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.

2. The web based system has been hosted on an NIC Server and is available at URL: http://www.cscms.nic.in

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 system to 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
(ii) Promotion Management System
(iii) Transfer Management System
(iv) Deputation Management System
(v) Training Management System
(vi) VRS Resignation Processing System
(vii) Vacancy Management System
(viii) Immovable Property Return Management System
(ix) Vigilance Clearance Management System
(x) Reservation Roster Management System
(xi) Grievance 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 promotionl transfer orders through the system also. Ministnes/ 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 D0PT 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]

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FILLING UP OF RESERVED VACANCIES (CHAPTER-6)

Direct Recruitment
6.1 When direct recruitment is to be made for reserved as well as unreserved vacancies on any one occasion, a single advertisement should be issued specifying clearly therein the vacancies reserved for Scheduled Castes, Scheduled Tribes and OBCs.

6.2 While notifying the vacancies to the local or the regional employment exchange, a single requisition should be sent to the Employment Exchange for such reserved and unreserved vacancies. The number of vacancies reserved for Scheduled Castes, Scheduled Tribes and OBCs out of the total vacancies notified should be clearly indicated in the requisition to the employment Exchange. The following certificate should also, be given in the requisition:
“Certified that the number of vacancies reserved for Scheduled Castes/Scheduled Tribes/OBCs/ex-servicemen/ Persons with Disabilities is in accordance with the reservation quota fixed by Government for these categories.”
6.3 If sufficient number of Scheduled Caste/Scheduled Tribe candidates are not available or are not sponsored by the Employment Exchange for the reserved vacancies, the appointing authority should also intimate the reserved vacancies to the Director of Scheduled Castes/Scheduled Tribes Welfare in the State/Union Territory concerned.

6.4 The vacancies should also be brought to the notice of the Scheduled Caste/Scheduled
Tribe Organizations recognized by this Department for the purpose of notifying to them the vacancies. It may, however, be made clear to such organizations that their function is limited to advising the Scheduled Caste/Scheduled Tribe candidates about the recruitment proposed and that it will not be for them to recommend or press the names of any individuals. The candidates should apply to the appointing authority either direct or through the Employment Exchange, as the case may be.

6.5 Where sufficient number of candidates belonging to SC/ST/OBC are not available to fill up the vacancies reserved for them in direct recruitment, the vacancies should not be filled by candidates not belonging to these communities. In other words, there is a ban on dereservation of vacancies reserved for SCs, STs and OBCs in direct recruitment.

6.6 If sufficient number of suitable SC/ST/OBC candidates are not available to fill up vacancies reserved for them in the first attempt of recruitment, a second attempt should be made for recruiting suitable candidates belonging to the concerned category in the same recruitment year or as early as possible before the next recruitment year to fill up these vacancies. If the required number of SC/ST/OBC candidates are not even then available, the vacancies which could not be filled up shall remain unfilled until the next recruitment year. These vacancies will be treated as “backlog vacancies.”

6.7 In the subsequent recruitment year when recruitment is made for the vacancies of that year (called the current vacancies), the backlog vacancies of SCs, STs and OBCs will also be announced for recruitment. While doing so, it may be kept in view that the vacancies of the particular recruitment year i.e. the current vacancies will be treated as one group and backlog vacancies of SCs, STs and OBCs as a separate and distinct group. Of the vacancies in the first group, not more than 50% of the vacancies shall be reserved. Vacancies in the second group i.e. all the backlog vacancies reserved for SCs, STs and OBCs will be filled up by the candidates belonging to category concerned without any restriction whatsoever as they belong to distinct group of backlog vacancies of SCs, STs and OBCs.

6.8 Vacancies reserved for SCs/STs/OBCs which could not be filled up and are carried forward as backlog vacancies and remain unfilled in the following recruitment year also, will be carried forward as backlog vacancies for subsequent recruitment year(s) as long as these are not filled by candidates of the category for which these are reserved.

6.9 In posts filled otherwise than through examination, normally six to seven candidates belonging to the community for which the post is reserved may be called for interview for each reserved vacancy, subject to availability of such candidates fulfilling the qualifications prescribed for the post. Where the response from the Scheduled Caste/Scheduled Tribe/Other Backward Class candidates is exceptionally good, the recruiting authority may, having regard to the merits of each case, call as many as 10 to 12 candidates of the respective category for each reserved vacancy for the purpose of interview/selection.

6.10 In direct recruitment made otherwise than through examination and in direct recruitment made though examination followed by an interview, the interview of Scheduled Caste/Scheduled
Tribe candidates should be held on a day or sitting of the Selection Committee other than the day or sitting on which general candidates are to be interviewed so that the Scheduled Caste and Scheduled Tribe candidates are not judged in comparison with general candidates and the interviewing authority/Board is/are prominently aware of the need for judging the Scheduled Caste /Scheduled Tribe candidates by relaxed standards.

Promotion by Selection
6.11 In case of promotion by selection, selection against vacancies reserved for Scheduled Castes and Scheduled Tribes should be made only from among those Scheduled Caste /Scheduled Tribe officers who are within the normal zone of consideration. Where adequate number of SC/ST candidates are not available within the normal field of choice, it may be extended to 5 times the number of vacancies and the SC/ST candidates (and not any other candidates) coming within the extended field of choice should also be considered against the vacancies reserved for them. The following instructions will apply to the filling of vacancies reserved for Scheduled Castes and Scheduled Tribes in such promotions:
(i) Scheduled Caste and Scheduled Tribe officers who are within the normal zone of consideration shall be considered for promotion alongwith others and adjudged on the same basis as others and those Scheduled Caste and Scheduled Tribe officers amongst them who are selected on that basis may be included in the general select list. If some of the SC/ST candidates so selected have been selected on their own merit in all respect and are so placed in the select list that their names fall within the number of unreserved vacancies, such candidates shall be adjusted against unreserved vacancies.

(ii) If number of candidates from Scheduled Castes and Scheduled Tribes other than the candidates selected on their own merit who are adjusted against unreserved vacancies is less than the number of vacancies reserved for them, the difference should be made up by selecting candidates of these communities who are in the zone of consideration irrespective of merit but who are considered fit for promotion.

(iii) If the number of SC/ST candidates found fit for promotion against reserved vacancies is still less than the number of vacancies reserved for them, the difference should be made up by selecting candidates of these communities who are in the extended zone of consideration irrespective of merit but who are considered fit for promotion.

(iv) A select list should then be prepared in which the names of all the selected officers, general as well as those belonging to Scheduled Castes and Scheduled Tribes, are arranged in the order of merit and seniority according to the general principles for promotion to selection posts. However, such of the SC/ST candidates who are in the extended field and get selected should en block be placed in the end by maintaining their inter se position in accordance with their gradation by the DPC. This select list should, thereafter, be followed for making promotions in vacancies as and when they arise during the year.

Promotion by Non-Selection
6.12 In case of promotion by non-selection, all Scheduled Caste and Scheduled Tribe candidates covered in the relevant seniority list within the total number of such vacancies against which the promotions are to be made, shall be considered in the order of their general seniority, and if they are not judged unfit, they shall be promoted. If the number of Scheduled Caste / Scheduled Tribe candidates found fit within the range of actual vacancies is less than the number of vacancies reserved for them, additional Scheduled Caste / Scheduled Tribe candidates to the extent required shall be located by going down the seniority list, provided they are eligible and found fit for appointment.

Note 1: In order to ensure proper implementation of reservation of vacancies for Scheduled Castes and Scheduled Tribes in promotion, number of vacancies should be assessed as accurately as possible. Purely short term vacancies should not be taken into account for this purpose; nor should any addition be made to cover unforeseen vacancies. At the same time, it is necessary to ensure that the number of vacancies is not reduced. All clear vacancies arising due to death, retirement, resignation and long term promotion of incumbents from one post/grade to a higher post/ grade should be taken into account while fixing the number of vacancies and the number of reserved vacancies for Scheduled Castes and Scheduled Tribes.

Note 2: Since appointment to Selection Grade also constitutes promotion, the appropriate orders relating to reservation/concessions for Scheduled Castes and Scheduled Tribes in promotions, would apply to the appointment to the Selection Grade also.

Note 3: While constituting the Departmental Promotion Committee, instructions regarding nomination of SC/ST officers on the DPC, as issued from time to time, should be followed.

Steps To Be Taken in Case of Non-Availability of SC/ST Candidates for Promotion
6.13 If sufficient number of SC/ST candidates fit for promotion against reserved vacancies are not available, such vacancies may be dereserved as per prescribed procedure and filled by candidates of other communities.

6.14 If sufficient number of SC/ST candidates fit for promotion against reserved vacancies are not available and such vacancies can also not be dereserved for reasons like non-availability of candidates of other categories to fill up the posts etc., the vacancies shall not be filled and will remain unfilled and will be treated as “backlog vacancies”.

6.15 In the subsequent recruitment year when recruitment is made for the vacancies of that year (called the current vacancies), the backlog vacancies of SCs and STs will also be filled up, keeping the current vacancies and the backlog vacancies of SCs and STs as two distinct groups.
Of the current vacancies, not more than 50% of the vacancies shall be reserved. However, all the backlog vacancies reserved for SCs and STs will be filled up by candidates belonging to the concerned category without any restriction whatsoever as they belong to distinct group of backlog vacancies.

Diversion of Reserved Vacancies from Promotion Quota to Direct Recruitment
6.16 Where recruitment to a grade is made both by promotion and direct recruitment i.e. where separate quota for promotion and direct recruitment are prescribed in the Recruitment Rules, reserved vacancies falling in the promotion quota which cannot be filled due to non- availability of eligible persons belonging to SC/ST in the feeder cadre may be temporarily diverted to the direct recruitment quota and filled by recruitment of candidates belonging to SC or ST, as the case may be, in accordance with the provisions relating to direct recruitment contained in the Recruitment Rules. In the subsequent year(s) when reserved vacancies in the direct recruitment quota become available they may be diverted to the promotion quota to make up for the vacancies diverted earlier and filled from SC/ST candidates in the feeder cadre who might by then become eligible for promotion. This involves relaxation of the Recruitment Rules. The Ministries/Departments may themselves exercise the power of relaxation subject to approval
of UPSC, wherever necessary. Safeguards against Supersession of SC/ST Candidates

6.17 In posts filled by promotion (by selection or by non-selection) wherever the orders regarding reservation apply the following procedure should be observed by the appointing authorities, in regard to cases where eligible Scheduled Caste/Scheduled Tribe candidates, though available, are not appointed/selected for the reserved as well as unreserved vacancies:
(a) In promotions to Group A and within Group A — Such cases should be submitted to the Minister/ Minister of State/Deputy Minister concerned, as the case may be.
(b) In promotion to Group B and within Group B — Such cases should be reported to the Minister/Minister of State/Deputy Minister concerned, as the case may be, within a period of one month of the finalisation of the select list.
(c) In promotion to and in Group C and within Group D — Such cases should be reported to the Head of the Department, if the appointing authority is lower than the level of the Head of the Department, and where the Head of the Department is himself the appointing authority, to the Secretary of the administrative Ministry/Department.
6.18 In regard to promotions by selection from Group A post to a Group A post which carries an ultimate salary of Rs. 18,300 (pre-revised) or less, cases where the Scheduled Caste / Scheduled Tribe candidates available within the number of vacancies for which the select list is drawn are not selected, should be submitted to the Minister / Minister of State / Deputy Minister concerned, as the case may be.

Implementation of the Findings of DPC Kept in Sealed Cover
6.19 According to the instruction contained in the Ministry of Home Affairs Office Memorandum No.39/3/59-Estt.(A) dated the 3I st August, 1960, the findings of the Department Promotion Committee in respect of a person under suspension or against whom vigilance enquiries are pending are kept in sealed cover and a vacancy is kept reserved for him and is filled only on officiating basis till the finalization of the departmental proceedings. If the officer is completely exonerated and the charges levelled against him are proved to be wholly unjustified then he is promoted to the vacancy which had been filled on an officiating basis and which was reserved for him. In such cases, the junior most officer officiating in the grade i.e. the officer occupying the lowest position in the panel is reverted. Where such reversion becomes necessary, the reversions should be made in such a manner that the total number of SC/ST candidates in the cadre appointed by reservation is not reduced below the reservation prescribed for them.

Source: www.persmin.nic.in

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