cadre management system

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Cadre Management System Introduction CS Division, Department of Personnel & Training is the cadre controlling authority for the three Central Secretariat Services viz. Central Secretariat Service (CSS), Central Secretariat Stenographers Service (CSSS) and Central Secretariat Clerical Service (CSCS). The cadre management functions of these services are being carried out through paper communications. It involves manual updating of data by keeping track of each and every cadre management activity which is a cumbersome task and unreliable as many of the orders issued by Ministries/ Departments for posting/ transfer/ relieving on deputation / disciplinary proceedings are not received by CS Division. Absence of accurate, updated information leads to delay in carrying out cadre management activities and avoidable reworking. 2. To obviate various difficulties presently being faced in the cadre management activities the task of development of a web based cadre management system for the three Central Secretariat Services has been undertaken. The software has since been developed through CMC Limited and has been on the NIC server at URL cscms.nic.in . 3. The Web Based Cadre Management System (WBCM) as the name suggests is a web based system meaning that the system is accessible on the Internet. The system can be accessed by using any browser such as Microsoft Internet Explorer, Google Chrome, Firefox etc., but is best viewed on Microsoft Internet Explorer 9. 3. The system is intended for the following users: (i) CS Division, DoPT CS Division is the cadre controlling authority for the three Central Secretariat Services. Accordingly, CS Division will function as the administrator of the web based cadre management system. (ii) AVD.I Division, DoPT – Administrative Vigilance Division, DoPT is the disciplinary authority for CSS/CSSS Officers of US and above level. Accordingly, this Division will function as administrator for the vigilance module of the web based cadre management system. (iii) Ministries/Departments Officers belonging to the three Central Secretariat Services are posted under the administrative control of Ministries/ Departments. They also function as appointing / disciplinary authorities up to SO level officers. Nodal officers nominated by the Ministries/ Departments will be responsible for carrying out cadre management functions through the system in respect of officers under their administrative control. They will be responsible for forwarding of applications in respect of US and above level officers to DoPT for cadre clearance for deputation, training, approval for voluntary retirement, private foreign trips, encadrement proposals, forwarding of APAR, conveying vigilance clearance, seeking vigilance clearance from AVD, relieving/ joining of officers through system etc. (iv) Individual Officers They can view their data and make requests for cadre clearance for deputation through on-line system. They can also file annual Immovable Property Return, lodge grievances; view orders related to them and submit application for voluntary retirement. Password for accessing the system

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Page 1: Cadre Management System

Cadre Management System Introduction CS Division, Department of Personnel & Training is the cadre controlling authority for the three Central Secretariat Services viz. Central Secretariat Service (CSS), Central Secretariat Stenographers Service (CSSS) and Central Secretariat Clerical Service (CSCS). The cadre management functions of these services are being carried out through paper communications. It involves manual updating of data by keeping track of each and every cadre management activity which is a cumbersome task and unreliable as many of the orders issued by Ministries/ Departments for posting/ transfer/ relieving on deputation / disciplinary proceedings are not received by CS Division. Absence of accurate, updated information leads to delay in carrying out cadre management activities and avoidable reworking. 2. To obviate various difficulties presently being faced in the cadre management activities the task of development of a web based cadre management system for the three Central Secretariat Services has been undertaken. The software has since been developed through CMC Limited and has been on the NIC server at URL cscms.nic.in . 3. The Web Based Cadre Management System (WBCM) as the name suggests is a web based system meaning that the system is accessible on the Internet. The system can be accessed by using any browser such as Microsoft Internet Explorer, Google Chrome, Firefox etc., but is best viewed on Microsoft Internet Explorer 9. 3. The system is intended for the following users:

(i) CS Division, DoPT – CS Division is the cadre controlling authority for the three Central Secretariat Services. Accordingly, CS Division will function as the administrator of the web based cadre management system.

(ii) AVD.I Division, DoPT – Administrative Vigilance Division, DoPT is the disciplinary authority for CSS/CSSS Officers of US and above level. Accordingly, this Division will function as administrator for the vigilance module of the web based cadre management system.

(iii) Ministries/Departments – Officers belonging to the three Central Secretariat Services are posted under the administrative control of Ministries/ Departments. They also function as appointing / disciplinary authorities up to SO level officers. Nodal officers nominated by the Ministries/ Departments will be responsible for carrying out cadre management functions through the system in respect of officers under their administrative control. They will be responsible for forwarding of applications in respect of US and above level officers to DoPT for cadre clearance for deputation, training, approval for voluntary retirement, private foreign trips, encadrement proposals, forwarding of APAR, conveying vigilance clearance, seeking vigilance clearance from AVD, relieving/ joining of officers through system etc.

(iv) Individual Officers They can view their data and make requests for cadre clearance for deputation through on-line system. They can also file annual Immovable Property Return, lodge grievances; view orders related to them and submit application for voluntary retirement.

Password for accessing the system

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Individual Officers: Individual Officers can login to the system with the UserID which is a combination of six digit date of birth followed by first four letters of their name. For example if the name and date of birth of an officer is Anuj Kumar and 2nd May 1964 respectively then the UserID will be 02051964anuj and password is “apple123”. The initial password is common to all officers and it can be changed at their discretion after logging in to the system. Reset Password: If the nodal officer or the individual officer forgets the password, they may contact the administrator in DoPT who will reset the password. After reset, the password will be apple123, which can again be changed by the officers concerned. Starting the system: To start using the application please type the URL on the address bar of the browser cscms.nic.in and then press enter. Then you will see the Login screen as under: Login

Please enter your Username and Password as Nodal Officer or as an individual officer as the case may be, in the respective box to login into the system. Then press “Login” button. If the Username and Password matched with your credentials then you will be able to login into the system otherwise the system will give you error message. This following screen shows that username & password entered match with your credentials in the system.

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This following screen shows that password entered doesn’t match with your password for the system.

When you login to the system for the first time you will be forced to change the password.

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After Username and Password has been provided and verified following screens will be shown as per their access rights When you login to the system as User you will see the mail box screen as under

You can also get the above screen by selecting Messages from the Tools menu.

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Employee Information System User can see their details by selecting Employee Details from the Employee Menu.

There are 5 areas/tabs where employee data is stored.

Employee Details

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Basic Details

Address Detail

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Experience Details

Promotion Details

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Training Details

Qualification Details

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Reports Personal Information Report has been provided to User.The output of the reports can be taken in Print form, or can be exported to Excel, word or .pdf etc. Personal Information Report: This report gives the detailed information of an Employee.

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Print Option: Employee detail can be printed on clicking Print button.

Exports Options:

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Deputation Management System Purpose of this module is:

Submission of deputation requests through the system Issue of relieving and joining orders through the system Cadre Clearance Request Processing

Employees (User) can raise a Deputation request. After logging into the system employee can click on deputation details menu to see previously deputation requests or add/view/modify deputation request. To add a new deputing request click on Add button. This will open a new form called Cadre Clearance form, which employee will fill and submit to their nodal officer. Nodal officer gets message when an employee asks for Cadre Clearance. This is only for Cadre Clearance and doesn’t guarantee their deputation. Deputation will depend upon the ministry only.

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Administrator/Nodal Officer Role Nodal officer gets the request for cadre clearance submitted by an Employee. Nodal officer will forward it to DoPT if designation of employee is SO and below other if US and above it will be forwarded to DoPT. To send the employee for Deputation, the ministry must relieve the employee. If the request comes to Admin then the Admin can approve or Reject the clearance. After Employee gets Cadre Clearance, it is up to their ministry to send the employee for deputation. To send the employee for Deputation, the ministry must relieve the employee. To relieve the employee, select the employee from the gird and click on “Relieve” button, it will show the below screen. Here you will see 2 fields “Relieved and Relieved Date”. Chose Relieved as “Yes” and enter the date from which the employee can be relieved and then press “Relieve” button. Only those employees can be relieved which are cleared from Cadre Clearance. Retirement (VRS, Resignation Processing System)

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System enables the employees to route VRS through Ministries only System enables the ministries to forward VRS applications online through the system Provision to withdraw the VRS application anytime during the processing and also till 90 days of

grant of VRS Online issue of VRS orders Online relieving order of employee Notification to DoPT (CS Division) Notification of vacancy generated post-VRS

Employee Please select Retirement from the main menu. Then menu will expand and you will be able to see sub-menu for Request/Approval. To request for VRS to view previous saved VRS requests please select “Request/Approval” from the menu

After selecting “Request/Approval” from the menu you will see the following screen. Here employee can add new VRS or view or modify previously added rejected or withdrawn VRS’s

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Add Click on view button to Add VRS request. Employee needs to fill the fields having “*” mentioned in front of them. After filling the details the employee will have to submit VRS request to Nodal Officer of their respective ministry.

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This screen shows the messages for which the fields are empty.

The following screen shows data after submitting the VRS request.

View Click on view button to see previously entered VRS request.

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Modify Click on modify to modify previously entered VRS request. Reset Reset is used to de-select previously selected row. Administrator/Nodal Officer Role When Administrator/Nodal Officer login into the system they will see VRS request logged by the Employee from the Main menu, and then can process accordingly. Administrator/Nodal Officer can add new VRS or view or modify previously added rejected or withdrawn VRS’s on behalf of Employee’s IPR (Immovable Property Return Management System)

Availability of correct real time IPR status for the complete employment duration Filing of IPR through system The information can be easily referred to at any time like for Vigilance Clearance

To go for the IPR module please select IPR details from the main menu.

This system is to enter the detailed information of employee’s properties. Employee needs to submit their IPR details till 31st Jan of the financial year. Employee or user can save their IPR details and later on submit with the cut-off date as 31st Jan. The usage of this thing is that if employee wants to change their property details before final submission they can do it. IPR details can only be entered by an employee. Nodal officer and Administrator don’t have any permission to add IPR details of the employee.

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Following functionality is available for Employee Add Employee can click on add button to log a new IPR. . When employee clicks on this button, a new window or form opens up where employee enter details regarding IPR

o Submit NIL Report – If employee wants they can submit a NIL report for that financial year.

o Copy property Details from Last Year’s IPR for Current Year – This option give employee to

copy details from last year’s IPT for the current year if there is no change in their property details.

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o Add New Property Details – If employee want to add a new property details. o Close- If employee doesn’t want to proceed click on this button.

After employee click on the save button the IPR details gets saved as shown in next screen Employee can change these details till they click on final submission of IPR button.

View: To view the IPR Details first select the row by clicking on the row and then click on view Button. Employee can view the details of previously saved/submitted IPR’s as below.

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Delete Employee can delete previously logged IPR’s if only not submitted. Final Submission of IPR This is used for final submission of IPR. Nodal Officer and Administrator Role Nodal Officer and Administrator can only view the IPR data and use that data of reporting purpose submitted by the Employee (User). Grievance (Grievance Management System)

Logging of the grievances received from the employees Tracking of grievances to closure

To go for the Grievance please select Grievance details from the main menu. This system is to log employees’ grievances. If the employee wants they can also attach a .pdf or jpeg. Once the employee logs in their grievance it will be redirected to their Nodal officer.

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Following functionality is available for Employee Add Employee can click on add button to log a new Grievance, View Employee can view the details of previously logged grievances. Delete Employee can delete previously logged grievances. Reset Reset is used de-select previously selected row Below screen shows how to log a grievance. Employee can also attach any document also in his grievance details. After filling the details click on Save button to submit the grievance request.

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After the employee logs the grievance it will be shown as below. And this request goes to their Nodal Officer and Administrator. An alert is also sent to Nodal Officer of the respective ministry about the grievance logged by employee.

Nodal Officer and Administrator Role

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When Nodal Officer logs into the system they will see alerts in their mail box. They will go to the Grievance module by selecting Grievance details from the menu. After selecting the Grievance details they will see the below screen where they will be able to see the grievances logged by the employees of their Ministry/department. If Nodal Officer resolves the grievance an alert will be sent to employee and they can see the remarks entered by Nodal Officer. If the grievance was not resolved by Nodal Officer it can be forwarded to Administrator. Once admin receives the grievance they can enter their remarks and an alert will be sent to employee and they can see the remarks entered by Nodal Officer. Administrator will select the particular request and will go to the details of the grievance and can perform the required action. Once admin receives the grievance they can enter their remarks and an alert will be sent to employee and they can see the remarks entered by Nodal Officer. After the administrator or Nodal Officer has updated the grievance remarks the user will receive an alert as shown below.

Tools:

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Messages: Any messages regarding Grievance, VRS, IPR or any other issue will be received by the Employee under Mail Box (Messages) menu.

Orders: Employee can find orders regarding Deputation, Transfer, Promotion or any other issue under this menu.

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Change Password: Employee can change their login password using this page. For this firstly they have to enter old password and then enter New Password and then reconfirm New Password.

After filling all the entries click on the save button to change password. An alert will be shown signifying successful password change. Logout: Once the Employee is done with his work click on this button.