HRMS Manuals and Guidelines for Indian Railway Employees

What is HRMS?

Human Resource Management System (HRMS) project is a comprehensive plan for digitization of complete HR process of Indian Railway. Total 21 modules has been planned in HRMS.

HRMS Manuals & Guidelines

• E-SR
• Employee Self Service (ESS)
• E-PASS
• E-APAR
• PF Loan & Advance
• PRCP & Widow Pass
• Settlement
• Office Order

• How to Login on HRMS?
• How to Reset HRMS Password?
• A Guide for use of DSC?
• HRMS Helpdesk Mobile Numbers

Basic data entry of around 97% railway employees has been completed in Employee master and E-Service record modules of HRMS which had been launched last year.

Why HRMS for Railway Employees?

Human Resource Management System (HRMS) will allow Railway employees to view their details related to their Increments, Promotions, Awards, Transfers, Postings, Leave, Training, and composition of Family as per records and Nominations for retirement benefits. This information is not readily available to employee at present. It brings transparency to administration.

HRMS Manuals and Guidelines are very helpful in understanding the use of HRMS portal.

HRMS Manuals and Guidelines

Guidelines for updating Executive SR

Executive Record sheet is initiative to capture and display data related to service history of officers of Indian Railways. It has information about Basic details of Officers along with their educational qualification, experience, trainings, awards and publication.

• Guideline for updating Executive SR in HRMS
• Video guide for updating executive SR

Guidelines for e-PASS Module

Here is the complete guide to issue e-Pass by Railway Employee, Clerks, and Pass issuing authority.

1. e-PASS Guidelines for Railway Employee
   • Declaration of Manual Passes & Pass Family
   • Application for New E-Pass
   • Application for Split Pass
   • e-Pass Cancellation Request
   • Send OTP for ticket Booking
2. e-PASS Guidelines for Pass Clerk
   • Manual Pass Entry
   • Acceptance of Family Declaration
   • Accept various Pass applications
     • e-PASS Application
     • Split Pass Application
     • Pass Cancellation Request
3. e-PASS Guidelines for Pass Issuing Authority (PIA)
   • Issue Pass
   • Issue Split Pass
   • Pass Cancellation Request

User Manuals for E-Pass Module-

• e-PASS Guidelines for Unit Admin and Pass Admin
• e-PASS Guidelines for Pass Clerk and PIA
• e-PASS Guidelines for Employee
• e-PASS circular of Railway Board dated 14.08.2020
• e-Pass PPT
• e-Pass Manual
• e-Pass Manual for Employee

Guidelines for Settlement Module

On an average, approximately 30 thousand employees superannuate from different Units of Indian Railways every year. The processes followed to finalise settlement claim of an employee is cumbersome.

This web-based Settlement System under HRMS enables the authorities to finalise the settlement of superannuating employee with ease and convenience.

• Settlement Manual

The Settlement System under HRMS displays notification alert to the concerned Service Record Dealing Clerk (SR-DC) to initiate Settlement Process for the employee due to superannuate in next 6 months.

The Settlement System partly pre-populates the Service Record Summary form and presents it before the SR-DC. SR-DC fills in the required information and submits it to the Service Record Verifying Authority (SR-VA) for verification.

SR-VA verifies the service record summary form and forwards it to Service Record Accepting Authority for approval. If found incorrect, SR-VA returns the form with remark to the SR-DC, for necessary correction. SR-VA accepts the Service Record Summary Form if found correct or else returns to the SR-DC for necessary correction. The approved Service Record Summary Form is sent to Settlement Section for necessary action.

Guidelines for Office Order Module

• Guidelines 
• IR HRMS presentation– From Entry, Transfer, Promotion & Exit
• IR HRMS- Office Order User Manual

Salient Features of Office Order Module:

 Office order module captures all career events of an employee from Entry in IR to Exit.
 It generates all office orders and simultaneously updates all data in HRMS /IPAS with trigger of joining / relieving date entry.
 Transparency in terms of instant availability of office order to all stake
holders including employee concerned through SMS and reflection on the
dashboard of all concerned.
 Use of QR code which contains information of Office Order attributes and a link to view the actual office Order. It makes the system tamper proof.
 Option to use Voice-to-text feature. Using this a user will be able to enter
details in Pre-text and Post-text Option to create Customized templates for
use with different kinds of Office Orders.
 Auto-fetching of existing details (Name, deptt, designation, pay level etc) of employee involved in the Office Order.
 Bilingual format (Office Order are available in English and Hindi)
 Security with use of DSC by the Accepting Authority while issuing Office Order. Can be made available to general public, if desired.

Guidelines for APAR Module

APAR module on HRMS portal is applicable for only Non-Gazetted employees of Indian Railways. Gazetted officers including Group-‘B’ officers have to fill their APAR on SPARROW website.

• Guidelines 
• Master Circular No. 28– Confidential Reports of Non-gazetted Railway servants
• What is APAR module?
• APAR user manual
• Step by step flow on APAR module
• IR HRMS APAR TRAINING VIDEO in ENGLISH

• IR-HRMS APAR TRAINING VIDEO in HINDI

Salient Features of E-APAR Module:

 It has all the features of SPARROW and has provided facility beyond that for ease of use of all stake holders in terms of writing APAR for non-gazetted employees of all departments of IR.
 Bilingual format (Office Order are available in English and Hindi) Option to create Customized templates for use with different kinds of rating of an
APAR. (e.g. for Very Good, Outstanding etc).
 Option to use Voice-to-text feature. Using this, user will be able to enter details against any attribute of APAR.
 Predictive text feature for input. User will get a list of possible texts based
on part of text typed to make the experience of writing APAR smooth.
 Auto mapping of APAR format to employee based on Pay Level, Designation and Department. Auto-fetching of existing details (Name,
deptt, designation, pay level etc) as Part-I, Personal Data of APAR Security –
Comments and grading by Reporting, Reviewing and Accepting Officer is
stored in encrypted format with their respective DSC.
 Final APAR in PDF format is digitally signed by the Accepting Authority.
 Transparency – Concerned employee will get instant message as soon as
APAR is accepted. Employee will be able to view the final Accepted copy in
his /her HRMS account.
 Multiple MIS can be generated based on available data for monitoring the
progress of APAR.

How to Login on HRMS Railway Employee application?

If you are a first time User on HRMS Railway Employee portal, and don’t know how to login on HRMS? then there is a simple step by step guide to Login on HRMS Railway Employee application.

How to Reset HRMS password?

If you are a Railway Employee and a registered user on HRMS portal of Indian Railways and suppose you have forgotten the password for it, then you no need to worry.  HRMS Password can be easily reset by following simple steps. 

Manual for use of DSC (Digital Signatures)

• Manual for use of DSC (Digital Signatures)

HRMS Helpdesk:

In case of any issues please reach out to HRMS helpdesk…

• HRMS application related issue @ 7786940452 ,9971535534,7982542883
• For OTP @ 7267910583,9953780947
• For ePass related enquiry @ 9891643886,9069161539,9971168228 or
• Write to us at irhrms@cris.org.in  

Please let us know if you are facing any difficulty in using HRMS. We will provide you latest HRMS Manuals and Guidelines.