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Government HRMS

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HRMS for Government · Available now

Keep public workforce decisions tied to the employee record.

HRMS for Government keeps employee identity, department, position, pay grade and reporting line connected to the transactions that follow a worker from recruitment through departure. An HR Business Partner maintains the people record and employment history.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewActive employee register
Government HRMS · Employees

Active employee register

Employees in one list

New employee
Employees in view
6
Active
6
Employee IDFull nameDepartmentPositionPay gradeManager
CIV-5201Nadia IyerEnvironmental ComplianceCommunity grants analystGrade 6 technical specialistNadia Iyer
CIV-5238Tomas ObengEmergency PlanningCommunity grants analystGrade 10 department directorFelix Rahman
CIV-5274Elena SalimEmergency PlanningPublic records specialistGrade 10 department directorAmina Farouk
CIV-5310Kai MorenoPublic RecordsEmergency planning coordinatorGrade 6 technical specialistDevon Mori
CIV-5356Rina DuarteEnvironmental CompliancePublic records specialistGrade 6 technical specialistAmina Farouk
6 of 6 records
CIV-5201Employees · EMP-74139
Active
Full nameNadia Iyer
DepartmentEnvironmental Compliance
PositionCommunity grants analyst
Pay gradeGrade 6 technical specialist
ManagerNadia Iyer
Requisition approvalEMP-74139 · CIV-5201

HR Business Partner reviews the Job Requisition before it opens.

Waiting for HR Business Partner
ApproveReturn
Example screen with sample data
Tables, ready to use
36
Saved views
14
Roles with set permissions
8
Reports and dashboards
8
Features

The employee and the work around them

Every feature works on the same records. Pick one to see the screen your team works in.

People and positions

Keep employee identity, department, position, pay grade and reporting line together.

  • Organization
  • Position
  • Employee history
  • Employees
  • Departments
  • Locations
  • Positions
  • Job titles
  • Pay grades
Explore people and positions
OverviewPositions to fill
Government HRMS · People and positions

Positions to fill

Filled waits for the recruiter

New
Position codeJob titleDepartmentLocationHeadcountStatus
PERMIT-G6-01Permit Review OfficerPublic RecordsWest inspection depot5Open
RECORD-G6-02Public Records SpecialistEmergency PlanningWest inspection depot25Open
GRANT-G7-01Facilities InspectorCitizen ServicesRiver district field office25Open
INSP-G6-04Permit Review OfficerEnvironmental ComplianceNorth district records office5Open
BUDGET-G7-02Facilities InspectorEmergency PlanningCivic Center permit office24Open
6 of 6 records
PERMIT-G6-01Positions · PST-70578
Open
Job titlePermit Review Officer
DepartmentPublic Records
LocationWest inspection depot
Headcount5
Example screen with sample data
Process

From an opening to an employee start

Requisition to employee ships ready to use. 2 steps need a named approval before the work moves on: Requisition approval (HR Business Partner) and Offer approval (HR Business Partner).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Requisition draft

    Prepare an opening against a position and department.

    CIV-5201EMP-74139 · Hiring Manager
    Requisition draftBy Hiring Manager

  2. Requisition approval

    Have the HR Business Partner review the opening and headcount.

    CIV-5201EMP-74139 · HR Business Partner
    Requisition approvalBy HR Business Partner
    ApprovalHR Business Partner reviews the Job Requisition before it opens.

  3. Candidate review

    Connect the applicant, interview result and requisition.

    CIV-5201EMP-74139 · Recruiter
    Candidate reviewBy Recruiter

  4. Offer approval

    Review salary against the position's pay grade before sending.

    CIV-5201EMP-74139 · HR Business Partner
    Offer approvalBy HR Business Partner
    ApprovalHR Business Partner reviews the Offer; CHRO / VP People decides an agreed pay exception.

  5. Offer acceptance

    Record the candidate response and close the filled opening.

    CIV-5201EMP-74139 · Recruiter
    Offer acceptanceBy Recruiter

  6. Employee start

    Create the employee record, hire history and assigned start tasks.

    CIV-5201EMP-74139 · HR Business Partner
    Employee startBy HR Business Partner

Start with Requisition to employee

Inside a record

One person across HR work

Open any employee to see its applications, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Full name, Department, Position and Pay grade.

  2. 2
    Applications

    Each line is linked to this employee.

  3. 3
    Who works on it

    L&D Admin, Recruiter and Payroll Admin, each with their own permissions.

  4. 4
    Process stages

    Employee start, with the role that acts.

  5. 5
    Approvals

    Requisition approval and Offer approval, with who decides.

Active employee registerCIV-5201
Government HRMS · Employees

CIV-5201

Nadia Iyer · Active

Log activity
1
Record details
Full nameNadia Iyer
DepartmentEnvironmental Compliance
PositionCommunity grants analyst
Pay gradeGrade 6 technical specialist
2
Applications

CIV-5201

Application numberCandidateRequisition
APP-27291Mara OkaforCompliance officer opening
APP-85047Felix RahmanFacilities inspector opening
APP-46326Mara OkaforCommunity grants analyst opening
Applications
6
3

Who works on it

  • L&D AdminManage course enrollments, Courses, training records
  • RecruiterManage Applications, Candidates, Interviews, job requisitions…
  • Payroll AdminManage pay statement lines, pay statements, payroll calendars…
4

Process stages

  • Employee startHR Business Partner
5

Approvals

  • Requisition approvalHR Business Partner
    Approved
  • Offer approvalHR Business Partner
    Waiting
Example screen with sample data
Approvals

Give each decision a named owner

OverviewApprovals
Government HRMS · Overview

Approvals

Signed in as HR Business Partner

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • OFF-85932Amina Farouk
    Emergency planning coordinatorRequested by Amina Farouk
    USD2dActions
  • OFF-68733Devon Mori
    Facilities inspectorRequested by Amina Farouk
    EUR1dActions
  • OFF-20628Yusuf Bennett
    Community grants analystRequested by Felix Rahman
    GBP3dActions
  • OFF-49333Felix Rahman
    Community grants analystRequested by Felix Rahman
    CAD4dActions

Who approves what

DecisionApprover
Requisition approvalHave the HR Business Partner review the opening and headcount.HR Business Partner
Offer approvalReview salary against the position's pay grade before sending.HR Business Partner
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Government HRMS to the work that is theirs. Pick a role to see what it starts with.

Employee

Self-service record entry on leave, timesheets and goals; read-only on pay, benefits and performance.

This is the first screen this role sees.

OverviewTraining due and expiring

Training due and expiring

Training records · Employee

Expiring soon3
Workplace accessibilityTR-36631
15 Oct
Workplace accessibilityTR-95703
15 Oct
Budget controls for officersTR-89368
15 Oct
Add
Expired3
Conflict of interest reportingTR-20865
05 Oct
Workplace accessibilityTR-25906
03 Oct
Field inspection safetyTR-79725
04 Oct
Add
Example screen with sample data

Roles and permissions

Reports

See staffing, leave and pay periods

Inspect workforce distribution, openings, leave, pay periods, reviews and training validity.

Overview
Government HRMS · Overview

Government HRMS dashboard

This quarter

Offers in view
6
Total base salary
2,410
USD
1
EUR
1

Employees by status

How far records got this quarter

StageReachedStep
Active25
On leave1248%
Terminated867%
Rehireable675%

Number of employees by status

Sample counts per stage

900
80Active
90On leave
50Terminated
80Rehireable
Example screen with sample data
  1. 01Workforce by department

    Group Employees by Department and Status to inspect the active workforce.

  2. 02Position capacity

    Compare Positions Headcount and Status by Department and job title.

  3. 03Recruitment movement

    Group Applications by Stage and Requisition, with applied at as the intake date.

  4. 04Leave commitments

    Compare leave requests start date, end date and Status by Employee and leave type.

  5. 05Timesheet review

    Find Timesheets by week start, week end, Approver and Status.

  6. 06Payroll period totals

    Compare payroll runs gross total, net total and Status by Calendar and pay date.

  7. 07Review progress

    Count performance reviews by Cycle, review type and Status.

  8. 08Training validity

    Group training records by expiration date, Course and Status.

All reports and dashboards

Who it's for

Fit the agency you run

See how Government HRMS fits your kind of team.

Central government departments

Organize positions, employee assignments and review decisions across departments.

Regional agencies

Keep location, department, leave and payroll context aligned for a distributed workforce.

Public service programs

Coordinate hiring, onboarding, training and review work for program teams.

Controls

Review sensitive people and pay work

Each stage of requisition to employee names the role that acts and the status it records, so a change is never anonymous.

OverviewRequisition to employee
Government HRMS · Process

Requisition to employee

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
2
Roles involved
4
Tables touched
10
Requisition draft
Hiring Manager, Recruiter
StatusDraft → pending approval
RecordsJob requisitions, Positions
Requisition approvalApproval
HR Business Partner
StatusPending approval → Approved
Requisition opening
Recruiter
StatusApproved → Open
RecordsApplications
Requisition to employee
  1. Start
    Requisition draftDraft → pending approval
    Job requisitions
  2. Approval
    Requisition approvalPending approval → Approved
    HR Business Partner
  3. Step
    Requisition openingApproved → Open
    Applications
  4. Step
    Offer draftDraft → pending approval
    Applications
  5. Approval
    Offer approvalPending approval → Approved
    Pay grades
Example screen with sample data

See each stage in detail

AI agent

Prepare decisions with Proto

Prepare employee, hiring, leave and pay reviews with Proto.

It can

  • HR Business Partner: List open positions and the current employees assigned to their departments.
  • Recruiter: Show applications still in interview stages for an open requisition.
  • Payroll Admin: Compare a pay run's gross and net totals with its employee statements.
  • L&D Admin: Find training records with expired or expiring status.

Stays with a person

  • The authorized person decides a requisition, compensation exception, leave request, timesheet or payroll run.
  • Proto can prepare the linked records and point out differences, but the decision follows the configured role and current evidence.
  • Keep pay, dependent and review details within the recipient's permitted scope.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Government HRMS
  • Identity provider
  • Offer signing
  • Learning platform
  • Bank or payment provider
  • Tax authority service
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 36 tables
36tables
  • People and positions7
  • Recruitment and offers8
  • Leave and time6
  • Payroll and benefits9
  • Performance and learning7
  • Employee transitions6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree ownership

    Name the HR Business Partner, Recruiter, Payroll Admin and decision owners for requisitions, offers, leave, time and payroll.

  2. Map the people structure

    Reconcile department, location, title, position, grade and employee identifiers before importing transactions.

  3. Configure a bounded pilot

    Use one department, one open position, one hiring case and one payroll calendar with a representative pay period.

  4. Rehearse decisions

    Test an out-of-range offer, a submitted leave request, a rejected timesheet and a pay run awaiting approval.

  5. Reconcile and release

    Compare employees, positions, balances, statement totals and remaining onboarding work with the source before broadening use.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Government HRMS.

All questions
How do I get started?

Click Get started, then use Proto to configure HRMS for Government for your business. Pilot one department, one open position and one reconciled payroll period with named approval owners.

How are positions different from employees?

Positions describe seats with a job title, department, reporting position, grade and headcount. Employees identify the people assigned to those seats. Employment History records dated changes to the employee's assignment.

Can a recruiter follow a candidate across openings?

Candidates hold the person record. Each Applications row links that candidate to a particular Job Requisition, so the recruiter can inspect the stage for each opening separately.

What happens when an offer exceeds the pay grade?

The reviewing team compares the proposed salary with the position's Pay Grade range. The agreed compensation authority handles an exception before the offer moves forward.

How is leave approved?

Employee submits a dated Leave Request with a Leave Type and named approver. The reviewer checks the relevant Leave Balance and records an approved or rejected outcome.

Can employees enter their own time?

The Employee role can enter Timesheets and Time Entries. A weekly timesheet names an approver and records its decision status before Payroll Admin uses the information.

How are payroll totals explained?

A Payroll Run has a calendar, period, pay date, gross and net totals. Pay Statements and Pay Statement Lines retain employee-level earnings, deductions and taxes for reconciliation.

How do we track completed training?

Course Enrollments hold the assignment and completion. Training Records retain completion date, expiration date, course and certificate reference for later review.

Can we migrate from another HR system?

Map stable employee, department, position, grade and calendar identifiers first. Reconcile opening balances and a sample payroll period before adding active hiring and review work.

Who can see sensitive information?

The configured roles separate employee self-service, recruiting, HR, payroll and learning work. Review each role's scope and test access with ordinary accounts before release.

Set up Government HRMS your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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