RGCIRC iPMS – User Manual

🔐

How to Login

Simple username + 4-digit PIN

1

Open the application

Open your browser and go to the iPMS URL - https://myrfd.rgcirc.org . Works on Chrome, Firefox, Edge — on desktop.

2

Enter your Username

Your username is your First Name + Employee Code (e.g. ROHAN_12345 for Rohan Dixit, ECode 12345). Check your department credentials sheet for your exact username.
🔮 Your PARAS HIS username is your iPMS – myRFD username.

3

Enter your 4-digit PIN

Default PIN = last 4 digits of your employee code. Example: Employee code 12345 → PIN is 2345.
🔮 Coming soon: Your PARAS HIS password will be your iPMS – myRFD password.

4

Set your new PIN (First login only)

On your first login, you will be asked to set a new PIN before you can access the system. Enter your current PIN, then choose a new one and confirm it. This is a one-time step for your account security.
⚠️ Your new PIN must be different from your current PIN and at least 4 characters.

5

You're in!

You'll land on My Dashboard showing your objectives and Success Indicators. The left sidebar shows your navigation options based on your role.

🔑 Forgot PIN? Contact your HOD or IT department. They can reset your PIN from the Admin Panel. Coming soon: Reset your PARAS HIS password to reset your iPMS – myRFD password as well.

🐛 Having trouble logging in? Click the "Report an Issue" link at the bottom of the login page. Fill in your name and describe the issue — the IT team will be notified automatically.

👥

Who Can Do What

6 roles — each with specific permissions

CEO

-

Views all departments. Approves or rejects RFDs. Monitors hospital-wide performance.

HOD – Dept Head

-

Builds & submits RFD. Assigns KPIs to team. Verifies KPI data and objectives monthly.

Sr. Manager

-

Assigns KPIs to managers. Verifies or rejects KPI data entered by direct reports.

Manager

-

Assigns KPIs to team members. Verifies data entered by reportees.

Asst. Manager

—

Can assign KPIs. Verifies data from team members below them.

Team Member

Rohan Dixit - AI specialist

Enters monthly KPI data for assigned KPIs. Can accept or reject assignments.

💡 Department isolation: You only see your own department's data. Only the CEO can see all 20 departments at once.

🔒 Your data stays inside RGCIRC. iPMS runs on RGCIRC's own on-premise servers — no data leaves the hospital's network. Only people with a valid login and the right role can see your department's information.

⚙️

Admin Panel & User Management

Do this FIRST — before anyone can use iPMS

Before anyone can login, their account must be created in the Admin Panel. This is typically done by IT or the HOD before go-live.

ℹ️ Correct creation order: CEO → HODs → Sr. Managers → Managers → Asst. Managers → Team Members. Always top-down — a reporting manager must exist before their team member can be created.

⚙️ Admin Panel · Users Section

Buttons: ↑ Import Excel + Add User ↓ Download Template

User row: Rohan Dixit · rdixit · TEAM MEMBER IT · Edit Delete

Add User manually: Click "+ Add User" → fill First Name, Last Name, Username, PIN (4 digits), Role, Department, Reporting Manager, and optionally Designation, Email, Employee Code, and Phone → Save.
Import in bulk (Excel): Click "↑ Import Excel" → "↓ Download Template" → fill all users in Excel → upload the file. All users created at once.
Reset PIN: Find the user → click Edit → change PIN → Save. User can then login with new PIN.
Assign a Secondary Department: Find the user → click Edit → fill the Secondary Departments field. This lets someone (e.g. an HOD managing two departments) appear on the Team page and RFD/Performance data of both departments — no need to contact IT, this can be done directly from the Admin Panel.
Unassign All KPIs from a user: Useful when someone is leaving, changing roles, or you need a clean slate before reassigning their work. Find the user → click "Unassign All KPIs" → all their active KPI assignments are removed in one action.
Deleting a department or user with active history: The system checks for linked data before allowing deletion. If a department still has employees or objectives, or a user has KPI assignments, data entries, verifications, comments, or people reporting to them, deletion is blocked and a clear message lists exactly what needs to be cleared or reassigned first — nothing is deleted partially or silently.
HOD restriction: HODs can only manage users in their own department. Department creation/deletion is CEO-only.
Bulk import — matching department names: When importing users via Excel, the Department column must match an existing department name exactly (or closely enough to be recognized). Check the "Notes" sheet in the downloaded template for the exact list of valid department names before importing.

⚠️ PIN = Password. Default PIN = last 4 digits of employee code. Example: Emp code 12574 → PIN is 2574.

🧑‍🤝‍🧑

Team Page

See who's on your team and what they're working on

The Team page (left sidebar) shows everyone in your department along with their assigned Objectives and KPIs.

Clickable Objectives/KPIs counts: Click the number under "Assigned Objectives" or "Assigned KPIs" for any team member to open a popup listing exactly which objectives or KPIs they have — including KPI type (Critical/Important/Regular) and frequency (Daily/Weekly/Monthly/etc.).
"With Assigned KPIs" / "Without KPI Assignment" cards are clickable too: Click either summary card at the top to see a quick list of exactly which team members fall into that category — useful for spotting who still needs a KPI assigned.
Multi-department members: If someone manages more than one department (via secondary department access), they'll appear on the Team page of every department they're linked to — not just their primary one.

ℹ️ Who sees what: CEO and HOD see the full department roster. Everyone else (Sr. Manager, Manager, Asst. Manager, Team Member) only sees themselves and the people who directly report to them — not the whole department. This is intentional, for privacy and focus.

🔄

How It Works

Setup once, then monthly repeat

📋 Setup RFD

HOD builds objectives + assigns KPIs to team

📊 Enter Data

Team members fill actual KPI values

✅ Verify & Review

Manager → HOD → CEO sees results

1

HOD

Build the RFD

Go to RFD Builder → Add objectives. Import from Excel or click "+ Add Objective". Each KPI gets a type: 📋 Regular / ⭐ Important / 🔴 Critical. Weights must total 100%.
💡 When you create an objective, you are automatically added as a Responsible Employee. You can add or remove others from the Responsible Employees section.

2

HOD / Manager

Assign KPIs to team members

In RFD Builder Edit modal, each KPI has Assign To dropdown. Select the responsible person. They get a 📋 yellow banner on their Performance page — must Accept or Reconsider.

3

HOD → CEO

Submit & Approve RFD

HOD clicks "↑ Submit for Approval". CEO approves from dashboard. If rejected, reason shown to HOD who revises and resubmits.

4

Team Member

Enter data at the right cadence (Daily/Weekly/Monthly/Quarterly/Half-Yearly/Yearly)

Performance page → pick the correct frequency view from the dropdown at the top → find objective card → click "Enter Data". Fill actual value + status. Partial save is OK — don't need to fill all KPIs at once.

5

Manager / Sr. Manager

Verify or Reject KPI data

Click Verify ✓ to approve or Reject ✗ with a reason. Team member sees reason and can reply — full conversation trail saved. Verify/Reject buttons reappear after reply.

6

HOD

Verify the objective

Bottom of each objective card → click "✓ Verify". This confirms all KPIs for that objective are reviewed for the month.

7

CEO

Monitor all departments

CEO Dashboard shows all 20 departments — G/A/R/D/H/C counts, coverage %, Critical KPIs. Click "Track" to drill into any department. Export to Excel anytime.

🏥

CEO Quick Guide

Hospital-wide performance in one view

1

View the CEO Dashboard

Left sidebar → CEO Dashboard. See all 20 departments with RFD status, G/A/R/D/H/C counts, and data coverage % in one table.

2

Approve or Reject RFDs

When a dept submits their RFD, it shows ↑ Submitted status with ✓ Approve and ✗ Reject buttons. Rejection requires a mandatory reason.

3

Drill into any department

Click Track next to any department to see their detailed Performance page. Monthly, Quarterly, and Yearly views available.

4

Monitor Critical KPIs

Click the 🔴 Critical card on the dashboard to open a modal showing all Critical KPIs across all 20 departments — department name, KPI name, and which objective it belongs to. Use this to instantly identify hospital-wide high-risk areas that need immediate attention.

5

Export to Excel

Click ↓ Export at the top right to download the current view as an Excel file for board meetings or reporting.

🏢

HOD Quick Guide

Department Head — what to do, step by step

Setup:

1

Go to RFD Builder

Left sidebar → click RFD Builder. You'll see your department's RFD in Draft status.

📋 RFD Builder

2

Import Excel or Add Objectives manually

Click "↑ Import Excel" to upload your department's Excel file, OR click "+ Add Objective" to add manually. Fill in Area, Objective, Weight %, and then use the AI tools or add KPIs manually:

↑ Import Excel + Add Objective

✨ AI Suggest — Action & Success Indicator

After filling the Objective text, click "✨ AI Suggest" next to the Action/Strategy label. The AI will auto-fill the Action / Strategy and Success Indicator fields based on your objective. You can edit them after.

🔆 AI Suggest — KPIs

In the KPIs section below, click "🔆 AI Suggest" to auto-generate 3–5 relevant KPIs with name, target, and unit — based on your objective. Accept, edit, or delete any suggestion. You can also click "+ Add KPI" to add KPIs manually.

3

Assign KPIs to team members

Click Edit on any objective → in the KPI table, use the Assign To dropdown for each KPI → click Save Objective. The person will get a notification.

4

Submit for CEO Approval

Once all weights total 100%, click "↑ Submit for Approval" at the top right. Wait for CEO to approve.

↑ Submit for Approval

Every month — Verify:

5

Go to Performance page

Left sidebar → click Performance. Select the current month from the dropdown at the top.

6

Verify KPI data and Objectives

For each KPI row → click Verify ✓ if data looks correct, or Reject ✗ with a reason. At the bottom of each objective card → click "✓ Verify" to confirm the whole objective.

Verify Reject

💡 If you see a declined KPI assignment (orange banner), reassign that KPI to someone else from RFD Builder → Edit Objective → Assign To.

🏢 Managing multiple departments? If you are HOD of more than one department (e.g. HR and HR-NB), both will appear in your left sidebar under separate sections. You can switch between them and manage each independently. Contact IT to set up secondary department access.

👔

Manager / Sr. Manager Quick Guide

Assign KPIs and verify data from your team

👥 Your Team page view: You'll only see yourself and your direct reports on the Team page — not the entire department roster. This keeps things focused on your own team.

1

Assign KPIs to your team

RFD Builder → Edit any objective → use Assign To dropdown for each KPI. Select your team member → Save. They get a pending notification.

1b

KPI Type — Regular / Important / Critical

In the Edit Objective modal, each KPI has a Type dropdown. Select 📋 Regular for normal KPIs, ⭐ Important for high-priority KPIs, or 🔴 Critical for must-achieve KPIs. Critical KPIs show a red badge on the Performance page so the team always knows which ones need priority attention. They also appear on the CEO Dashboard's Critical card for hospital-wide visibility.

1b2

KPI Frequency — Daily / Weekly / Monthly / Quarterly / Half-Yearly / Yearly

In the Edit Objective modal, each KPI has a Frequency dropdown with six options: 🗓️ Daily, 📋 Weekly, 📅 Monthly, 📊 Quarterly, 📈 Half Yearly, and 📆 Yearly. Choose whichever cadence matches how often the KPI should actually be tracked — e.g. use Daily for compliance checks that need everyday updates, or Half-Yearly for KPIs reviewed twice a year. On the Performance page, use the dropdown at the top to switch between all six views; each view only shows the KPIs configured for that frequency.

1c

Add Tags to KPIs (optional)

In the Edit Objective modal, each KPI has a Tags field. Enter comma-separated tags (e.g. nabh,q1,audit) to categorize KPIs. Tags help you filter and search KPIs quickly on the RFD Builder page.

2

Every month — Verify KPI data

Performance page → for each KPI your team entered data for, click Verify ✓ or Reject ✗. If rejected, the team member sees the reason and can reply with an explanation.

3

Re-review after team member replies

If a team member replied to your rejection, the Verify / Reject buttons reappear automatically. Review their explanation and verify or reject again.

4

Check declined assignments

If a team member declined a KPI assignment (orange banner on Performance page), inform your HOD to reassign it from RFD Builder.

👤

Team Member Quick Guide

Your monthly routine — 3 simple steps

1

Accept your KPI assignments

When you login, if you have a yellow banner at the top of Performance page — it means new KPIs have been assigned to you. Click ✓ Accept to confirm or ✗ Reconsider with a reason if you can't do it.

✓ Accept ✗ Reconsider

2

Enter your KPI data

Go to Performance → use the dropdown at the top to select the right view (Daily, Weekly, Monthly, Quarterly, Half-Yearly, or Yearly) → find your objective card → click "Enter Data" button. Fill in the actual value, pick a status, add a note if needed. Click Save Actuals. You can update it later if needed.

Enter Data

📊 Enter KPI Data modal

Actual Value:e.g. 95

Status: 🟢 On Track or At Risk / Off Track

Note:Optional explanation

Save Actuals

3

Respond to rejections

If your data is rejected, a red banner appears below the KPI with the reason. Click "↩ Add Explanation / Reply", type your explanation, and submit. Your manager will re-review it.

↩ Add Explanation / Reply

4

Watch for Critical KPI badges

KPIs marked as 🔴 Critical show a red badge next to their name on the Performance page. These are must-achieve KPIs — prioritise entering and updating data for these first every month.

💡 Can't find your objectives? Your manager may not have assigned any KPIs to you yet. Check with your reporting manager or HOD.

🚦

KPI Status Guide

What each status means when entering data

🟢 On Track

G – On Track

KPI is meeting its target this period.

🟡 At Risk

A – At Risk

Below target but recoverable with action.

🔴 Off Track

R – Off Track

Significantly missed. Needs immediate attention.

🔵 Delayed

D – Completed with Delay

Work completed but not on time.

⚫ On Hold

H – On Hold

Temporarily paused due to external factors.

❌ Cancelled

C – Cancelled

Stopped permanently. Reason required.

ℹ️ The objective status is automatically calculated from its KPIs — the worst-case active KPI status determines the objective status shown on the card.

✅

Verification Chain

How data gets approved up the hierarchy

Role	Can Verify	What happens on Reject
Manager / Sr. Manager	KPI-level data from their reportees	Team member sees rejection reason. They can reply → manager re-reviews.
HOD	KPI-level data + entire Objective	Same as above for KPIs. Objective rejection shown to team.
CEO	Cannot verify KPI data	CEO only approves/rejects the RFD itself.

💡 After a reply: When team member replies to a rejection, Verify/Reject buttons reappear for the manager automatically. Full conversation trail is preserved.

⚠️

Common Mistakes to Avoid

Things people get wrong — and how to fix them

Mistake	What happens	Fix
Creating team member before their manager	Reporting Manager dropdown won't show the manager	Create manager account first, then the team member
Weights don't total 100%	"Submit for Approval" button won't appear	Edit objective weights until total = exactly 100%
Entering data for wrong month	Data saved under wrong month, objective still shows Pending this month	Check month selector at top of Performance page before entering data
Entering data in the wrong frequency view	Data saved under the wrong period, KPI still shows Pending in its actual frequency view	Check the frequency dropdown at the top of the Performance page — make sure you're on Daily/Weekly/Monthly/Quarterly/Half-Yearly/Yearly as appropriate for that KPI before entering data
Removing a team member who has existing data or assignments	The system now shows a clear message explaining exactly what's blocking the removal (e.g. active KPI assignments, past data entries, verifications) instead of a generic error	Reassign or clear the listed items first (unassign KPIs, transfer reporting relationships), then try removing the employee again
KPI not assigned to anyone	No one sees the KPI to enter data	HOD/Manager must assign the KPI from RFD Builder → Edit → Assign To
Team member didn't Accept the assignment	KPI shows in pending state, not on TM's Performance page	Team member goes to Performance page → yellow banner → click Accept
Deleting a KPI that's already assigned	Error message appears — cannot delete	Unassign the KPI first, then delete. Or leave it if it's needed.
Clicking Save without filling any KPI	Nothing saved, objective stays Pending	Fill at least one KPI value + status before clicking Save Actuals
Technical issue or something not working	Work blocked, no way to proceed	Click "Report an Issue" button in the left sidebar (above User Manual) to notify IT directly with a screenshot.

📞

Who to Contact — Quick Reference

Save time — reach the right person the first time

Your Problem	Who to Contact
Forgot your PIN	Your HOD (they can reset it instantly from the Admin Panel)
Login page not loading / technical error / bug	IT Department — click "Report an Issue" in the left sidebar
No objectives/KPIs showing on your Performance page	Your reporting Manager or HOD (they may not have assigned you anything yet)
Need to change department, role, or designation	Your HOD or CEO (via Admin Panel)
KPI data was rejected and you disagree	Reply directly on the KPI (see "Respond to rejections" in the Team Member Guide) — this notifies your manager automatically
New employee needs an account	Your HOD (Admin Panel → Add User)

🔑 Forgot your PIN? Do not call IT first — contact your HOD directly. They can reset it in seconds from the Admin Panel. IT should only be contacted for technical errors, not PIN resets.

🐛

Reporting a Technical Issue

Help IT fix it faster by including the right details

Click "Report an Issue" in the left sidebar (above User Manual) any time something isn't working correctly. To help the IT team fix it quickly, try to include:

Your name and department — so IT knows who to follow up with.
What you were trying to do — e.g. "Entering July data for the Discharge Time KPI."
What happened instead — e.g. "Got an error message" or "Page went blank."
A screenshot, if possible — this is the single most helpful thing you can attach; it often shows IT exactly what went wrong.

💡 The more specific your report, the faster it gets fixed — "it's not working" takes much longer to diagnose than "I clicked Save Actuals on the Discharge Time KPI and got a red error box."

📖

Simple Words (Glossary)

Common terms explained in plain language

Term	What it means, in simple words
RFD	Results Framework Document — your department's yearly plan of goals (Objectives) and how they'll be measured (KPIs).
Objective	A goal your department is working toward, e.g. "Improve patient discharge time."
KPI	Key Performance Indicator — a specific, measurable thing under an Objective, e.g. "Discharge time under 2 hours."
Target	The number or result you're aiming for on a KPI, e.g. "95%" or "Under 2 hours."
Actual Value	What actually happened this period — the real number/result you enter for a KPI.
Frequency	How often a KPI is checked and updated — Daily, Weekly, Monthly, Quarterly, Half-Yearly, or Yearly.
Status (G/A/R/D/H/C)	A quick color code for how a KPI is doing: Green = On Track, Amber = At Risk, Red = Off Track, Blue = Completed with Delay, Grey = On Hold, Purple = Cancelled.
Assignment	When a manager gives a specific KPI to a team member to work on and report data for.
Verification	When a manager or HOD checks the data someone entered and confirms it's correct (or rejects it with a reason).
HOD	Head of Department — the senior-most person in your department on iPMS. They build the RFD and give final approval on data.
Weight	How much an Objective counts toward the department's total (all Objectives must add up to 100%).
PIN	Your 4-digit password to login — same idea as an ATM PIN.

❓

Frequently Asked Questions

Common questions and quick answers

I can't see any objectives on my Performance page.

Your manager hasn't assigned any KPIs to you yet, OR you haven't accepted your assignment. Check for a yellow banner at the top of the Performance page — if it's there, click Accept. If not, ask your HOD or reporting manager.

The "Submit for Approval" button is not showing.

Your total objective weight is not exactly 100%. Go to RFD Builder and check the weight shown at the top — it must say 100.0%. Adjust your objective weights until they total exactly 100%.

I entered data but the objective still shows Pending.

Check two things: (1) Are you on the correct month? Look at the month selector at the top of the Performance page. (2) Did you click Save Actuals? Just filling the form without saving won't work.

My KPI data was rejected. What do I do?

A red banner appears below the KPI with the rejection reason. Click "↩ Add Explanation / Reply", type your explanation, and submit. Your manager will see it and can re-verify or reject again.

I rejected an assignment by mistake. Can I undo it?

No — but your HOD can reassign the same KPI to you again from RFD Builder. You'll get a fresh pending notification and can accept it.

Can I enter data for a previous month?

Yes — select the previous month from the month dropdown at the top of the Performance page, then enter data as normal.

How does the AI KPI Suggest work?

In RFD Builder, type your objective and click "✦ AI Suggest". The system uses RGCIRC's on-premise AI model to generate 5 relevant KPIs with targets and units. Accept, edit, or delete any suggestion — they're just a starting point.

Who can I contact for technical issues?

Click "Report an Issue" in the left sidebar (above User Manual). Fill in your name, describe the issue, and attach a screenshot if possible. The IT team will be notified automatically. You can also contact Rohan Dixit, AI Specialist, IT Department, RGCIRC.

I forgot my PIN. What do I do?

Contact your HOD directly — they can reset your PIN for you from the Admin Panel. If your HOD is unavailable, contact the IT team using "Report an Issue" in the left sidebar.

The login page won't open at all / shows an error.

Check you're using the correct link and a supported browser (Chrome, Firefox, or Edge on desktop). If it still doesn't load, this is likely a network or server issue — contact your IT department directly (this is separate from a forgotten PIN).

I don't know my username.

Your username is your First Name + Employee Code (e.g. ROHAN_12345). Check your department's credentials sheet, or ask your HOD to look it up for you in the Admin Panel.

I've moved to a different department. How do I get my data updated?

Ask your new HOD or CEO to update your department in the Admin Panel (Edit User → change Department). Do not create a new account — your existing account should simply be moved.

Someone else in my department needs access to what I manage. What do I do?

If they need to see the same KPIs/objectives you do, ask your HOD to add them as a "Responsible Employee" on the objective (RFD Builder → Edit Objective), or assign them the specific KPI directly.

Where do I see a new KPI assignment, to Accept or Reject it?

On the Performance page, right at the top — a yellow banner appears saying "You have X pending KPI assignment(s)" with ✓ Accept and ✗ Reconsider buttons. This shows every time you log in until you respond.

I clicked "Reconsider" on an assignment — where does the person who assigned it see my reason?

The person who assigned it (your manager/HOD) will see an orange note directly under that KPI's row on their Performance page, saying "Request for Reconsider" along with your reason. They'll need to reassign the KPI to someone else from RFD Builder.

My manager rejected my KPI data — where exactly do I see the reason, and where do I reply?

Directly below that KPI's row on the Performance page, a red banner appears showing the rejection reason. Click "↩ Add Explanation / Reply" right there, type your explanation, and submit — it appears in the same spot as a conversation thread.

After I reply to a rejection, where does my manager see my reply and re-verify?

On their Performance page, under the same KPI row — your reply shows in the conversation thread, and the Verify ✓ / Reject ✗ buttons automatically reappear for them right there, so they can review and respond again.

Where do I see if my HOD has verified (or rejected) the whole objective, not just individual KPIs?

At the bottom of each objective card on the Performance page — it shows "✓ Objective Verified" (green) or "✕ Objective Rejected" (red) along with who did it and any note they added.

As HOD, where do I see if the CEO approved or rejected my submitted RFD?

Go to RFD Builder — the status badge at the top will show "✓ Approved" or "↑ Submitted". If the CEO rejected it, a red box appears right below saying "CEO Rejection Reason:" with their comments — revise your objectives and resubmit.

As CEO, where do I approve or reject a department's submitted RFD?

On the CEO Dashboard, the department will show a "↑ Submitted" badge along with ✓ Approve and ✗ Reject buttons right in its row. Rejecting requires you to type a reason before it submits.