--- Prasar Bharati(India's public service broadcaster)

Prasar Bharati secretariat2nd floor PTI building

Sansad Marg, New Delhi

No. Misc-1/98/2014-PPCo-:

Dated: 6 Oct, 2016OFFICE MEMORANDUM

Subject: Importance of Implementation of HRIS - Data EntryNerification and Using theRelieving/Joining Module

Prasar Bharati has developed an on line Human Resources Information System(HRIS) through the IT Unit of AIR. All Stations/Kendras and other offices of AIR and DDhave been directed through circulars issued on 1ih May (ADG (A & P) HR/S 2016) and 1st

and 16th June 2016 by the AIR Directorate and 3rd August 2016 (DD F. No. 904/112014-SCOR-HR/S) by the Doordarshan Directorate, to fill in/verify the data relating to the staffunder each Head of Office.

This circular is being issued to emphasize the importance for all Heads of Offices to startusing the HRIS and to get used to the idea that the HRIS will increasingly be used for datamanagement of all employees. The details of how to use the HRIS application are outlinedin the HRIS User-guide which has been uploaded on the HRIS homepage:http://pbinfo.air.org.inlhritllogin.aspx. However, a copy of the user manual on HRIS is alsoenclosed.

Data Entry and Verification

The Heads of Offices have to ensure that the data for all the employees working in theirstations is correctly entered and verified.

The data being collected relates to basic unchanging details of every employee such asFirst Name, Middle Name, Last Name, Gender, Date of Birth, Category, Differently Able,and Date of Joining the service etc.

In addition, details relating to the present posting of the employee such as Wing, Name ofPost, Pay Scale and Grade Pay, Place of Posting, Date of Joining the present place ofposting etc. are also to be entered.

The table below summarizes the status of data and stations which have registered to usethe HRIS as of 09 September 2016:

AIR DD AIR& TotalDD

Stations/Kend ras etc. Registered 272 206 19 497

Stations/Kendras etc. Not Registered 19 78 3 100

Employees' Data Entered 11730 14011 904 26645

Employees' Data Verified 7597 6155 288 14040--' -

Contd.. ./-

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It is clear from the table that there are still a significant number of Stations/Kendras whichneed to register and start using the HRIS. Only about 53% of the data entered so far hasbeen verified. Verification is a very important part of the process and Heads of Officesmust take a personal interest to ensure it is completed with care, accuracy and urgency.Furthermore, although the data of 26645 employees has been entered there is still asizeable number of employees whose data is to be entered.

All Heads of Offices may be directed to ensure that data of ALL employees under theircontrol is entered AND verified by 14th October, 2016. Instructions have already beenissued vide letter of even no. dated 29.09.2016 for stopping of Pay & Allowances fromOctober, 2016 onwards, if the data is not entered and verified by 14.10.2016 (Copyenclosed).

Relieving and Joining Module

In order to ensure that the data relating to the posting of employees in the HRIS is up-to-date, it is essential that the data relating to the relieving or joining of employees (whetheron regular transfer, promotion-and-transfer or just promotion) is mandatorily entered in theHRIS.

A new module for maintaining a complete record of all changes in postings andpromotions has been added to the HRIS. This consists of two parts. The first deals withthe relieving of an employee. The details of the transfer order under which the employeeis to be relieved are to be entered in the HRIS as well as details of the Relieving order tobe issued to him/her.

The second part deals with the joining of the employee on transfer or on promotion.Where the employee is joining as a result of a regular transfer order, only the details of thedate of joining and of the joining order are to be entered since the details of the Transferorder would have been entered by the Relieving authority. If the employee is joining onpromotion, then the additional details of the post and pay scale and grade pay have alsoto be entered.

Further details on the Relieving and Joining Module can be found in the HRIS User-guidereferred to above.

Please note that ALL Heads of Stations/Kendras and other offices should invariably usethis module so that the details of all employees under their control are kept up-to-date.

HRIS Software and related HR issues support

In case of any help required in relation to the software of the HRIS application (includingany difficulties being faced or for any suggestions), the IT Division of AIR may becontacted by email at their address: HRIS@air.org.in

Contd .. ./-

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The contact person (during office hours) in the IT Division is Shri Himanshu Prakash,Engineering Assistant. His mobile number is +919717984439.

For other matters clarifications may be sought from the contact persons mentioned in thecirculars of AIR and Doordarshan referred to above.

Encl: As stated above(Rajan Bhasin)

Dy. Director (Pers)

Toi. DG, All India Radio

Akashwani BhawanNew Delhi

ii. DG, DoordarshanDoordarshan BhawanNew Delhi

with the request to circulate to all stations

¥ DDG (T), PB Sectt - with a request to upload the circular on PB Website

Copy for information to-

i. Sr. PPS to Member (P), PB Secttii. PS to Member (F), PB Sectt

User's GuideHuman Resource Information System (HRIS)

Introduction:The HRIS is being developed by the IT (Division) of AIR for Prasar Bharati. The objectiveis to have an accurate, comprehensive, up-to-date online record of all employees of PrasarBharati. This can be used for improving the management of personnel at different levels andlocations.

Responsibility of Heads of Offices:

The Heads of Offices have a very important role and responsibility. They are required toensure that the data for all the employees in their office is entered correctly, completely,accurately and verified so that there is absolutely no error in the data concerning anyemployee. They also have to ensure that the numbers of all sanctioned andlor transferredposts are correctly filled up.

The Heads of Offices have to ensure the security of the data and that no unauthorisedperson(s) are given access to the login credentials of the Heads of Offices.

User Guide

The aim of the User Guide is to provide simple, clear and understandable instructions so thatthe manner of entry of data, making additions, modifications or deletions and verifying thedata are easily understood and carried out.

Please note that the data of ALL employees working in a stationlkendraloffice as well asdetails of all sanctioned posts of that stationlkendralofjice, is to be entered in the onlineapplication,

The HRIS application, consists of the following sub-modules:1. Registration by Stations/Kendras/Offices

2. Logging into the HRIS

3. ViewinglEditingNerifying Employee Details

4. Adding Details of New Employees

5. Relieving of employees on TransferlPromotion

6. Joining of employees on Transfer/ Promotion

7. Viewing/Editing Details of Sanctioned Posts

8. Changing the Password

1. Registration by Stations/Kendras/Offices1. All Stations/Kendras/Offices under Prasar Bharati are required to register themselves

to gain access and to be able to login to the HRIS.

11. The registration process starts by going to the web address (url):http://pbinfo.air.org.inlhritl

User's Guide - Human Resource Information System (HRIS)

lll. Once you are on this page, click on the link "Click Here to Register YourStationlKendralOffice"

IV. On doing so, the Form for Registration page will open.

v. Select the organisation under which your office comes (AIR! AIR&DDIDD). Once youdo this, the Stations/Kendras/Offices drop down menu appears from which you shouldselect your StationlKendralOffice

Vi. Thereafter, fill in the details of the address as well as the City, District and State, andthe PIN Code.

vu. The details of the Head of Office are to be filled up in the box titled "Head of Office"on the right side. Please ensure that all the Mandatory items are correctly filled up.Also try to fill up the other non-mandatory fields as map be applicable.

vin. Once all the details required for Registration are correctly and accurately filled up andchecked, you should click on the "Register" button. This will result in an activationlink being sent to the Head of Office at his/her email address( es) filled up.

IX. The verification is completed by clicking on the activation link provided in the emailsent to the Head of Office.

x. On completion of the Verification, a password will be sent to the registered user (Headof the Office) at hislher email address (as filled in the registration form) for enablingaccess to the online application (HRIS).

2. Logging into the Human Resource Information System (HRIS)1. The Login screen can be accessed either through the URL:

http://pbinfo.air.org.inlhritl/ogin.aspx or through the link (to the HRIS, given on thehome page of AIRNET, an intranet site of All India Radio.

11. On the Login Page, first select the organisation by clicking the appropriate radiobutton after which a drop down menu of the StationslKendras/Offices, will appear.Select your StationlKendralOffice from the drop down menu.

Ill. Fill in the password in the box provided and click on the "Login" button to login tothe HRIS. The Password is the one sent on completing the registration process outlinedin the section on Registration by Stations/KendraslOffices above.

IV. After you have logged in you will reach the home page of the HRIS which containsthe different options detailed below.

3. View, Edit and/or Verify Employee Details1. In order to view the details of employees posted at your officel StationlKendra, click

on the menu option "View/Edit/Verify Employee Details".

11. You will get the complete details of the employees posted in your Office in a tabularform with 10 records per page.

111. You will now have access to the Edit, Delete and/or Verify options for each of therecords available. Use whichever option(s) you need to do your work.

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User's Guide - Human Resource Information System (HRIS)

a. Edit - By using the edit option, you can modify the data of the employee. In editmode please ensure that any changes you make are correct and all items required tobe filled in are completed.

b. Delete -Use this option VERY CAREFULLY. It is for deleting the record of anemployee who is no longer (or was never) posted in the station/kendra/office. Onceyou delete an employee's record, you will no longer have access to it.

c. Verify - The verification of the data entry is a very IMPORTANT part of the dataentry process. Please take sufficient care to ensure that ALL the data fields are filledup correctly. Only after the data has been verified and found to be completelycorrect should the verification box at the end of the row of the record of anemployee be marked as checked.

lV. In case an employee's data has not been entered at all i.e. his/her record is not shownin the list of employees for that station, the details of this employee may be added byusing the Add New Employee Details option in the HRIS home page.

4. Add New Employee Details1. If an employee is posted at your StationlKendralOffice and his name is not in the list

of employees displayed for your Station!KendralOffice (on clicking menu"View/Edit/Verify Employee Details"), hislher details can be added through the menuoption of "Add New Employee Details" on the HRIS home page.

11. When you click the "Add New Employee Details" option, you will first be taken tothe "Search Employee" screen to check if the employee's data has already beenentered in some other stationlkendraloffice.

111. On the "Search Employee" page, either the Date of Birth and for the Date of JoiningService, in the appropriate search boxes and press the search button which has amagnifying glass symbol on it to the right of the Date of Joining Service box.

IV. The details of all (if any) employees whose Dates of Birth or Dates of Joining matcheither of the dates entered, will be displayed.

v. If the employee's record is found in these displayed search results, it can be added tothe StationlKendralOffice by selecting the record which is that of the employee.Hislher data will be added to your Station! Kendral Office.

Please note that in the case of Verified Employees displayed in the search results, youwill not be able to add the employee unless he is relieved from the station where he isshown to be present.For relieving the employee, the procedure outlined below has tobefollowed.

VI. If the employee is not found in the search results, you will need to add a new recordby select the option "Add New Employee" displayed below the search results.

V11. This results in the opening of the data entry form for New Employees.

The following points should be noted and kept in the mind while entering or editingemployees' data:

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User's Guide - Human Resource Information System (HRIS)

Field Name Details to be Filled up

Select the appropriate wing from following drop down menu:

Wing

ENGGPROGNEWS

- For Engineering- For Programme- For News

ADMIN - For AdministrationSec - For SecurityAR - For Audience ResearchCCW - For Civil Construction Wing

Designation Select the designation from the drop down menu

First NameEnter the First Name of the employee. If the employee has only one name,it should be filled in this field.

Middle NameThis is to be filled up only for those employees who have a Middle Namein addition to a First and Last Name. If an employee does NOT have aMiddle Name, this field is to be left blank

Date of JoiningService

The Date of Joining Service is to be entered in the format DD-MM-YYYY

Last Name The Last Name (or Surname) of the Employee is to be entered in this field.

GenderSelect the gender through radio buttons provided, that is, either Male orFemale

Date of Birth The Date of Birth is to be entered in the format DD-MM- YYYY

Category

Select the appropriate Category to which the employee belongs from oneof the following from the drop down menu: .

GEN for General

OBe for Other Backward Classes

se for Scheduled Tribe

ST for Scheduled Caste

Whether Differentlyabled Select either Yes or No through the radio buttons as the case may be.

Whether Ex-Service Select either Yes or No through the radio buttons as the case may be.Man

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User's Guide - Human Resource Information System (HRIS)

PresentPay Select the correct PayBand and Grade Pay for the post from thedropdownmenu.

Date of JoiningPresentPlace

Specifythe date onwhichthe employeejoined the presentplace ofpostingby entering it in the formatOO-MM- YYYY

5. Relieving of the employee on TransferlPromotionThe Relieving of an Employee from a StationlKendralOffice for a Regular Transfer orPromotion should be done through the following steps

1. Login to the HRIS by using the password for the Head of Office

11. Select the "Relieving" option from the home page menu.

111. The list of employees of your Station/Kendra/Office will be displayed.

IV. Select the employee who is to be relieved.

v. The form for filling in the details of the Transfer Order and the Relieving Order, willpop up.

Vi. Fill in all the relevant details and click on the save button in order to compose therelieving order.

V11. While saving the relieving details a unique HR Reference ID will be generated andshown in the relieving order.

viii. To take the print out of the relieving order, go to the home page and select the"Relieving" option and then the Print Relieving Order from.

IX. The Details of the Relieving Order to be printed will be displayed. Please verify thedetails, make necessary corrections to ensure correctness of the order and press thePrint button.

x. The printed copy of the Relieving Order should be signed by the appropriate authorityand then issued.

Please note that the record of the Relieved Employee will no longer be accessible bythe Relieving station after the date of Relieving since the employee would have beendeemed to have been relieved by that date.

6. Joining of an Employee on Transfer/ PromotionThe joining of an employee at a StationlKendralOffice through a Regular Transfer orPromotion should be done by taking the following steps:

1. Login to the HRIS using password for the Head of Office

11. Select the option for "Joining" on the home page.

iii. A list of the employee(s) who have been Relieved and are supposed to join at yourStationlKendralOffice will be displayed.

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IV. Select the employee whose joining process is to be completed.

v. A joining form will pop up.

VI. Select the whether the case is of a Regular Transfer or one of Promotion.

vii. Fill in all the relevant details relating to the joining including the date of joining anddetails of the joining order. Click on the Save button

Vlll. Saving the joining details will result in a unique HR reference ID being generatedand this ID will be incorporated automatically in the joining order printed through thesystem.

IX. The joining order can be printed by selecting the Joining option on the Home page andthereafter selecting Print Joining Order.

x. This will display the order to be printed and the details of the order may be verifiedand corrections, if necessary made, before pressing the Print button.

Xl. The printed copy of the Joining Order should be signed by the appropriate authorityand then issued.

7. ViewlEdit Details of Sanctioned Posts1. To enter the details of posts sanctioned at the Station! Kendra, select the Sanctioned

Posts option after logging into the system. Then select the appropriate wing from thedrop down menu.

11. A list of posts will be displayed along with the details of

(a) Origin Sanction number of posts,

(b) Shifted in (means posts added after the original sanction either by creation ofadditional post(s) or by transfer of post(s) from another Station, Kendra, etc.) and

Cc) Shifted out (means posts reduced after the original sanction either by transfer toanother Station, Kendra, etc. or by cutting of post(s)) and

(d) Post Sanction which refers to the total posts in the Station/KendraJOffice.

You can add, modify or delete the details of posts.

For adding a new post in the selected wing click on Add New Sanction Detail, selectthe Designation from the drop down menu, fill in other relevant data and click onInsert button to save the information.

8. Change Password1. In order to ensure that the authorised access to the on line application is secure, it is

advisable for you to change the passwords periodically and to keep the passwordsconfidential.

11. Passwords may be changed by accessing the menu "Change Password" available onthe HRIS home page.

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PRASAR BHARATI(INDIA's PUBLIC SERVICE BROADCASTER)

PRASAR BHARATI SECRETARIAT2nd FLOOR PTI BUILDING

SANSAD MARG, NEW DELHI

No. Misc-1/98/2014-PPC Dated: 2..9d\)ept, 2016

Subject: Implementation of Prasar Bharati Human Resources Information System (HRIS).

The undersigned is directed to refer to the Minutes of the 2nd Audit Committeemeeting held on 15.07.2016 wherein Member (P) and Member (F) have directed both theDirectorates to update the information in the HRIS module by August, 2016.

2. In this regard it is observed that updation of data is yet to be completed by theDirectorates. It is, therefore, requested that suitable instructions are issued to allStations/kendras so as to ensure that the data is updated in the HRIS module latest by14.10.2016. The database so updated should be verified by the respective Heads ofOffice failing which the pay and allowances from October, 2016 onwards should not bereleased for those units who do not update/verify the database. Therefore, the time limitas indicated above may please be strictly adhered to.

~(Rajan Bhasin)

Dy. Director (Pers.)

3. This issues with the approval of the Competent Authority.

To

i. DG, DG: All India Radio, Akashwani Bhawan, New Delhiii. DG, DG: Doordarshan, Doordarshan Bhawan, New DelhiIll. ADG (B&A), PB Sectt

Copy for information to:-

i. Shri A.K. Arora, Advisor (HR), PB Secttii. Sr. PPS to Member (P)iii. PS to Member (F)