5/28/25, 5:13 PM Employee Management System - Samarth

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Employee Management System

Document Title Employee Management (HR-PIS) Guide

Document Number HRP - 001

Version 2.10.5

Author(s) Senior Analyst, Employee

Approved by Senior Manager, Operations

Approval Date March 10, 2025

Employee Management System -

Admin Guide

Introduction
This module helps in managing the Teaching and Non-Teaching
employees in the university. Admin can search for any employee details
from the options provided and can also see the reports of employees
distributuin either category or gende wise.

Roles in Employee Management

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Role
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Name Description

hrprofile- This role is to be provided to the admin of the module

admin who can add and update all employee details and can
also export employee data.

employee This role is assigned to each employee who can view

and update his own profile only.

Dashboard
Login into the portal with the Username and the Password provided.

The admin has the following three sections:

Dashboard

Employee

Settings

Click on the Dashboard section on the left to view current employees

captured in the System.

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Here, on the Dashboard Employee admin will be able to view details

Samarth and school-wise.
department-wise

A count of Employees will display. Click on View Details. It opens the

“Employees” screen where a list of employees populates with the
option to Edit, View, and Add a New Employee.

Add Employee
Click on Add New Employee button. Each field has to be furnished with
the required information.

1. Service Cadre: Teaching or Non-Teaching.

2. Organization Unit: List of Organisation Units mapped to

University. To customize Organisation Units, Check at Setting –>
Organisation Units.

3. Designation: List of Designations mapped to selected Organisation

Units. To customize Designation, Check at Setting –> Designation.

4. Category: Choose the Category under this option.

5. Employee Name: Name of Employee in English and Hindi.

6. Employee Code: Code is given to employees as per University

records.

7. Nature of Employment: It can be customized at Employee –>

Setting –> Nature of Employment.

Fill in all mandatory fields and save the record. Employee record created
and it starts to display in List of Employee.

View Employee Profile

To view, Employee Profile clicks on the view button provided in front of
the employee.
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The complete summary of the employee profile can be seen through the
viewSamarth
option. Additionally, we can print the complete profile of the
employee through the print button provided.

Edit Employee Profile

To update other details like Photo, University Assignments, Academic,
Career Profile, Research Profile, Patents and Consultancy, Membership
& Association details of an Employee, Click on the edit link for an
employee in the list of Employee.

Upload Photo
Click on the upload icon (marked by arrow) to upload the employee’s
photograph. Browse the image and upload.

University Assignments
To input details of the assignment of an employee, click on assign
employee assignment. To modify/update assignment details, click on the
update button.

An Employee admin has access to update employee assignments.

Update Academic Details

1. Undergraduate Details: Under this section, the User has to fill the
Under Graduation details as shown in the below form Users can
alter or delete the details as required.

2. Post-Graduate Details: In this section, the same form will pop-up

as in the previous section, where the user has to fill the PG details.

3. M. Phil. Details: Clicking on Add M.Phil details will allow the user
to “Add M.Phil details”.

4. D. Sc. Details: Users can add Doctor of Science details using the
option “Add D.Sc”.

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5. D. Lit. Details: Doctor of Literature details can be added using the

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button “Add D.Lit Details”.

Option to Add, Update and Delete any details is provided.

Career Profile
In career Profile, users input details related to the below section such as:
Users can add past or present working details here.

1. Time Table Details: In this section, the user can provide the details
of the timetable and the subject taught by him**.**

2. E-Learning Resource Details: E-resources details can be added

here if any.

3. Administrative Experience Details: If the user has any

administrative experience, it can be shared here.

4. Industrial/Technical/ Research Experience Details If the user

has any Industrial, technical or Reaseach experience, it can be
shared here.

Option to Add Details, Update and Delete is provided.

Research Supervision
Here details related to research supervision is to be captured. Click on
Add to Add details.

PhD Awarded Details

The number of PhD awarded and the subject in which PhD is awarded
can beadded here:

PhD Submitted Details

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Number of PhD submitted and the subject on which Ph.D. has been
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submitted can be mentioned here.

PhD Ongoing Details

If the user is currently pursuing PhD then ongoing PhD details will be
mentioned here.

Research Publication Profile - 1

In this section, the following details are to be filled:

1. Published Research Articles/Papers in Journals/ Other Reputed

Journals notified by UGC

2. Publications Other than Journal Articles

3. Fellow of the Academies

4. Fellowship

5. Honour and Award

6. Extension Activities

Options to Add, Update and Delete are provided.

Research Publication Profile - 2

In this section, the following details are to be filled in:

1. Workshops/Seminars on Intellectual Property Rights(IPR)

2. Talk/Poster presented in the Conferences/Workshops

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3. Financial Support from the University of Delhi for

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conference/workshops/seminars

4. Financial Support from the University of Delhi for membership

5. Financial Support from the University of Delhi for publication

6. Research Projects

Patents and Consultancy

In this section user inputs all the project’s patent details, Seed money for
Research, and consultancy details are filled in.

Membership & Association

To capture the details of employee’s memberships and associations.

1. Add Association with any professional bodies.

2. Add Contribution to MoU

3. Add Collaborative Activities.

4. Add mentor to Students

5. Add Participation in the development of E-Content

6. Add Professional Development Programs

Employee Search
Input Employee details or Filter using the options provided in the
provided list.

Settings
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Nature of Employment and Disability Status can be customized.

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Nature of Employment Status

Admin can add the nature of Employment as required. In the settings
page, there is an option to Add Employment Nature, by clicking on that
a form will appear in which Nature of Employment can be filled.

Disability Options
Disability options can be customized as per the requirement. In the
settings page there is an option to Add Disability Options, which will
open the form in which Disability options can be added.

Once added, Disability options and Employment Nature type will reflect
in the drop-down list in the Employee Record form.

Employee Additional Parameters

Employee Additional Parameters can be customized as per the
requirement. In the settings page there is an option to Add Employee
Additional Parameters, through which any additional details can be
sought from the employee.

Once added, Additional Information will reflect at the bottom of the

Employee Record form.

Employee Management System - User

Guide

Teaching Employee
This document guides Teaching Employee of a University/HEI in
updating their personal, academic and research details. User can update
the details using the options provided.

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Samarth

Dashboard
Login to the portal with the User ID and Password provided. The
Employee has the following sections:

Dashboard

Employee

Click on the Launch under the Dashboard section on the left pane to
view/update profile details.

The profile of the Employee will be displayed.

Sections Under Employee’s Profile

Following options are available in the teaching employee’s profile
section:

Profile

University Assignments

Academic

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Career Profile
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Membership & Association

Research Supervision

Research Publication Profile-1

Research Publication Profile-2

Patents & Consultancy

Membership & Association

To update details like Photo, University Assignments, Academic, Career

Profile, Research Profile, Patents and Consultancy, Membership &
Association details, Click on that section to edit it.

Profile
The complete summary of the employee profile can be seen in the
profile option. Additionally, we can print the complete profile of the
employee through the print button provided.

Upload Photo
Click on the upload icon (marked by arrow) to upload the employee's
Photograph. Browse Image and upload.

University Assignments
In the assignments section, the employee can see his engagements in
theuniversity. To modify/update assignment details, the employee has to
contact the employee administrator.

Academic

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Click on the add button to fill in the academic details in the below
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sections:

1. Undergraduate Details: Under this section, the User must fill

his/her Under Graduation details as shown in the below form. The
user can alter or delete the details as required.

2. Post-Graduate Details: In this section, the same form will pop up

in the previous section; the user must fill in his PG details.

3. Details:

4. M. Phil. Details: Clicking on Add M.Phil details will allow the user
to add M.Phil details. Users who want to add the M.Phil details must
fill the form to add the same as academic qualification.

5. D. Sc. Details: Users can add Doctor of Science details if he/she

has one using the option Add D.Sc.

6. D. Lit. Details: Doctor of Literature details can be added if one has

this qualification using the button Add D.Lit Details.

Option to Add Details, Update and Delete is provided.

Career Profile
In career Profile, users input details related to the below section such as:
Users can add past or present working details here.

1. Time Table Details: In this section, the user can provide the details
of the timetable, and the subject taught.

2. E-Learning Resource Details: E-resources details can be added

here, if any.

3. Administrative Experience Details: If the user has any

administrative experience, it can be shared here.
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4. Industrial/Technical/ Research Experience Details

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Option to Add Details, Update and Delete is provided.

Research Supervision
Here details related to research supervision are to be captured. Click on
Add to Add details.

Ph.D. Awarded Details

The number of Ph.D. awarded and the subject in which Ph.D. is
awarded can be added here.\

Ph.D. Submitted Details

The number of Ph.D. submitted, and the subject on which Ph.D. has
been submitted can be mentioned here.

Ph.D. Ongoing Details

If the user is currently pursuing a Ph.D., then ongoing Ph.D. details will
be mentioned here.

Research Publication Profile - 1

In this section, the following details are to be filled in:

Published Research Articles/Papers in Journals/ Other Reputed

Journals notified by UGC

Publications Other than Journal Articles

Fellow of the Academies

Fellowship

Honor and Award

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Extension Activities
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Options to Add, Update and Delete are provided.

Research Publication Profile - 2

In this section, the following details are to be filled in:

1. Workshops/Seminars on Intellectual Property Rights(IPR)

2. Talk/Poster presented in the Conferences/Workshops

3. Financial Support from the University of Delhi for

conference/workshops/seminars

4. Financial Support from the University of Delhi for membership

5. Financial Support from the University of Delhi for publication

6. Research Projects

Patents and Consultancy

In this section, the user inputs all the projects' patent details, Seed
money for Research, and consultancy details.

Membership & Association

To capture the details of employee's memberships and associations.

1. Add Association with any professional bodies.

2. Add Contribution to MoU

3. Add Collaborative Activities.

4. Add mentor to Students.

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5. Add Participation in the development of E-Content

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6. Add Professional Development Programs

Non - Teaching Employee - User

Guide
This section will show the profile of Non-teaching Employee profile. It
will show the personal and academic details of the employee. User can
update the details using the options provided.

Dashboard
Login into the portal using the User ID and the Password provided.
The Employee has the following sections:

Dashboard

Employee

Click on the Profile under the Dashboard section on the left pane to
view/update profile details. The profile of the Employee will be
displayed.

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Sections
Samarth
Under Non-Teaching
Employee’s Profile
Following options are available in the teaching employee’s profile
section:

Profile

University Assignments

Academic

Career Profile

Membership & Association

To view or update details like Photo, University Assignments, Academic,

Career Profile, Membership & Association details, click on that section.

Profile
The complete summary of the employee profile can be seen in the
profile option. Additionally, we can print the full profile of the employee
through the print button provided.

Upload Photo
Click on the upload icon (marked by arrow) to upload the employee’s
Photograph. Browse Image and upload.

University Assignments
In the assignments section, the employee can see his engagements in
the university. To modify/update assignment details, the employee has to
contact the employee administrator.

Academic
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Click on the add button to fill in the academic details in the below
Samarth
sections:

1. Undergraduate Details: Under this section, the User must fill

his/her Under Graduation details as shown in the below form. The
user can alter or delete the details as required.

2. Post-Graduate Details: In this section, the same form will pop up

in the previous section; the user must fill in his PG details.

3. Ph.D. Details: Clicking on Add Ph.D. Details will allow the user to
add PhD. details. Users who want to add the Ph.D. details must fill
the form to add the same as academic qualification.

4. M. Phil. Details: Clicking on Add M.Phil. Details will allow the

user to add M.Phil. Details. Users who want to add the M.Phil.
Details have to fill the form to add the same as academic
qualification.

5. D. Sc. Details: Users can add Doctor of Science details if he/she

has one using the option Add D.Sc.

6. D. Lit. Details: Doctor of Literature details can be added if one has

this qualification using Add D.Lit. Details.

Option to Add Details, Update and Delete is provided. (See

Screenshots)

Career Profile
In career Profiles, users input details related to the below section, such
as adding timetable and the subject taught**.**

1. E-Learning Resource Details: E-resources details can be added

here if any.

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2. Administrative Experience Details: If the user has any

Samarth
administrative experience, it can be shared here.

3. Industrial/Technical/ Research Experience Details

Option to Add Details, Update and Delete is provided.

Membership & Association

To capture the details of employee's memberships and associations.

1. Add Association with any professional bodies.

2. Add Contribution to MoU

3. Add Collaborative Activities.

4. Add mentors to Students.

5. Add Participation in the development of E-Content

6. Add Professional Development Programs

Frequently Asked Quetions (FAQs)

Question 1. How to change an employee’s designation or
Organizational Unit (OU)?

Answer 1:- An employee’s designation or Organizational Unit (OU) can

be changed using the “Manage Assignment” feature in the Employee
Module.

Steps to change the designation/OU: Navigate to Employee Services.

Select Manage Employee. Search for the employee by name. Click on
Update. Go to the Service tab. Click on Add Assignment. Select the
reason as Assignment. Enter the correct OU/designation. Add all the
necessary details. Click on Save to complete the process.
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Question 2. What is a Sanctioned OU and Sanctioned

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Designation?

Answer 2:- a) Sanctioned OU: Refers to the specific department,

faculty, or administrative unit within the university for which positions
have been formally approved.
b) Sanctioned Designation: Refers to an officially approved position or
role within the university, authorized by its governing bodies.

Question 2.1: What is the HRMIS?

Answer 2.1: The HRMIS Dashboard in the Samarth Employee

Management Module serves as a centralized platform to manage and
display all employee-related data effectively. It provides a detailed view
of sanctioned positions, recruited employees, and existing vacancies,
ensuring transparency and accessibility. Employee position details are
categorized systematically, enabling streamlined tracking and
management of workforce distribution. This structured approach
supports decision-making, enhances operational efficiency, and offers a
clear snapshot of the organization’s staffing status in real-time.

Question 2.2: How to add the Sanctioned Designation?

Answer 2.2: To add a sanctioned designation under the sanctioned OU

in the HRMIS Dashboard, follow the below mentioned steps:

Navigate to Employee Service.

Click on the HRMIS Dashboard located on the left panel of the
interface.
In the dashboard, click on the Launch button to open the HRMIS
interface.
Select the Add option to create a new entry for the sanctioned
designation under the respective sanctioned organizational unit.
Enter the required details, such as the designation title, department,
and other associated information.
Click Submit to save the new sanctioned designation in the HRMIS
system.

Question 3. What is a Public Profile Setting, and how can it be

enabled for employees?

Answer 3:- The Public Profile Setting in the Employee Module allows
institutions to control the visibility of an employee’s profile information

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on the university portal. How to enable it: Login to the portal as an

Samarth
Admin. Navigate to the Public Profile Setting section. Enter the UID of
the institution. Enable the setting for the desired employees.

Question 4. How to activate/inactivate an employee on the

portal?

Answer 4:- Employees can be marked as active or inactive in the

Employee Status Update section under Settings Configuration. Steps to
mark an employee inactive: Go to Employee Services. Click on
Configuration under Settings. Select the Employee Status Update
section. Search for the employee. Click on Update Employee Status to
Inactive. Enter the required details. Click on Submit.

Question 5. How to export employee data?

Answer 5:- Employee data can be exported from the portal. Steps:
Navigate to the Employee Module. Click on Export Data. Select the
Action Button and choose the export menu. Pick the relevant section
from the dropdown. Click on Export to download the file.

Question 6. Workflow for adding and approving employee details

in the Employee Module.

Answer 6:- Employees add information to their profiles, which is

initially saved in draft mode. Employees must submit the draft for review.
The draft is sent to the Head of the Department (HoD) for approval.
Once approved by the HoD, the request is forwarded to the Employee
Admin for final verification.

Question 7. Criteria for achieving 100 percent profile completion

in the Employee Module.

Answer 7:- For Non-Teaching Employees:

Upload the employee’s photo. Add assignments. Enter education details.

Fill data in at least one of the following sections: Association with
Professional Bodies (SAR section) MOUs Undertaken (SAR section)
Collaborations (SAR section) Mentorship (SAR section) E-content
Development (SAR section) Professional Development Programs
(Training section)

For Teaching Employees:

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Upload the employee’s photo. Add assignments. Enter education details.

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Provide data in at least one of the following: Professional Bodies, MOUs,
Collaborations, Mentorship, E-content, or Development Programs (SAR
section). Add PhD/M.Phil/PG/UG Guidance details (Research section).
Enter data in at least one of these: Research Publications or Fellowships
(Research section). Awards/Honors or Projects (Knowledge section).
Include at least one of the following: Seminar/Conference details, Talks,
Financial Support, etc.

Question 8. How to update an employee’s code?

Answer 8:- Navigate to Employee Module. Select Employee Code

Update. Search for the employee. Enter the updated code. Click on
Save.

Question 9. How to add employees to the portal (single and bulk

upload)?

Answer 9:-Single Entry: Go to Employee Services. Click on Add

Employee. Fill in the required details (e.g., name, designation,
department, and code). Click Save.

Bulk Entry: Navigate to Employee Services. Click on Bulk Upload.

Download the Excel Template. Fill in the employee details as per the
format. Upload the completed sheet. Click on Submit.

Question 10. What is the Employee Lifecycle?

Answer 10:- The Employee Lifecycle feature tracks the employee’s

journey within the organization, ensuring seamless transitions. Key
stages include: Re-engagement Separation Promotion Appointment

Question 11. What is the Master section under Settings?

Answer 11:- The Master section serves as a central database for

predefined configurations, including: Nature of Employment Social
Categories Document Options Action Options Subject Specializations

Question 12. What is Role Assignment?

Answer 12:- Role Assignment determines access levels for employees

in the module, controlling permissions for tasks like updating,
approving, and managing employee-related data.

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Question 13. How to add details under the HRMIS dashboard?

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Answer 13:- Go to the Employee Module. Access the HRMIS
Dashboard. Click on Launch. Click on the Add button. Enter the
required details. Click on Publish.

Question 14. How can employees update the University

assignments?

Answer 14:- Employees don’t have the option to add or update the
details in the university assignments options. Only the employee_admin
possesses these rights.

Glossary

S.
No. Term Description Module/Navigation

1 Employee The post is teaching, Employee

non-teaching, or
academic (other).

2 Employee Specifies whether the Employee

Category employee is Teaching,
Non-Teaching, or
Administrative staff.

3 Employee A unique Employee

Code identification number
assigned to each
employee by the
University.

4 Employee Specifies if the Employee

Nature of employee is on a
Employment permanent,
contractual,
deputation, or
temporary basis.

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S.
Samarth
No. Term Description Module/Navigation

5 Employee The official job title of Employee

Reporting the person to whom
Designation an employee reports,
such as Head of
Department (HoD) or
Dean.

6 Employee The department, unit, Employee

Reporting OU or section to which an
employee reports
within the university.

7 Employee Defines the salary Employee

Salary structure or pay scale
Payment under which the
Scheme employee is paid.

8 Employee The official job title Employee

Sanctioned assigned to an
Designation employee as per the
university’s approved
structure.

9 Employee Refers to the Employee

Sanctioned department or unit
OU where the employee is
officially appointed.

10 Employee Represents the Employee

Seniority Rank employee’s rank based
on their years of
service and
experience.

11 Employee Denotes the specific Employee

Subject subject or field in
Specialization which the employee
specializes.

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S.
Samarth
No. Term Description Module/Navigation

12 Employee User Allows employees to Employee

Profile manage the visibility
of their profile
information to others.

13 HRMIS A central platform Employee

Dashboard where all employee-
related data, such as
sanctioned positions,
recruited employees,
and vacancies, are
displayed and
managed.

14 Manage Allows administrators Employee

Assignment to assign roles,
responsibilities, or
additional duties to
employees.

15 Manage Helps track and Employee

Employee manage an employee’s
Lifecycle journey from joining
to retirement or
resignation.

16 Sanctioned Refers to the Employee

OU department or unit
where the employee is
officially appointed.

17 Type of Defines whether the Employee

Employee employee is Teaching,
Non-Teaching, or
Administrative staff.

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External
Samarth
Resources
📹 Module Training Video ⤤ | v1 - How to add bulk Employee Details
on Samarth Portal

📹 Module Training Video ⤤ | v2 - How to Export Employees from

Samarth HR Profile

📹 Module Training Video ⤤ | v3 - How to provide Employee Profile

Update Permission to an Employee on Samarth Portal of University

📹 Module Training Video ⤤ | v4 - Update HR Profile for Employee

(English)

📹 Module Training Video ⤤ | v1 - How to update HR Profile

Edit this page

← Core Modules Endowment Management System →

INTRO
Getting Started
Monthly Webinar Schedule
Suggested Implementation Plan with Prerequisites

ACADEMICS
Academics
Admission Admin guide
Admission Candidate Userguide
Alumni Module
Convocation Module
Evaluation & Grading

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Evaluation & Grading (for evaluator)

Samarth
Fee Configuration
Programme Management System
Student Feedback Management
Thesis Management System
Training and Placement
Student Portal

ACCOUNTS & FINANCE

Bill Tracking System
Financial Supply Chain Management
Inventory Management System
Provident Fund Management System
Research Project & Management System

BASE MODULES
Core Modules
User Management

EMPLOYEE SERVICES
Career Advancement Scheme
Employee Management System
Leave Management System
Payroll Management System
Pension And Gratuity Management System
Recruitment Management System
ToT Management

GOVERNANCE
Affiliation Management System
Content Federation System
Core Communication System

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5/28/25, 5:13 PM Employee Management System - Samarth

Endowment Management System

Samarth
Essential Services
Estate Management System
File Management & Tracking System
Fleet Management System
Grievance Management
Health Management System
Hostel Management
Legal Case Management System
Minutes Resolutions Archive Retrieval System
Residence Allocation (E-housing)
RTI Management System
Security Management System
Service Desk
Sports Management System
University Web Portal - Technical Document

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