Chandigarh: Ushering in a change in handling of work, Punjab government will switch over from manual style to the electronic mode with the implementation of ‘E-Office’ project in all state administration departments.

The project will be implemented in all deputy commissioner and divisional commissioner’s offices at a cost of Rs 29.11 crore, an official spokesperson said adding work flow based ‘E-office’ system will replace existing manual handling and transfer of files and documents with an efficient electronic system.

He said this new system comprises modules like file management system (e-file), knowledge management system (KMS) and collaboration and messaging services (CAMS) for conducting government office procedures electronically in more efficient mode.

Giving details, he said it includes electronic file movement, work flow automation, archival and e-record management, content and document management, collaboration and messaging service, single standard based directory service, unified view of data, electronic communication and identity and accessing management role.

The project will cost Rs 29.11 crore which includes Rs 11.50 crore on back-end infrastructure and support, Rs 6.66 crore on local area networking infrastructure, Rs 7.95 crore on computing infrastructure and Rs 3 crore on training labs and setting up central registry unit, the spokesman said.

PTI

The post Punjab Government to switch over E-office in government departments appeared first on CENTRAL GOVERNMENT EMPLOYEES NEWS.

No.25(6)/E.Coord-2014
Government of India
Ministry of Finance
Department of Expenditure

North Block, New Delhi,
22nd August. 2014

Office Memorandum

Subject : Economy in use of paper.

Ministry of Finance has been issuing instructions from time to time on expenditure management, fiscal discipline and on the need for economy and rationalization of Government expenditure. Government is one of the major consumers of paper. Injudicious use of paper not only leads to infructuous expenditure but also impacts the environment as trees are the major source of paper pulp production. Instructions on judicious use of paper have been issued by this Department in the past and similar instructions are also contained in the Manual of Office Procedure (MOP) published by Department of Administrative Reforms and Public Grievances. With a view to further stress the importance of economy In use of paper in Government offices, following instructions are issued for strict compliance by all concerned : –

(i) Notes should be typed/written on both sides of the paper/note sheet

(ii) Typing should be done in single space;

(iii) Policy instructions/guidelines issued through Orders, OMs, etc. may be uploaded on the official website of the Ministry/Department/Organization. Number of hard copies of such communications may be limited to the required minimum:

(iv) Office copies should not be typed again where the draft itself is legible and does not contain many corrections.

(v) Forms, proformas, returns etc., if any, stipulated by Ministries/ Departments/Organizations in connection the organizational mandate may be reviewed in relation to their size and format and should be recast and simplified/shortened in keeping with the recent directives from Cabinet Secretariat. Manual submission of forms, returns, etc,, wherever stipulated, either under statutory obligations or otherwise, should be discouraged, Switching over (oc-forms, online submission of forms/returns, etc., may be encouraged.

2. All the Ministries/Departments, attached, subordinate offices and autonomous or statutory bodies funded by GOI may comply with the above directives. Suitable instructions on above lines may be issued by line Ministries/Departments of GOl in r/o organizations/entities or field establishments under their administrative control,

3. This has the approval of Secretary(Expenditure).

Sd/-
(Sudha Krishnan)
Joint Secretary to the Government of India

Source: www.finmin.nic.in
[http://finmin.nic.in/the_ministry/dept_expenditure/notification/emre/Economy_in_use_of_paper22082014.pdf]

The post Economy in use of paper in Central Government Offices appeared first on CENTRAL GOVERNMENT EMPLOYEES NEWS.

With the objective to promote a paperless regime and better human resource management, the Department of Personnel and Training (DoPT) has launched an e-service record book portal for government employees.

“Under the personnel information management system of e-office, the DoPT has extended the facility to its employees to view their service book online. All the other ministries have been advised to extend the facility to the civilian employees working under them,” said an official.

Earlier documented in paper files, the service record provides information on various portfolios and posts held by a particular government employee.

“In future, it would also prove to be of great assistance in an efficient management of human resource. The system can facilitate work allocation based on the skills and experiences of the employees under consideration for a particular post or department,” said the official, adding that the priority is to pick the best and suitable candidate for better output.The DoPT has also launched a Basic Leadership Skills Module for Central Secretariat Services officers at the Institute of Secretariat Training and Management. The module is expected to equip civil servants with the skills that help them function efficiently in a complex and challenging environment.

“All levels of civil service need to be trained in leadership skills so that they impart their duties effectively,” said the official.

The Department plans to introduce similar modules for mid-level and advanced leadership skill development.

A Learning Resource Centre has also been set up with a mandate to identify and adopt the leading national and international practices in the field of training techniques and technologies to strengthen the Trainers Development Programme, to develop a cadre of high quality trainers.

“This would reduce the financial burden otherwise incurred on foreign trips often undertaken by government functionaries for skill training,” said the official. Both the training activities have been supported by the UNDP, under the Strengthening the Human Resource Management for Civil Services Project.

Source: http://www.thehindu.com

The post DoPT launches e-service record system for government employees appeared first on CENTRAL GOVERNMENT EMPLOYEES NEWS.

18019/7/2013-Estt. (L)
Government of India
Ministry of Personnel, PG and Pensions
(Department of Personnel & training)

Old JNU Campus, New Delhi
Dated the 23 October, 2013.

OFFICE MEMORANDUM

Subject: Simplification of procedure for verification of service — adherence to the revised format – regarding.

The undersigned is directed to invite attention to the provisions of the Supplementary Rules which relate to maintaining records of service of a Government employee. The provisions of SR- 199 and 202 require that “Every step in a Government servant’s official life must be recorded in his Service Book and each entry must be attested by the Head of his Office….” (SR199) and that “It shall be the duty of every Head of Office to initiate action to show the Service Books to the Government servants under his administrative control every year…..The Government servants shall inter alia ensure……    that their services have been duly verified and certified as such….” (SR 202).

2. Further, the provisions of Rule 32 of the CCS (Pension) Rules, 1972 provide for issuing a communication in Form-24 on completion of 18 years of service regarding verification and determination of qualifying service. The Rule 59 thereof relates to the preparatory work to be done by the Head of Office for sanctioning pensionary benefits to the retiring employee. Attention is also invited to this Department’s OM No. 17011/1199-Estt.(L) dated 11-03-2008, whereby the revised format of the Service Book was circulated for being adopted. The said revised format also includes Part V where under the record of verification of service is to be maintained.

3. It has since been brought to the notice of this Department that the aforesaid provisions of the Supplementary Rules as also the provisions of the CCS(Pension) Rules, 1972 as referred to above are not being followed. Consequently, the gaps in service verification, get detected at a very late stage when the concerned Government servant is due to retire on attaining the age of superannuation.

4. In view of this and with the objective of eliminating delays in processing of cases of retiring Government Servants, the aforementioned rules and the instructions of this Department are reiterated and it is stated that it may be ensured that the following are strictly adhered to:

(i) The record of verification of service may henceforth be maintained only in Part V of the revised format of the Service Book as per the new format prescribed by this Department’s aforesaid OM of 11-03-2008

(ii) The exercise for ensuring completion of the entries of service verification in the Part V of the new format, in respect of employees who are retiring within five years, may be undertaken immediately, by the concerned administrative authorities and concluded within a defined time frame, as may be worked out by such authority.

(iii) Any gap in the verification of service may be intimated to the employee concerned, and simultaneously appropriate action for ensuring verification of missing spells may be taken by the Head of Office.

(iv) The concerned Government servant may also be informed of deficiencies and gaps as regards missing entries relating to verification of service and the period thereof.

5. The Department of Pension and Pensioners’ Welfare have also suggested that the administrative authorities, to preclude and to cut down on delays in payment of retiral benefits to Government servants retiring of superannuation, may consider adoption of the following mechanisms and processes, in consultation with their PAOs:

(i) Annual service verification statements may be considered to be issued along with pay slip for the month of April every year.

(ii) At the time of transfer from one Ministry/ Department/Office to another, any gap in the service record including for prior periods under the administrative control of the Ministry/Department/Office will be indicated in the Last Pay Certificate.

(iii) Creation & Maintenance of Service Records in e-format available in e-Office under e-governance.

6. All Ministries/ Departments are accordingly requested to issue suitable instructions to all Heads of Offices/Pay & Accounts Offices for strict compliance of the above instructions so as to preclude any delays in disbursement of retiral benefits of Government servants. It may be reiterated and again stressed that the action as indicated in para 4 of this OM may be taken immediately by prioritizing the up-dation of service verification details in respect of such Government servants who are due to retire on attaining the age of superannuation in the next five (5) years, by working out a time bound schedule. In the second phase, the verification of service of all remaining employees in the prescribed format may be completed.

sd/-
(Mukul Ratra)
Director

Source: www.persmin.nic.in
[http://ccis.nic.in/WriteReadData/CircularPortal/D2/D02est/18019_7_2013-Estt.L-23102013.pdf]

The post Service Book – Simplification of procedure for verification of service — adherence to the revised format appeared first on CENTRAL GOVERNMENT EMPLOYEES NEWS.