reforms from within reforming personnel … sector self employment success ... defining hr related...

Reforms from Within

Reforming Personnel Management in

Government

GOVERNMENT OF GUJARAT

© Dhananjay Dwivedi

GAD, Gujarat

Driving Philosophy Behind GOG Reforms

Improve Efficiency of Public Service Delivery

Tap Cream of the market

Enable the Government become the Market Maker for the Skill Development in the Society

Provide to the Youth of Gujarat an opportunity for doing Public Service

Efficiently Manage Human Resource of Government

Bring in Certainty of Career Progression

Weed out the inefficient


GAD, Gujarat

Reposition the Public SectorO

pp

ort

un

itie

s

Job Market

Government

Private Sector

Self Employment

Success

Ingre

die

nts

of

a

com

pet

itiv

e P

ub

lic

Sec

tor

Job

Mar

ket


GAD, Gujarat

GOG Reforms in Personnel Management

Recruitment Calendar

Pre-eligibility Examination

GPSC Capacity Building

Redesigning Structure of Competitive Examination

Skill Specific Cadres: IT Cadre, Legal Cadre

Human Resource Management System (HRMS)

PAR Policy for State Civil Services Officers

Promotion Policy

Policy for Review at 50-55 Years

Skill Building of Personnel in Government

Pre-recruitment Post-recruitment

PRE-RECRUITMENT

ELIGIBILITY TEST


GAD, Gujarat

The time taken by GPSC to conduct Combined

Class I & II Examinations over last five cycles

0

500

1000

1500

2000

2500

Requisition to

Notification

Notification to

Preliminary

Prelims to

Mains

Mains to

Interview

Interview to

Result

Total Days

1989

1990

1992

1997

2006

Recruitment cycle (GPSC) in Days


GAD, Gujarat

Candidates appearing in Multiple Examinations

• Number of aspiring students puts burden on the system

resources – Budget proposed for recruiting 18 social

welfare inspectors – 1.3 Crores

• At least One Lakh Candidates took 4 Examinations

0

100000

200000

300000

400000

500000

600000

700000

800000

900000

1 2 3 4 5 6 7 8 9 10 11

No. of

Candidates

No. of Examinations Appeared


Recruiting in to the Government

PRETRecruitment

Rules

Recruitment

Test

Personality

Assessment

Cream of the

Pool

• PRET Benchmarks all aspiring youths to the same denominator

• Recruitment Rules Connect Relevancy of Past Experiences with the Future Assignment

• Skill Testing in the Subject Domain

• Suitability for the Job Type

• The Best, Most Committed, chosen for the Public Service

PRET IS A SCALABLE MODEL TO CREATE

NATIONAL EXAMINATION INFRASTRUCTURE

NATIONAL DATABANK OF QUESTIONS

NATIONAL SCREENING TEST

TO DELIVER TO THE YOUTH A ROAD MAP TO SUCCESS IN LIFE


GAD, Gujarat

Pre-Recruitment Eligibility Test:

• Pre-Recruitment Eligibility Examination

• Standardized scores

• Frequency : Once Every Week; Multiple Attempts

Permitted with Three Months Cooling Off

• Validity: Three Years

• Cut off Benchmarks for Writing Class I, Class II, Class

I&II, Class III Examination

Eligibility For Benchmark Percentile Score

Class I 75

Class II 70

Class III 60


Minimum Inconvenience Maximum Deliverance

PRET

Pre Eligibility Test

Recruitment Management

Departmental Examinations

CCC+

Certified Job Portal

Candidate Profile

Management

Computerized Test

Adaptive & Standard

Mode

Financial Inclusion

Innovation


PRET Ecosystem

PrET

Candidates

Vacancy

Information

Departments

• Departmental

Exams

• CCC Training

GPSSB

GSSSB

GPSC

Application

Assessment

• Recruitment

Backbone

• Efficiency in

Process

Efficiency

Faster

Recruitment

Government

Skilled Personnel

Market Players

Coaching Center

• Job Trends

• Skilling


GAD, Gujarat

PRET Space

PRET


PRET

HRMS Recruitment Module

Data

Center

District Level Examination Centers

Central Side

Infrastructure

Question Paper & Answer Key

PRET Platform

HRMS For Requisition Generation

Centralized

Live-Video

Monitoring

Facility

(NOC

Center)

DEMONSTRATION

s1.registernow.in/pret/_Registration/Default.aspx

s1.registernow.in/pret/_Registration/Default.aspx

RECRUITMENT

CALENDAR


GAD, Gujarat

A Definitive Number for 293

Cadres for Each of Next Ten

Years + Many Time Relevant

Restructuring Decisions+

Sanctity to The Numbers

RECRUITMENT

CALENDAR


GAD, Gujarat

Recruitment Calendar is About ……

Coaching Classes

Students

Office Rentals

Media & Classifieds

Giving a Boost to a Segment of The Market


GAD, Gujarat


Saving Tons of Efforts over Next Ten Years

Saving More Than 3000 Files and Processes Over Next Ten Years

Saving Valuable Time of Decision Makers

Defining HR Related Non Plan Budget Roadmap

5 Person Months of

Top Management

16 Person Months of

Middle Management

33 Persons Months of

Support staff


GAD, Gujarat


Preventing Youth from Making Uninformed Choices


GAD, Gujarat


Letting the Recruiting Agencies Optimize Their Performance

0

500

1000

1500

2000

2500

Requisition to

Notification

Notification to

Preliminary

Prelims to

Mains

Mains to

Interview

Interview to

Result

Total Days

1989

1990

1992

1997

2006

Recruitment cycle (GPSC) in Days


GAD, Gujarat


Letting Recruiting Agencies Plan Their Workload

0

500

1000

1500

2000

2500

3000

3500

4000

4500

0

50

100

150

200

250

1981

1982

1983

1984

1985

1986

1987

1988

1989

1990

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

2001

2002

2003

2004

2005

2006

2007

2008

2009

2010

Posts

Recruited

Advertise

ments

GPSC Recruitment over 30 years


GAD, Gujarat


Reducing Recruitment Related Litigations

0

20

40

60

80

100

120

1995

1996

1997

1998

1999

2000

2001

2002

2003

2004

2005

2006

2007

2008

2009

2010

2011

2012

Total Court Cases against GPSC

0

5

10

15

20

25

30

35

40

45

50

No. of High Court Cases in last four GCS

Requisitions


GAD, Gujarat


Ensuring a Healthy Feeder to Cadres Filled By Promotion

-25

-20

-15

-10

-5

0

5

10

2013 2104 2015 2016 2017 2018

Under Secretary

Retirement

Induction


GAD, Gujarat


Ensuring Talent At All Levels of The Government

0

20

40

60

80

100

120

140

2013 2014 2015 2016 2017 2018

Secretariat Structure in Auto Mode: Next Five Years

Additional

Secretary

Joint

secretary

Deputy

Secretary

Under

Secretary


GAD, Gujarat


Removing

Structural

Distortions

in cadres


GAD, Gujarat


Providing A Market Place for Skill Assessment for Specialists

Super Specialists

Taxidermist

Museum Curator

Library Cataloger

Archaeologist


GAD, Gujarat


Beliefs, Faith, and Face of the Government

Good Governance

Young Face

Fresh Ideas & Youthful Energy

Inter-Cadre Mobility

Belief In Government Action


GAD, Gujarat


Processes which can be carried out from within the Government,

which can bring about Outcomes which are of very high

proportions, otherwise unachievable by outside experts.

APPROACH


THE BUY IN FROM THE GOVERNMENT

Detailed Analysis to

Convince the

Government to Agree to

Decision on Four

Principles

• Projection Based

Recruitment

• Post Based

Recruitment

• Phasing in Recruitment

to Deal with Backlog

of Vacancies

• Regular Year wise

Recruitment

0.00

20.00

40.00

60.00

80.00

100.00

120.00

140.00

160.00

180.00

Assistant MoterVehicle

Inspector

Moter VehicleInspector Assitt.Regional

TransportOfficer

RegionalTransport

Officer

Joint Director

GLIMPSES OF ANALYSIS


GAD, Gujarat

Vacancy Position Across Departments

Source: Census by Finance department

0.0%

20.0%

40.0%

60.0%

80.0%

100.0%

Lab

ou

r an

d E

mp

loym

en

t D

ep

artm

ent

Lega

l De

par

tme

nt

Legi

slat

ive

& P

arlia

men

tary

Aff

airs

De

par

tme

nt

Nar

mad

a W

ate

r R

eso

urc

es &

Wat

er S

up

ply

Dep

artm

ent

Pan

chay

at, R

ura

l Ho

usi

ng

& R

ura

l Dev

elo

pm

en

t

Po

rt a

nd

Fis

her

ies

Dep

artm

ent

Rev

enu

e D

epar

tme

nt

Ro

ad a

nd

Bu

ildin

g D

ep

artm

en

t

Scie

nce

an

d T

ech

no

logy

Dep

artm

ent

Soci

al J

ust

ice

and

Em

po

wer

me

nt

De

par

tmen

t

Spo

rts,

Yo

uth

an

d C

ult

ura

l Act

ivit

ies

De

par

tme

nt

Tri

bal

Dev

elo

pm

ent

Dep

artm

ent

Urb

an D

eve

lop

men

t an

d U

rban

Ho

usi

ng

De

par

tmen

t

Wo

man

an

d C

hild

De

velo

pm

ent

Vacancy

Filled-in Posts


GAD, Gujarat

Pay Based Vacancy Analysis


GAD, Gujarat

Desperation to push up the Feeder Cadres: Balance Between Direct Recruitment and Promotions – DPC for Select Cadres

Director Primary Education

Joint Secretary

GAS (Sr. Scale)

Joint Director (Training)

Dy Director (Settlement

Commissioner)

Jt. Director (Health)

Jt Dir (DAT Cadre)

Dy. Commissioner (Commercial

Tax

Dy Dir (Planning)

Mamlatdar

TDO

20082003 2004 2005 2006 2007 2009 2010 2011 2012 2013


GAD, Gujarat

Finance Department

0.00

100.00

200.00

300.00

400.00

500.00

600.00

700.00

800.00

CommercialTax Officer Cl-II Assistant

Commissionerof Commercial

Tax Cl--1

DeputyCommissionerof Commercial

Tax Cl--1

JointCommissionerof Commercial

Tax Cl-I

0

TotalVacancies

Total postsfilled in

Doing Cadre Structure Analysis of 741 Cadres


GAD, Gujarat

Assistant District Registrar - Co-operatives

0.00

20.00

40.00

60.00

80.00

100.00

120.00

140.00

160.00

180.00

200.00

Total

Direct

Vacant

Filled in

Doing Post Analysis for Direct Vs. Promotion Quota


GAD, Gujarat

Three Options for Direct Recruitment: Taluka

Development Officer Cadre

-40.0

-20.0

0.0

20.0

40.0

60.0

80.0

100.0

120.0

140.0

160.0

2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023

At 50%RecruitmentRate

At one ThirdRate

As PerProposedRecruitment

Projectedmove outfrom thepost

Calibrating The Phasing Schedule for Backlog of Vacancies


GAD, Gujarat

Recruitment Calendar: Outcome in Numbers

741 Cadres

38808 New

Posts

3368 Posts

Abolished

303 Cadres

Merged to 60

Recruitment

to 293 Cadres

Cadre Strength

Revised 230 Cadres

Recruitment

153576

52 RR Digitized

PH Quota

Determination in

197 Cadres


Beyond Boundaries: Restructuring

Abolition of Technology Irrelevant Cadres in

Printing & Stationary

Substituting Auditors in Cooperation

Department by Technology

Reforms in Home Department –Road map for

Separating Investigating

Wing from Law & Order Wing

Creation of Youth

Development Officers’ Cadre

for Sports Infrastructure up

to Block Level

Horizontally Merging 4 Parallel

Administrative Cadre Wings of Directorates of SJED in to 1

Creating a Cadre of Research

Scientists and Converting Animal Breeding Centers

into Genetics Research Facility

Merging Typists, Clerks, Type cum Typists etc. in to

One Cadre

Strengthening New & Upcoming

Sectors Such as Surveyors, Town Planning Cadres


GAD, Gujarat

Government of Gujarat Over Next Ten

Years

491414498993 500225 499822 499095 496876 493845 489895 487294 484391

0

100000

200000

300000

400000

500000

600000

-20000

-10000

0

10000

20000

30000

40000

2014 2015 2016 2017 2018 2019 2020 2021 2022 2023

Recruitments

Retirements

Total Work

Force

Projecting The Shape of The Government


GAD, Gujarat

Empowering Youth – Accountability to Government

Courts can Issue Writ of Mandamus For Enforcement of Recruitment Calendar


GAD, Gujarat

A Definitive Number for 293

Cadres for Each of Next Ten

Years + Lot of Sanctity to

The Numbers

RECRUITMENT

CALENDAR


GAD, Gujarat

Approach to Recruitment Calendar

• Ask Ask Ask ……. • Why do we need this Cadre?

• What is the Cadre Structure?

• How does it look?

• What are the Parallels for the Cadre Hierarchy?

• What does the cadre person do at the office?

• Has IT Substituted him/her? A part of him/her?

• Can IT and Law substitute Him/Her?

• What Functions can be Transferred Up/Down?

• How many such or similar cadres in the Department / Organization?

• Can similar cadres be merged? – Vertically / Horizontally?

• How many layers in the Cadre?

• Where is the Decision Making Level?

• How many layers before Decision Making Layer? (Only 2!!)

• What is financial implication (12-24, 9-18-27 Scheme)

• Decision Making• What Should be The Cadre Strength?

• What should be the ratio of Recruitment?

• How much by Promotion, How much by Semi Direct?

• What should be the time before Promotions?

• When will Addition and Deletions to the Cadre strength Become Effective?


GAD, Gujarat

3% Dy. Mam Mamlatdar GAS Jr Scale GAS Sr Scale GAS Sel Scale GAS Apex Scale IAS

Total posts

Attributed to

Annual

Recruitment

Ratio 0.25 0.25 0.333333333 0 0 0

78

14

57

174

488

509

3684

Direct 921 127 163 0 0 0 0

Promotion 2763 382 325 174 57 14 78

Dy. Mamlatdar 921 382 122 0 0 0 0 1425 43

Mamlatdar 127 203 116 38 0 13 498 15

Dy. Col 163 58 19 0 65 305 9

Mamlatdar Outplaces Dy. Mamlatdar by 5:1 for Promotion to Dy. Collector

Dy. Mamlatdar will not reach to Additional Collector for Promotion

Dy Collector will outplace Mamlatdar by a Ratio of 5:1 for Promotion to IAS

Current Vacancies & Promotions

Vacancies 800 160 220 57 21 14

Vacancies against DR 350 155 180 0 0 0

Vacancies Attributed to

Dy. Mamlatdar 350 5 15 370

Mamlatdar 155 25 38 14 232

Dy Collector 180 19 7 14 220

Front Loading Schedule

Vacancies Yr1 Yr2 Yr3 Yr4 Yr5

0.3 0.3 0.2 0.15 0.05

Dy. Mamlatdar 370 111 111 74 56 19

Mamlatdar 232 70 70 46 35 12

Dy Collector 220 66 66 44 33 11

Ideal Recruitment Plan

Cadre Strength

Posts Attributed

Ideal Recruitment Plan.xlsx

Ideal Recruitment Plan.xlsx


GAD, Gujarat

Yr1 Yr2 Yr3 Yr4 Yr5 Yr6 Yr7 Yr8 Yr9 Yr10

Dy. Mamlatdar 413 154 154 117 98 61 43 43 43 43

Mamlatdar 247 85 85 61 50 27 15 15 15 15

Dy Collector 229 75 75 53 42 20 9 9 9 9

Recruitment Plan

RECRUITMENT CALENDAR REQUIRES DISPASSIONATE

APPROACH WHEREIN EVERYONE RISES ABOVE

HIS/HER OWN CADRES AND THINKS OF THE

GOVERNMENT AS A WHOLE. THE CADRE

CONTROLLING AUTHORITIES HAVE TO COMMIT TO THE

7 GUIDING PRINCIPLES THAT GUJARAT CHOSE FOR

ITSELF WHILE UNDERTAKING REFORMS.

SATHI

An IT Enabled Government of Gujarat

Initiative for Human Resource Management


SATHI: Complete ERP

Performance and

Succession

Management

LearningRecruiting

Planning and

Analytics

HCM Service

Delivery

Talent Management

Scheduling and

Deployment

Performance Management

Succession Management

Competency Management

Compensation Management

State Level HR

and Payroll Employee Administration

Organizational Management

Benefits Management

Payroll Processing

Manager Portal

Employee Portal

Employee Interaction Center

Decision Support

System

Manpower

Budgeting

Scheduling Optimization

Communication & Broadcast

Recruiting

On-boarding

Training and skill mapping

E-Learning

Employee Data

Organizational Data

Competency Data


SATHI – At a Glance

SATHI

20000 Supervisory

Nodes

Scalable

DSS Centered

Multiple UIModular

Build

Integrated Application

E Learning Portal

Numerical

Geographic

http://hrmslearning.gujarat.gov.in/gujhrms

http://hrmslearning.gujarat.gov.in/gujhrms


GAD, Gujarat

Expectations From An ERP System

Government – Policy Perspective

Decision Support

Forecasting Tools

Officer – Management Support

Process Support

Information Support

Employees - Empowerment

Benefits Self Service


GAD, Gujarat

Policy Perspective

Total Number of Employees Retiring Over a Specified Period

Employee Strength Forecast Over Next 5-10 Years

Vacancy Distribution Across Districts

Cash Outgo on Account of Medical / Travel Cost Reimbursements

Employee Strength for Different Job Functions

Visual Posting Profile for Team Building / Interest Avoidance

Skill / Competency Based Search of Employee Database

120 plus reports

to facilitate

policy making


Average Headcount over 4 quarters

No of New Joinees Current and Previous Year


Employee Rating Attributes

Vacant Positions

Cadre Wise


Age Wise Gender Wise Manpower Report

Age Wise Gender Wise Average Length Of

Service


Period Wise Department Wise Annual Comparison of Vacant Positions

Cadre-wise Annual Comparison of

Vacant Positions


Cadre-wise

Employee

Strength

Posting Profile


GAD, Gujarat

Management Perspective

Number of Employees Present or Absent

Filled In Position Distribution in Subordinate Offices

Online Communication to Pre-designated Mailing List

Pending Administrative Processes – PAR, TA/DA, DPC, 50-55 Review

Pending Work Process Monitoring – Loan/Advances, GPF, Interest

Human Resource Budgeting

Talent Management - Skill / Competency Assessment, Training

100 plus reports

to facilitate

Managerial

Decisions


GAD, Gujarat

Manager View of Team Talent


Employee Absence and Attendance Calendar

Department wise Daily Summary


Department wise Vacancies Summary

Department wise Employee Activities


Training-wise participation from own Department

Online Communication – Notifications

Employee Profiles from own Department


GAD, Gujarat

Employee Empowerment

Employee Profile – Service Book – Complete Transparency

Standard Application of Rules - Uniformity

Faster Benefits Management

Online Learning – Skill Building & Competency Enhancement

Skill Position Matching – A Job of Employees’ Liking

Talent Profile & Feedback on Performance

Face to The Employee – Motivation & Empowerment

50 Plus Reports

To Empower

Employees


GAD, Gujarat

Employee Payslip


GAD, Gujarat

Employee FORM 16


GAD, Gujarat

Employee Declarations – Income Tax, APR


GAD, Gujarat

Employee Leave Order


GAD, Gujarat

Employee Letters & Certificates


GAD, Gujarat

Employee Training & Skill Profile


GAD, Gujarat

Integrated Processes

Talent Management

• Recruiting

• Career Planning

• Transfers

• Training

• PAR Management

Business Process Management

• Employee Administration

• Organizational Management

• Benefits Management

• Payroll

HR Deployment

• Manpower Planning & Budgeting

• Transfers & Postings

• Organizational Restructuring

Manpower Planning and Analytics

Government Program Delivery

• Strategic Planning

• Non Plan Budget Planning

• Employee Benefit Analysis

• Reporting & Benchmarking

• MIS

• Employee Self service

• Superior Officer Self Service

• Skill Position Mapping

• Training Needs Analysis

• IFMS Integration


GAD, Gujarat

Benefits to Government of Gujarat

Organization Snapshot

Electronic Database Paradigm Shift: Employee to

Resource

Skill – Position Mapping

Transparent Benefit Management

No Duplication Standardized Process Manpower Budgeting

Employee Benefit Health Card

Talent Management

Common Communication


GAD, Gujarat

Present Model of Personnel Management

Department Secretary

Deputy Secretary

Under Secretary

2-3 Section Officer

2-4 Deputy Section Officer

Head of Department

Asstt / DyDirector

Administrative Officer

Head Clerk

2-3 Senior Clerk

2-3 Junior Clerk

Office Head

Head Clerk

2 Senior Clerk

2-3 Junior Clerk

All Employees


Agriculture & Co-Operation Dept.


GAD, Gujarat

20% in Personnel Management and 10% in

Accounting Branch Across Organizations

21%

9%

70%

Directorate of Agriculture

Admin Wing

Accounts

Programs

Department / HOD Total Count EST / ADMIN /

SERV

% Of

Headcount

1 Agriculture 154 98 63.6%

2 Comm Of Fisheries 173 46 26.6%

3 Director of Animal

Husbandry

229 17 7.4%

4 Director Of Horticulture 91 33 36.3%

5 Reg Of Co-Op Societies 255 64 25.1%TOTAL 983 258 26.25%

26%

74%

Agriculture Department

Establishment

Programs


Agriculture & Co-operation DepartmentClasswise strength in Department

Class of

employee Total strength in Dept.

Strength in Establishment &

Accounts branch In Percentage of TotalClass-1 20 3 15%

Class-2 28 4 14.28%

Class-3 127 30 23.62%

Class-4 38 15 39.47%

TOTAL 213 52

In Percentage 100% 24.41%

Directorate of Agriculture Classwise strength in HOD Office

Class of

employee

Total strength in HOD

office Strength in Admin branch

Strength in Account

branchClass-1 27 1 (3.70%) 1(3.70%)

Class-2 94 1(1.06%) 3(3.19%)

Class-3 187 63(33.68%) 23(12.29%)

Class-4 33 7(21.21%) 3(9.09%)

TOTAL 341 72 30

In Percentage 100% 21.11% 8.79%


GAD, Gujarat

Centralize or Not Centralize?

Centralized HR over Decentralized HR

Advantages

Lower HR Cost

More Resources in Program Delivery

Standardized Processes

More Time for Planning of Programs

Manpower Budgeting Can be Realized

Specialized Persons to Manage HR

Transactions Simpler

Questions

Concentration of Responsibility with Central Cell

Resistance to Change


GAD, Gujarat

Present And Future Of Personnel Management

Department Secretary

Deputy Secretary

Under Secretary

2-3 Section Officer

2-4 Deputy Section Officer

Head of Department

Asstt / DyDirector

Administrative Officer

Head Clerk

2-3 Senior Clerk

2-3 Junior Clerk

Office Head

Head Clerk

2 Senior Clerk

2-3 Junior Clerk

SATHI

Secretary

First Support / HoD

Head of

Office

All Employees

All Employees


Challenges ….

Challenges

Data Digitization

User Adoption

Process Re-engineering

Knowledge Transfer

SATHI will SucceedONLY IF Every DecisionMaker is ComputerSavvy.

ONLY IF we captureservice book relatedinformation of everyemployee at the earliest.

ONLY IF Every userowns SATHI

Reforms in Personnel Management

Government of Gujarat

reforms from within reforming personnel … sector self employment success ... defining hr related...

Documents