Description of Project

Ministry of General Administration (MoGA) regulates and manages the civil service, working as a human resource management (HRM) arm of the Government of Nepal. In order to make the civil service more competent, responsible, motivated, transparent and service oriented, the ministry has been implementing various structural & institutional reform programs since 1999.

The Department of Civil Personnel Records (DoCPR) otherwise known as by its Nepali name, “NijamatiKitabkhana”, under MoGA, is the Department that keeps all records and information on the employees of the government. DoCPR has been carrying out the task of organizing and maintaining personnel records of all permanent employees holding civil ranks in various branches within the central and local level of the Government of Nepal.
Information on every civil employee is collected and maintained from the time an employee is appointed to the date s/he retires from government service. Currently GoN employs 87,000 civil employees in government excluding teachers, PSUs, police, paramilitary and armed forces.

The operations of the DoCPR were fully dependant on a manual system of recording keeping and transactions. In 2002, under an Asian Development Bank Technical Assistance program, WorldLink Technologies implemented a project to computerize personnel records and improve service delivery by the government. This involved the supply and customization of its Endeavor HR software applications. After an in-depth study, WorldLink developed and provide the following integrated applications:

Personal Information System (PIS) : This module is a base module that provide with the ability to maintain and manage personnel information that spans all aspects of their service, pay and personal information.

It keeps track of each and every piece of information and changes on eight categories of employee information. These are (i) Personal; (ii) Service; (iii) Education; (iv) Medical; (v) Awards; (vi) Disciplinary actions; (vii) Leave; and (viii) Training information.

Post Management System (PMS) : This module works in an integrated fashion with the PIS and maintains the organization structure of the civil service. It maintains and manages all posts and positions in the Government. Each position is linked with its occupying personnel to maintain the occupation and vacancy of all posts and positions. The system also manages the hierarchy of the organization structure of the Government.

After the implementation of both the PIS and PMS was completed in November 2003, WorldLink was further contracted to customize and implement the following modules.

Payroll & Gratuities : With its linkage to the PIS/PMS, it enables the DOCPR to keep track of complete pay scale related information of all employees. It maintains the pay scale; pay, grade, grade and gratuity amounts, pay history of every civil service employee from the start of their service, for his/her entire period of his/her career in the civil service.

The Department provides reports on the payroll for each office, which is used by each of the 8500 government offices for their monthly payroll transactions. This enables the Department to do comparative analysis of payroll information and has a greater impact on future pay policies. The payroll information is also provided to the Ministry of Finance for developing the annual budget for civil service pay and pension forecasts.

The system has forecasting capabilities on time-wise and annual total expenditure on salaries, grades and other important financial and budgetary information thus making the computerized Payroll a strong tool for the financial planning, analysis and management for the Government.

Pensions & Family Pensions: The system keeps track of the retiree information like ministry, department, office, and position from which he/she has retired. Similarly other information such as pay scale, grades, nominee(s), Pension Identity number that is automatically generated, are also captured.
The system has been designed in such a way that the records of retired employee in the PIS/PMS is carried over into the Pensions system once the retirement service event is carried out. While doing so, the system automatically calculates the pension amount and monthly benefits that he/she is entitled for. A variety of documents that include pension passbook and letters to the Pension Office are also generated during this time.

Pensions & Family Pensions : The system keeps track of the retiree information like ministry, department, office, and position from which he/she has retired. Similarly other information such as pay scale, grades, nominee(s), Pension Identity number that is automatically generated, are also captured.
The system has been designed in such a way that the records of retired employee in the PIS/PMS is carried over into the Pensions system once the retirement service event is carried out. While doing so, the system automatically calculates the pension amount and monthly benefits that he/she is entitled for. A variety of documents that include pension passbook and letters to the Pension Office are also generated during this time.


Some of the major features of the pension system include:

• Automatic calculation of the pension amount based upon his/her service period and other related factors.
• Strong integration with Personnel Information System (PIS) and Post Management system (PMS). Upon changing the status of retired civil personnel in PIS as “Retired”, he/she is auto-transferred into Pension module for pension amount calculations.
• Generates pension and family pension reports, which are used as the authorized document for the verification of the pension information by the Pension Office.
• With the implementation of the system, the department has undergone much simpler and automated way of pension process, as it automatically calculates the pension amount and generates reports effortlessly.
• Less manual work with much more accurate information in a timely fashion.
• Provision for migration of old pension data into the new system.
  

Relevance of Project
The project consists of the development and customization of software to maintain andmanage personnel, payroll, gratuities and pension information forthe Government of Nepal. The PIS system is the central repository of information on civil service employees in the country. It demonstrates WorldLink’s experienceand domain expertise with Human Resource Management System including pensions.