HUMAN CAPITAL MANAGEMENT SYSTEM (HCM): FACTS AND IMPLEMENTATION PROGRESS
- Background
Chapter 4 of the Uganda Vision 2040 focusses on strengthening fundamentals for harnessing opportunities in the Knowledge and ICT sector. Under this Chapter, it is envisioned that “Ultimately, Uganda shall catalyze a whole-of-Government transformation by putting as many as feasible public services online as possible, automating work functions and reducing paperwork for greater internal operational efficiencies”.
The Ministry of Public Service exists to Develop, Manage and Administer Human Resource Polices, Management Systems, Procedures and Structure aimed at facilitating efficient and effective Public Service performance for National development and improved quality of life in Uganda.
Pursuant to the above Vision 2040 ideals, the Ministry of Public Service within the purview of its mandate has implemented a Human Capital Management System (HCM).
Hon. Wilson Muruli Mukasa, the Minister of Public Service launched the HCM Go-live on 17th November 2021 at the Ministry of Public Service. Thereafter, the system has been rolled out in four mock sites comprising Ministry of Public Service, Public Service Commission, National Information Technology Authority Uganda and Mbarara District Local Government. The four Government Entities have started using the new system including processing of salary and pension payroll with effect from December 2021.
- HCM capabilities
- Automating Human Resource Management Functions
HCM has automated all Human Resource Management functions in Government and business processes end to end. The Human Resource Management business processes were re-engineered prior to customization on the HCM to avoid automation of redundant process steps.
The Human Resource Management modules and functionalities that have been automated include the following:
- Establishment Management Control
- Human Resource Planning
- Recruitment
- Payroll and Deductions
- Performance Management
- Leave & Absence Management
- Disciplinary Procedure
- Grievance Handling
- Training and Development
- Talent Management & Succession Planning
- Retirement & Pension Management
- Time and attendance
- Employee Information Manager (Master Data)
- Employee Life Cycle
- Self Service and Mobile application
- Reports and dash Boards
The modules underlying HCM are integrated among themselves to facilitate internal communication and sharing of information internally but also to facilitate ignition of a required subsequent Human Resource action after completing a business process cycle. For example, if a Public Officer has successfully completed the probationary period and the Responsible Officer endorses the recommendation for confirmation, the system will automatically trigger the process of confirmation to commence.
- Integration with Other ICT Systems
HCM has been integrated with other ICT systems to facilitate seamless information sharing among Government Ministries, Departments, Agencies and Local Government. The Systems that integrate with HCM include:
| S/N | System Integrating with HCM | Information Exchanged and Purpose |
| Integrated Financial Management System (IFMS) | Payroll payment invoices transfer; Tax Identification Number validation; Supplier Number generation and update; employee bank accounts details transfer; funds balances confirmation, charge items update; and salary, pension and gratuity payment reconciliation. | |
| Programme Budgeting System (PBS) | Establishment data sharing, Annual Workplan import, wage budget transfer and charge items updates in the long run. | |
| National Identification System (NID) | Verification of Public Officers, Pensioners and Beneficiaries as well as control for non-verified persons from accessing employment in the Public Service | |
| Payroll and Deductions Management System (PDMS) | Non-statutory deductions data exchange on single deduction code | |
| Email and Short Messaging Service Gateway | Sending email and SMS notifications to Public Officer on reminder for action and/or communication important service events in his/her work life cycle | |
| HCM Service Management Help Desk | For logging issues, reporting incidents and complaints as well as provision of feedback and resolution status |
Note: Integration with PBS will be finalized when its upgrade to align to the 3rd National Development Plan requirements has been completed.
In future, HCM is intended to integrate with Teacher Management Information System for verification of application of Teachers’ Registration Numbers while seeking employment in the education service; Public Service Pension Fund for transfer of Public Officers’ contributions to the Fund; Social Action Grant for the Elderly to control enrollment of pensioners on SAGE; and National Social Security Fund for view of Public Officers who switch employment between Organizations on different pension schemes/provident fund arrangements.
- Key Spotlight Reforms
- Auto-generation and update of Supplier Numbers;
- Electronic approval of Structures and Establishment for Ministries, Departments and Local Government for instant application and implantation of approved structures;
- Automatic transition from employee payroll to the pension payroll for prompt payment of pension and gratuity upon retirement;
- Decentralised calculation and sending of payroll invoices to IFMS for full ownership of payroll management;
- National/Alien Identification verification;
- Human Resource analytics and dashboards for indicative trends in HR processes and real-time access to on-going events and actions;
- Self Service and Mobile Application for access to the system with convenience
- Provision of customised reports;
- Single sign-on for access to all modules and functionalities except for calculation and approval of payroll;
- Auto-assignment of tasks while out of office; and
- Universal system usage of HCM by all Public Officers to perform actions in compliance with HR Policy requirements and access of their personal details as Government employees.
- HCM Implementation Phases
HCM is being implemented in three phases as here below:
Phase One 60 Pilot Sites – FY 2020/21
Phase Two 100 MDAs and LGs – FY 2021/22
Phase Three All Other MDA/LGs – FY 2022/23
Following the Go-live in the four mock sites, the roll-out in the remaining 56 MDAs and LGs has commenced and will be fully achieved in the course of this Financial Year. The HCM Phase one 60 Pilot Sites include the following:
| S/N | Name of Ministry, Department, Agency, Local Government |
| OFFICE OF THE PRESIDENT | |
| STATE HOUSE | |
| OFFICE OF THE PRIME MINISTER | |
| MINISTRY OF DEFENCE AND VETERAN AFFAIRS | |
| MINISTRY OF PUBLIC SERVICE | |
| MINISTRY OF FOREIGN AFFAIRS | |
| MINISTRY OF JUSTICE AND CONSTITUTIONAL AFFAIRS | |
| MINISTRY OF FINANCE, PLANNING & ECONOMIC DEVELOPMENT | |
| MINISTRY OF INTERNAL AFFAIRS | |
| MINISTRY OF AGRICULTURE, ANIMAL INDUSTRY AND FISHERIES | |
| MINISTRY OF LOCAL GOVERNMENT | |
| MINISTRY OF LANDS, HOUSING AND URBAN DEVELOPMENT | |
| MINISTRY OF EDUCATION AND SPORTS | |
| MINISTRY OF HEALTH | |
| MINISTRY OF TRADE, INDUSTRIES AND COOPERATIVES | |
| MINISTRY OF WORKS AND TRANSPORT | |
| MINISTRY OF ENERGY AND MINERAL DEVELOPMENT | |
| MINISTRY OF GENDER, LABOUR AND SOCIAL DEVELOPMENT | |
| MINISTRY OF WATER AND ENVIRONMENT | |
| MINISTRY OF INFORMATION COMMUNICATIONS TECHNOLOGY AND NATIONAL GUIDANCE | |
| MINISTRY OF EAST AFRICAN COMMUNITY AFFAIRS | |
| MINISTRY OF TOURISM, WILDLIFE AND ANTIQUITIES | |
| COURTS OF JUDICATURE | |
| DIRECTORATE OF CITIZENSHIP AND IMMIGRATION CONTROL | |
| PARLIAMENTARY COMMISSION | |
| LAW REFORM COMMISSION | |
| UGANDA AIDS COMMISSION | |
| NATIONAL PLANNING AUTHORITY | |
| DIRECTORATE OF ETHICS AND INTEGRITY | |
| ENTEBBE MUNICIPAL COUNCIL | |
| UGANDA HEART INSTITUTE | |
| KAMPALA CAPITAL CITY AUTHORITY | |
| EQUAL OPPORTUNITIES COMMISSION | |
| NATIONAL INFORMATION TECHNOLOGY AUTHORITY | |
| MUNI UNIVERSITY | |
| EDUCATION SERVICE COMMISSION | |
| HEALTH SERVICE COMMSSION | |
| MAKERERE UNIVERSITY | |
| KYAMBOGO UNIVERSITY | |
| UGANDA POLICE FORCE | |
| PUBLIC SERVICE COMMISSION | |
| LOCAL GOVERNMENT FINANCE COMMISSION | |
| JUDICIAL SERVICE COMMISSION | |
| NATIONAL ENVIRONMENT MANAGEMENT AUTHORITY | |
| UGANDA BLOOD TRANSFUSION SERVICES | |
| UGANDA LAND COMMISION | |
| MULAGO NATIONAL REFERRAL HOSPITAL | |
| MBALE REGIONAL REFERRAL HOSPITAL | |
| LIRA UNIVERSITY | |
| UGANDA VIRUS RESEARCH INSTITUTE | |
| DIRECTORATE OF GOVERNMENT ANALYTICAL LABORATORY | |
| KABALE UNIVERSITY | |
| SOROTI UNIVERSITY | |
| JINJA DISTRICT LOCAL GOVERNMENT | |
| LIRA DISTRICT LOCAL GOVERNMENT | |
| MBALE DISTRICT LOCAL GOVERNMENT | |
| MBARARA DISTRICT LOCAL GOVERNMENT | |
| MPIGI DISTRICT LOCAL GOVERNMENT | |
| WAKISO DISTRICT LOCAL GOVERNMENT | |
| BUSHENYI-ISHAKA MUNICIPAL COUNCIL |
- HCM Application Hosting and Disaster Recovery Services
HCM is hosted in the National Data Centre and Disaster Recovery Site. There was no cost incurred by Government on the hosting and disaster recovery infrastructure fostering the spirit rationalising utilisation of already existing national investments and working as one Government.
- Critical Success Factors for HCM implementation
As the Ministry of Public Service continues to implement this critical transformational reform, there are many other players and factors that enable successful implementation and achievement of desired results for service delivery excellence. These factors, among others, include:
- Quality of employee and establishment data in MDA and LGs. Responsible Officers should ensure that data is updated and all support records are available on personnel and subject files to ease the process of data cleaning. The data cleaning in the 60 pilot sites has already been conducted;
- Positive Mindset of leadership in Ministries, Departments, Agencies and Local Governments to embrace, adopt and implement the reform will ensure sustainability of the momentum of uptake;
- The spirit of working as one Government to allow rationalisation of silo systems focussed on isolated HR modules being implemented by individual MDAs. This will give HCM leverage to live its purpose of flying a whole of Government Human Resource Management flag and entrench national character;
- Critical mass of capacitated HCM users to empower all Public Officers and Pensioners to effectively use the system and strengthen their side of bargain for transparency, accountability and improved service delivery;
- Switched-on Human Resource Managers in Ministries, Departments, Agencies and Local Governments who are the core executors, change agents and front runners of HCM implementation;
- Rigorous and Continuous Change Management championed by Ministry of Public Service to ensure smooth implementation, adoption, uptake and sustainability of the reform impact; and
- Appreciation that all Public Officers and Pensioners are the winners in successful HCM implementation to give impetus to the momentum of sustaining reform efforts and intention.
- Conclusion
Human Resource Management is a dynamic discipline. The journey of reforming the Public Service through computerization of Human Resource Management Business Processes has been progressive overtime. Automation of Human Resource Management functions is fundamentally transformational contributing to the ideals of NDP III and Uganda Vision 2040
Each of one us has a contribution to make and stand to be counted.
I try to login in I have failed? How can I login?is it logging in or first register?
Rasul Safi
I’m Paul Gemrach. I have yet failed to register for the first time.
I’M WASIKE ABUBAKAR, MY COMPUTER NUMBER IS 280864,I HAVE TRIED TO LOG INTO HCM, BUT I HAVE FAILED, WHY, PLEASE HELP ME
okuda vitally
Hcms
payslip
The program is good, but the challenge is it has no sign up like
*I personalized the general password and my account failed to open using the password I created. I kindly request for my account (00564209) reset. *I also don’t get e-mail alerts. Kindly enable my e- mail addess to receive HCMS alerts
hello ,am called ONDEDA BARASA withou HCM login , kindly support me with my login
How do I create an account with HCM
I need my current payslip
I’m Moses, the program is very good, I need you to help me and I get my login
I’m failing to log in the system
Payslip
I’m tr. Muhindo Yosoni currently working with KABAROLE district Local Government. We had a workshop about HCMS and I changed The password but it failed to login, Kindly reset my password/account:00564209
Haven’t got any response
How do I become a member in the platform
When I try to log in they tell me my email doesn’t match with the data in the system
What causes that and it’s very email I usually use? Some help please.
How do I initially register for HCM?
How can I login to HCM system
Can i use this system to apply fo my pension?
I have successfully failed to login the HCM is telling me “Please enter the correct username and the password”
I have failed to login successfully only to indicate that “please enter correct password and username.
I am also having the same problem let them help
Help me reset my password my account :00825822
Am still waiting
How do I log in
How can I login to HCM system
I also tried to open account and failed. From Sir Samuel Baker school Gulu City
Good evening.
I requested a password reset for almost three weeks now, and nothing received on my email.
What are qualifications for a science principal of a diploma awarding institution? And how does he/she access the science scale as shown in schedule 4B (1) of the salary structure?
Is a substantive Principal of an National Teachers College, with a masters of science in chemistry eligible for payment as a scientist?
Just need to create my account.
Good afternoon, i have a problem with login my account as: user name: 01042697
I am having challenges in accessing my HCM account. since the last time I had logged into this system, I haven’t been able to access that platform again. the current message i keep getting the is that my username and password are incorrect. even when I try to recovery the password, the only response is that this has been sent to my email yet that is not seen even my email address (loputisaiah@yahoo.com)
IPPS NO IS 00867375. I need help. Thanks, Loput Isaiah- Napak DLG -Health inspector
Hello, I am Omuse Joel Benjamin (email: omusejoel8@gmail.com). I have failed to log into the system, since Tuesday. I have also tried a password reset but have not received any email containing a new password since then.
How can I be helped?
This system has issues,l have failed to log in and l needed email alerts but all in vain geofogari@gmail.com
I’m the DHO Adjumani KINDLY OPEN FOR ME MY ACCOUNT
Message:I am Moses servicing in Moroto district local government.whenever i log in,the system tells me,”enter correct account and password.”what does mean?
Message:What will happen to us (employees)not enrolled to HCM?Is the minstry of public service not deleting us indirectly?This has made us scared because whenever we log in,the system tells most people “enter correct username and password”.
I forgot my password and I have tried to recover it and I followed the procedure but I don’t know the email attached to my profile
How can i log in
Ok
How do I register for HCM
Good evening my good friends.
Am teacher SSENYONGA ABUBAKAR SULAN. I have tried to login several times today after the training in BUDAKA District local government. However I failed to login even during the training time. When I consulted, the trainers, they told me to login at 4pm. I tried to ask for a password reset, the response is that the procedure has been sent to my email. When I check in the mailbox nothing is there completely. Help me please
which password did they give to you coz most of us know the initial password
Good evening
How do I log in and access my account
Wogudunya David. How can i log in to acess my details,
Hello David were you able to access your account
Good evening . thanks for the good service though we haven’t started using it in mitooma district .
More training is still needed in mitooma district .Hope for the best. I am NANKUNDA FLORENCE.
BURSAR ST BENEDICT VOC SS-NYAKATSIRO
This system is failing to login my account
kindly reset ma password,,,am Mugume Baros John District Commercial Officer Ntoroko DLG 0772986309 mugumebaros@gmail.com
25/10/2024
Good evening to you.
I’m Bwambale Stephen from Nsozinga Primary School in Kassanda district. We were trained about HCM in early September and the officers promised to avail us with our individual passwords to enable us log in our pages by October. However we haven’t received the passwords though October is ending.
I request assistance on how I can get my password to enable me access my Account / Page.
The system isn’t logging into my account
I wanted to create personal HCM system account.
I tried all in vane.
A teacher from Koboko district.
I am fade up of your hcm, the system is so fake, when you ask for reset password, it has blocked me forever. Fake
Am Ashaba stephen Byaruhanga to failed to recover my password
Am Ashaba stephen Byaruhanga l have failed to recover my password
Am Ashaba stephen Byaruhanga its like passwords sent to the emails once. Wish second chances always
REGARDS,
AM IRENE MUKONO REQUESTING FOR PASSWORD RESET FOR TAYEZIA ZIRUPA IPPS 293362 UNDER MUKONO DLG AND SSEMAKULA MOHAMMAD IPPS 294037.
THANKYOU
I am having challenges in accessing my HCM account because i forgot my password the current message i keep getting is that my username and password are incorrect. even when I try to recovery the password, the only response is that this has been sent to my email yet that is not seen even my email address (bakisulaali@gmail.com)
EACH TIME I LOGIN THE SYSTEM TELLS ME INCORRECT USERNAME AND PASSWORD.WHEN I TRY FORGOT PASSWORD, IT TELLS ME TO CHECK ON MY EMAIL AND WHEN I CHECK I CANT SEE THE EMAIL.SOME HELP PLEASE. USERNAME IS 00247821.