The Fact Sheet (P2) in Manav Sampada eHRMS is a powerful reporting tool that provides comprehensive information about employee distribution, sanctioned posts, vacancies, and organizational structure across UP government departments. This guide explains how to access, generate, and utilize these reports effectively for administrative decision-making and workforce planning.
Understanding Fact Sheet (P2) Reports
The Fact Sheet (P2) is a comprehensive data repository that provides detailed information about:
- Employee Distribution: Statistical breakdown of employees by department, designation, age group, gender, etc.
- Sanctioned Posts: Official count of authorized positions across departments and offices.
- Vacancy Analysis: Current vacancies by department, designation, and office.
- Service Profiles: Detailed information about employee service history, qualifications, and demographics.
- Organizational Structure: Hierarchical view of departments, offices, and reporting relationships.
These reports are critical for:
- Human resource planning and recruitment strategies
- Budget allocation and financial planning
- Workforce analytics and succession planning
- Policy formulation and administrative decision-making
- Transfer and posting management
How to Access Fact Sheet (P2)
There are two methods to access Fact Sheet (P2) reports in the Manav Sampada eHRMS portal:
Method 1: Public Access (Limited Reports)
- Visit the Official Website
Go to https://ehrms.upsdc.gov.in - Navigate to Public Window
On the homepage, find and click on "Public Window" option in the main navigation. - Select Administrative Services
From the dropdown menu or options page, click on "Administrative Services." - Choose Fact Sheet (P2)
Select "Fact Sheet (P2)" from the list of available services.
Method 2: Employee Access (Full Reports)
- Log in to eHRMS
Use your credentials to log in to the eHRMS portal as described in the eHRMS Login guide. - Navigate to Reports Section
From your dashboard, go to "Reports" or "Analytics" in the main menu. - Select Fact Sheet (P2)
Click on "Fact Sheet (P2)" or "P2 Reports" to access the full range of reporting options. - Choose Access Level
Select the level of report you wish to view based on your role permissions:- Department Level
- Office Level
- Division/District Level
- Individual Employee Level
Available Fact Sheet (P2) Report Types
The Manav Sampada eHRMS offers several types of P2 reports, each serving different analytical purposes:
1. Employee Census Reports
Purpose: Provides statistical data about employee demographics and distribution.
Key Information:
- Total employee count by department, district, and office
- Gender-wise distribution
- Age group analysis
- Service duration statistics
- Qualification-wise breakdown
2. Sanctioned Post Analysis
Purpose: Compares authorized positions against current staffing levels.
Key Information:
- Total sanctioned posts by designation
- Filled positions
- Vacant positions
- Excess appointments (if any)
- Position allocation across offices
3. Service Profile Reports
Purpose: Detailed analysis of employee service records and career progression.
Key Information:
- Appointment details
- Promotion history
- Transfer records
- Training and skill development
- Performance assessment summary
4. Retirement Planning Reports
Purpose: Helps in succession planning by forecasting upcoming retirements.
Key Information:
- Employees due for retirement in next 6 months
- Employees due for retirement in next 1-3 years
- Designation-wise retirement forecast
- Critical position analysis
- Pension processing status
5. Organizational Structure Reports
Purpose: Visualizes the hierarchical structure of departments and offices.
Key Information:
- Department hierarchy
- Office structure
- Reporting relationships
- Span of control analysis
- Administrative boundaries and jurisdictions
Step-by-Step Guide to Generating Fact Sheet Reports
Follow these detailed steps to generate customized Fact Sheet (P2) reports:
- Access the Fact Sheet Module
Use one of the methods described above to reach the Fact Sheet (P2) feature. - Select Report Type
Choose the type of report you want to generate from the available options:- Employee Census
- Sanctioned Post Analysis
- Service Profile
- Retirement Planning
- Organizational Structure
- Apply Filters
Use the available filters to narrow down your report data:Basic Filters:- Parent Department (e.g., Education, Health, Revenue)
- Department/Directorate
- District
- Office
Advanced Filters:- Designation
- Employee Category (Regular, Contractual, etc.)
- Pay Scale/Level
- Gender
- Age Group
- Service Duration
- Date Range (for time-specific reports)
- Set Display Options
Configure how the report data should be presented:- Grouping Level (Department, District, Office)
- Sort Order (Ascending/Descending)
- Data Aggregation (Summary or Detailed)
- Include Charts and Visualizations (Yes/No)
- Generate Report
Click "Generate Report" or "View Report" button to process your request. For large datasets, this may take a few moments. - Review Results
Examine the generated report on screen. You can:- Toggle between table and chart views
- Drill down into specific data points
- Apply additional filters to the results
- Export or Download
Save the report for offline use or sharing:- PDF Format: For formal documentation and printing
- Excel Format: For further data analysis and manipulation
- CSV Format: For importing into other systems
- Email: Directly send the report to specified email addresses
Fact Sheet (P2) Report Examples
Here are examples of common Fact Sheet (P2) reports and how they are typically used:
Department-Level Employee Census
| Department | Total Employees | Male | Female | Average Age | Average Service |
|---|---|---|---|---|---|
| Basic Education | 458,642 | 287,654 | 170,988 | 42.5 years | 15.8 years |
| Health & Family Welfare | 189,356 | 98,245 | 91,111 | 39.8 years | 12.3 years |
| Revenue | 124,567 | 89,754 | 34,813 | 45.2 years | 18.7 years |
Usage: This report helps in understanding overall staffing patterns and demographic distribution across departments. It is useful for policy planning, gender balance initiatives, and succession planning.
Designation-Wise Vacancy Analysis
| Designation | Sanctioned Posts | Filled Posts | Vacant Posts | Vacancy % |
|---|---|---|---|---|
| Primary School Teacher | 220,000 | 198,540 | 21,460 | 9.75% |
| Medical Officer | 18,500 | 12,879 | 5,621 | 30.38% |
| Revenue Inspector | 9,850 | 7,456 | 2,394 | 24.30% |
Usage: This report identifies staffing gaps and helps in planning recruitment drives, particularly for critical positions. It also supports budget planning for new appointments.
Retirement Forecast
| Department | Next 6 Months | 6-12 Months | 1-2 Years | 2-3 Years | Critical Positions |
|---|---|---|---|---|---|
| Basic Education | 5,432 | 4,987 | 10,254 | 12,543 | 1,243 |
| Health & Family Welfare | 2,345 | 2,123 | 4,567 | 5,876 | 678 |
| Revenue | 1,876 | 1,765 | 3,456 | 4,321 | 543 |
Usage: This report helps in succession planning, identifying future staffing needs, and ensuring smooth transitions. It is particularly valuable for planning timely promotions and transfers.
Interpreting Fact Sheet Data
To get the most value from Fact Sheet (P2) reports, follow these data interpretation guidelines:
Employee Census Analysis
- Gender Ratio: Analyze male-to-female ratios to assess gender diversity and identify departments needing focused inclusion initiatives.
- Age Distribution: Examine age patterns to identify departments with aging workforces that may face succession challenges.
- Service Duration: Compare average service years across departments to understand experience levels and potential knowledge transfer needs.
- Qualification Analysis: Review educational qualification patterns to identify skill gaps or opportunities for specialized training programs.
Vacancy Analysis
- Critical Vacancies: Focus on positions with high vacancy rates, especially those affecting essential public services.
- Geographical Patterns: Identify districts or regions with consistently high vacancy rates that may need special recruitment incentives.
- Trend Analysis: Compare current vacancy data with historical reports to identify improving or deteriorating staffing situations.
- Position Level Gaps: Analyze vacancy patterns across hierarchical levels to identify bottlenecks in career progression.
Retirement Planning
- Wave Analysis: Identify retirement waves that could create sudden capacity gaps in specific departments.
- Knowledge Transfer Risk: Focus on specialized positions where retiring employees possess unique institutional knowledge.
- Leadership Continuity: Pay special attention to retiring senior positions that require succession planning.
- Budget Implications: Analyze pension liabilities and recruitment budget needs based on retirement forecasts.
Practical Use Cases for Fact Sheet (P2)
The Fact Sheet (P2) reports are valuable tools for various administrative functions. Here are some practical applications:
For Government Officials
- Human Resource Planning: Develop evidence-based recruitment plans and staffing strategies.
- Budget Planning: Allocate salary budgets accurately based on current staffing and projected changes.
- Transfer Management: Make informed decisions about employee transfers and postings based on department needs and employee profiles.
- Promotion Planning: Identify eligible candidates for promotion and plan for career progression opportunities.
- Workforce Optimization: Identify departments with imbalanced staffing and implement redeployment strategies.
For Department Heads
- Team Composition Analysis: Evaluate departmental demographics, skills, and experience distribution.
- Workload Distribution: Ensure equitable distribution of work based on staffing levels across offices.
- Succession Planning: Identify positions at risk due to upcoming retirements and develop succession plans.
- Skill Gap Analysis: Identify areas requiring training and development based on qualification profiles.
- Performance Management: Use service profile data to support performance evaluation processes.
For Research and Policy Planning
- Policy Impact Assessment: Analyze how government policies affect workforce composition and distribution.
- Trend Analysis: Study long-term patterns in government employment and workforce demographics.
- Comparative Studies: Compare staffing patterns across departments to identify best practices.
- Diversity Initiatives: Develop targeted programs to improve gender balance and inclusive representation.
- Administrative Research: Support academic and policy research with anonymized workforce data.
Advanced Features of Fact Sheet (P2)
Beyond basic reporting, the Fact Sheet (P2) module offers several advanced capabilities:
Data Visualization Tools
- Interactive Charts: Dynamic visualizations that allow users to explore data patterns.
- Geographical Maps: Visual representation of employee distribution across districts.
- Trend Graphs: Time-series visualizations showing changes in staffing patterns over months or years.
- Comparative Analysis: Side-by-side visual comparisons of departments or time periods.
Scheduled Reports
For users with appropriate permissions:
- Configure reports to be automatically generated on a schedule (daily, weekly, monthly).
- Set up email distribution lists to receive reports automatically.
- Create custom report templates that can be reused for regular reporting needs.
- Schedule conditional reports that trigger only when certain thresholds are met.
API Integration
For technical users and system integrations:
- Access Fact Sheet data programmatically using the eHRMS API.
- Integrate real-time employee data into other government systems.
- Develop custom applications using standardized data endpoints.
- Implement automated data synchronization between systems.
Data Security and Privacy
The Manav Sampada eHRMS implements strict security measures to protect employee data:
- Role-Based Access Control: Users can only access reports appropriate to their role and authorization level.
- Data Anonymization: Personal identifiable information is anonymized in public reports and certain analytical views.
- Audit Trails: All report generation activities are logged, including who accessed what data and when.
- Data Encryption: All data is encrypted both in transit and at rest using industry-standard protocols.
- Consent Management: The system maintains records of data usage consents and privacy preferences.
Note that all Fact Sheet (P2) data access is subject to the provisions of:
- The Information Technology Act, 2000 (as amended)
- The Right to Information Act, 2005
- The Personal Data Protection Bill (once enacted)
- Government of UP's data security guidelines
Troubleshooting Common Issues
If you encounter problems while using the Fact Sheet (P2) feature, try these solutions:
Report Generation Failures
- Issue: "Unable to Generate Report" error message
- Solution: Try reducing the scope of your report by applying more filters. Large data requests may time out.
Inconsistent Data
- Issue: Data discrepancies between different report views
- Solution: Check the "Last Updated" timestamp on reports. Different reports may refresh at different intervals.
Export Problems
- Issue: Unable to download or export reports
- Solution: Ensure your browser allows pop-ups from the eHRMS website. Try using a different browser or download format.
Access Denied Errors
- Issue: "Access Denied" or "Unauthorized" messages
- Solution: Verify your user role and permissions. Some reports require specific authorization levels.
Frequently Asked Questions (FAQs)
Q1: How frequently is the Fact Sheet (P2) data updated?
Basic employee data is updated in real-time as changes occur. Aggregate reports and statistics are typically updated overnight, so reports reflect data as of the previous working day.
Q2: Can I access Fact Sheet data without logging in?
Yes, basic department-level reports are available through the Public Window. However, detailed reports and employee-specific information require authenticated access with appropriate permissions.
Q3: Are contractual employees included in Fact Sheet reports?
Yes, the system includes data for all employee types (regular, contractual, deputation, etc.) but allows filtering by employment category to view specific groups.
Q4: How can I get a custom report that isn't available in the standard options?
Department nodal officers can submit custom report requests through the "Report Request" feature. These are evaluated and developed based on feasibility and priority.
Q5: Why do some numbers in my report appear highlighted in red?
Red highlighting typically indicates values that exceed established thresholds or require attention, such as vacancy rates above 20% or departments with critical staffing shortages.
Q6: Can I save my custom report configurations for future use?
Yes, users with appropriate permissions can save report templates with specific filters and display options for quick access in future sessions.
Q7: Is historical data available for trend analysis?
Yes, the system maintains historical snapshots, allowing comparison of staffing patterns over time. Most reports include an option to select specific time periods or compare multiple periods.
Q8: How accurate is the retirement forecast data?
Retirement forecasts are based on official date of birth records and current retirement rules. The system automatically flags and verifies records where employees are approaching retirement age to ensure accuracy.
Important Links
| Purpose | Link |
| Official Website | https://ehrms.upsdc.gov.in |
| UP CSC Portal | https://upcsc.in |
| UP Jan Seva Portal | https://jansunwai.up.nic.in |
| UP e-District | https://edistrict.up.gov.in |
| For Help | Email ehrms-up@gov.in or contact your nodal officer |