eHRMS

eHRMS in Technical Terms

eHRMS (Electronic Human Resource Management System) is an integrated web-based or cloud-based platform designed to digitize, automate, and manage human resource functions in an organization. It is a centralized database-driven system that ensures seamless HR operations while maintaining compliance with organizational policies and labor laws.

Technical Architecture of eHRMS

1. Frontend (User Interface)

   • Technologies Used: HTML, CSS, JavaScript (React, Angular, Vue.js)

   • Features: Employee Dashboard, Self-Service Portal, Performance Tracking, Payroll Management, Leave Management, etc.

2. Backend (Business Logic)

   • Technologies Used: Python (Django, Flask), Java (Spring Boot), Node.js, .NET, PHP (Laravel)

   • Functionalities: Business logic processing, user authentication, role-based access control, data validation, and reporting.

3. Database Management

   • Databases Used: MySQL, PostgreSQL, MongoDB, Oracle, Microsoft SQL Server

   • Purpose: Stores employee records, payroll data, leave history, appraisal reports, etc.

4. APIs (Application Programming Interfaces)

   • RESTful APIs or GraphQL APIs

   • Purpose: Allows integration with third-party services like payroll providers, tax authorities, learning management systems (LMS), and biometric attendance systems.

5. Cloud & Hosting

   • Cloud Providers: AWS, Azure, Google Cloud

   • Deployment Models: On-Premises, Private Cloud, Public Cloud, Hybrid Cloud

   • Scalability Features: Load balancing, auto-scaling, containerization (Docker, Kubernetes)

6. Security Mechanisms

   • Authentication & Authorization: OAuth, JWT (JSON Web Tokens), LDAP, SAML-based SSO

   • Data Encryption: SSL/TLS, AES-256

   • Compliance & Standards: GDPR, ISO 27001, HIPAA (for healthcare HRMS)

7. AI & Analytics Integration

   • Technologies Used: Machine Learning (ML) models, AI-based HR analytics

   • Use Cases: Employee sentiment analysis, predictive analytics for attrition, automated candidate screening

Key Modules of eHRMS

1. Employee Information System – Stores personal & professional details.

2. Recruitment & Onboarding – Automates hiring and new employee integration.

3. Payroll & Compensation – Manages salaries, bonuses, tax deductions.

4. Leave & Attendance Management – Tracks employee work hours and leave balance.

5. Performance Management System (PMS) – Enables appraisals, goal setting, and feedback.

6. Learning & Development (L&D) – Provides training modules and certification tracking.

7. Compliance & Legal Management – Ensures adherence to labor laws, data security policies.

Deployment & Integration

• Deployment: Can be hosted on a web server (Apache, Nginx) or cloud-based (AWS EC2, Google Compute Engine).

• Integration: Connects with third-party applications like SAP HR, Workday, Oracle HRMS, Microsoft Dynamics, and biometric attendance systems.

Example Use Case: Government eHRMS

Governments use eHRMS portals to manage employee records, pensions, transfers, and performance assessments of public servants. Example:

• eHRMS by NIC (India) – Used by various government departments for workforce management.

E-Human Resource Management (E-HRM) was introduced to improve the efficiency, effectiveness, and strategic contribution of HR functions in organizations. It emerged as a response to technological advancements and the increasing complexity of managing human resources in large organizations.

Reasons for the Introduction of E-HRM:

1. Automation of HR Processes: E-HRM reduces paperwork and manual effort by automating recruitment, payroll, performance management, training, and other HR functions.

2. Cost Reduction: By digitizing HR tasks, organizations save costs on administrative processes, reducing the need for extensive HR personnel and physical resources.

3. Data Accuracy and Accessibility: E-HRM ensures real-time data updates and minimizes human errors. It allows HR professionals and employees to access information anytime and anywhere.

4. Strategic HRM Contribution: Traditional HRM was seen as an administrative function, but E-HRM enables HR to play a strategic role by analyzing workforce trends, talent management, and succession planning.

5. Globalization and Remote Work: With the rise of multinational companies and remote work culture, E-HRM facilitates seamless HR operations across different locations and time zones.

6. Employee Self-Service (ESS): E-HRM platforms provide employees with access to their records, leave requests, performance feedback, and training programs, enhancing transparency and engagement.

7. Compliance and Security: Digital HR systems ensure compliance with labor laws, tax regulations, and company policies while maintaining secure employee records.

8. Talent Acquisition and Retention: AI-driven recruitment tools in E-HRM help in identifying and hiring the right talent, and continuous employee engagement tools improve retention.

Evolution of E-HRM

• HR Information Systems (HRIS): Early HR software used to store and manage employee data.

• E-HRM: Web-based solutions providing broader functionality, including self-service, performance tracking, and analytics.

• HR Analytics & AI Integration: Modern E-HRM includes AI and predictive analytics to enhance decision-making and workforce planning.

E-HRM is now an essential part of modern HRM, ensuring organizations manage their workforce efficiently while aligning HR with business strategy

Benefits of eHRMS to the Government of India with Big Examples

The Electronic Human Resource Management System (eHRMS) has revolutionized human resource management in the Government of India by digitizing employee records, automating processes, ensuring transparency, and improving governance efficiency. Below are the key benefits, along with major implementations in India.

1. Benefits to the Government of India

A. Transparency & Efficiency in HR Management

• Eliminates paperwork, reduces processing time, and ensures real-time data updates.

• Centralized access to employee records, attendance, promotions, and pensions.

📌 Example:
eHRMS by NIC (National Informatics Centre)

• Implemented for central and state government employees.

• Used by the Department of Personnel & Training (DoPT), Ministry of Electronics & IT, and various state governments.

• Enables seamless online access to leave requests, transfers, and service book updates.

B. Real-time Monitoring & Decision-making

• Enables real-time tracking of employee data, performance, and financial liabilities.

• Supports predictive analytics for workforce planning.

📌 Example:
Manav Sampada (HRMS for Government Employees)

• Developed by NIC, implemented across various state governments (e.g., UP, Himachal Pradesh, Punjab).

• Allows HR analytics for optimizing government staffing needs.

• Ministers & top officials use it for real-time workforce tracking.

C. Automation of Payroll, Pensions & Benefits

• Ensures timely salary processing, pension disbursement, and financial compliance.

• Automates income tax deductions, provident fund (PF) contributions, and benefits allocation.

📌 Example:
Bharat Kosh (Integrated Payment System)

• Integrated with eHRMS for automated payroll processing.

• Used by the Controller General of Accounts (CGA) to manage government salary and pension disbursements.

• Ensures zero delays in salary & pension payments.

D. Digital Transfer & Posting System

• Streamlines government employee transfers through an automated & fair allocation process.

• Reduces political interference & favoritism in postings and promotions.

📌 Example:
eHRMS in Indian Railways

• Indian Railways automated staff transfers & postings based on seniority and vacancy.

• Reduces human intervention & improves transparency in transfer decisions.

E. Enhanced Accountability & Legal Compliance

• eHRMS ensures compliance with labor laws, RTI (Right to Information) requests, and service rules.

• Reduces cases of ghost employees and corruption in workforce management.

📌 Example:
eHRMS for Defence & Paramilitary Forces

• Used by Indian Armed Forces & CAPFs (BSF, CRPF, ITBP, CISF).

• Tracks service history, leaves, medical records, and pension eligibility.

• Ensures 100% legal compliance in promotions, grievances, and service benefits.

F. Cost & Resource Optimization

• Reduces HR administration costs by eliminating physical paperwork.

• Minimizes duplicate records, redundant approvals, and manual inefficiencies.

📌 Example:
eHRMS for Central Government Employees

• More than 50 lakh (5 million) government employees benefit.

• The system has saved crores of rupees in HR operational costs.

2. Benefits of eHRMS to Employees

Benefit - How it Helps Employees - Example 

Self-Service Portal - Employees can check salary slips, leave balance, promotions, transfers, and retirement details online. - Manav Sampada Portal allows government staff to manage HR-related tasks online.

Faster Approvals & Grievance Redressal - No need for physical file movement—online approvals for leave, promotions, and complaints. - CPGRAMS (Centralized Public Grievance Redressal System) integrated with eHRMS.

Timely Salary & Pension Payments - No salary delays due to automation in payroll & pension disbursement.

SPARSH (System for Pension Administration-Railways & Defence) ensures automated pension payments.

AI-based Career Planning & Promotions - Employees can track their career progression & training requirements. - DoPT’s iGOT platform (Integrated Government Online Training) is linked with eHRMS for skill enhancement.

Work-Life Balance (Remote Work & Digital HR Services) - Employees can apply for transfers, deputations, and work-from-home options digitally - DoPT’s Work from Home Guidelines supported by eHRMS.

Biggest Impact Areas of eHRMS in India

1. Railways – Automated workforce management for 13 lakh employees.

2. Defence & Paramilitary – Digitization of over 20 lakh personnel records.

3. State Governments – Implemented in states like UP, Himachal, Punjab, Haryana.

4. Public Sector Undertakings (PSUs) – Integrated HRMS for ONGC, NTPC, IOCL, etc.

Conclusion

eHRMS is a game-changer for the Government of India, offering efficiency, transparency, and cost savings while empowering government employees with self-service access to HR benefits.

How eHRMS Functions Technically?

The Electronic Human Resource Management System (eHRMS) is a cloud-based, web-based, or on-premises software that automates HR processes for government and large organizations. It integrates multiple technologies, including databases, APIs, AI/ML, and security protocols, to manage employee records, payroll, leave, transfers, performance tracking, and pensions.

1️⃣ Technical Architecture of eHRMS

A. Multi-tier Architecture

Most eHRMS platforms follow a three-tier architecture:

1. Presentation Layer (Frontend)

   • Web-based GUI for employees, HR officers, and administrators.

   • Technologies: HTML, CSS, JavaScript (React, Angular, Vue.js).

   • Mobile-friendly UI (Responsive design for smartphones).

2. Business Logic Layer (Backend)

   • Processes HR rules, payroll calculations, approval workflows.

   • Technologies: Python (Django/Flask), Java (Spring Boot), Node.js, .NET.

   • Implements Role-Based Access Control (RBAC) for security.

3. Data Layer (Database & Storage)

   • Centralized database storing employee data, salaries, promotions, leave records, and pension details.

   • Databases: PostgreSQL, MySQL, MongoDB, Oracle DB, Microsoft SQL Server.

   • Uses cloud-based storage (AWS S3, Azure Blob Storage, Google Cloud Storage) for document uploads.

2️⃣ Core Functional Modules & Workflows

A. Employee Lifecycle Management

• New Employee Onboarding → Automated registration & digital document upload.

• Service Record Management → Tracks employee tenure, promotions, transfers.

• Exit & Pension Processing → Auto-initiates pension workflow on retirement.

📌 Technical Workflow:

1. Employee logs in → Completes onboarding form → Uploads ID proofs → System verifies data → Approves joining.

B. Payroll & Salary Processing

• Automated payroll calculation based on attendance, deductions, and government salary slabs.

• Tax Compliance – Integrated with GST, Provident Fund (PF), National Pension System (NPS).

• Payment Gateway Integration – Linked to Bharat Kosh, SBI, RBI banking systems.

📌 Technical Workflow:

1. eHRMS fetches attendance data (from biometric or web login).

2. Salary processed automatically → Includes DA, HRA, PF, tax deductions.

3. API triggers bank transfer → Employee gets salary via Direct Bank Transfer.

C. Attendance & Leave Management

• Integration with Biometric Devices (Aadhaar-based login).

• Automated Leave Approvals using predefined HR policies.

• Mobile App Support – Employees can request leave online.

📌 Technical Workflow:

1. Employee applies for leave → System verifies balance → Sends to manager for approval → Auto-updates attendance records.

D. Performance Appraisal & Promotion

• AI-driven performance tracking based on KRAs (Key Result Areas).

• 360-degree feedback – Colleague & manager reviews.

• Automated Promotion Recommendations.

📌 Technical Workflow:

1. Employee submits self-assessment → System analyzes metrics → AI suggests promotion → HR validates & finalizes.

E. Digital Transfers & Postings

• Automated transfer requests based on policies.

• Geo-mapping integration – Suggests vacancies in preferred locations.

• Approval-based workflow.

📌 Technical Workflow:

1. Employee applies for transfer → eHRMS checks vacancies, eligibility, seniority → Approves/Rejects automatically.

3️⃣ API Integration with Government & Third-Party Services

eHRMS interacts with multiple government services through REST APIs, GraphQL APIs, and Web Services.

Integration Service

API Use Case

Aadhaar Authentication

Employee verification using UIDAI Aadhaar API

GST, PF, NPS API

Auto-calculates salary deductions

Bharat Kosh Payment Gateway

Automates salary & pension disbursal

RTI & Grievance Redressal (CPGRAMS API)

Allows employees to submit complaints digitally

GIS (Geographic Information System)

Maps transfer locations, office locations

📌 Example:
eHRMS in Indian Railways integrates with IRCTC API to allocate staff near railway stations.

4️⃣ Security & Compliance Features

Since eHRMS handles sensitive government employee data, it follows strict security protocols:

A. Authentication & Authorization

• OAuth 2.0, JWT (JSON Web Tokens), SAML-based Single Sign-On (SSO).

• LDAP/Active Directory Integration for role-based access.

B. Data Security & Encryption

• AES-256 & SSL/TLS encryption for secure data transfer.

• End-to-end encryption of payroll & service records.

C. Compliance with Government Regulations

• GDPR for data privacy.

• ISO 27001 for Information Security.

• Indian IT Act 2000 for digital governance.

📌 Example:
Defence eHRMS uses military-grade encryption to protect sensitive personnel data.

5️⃣ AI & Predictive HR Analytics in eHRMS

Modern eHRMS platforms integrate Artificial Intelligence (AI) and Machine Learning (ML) for better workforce planning.

A. AI-Powered HR Functions

AI Feature - Use Case in eHRMS

Chatbots -  - mployee self-service for FAQs, leave requests

Predictive Attrition Analysis -  - AI forecasts who might resign/retire soon

Automated Resume Screening - AI shortlists candidates for government recruitment

Sentiment Analysis - Tracks employee satisfaction & morale

📌 Example:
DoPT’s iGOT platform uses AI-based training recommendations for government employees.

6️⃣ Deployment & Scalability

A. Cloud vs On-Premises Deployment

• Government eHRMS is hosted on NIC Cloud & MeghRaj Cloud (Govt. of India’s cloud infra).

• State governments use local data centers for on-prem hosting.

B. Scalability

• Auto-scaling with Kubernetes & Docker for handling millions of users.

• CDN (Content Delivery Network) like Cloudflare for faster access to remote government offices.

📌 Example:
Indian Railways eHRMS scales up to 1.3 million employees using a hybrid cloud model.

Conclusion

The technical backbone of eHRMS is a combination of databases, APIs, AI, and security protocols that enables automation, efficiency, and transparency in government HR management.

How eHRMS Functions in Simple Terms (For an Administrative Officer)

Think of eHRMS (Electronic Human Resource Management System) as a digital assistant that helps the government manage its employees efficiently. Instead of maintaining physical files, registers, and paperwork, everything is handled online in an automated and organized manner.

1️⃣ What Does eHRMS Do?

eHRMS is a website or an app where government employees can:
✔️ Apply for leave online instead of submitting paper applications.
✔️ Get their salary credited automatically without manual processing.
✔️ Check their service records, promotions, and pension details online.
✔️ Request transfers and see available vacancies in other locations.
✔️ File grievances (complaints) and track their resolution.
✔️ Get automated salary slips, tax deductions, and retirement benefits.

👉 It makes everything available at a few clicks instead of waiting for manual approvals!

2️⃣ How Does eHRMS Work?

A. Employee Information & Service Record

• Every government employee’s details (name, designation, joining date, promotions, transfers, etc.) are stored in the system.

• No need to search old files—HR officers can see everything in one place!

📌 Example:
💡 If an officer needs to verify an employee’s service record, they can check online in seconds instead of going through multiple files.

B. Attendance & Leave Management

• Employees can apply for leave online (Casual Leave, Earned Leave, Medical Leave, etc.).

• The supervisor gets a notification and can approve or reject it digitally.

• No paperwork is required, and everything is automatically recorded.

📌 Example:
💡 A government officer can approve 10 leave applications in 5 minutes instead of going through physical forms for hours.

C. Payroll & Salary Processing

• Salary is calculated automatically based on attendance, deductions (PF, NPS, tax), and allowances (DA, HRA, etc.).

• The system generates salary slips automatically, and payment is processed through banks.

• Employees can download salary slips anytime.

📌 Example:
💡 No need for manual calculations—HR simply presses a button, and all employees receive their salaries on time.

D. Transfers & Promotions

• Employees can request transfers online and see available vacancies in other locations.

• The system suggests transfer locations based on seniority, performance, and rules.

• Promotions are automatically tracked based on years of service & performance reviews.

📌 Example:
💡 If an officer requests a transfer to another city, they can check vacancies online instead of waiting for months for an update.

E. Pension & Retirement Processing

• Employees don’t have to run around government offices for pension approvals.

• The system automatically starts pension processing before retirement.

• Pension amounts are calculated and sent to the bank directly.

📌 Example:
💡 A retiring officer gets pension benefits automatically without any hassle!

F. Grievance Redressal & Complaints

• Employees can file complaints online (salary issues, workplace concerns, etc.).

• The system assigns it to the concerned department for resolution.

• Employees can track the status of their complaint online.

📌 Example:
💡 If an officer doesn’t receive a promotion on time, they can file a grievance online instead of going through multiple offices.

3️⃣ How Does eHRMS Help the Government?

Before eHRMS -  - With eHRMS

Employees had to visit offices to apply for leave. - Employees apply online, and approvals happen instantly.

Salaries were processed manually, causing delays. - Salaries are calculated & credited automatically every month.

Transfers were delayed due to paperwork. - Employees see available vacancies & request transfers online.

Promotions & pensions required multiple visits to HR offices. - Everything is tracked & processed automatically.

Service records were stored in physical files. - All employee data is stored digitally & accessible instantly.

🚀 eHRMS makes HR processes faster, transparent, and hassle-free!

4️⃣ Real-Life Example: How a Government Officer Uses eHRMS

🔹 Before eHRMS:
An officer applies for leave manually → Submits a paper form → Waits for approval from multiple departments → Gets notified days later.

🔹 With eHRMS:
Officer logs into eHRMS portal → Clicks "Apply Leave" → Supervisor gets instant notification → Approves in seconds.

📌 Result? No paperwork, no delay, and everything is recorded automatically! ✅

5️⃣ Why is eHRMS Important?

✔️ Saves time – No need for manual approvals.
✔️ Reduces corruption – Everything is digital & trackable.
✔️ Salaries & pensions are never delayed – Processed automatically.
✔️ Employees don’t need to visit offices – Everything is online.
✔️ Government can track employee performance & workforce planning easily.

💡 eHRMS = Less paperwork, faster approvals, and happier employees! 🎯

Conclusion

eHRMS is like a digital HR office that automates all administrative work. It saves time, eliminates delays, and improves efficiency for both employees and the government.

To access and utilize the Electronic Human Resource Management System (eHRMS), government employees are required to log in through Parichay, the Government of India's Single Sign-On (SSO) platform. Here's a step-by-step guide on how to navigate eHRMS using Parichay, along with an overview of Parichay's purpose and its integration with eHRMS.

Accessing eHRMS via Parichay

1. Visit the eHRMS Portal:

   • Navigate to the official eHRMS login page:
     e-hrms.gov.in

2. Initiate Login:

   • Click on the "Login with Parichay" button.

3. Enter Credentials:

   • Input your government-issued email ID (ending with @gov.in or @nic.in) and the associated password.

4. Multi-Factor Authentication (MFA):

   • After entering your credentials, you will receive a One-Time Password (OTP) on your registered mobile number or email. Enter this OTP to complete the authentication process.

5. Access eHRMS Dashboard:

   • Upon successful authentication, you will be redirected to the eHRMS dashboard, where you can manage various HR-related services.

Understanding Parichay

Parichay is a Single Sign-On (SSO) platform developed by the National Informatics Centre (NIC) to streamline access to various government services. It allows government employees to use a single set of login credentials to access multiple applications securely. Parichay enhances security and simplifies the user experience by reducing the need to remember multiple usernames and passwords.

nic.in

Purpose and Benefits of Parichay

• Simplified Access: Enables users to access multiple government applications with a single login, reducing the complexity of managing multiple credentials.

• Enhanced Security: Incorporates multi-factor authentication and complies with global security standards to protect user data.

• Efficient User Management: Facilitates centralized user authentication and authorization, making it easier to manage user access across various platforms.

• Integration with eHRMS: By integrating with Parichay, eHRMS ensures that only authorized government employees can access sensitive HR data, maintaining confidentiality and integrity.

In summary, Parichay serves as a secure and efficient gateway for government employees to access the eHRMS and other government services, streamlining processes and enhancing user convenience.

Parichay is the Government of India's Single Sign-On (SSO) platform, developed by the National Informatics Centre (NIC). It provides a unified authentication mechanism, allowing government employees to access multiple applications with a single set of credentials. This centralized approach enhances security and simplifies user access across various government services.

nic.in

Why Does Parichay Intervene in Every Government Login?

Parichay's integration into government services serves several key purposes:

1. Enhanced Security: By centralizing authentication, Parichay ensures consistent security protocols across all applications, reducing vulnerabilities associated with multiple login systems.

2. User Convenience: Government employees can access various services without the need to remember multiple usernames and passwords, streamlining their workflow.

3. Efficient User Management: A unified login system simplifies the management of user permissions and access rights, making it easier to enforce security policies and monitor access.

Accessing email.gov.in Through Parichay

Yes, you can access your government email (@gov.in) through Parichay. Here's how:

1. Navigate to the Parichay Portal:

   • Open your web browser and go to https://parichay.nic.in/.

2. Log In:

   • Enter your NIC email ID (e.g., yourname@nic.in) and password.

   • Click on the "Next" button.

3. Multi-Factor Authentication (MFA):

   • Choose the preferred method for receiving the One-Time Password (OTP), such as SMS or the Sandes app.

   • Enter the OTP received on your registered mobile number.

4. Access Email:

   • Once authenticated, you'll be redirected to the Parichay dashboard.

   • In the search bar or application list, type "email" or look for the email service icon.

   • Click on the email service to access your inbox.

This integration ensures that access to your government email is secure and streamlined through the Parichay SSO platform.

egramswaraj.gov.in

By adopting Parichay, the Government of India aims to provide a secure, efficient, and user-friendly authentication system for its employees, ensuring seamless access to a wide range of services with minimal hassle.

The Government of India has been actively enhancing the Electronic Human Resource Management System (e-HRMS) to streamline and digitize human resource services for its employees. The latest iteration, e-HRMS 2.0, introduced on December 25, 2022, offers comprehensive end-to-end HR services.

pib.gov.in

Key Features of e-HRMS 2.0:

• Digital HR Services: Employees can manage transfers (rotation/mutual), deputations, Annual Performance Appraisal Reports (APAR), Immovable Property Returns (IPR), iGOT training modules, vigilance status, service books, leave applications, tours, reimbursements, and more through a unified digital platform.
  pib.gov.in

• Integration with Other Platforms: The system is designed to seamlessly connect with other HR applications and initiatives, ensuring a cohesive experience for users.
  pib.gov.in

• Mobile Accessibility: A mobile application for the iGOT Karmayogi portal has been launched, enabling government servants to access training and HR services anytime, anywhere.
  pib.gov.in

Recent Developments:

• Digitization Initiatives: As of October 2023, the Department of Administrative Reforms and Public Grievances (DARPG) has fully digitized its Central Registry Unit (CRU) and implemented e-HRMS 2.0, promoting a paperless and efficient working environment.
  pib.gov.in

• Timelines for Service Delivery: On February 26, 2024, the Department of Personnel & Training (DoPT) issued an Office Memorandum outlining specific timelines for various HR services processed through e-HRMS 2.0. This initiative aims to expedite processes like leave approvals, reimbursements, and advances, incorporating features like auto-approvals and escalations to ensure timely service delivery.
  dopt.gov.in

Management and Future Plans:

• Operational Oversight: In December 2023, the operational management of e-HRMS 2.0 was entrusted to Karmayogi Bharat, a Special Purpose Vehicle (SPV) established under the Mission Karmayogi initiative. This move aims to further develop, operate, manage, and enhance the platform.
  dopt.gov.in

• Continuous Enhancements: The government is committed to regularly updating e-HRMS 2.0, integrating advanced technologies, and expanding its features to ensure a seamless and efficient HR management experience for all government employees.

These advancements reflect the Government of India's dedication to fostering a digital and efficient administrative ecosystem, enhancing transparency, and improving the overall experience for its workforce.