No. 21/11/2010-CS.I (U)
Government of India
Ministry of Personnel, Public
Grievances & Pension
Department of Personnel &
Training
2nd Floor, Lok Nayak Bhawan,
Khan Market, New Delhi
Dated 2nd November, 2013
OFFICE MEMORANDUM
Subject: Launching of Web Based software
solution for Cadre Management of CSS
As Ministries/ Departments are aware.
Department of Personnel & Training being the cadre controlling authority
for Central Secretariat Service (CSS) has got a web based cadre management system developed for cadre management
of CSS.
3. Objective of the
system The cadre management functions of CSS till now have been carried out by
manual updation of data by keeping track of each and every
activity/communication. It is a cumbersome task and unreliable as many of the orders issued
by Ministries/Departments in implementation of orders issued by this
Department or otherwise are not received by CS Division and vice versa Absence
of accurate, updated information leads to delay in carrying out cadre management
activities and many times to avoidable reworking. To
obviate various difficulties faced inthe cadre management activities, the
web based cadre management system has been launched so that data is updated on real time
basis which would facilitate quicker and correct decisions relating to cadre
management functions The primary objective of the Web Based Cadre Management System is to reduce paper work and delay involved in cadre
management of CSS by shifting cadre management related activities online.
4. Stakeholders of the system :
(i) CS.I Division of DoPT: Being the
cadre controlling authority of CSS, CS.I Division would also function as
administrator of the system.
(ii) AVD.I Division. DoPT – Being the
disciplinary authority of US and above level officers of CSS will be
responsible for updating of vigilance status of these levels of officers in the
system.
(iii) Ministries / Departments Nodal
officers appointed by Ministries/Departments are responsible for correctness of
data in respect of officers of CSS posted in the Ministries/ Departments
concerned. They are also responsible for updating information in the web based
system in implementation of various orders issued by DoPT.
(iv) Individual officers: They can
view their data and will notify nodal officer concerned and DoPT in respect of
any inaccuracy in the data for correction. They can make requests for
cadre clearance for deputation through on-line system, They are also required
to file annual Immovable Properly Return and can view orders related
to them.
5. Officers can login to the system
with a default User Id, the userid which is a combination of eight digit date
of birth followed by first four letters of their name i.e.: ddmmyyyyabcci.
For example if the name and date of birth of the officer is Peter and date
of birth is 3 June 1965 then his userid is 03061965pete. The default
password is apple 123 which the officers will be required to change at the
first login.
6. User manual of the
system is available at the Help tab after log in to the system.
7. The system will be successful only
if the complete and accurate data in respect of all the Officers are available
in the system. Data in respect of several officers have not been submitted by
the Ministries/Departments till date despite several reminders. Therefore, CS.I
Division has uploaded the basic available information in respect of such
officers. It may be appreciated that complete and accurate data is the foremost
requirement to fully utilize the software for all cadre management
activities proposed through the system.
8. Ministries/ Departments and
individual officers of CSS are,therefore, once again requested to login to the
systemto check if their complete and up to date data is available in the
system They should immediately bring to the notice of the Nodal Officer
concerned and DoPT about any discrepancy noticed in their data for correction,
Further, if the data of any officer is not available n the system, the same
should be forwarded to this Department without any further delay Sufficient time
has already been given to both Ministries/Departments concerned and individual
officers for providing data and any further delay reflects very poorly on the
officer and the Ministry / Department concerned. Officers concerned are also
informed if their complete and accurate data is not available in the system any
request for cadre clearance for deputation, training etc. may not be
considered. Further, their names may also get excluded from the zone of
promotion. Accordingly, all officers in their own interest are advised to
ensure that their data complete in all respects is available in the system.
Once complete data is available in the system, this Department will issue
posting, transfer and promotion orders only through the system.
Similarly, thereafter, the Ministries / Departments will issue orders for
relieving/joining, appointment on promotion etc only through the system.
8. The system has the following
modules:
(i) Employee Information System
(vi) VRS Resignation Processing
System
(vii) Vacancy Management System
(viii) Immovable Property Return
Management System
(ix) Vigilance Clearance Management
System
9 (i) Employee Information : This
module is the heart of the web based system as all the modules of the system
work on the data of the employees. Each and every cadre management activity
carried out through the system automatically updates the data. This system
enables generation of various reports on the basis of data viz. (i) Personal
Information Report (ii) RTP report (iii) multi-information report (iii) Events
report viz, retirement, deputation. VRS etc . (ív) vacancy report (v)
Designation wise report etc. Therefore, the importance of complete and accurate
data can hardly be overemphasized
(ii) Promotion / Transfer Module:
Henceforth CS.I Division will simultaneously
issue promotional transfer orders through the system
also. Ministers/ Departments will indicate the relieving / joining
details of officers in the system immediately on relieving/ joining of an
officer on the basis of orders issued by this Department
(iii) Deputation Management System :
CS.I Division grants cadre clearance to US and above level officers of CSS for
deputation. Individual officers will also apply through the system for cadre
clearance for deputation. Nodal officers of the Ministries / Departments will
forward the requests online. Henceforth. if the requests for cadre clearance
for deputation are also not received through the system, the same will not be
entertained. Copy of the relevant portion of the advertisement should also be
scanned and uploaded in the system. The scanned copy will be in pdf and jpeg
formats and should not exceed 1 MB. Once selected for deputation, the officer
will be relieved through the deputation module of the system.
(iv) Voluntary Retirement : CS.l
Division conveys approval of MoS (PP) for voluntary retirement of US and above
level officers of CSS. Henceforth, if the request for voluntary retirement is
not received through the system, the same will not be entertained.
(v) Vigilance status : Vigilance
clearance whenever required in connection with cadre management activities will
be sought and obtained through the system. In respect of US and above level
officers it will be updated both by the Ministries / Departments and by AVD.I
of DoPT. Upto SO level, Ministries / Departments will update the system.
(vi) Immovable Property Return : All
CSS officers will be required to file the immovable property return through the
system. US and above level officers will also be required to take a print out of the return submitted online, sign it
and send the same to CS.I Division, DoPT for records.
(vii) Mandatory Training CS.I
Division, DoPT will nominate officers for mandatory training through the
system. Their attendance and result will also be captured in the system.
10. Co-operation of all is solicited
in making this endeavour of DOPT a success towards a better, transparent and
more efficient cadre management of CSS.
sd/-
(Utkaarsh R Tiwaari)
Director
Source: www.persmin.gov.in
[http://ccis.nic.in/WriteReadData/CircularPortal/D2/D02csd/cscms.pdf]
