Table of Contents

Objective ..................................................................................................................................................................................................... 3
Introduction................................................................................................................................................................................................ 4
Key Features ............................................................................................................................................................................................... 5
PIMS Modules ............................................................................................................................................................................................ 7
Search Employee........................................................................................................................................................................................ 9
Approve Registration .............................................................................................................................................................................. 10
Create New User...................................................................................................................................................................................... 11
User Feedback .......................................................................................................................................................................................... 12
Profile Page............................................................................................................................................................................................... 13
Bio Data I .................................................................................................................................................................................................. 14
Employee Identity I ....................................................................................................................................................................... 14
Employee Identity II...................................................................................................................................................................... 15
Bio data (Photograph) ................................................................................................................................................................... 16
Bio data (Signature) ....................................................................................................................................................................... 17
Qualification ................................................................................................................................................................................... 18
Additional Qualification ............................................................................................................................................................... 19
Skill Set............................................................................................................................................................................................ 19
Designation..................................................................................................................................................................................... 20
Permanent Address ....................................................................................................................................................................... 20
Communication Address .............................................................................................................................................................. 21
Bio Data II ................................................................................................................................................................................................. 22
Salary Detail ................................................................................................................................................................................... 23
Mutable ..................................................................................................................................................................................................... 24
Family/Nominee Member ........................................................................................................................................................... 25
Nomination .................................................................................................................................................................................... 26
Nomination for Gratuity26
Certificates ...................................................................................................................................................................................... 28
Service ....................................................................................................................................................................................................... 29
Foreign 30
History .................................................................................................................................................................................... 30
Non Qualifying Period.................................................................................................................................................................. 31
Certificates ...................................................................................................................................................................................... 32
Leave Account.......................................................................................................................................................................................... 33
Leave Account I ............................................................................................................................................................................. 34
Leave Account II ............................................................................................................................................................................ 35
LTC ............................................................................................................................................................................................................ 36
HBA ........................................................................................................................................................................................................... 38
Amount Sanctioned ....................................................................................................................................................................... 39
Installment Paid ............................................................................................................................................................................. 39
CGEGIS ..................................................................................................................................................................................................... 40
CGHS ........................................................................................................................................................................................................ 42
Security Details ........................................................................................................................................................................................ 44
Posting Reporting .................................................................................................................................................................................... 46
Internal Audit........................................................................................................................................................................................... 48
Disciplinary Cases ................................................................................................................................................................................... 50
Employee Account .................................................................................................................................................................................. 52
User Feedback .......................................................................................................................................................................................... 53
DSC Enroll ................................................................................................................................................................................................ 54
Service Book ............................................................................................................................................................................................. 56
Verifier Role ............................................................................................................................................................................................. 62

Objective
Admin module of PIMS contributes the major roles in creating, modifying and updating the employees
details within the Organization .Admin is a solitary authorized body having all the privileges pertaining to the
PIMS applications. Below are few objectives of Admin PIMS module:

To control all the information respective to the employee.

To Ease the conversion of physical employee records and document into e-format.
To reduce the time in processing and retrieving employee information.

Introduction
Personal Information Management System (PIMS) is a package developed to capture personal information of
the employees working under an Organization/ Department. It consists of Eighteen modules regards to
collect information pertaining to personnel, posting, awards, leave, qualification, Family details etc. of every
individual is stored in this application. Admin is authorized to Add and Edit the records of every employee.

Key Features
Every page has the following features to observe:

Add: Add new data into the respective module.

Save: Saves the added data to the module.

Submit: Submit the data as records.

Edit or Update: To edit or modify the data.

Exit: To Exit from the page.

Delete: Delete/Remove data successfully.

Message: Data Save/Updated successfully.

History: Provides to view the history.

Last Verified Record or Record: Provides to view the last verified record details.

Data Information or Information: Provides the details of Creator and Verifier.

View: Provides a view of attached document and also allows in saving in local system.

Role Admin

PIMS Modules
PIMS Modules are defined and designed in a user friendly manner. It proposes a system that enables the
user to understand the key features described for necessities. PIMS application constitutes modules which
have been laid down, as shown in Fig.PIMS.1:
1. Profile Page.
2. Bio Data I
3. Bio Data II
4. Mutable
5. Service
6. Leave Account
7. LTC
8. HBA
9. CGEGIS
10. CGHS
11. Security Details
12. Posting Reporting
13. Internal Audit
14. Disciplinary Cases
15. Employee Account
16. User Feedback
17. DSC Enroll
18. Service Book

Fig.PIMS.1

First of all, lets learn about how to use the modules of PIMS.

Search Employee
It allows Admin to find employees record and aid to perform any action.
To search any employee, perform the following steps :
As shown in Fig.PIMS.2 to edit or update any employees record, Admin should search an employee
first.

Enter the Employee Name, Code, Designation etc. in Search Screen and click on Search (
button (Fig.PIMS.2)

Fig.PIMS.2

As a result the screen displays employee record through which employee personal could be found as
shown in Fig.PIMS.3:

Fig.PIMS.3

Approve Registration
It allows the admin to verify and approves the new user details and enable the user to have the access for
PIMS application.
Steps involved in approving employee details are as follows:

Click on Approve Registration (

As a result screen appears as shown in Fig.PIMS.4, click on the Approve (

) tab.
) Button.

Fig.PIMS.4

As a result, the user details will be added into the PIMS and displays a message Registration
Approved Successfully as shown in Fig.PIMS.5:

Fig.PIMS.5

Create New User

It allows the Admin to create new user, also allows to add details pertaining to respective employee.
To create new user, perform the following steps:

Click on Create New User (

) button as shown in Fig.PIMS.6:

Fig.PIMS.6

As a result page appears as shown in Fig.PIMS.7, enter the employee details and click Submit (
) button.

Fig.PIMS.7

As a result employee details are saved and displays a message Data Saved Successfully.

User Feedback
It allows the Admin to legitimate and update the employees details on the request of employees pertaining to
their respective details.
Steps involved viewing an employee details are as follows:

Click on User Feedback (

As a result screen appears as shown in Fig.PIMS.8, click on the Click to Select (

Button.

) Tab.
)

Fig.PIMS.8

The screen appears which notifies the Module with its respective remarks for which the correction
needs to be taken by admin as shown in Fig.PIMS.9:

Fig.PIMS.9

Admin will correct and update the details.

Select on the checkbox respective to module description, click on Action Taken (

Button. ( Fig.PIMS.9)

As a result, the user details will be added and displays a message User Feedback Submitted
Successfully.

Profile Page
It consist the collective details of an employee from various module in a brief format. It enables the user to
view the details in just one view.
Steps involved viewing an employee details are as follows:

Click on Plus (

) button to view the corresponding the detail as shown in Fig.PIMS.10:

Fig.PIMS.10
Note:
Download PDF (
) button (Fig.PIMS.10) allows the Admin/User to view the collective details of all
modules in just one view, also it enables the user to take print as and when required.

Bio Data I
Bio Data I module has 10 sub links, let us examine about their functionality in detail, the links are shown in
Fig.PIMS.11:

Fig.PIMS.11

Employee Identity I
Employee Identification is divided into 2 parts as follows:
Employee Identity I
Employee Identity II
To perform on Employee Identification I, perform the following steps:

Go to Bio Data, click on Employee Identity I section displaying Personnel Details-I and Personal
Details-II as shown in Fig.PIMS.12:

Fig.PIMS.12

Enter or Update the data and click on Submit (

Successfully.

Note
Only PDF format are accepted to upload file

) button, a message is displayed Data Saved

Employee Identity II
Employee Identity is divided into 2 parts as follows:
Personnel detail-III
Personnel Detail-IV
To perform on Employee Identification II, perform the following:

Go to Bio Data I , click on Employee Identity II section displaying Personnel Details III and
Personnel Details IV as shown in Fig.PIMS.13:

Fig.PIMS.13

Provide the required data and click on Submit (

As a result, a message is displayed Data Saved Successfully.

Fig.PIMS.14

) button as shown in Fig.PIMS.14:

Bio data (Photograph)

Bio data Photograph allows admin to upload or update the photograph of an employee.
To upload photograph, perform the following steps:
Go to Bio Data I, click on Bio-Data (Photograph) section.

Upload the photo by, clicking on Choose File (

button as shown in Fig.PIMS.15:

) button and click on Submit (

Fig.PIMS.15

As a result, a message is displayed Data Saved Successfully.

Note
Jpg, gif, jpeg formats are only accepted to upload photograph. Edit (
corresponding photograph.

) button is used to edit the

Bio data (Signature)

Bio data Signature allows admin to upload the signature of the employees corresponding to their
PIMS account profile.
For Bio data (signature), perform the following steps:
Go to Bio Data I, click on Bio-Data (Signature) section and upload the signature.

Fig.PIMS.16

Click on the Choose File (

Fig.PIMS.16:

As a result, a message is displayed Data Saved Successfully.

) button and click on Submit (

Note:
1) Jpg and jpeg format are accepted to upload signature.
2) Edit (

) button is used to change the corresponding photograph.

) button, as shown in

Qualification
It allows admin to add or update qualification detail in respective employees account.
To add Qualification details, perform the following steps:

Go to Bio Data I module, click on Qualification section.

Fig.PIMS.17

Add qualification details and click on Submit (

As a result, a message is displayed Qualification Saved/Updated Successfully.

) button as shown in Fig.PIMS.17:

Note:
1) To edit the qualification details, Edit (

) button is used.

2) To download/Print the uploaded certificates View (

3)

) button is used.

Is used to view the employees degree list.

4)To view the last verified detail respective to section, Record (

5) Information (
modifying date.

) button is used.

) button provides detail of Creator and Verifier name, also it provides the

Additional Qualification
To add Additional Qualification details, perform the following steps:

Go to Bio Data I module, click on Additional Qualification section.

Add or update the details and click on Submit (

) button, as shown in Fig.PIMS.18:

Fig.PIMS.18

As a result, a message is displayed Data Saved Successfully.

Skill Set
To add Skill Sets, perform the following steps:

Go to Bio Data I, click on Skill Set section.

Provide skill details and click on Submit (

) buttons shown in Fig.PIMS.15:

Fig.PIMS.19

As a result, a message is displayed Data Saved Successfully.

Designation
To add Designation details, perform the following steps:

Go to Bio Data I, click on Designation.

Provide the required designation details and click on Submit (

Fig.PIMS.20:

) button as shown in

Fig.PIMS.20

As a result, a message is displayed Data Saved Successfully.

Permanent Address
To add Permanent Address details, perform the following steps:

Go to Bio Data I, click on Permanent Address section

Provide the required details and click on Submit (

) button as shown in Fig.PIMS.21:

Fig.PIMS.21

As a result, a message is displayed Data Saved Successfully.

Communication Address
To add Communication Address details, perform the following:

Go to Bio Data I, click on Communication Detail section.

Provide the required details and click on Submit (

Fig.PIMS.22

As a result, a message is displayed Data Saved Successfully.

) Button as shown in Fig.PIMS.22:

Bio Data II
Basically helps Admin to find employees salary record to perform any action. The module is shown in
Fig.PIMS.23:

Fig.PIMS.23

Salary Detail
Salary Detail is divided into 4 parts as follows:
Salary Detail I
Salary Detail II
Salary Allowance
Order Upload
To add Salary details, perform the following:
Go to Bio Data II, click on Salary Detail section

Provide the required details in salary I

For Salary detail II, select the check boxes as shown in Fig.PIMS.24 and add the salary details.

To add Salary Allowance details, click the Add (

(Fig.PIMS.24)

) button and click on Submit (

Fig.PIMS.24

As a result, a message is displayed Data Saved Successfully.

) button

Mutable
Basically allows Admin to add/Update employees personal record and enable to perform any action.
Mutable module has 3 sub links, let us examine about their functionality in detail, the links are shown in
Fig.PIMS.25:

Fig.PIMS.25

Family/Nominee Member
To add family member details, perform the following:

Go to mutable module, click on Family Member/Nominee section.

Click on the Add (

) button as shown in Fig.PIMS.26:

Fig.PIMS.26

As a result the following screen appears, add the data and click on Submit (
shown in Fig.PIMS.27:

Fig.PIMS.27

As a result a message is displayed Data Saved Successfully.

) button as

Nomination
Nomination Details is divided into 4 parts as follows:
Nomination for Gratuity
Nomination for GPF
Nomination for CGEGIS
Nomination for Pension
To perform on Nomination, perform the following steps:

Go to Mutable module, click on Nomination section and proceed as shown in Fig.PIMS.28:

Fig.PIMS.28
Nomination for Gratuity:

To update Nomination for gratuity, perform the following:

Click on Add (

) button corresponding to Nomination for Gratuity as shown in Fig.PIMS.29:

Fig.PIMS.29

Input the required details for Gratuity Details and click on Add Nominee (
shown in Fig.PIMS.30:

) button as

Fig.PIMS.30

Upload the nomination and enter the nomination date and click on Submit (
shown in Fig.PIMS.31:

Fig.PIMS.31

As a result a message is displayed Data saved successfully.

Note:
Similar steps to be followed for the Nomination for GPF/CGEGIS/Pension.

) button as

Certificates
To perform on Certificates, perform the following:

Go to Mutable, click on Certificates section.

Click on choose file (

Fig.PIMS.32:

) button to upload certificate and click on submit as shown in

Fig.PIMS.32

As a result a message is displayed Data Saved Successfully.

Note:
pdf format are only accepted to upload certificate.

Service
Services provide details regarding employees entire history of his/her service.
Service module has 4 sub sections, let us examine about their functionality in detail, the sections are shown in
Fig.PIMS.33:

Fig.PIMS.33

Foreign
To add Foreign Service details, perform the following steps:

Go to Service, click on Foreign section.

Provide the required details and click on Submit (

) button as shown in Fig.PIMS.34:

Fig.PIMS.34

As a result, a message is displayed Data Saved Successfully.

History
To add History details, perform the following:

Go to Service, click on History section.

Provide the required details and click on Submit (

Fig.PIMS.35

As a result a message is displayed Data Saved Successfully.

) button as shown in Fig.PIMS.35:

Non Qualifying Period

Period during which the employees are not in service in a contrary stage is called Non qualifying period. For
e.g. Apprentice service, extraordinary leave without medical certificate, suspension as penalty, unauthorized
absence, interruption in service.
To add Non Qualifying Period, perform the following steps:

Go to Service, click on Non Qualifying Period section.

Provide the required details and click on Submit (

Fig.PIMS.36

As a result, a message is displayed Data Saved Successfully.

) button as shown in Fig.PIMS.36:

Certificates
This section allows admin to issues a certificate to the employee for their qualifying services.

Go to Service, click on Certificates section.

Provide the required details and click on Submit (

Fig.PIMS.37

) button as shown in Fig.PIMS.37:

Leave Account
Leave Account helps Admin to Maintain and manage the leave account summary of employees.
Leave Account is categorized into two sections as shown in Fig.PIMS.38:
Leave Account I
Leave Account II

Fig.PIMS.38
Let us see in detail Leave Account I and Leave Account II.

Leave Account I
Leave Account helps the Admin to understand the record of Leaves maintained for respective employees.
To update Leave Account I details, perform the following steps:
Go to Leave Account, click on Leave Account I section.

Leave Account I details page appears, select the Earned Leave and Half Pay Leave as shown in
Fig.PIMS.39:

Fig.PIMS.39

As a result respective selected page appears, enter the details and click on Submit (
button as shown in Fig.PIMS.40:

Fig.PIMS.40

As a result, a message is displayed Data Saved Successfully.

Note:
Similar steps to be followed for Half Pay Leave.

Leave Account II
Leave Account helps to understand the Sanctioned or cancelled leaves details for the respective employee.
To update Leave Account II details, perform the following steps:
Go to Leave Account, click on Leave Account II section.

As a result Leave Account II details page appears, to Sanction or Cancel the leave, update data and
click on Submit (

) button as shown in Fig.PIMS.41:

Fig.PIMS.41

As a result a message is displayed Data Saved Successfully.

LTC
LTC details help Admin to maintain the Leave Trivial Concession details for an employee.
To add LTC details, perform the following steps:

Go to LTC module as shown in Fig.PIMS.42:

Fig.PIMS.42

LTC Detail page appears, enter or update details and click on Submit (
Fig.PIMS.43:

) button as shown in

Fig.PIMS.43

As a result a message is displayed Data Saved Successfully.

HBA
HBA Details helps Admin to maintain records for an employee regarding House Building Allowances.
HBA is categorized into two sections as shown in Fig.PIMS.44:
Amount Sanctioned
Installment Paid

Fig.PIMS.44

Let us see in detail Amount Sanctioned and Installment Paid.

Amount Sanctioned
To perform on Amount Sanctioned, perform the following steps:

Go to HBA, click on Amount Sanctioned section.

Enter/Update details and click on the Submit (

) button shown in Fig.PIMS.45:

Fig.PIMS.45

As a result, a message is displayed Data Saved Successfully.

Installment Paid

Go to HBA, click on Installment Paid section.

Enter or update the details and click on the Submit (

Fig.PIMS.46

As a result a message is displayed Data Saved Successfully.

) button shown in Fig.PIMS.46:

CGEGIS
CGEGIS helps admin to manage the entire details regarding to Central Government Employee Group
Insurance Scheme for the respective employees.
To update CGEGIS details, perform the following:

Go to CGEGIS module as shown in Fig.PIMS.47:

Fig.PIMS.47

Enter the required details and click on Submit (

) button as shown in Fig.PIMS.48:

Fig.PIMS.48

As a result, a message is displayed Data Saved Successfully.

CGHS
CGHS helps admin to understand and maintain the Health scheme for respective employees.
To update CGHS details, perform the following steps:

Go to CGHS module as shown in Fig.PIMS.49:

Fig.PIMS.49

As a result CGHS details page appear, enter the required details and click on Submit (
button as shown in Fig.PIMS.50:

Fig.PIMS.50

As a result, a message is displayed Data Saved Successfully.

Security Details
Security Details provides official details like identity card related information of an employee with respect to
an organization.
To update Security Details, perform the following:
Go to Security Details module as shown in Fig.PIMS.51:

Fig.PIMS.51

Security Details page appears enter details and click on Submit (

Fig.PIMS.52:

) button as shown in

Fig.PIMS.52

As a result a message is displayed Security Saved/Updated Successfully.

Posting Reporting
Posting Reporting provides posting details of an employee with respect to an organization and allows admin
to manage and update the respective details.
To update Posting Details, perform the following:
Go to Posting Reporting module as shown in Fig.PIMS.53:

Fig.PIMS.53

Posting Reporting page appears, enter details and click on Submit (

Fig.PIMS.54:

) button as shown in

Fig.PIMS.54

As a result a message is displayed Posting Saved/Updated Successfully.

Internal Audit
Internal Audit provides details regarding Audit of an employee with respect to an organization.
To update Internal Audit Details, perform the following steps:

Go to Internal Audit Details as shown in Fig.PIMS.55:

Fig.PIMS.55

Audit Details page appears enter details and Submit as shown in Fig.PIMS.56:

Fig.PIMS.56

As a result, a message is displayed Data Saved Successfully.

Disciplinary Cases
Disciplinary Cases provides details with respect to actions taken against an employee if any.
To update Disciplinary cases, perform the following steps:

Go to Disciplinary Cases module as shown in Fig.PIMS.57:

Fig.PIMS.57

Input the required details with respect to Nature of Penalty imposed, and click on Submit (
button as shown in Fig.PIMS.58:

Fig.PIMS.58

As a result a message is displayed Data Saved Successfully.

Note:
1) Nature of penalty changes in accordance to the selection of Nature of Penalty Imposed.
2) From Date and To date are mandatory fields.

Employee Account
Employee account module allows admin to update login-ID of an employee through Update Login-ID
section.
To update login-ID, perform the following steps:

Go to Employee Account module and click on Update login-Id section as shown in Fig.PIMS.59:

Fig.PIMS.59

Enter the login-Id corresponding to login-Id and Click on Update Log-in ID (

As a result, a message is displayed Data Saved Successfully.

) button.

User Feedback
Note:
Refer to User Feedback section discussed above.

DSC Enroll
DSC Enroll is crucial and important aspects as all reports are digitally signed.

Go to DSC Enroll module as shown in Fig.PIMS.60:

Fig.PIMS.60

As a result the page appears is shown in Fig.PIMS.61, select the data and click on the Register button.

Fig.PIMS.61

As a result the window security page appears is shown in Fig.PIMS.62, enter the PIN and click on the
OK (
) button.

Fig.PIMS.62

As a result the message pop up appears as shown in Fig.PIMS.63, and click on the OK button as
shown in Fig.PIMS.63:

Fig.PIMS.63

Service Book
Service book is an automated book used to view physical service book in the form of Online Service Book.
Note:
Service Book gets generated automatically once the record is verified and submitted by the verifier.
To view the service book, perform the following steps:

Go to Service Book and click on Play (

) button to view the entire service book as shown in

Fig.PIMS.64:

Fig.PIMS.64

Fig.PIMS.65

Fig.PIMS.66

Fig.PIMS.67

Fig.PIMS.68

Fig.PIMS.69

Fig.PIMS.70

Fig.PIMS.71

Fig.PIMS.72

Role Verifier

Verifier Role
Verifier account consists of following modules:
1. Profile Page
2. Bio Data I
3. Bio Data II
4. Mutable
5. Service
6. Leave Account
7. LTC
8. HBA
9. CGEGIS
10. CGHS
11. Security Details
12. Posting Reporting
13. Internal Audit
14. Disciplinary Cases
15. Employee Account
16. User Feedback
17. DSC Enroll
18. Service Book
Note:
1) All the modules stated above are same as Admin Role the only difference is that the verifier digitally signs
and submit the details of the user using Sign & Submit (
) Button.
2) Under Support Document & Remarks the uploaded proof should also be digitally signed.