GUIDELINE FOR STAKEHOLDERS

Some Concepts
Head of the Office(HOO):-The authority who acts as the controlling officer of the employees of the
Office concerned. He may also be known as Recommending Authority or any other name.

In order to determine Head of the Office of an employee please ask the question, who sanctions
casual leave of the employee? Who sanctions GPF Advance of the employee?

Appointing Authority (AA):- The Authority who issues appointment of the employee or who is
entrusted with the work of Appointing Authority to acts as the Sanctioning Authority in respect of
different service related matters of the employee concerned.

The Authority who issues appointment would be identified as Main Appointing Authority for the
employee concern for the sake of the system.

The Authority who is entrusted with the work of Appointing Authority would be identified as
Appointing Authority but not Main Appointing Authority for the employee concern for the sake of
the system.

In order to determine Appointing Authority of an employee please ask the question, who sanctions
earned leave of the employee? Who is entitled to award promotion to the employee or may transfer
him/her?

Delegated Appointing Authority(DA): - Sometimes Appointing Authority may delegate his power to
any other Officer of the same establishment to facilitate the work. The Authority to whom such work
is delegated would be known as Delegated Appointing Authority for the sake of the system.

Head of Department:- The Authority who acts as the Head of Department for the purpose of the
sanctioning House Build Advance, Motor Cycle/Scooter Advance, Computer Advance etc. as per
Financial Rules of the Govt. as applicable.

Creation of Stakeholders: - Please follow the below mentioned 5 steps to create Stake Holders in
the system.

1) Creation of Hierarchy through creating different authorities i.e. Head of the Office
(HOO), Appointing Authority (AA) and Delegated Appointing Authority (DA) in the
system.
Some points should be kept in mind in this regard-
i) The Authority of Head of the Office should be created from Head of the Office log-in
and The Appointing Authority & Delegated Appointing Authority should be created from
Appointing Authority log-in.
ii) The Authority of Head of the Office and The Appointing Authority should be created
from upper level to lower level but the Delegated Appointing Authority should be
created in the same level.
 iii) After creation of Appointing Authority & Delegated Appointing Authority tagging of
Cadre and Group for which they act in the aforesaid capacity is a must. If such
employees do not have any cadre, please select cadre ‘Others’.
iv)After creation of the Authority of Head of the Office adding of its Address is a must.
v) Please do not forget to approve the Authorities after creation of them.

2) Module mapping with the Authorities:-The establishment related works of employee is

segregated in different modules in HRMS system like Leave, Loan, Promotion, Transfer,
Pay fixation etc. Module tagging implies to tell the system that which Authority would
do the work of which module. It is divided into two parts.
i. Main Appointing Authority Module Tagging:- Through this menu, main Appointing
Authority tells the system which work of a particular cadre and group of employees
executed by himself/herself and which work is entrusted to the Authorities down
the level.
ii. Delegated Appointing AuthorityModule Tagging:-Through this menu,Appointing
Authority tells the system which work of a particular cadre and group of employees
would be done by which Delegated Appointing Authority.
3) DDO and Head of the Office mapping: - The DDO from his log in of HRMS would say the
system that which authority acts as Head of the Office of the employees for whom
he/she acts as DDO.
4) Head of the Office and Employee Tagging: - After DDO tag HOO with himself/herself,
the Head of the Office can tag the employees of the DDO with himself/herself.
5) FAV list creation: - It is actually Head of the Office Appointing Authority Mapping. The
Head of the Office as a recommending authority sends different establishment related
correspondence for different cadre and group of employees to different departments.
From this menu the Head of the Office can shortlist the Appointing Authority/ Delegated
Appointing Authority to whom generally correspondence relating to the establishment
related matters of the employees under his/her control are generally sent.
Here one thing should be kept in mind that if any Head of Office also work as Appointing
Authority of some employees under his/her control, he/she should also tag
himself/herself as Appointing Authority with his/her Head of the Office Authority.