Govt. of AP HR Standard Code Book details | Code Book For Standard Coding of HR

Govt. of AP HR Standard Code Book details

There are a large number of departments, services and categories of posts with different pay grades under Government. This book lays down the coding formats for HR entities in Government such as employees, posts, services, pay grades etc. for the purpose of developing IT solutions which can talk to each other based on a standard.
 The Human Resources Standard (HRS) is the Government of Andhra Pradesh initiative to standardise important entities which are commonly used by various departments in their daily transactions, reduce costs in rebuilding databases, ease inter-departmental and intra-departmental communications and enhance the information extraction across departments of Government.

The HRS is administered by GAD with inputs from IT department, Finance department and other administrative departments concerned.

The purpose of HRS is to replace the individual departmental codes being used for official transactions, various programs, schemes and IT project development in future.

Read more: Details of Pay Grades and Codes for Applying Health Cards

Objectives of the HR Standard:
  • This HR Standard has been developed to meet the following main objectives:
  • To follow a uniform system of codes across posts and employees of all departments of Government.
  • To enable standardised communication between various departments of Government.
  • To support intraoperability of databases developed and maintained by various departments of Government.
  • To contribute to quick project initiation and minimum project execution times.
  • To enable functional breakdown of geography, departments and posts to ensure standardisation and reuse.

Summary of the Standard Coding System:
The version 1 of the HR Standard deals with the following entities:
  • A department has been functionally broken down into two levels viz., Administrative Department (Secretariat Department) and Heads of Departments.
  • The Heads of Departments are broken down into Drawing and Disbursing Office Units housed under different districts.
  • The geography of the state is broken down into two levels viz., Districts, and Mandals or Municipalities.
  • All the services of the Government are coded.
  • All the payscales from 1999 PRC are given 32 codes.
  • An alpha numeric code is given to each broken down unit.
  • The definitions of various entities have been given. 

The version 1 of the HR Standard did not code the following:
  • Coding each individual employee.
  • Coding each individual post sanctioned under Government.
  • Coding the individual villages and wards under a mandal/municipality.
The HRS has been developed for the entities of geography, departments and posts. Each entity is broken down into parts and the components are coded in order to ensure reusability of the components.

Organisation of Departments of Government:
GoAP consists of a large number of administrative departments such as Medical and Health, Finance, Municipal Administration and Urban Affairs (MAUD), Agriculture etc. The administrative departments are located at the Secretariat and headed by a Secretary supported by secretariat staff. Each department has under its umbrella independent Heads of Departments (HoD) with their own staff spread across all districts of the State. A HoD can be either purely Government entity or an autonomous organisation or a society or a local body etc. For example MAUD has Secretary with his staff, and under him HoDs Commissioner GHMC, CDMA etc. Commissioner GHMC is not a Government HoD whereas CDMA is a purely Government HoD.

There exist around 200 services in GoAP. Each service gives the classification and categories of posts under it with clearly laid down service rules. Any person who is recruited for Government Service has to be necessarily recruited under some service.

Based on the workload in a HoD, Government sanctions or disbands posts against each category of posts in various district offices/head office of HoD.

Employee – Post relationship:
The GoAP HR Standard covers all the Government employees of the departments such as Directorate of Health (DH), Directorate of Medical Education (DME) etc., and pensioners. These employees are housed in Drawing and Disbursing Office Units (DDUs) where a Drawing and Disbursing Officer (DDO) pays the employees salary and Office Head maintains their Personal Registers (PR). The PR consists of the entire history of the employee till date. There are approximately 35000 Drawing and Disbursing Officers (DDO) in the state. The pensioners are paid through banks after authorisation by Sub Treasury Offices (STO)/Pension Payment Office in twin cities (PPO) and have no link with any department.

Each post sanctioned in Government is integrally linked to a DDU, has a payscale, and mandatorily belongs to a category. An employee acquires his designation by virtue of being made to sit in a post through an order of Government. The DDU, payscale and category are linked to the post and not to the employee. An employee without a post does not carry a designation or DDU. However, the employee continues to receive his pay as per the payscale of the post which he occupies or was last occupying, unless there is a change due to a promotion to a higher post, or automatic advancement not linked to the post.

There are three entities, one category, second DDU and the third payscale which go into defining a post (see figure 2). The definition of DDU needs the district in which DDU is located. The service gives the broad class of the posts such as Class A, Class B etc. of AP Ministerial Service, and the category indicates the designation such as Junior Assistant etc. within that class to which the posts belong.

GoAP HR Standard for Staff And Posts:
The system of coding laid down in HR Standard covers the following codes.
1. Employee/pensioner coding for around 8.5 lakh employees for their lifetime and beyond
2. Coding for posts sanctioned under each HOD
3. Coding for Heads of Departments
  • for purely Government Heads of Departments (around 112).
  • for Heads of Departments which are autonomous (around 150).
4. Codingfor DDO office units within a HOD under each district
5. Coding for the Services in Government (around 220)
6. Coding for categories of posts under each service
7. Coding for payscales
8. Coding for Sub Treasury Offices/Assistant Pension Payment Offices

Download the Govt. of AP HR Standard Code Book : Click here

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