Overview of Human Resource Management System (HRMS)

The Human Resource Management System (HRMS) is envisioned as a

comprehensive digital platform designed to centralize, streamline, and
automate the complete lifecycle of employee information management
across the organization. At its core, the system must enable the creation,
updating, deletion, and retrieval of complete employee profiles with
extensive details, ranging from basic demographic data—such as
photographs, names, nationalities, religion, sect, addresses, and personal
identifiers like height, identification marks, fingerprints, signature
impressions, and blood group—to professional qualifications and
employment history. The HRMS will ensure that medical fitness
certificates, educational records (including roll numbers, academic years,
semesters, divisions, grades, and major subjects), and chronological
employment experience (covering start and end dates, organizations, job
titles, and duties) are meticulously captured, preserved, and accessible for
organizational and administrative needs.

Beyond personal and career data, the system must also manage sensitive
information such as family and legal heir details—including spouse(s),
children, parents, and siblings—while providing functionality to attach
supporting documents like CNIC, domicile, resumes, medical reports,
police verification records, and experience certificates. The HRMS will
maintain financial and administrative details such as personal numbers,
GP Fund accounts, and banking information, and it will also integrate
seamlessly with payroll processes by linking each employee profile to
salary information entered and managed by the Drawing and Disbursing
Officer (DDO) branch. In addition, the system will associate employees
with their respective branches, record employment types (contractual,
temporary, permanent, daily-wage, etc.), and accommodate special
operational needs such as shift-based work for security and other
departments.

One of the distinctive strengths of this HRMS is its ability to digitally

manage the complete personal file of every employee in a structured and
standardized manner. File numbering will follow established organizational
patterns such as branch code/personal file number/year (e.g., 512/yyy/zzz
for E-I and E-II branches), or unique formats adopted by E-III branches and
organizational units/complexes. Similarly, employee IDs will be system-
generated using a specific coding convention (e.g., serial
number/gazetted status/initials of the employee such as 2001/1/AB). The
system will not only maintain historical records of employment but also
capture dynamic career progression events like promotions, postings,
transfers, and deputations, ensuring a complete chronological view of
each employee’s professional journey.

Furthermore, the HRMS will extend beyond static recordkeeping to include

critical workflow-based processes. It will support the automated
preparation, submission, and approval of NOCs (No Objection Certificates)
for various purposes, such as passport issuance/renewal or employment
with external organizations. Employees will be able to apply for NOCs
digitally by submitting applications and documents within the system,
which will then route them to the Secretary PCSIR or relevant authority for
review and approval. Similarly, the HRMS will handle allowance-related
processes such as the Grant of Ph.D./M.Phil. Allowance (by validating
Higher Education Commission–verified degrees) and Disability Allowance
(by attaching rehabilitation center certificates), ensuring that incomplete
or unverified submissions are flagged and sent back for correction.

In essence, the HRMS will act as a single source of truth for all
employee-related information while also providing workflow automation,
document management, compliance monitoring, and financial linkage
capabilities. By maintaining accurate, up-to-date, and electronically
accessible records, the system will not only enhance efficiency and
accountability but also enable transparency in employee management
processes, ensure regulatory compliance, and support data-driven
decision-making across the organization.

Overview of Appointment & Recruitment Module

The Appointment and Recruitment module of the Human Resource

Management System (HRMS) is designed to automate, streamline, and
digitally govern the entire recruitment lifecycle of PCSIR, from identifying
vacancies to issuing appointment letters and completing post-induction
formalities. At the foundation, the system maintains a comprehensive
record of sanctioned, filled, and vacant posts, while also tracking quota
allocations for initial appointments, promotions, and deputations, ensuring
compliance with organizational and regulatory quota policies. Recruitment
cases originating from units are received and processed within the
system, moving systematically through the approval hierarchy up to the
competent authority, with built-in functionality to raise and rectify
objections before final approval. The system generates vacancy positions
by consolidating sanctioned, working, and vacant posts, calculates
recruitment percentages, and initiates recruitment requests accordingly.

Applicants interact with PCSIR through an integrated online recruitment

portal where applications are captured, validated, and automatically
compiled, storing details such as name, date of birth, qualification,
specialization, and professional experience. The system facilitates
shortlisting of candidates by applying transparent merit criteria, marking
one principal and one alternate candidate for each post. Once shortlisted,
the system auto-generates offer letters, medical examination letters
addressed to the panel hospital’s Medical Superintendent, and
subsequently, joining reports that are digitally recorded with scanned
images and routed appropriately to the Secretary PCSIR or through unit
heads, depending on the employee’s posting. Upon acceptance of joining,
the HRMS automatically issues appointment notifications/office orders and
transmits them to all relevant PCSIR branches, after which the system
prompts the creation of the employee’s complete digital profile.

The recruitment process for non-gazetted employees is further

strengthened by system-managed advertisements prepared for press
publication, induction case creation, and the use of the Committee
Meeting Module to form and manage Test, Interview, Recruitment, and
Invigilation Committees. The system supports test administration by
generating approved question papers, recording test/interview schedules,
managing duty rosters, issuing call letters, and capturing attendance data,
test results, and interview assessments. Location details of
tests/interviews, candidate participation records, and performance
evaluations are stored digitally to ensure accountability and transparency.
Following assessments, the HRMS generates an automated merit list
based on predefined criteria, test scores, and interview points.

Critical verifications, including character verification by security agencies,

academic and domicile verifications, police clearance, and NITB proforma
submissions, are digitized, scanned, and attached to the employee’s
personal file. The system compiles a complete recruitment case summary,
routes it for Chairman PCSIR’s approval, and upon approval, issues
appointment letters to successful candidates. Post-selection, medical
fitness procedures are initiated with automated issuance of examination
letters, followed by scanning and saving the medical fitness certificate for
final clearance. By integrating vacancy management, quota compliance,
online applications, committee workflows, candidate assessments,
background verifications, approvals, and appointment issuance within a
single digital ecosystem, this module ensures a transparent, efficient, and
standardized recruitment process for PCSIR, minimizing manual
intervention while enhancing accuracy, accountability, and institutional
governance.

Overview of Promotion Module

The Promotion module of the Human Resource Management System
(HRMS) is designed to systematically manage all aspects of employee
promotions within PCSIR, ensuring compliance with codal formalities,
organizational rules, and quota-based requirements for filling posts. The
system maintains promotion criteria for different posts and evaluates
employee eligibility against these criteria in an automated manner,
minimizing manual errors and delays. To ensure transparency and
governance, the system leverages the integrated Committee Meeting
Module to constitute and manage the relevant committees, such as the
Departmental Promotion Committee (DPC), Departmental Promotion
Board (DPB), and Performance Evaluation Performa (PEP) evaluation
committees, handling both promotion and time-scale upgradation cases
electronically. It also manages time-scale upgradations by maintaining
eligibility parameters (branch-wise, grade-wise, designation-wise,
employee-wise, etc.) and generating comprehensive reports that highlight
all employees qualified for advancement.

For technical staff promotions, the system automatically prepares

sanction, working, and vacant post details, applies quota rules, and
selects three eligible candidates against each vacant post, ensuring merit-
based consideration. Employees under promotion consideration are
prompted to submit a Performance Evaluation Performa (PEP) that
details their achievements in the current grade, while for non-technical
cadres of grade 17 and above, a specialized proforma is collected,
capturing the complete employee profile, joining details, and
recommendations of the unit head. To ensure compliance and integrity,
the system also requires employees to submit court clearance certificates
declaring the absence of pending cases or disciplinary proceedings, which
are scanned and securely stored within the digital personal file.

The HRMS defines and manages workflows for both DPB and DPC,
ensuring that promotion cases are routed electronically to the appropriate
body depending on their scope and level. Once cases are evaluated and
approved, the system automatically generates and issues promotion
letters to all concerned authorities and updates employee profiles to
reflect the new grade or designation. All promotion-related records—
including committee proceedings, assessment sheets, PEP reports,
eligibility certificates, and decision notes—are securely stored within the
system for transparency, auditing, and historical reference. The system
also facilitates nominations from units for staff in grades 1–16, ensuring
that cases from across PCSIR are uniformly managed. By digitizing every
step of the promotion process—from eligibility assessment to committee
deliberations, approvals, and issuance of promotion letters—the module
ensures fairness, accountability, and efficiency, while providing PCSIR
leadership with a complete, real-time overview of promotion activities
across all branches and grades.

Overview of Deputation Module

The Deputation Module of the Human Resource Management System

(HRMS) is designed to comprehensively manage the deputation processes
of PCSIR employees as well as deputations from other government
departments to PCSIR, ensuring compliance with organizational rules,
ministry guidelines, and quota-based allocations. The module begins by
recording and digitizing deputation requests, whether initiated through
letters from the Ministry of Science and Technology or directly by PCSIR
employees, and routes them to the concerned branch for processing. The
system enforces procedural rules whereby requisitions for employees up
to grade 19 are submitted directly to the Chairman PCSIR, while cases for
grade 20 and above flow through the Ministry of Science and Technology
before reaching the Chairman. Posting orders from the concerned
departments are entered, scanned, and securely stored, while deputation
cases involving PCSIR units are automatically forwarded to the respective
unit for concurrence. The system also generates official correspondence,
including permission letters and No Objection Certificates (NOCs), to and
from the Ministry, ensuring that all deputation requests follow codified
approval workflows.

The HRMS keeps track of deputation quotas alongside other staffing

mechanisms such as appointments and promotions, thereby ensuring that
deputation applications are aligned with prevailing quota percentages.
Once the case is processed, the system enables approval routing through
the designated hierarchy, with the provision to raise objections and return
cases to the Establishment Branch for rectification. Upon approval, the
module prepares deputation cases with all supporting documents, auto-
generates offer letters, and records joining details, including scanned
joining reports. Following joining, the HRMS automatically issues
notifications/office orders, disseminates them to relevant PCSIR branches,
and updates the employee’s profile accordingly. For deputations from
external government departments into PCSIR, the system creates new
employee profiles to integrate them seamlessly into PCSIR’s records.

A key feature of the module is its lifecycle management capability: the

system continuously monitors deputation tenures, generates alerts when
deputation periods are nearing completion, records relieving details, and
automatically calculates the end date of deputation service. It also
manages deputation extensions, initially for three years and extendable
by two additional years, issuing new notifications and updating records
accordingly. By digitizing all deputation-related processes—including case
initiation, quota compliance, ministry correspondence, approvals, joining,
notifications, and extensions—the module ensures accuracy,
transparency, and efficiency while providing leadership with real-time
visibility into deputation activities across the organization. This holistic
approach allows PCSIR to balance its human resource requirements
effectively while maintaining regulatory compliance and institutional
integrity.

Overview of Probation Module

The Probation Module of the Human Resource Management System

(HRMS) is designed to comprehensively manage the probationary period
of newly inducted PCSIR employees, ensuring that the transition from
recruitment to confirmation is handled in a transparent, rule-based, and
automated manner. The system tracks the probation period of each
employee from the date of appointment and provides end-to-end
management of all possible outcomes—confirmation, extension, or
termination. Upon completion of the probation period, the module
prepares and routes the case file for approval, auto-generates
confirmation letters for employees who have successfully met
performance requirements, and updates the personal file to reflect
permanent appointment status. In cases of unsatisfactory performance,
the system manages probation extensions by initiating cases for an
additional six (06) months, recording reasons for extension, and ensuring
that extended timelines are reflected in the employee’s digital record.

A key strength of the module lies in its ability to link satisfactory service
criteria with performance evaluation mechanisms. Where measurable,
the HRMS uses objective indicators to assess efficiency, while in roles
where automation is not possible, it integrates reviews and assessments
provided by the employee’s reporting officer. These evaluations become
part of the probation record and are stored securely in the employee’s
profile for future reference. The system also incorporates codal
requirements by ensuring that confirmation against a post takes effect
either from the date of permanent vacancy occurrence or from the start of
continuous officiation on that post, whichever is later, in line with PCSIR
regulations. By automating case preparation, routing approvals through
the designated hierarchy, issuing official letters, and maintaining updated
personal files, the Probation Module ensures that probationary processes
are consistent, accountable, and efficiently managed. Ultimately, this
module closes the loop between recruitment and long-term employment,
acting as a critical checkpoint to ensure that only employees meeting
PCSIR’s standards progress to confirmed service.

Overview of Transfer & Posting Module

The Transfer and Posting Module of the Human Resource Management

System (HRMS) is built to streamline and digitize the complex processes
of employee mobility within PCSIR, covering both Gazetted and non-
Gazetted staff across units, centers, and branches. The system
maintains a complete digital record of transfer requests initiated by
employees or through administrative directives, and each case is routed
electronically through the approval hierarchy up to the competent
authority, with the flexibility to raise objections and return cases to the
Establishment Branch for rectification before final approval. Once
approved, the HRMS automatically generates transfer/posting notifications
or office orders and allows the submission and scanning of joining
reports, ensuring updates are instantly reflected in the employee’s
personal file. The module creates an immutable activity trail of all
transfer-related actions, enabling transparency and accountability across
the organization.

In addition to standard transfers, the module handles relieving orders

from the previous posting branch, along with the preparation and
circulation of No Demand Letters to key sections such as Accounts,
Purchase/Store, MIS, and Library for clearance of financial or material
liabilities before final relieving. The system also integrates with payroll
and service records by attaching the Last Pay Certificate (LPC) with the
relieving notification, ensuring a seamless transition between postings.
Beyond standard transfers, the module intelligently manages special
cases of Additional Charge, where employees are assigned extra
responsibilities alongside their own duties, automatically applying
allowance rules (20% of the basic salary, capped at Rs. 12,000). It also
supports Look After Charges, where employees temporarily oversee
another post, and Acting Charges, where employees are formally
assigned to perform the duties of a sanctioned post on a temporary basis.
For such cases, the system manages the full workflow, including initiation,
approvals, case file preparation, issuance of notifications, and recording of
joining reports.

By integrating all transfer, posting, relieving, and special charge scenarios

into a single digital platform, the module not only reduces manual
paperwork but also ensures regulatory compliance, consistency in
financial entitlements, and accuracy in service records. Ultimately, this
module provides PCSIR leadership with a real-time, comprehensive view of
employee mobility and post allocations, ensuring that staffing needs are
met dynamically while maintaining fairness, transparency, and
administrative control.

Overview of Leaves Module

The Leaves Module of the Human Resource Management System

(HRMS) is designed to provide an integrated, automated, and transparent
mechanism for managing employee leave records in PCSIR, seamlessly
linked with biometric attendance systems and organizational policies. The
module captures attendance data directly from biometric devices,
recording impressions for accurate verification and later comparison,
ensuring that leave balances are updated in real time against actual
attendance. It maintains a comprehensive leave account for every
employee, automatically calculating entitlements, deductions, and
balances once a leave application is submitted, approved, and the
employee begins availing leave. Employees can submit leave applications
digitally via the HRMS portal or through the mobile application, making
the process accessible and efficient. The system supports a wide range of
leave categories—including Leave on Full Pay (LFP), Leave on Half
Average Pay (LHAP), Extra Ordinary Leave (EOL), Maternity Leave,
Special Leave, Quarantine Leave, Rest & Recreation, LND, and Ex-
Pakistan Leave—while enforcing policy rules such as the requirement of
one (01) year of service before eligibility for LFP and automatic accrual of
four (04) LFP days per month. Each leave application captures essential
details such as the employee’s name, designation, and date of joining,
ensuring accuracy and compliance with PCSIR regulations.

Beyond leave management, the module records employee absences due

to official tours, meetings, or trainings, ensuring that such absences
are distinguished from personal or medical leave and properly
documented. Leave requests are routed electronically to the designated
approving authority, who can review, approve, or reject applications within
the system, maintaining accountability and proper authorization. Once
approved, leave balances are updated automatically, and the employee’s
digital personal file reflects the leave taken. The HRMS also generates
detailed attendance and leave reports, providing management with
insights into patterns of absenteeism, leave utilization, and workforce
availability. Employees can track their leave balances, application
status, and attendance history in real time through the mobile
application, ensuring transparency and self-service access.

By fully digitizing attendance integration, leave application workflows,

approvals, and reporting, this module eliminates manual record-keeping,
ensures accuracy in leave entitlements, and supports PCSIR’s operational
efficiency. It not only simplifies the employee experience but also equips
management with the data needed for effective workforce planning and
policy enforcement.

Overview of Retirement from Services Module

The Retirement from Services Module within PCSIR’s HRMS is

designed to comprehensively manage all retirement and resignation
processes in alignment with statutory rules, organizational policies, and
regulatory requirements. The system supports multiple types of
retirement cases, including superannuation (retirement upon
reaching the defined age limit), voluntary retirement (after
completing 20 years of qualifying service), and medical
retirement (upon being declared medically unfit by the authorized
medical board). It automatically defines and enforces the age of
superannuation, while providing early alerts and reminders to HR users
and management regarding upcoming retirement cases 12 to 18 months
before the due date, enabling proactive case preparation and timely
completion of all formalities. For voluntary retirement, the system
validates service tenure before processing the case, whereas for medical
retirements, it facilitates workflow integration with the Ministry of
National Health Services, Regulations & Coordination, enabling
users to enter, scan, and save official correspondence such as
summons for medical boards and recommendation letters, which are then
routed to employees and management within the system for action.

The module also handles resignation cases, applying the same level of
rigor in ensuring procedural compliance and documentation. For both
retirement and resignation, the HRMS automates the drafting of
notifications using predefined proformas and manages hierarchical
approvals by routing cases through the designated approving authorities
until final approval is granted. A critical feature of the module is its
integration with leave account management: in the case of gazetted
staff, the system automatically matches the employee’s leave
account record with AGPR certification to ensure accuracy, generate
an official leave account certificate, and finalize any payable balances.
Once the retirement or resignation case is completed, the HRMS ensures
closure by automatically updating and closing the employee’s
personal file, removing them from active workforce records, and
archiving their service history for compliance and future reference.

By digitizing retirement workflows, automating notifications and

approvals, integrating with external ministries and AGPR, and ensuring
accuracy in leave account settlements, this module provides PCSIR with a
streamlined, transparent, and policy-compliant system for
managing employee exits. It reduces administrative delays, improves
compliance with government regulations, and ensures a dignified, well-
documented, and smooth transition for employees concluding their
service.

Overview of Disciplinary Proceedings Module

The Disciplinary Proceedings Module of PCSIR’s HRMS provides a

comprehensive, rule-based, and transparent mechanism to handle
employee misconduct cases in strict accordance with government service
regulations and organizational policies. The system allows authorized
users to prepare and submit complaints digitally to the Secretary
PCSIR, where they are automatically routed to the relevant branch of
Establishment for review. Once initiated, the module manages the entire
lifecycle of a disciplinary case, from the issuance of explanation letters,
show-cause notices, and charge sheets (reviewed through the
Legal Wing if required) to the formation of inquiry committees using
the Committee Meeting Module, ensuring due process is followed. Both
major and minor penalties are predefined in the system for
standardization, while inquiry reports can be captured with their
conclusions, penalties, and scanned attachments for a complete digital
record.

The module ensures real-time status tracking of each disciplinary case,

marking critical milestones such as “letter issued,” “show-cause notice,”
“inquiry committee formed,” “inquiry report issued,” “penalty imposed,”
or “appeal filed.” Employees receive system notifications, alerts, and
mobile app reminders regarding disciplinary communications, and the
system intelligently flags if any ongoing inquiry is pending against a
specific employee. HR officers can record explanation meetings,
generate warnings, and maintain an auditable warning history for
individual employees. To enforce accountability, the module tracks
timelines and automatically triggers alerts/SMS/email notifications if
replies to explanation letters are not submitted within 15 days, while also
providing functionality to mark replies as satisfactory or
unsatisfactory. If no response is received, the system escalates the case
by preparing a final notice for publication in newspapers, with
automated alerts ensuring that no procedural deadline is missed.

Additionally, the system supports end-to-end case management

workflows, including approval routing for disciplinary actions to relevant
authorities, digital storage of inquiry reports, and preparation of formal
penalty notifications. It provides a robust reporting framework for
management to generate case-wise summaries, employee-level
disciplinary histories, and organization-wide disciplinary statistics for
transparency and oversight. By digitizing all case documents,
correspondence, committee activities, and approval hierarchies, this
module ensures that disciplinary matters are handled with efficiency,
fairness, traceability, and compliance, while protecting organizational
integrity and ensuring employees are given fair opportunity to respond.

Overview of Resignation Module

The Resignation Module of PCSIR’s HRMS is designed to streamline,

document, and monitor the complete lifecycle of an employee’s
resignation in a transparent and controlled manner. The process begins
with the system-enabled preparation and digital submission of the
resignation case by the employee’s Officer In-Charge (OIC) to the
Secretary PCSIR, ensuring that all cases are formally routed and
acknowledged through the proper authority channels. Once the
resignation is received, the system automatically marks it to the
concerned Establishment branch for further action, creating a traceable
workflow that prevents delays or mismanagement. A critical feature of this
module is the multi-departmental clearance process, where the
system ensures that approvals are obtained from Store, Accounts, OIC,
Admin, and Transport branches before final acceptance. In case of any
outstanding dues or pending responsibilities, the system flags them, and
the employee is notified to resolve the issues before clearance can be
completed.

The module also provides functionality for HR staff to digitally enter,

scan, and save the resignation application, making it a permanent
part of the employee’s personal record and enabling its use in future
reference checks or experience letter issuance. Once clearance is
confirmed, the system automatically calculates the total service
duration of the employee, extracting verified employment details from
the HRMS database to accurately reflect joining date, resignation
acceptance date, and cumulative service period. These details are
seamlessly integrated into the generation of an experience letter, along
with other relevant information such as position held, BPS grade, and
verified service history. All actions, from resignation submission to
clearance, approval, and final issuance of experience letters, are logged in
the system for auditability and transparency, while alerts and
notifications are sent to employees and approvers to ensure deadlines and
procedural requirements are met without manual follow-up.

By digitizing resignation workflows, automating clearance checks, and

embedding case-specific service history into documentation, this module
ensures that employee exits are handled with professionalism,
accuracy, and compliance, while maintaining PCSIR’s institutional
integrity and providing employees with a clear, verified service record
upon departure.

Overview of Pension Module

The Pension Module of PCSIR’s HRMS is a comprehensive system

designed to manage the end-to-service benefits of employees with
accuracy, compliance, and transparency, while ensuring timely facilitation
for pensioners and their families. The module begins by generating
automated notifications and alerts to both employees nearing
retirement and HR staff, reminding them to prepare and complete
pension-related documentation within stipulated timelines. All pension
papers submitted by the employee or pensioner are digitized by the
system, with scanned copies permanently stored in the HRMS for
verification, future reference, and audit purposes. A critical part of the
system is its ability to manage applications under the Prime Minister’s
Assistance Package, which encompasses a wide array of fifteen
distinct benefits—including lump-sum grants, pension or direct credit
payments, accommodation, educational support, plot allotment,
employment to legal heirs, marriage grants, health reimbursements, loan
waivers (House Building / Motor Car Advances), monthly benevolent
grants, General Provident (GP) Fund, Death Grant from FEB & GIF,
encashments, burial charges, death grants through the Staff Welfare
Organization, and travel allowance (TA) or hometown claims. Each benefit
request is tracked within the system, ensuring that entitlements are
processed in compliance with government rules while maintaining full
traceability.

The module also integrates with the Audit Branch, enabling staff to
perform pre-audit checks of pension and benefit cases directly within
the system. Any objections or observations raised by the Audit Branch are
systematically logged, tracked, and returned to the Establishment Branch
for resolution, with the workflow ensuring that all remarks are addressed
before final approval. Additionally, employees are facilitated with the
ability to submit medical reimbursement applications digitally at any
time during service or retirement, which are then processed and linked to
their pension case records. The system also captures and archives
important government-issued notifications of Pay Fixation, Revised
Pay Scales, Promotions, Upgradations, or Annual Income
adjustments for Grades 1–16, ensuring that pension calculations
reflect the latest approved pay structures. These notifications are
automatically distributed to relevant labs, Establishment Branch, and
DDO offices, ensuring alignment between payroll, service records, and
pension entitlements.

By unifying alerts, document digitization, pre-audit workflows,

entitlement processing, and pension benefit tracking, the PCSIR
Pension Module provides a transparent, structured, and employee-centric
platform that minimizes delays, eliminates manual paperwork bottlenecks,
and guarantees that retiring employees and their families receive all due
benefits promptly and in accordance with prescribed rules.

Overview of Seniority List Module

The Seniority List Module of PCSIR HRMS provides a structured and

transparent mechanism for preparing, managing, and finalizing employee
seniority in accordance with PCSIR Service Regulations 1981. Once an
employee is appointed, their grade and designation-wise placement
is maintained digitally by the E-III Branch, ensuring that every official has
an accurate position in the hierarchy from the very start of service. The
system facilitates the preparation of a Draft Seniority List, which is
automatically categorized by designation, grade, and length of service,
while incorporating all promotion, transfer, and appointment records
seamlessly. After preparation, the draft list is routed for approval and
shared with all concerned through multiple channels: it is circulated to
units and directors, uploaded on the PCSIR website via the MIS
Branch, and digitally accessible to employees, ensuring transparency and
equal opportunity for review.

The module also integrates a grievance redressal mechanism that

empowers employees to raise concerns against the draft list within a
defined timeline. The system generates automated alerts and
notifications to employees, reminding them to submit any grievance
applications before the deadline. Submitted grievances are digitally
received, scanned, and compiled within the HRMS, enabling
centralized case handling without manual paperwork. For formal redressal,
the system links to the Committee Meeting Module, allowing the
constitution of an Anomaly Committee that reviews employee cases and
provides structured recommendations. Every observation, response, and
committee decision is logged in the system for traceability and
compliance. Once the grievances are resolved, the system supports the
finalization of the seniority list, incorporating committee-approved
recommendations. The final seniority list is then issued and circulated
electronically to all concerned stakeholders, ensuring version control,
integrity, and accessibility across PCSIR.
By combining automated seniority tracking, digital circulation,
grievance management, anomaly committee processing, and final
issuance workflows, the Seniority List Module ensures that employee
placement is handled with fairness, compliance, and complete
transparency. It minimizes administrative delays, enhances accountability,
and safeguards employees’ rights while maintaining PCSIR’s regulatory
framework.

Overview of Benevolent Fund Module

The Benevolent Fund Module of PCSIR HRMS is designed to ensure a

structured, transparent, and rule-compliant process for managing
employee welfare benefits in the unfortunate event of death. The
benevolent fund is a mandatory deduction from employee salaries,
systematically tracked and accumulated within the system to establish
entitlement for dependents. Upon the demise of an employee, the module
enables the widow or dependent children to submit a claim application
through the respective unit head, initiating the workflow in a digital and
verifiable manner. A critical business rule—completion of a minimum of
10 years of service by the deceased employee—is automatically
validated by the system, ensuring that only eligible claims proceed.

The module provides facilities to upload, scan, and securely store

supporting documents such as the Death Certificate, Family
Registration Certificate (FRC), and CNIC of the claimant, attaching
them directly with the application to maintain a complete digital case
record. Once verified, the claim is processed, and the system calculates
and disburses the due amount of the benevolent fund to the rightful
claimant in compliance with service regulations. After disbursement, the
Benevolent Fund Department’s intimation letter confirming the
payment is also digitally scanned and archived within the HRMS,
ensuring audit readiness, transparency, and traceability of each
transaction.

By integrating automated eligibility checks, secure document

management, workflow approvals, and digital notifications, the
Benevolent Fund Module streamlines the entire claim process, reduces
administrative delays, safeguards dependents’ rights, and ensures strict
compliance with PCSIR’s service regulations. It enhances accountability,
preserves institutional memory, and provides a compassionate, efficient
mechanism for supporting employees’ families during critical times.
The PCSIR Patient Management System (PMS) is a comprehensive
digital health management module designed to streamline medical
services for employees, their families, retired staff, and students of PCSIR
institutes. It integrates with the HRMS and Education modules to
automatically fetch employee, dependent, retiree, and student details,
thereby reducing duplication of records and ensuring accuracy. The
system provides end-to-end medical facility management starting from
maintaining an up-to-date directory of panel hospitals with complete
contact details, and medicine suppliers with their representatives, to
recording all purchases of medicines and emergency medical supplies
with full traceability (bill number, date, supplier, item type, potency,
expiry date, and stock quantity). The PMS ensures continuous inventory
management by automatically updating stock levels when new supplies
are added and deducting quantities upon issuance, with proactive alerts
for dead-level stocks and near-expiry medicines sent via SMS to medical
officers and in-charges. Patient handling is made seamless by generating
auto-populated prescription slips for PCSIR employees, retirees, and
students, drawing details directly from the HRMS or Education Institute
databases, including employee ID, designation, dependent relationships,
or student roll numbers. Medical dispensers can record diagnosis, issue
emergency medicines, and log treatment provided, ensuring complete
accountability. The system also automates the generation of official
PCSIR reference slips for panel hospitals for OPD, emergency
admissions, or indoor treatments, embedding all mandatory details such
as reference number, patient details, employee linkage, medical card
number, and purpose of referral. With its strong focus on regulatory
compliance and efficiency, the PMS ensures transparent, real-time medical
record management, improved patient service delivery, and accurate
utilization of PCSIR medical resources.

The PCSIR Medical Module is a centralized system designed to manage

all employee and dependent healthcare services, ensuring compliance
with PCSIR medical rules, SOPs, and government regulations. It begins by
maintaining a structured directory of panel hospitals, storing complete
information including hospital name, address, contact numbers, focal
person details, and email addresses, while linking each hospital with the
relevant PCSIR units for efficient referral. The system automates the
generation of medical check-up reference letters for employees and
records dependent details such as names, dates of birth, CNICs, and B-
Forms, along with mandatory affidavits confirming non-government
employment status of parents. Medical and office identity cards are
prepared digitally using employee master data (EIN, CNIC, designation,
BPS, contact details, DOB), with cards also containing dependent family
information. The module manages prolonged treatment cases,
allowing employees to submit applications with mandatory medical
certificates from PCSIR panel or government hospitals, attaching scanned
documents for transparency and verification. Similarly, medical
reimbursement cases are captured by scanning and attaching invoices,
prescriptions, and notifications, which are routed to the Medical Officer
for scrutiny and recommendations before being forwarded digitally (and
physically) to the Disbursement Branch for cheque preparation and
issuance. The system also maintains a complete digital record of bills
received from panel hospitals, attaching supporting documents such as
medical cards and reference letters, while incorporating a verification
process from employees regarding bill authenticity before settlement. By
digitizing medical workflows—hospital paneling, dependent management,
medical card issuance, prolonged treatment approvals, reimbursements,
and bill settlements—the Medical Module ensures transparent healthcare
governance, efficient case processing, and reliable service delivery to
PCSIR employees and their dependents.

The Training Module of PCSIR’s HRMS is designed to create a complete,

digitized ecosystem for managing employee learning, skill enhancement,
and capacity-building opportunities, both at the national and international
levels. It begins with building a comprehensive training reference
database that records detailed information about institutions,
organizations, and ministries offering training, including institute profiles,
addresses, campuses, trainers, training categories, costs, schedules, and
program details. The system also supports the categorization of
training types (fully funded, partially funded, short-term, long-term) and
maintains detailed profiles of trainers and instructors, ensuring that each
training opportunity is clearly defined and linked with its respective
institute. Employees can search for, request, and apply to training
programs, attaching required documents and fulfilling eligibility criteria,
while the system manages workflow approvals, forwards requests to
OICs and unit heads, and maintains a record of past training history for
performance tracking. It supports the scanning and integration of
training circulars and programmes received from the Ministry of
Science and Technology, EAD, JICA, KOICA, and other agencies, along with
deadlines for nominations. The system facilitates nomination
management by allowing PCSIR authorities (Chairman or designated
officials) to propose nominees, inform applicants through notifications,
and forward finalized nominations to the Ministry. Once nominees are
approved or rejected, the system updates candidate statuses (e.g.,
Selected/Not Selected), issues NOCs, and records approvals for
transparency. It also digitizes the handling of study/training leave
applications, security bond formats, and periodic
performance/progress reports, enabling applicants to upload
milestones, results, and progress for monitoring. Furthermore, the system
provides alerts and reminders for important stages (application
submission, approvals, prerequisites fulfillment, final selections) and
ensures compliance with PCSIR’s rules and regulations. Through
automated reporting, PCSIR can analyze how many training opportunities
were received, how many employees applied, approved, and completed
training, both in-house and external, providing deep insights into
organizational training impact. This fully integrated workflow ensures fair,
transparent, and efficient management of employee training and
professional development, while keeping all related records, approvals,
and scanned documents securely within the system.

The Awards Module of PCSIR’s HRMS serves as a centralized system to

efficiently manage, track, and document all award-related activities for
scientists, technologists, and employees. It allows the entry, scanning,
and secure storage of award invitations and official letters
received from external agencies, ministries, or organizations, ensuring
that no opportunity is missed or misplaced. These invitations can then be
electronically forwarded to the relevant units, labs, or centers for
review and nomination, enabling a streamlined and transparent workflow.
The system maintains a comprehensive database of all types of
awards available to PCSIR employees, whether institutional, national, or
international, along with their eligibility criteria, timelines, and awarding
bodies. For transparency and historical record-keeping, the module tracks
the complete nomination process, including which employees were
nominated, by whom, and for which award. Once results are finalized, the
system updates and records the final status of nominees, clearly
distinguishing between those who were nominated and those who were
ultimately selected as award recipients. Over time, this creates a rich
organizational knowledge base, allowing PCSIR to analyze trends in
nominations, measure recognition received by its employees, and
highlight institutional achievements in research and technology. By
combining document digitization, nomination tracking, approval
workflows, and historical record management, the Awards Module
not only enhances administrative efficiency but also reinforces PCSIR’s
culture of appreciation, recognition, and motivation for its workforce.
The Confidential – Annual Confidential Report (ACR) / Performance
Evaluation Report (PER) Module in PCSIR’s HRMS is designed as a
comprehensive, secure, and workflow-driven system to manage the
performance evaluation lifecycle of employees across all grades. It
enables the organization to define multiple types of ACRs tailored to
different Basic Pay Scales (BPS 1–16, 17–18, 19–20, etc.), along with the
relevant evaluation parameters, grading scales, and percentage
ranges for categories such as Poor, Below Average, Average, Good, Very
Good, Excellent, and Exceptional. Each employee is automatically
associated with the relevant type of ACR based on their grade, ensuring
accuracy and consistency. The system allows for recording annual ACR
details, submission dates, and deadlines, while generating
intimations, pop-ups, and notifications to employees for timely
submission. Alerts are automatically sent to Unit Heads for employees
who fail to submit within deadlines, with lists dynamically updated to
highlight pending submissions until completed. The workflow ensures
sequential evaluation—the Reporting Officer evaluates and grades
employees against each parameter, after which the process is
automatically disabled for them and passed to the Countersigning and
Second Countersigning Officers, each able to add remarks, comments,
and justifications. Once points are entered by the Reporting Officer, they
are locked for integrity. The module also supports document
management by attaching scanned copies of filled ACRs, making them
accessible in digital form.

A key feature is the automatic quantification process, where the

system calculates an employee’s score based on service length in current
and previous grades, applying different quantification formulas for
technical and non-technical employees. This generates a detailed
quantification report showing year, BPS, grading, score, and final
aggregate score, which becomes critical for promotion cases. The system
also automates disciplinary measures: for below-average evaluations, it
issues warning letters, tracks employee replies within a 30-day period,
sends fortnightly reminders, and escalates non-compliance to the
Secretary PCSIR for further action. Employee replies and justifications are
digitally captured, routed to the Reporting and Countersigning Officers for
confidential comments, and stored securely with restricted visibility.
Furthermore, the module automates the preparation of promotion zone
lists, forwarding ACR quantifications to the Confidential Branch,
Departmental Promotion Board (DPB), and Departmental Selection
Committee (DSC) as required. Finally, the system consolidates evaluations
into a final confidential report, approved by the Secretary PCSIR,
ensuring that the performance appraisal process is standardized,
transparent, tamper-proof, and seamlessly integrated with promotion and
disciplinary workflows.

The Asset Declaration Module in PCSIR’s HRMS is a comprehensive,

compliance-driven system designed to streamline and digitize the
statutory requirement of annual asset and income declarations for
employees of BPS-16 and above. It provides a secure, structured,
and year-wise submission framework, enabling employees to declare
their income, expenditures, assets, liabilities, and investments in
accordance with Government of Pakistan rules and the prescribed
proforma of the Establishment Division, Cabinet Secretariat. The system
issues pre-configured forms to each employee, capturing all
categories of income (salary, rental income, agricultural income, and
other sources) and expenditures (utilities, household expenses,
children’s education inland/abroad, foreign travel details with destination
and cost, and club memberships). It also facilitates the structured
declaration of moveable and immovable assets, capturing details such
as asset name, type, nature, mode and year of acquisition, cost, as well as
assets held under power of attorney with information about legal owners
and their addresses. Disposed assets are also recorded year-wise,
including asset identification, disposal date, and sale proceeds received.

In addition, the module maintains an employee’s investment portfolio

(bonds, shares, deposits, advances, loans granted, certificates, etc.) with
denomination details, as well as a detailed register of all bank accounts
(current, savings, deposits, and foreign accounts), recording account
numbers, IBANs, bank/branch names, year of opening, source of deposits,
and balances carried forward. On the liability side, the system tracks both
outstanding liabilities and liabilities paid off during the financial
year, ensuring full transparency. With these records, the module
automatically computes the employee’s total assets, cumulative
asset value, liabilities, and net worth, eliminating manual
calculations and reducing errors.

To enforce compliance, the system generates timely notifications, pop-

ups, and reminders until the declaration is completed, while also
providing Unit Heads and administrators with pending submission
dashboards. It offers a wide range of reporting capabilities, including
income reports, expenditure reports, immovable/moveable asset reports,
disposed assets reports, investment summaries, bank account listings,
liabilities reports, consolidated total asset reports, and net worth
summaries. These reports can be generated, filtered by parameters (date
range, asset type, source of income, etc.), and printed in standard or
customized formats, including the official prescribed proforma of the
Establishment Division for onward submission to the government.
Ultimately, this module ensures legal compliance, financial
transparency, accountability, and centralized digital
recordkeeping of employees’ asset declarations within PCSIR, while
supporting audit readiness and decision-making for both internal
management and external regulatory bodies.