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eHRMS Manual
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Contents
1. Application Overview ................................................................................................................. 3
2. Getting Started……………………………………………………………………………………………………………………………3
2.1. Accessing Application………………………………………………………………………………………………………………….3
2.2. Home Page………………………………………………………………………………………………………………………………….3
A. Login With SSO…………………………………………………………………………………………………………….……………..3
B. Login With OTP……………………………………………………………………………………………………………………........4
C. Login With UserName………………………………………………………………………………………………………………...4
3. Office Admin……………………………………………………………………………………………………………………………….9
4. Establishment In charge Clerk Login………………………………………………………………………………………….11
5. How to On board employee……………………………………………………………………………………………………...13
6. ADD NEW employee…………………………………………………………………………………………………….……………13
6.8. Educational Qualification/Other Qualification…………………………………………………………………………..17
6.9. Training/Orientation Details..........................................................................................................18
6.10. Family Details………………………………………………………………………………………………………..……..……..……18
6.11. Employees Nomination……………………………………………………………………………………………………………..18
6.12. Banking………………………………………………………………………………………………………..……………………………19
6.13. Upgradation promotion/Kramonnati/Time Scale/Selection……………………………………………………….19
6.14. Payscale Fixation………………………………………………………………………………………………………..……………..20
6.15. Awards and Punishment including suspension………………………………………………………………………….20
6.16. Transfer & Posting………………………………………………………………………………………………………..…………..21
6.17. Leave Account………………………………………………………………………………………………………..…………………21
6.18. Department Enquiry and Court Cases……………………………………………………………………………………….22
6.19. Loans and Interest bearing advances………………………………………………………………………………………..22
6.20. GPF/DPF/Part/Final Withdrawal……………………………………………………………………………………………….23
6.21. NPS Part Final withdrawal…………………………………………………………………………………………………………23
6.22. LTC………………………………………………………………………………………………………..………………………………….24
6.23. Retirements Benefits………………………………………………………………………………………………………..………24
6.24. Arrear Payment………………………………………………………………………………………………………..………………25
6.25. Recoveries………………………………………………………………………………………………………..………………………25
6.26. Other Events………………………………………………………………………………………………………..…………………..26
6.27. Service Book Audit (Service Verification)…………………………………………………………………………………..26
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Application Overview
Purpose of this user manual document is to explain the process of on board and manage new
employee as below:
 Employee - Establishment In charge Officer/Establishment In charge Clerk
 Office Admin(below Level like Division/Block Level can created by State Level Office Admin)
 On board new Employee(through the login of Establishment In Charge Clerk)
 Create and Assign Approver(through the login of Establishment In Charge Officer).

Getting Started
This section explains the steps/process to be followed by the user to login:
1. Accessing Application - User has to open the URL: http://sarabhai-coe.mapit.gov.in/ehrms/main.
2. Home Page - As soon as the website is open they need to click on the Login option available on the top right side. User can login on
eHRMS by clicking on LOGIN drop down button and select below options:
 Login With SSO
 Login With OTP
 Login With Username

A. Login With SSO - User will be navigated on Single Sign ON(SSO) Page after clicking on Login With SSO option in
LOGIN drop down on eHRMS Home Page:
 User needs to provide SSO ID/Email ID, Password & Security Code
 Clicking on SIGN IN Button will navigate the User-to-User Dashboard page.
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B. Login With OTP - User will be navigated on login through OTP Page after clicking on Login With OTP option in
LOGIN drop down on eHRMS Home Page:
 User needs to provide Mobile Number in Mobile No. Field and code in Captcha field as appears in image.
 Click on Send OTP button will send the OTP on provided Mobile Number.

 Clicking on “LOGIN WITH SSO” Button will navigate user to the Signal Sign Of(SSO) panel & “LOGIN WITH
USER NAME “ Button will navigate the user to Username Login panel:

C. Login With Username - User will be navigated on Username Login Page after clicking on Login With
Username option in LOGIN Drop down on eHRMS Home Page:
 User needs to provide the user name & password and code in Captcha field as appears in image.
 Click on LOGIN Button will navigate to User Dashboard page.
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 Click on Go To Home Link or Home Button will navigate the user to eHRMS Home Page:

 Clicking on Forgot Your Password Link will navigate the user on Forgot Password panel:

 On Forgot Password panel, User has to provide the Username and click on SEND OTP button. OTP will be
received on registered email id and mobile number.
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 User has to provide received OTP, New Password and Confirm Password and then click on Change Password
Button:

 If user doesn’t receive OTP then need to click on resend OTP button:

 Clicking on BACK TO LOGIN button will navigate user to Username login page:
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OFFICE Admin
What Office Admin can do:-
Office Admin (Ministry/State/Division/Block)
1. On board Employee with minimum details.
2. Give roles to Employee - Establishment In charge
Clerk/Establishment In charge Officer.
3. Can create Office Admin of below level(e.g.:-State level office
admin can create Division level Office admin as per department
hierarchy)

Office Admin Login: Login with Office Admin, User will be navigated on Office Admin
Dashboard.
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a) User will be navigated on User Creation page after clicking on User Creation option
in main menu:

b) Select Office level and Office Name from dropdown

c) Select User Type from drop down

1. If User Type selected is “Employee”
2. Select User role from drop down:
i. Establishment In charge officer
ii Establishment In charge clerk

NOTE:-Both roles can be given to one employee or two different

employees can be on boarded and assigned the above roles.
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d) Select User Type “Office Admin”

i. Select User Role: Office Admin

Note: - This is to create Office Admin of Below level.

Note:
1 - All the mandatory fields are required to fill.
2 - Office Admin will not be able to create employees for subordinate Office Level.
3 - Office Admin can create the user and give role as Establishment in charge
officer & Establishment In charge clerk.
4. Office Admin will not be able to create Office Admin for same Office Level.
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Establishment In charge Clerk Login

1. User will be navigated on Employee Dashboard after login with Establishment In charge
Clerk.
Oath of Allegiance panel will appear on page (for first time login only), where user has to
click on, and “I Accept” button to agree the Oath of Allegiance:

2. After clicking on “I Agree” button, user will be navigated on Employee Dashboard

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3. Clicking on Dashboard in main menu will show options as Employee & Establishment In
charge Clerk, from where user can navigate between dashboards:

4. From Dashboard Menu- Click on Establishment In charge Clerk - will navigate the user
to Establishment In charge Clerk Dashboard
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How to On board employee

1. Click on Pre Enrolment >> On-board Employee. User can search the employee byproviding
Employee Name or by providing Employee Treasury Code:

ADD NEW employee

1. User needs to provide new Treasury Code into Employee Treasury Code field
and click on Search button:
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2. Clicking on Search button will show the message as “Searched employee not
found Do you want to Add?” in popup window:

3. Clicking on Yes will navigate the user to Employee Profile panel, where user
need to fill Personal Details as below:
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***Note: Save button on Personal details (At the time of joining) form page will be
enabled only after the user provides data in all mandatory fields.

4. Clicking on Save button will open the popup window for Establishment In charge Clerk
password for confirmation:
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5. After providing the correct password and click on save button will create the employee
profile, where user will be able to fill rest of the information like Profile picture, Service
book Pages, etc. :

6. Clicking on Upload button on Service book page will navigate user to UPLOADING
SERVICE BOOK page:
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7. Now user has to fill the First Appointment Details(At the time of joining) form and click
on save button, then only rest of the forms will be enabled:

8. Educational Qualification/Other Qualification:

a) Data from IFIMS -will be visible in lower grid, in charge clerk can update it
while click on edit option under action button.
b) Add new record - fill in the empty details and click on save. Saved record
will be visible in grid.
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9. Training/Orientation Details:
a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

10. Family Details:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

11. Employees Nomination:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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12. Banking:
a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

13. Upgradation promotion/Kramonnati/Time Scale/Selection:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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14. Payscale Fixation:

c. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
d. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

15. Awards and Punishment including suspension:

e. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
f. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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16. Transfer & Posting:

g. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
h. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

17. Leave Account:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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18. Department Enquiry and Court Cases:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

19. Loans and Interest bearing advances:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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20. GPF/DPF/Part/Final Withdrawal:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

21. NPS Part Final withdrawal:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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22. LTC:
a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it whileclick
on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be visible
in grid.

23. Retirements Benefits:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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24. Arrear Payment

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

25. Recoveries:
a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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26. Other Events:

a. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
b. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.

27. Service Book Audit (Service Verification):

c. Data from IFIMS -will be visible in lower grid, in charge clerk can update it while
click on edit option under action button.
d. Add new record - fill in the empty details and click on save. Saved record will be
visible in grid.
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NOTE:-Final Submit button will be enabled after the user fills First Appointment Details (At the time of joining) form and click
on save button:

a) Clicking on Final Submit button will open the popup window for Establishment In charge Clerk password for
confirmation:

***Note: Once user submit the employee form by clicking on Final Submit button, then rest of the forms will be disabled and
employee profile will be forwarded to Employee user.
Now Employee user can edit his profile.
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b) User can see the On boarded Employee status on Pre Enrolment >> On-board Employee >> Employee List
Panel: