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7 DemoSite.txt Demo Site Login ID local-admin2 Password eoffice Organization ANDHRA PRADESH Page 1

8 Step By Step Guide for eapar Application (Demo URL) 1. Login to the eapar URL through the one of the custodian account provided as part of the credentials sheet. 2. Create the workflow a. On left navigation click Workflow -> Create/Update b. Select the Assessment Period ( ) c. Search the employee by providing any of the search criteria or click on search for all employees. d. Choose any one employee and note the employee code of that employee ( e.g. 01AM014700) e. Set the Assessment period (Can change the To Date in case of part PAR) f. Select the status (Working/Training/Leave) g. Select the corresponding form type h. Click on Continue. i. Select the Reporting Authority, Reviewing Authority and Accepting Authority and note the employee code for all the stages selected the same done as on d. j. Set the workflow for standard/representation/referral/memorandum as the case. At each stage employee code may be noted. 3. Generate the APAR a. On left navigation click APAR ->Generation b. Select the assessment period. c. Search the employee by providing any of the search criteria or click on search for all employees. d. Any of the employee click Generate ( Link available in Quick Action) e. Fill the section I and send to the employee. f. Logout from the custodian account. 4. Login through the User Account and process the APAR. a. Use the employee code (Noted as part of the step 2 (d)) as userid and password as eoffice to login to the system. b. On left navigation click Inbox c. My APAR tab will be having the pending APAR of the officer, click on the hyperlink and fill the section. d. Send to the Reporting Authority. e. Logout from the application. 5. Login through Reporting Authority and different stages of the APAR a. Use the employee code (Noted as part of the step 2 (i)) as userid and password as eoffice to login to the application. b. Process the APAR through (Assess APAR) tab under Inbox Same as step 4 (b,c,d). 6. Complete the APAR a. After processing from all the stages defined as per the workflow set, final APAR will be closed after clicking the close button of the APAR. b. Complete PAR will be stored under Dossier ->completed APAR.

9 Presentation by NIC Electronic Annual Performance Appraisal Review (eapar) to Principal Secretaries(GAD) 27 September 2013

10 Topics eapar: Objectives Main Features Process flow Demonstration

11 eapar : Objectives To establish an On line Electronic System To be accessed from any place of posting of the official To provide Time bound Alerts and Notifications Easy Tracking Minimise the delays

12 eapar : Snapshot of Features Work flow Security Roles Web based Centralised Database Decentralised Administration Document Upload Linkage to IntraIAS portal Alerts & Notifications

13 eapar : Work flow To Define the Channel of Submission of APAR Defines the Hierarchy Levels: Custodian Reporting Officer Reviewing Officer Accepting Officer To Define the transition point of the electronic APAR to be manually submitted (In cases where the Accepting Authority is a Political functionary)

14 eapar : Security Authentication id is used as User Name Signing Digital Signature

15 eapar : Roles in eapar Sl Role Who Responsibilities 1 Primary Nodal Officer Establishment Officer (EO-DoPT) Custodian of the eapar Database Custodian of the Central Repository of APAR templates Update and maintain the APAR templates for the respective cadres 2 Nodal Officers Principal Secretary or Secretary (GAD) for the State Government JS(Admin) of Ministries and Departments for GoI Download the form from the Central eapar database for officers of the concerned department Verify the pre-populated data Forward the APARs to employee Monitoring their timely submissions

16 eapar : Roles in eapar Sl No Role Level Who 1 Representation State Sent by Custodian to Accepting Authority Principal Secretary (GAD) Centre Sent by Custodian to Accepting Authority Establishment Officer (EO-DoPT) 2 Referral Board State Designated Body Centre

17 Centralised Database State Officials posted at State/District Centralised Database Centre Official on Central Deputation Others Officials posted in Autonomous organisation

18 De-Centralised Administration State Principal Secretary of GAD Employee Basic data Employee Basic Data Centre JS (Admin) of concerned Department/ Ministry Employee Basic Data Employee Basic Data Single Data Base

19 Key Benefits : eapar Data integrity: Digital signatures provide proof that the document or message has not been altered or tampered with. Authentication of Identities: Digital signatures make it easier to verify the identity of senders and recipient. Concept of non-repudiation: This means that neither the sender nor the recipient can deny having sent or received the document. Increase the speed and accuracy of transactions Can easily track the form

20 eapar To get started only two main requirements: id will be provided to all officials DSC forms will be circulated After completion of forms and due process Officer will get own DSC DSC has to be installed eapar system for Online submission

21 eapar Demonstration

22 DSC Form will be provided to all Officials Complete the form as per the guidelines that will again be provided Completed form will be forwarded to NIC Certifying Authority NIC CA Registration Authority (RA) Issues the certificate which will be sent to the id in the form Enrollment of DSC is done in the system which will be used for eapar

23 Steps Action Responsible Step I Standardisation & Uploading of APAR templates Establishment Officer(EO) DoPT Step 2 Downloading of APAR and distributing to officials -Principal Secretary(GAD) -JS(Admin) State Government GoI Step 3 Filling the APAR and forwarding as per the time schedule to the next level Official Step 4-6 Step 6-7 Step 8 Onward submissions as per the Standard process Custodian sends back the APAR to Official Official views it and if agreed, sends back to Custodian (Closure) Official to Reporting to Reviewing to Accepting Authority -Principal Secretary(GAD) -JS(Admin) Official & Custodian State Government Step 9 EO gets the APAR For officials posted in GoI, the APAR is GoI

24 Establishment Officer uploads the Standard Templates and Scheduled target dates Standard Process in eapar Generates the APAR for the current year and forwards to Officials. Most of basic data comes pre-filled, if required editing can be done Custodian oi APAR 1. Principal Secretary(GAD) 2.JS(Admin) Establishment Officer (EO) 8 3 Officer gets the APAR with pre-filled data in his/her Inbox and enters the APAR. Forwards to next level (Reporting Officer) 7 4 Reporting Officer receives the APAR in his Inbox under the To be Processed folder Completes the respective section in APAR and forwards to the next level (Reviewing Officer) 5 Reviewing Officer receives the APAR in his Inbox under the To be Processed folder 6 Completes the respective section in 5 APAR and forwards to the next level (Accepting Authority) Accepting Authority Enters the final remarks and sends it back to the Custodian of APAR

25 Presentation made by: Suchitra Pyarelal Senior Technical Director/Scientist F Head of eoffice Division National Informatics Centre Department of Electronics & Information Technology(DeiTY) New Delhi suchitra@nic.in; eoffice@nic.in

26 ELECTRONIC PERFORMANCE APPRAISAL REPORT (epar) Presentation by NIC to Principal Secretaries(GAD) 22 January 2014

27 epar Agenda Main Features Roles Workflow Steps to be taken

28 epar Main Features On line Generation PAR Generation from the predefined template Workflow module Delegation (Authority) Delegation (APAR Draft Preparation) To set the Hierarchy Workflow Reporting, Reviewing, Accepting Representation to Accepting Authority Referral Board /Memorial Delegation of Authority Authority delegation is a delegation where all rights and privileges are provided to do the same function Delegate the right to prepare the draft PAR on behalf of the officer This type of rights are normally provided by the officer to PA/PS

29 epar Roles Functional (Two categories) Roles Ownership PAR Custodian (Overall) State PAR Custodian Centre PAR Custodian PAR Generation/Work flow creation State PAR Manager Central PAR Manager Hierarchy Reporting Reviewing Accepting Application PAR Administrator EMD Manager System System Administrator slide 4

30 epar Roles (Functional -Ownership) Role Responsible Who PAR Custodian Custodian of the epar Database Custodian of the Central Repository of epar templates and its updation Establishment Officer (EO-DoPT) Central PAR Custodian (Dept/Ministry) Is the custodian of the PARs of the Department in Centre JS(Admin) of concerned Ministries and Departments State PAR Custodian Is the custodian of the PAR of the State All PARs with respect to the State are recorded and maintained Principal Secretary(GAD) of the State Government slide 5

31 eapar Roles (Hierarchy ) Role Responsible Who Officer Fill the PAR Form with all the necessary details Submitting PAR Form to Reporting Officer as per the defined schedule and time line Reporting Authority Reviewing Authority Assessment of the PAR Reporting Officer grades the PAR forwarding to Reviewing Officer Reviews the comments of the Reporting Officer Reviewing Authority grades the PAR and forwards to the Accepting Authority Officer -do- -do- Accepting Authority Accepting Authority is responsible for finalizing the PAR -do- slide 6

32 eapar Roles (System ) Role Responsible Who PAR Administrator Sets the PAR System parameters PAR/Appraisal Templates Period of appraisal Populates all the primary databases Update and maintain the PAR templates for the respective cadres Establishment Officer (EO-DoPT) Or PR Division of DoPT State PAR Manager/ Central PAR Manager Setting the Hierarchical Workflow in PAR application EMD Manager Updating the employee information On transfer/superannuation On new joining Immediate action on update to happen slide 7 on issue of transfer order Principal Secretary(GAD) JS (Admin) Designated official from the State Government

33 epar Workflow Standard Normal flow of submission Flow will be based on the set hierarchy Representation State Sent by Custodian to Accepting Authority Principal Secretary (GAD) Centre Sent by Custodian to Accepting Authority Establishment Officer (EO-DoPT) Referral Designated Body for State and Centre Manual Workflow : To Define the transition point of the electronic PAR to be manually submitted slide 8

34 epar Getting Started : User epar Application NIC id DSC has to be installed epar for Online submission Employee data Workflow to be set PAR to be Generated

35 Steps Action Responsible Step I Standardisation and Uploading of PAR templates Establishment Officer(EO) DoPT Step 2 Downloading of PAR and distributing to officials Principal Secretary(GAD) State Govt Step 3 Filling the PAR and forwarding as per the time schedule to the next level Official concerned Step 4 Onward submissions as per the Standard process Official - Reporting - Reviewing - Accepting Authority -Custodian Step 5 Custodian sends back the PAR to Official Principal Secretary(GAD) State Government Step 6 Official views it and if agreed, sends back to Custodian (Closure) Official & Custodian Step 7 Closed and maintained in a PAR Repository. A copy also goes to EO For officials posted in GoI, PAR is sent to the State

36 epar Summarised Action Plan Sl No Action What When 1 Formation of the Core Structure for implementation of epar in the State Government Designate and Notify with the Roles and responsibilities 28 th Feb 2014 II Pre-requisites : Readiness NIC accounts 25 th Feb 2014 DSC Client System

37 eapar Action Plan Next 15 Days Feb ACTION ACTIVITY BY TIME FRAME I Pre-requisites : Application User Readiness NIC accounts DSC All officials need to be provided as this is the authentication mechanism Obtain the DSCs Register and Enrolment of DSCs to begin NIC State Coordinator Nodal Officer NIC State Coordinator Immediately Client System Readiness See the System requirements All officers

38 epar Action Plan Next 15 Days Feb ACTION ACTIVITY BY TIME FRAME II Formation of the Core Structure for implementation of epar in the State Government (Designate and Notify with the Roles and responsibilities) Nodal Officer (Principal Secretary GAD) Custodian of epars of the State State Government Immediately PAR Manager Will be the Nodal point for all queries on epar in the State Update the workflow in APAR EMD Manager Manage and update the employee data NIC Coordinator To provide the technical support for eapar application DSC

39 epar Action Plan Days ACTION ACTIVITY BY TIME FRAME III Getting ready: Technical Sessions and workshops Technical Sessions Provide elearning sessions to NIC State Nodal Officers on NIC eoffice Division 20 th Feb 2014 Application DSC registration and enrolment Technical Workshops Provide user manuals Conduct State Level workshops 3-14 March 2014

40 epar Action Plan By 15 March 2014 ACTION ACTIVITY BY TIME FRAME IV Implementation eapar User Database set up Employee Data entry/updation EMD Manager DSC registration Register and Enrolment All officers Workshops in State Technical workshops at State District level officials to participate Nodal Officer PAR Manager NIC eoffice /PAR Coordinator

41 System Requirements prerequisites for implementation (1 of 3) Employee Data Workflow entry Roles Mapping Users to the Roles DSC Process Pre- Requisites OS: MS Windows, Linux Browser: Internet Explorer 6 or higher/ Mozilla Firefox 2.6 or higher Adobe Reader 6.0 or higher Antivirus Software Centralized hosting at NIC data center. Multiple network lines Best view resolution: 1024 X 768 pixels RAM: 512 Mb DDR or higher Scanners

42 Presentation made by: Suchitra Pyarelal Senior Technical Director/Scientist F Head of eoffice Division National Informatics Centre Department of Electronics & Information Technology(DeiTY) New Delhi suchitra@nic.in; eoffice@nic.in