Within the expansive infrastructure of the HRMS application lies an innovative tool known as the online policy-based transfer system. This system serves as a beacon of transparency, orchestrating the seamless migration of regular employees throughout the labyrinthine corridors of various departments, boards, and corporations within the Government of Haryana. Gone are the days of cumbersome paperwork and bureaucratic hurdles; this module heralds a new era of efficiency by digitizing the transfer process, ensuring that each movement is exe-cuted with precision and clarity. Over the span of the last two years, this system has notched up an impressive tally, successfully executing more than 100 online transfer policies across different cadres. This system makes it super easy to move lots of employees among different departments, boards, and corporations. Such a feat has not gone unnoticed, as the Gov-ernment of Haryana basks in the glow of well-de-served recognition for their forward-thinking approach. Indeed, this online transfer system stands as a testament to their commitment to modernization and effectiveness in governance.
Objectives The online policy-based transfer system serves as a pivotal module within the bureaucratic machinery of the government, designed specifically to orchestrate large-scale transfers of employees within a particular cadre. Each cadre, or group of employees, operates under a predefined policy framework established by the government. This framework delineates the criteria and guidelines for transfers, ensuring a fair and transparent process. At the heart of this system lies a meticulously crafted policy document, meticulously crafted and ratified by the government, which serves as the blueprint for employee transfers. It delineates various criteria such as the tenure of service at a particular location, performance ratings, and other relevant factors. Based on these predetermined criteria, a pool of eligible employees is identified from within the cadre, each awaiting potential relocation. These eligible employees undergo a rigorous evaluation process to determine their suitability for transfer. Their individual scores, computed based on the outlined criteria, serve as a guiding beacon in the allocation of vacant positions across different offices. It’s a process driven by objectivity, ensuring that each transfer decision is rooted in fairness and meritocracy. The implementation of this system is facilitated through two main portals: HRMS (https://hrmshry. nic.in) and IntraHry (https://intrahry.gov.in). The HRMS portal serves as the nerve center for administrative action, allowing nodal officers and other authorities within the various departments to oversee and execute transfer procedures. On the other hand, IntraHry empowers employees themselves, providing them with a platform to verify their scores, express their preferences, and participate actively in the transfer process. In essence, the online policy-based transfer system epitomizes the government’s commitment to efficiency, transparency, and employee welfare. It’s a technologically-driven solution that streamlines what was once a complex and arduous administrative task, ultimately fostering a more agile and responsive workforce.
Features Following are the features of this system:
• Generation of Transfer Drive: The process kicks off with the nodal officer of each department cre-ating an online transfer drive. This involves set-ting key parameters such as the cut-off date for tenure calculation and any mandatory require-ments. Essentially, it’s about laying down the groundwork for the upcoming transfer process. • Score Generation and Verification: Next comes the generation and verification of scores. This is a two-step process where the authority respon-sible for each employee calculates their score based on the matrix defined in the transfer poli-cy. Once generated, the score is then checked by the employee themselves and finally locked in by the authority, ensuring accuracy and fairness. • Voluntary Participation: Certain categories of employees have the option to participate vol-untarily in the transfer drive. For instance, those who are due to retire within a year from the date of the transfer drive’s generation can choose to join the process willingly, adding a layer of flexi-bility to the system.
The Online Policy-Based Transfers System simplifies employee movement within the government, replacing paperwork with digital efficiency. It orchestrates seamless transfers across departments, streamlining processes and ensuring clarity and precision in each movement. Recognized for modernization, it underscores the government’s commitment to effective governance.
• Rationalization of Posts: The system is seam-lessly integrated with the ePost module, which stores information on sanctioned posts for each department down to the office level. This allows for a comprehensive overview of each office’s staffing situation including sanctioned, filled and vacant posts. Nodal officers then adjust post allo-cations based on workload requirements, ensur-ing efficient resource distribution. • Choice Filling: Eligible employees slated for transfer submit their choices in order of prefer-ence. Only offices with vacancies opened through post rationalization are visible for choice filling, streamlining the process and ensuring realistic options for employees. • Transfer Order Generation: Once choices are submitted, final transfer orders are generated using predefined templates provided by the de-partment. Prioritization of office allocation is based on employee scores, with higher-scoring employees receiving priority. Offices are allocat-ed based on employee preferences and vacancy availability, ensuring a fair and efficient distribu-tion of transfers. • Relieving and Joining: After transfer orders are generated, the system automatically updates the data for relieving and joining of employees in the respective authorities’ accounts, ensuring a smooth transition for all parties involved.
Technologies Used Online policy based transfer module is a part of HRMS application which is developed in ASP. NET framework as front end. Microsoft SQL server is used for database of application. In addition, application uses Bootstrap, Javascript for design-ing and scripting purposes. Microsoft reporting services are used for generating reports at differ-ent steps in module.
Architectural Flow The architectural flow of the online poli-cy-based transfer system involves the interaction between various components and stakeholders to facilitate the smooth execution of employee transfers within the government bureaucracy. Here’s an architectural flow based on the provid-ed information: • Policy Framework Establishment: The govern-ment establishes a comprehensive policy frame-work for employee transfers. This framework defines criteria and guidelines for transfers, en-suring fairness and transparency. • Policy Document Management: The metic-ulously crafted policy document serves as the blueprint for transfers. It is stored and managed within a secure repository accessible to autho-rized personnel. • Eligibility Evaluation Module: Criteria Processing: Eligible employees are iden-tified based on predefined criteria such as tenure of service and performance ratings. Evaluation Algorithm: A rigorous evaluation pro-cess computes individual scores for eligible em-ployees based on the outlined criteria. • Transfer Allocation Module:
10000 8000 Number of Employees 6000 4000 2000 0 Group ‘A’ 8232 3596 729 Group ‘B’ Group ‘C’ Fig 9.1 Online Policy-Based Transfers - Group Wise
4000 3500 3000 2500 Number of Employees 2000 1500 1000 500 0 Animal Husbandry Employees State Insurance, Health Care Employment Excise and Taxation Haryana Power Generation Corporation Limited Haryana State Cooperative Agriculture & Rural Development Bank limited Technical Education Higher Education Department (Higher, Technical, Science & Technology) Labour Department Public Health Engineering Department Public Works (Buildings and Roads) Registrar, Cooperative Societies, Haryana Haryana Vidyut Prasaran Nigam Limited Commissioner Haryana Transport Women and Child Development Skill Development and Industrial Training 3797 1093 744 619 195 77 327 322 77 1155 863 863 632 679 624 138 Fig 9.2 Online Policy-Based Transfers - Department Wise
Score-based Allocation: Vacant positions across different offices are allocated to eligible employ-ees based on their computed scores. Fairness and Objectivity: The allocation process ensures fairness and objectivity, adhering to the principles of meritocracy. • HRMS Portal: Administrative Interface: Nodal officers and au-thorities within departments access the HRMS portal to oversee and execute transfer proce-dures. Transfer Management: The portal facilitates the management of transfer requests, approvals, and related administrative tasks. • IntraHry Portal: Employee Interface: Employees access the In-traHry portal to verify their scores, express pref-erences, and participate actively in the transfer process. Preference Submission: Employees submit trans-fer preferences and engage with available posi-tions through the portal. • Transfer Execution: Approval Workflow: Transfer requests are pro-cessed and approved through the HRMS portal, triggering the execution of transfers. Logistics Management: Logistics and administra-tive tasks associated with employee relocation are managed to ensure a smooth transition. • Monitoring and Feedback Mechanism: Continuous Monitoring: The system allows for continuous monitoring of the transfer process to ensure compliance with the policy framework. Feedback Collection: Mechanisms for gathering feedback from employees and stakeholders enable iterative improvements to the transfer system. • Security and Compliance: Data Security: Measures are in place to ensure the security and confidentiality of employee data throughout the transfer process. Compliance: The system adheres to regulatory and compliance requirements governing employ-ee transfers within the government.
• Scalability and Performance: Infrastructure Scalability: The architecture is de-signed to accommodate large-scale transfers and varying workload demands. Performance Optimization: Optimization tech-niques are employed to enhance system perfor-mance and responsiveness. Overall, this architectural flow illustrates how the online policy-based transfer system orches-trates employee transfers within the government bureaucracy, leveraging technology to ensure effi-ciency, transparency, and fairness in the process.
Benefits • Transparency: The policy-based transfer sys-tem offers complete transparency, allowing de-partments to effortlessly track the status of each employee with just a click. This visibility ensures accountability and clarity throughout the pro-cess. • Less Prone to Error: With allocations handled by precise algorithms, the online system is sig-nificantly less susceptible to errors compared to manual methods. This reduces the risk of mis-takes and ensures accuracy in station assign-ments. • Easy Monitoring: Unlike manual processes that require meticulous paper-based tracking and analysis, the online system provides departments with comprehensive reports, enabling them to monitor every stage of the transfer drive effort-lessly. This simplifies oversight and enhances ef-ficiency. • Quick Implementation: Transfer drives are swiftly implemented, typically spanning 15 to 30 days depending on cadre strength. This rapid turnaround is a stark contrast to the lengthy 2-3 month duration of manual processes, which often involve physical file movements. • No Legal Hassles: By adhering to approved policies and executing transfers transparent-ly online, departments mitigate legal risks. The absence of manual intervention ensures compli-ance and reduces the likelihood of legal compli-cations. • Paperless Operation: Embracing a paperless approach from start to finish, the system saves significant amounts of departmental paper us-age. This not only promotes environmental con-servation but also streamlines operations by eliminating paperwork-related inefficiencies.
Targets Ahead At present, the implemented policies differ be-tween departments, posing challenges for state government authorities to ensure consistent implementation and for NIC to adapt the code accordingly. The state government is currently drafting a standardised online transfer policy ap-plicable across all departments. Certain adjust-ments are required in the existing online module within HRMS to align with the modifications in this unified policy.
Contact for more details Shri Deepak Bansal Dy. Director General & State Informatics Officer NIC Haryana State Centre Ground Floor, Room No. 04, Sector 17 Chandigarh - 160017 Email: sio-hry@nic.in, Phone: 0172-2711642