a P, SECRETARY Tel : 23094848

Fax : 23094500

E-mail : sarkardk@nic.in

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r. S. K. Sarkar

D.O. No. 4/2/13 - EO(PR) loa Tina. kiiebit

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GOVERNMENT OF INDIA DEPARTMENT OF PERSONNEL & TRAINING

MINISTRY OF PERSONNEL PUBLIC GRIEVANCES AND PENSIONS

NORTH BLOCK, NEW DELHI - 110001 Website : http://persmin.gov.in

31st October, 2013

Dear S. awry/

I w. uld like to inform you about Government's decision to introduce online filing of P R by IAS officers from the assessment year 2013-14. NIC Hqrs. is in the

developing a software to roll out new system with effect from 1st April,

2. A note indicating the main features of the proposed software is annexed for ready ref. ence. In order to make the e-filing of PAR operational, each Member of the Servi e(MoS) is required to have a Digital Signature Certificate(DSC) to authentic•te the doCument. There is a fee of Rs.555/- for getting the DSC issued. However, the fee is not to be paid by the officer. In the normal course, the DSC is valid for particular post and once an officer is transferred, he has to seek a fresh DSC. In o der to obviate that so that DSC, with biennial renewals, would be valid for the entir•service period of an IAS officer, certain generic values have to be given in the diffeitnt columns of the application form. To ensure that these generic values are put in the relevant columns, a sample form with filled up columns, is attached.

3. Since the operationalisation of this programme would eventually depend on the availability of DSC with all the officers well before 1st April, 2014, I shall be grateful if the officer(s) concerned in your Department are asked to get the DSC forms filled up without delay. Thereafter, the duly verified forms are to be forwarded to the NIC Cell attached to respective Department. The NIC would provide all necessary assistance to the Departments in this regard.

With regards, Yours sincerely,

• Wi

STrire-R

rocess of P 2014.

The Chief Secretaries of all States/UTs.

Copy to:

1. Secretary, Ministry of Home Affairs, North Block, New Delhi.

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Poi C.O. No. 4/2/2013-EO(PR)

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of .arm, 4 tacit - mow GOVERNMENT OF INDIA

DEPARTMENT OF PERSONNEL & TRAINING MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES

AND PENSIONS NORTH BLOCK, NEW DELHI -110001

26th December, 2013.

TiTonait UttiOl

Dear Sir/Madam,

As you are aware, an online PAR system is to be launched w.e.f. 01.04.2014. The matter was discussed with the States at the meeting of Principal Secretary/Secretary(GAD)/Persormel on 27.09.2013 and then again through video conference on 27.11.2013 to 29.11.2013. I am happy to shate with you that the software has been developed and we can roll out online system w.e.f. l st April, 2014 for the

current assessment year i.e. 2013-2014. The demonstration of the software is proposed on 22.01.2014 at 1030 hours in Civil Services Officers' Institute (CSOI), Vinay Marg, New Delhi. You are requested to depute the Principal Secretary dealing with the subject to participate in the meeting. The demonstration of the software followed by replies to the queries of the participants related to software would take about 2 to 3 hours. The meeting on the above agenda is expected to conclude by 1330 hours followed by lunch.

2. During the video conference, the States had assured that the exercise of issuing Digital Signature Certificates (DSC) to IAS officers posted in the cadre would be

completed by 31 st December. May I request you to direct the Principal Secretary to bring the updated status relating to issue of DSC in the meeting (proforma enclosed).

With regards, Yours sincerely,

•

ci 1491 MT samPt

Name of the State Government/UT

Statement related to issue of Digital Sign. ture Certificate

Total number of IAS officers posted in the State/UT

Number of IAS officers who have been issued Request Form for issue

Number of Request Form for DSC filled by the LAS officers

Number of IAS officers who have not been issued the DSC Request Form

Number of IAS officers who have been issued DSC;

of DSC; presently and the pending with reasons GAD and certifying agency of NIC respectively

therefor.

This issues with the approval of Hon'ble M 11% ,

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No. N-11/5/2013 Government of

Ministry of Comment :ado= and I Technology Department of Electrode sad mention Technology

(E-Ciovernme reap) Electonias Niketan

6 COO Complex, Lodhi Road, New Delhi — 110003

Date: 03.122013

S • Digital Signature Certificate Fee elver for nage in o flag of Anal Federman Appraisal Report (eAP

The undersigned is directed to convey that expenditure of Rs. 25,41,9001- for providing

Digital Signature Certificates to 4580 lAS officers e Annual Performance Appraisal Report

(cAPAR) system may be met tan MC budget

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I) Director General, NIC Additional Secretary (RC), DeitY

3) Joint Secretary (e-Gov.), DeitY l kStx11-13 ( Gann Dwhredl ) •

Director

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F. No. 4/2/2013 - EO(PR) Government of India

M/o Personnel, PG and Pension Department of Personnel & Training

***

North Block, New Delhi, the 3rd of February, 2014

The Chief Secretaries of all the State Govt. (As per list enclosed)

Subject: Meeting held by Secretary (P) on 22.01.2014 with the Pr. Secretaries/Secretaries to demonstrate the software for online filing of PAR.

Sir/Madam,

I am directed to enclose herewith a copy of the Minutes of the meeting with the Pr. Secretaries/Secretaries, GAD/Personnel, State Govt. to demonstrate the software for online filing of PAR held on 22.01.2014 at CSOI, Chankaya Puri New Delhi .

r) ours faithfully,

(Rajkumar Gattei c;--s-50 , Director(PR)

Tel. No 2309 3298 Copy also to: Joint Secretary (S&V-I), Joint Secretary (S&V-II), DOPT, North Block.,

Shri Sanjay Singh Gahlout, Sr. DDG, NIC, Deity, CGO Complex, New Delhi,

Ms. chitra Pyarelal, Sr. Technical Director, NIC Deity, CGO Complex, New Delhi, -

ri S.K.Sinha,Sr. Technical Director,Central Certifying Agency, Deity, CGO

ild

Complex, New Delhi,

S.N. Sowpari, Sr. Technical Director, DOPT, North Block. Q.-AK TM t bp/as-As-1 1 1-.• ,g..0-p-Vy ...SA • 2. Copy for information:- Sr.PPS to Sceretary(P), Sr.PPS to E.O.& A.S.

ND

ONLINE FILING OF PAR

A meeting under the Chairmanship of Secretary(P) was held on 22nd January, 2014 with the Principal Secretaries/Secretaries of General Administration Department/Department of Personnel of State Governments/UTs to demonstrate the software for online filing of PAR by 1AS officers and also to assess the progress made by the States in issuing DSCs to its officers.

2. At the outset, E.O. welcomed the delegates and made the following

observations:

> There is a need to examine and take corrective action against the possible ways in which the system may not function.

> States need to expedite the process of issuing DSCs so that officers can test its compatibility with the system before using it in April, 2014.

> The need for having a NIC e-mail with all the IAS officers was re-emphasized as they would be able to access the online software through NIC ID only. The online software system would be linked with the Employee Master Data(EMD) to pre-populate the PAR forms of the IAS officers with the information already available in the database.

> The officers would be given the option to delegate the recording of the PAR to their PA/PS by giving dictation to them who would then record the same in the PAR after accessing the system through their e-mail ID which too can be generated immediately. The privilege of sending the PAR to the next reporting authority, however, would only be with the officer himself after

authentication with his DSC. â NIC had been asked to make provision in the system to cater for a situation

where in the absence of the Pr. Secretary, an alternate could be given the same privileges or partial privileges by the Pr. Secy.

> The Pr. Secy. would have the discretion to decide the level at which the

PAR is to be converted into manual mode, get the comments/grading of the concerned authority and then upload it. Thus, the responsibility to monitor the progress of writing of PARs and issue alerts to remind the concerned authorities to record their comments would rest with the GAD. In case any of the reporting authorities fail to record his/her comments by specified time despite reminders, Pr. Secy. would have the option to force forward the PAR from that authority to the next

authority.

-2-

> The documents viz., appreciation letters, medical report, etc. could be uploaded by MoS only at the beginning of the year when he is filing his self- appraisal. Subsequently, if he desires to get any document uploaded in the middle of the year or separately, he would have to send the document manually to the GAD who would screen and take a call on whether to upload it.

2. Thereafter, Ms. Suchitra Pyarelal, Sr. Tech. Director, NIC, DeitY explained the main features of the online system. She demonstrated the software and explained the requirements of the system. While reiterating that an NIC e-mail would be required which would be the primary authentication, she explained that

for trial run by Feb 28th 2014, the following plan of action was envisaged:

(i) NIC would provide technical sessions to the State NIC Technical Coordinators through e-Learning and VC sessions beginning from 4th Feb 2014.

(ii) The eAPAR application demo sites would be provided to the NIC Technical Coordinators during 10-14 Feb 2014 to have a complete walkthrough.

(iii) User guides, manuals, presentations shall be provided during this period.

For technical workshops in the State Governments, the following was planned from Feb 24 to Mar 8, 2014:

(i) Technical workshops would be organized by the State Government for all LAS officers in the State (District IAS officials also to participate in the State Level workshops) where SIO and NIC Technical Coordinators would provide the technical presentation.

(ii) NIC would release the eAPAR URL with data for the trial run for 2 pilot states during March 10 to March 14, 2014.

4. During the course of demonstration, the following suggestions were made:

(i) In case the officer found that the details filled in Section I of PAR were not correct or incomplete, the system should provide for returning the PAR by the officer to the Pr. Secy./GAD for correction/updation.

(ii) The system should ensure that whenever the printout of a PAR was taken out, the signature of officers who had signed the PAR digitally would appear in the printed copy also.

(iii) No Report Certificate to be generated automatically in case the reporting period was less than ninety(90) days.

-3-

(iv) The dates indicated in the PAR form could be modified by the concerned department in case the reporting period was in part at the Centre and part in the State.

(v) E-filing would have to be incorporated in the PAR Rules 2007. (vi) The MoS should be allowed to submit his representation in case he opts

so within the permissible limit of 15 days even if he had earlier offered no comments on the remarks/grading recorded in his PAR.

(vii) The integrity column could be allowed to be left blank and could be filled in later based on the follow up action taken as enshrined in the PAR Rules 2007.

(viii) The representation of the officer should be submitted directly to the Accepting Authority against the remarks/grading etc. recorded in the PAR.

(ix) Provision to be incorporated in the software to change the workflow from electronic to manual if the situation so required.

(x) User should be able to verify the authenticity of the PAR after entering the unique number given on the PAR for which access could be through an open website.

(xi) The name and designation of the officer below DSC should also appear.

S. E.O. asked MC to incorporate above suggestions in the software, wherever required. Subsequently, the Pr. Secretaries/Secretaries of the States were asked to indicate the status about the progress made in issuing the DSCs to the officers serving in the Cadre. Status of DSCs issued to its officers was indicated by each State.

6. It was noted that progress made by some of the States in issuing DSC to its officers was far from satisfactory. E.O. urged the States to expedite the process of issuing DSCs to its officers otherwise this may cause embarrassment as the online system would become operational on 01.4.2014. He further stated that he would hold a video conference in the first half of February, 2014 to re-assess the availability of DSCs to officers and asked States to bring the updated position during the conference.

7. Secretary(P) requested other States to follow the methodology adopted by States like Chattisgarh, Tharkhand, etc. where the DSCs had been made available to majority of their officers. He advised the States to create awareness among the officers about the software as well as DSC and also to prepare an action plan to ensure that the DSC request forms duly completed were sent to local NIC by 5th February, 2014. He emphasized the need for continuous follow-up to ensure that the online system could be launched without any hitch.

The Meeting ended with a note of thanks to the Chair.

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'4)%1 co(i cn, 9 7 - 110001 GOVERNMENT OF INDIA

DEPARTMENT OF PERSONNEL & TRAINING MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES

AND PENSIONS NORTH BLOCK, NEW DELHI - 110001

D.O. No. 4/2/13 - EO(PR) //4 February, 2014

Dear Secretary,

In continuation of the letter of Secretary(Personnel) of even number dated 31st October, 2013 regarding the introduction of online filing of PAR by IAS officers from the assessment year 2013-14, I am happy to share with you that the software has been developed and is ready for roll out w.e.f. 1st April, 2014. The demonstration of the software is proposed on 21.02.2014 at 1030 hours in Civil Services Officers Institute (CSOI), Vinay Marg, New Delhi. You are requested to depute the Joint Secretary dealing with the subject to participate in the meeting. The demonstration of the software followed by replies to the queries of the participants related to software would take about 2 hours.

2. It is hoped that all the officers posted in your Department must have been issued DSC by now. I would request you to kindly ask the Joint Secretary concerned to bring the updated status relating to issue of DSC in the meeting (proforma enclosed).

With regards,

Ends.: as above

Yours sincerely,

Ali

arms)

To

The Secretaries of all the Central Ministries/Departments of GoI(as per list attached)

...2/-

("I CcaZ s. N, Tea. NI c s pver,

Report related to issuing of DSC to the officers serving in Central Ministries/Departments

Name of the Central Ministry/ Department

Total number of IAS officers posted in the Ministry/ Department

Number of IAS officers who have been issued DSC

Number of Request Form for DSC filled by the IAS officers presently pending with the Deptt. and certifying agency of NIC respectively

Number of IAS officers who have not applied alongwith reasons

j cz 1 --Foacpv

-2-

Copy to:

0) The President's Secretariat, New Delhi. 1,Sec-reVavy coo rat .)3

(ii) The Prime Minister's Office, New Delhi.

(iii) The Cabinet Secretariat, New Delhi

(iv) The Rajya Sabha Secretariat, New Delhi.

(v) The Lok Sabha Secretariat, New Delhi.

(vi) Election Commission, New Delhi.

(vii) UPSC, New Delhi.

(viii) Central Vigilance Commission, New Delhi.

(ix) 0/o Comptroller & Auditor General, New Delhi.

Yours sincerely,

harma)

tirg WON 'URI B. P. SHARMA

vgmmi 3ITTi

ESTABLISHMENT OFFICER & ADDL. SECRETARY

Tel. : 23092370 Fax :23093142

mta -ffir14 aitt of talnif

*IN 1431c1

a1zF aFrrw, f4cT11 - 110001 GOVERNMENT OF INDIA

DEPARTMENT OF PERSONNEL & TRAINING MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES

AND PENSIONS NORTH BLOCK, NEW DELHI - 110001

D.O. No. 4/2/2013-E0(PR) 18th February 2014

Dear Principal Secretary,

As you are aware, an online PAR system is to be launched w.e.f. 1 5' April, 2014 for which DOP&T had a series of meetings with States, the last being on 22" January, 2014 wherein the final version of the software was also demonstrated. It may be recalled that during this meeting, NIC had also informed that technical workshops were planned from 28 th February to 8'h March, 2014 for the State NIC Coordinators to make them familiar with the functions and operation of the software. During these technical sessions, ePAR application demo sites, user guides, manuals, presentations, etc. have already been provided to the State NIC Technical coordinators through e-learning and VC Sessions.

2. To ensure that there is a smooth launch, a list of activities is annexed, which have to be completed as per the timelines indicated. NIC State Coordinators would provide the requisite assistance in this regard. I would be grateful if these activities are completed in accordance with the timelines.

With regards,

To the Pr. Secretaries of GAD/Personnel Department of all the States /UTs. (As per list attached)

ANNEXURE

S. No.

Activity Timeline

1 NIC entail IDs and DSCs to be made available to all IAS officers posted at State. The officers may also be advised to verify with the logins to ensure that the NIC mail is activated.

25 111 Feb. 2014

28th Feb. 2014 2 DSC enrolment to be completed by all IAS officers in the State.

3 State PAR Custodian /Nodal Officer to be designated. **Alternate functionary also to be designated and notified.

28th Feb. 2014

28th Feb. 2014 4 State PAR Manager to be designated for workflow creation and for online generation. **Alternate functionary also to be designated and notified.

5 Employee Master Data (EMD) Manager State Government to designate the officers who will perform the role of updating the IAS master personnel data on transfer/posting, etc. (including non-IAS who happens to be in the flow of reporting, if any).

28th Feb.2014

6 Conduct State Level Workshops for IAS officers posted in the State and Districts (support will be provided by NIC State Coordinator)

All State level workshops to begin by 3 th March, 2014 and to be completed by 14 th March, 2014

13 th March 2014 7 Following data migration from IntralAS by the NIC team at Centre, the State EMD Managers to verify the details and do necessary corrections.

8 PAR Managers of the States to create the workflow for each officer

15 th March 2014

9 Establishment of State level Support Unit (1-2 persons from GAD to man this unit)

15th March 2014

10 The NIC at the Centre would open the URL for all IAS officers to have trial (no action required on the part of States)

lth March 2014

11 DSC Registration to be completed for all officers posted in the State .

21 st March 2014

24th March 2014 12 Any issue relating to software to be reported to the EO office

Live from 29 th March, 2014 29th -31 st March, 2014

1 st April 2014

13 ePAR application would be opened to PAR Managers for updating the workflow

14 Sending the PAR forms to the officers for filing the self- appraisal by the State PAR Mona ers