UDAYAM COGENT

Human Resource Management System (HRMS)

User Manual Govt-Technical (for Principal)

Higher and Technical Education Department

ADDRESS CONTACT EMAIL

Knowledge Consortium of Gujarat (KCG), 9979100152,9879804953 [email protected]

Pragna Puram Campus, Opp. PRL, Between
Govt. Girls Polytechnic and LD College of
Engineering, Navrangpura, Ahmedabad.
 UDAYAM COGENT

CONTENTS
Sr.
Title Page No.
No

1 Introduction 3

2 UDAYAM COGENT Flow 4

3 Registration and Login 5
3.1 For New User 6
3.2 For Registered User 13
4 My Profile 15
4.1 Basic Profile 17
4.2 Education Detail 19
4.3 Service History 27
4.4 Examination Details 37
4.5 Service Profile 41
4.6 Documents Repository 42
5 HRMS 43
5.1 Verify Faculty/Staff 45
5.2 Edit/Delete Staff 48
5.3 Role Assignment 49
5.4 Add Department/Subject 51
5.5 Transfer 53
5.6 Join Staff 54
5.7 Add Sanction Post 55
5.8 Workload Calculation 56
5.9 Visiting Faculty Claim 58

Higher and Technical Education 2

Department,
Government of Gujarat.
 UDAYAM COGENT

1. Introduction
 Basic Introduction

UDAYAM COGENT is a common platform for academic and academic administrative services to
support all the stakeholders of higher and technical education institutions and universities of the State
of Gujarat. It supports single sign on interface for all the services. It provides various teaching,
learning and assessment tools and learning resources to faculty members and students. It supports
seamless communications between Institutions and administrative offices enabling effective
management of resources of government. This platform ensures implementation of state and central
government’s policies from time to time in easy and effective manner.

Higher and Technical Education 3

Department,
Government of Gujarat.
 UDAYAM COGENT

2. UDAYAM COGENT Flow

New User Registered User

Visit http://gujgov.edu.in/ and click on Visit http://gujgov.edu.in/ and click on

1 Signup 1 Login

Pre-Register Yourself to UDAYAM

2
COGENT with Email id and Mobile No. 2 Login with Email / Mobile No

Verify your email id and Mobile No.

using OTP
3

Fill-up your Personal Information and

Institute Details in given registration form.
4

Login with Email / Phone No.

5

Higher and Technical Education 4

Department,
Government of Gujarat.
 UDAYAM COGENT

UDAYAM COGENT
Registration and Login

Higher and Technical Education 5

Department,
Government of Gujarat.
 UDAYAM COGENT

3. UDAYAM COGENT Registration and Login

3.1 For New User

 Documents Required
1. Passport size photo *(Scanned Copy) (file size must not exceed 02 mb)

Step 1: Visit official website http://gujgov.edu.in/ , and click on Signup

[ 3.1.1 UDAYAM COGENT]

Higher and Technical Education 6

Department,
Government of Gujarat.
 UDAYAM COGENT

Step 2: Pre-Register Yourself to UDAYAM COGENT with email id and contact No., then click on
REGISTER

Enter Your Email id

Enter Your Mobile No.

Set password
for
COGENT

[3.1.2 Pre-Registration]

 After entering details in given pre-registration from, an OTP will be sent to given Email id and Phone
No. entered by faculty member

Note: Please Click the Login link if you are already registered!

Higher and Technical Education 7

Department,
Government of Gujarat.
 UDAYAM COGENT

Step 3: Enter received OTP on your Email id and Mobile No. for Contact Verification.

Enter OTP received on

Email
Enter OTP received on
Mobile number

[3.1.3 Contact Verification]

Step 4: Click on VERIFY

Higher and Technical Education 8

Department,
Government of Gujarat.
 UDAYAM COGENT

Step 5: Fill-Up Registration form with your Personal Information.

[3.1.4 Personal Information]

 Enter your Institute Details.

[3.1.5 Institute Details]

Higher and Technical Education 9

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Institute Type and Institute Name from the

Select
list. Institute

 Select Appointment Type from: Regular, Adhoc, Contractual, Fixpay Class-III

Higher and Technical Education 10

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Class Type from: Class-I, Class-II, Class-III, Class-IV other than Govt.

 Select Work Type from: Teaching or Non-Teaching

Higher and Technical Education 11

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Designation from the list.

Select
Designation
 Upload Scanned Copy of Photo. Photo size must not exceed 02 mb.

Upload Scanned Copy of Photo

(file size must not exceed 02 mb)
Step6: Click on SUBMIT

Note: Post successful registration, you are allowed to login only after verification of your identity by your
head of Institute.

Higher and Technical Education 12

Department,
Government of Gujarat.
 UDAYAM COGENT

3.2 For Registered User

Step 1: Visit official website http://gujgov.edu.in/. and Click on Login

[ 3.2.1 UDAYAM COGENT]

Step 2: Login with Email / Phone No. and Password.

Enter your Enter your Login

ID
personal
password (Email, Phone

Click here for

Click Here to login! new
Registration

[3.2.2 Login]
Note: Please Click the New User? Signup link if you are not registered!

Higher and Technical Education 13

Department,
Government of Gujarat.
 UDAYAM COGENT

Step 3: In Non-Academic Portal window click on General.

Click
Here

Higher and Technical Education 14

Department,
Government of Gujarat.
 UDAYAM COGENT

UDAYAM COGENT
My Profile

Higher and Technical Education 15

Department,
Government of Gujarat.
 UDAYAM COGENT

4. UDAYAM COGENT My Profile

Step 1: Click on My Profile.

Click
here

Higher and Technical Education 16

Department,
Government of Gujarat.
 UDAYAM COGENT

4.1 UDAYAM COGENT Basic Profile

Step 1: Click on Basic Profile.

Click
here

Step 2: Fill-Up your Personal Information.

[4.1.1 Personal Information]

Higher and Technical Education 17

Department,
Government of Gujarat.
 UDAYAM COGENT

Step 3: Fill-Up your Communication Details i.e. Present Address and Permanent Address. If your Present
Address and Permanent Address is same then click on Same as Present Address otherwise fill-up
Permanent Address.

[4.1.2 Communication Details]

Step 4: Fill-Up your Identity Details.

[4.1.3 Identity Details]

Step 5: Click on Save and Continue

Higher and Technical Education 18

Department,
Government of Gujarat.
 UDAYAM COGENT

4.2 UDAYAM COGENT Educational Detail

Step 1: Click on Educational Detail.

Step 2: Fill-Up your Educational Details.

[4.2.1 Education Details]

Higher and Technical Education 19

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Education Level: ITI, Diploma, Graduate, Post Diploma, Post Graduate Diploma,
Post Graduate, Master of Philosophy, Doctorate

Select Education Level

 Select Stream from the list.

Select
Stream

Higher and Technical Education 20

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Department/Branch from the list.

Select
Department/Branch

 Select Duration (In Years) from the list.

Select Duration (In
Years)

Higher and Technical Education 21

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select University State from the list.

Select University State

 Select Type of University from the list.

Select Type of University

Higher and Technical Education 22

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Type of Institute from the list.

Select Type of Institute

 Enter Institute Name.

Enter Institute
Name

Higher and Technical Education 23

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select your Result from the list.

Select
Result
 Enter Obtain marks and Total marks. 

Enter Obtain and Total

marks

Higher and Technical Education 24

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Awarded Class from the list.

Select Awarded class

 Select Passing Month from the list.

Select Passing Month

Higher and Technical Education 25

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Passing Year from the list.

Select Passing Year

Step 3: Click on ADD

You can view your Education Detail

Higher and Technical Education 26

Department,
Government of Gujarat.
 UDAYAM COGENT

4.3 UDAYAM COGENT Service History

Step 1: Click on Service History.

Step 2: Fill-Up your Service History Details Before Joining Education Department.

[4.3.1 Service History Details Before Joining Education Department.]

Higher and Technical Education 27

Department,
Government of Gujarat.
 UDAYAM COGENT

 Enter your Name (Government / GIA / Private).

Enter Employer Name (Government / GIA /

Private)

 Enter your Designation Before Joining Education Department. 

Enter
Designation

 Enter your Last Year Annual salary Before Joining Education Department.

Enter Last Year Annual salary

Higher and Technical Education 28

Department,
Government of Gujarat.
 UDAYAM COGENT

 Enter your from Date Before Joining Education Department.

Enter From Date

 Enter your to Date Before Joining Education Department.

Enter From Date

Step 3: Click on ADD

You can view your Service History Details Before Joining Education Department.

Higher and Technical Education 29

Department,
Government of Gujarat.
 UDAYAM COGENT

Step 4: Fill-Up your Service History Details After Joining Education Department.

[4.3.2 Service History Details After Joining Education Department.]

 Select Action from the list.
Select Action

Higher and Technical Education 30

Department,
Government of Gujarat.
 UDAYAM COGENT

Select Action Mode

 Select Action Mode from the list.

Select Joining Institute

 Select Joining Institute from the list.

Higher and Technical Education 31

Department,
Government of Gujarat.
 UDAYAM COGENT

 Enter Order No (as per DTE/DHE/education dept.).

Enter Order No(as per DTE/DHE/education

dept.)

 Enter Order Date.

Enter Order Date

Higher and Technical Education 32

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Work Type from the list.

Select Work
Type

 Select Designation from the list.

Select
Designation

Higher and Technical Education 33

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Appointed Department from the list.

Select Appointed
Department

 Select Joining Date.

Select Joining
Date

Higher and Technical Education 34

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Joining Time.

Select Joining Time

 Enter Relieving Date.

Enter Relieving
Date

Higher and Technical Education 35

Department,
Government of Gujarat.
 UDAYAM COGENT

 Enter Relieving Time.

Enter Relieving
Time

Step 5: Click on ADD

You can view your Service History Details After Joining Education Department.

Click Here To Edit and

Deleteyour Service
History Details After
Joining Education

Higher and Technical Education 36

Department,
Government of Gujarat.
 UDAYAM COGENT

4.4 UDAYAM COGENT Examination Details

Step 1: Click on Examination Details.

Click
here

Step 2: Fill-Up your Exam Type.

[4.4.1. Exam Type]

Higher and Technical Education 37

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Exam Name from the list.

Select Exam Name

Select Exam Type

 Select Exam Type from the list.

 Enter Passing Date of Exam. 

Enter Passing Date

Higher and Technical Education 38

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Passing Institute of exam from the list.

Select Passing Institute

 Enter Seat No. of Exam. 

Enter Exam Seat No.

 Upload the Certificate. It must be in pdf or jpg format and size must be less than 500KB. 

Upload Certificate
(pdf/jpg and <
500KB)

Higher and Technical Education 39

Department,
Government of Gujarat.
 UDAYAM COGENT

Step 3: Click on ADD

You can View your Details of Exam.

Higher and Technical Education 40

Department,
Government of Gujarat.
 UDAYAM COGENT

4.5 UDAYAM COGENT Service Profile

Step 1: Click on Service Profile.

Click
here
Step 2: Fill-Up your Service Profile Detail like Marital Status, Father/Mother Name, Retirement Date,
Present Job Appointment Order Number, Present Job Appointment Order Date, Present Designation
Appointment Order Number, Present Designation Appointment Order Date, Present Institute Appointed
Order Number, Present Institute Appointed Order Date, Native State, Native District, Native Taluka,
Native Place, Appointing Authority, Appointing Type, GPSC Merit Number and Seniority Number.

[4.5.1 Add Expertise.]

Step 3: Click on Save and Continue

Higher and Technical Education 41

Department,
Government of Gujarat.
 UDAYAM COGENT

4.6 UDAYAM COGENT Documents Repository

Step 1: Click on Add Expertise.

Click
here

Step 2: Add your Personal Document Detail.

[4.6.1 Add personal Document.]

Step 3: Click on Submit

Higher and Technical Education 42

Department,
Government of Gujarat.
 UDAYAM COGENT

UDAYAM COGENT
HRMS

Higher and Technical Education 43

Department,
Government of Gujarat.
 UDAYAM COGENT

5. UDAYAM COGENT HRMS

Step 1: Click on HRMS.

Click Here

Higher and Technical Education 44

Department,
Government of Gujarat.
 UDAYAM COGENT

5.1 UDAYAM COGENT Verify Faculty/Staff

Step 1: Click on Verify Faculty/Staff.

Click
here

Step 2: Select Department/Subject Name and Status.

[5.1.1 View Faculty Data.]

Higher and Technical Education 45

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Department/Subject Name from the list.

Select Department/Subject
Name

 Select Status from the list.

Click
here

Step 3: Click on SEARCH

Higher and Technical Education 46

Department,
Government of Gujarat.
 UDAYAM COGENT

You can view faculty data with status.

Higher and Technical Education 47

Department,
Government of Gujarat.
 UDAYAM COGENT

5.2 UDAYAM COGENT Edit/Delete Staff

Step 1: Click on Edit/Delete Staff.

Click
here

Step 2: You can edit and delete staff data.

Click here
to
Edit/Delet
eStaff

[5.2.1 Edit/Delete Data.]

Higher and Technical Education 48

Department,
Government of Gujarat.
 UDAYAM COGENT

5.3 UDAYAM COGENT Role Assignment

Step 1: Click on Role Assignment.

Click
here

Step 2: Assign Role to the faculty.

[5.3.1 Role Assignment]

Higher and Technical Education 49

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Role Name from the list.

Select Role Name

 Select Faculty Name from the list.

Select
Faculty
Name

You can view Role Assignment Data.

Higher and Technical Education 50

Department,
Government of Gujarat.
 UDAYAM COGENT

5.4 UDAYAM COGENT Add Department/Subject

Step 1: Click on Add Department/Subject.

Click
here

Step 2: Add Department/Subject from the list.

[5.4.1 Add Department/Subject]

Higher and Technical Education 51

Department,
Government of Gujarat.
 UDAYAM COGENT

 Select Department/Subject Name from the Department list.

Select Department/Subject
Name

You can view Department/Subject Data.

Higher and Technical Education 52

Department,
Government of Gujarat.
 UDAYAM COGENT

5.5 UDAYAM COGENT Transfer

Step 1: Click on Transfer.

Click
here

Step 2: Fill-Up Transfer Detail like Action Type, Staff To Be Transferred, Institute Type, Transferred
Institute, Order Date, Order Number, Relieve Date, Relieve Time, Charge Transfer To, Transfer Reason
and Upload Order document (file size must not exceed 02 MB and in PDF Format Only).

[5.5.1 Transfer Detail]

Step 3: Click on
Transfe

Higher and Technical Education 53

Department,
Government of Gujarat.
 UDAYAM COGENT

5.6 UDAYAM COGENT Join Staff

Step 1: Click on Join Staff.

Click
here

Higher and Technical Education 54

Department,
Government of Gujarat.
 UDAYAM COGENT

5.7 UDAYAM COGENT Add Sanction Post

Step 1: Click on Add Sanction Post.

Click
here

Step 2: Fill-Up Sanction Details.

[5.7.1 Sanction Details]

Step 3: Click on AD
D

Higher and Technical Education 55

Department,
Government of Gujarat.
 UDAYAM COGENT

5.8 UDAYAM COGENT Workload Calculation

Step 1: Click on Workload Calculation.

Click
here

Step 2: Fill-Up Workload Calculation Detail.

[5.5.1 Workload Calculation Detail]

Step 3: Click on ADD+

Higher and Technical Education 56

Department,
Government of Gujarat.
 UDAYAM COGENT

Higher and Technical Education 57

Department,
Government of Gujarat.
 UDAYAM COGENT

5.9 UDAYAM COGENT Visiting Faculty Claim

Step 1: Click on Visiting Faculty Claim.

Click
here

Step 2: Fill-Up Visiting Faculty Claim details.

[5.5.1 Visiting Faculty Claim Details]

Step 3: Click on SUBMI
T

Higher and Technical Education 58

Department,
Government of Gujarat.
 UDAYAM COGENT

UDAYAM COGENT
Knowledge Consortium of Gujarat (KCG),

Pragna Puram Campus, Opp. PRL,

Between Govt. Girls Polytechnic and LD College of Engineering,

Navrangpura, Ahmedabad.

Higher and Technical Education 59

Department,
Government of Gujarat.
 UDAYAM – COGENT
For

Higher and Technical Education – Government of Gujarat

User Manual
for

Leave Management

 For Technical Query Contact COGENT Help Line No 9879804993,9879804953,

9979100152

UDAYAM - 60
Education Department – Government of Gujarat
COGENT
 INDEX

Sr Page
Title
no. no

1 Dashboard 4

Principal Role (Principal Login)

1.0 Leave Apply 5

2.0 Leave Approval & Balance

Principal’s Leave Approval & Balance
 Admin have authority for Principal’s “Leave Approval” & “Leave
Balance”
HOD’s Leave Approval & Balance 6
2
 Principal have authority for HOD “Leave Approval” & “Leave Balance”
Faculty’s Leave Approval: -
 Leave Approval Flow of Faculty will from HOD to Principal
 Principal have authority for Faculty’s Add Balance”

5.0 Vacation Detention Approval 8

6.0 Add Leave Balance 9
7.0 Leave Balance Report 10
8.0 Holiday List 11
HOD & Faculty Role (Faculty & HOD Login)
1.0 Leave Apply (Faculty & HOD have only Leave Apply, Vacation Detention
5
3 and Holiday list Roles)
4.0 Vacation Detection 7
8.0 Holiday List 12

UDAYAM - 61
Education Department – Government of Gujarat
COGENT
 “Dashboard”

Dashboard

Step 1 : Visit https://registration.gujgov.edu.in/index.jsp

Enter email or Mobile

number

Enter Password

Click on Login

Step 2 : Go to “Leave Management”.

UDAYAM - 62
Education Department – Government of Gujarat
COGENT
1.0 Principal Leave Dashboard

Here Showing Principal Dashboard

Principal have authority for HOD & Faculty’s “Leave Approval” & “Add
Staff Leave Balance” & “Vacation Detention Approval”

UDAYAM - 63
Education Department – Government of Gujarat
COGENT
2.0 Leave Apply
Here Show Total
2.Choose Leave
Leave Balance Added
Type like CL,
by Admin or Principal
RH.

1.Click on
Leave 3.Select From 4.Enter Reason For
Apply
Date. Leave.
5.Click On Submit
Button

Step 2.1 : Click on “Leave Apply”.

Step 2.2 : Choose “Leave Type”
Step 2.3 : Select Leave Date “From Date “ To “ To Date”
Step 2.4 : Enter “Reason for Leave”
Step 2.5 : Click on “Submit Button”

Here showing
Message click on
Approve

Note:
 Only Admin have authority to Approve Principal’s Leave .
 Only Principal have Authority to Approve HOD ‘s Leave & Faculty’s Leave
Approved by HOD
 Only HOD have Authority Approve Faculty Leave.

UDAYAM - 64
Education Department – Government of Gujarat
COGENT
3.0 Leave Approval (Principal & HOD Only)

Click on Leave Here Admin can “approve or

Approval Reject” Principal Leave and
Principal can “approve or Reject”
HOD& Faculty Leave

Note:
Admin have privilege for Principal ‘s Leave Approve or Reject and Add Leave
Balance.
Principal have privilege for HOD & Faculty’s Leave Approve or Reject.
HOD have privilege for Faculty’s Leave Approve or Reject.

UDAYAM - 65
Education Department – Government of Gujarat
COGENT
4.0 Vacation Detention Apply

2.Enter Respective Apply Vacation Detection

details & click “+” Button for multiple entries
& then add description & upload file

1.Click on
Apply
Vacation
Detection
3.click on 4.Click on
checkbox after forward
all details Button
added

Step 4.1 : Click on “Vacation Detection Tab”.

Step 4.2 : Select Vacation Date “From Date “ To “ To Date” (To add multile
Entried click on (+) Button
Step 4.3 : Enter “Vacation Detation Work Description”
Step 4.4 : Click on “ File Upload” (If any)
Step 4.5 : Click on “ Forward Button”

UDAYAM - 66
Education Department – Government of Gujarat
COGENT
5.0 Vacation Detention Approval (For HOD &
Principal)

2.Search
With
Respective
Criteria

4.Search
1.Click on with
Vacation 3.Choose the Respective
Detection Option Box Criteria
Approval

Step 5.1 : Choose “Vacation Detection Approval Tab”.

Step 6.2 : Click on “ Search ”
Step 6.3 : Select Option “Approve” / ”Reject ”
Step 6.4 : Click on “Next”

Click On
Ok Button
Step 6.5 : Enter “ Remarks”
Step 6.6 : Click on “OK Button”

UDAYAM - 67
Education Department – Government of Gujarat
COGENT
Step 6.7 : Click on “Approve Message Button”
Step 6.8 : Click on “OK Button”

Click On
Approve
Button

Click On
Ok Button

Principal have Authority for HOD & Faculty’s Vacation Detention Approve or
Reject

UDAYAM - 68
Education Department – Government of Gujarat
COGENT
6.0 Add Leave
Balance

Step 6.1 : Click on “Add Leave Balance”.

Step 6.2 : Choose “Year”
Step 6.3 : Select “Faculty” ,”Leave Type”
Step 6.4 : Enter “Opening Leave Balalnce”
Step 6.5 : Click on “Submit”

2.Add Leave Balance

1.Click on add
Leave Balance

3.Select Faculty 4.Choose Leave

Type like CL,
RH. 5.Click On
Submit Button

Note:
 Only Admin have rights “Add Leave Balance” and “Approve
Leave” of Principal.
 Only Pincipal have rights ”Add Leave Balance” and “Approve
Leave” of HOD.
 Only HOD have rights “Approve Leave” of Faculty .

UDAYAM - 69
Education Department – Government of Gujarat
COGENT
7.0 Leave Balance
Report

Click on Search

Click on Leave
Balance Report Select Searching Criteria to show
Leave Details Reports like Faculty
wise and Leave Type wise

Step 4.1 :Select “Year”,”Faculty”,”Leave Type”.

Step 4.2 : Click on “Search Buton”
Step 4.3 : “Report showing in Grid in respective criteria wise and You can Export
Report”

UDAYAM - 70
Education Department – Government of Gujarat
COGENT
8.0 Holiday List

Click on Holiday
list
List of Holidays

Note:
Here display New Year Public Holiday List and RH List

UDAYAM - 71
Education Department – Government of Gujarat
COGENT