its uniform adoption in the Government by various subordinate authorities delegated powers to issue orders of transfer of employees of that cadre. The staff classification is based on one or more of following:

–        Department/ Ministry/ State Govt, etc

–        Nature of Duty

§         Engineering, Ministerial, Group D, Accounts, Architectural, Administrative, etc

–        Group

§         Gr A,  B,  C,  D and other Spl Classes [e.g. Work Charged Staff in PWD/CPWD etc]

–        Service Cadre

§          CES, CE&MES, CAS etc.

–        Designation

–        Station of Posting

–        Caste Categorisation

–        Gender

4.      PIMS is successfully implemented since June 2004 in CPWD, PWD-Delhi and has picked up its roots amongst masses with its popularity amongst all its stakeholders

• It has become self-sustaining e-Governance project.
• It has been possible due the far-sightedness during formulation, implementation and sustenance stages of this e-Governance project. The formulators remained always on alert and sensitive to

–        Users Requirement and ensured that PIMS acts as a facilitator to reduce workload of its users.

–        Continuously enhanced interest of its Stakeholders by adding features of interest.

–        Ensured regular maintenance of database in intelligent manner on day-to-day basis during implementation stage.

–        Remained Responsive, Innovative, Alert and Prompt to Renewed Demands, in finding solutions and to incorporate the renewed requirements

5.       Empowerment to Common Citizen:

• A common citizen is allowed an unsecured access to PIMS as ‘GUEST’. He is empowered with any known Criteria

–        List out and Locate Offices of a Govt Deptt on PIMS Database: List of Offices can be obtained based on any known criteria e.g. District, State, deptt name, region, zone, circle, division, etc and get contact information e.g. postal and other communication details. A citizen can also extract employees’ list of that office(s)

–        Search any Government employee: The individual employee’s personal basic details (including office and residential contact details) can be extracted based known criteria related to individual’s personal, official and office details.

–        Online Address & Telephone Directory of Employees can be obtained based on a variety of criterias related to personal, official and office details

–        Online Communication with any Employee on PIMS Database: A citizen can communicate with any employee on PIMS database using server based Mailing System

6.       Empowerment to Each Employee on PIMS Database:

• Over and above the empowerment available to a common citizen on 24hrX7Day basis, each employee on its database has a secured access using his own unique employee Id as Login-Id and is empowered to:

–        View his own (including salary) all personal details and that of any other employee (excluding salary) whatever is available in PIMS database with photograph identification.

–        Change his residential & office addresses including other contact Details

–        Get his

§         Monthly salary slip

§         Annual Salary Statement

–        Get his own Personal Income Tax Return (Saral and now being done Form 2F)

–        Give online option for

§         Station and Office of Posting during rotational transfer

§         Attending a training programme or a seminar

–        Get instantly notified of his

§         Transfer,

§         Relieving,

§         Nomination for training, seminar, etc

–        Communicate with any employee using server based PIMS

§         Mailing system

§         Chat Room

7.      Empowerment to Head of Any Office on PIMS Database:

• At every Login PIMS the Head of Office is

–        Welcomed & Informed of Office Address and other contact details with facilitation to edit the same, if necessary.

–        Notified the Logical Data Defects of Employee(s) calling upon him to correct the database

–        Notified the present status of Staff related to

§         Sanctioned strength vis-à-vis vacancy,

§         Transferred out vis-à-vis transferred in,

§         Relieved and not yet reached destination etc

• ‘Extract Customised Staff Data’ as per specific requirement in MS Excel format or view on screen
• Convenience of Transfer/ Relieving/ joining of an employee in his office at click of buttons
• As DDO, one can generate & electronically file the Quarterly Income Tax TDS Return

8.      Why PIMS is Successful?

• Large Establishments (i.e. Government) require a ‘Centralised Initiative and Decentralised Implementation’, which has been ensured:
• • With a Centralised launching of Web-based PIMS application software, for which the accurate database is built up in a decentralized manner by the Heads of Offices, who are in possession of Service Records and actually spread all over the country.
• Mandatory Key functions to be only ‘Online’. These are:

–        Salary Payment to all Government Employees through ECS payment by credit to their Bank Accounts

–        Issue of Orders of Transfer/ Relieving/ Joining

• Data Reliability at Data-entry Stage is the “Most Important” aspect in Personnel Management, which has been ensured as under:

–        Employee to give ‘Self Certified Data’ in the Data-Sheet downloadable from the Website

–        Data is verified by the Head of Office from employee’s Service Records.

–        The Verified Data is added in PIMS by Head of Office

–        Printout of data as entered in PIMS is given back to each of the employee and also kept in Official Record.

–        By involving each employee, who knows his own data and the respective Heads of Offices, who actually possess verify the same from the employee’s service records before it is entered in the database. After the entry is made, both are required to give a certificate of data accuracy.

–        The employee(s)’ own, as well as other employee(s)’ data in PIMS database is made accessible to each of them on 24hrX7day basis with their own secured and unique login-ids.

• PIMS ensures all time Accuracy & Reliability of Data: This has been made practicable due to Mandatory ‘Online operations’ with PIMS generated

–        ‘Online’ Issue of Orders of Transfer, Relieving, Joining, Retirement, Deputation, etc

–        Online Salary Bills of all Government Employees. Since all employees get their salaries through PIMS, their database and disposition therein has to be absolutely accurate for enabling them to get salary paid through PIMS.

• Owned by each Stakeholder: PIMS, being a valuable source of authentic information, it is owned by all those on PIMS Database and frequently used to extract information there from by:

§         Top Executive of every department.

§         Each Office of that department.

§         Each Government employee

§         Any citizen needing information related to employees or offices of Govt.

• An Assured Communication Tool: Server based Mailing & Chat-room are inbuilt components of PIMS and provide instant communication and assured communication for:

–        Circulars, Office Orders, etc

–        Between an officer-employee, employee-officer, Office-Office, Intra-department and other Communication

–        Substantial reduction in Expenditure on stationary and postage is possible

• PIMS Benefits To Government: With the availability to the Government of accurate employees’ data at click of a mouse including that of salary details, employees’ distribution department-wise, Group-wise, designation-wise, age-wise, caste-category-wise, etc.

–        An accurate analysis can be done for long term policy of Government based on statistical information related to:

§         Expenditure on Salaries

§         Depttwise, Groupwise, Designation-wise, Category-wise staff distribution

§         GPF, Income Tax, License Fee Contribution,

–        Transfer/Posting Policy can be enforced with centralized control

–        Inculcates Discipline in Government System

–        Acts as a Disaster Management Tool

§         Three Specialisations fields assigned to each Group A Officer can help administration to locate the needed Specialists and act swiftly and instantly during Disaster.

–        Instant accurate updated

§         Employee Data

§         Staff Disposition

§         Vacancy position.

–        Monthly/Quarterly Returns of Staff become redundant

–        ‘Online’ Nominations for Training Courses/ Seminars/ Foreign Training and

–        ‘Online’ Leave application and Sanction Orders

–        Big Establishment of supporting staff for Maintenance of Incumbancy Register, Posting Cards and effecting transfer/Posting could be better utilized for other Jobs

–        No paper based correspondence for establishment related information.

–        Direct Savings on Time, Paper and human resource & energies,

9.      PIMS, A Future Tool of Enhanced Utility:

• Simultaneous updation of

–        GPF Accounts if integrated with PAO software

–        Disbursement and Recoveries of Loans, Advances, etc

–        License Fee Accounts of Govt Housing in Estate Office, if integrated

–        No missing entries in accounting of

§         GPF,

§         Govt Hosing License Fee,

§         Income Tax, etc

10.      Web-based Software Used

• The front end is Asp.net and SQL Server is the back-end database software.

11.      URL Address: www.pwd.delhigovt.nic.in/pims/pwd.htm

12.      Conclusions:

• PIMS can be used with advantage to bring in a uniform e-Governance practice in Personnel Administration for better governance.
• With Right to Information Act-2005 in place, the PIMS can help in making Various Governments more efficient and transparent.
• It will not only save on time, human resource and paper but also simultaneously make relevant information readily available to all those who matter to serve the general public.
• An ‘Effective Tool’ to locate Specialists needed for Disaster Management
• PIMS, an effective and accurate data analysis tool for Govt for its the employees, their salary components for long term planning.

13.  Click here to see a Power Point presentation on PIMS