Government of Assam R F D

(Results-Framework Document)for

R F D

Personnel Department

(2014-2015)

Government of Assam

03/07/2014 10.22 AMGenerated on

Section 1:Vision, Mission, Objectives and Functions

Results-Framework Document (RFD) for Personnel Department-(2014-2015)

Creation, development and management of higly efficient, accountable, responsive, transparent and ethical workf force ofthe Governement.

Mission

Formulation and Implementation of dynamic framework of personnel policies and procedures for overall development

and management of human resources by encouraging competence, efficiency and innovation at all levels of government

for the purpose of Good Governance, recruiting the best talent for the government, providing efficient cadre management

of all services, promotion of ethics and values through inculcating and supporting a culture of transparency,

accountability and zero tolerance of corruption in public affairs at all levels of governance, capacity building of Civil

servants for prompt and efficient delivery of services and institutionalizing a system of continuous and constructive

engagement with all the stake-holders to make the Civil Servants more responsive, efficient and effective.

Objectives

1 Formulation and enforcement of sound personnel policies, service rules and procedures.

2 Improve effectiveness of Recruitment, Promotion and management of IAS & ACS cadres

3 Capacity building of Civil Servants

4 Quick and efficient disposal of claims of civil service personnel

5 Enhancing IT applications in personnel management

6 Ensuring efficiency, transparency and accountability in governance and innovation in personnel management

7 Effective action against delinquent personnel

Functions

Appointment of ACS Officers, Promotion, Transfer, Departmental proceedings, allowing of retirement benefits and all relevant service

matters and conditions of IAS and ACS Officers

1

Cadre management including periodic cadre review of IAS/ ACS2

Creation/ Upgradation of Gazetted posts and creation of ex-cadre Posts for IAS/ ACS Officers, etc.3

Framing of policies relating to Service Rules and general principles relating to service and their interpretation thereof4

The concurrence of the department is required in the following matters (a) Relaxation of any Service Rule (b) Relaxation of any general

service condition (c) Creation of any post or payment of any additional remuneration to any gazetted officer.

5

Vision


Page : 2 of 40

Section 1:Vision, Mission, Objectives and Functions

Results-Framework Document (RFD) for Personnel Department-(2014-2015)


Page : 3 of 40

Section 2:Inter se Priorities among Key Objectives, Success indicators and Targets

Results-Framework Document (RFD) for Personnel Department -(2014-2015)

Objective Weight Action Unit

Target / Criteria Value

Weight

80%100% 70% 60%90%

Very Good Fair PoorExcellent GoodSuccessIndicator

Formulation and enforcement of soundpersonnel policies, service rules andprocedures.

15.00 Views onframing/amendment ofservice rules andinterpretation of servicerules & service matters

Advice/ viewscommunicatedwithin stipulatedtime

Percentage

85 75 7080904.00[1] [1.1] [1.1.1]

Relaxation of Service Rules Advice/ viewscommunicatedwithin stipulatedtime

Percentage

85 75 7080904.00[1.2] [1.2.1]

Creation of Gazetted posts Advice/ viewscommunicatedwithin stipulatedtime

Percentage

85 75 7080903.00[1.3] [1.3.1]

Publication of ServiceRules

Publication ofAssam Civil ServiceRules in AOP

Date 29/11/2014 31/01/2015 27/02/201531/12/201431/10/20141.00[1.4] [1.4.1]

Preparation of draftof Assam RevenueService Rules

Date 15/10/2014 15/11/2014 29/11/201431/10/201401/10/20142.00[1.4.2]

Examination of CadreReview proposals

Number of servicesfor which CadreReview proposalsreviewed

Number 3 1 0241.00[1.5] [1.5.1]

Improve effectiveness of Recruitment,Promotion and management of IAS & ACScadres

15.00 Timely/ Regular recruitmentof ACS officers

Placing requisition toAPSC

Date 31/01/2015 16/03/2015 31/03/201527/02/201531/12/20142.00[2] [2.1] [2.1.1]

Issuing ofappointment lettersafter completion ofall formalities

Days 45 75 9060302.00[2.1.2]


Page : 4 of 40





Weight

80%100% 70% 60%90%


Promotion of IAS officers Holding of DPC Date 15/01/2015 16/02/2015 27/02/201530/01/201501/01/20151.50[2.2] [2.2.1]

Promotion in duedate

Date 16/02/2015 16/03/2015 31/03/201527/02/201531/01/20151.50[2.2.2]

Holding Joint CadreAuthority meeting

Allocation of Cadreto IAS probationers

Date 15/07/2014 14/08/2014 30/08/201431/07/201430/06/20141.00[2.3] [2.3.1]

Constitution of Civil ServiceBoard for ACS officers

Issue of Notification Date 15/01/2015 16/02/2015 27/02/201531/01/201531/12/20141.00[2.4] [2.4.1]

Promotion of ACS officers Timely holding ofDPC

Date 16/02/2015 16/03/2015 31/03/201527/02/201502/02/20152.00[2.5] [2.5.1]

Issue of Notificationafter finalization ofDPC minutes

Days 40 60 6550301.00[2.5.2]

Issue of notificationfor Assured CareerProgressionScheme of ACSofficers

Date 01/11/2014 01/01/2015 02/02/201501/12/201401/10/20141.00[2.5.3]

Cadre Review of ACS Submission of draftcadre reviewproposal to theCommittee

Date 16/02/2015 16/03/2015 31/03/201527/02/201531/01/20152.00[2.6] [2.6.1]

Capacity building of Civil Servants 5.00 Making Plan for training ofthe Officers in time

Finalization of thePlan for Training ofManpower during2014-15

Date 30/08/2014 15/10/2014 31/10/201430/09/201431/07/20142.00[3] [3.1] [3.1.1]

Issue of circular formandatory trainingafter

Days 75 105 12090601.00[3.1.2]


Page : 5 of 40





Weight

80%100% 70% 60%90%


publication of AssamCivil ServiceAmendment Rules

Training of IAS / ACSofficers

IAS officers trained Number 12 8 510151.00[3.2] [3.2.1]

ACS officers trained Number 70 50 4060801.00[3.2.2]

Quick and efficient disposal of claims of civilservice personnel

10.00 Timely sanction ofprovisional & regularpension/ GIS/ Leaveencashment (on receipt ofclaim / report from AG)

Sanction ofretirement benefits(from the date ofreceipt of applicationwith full particulars)within stipulatedtime

Percentage

85 75 7080903.00[4] [4.1] [4.1.1]

Timely sanction of earnedleave/ commuted leave andmaternity leave and LTC

Issue of Notificationfrom the date ofreceipt of applicationwith all particulars

Days 28 42 5035213.00[4.2] [4.2.1]

Confirmation of services ofACS officers

Issue of Notificationin all eligible caseswithin stipulatedtime

Percentage

55 45 4050602.00[4.3] [4.3.1]

Issue of notificationon mandatoryconfirmation forpromotion afterpublication of AssamCivil Services

Days 75 105 12090601.00[4.3.2]


Page : 6 of 40





Weight

80%100% 70% 60%90%


Amendment Rules

Creation of database onconfirmation of ACSofficers in PMIS

Percentage

4 2 1351.00[4.3.3]

Enhancing IT applications in personnelmanagement

15.00 Uploading of personnelinformation on the system

Uploading of data onmonthly basis withinstipulated time

Percentage

75 65 6070802.00[5] [5.1] [5.1.1]

Use of InformationTechnology

Introduction ofSecretariat LessPaper Office inmanagement ofACR of ACS officers/ Medicalreimbursementmatters/ deputationextension matters

Date 31/10/2014 31/12/2014 31/01/201529/11/201430/09/20143.00[5.2] [5.2.1]

Communication oforder of leave/sanction etc throughe-mail ids ofIAS/ACS officers

Percentage

70 50 4060802.00[5.2.2]

Completion ofdigitization ofpersonal files ofofficers

Percentage

12 8 510152.00[5.2.3]

Publication of RTIapplications reportsin the AOP

Percentage

80 60 5070902.00[5.2.4]


Page : 7 of 40





Weight

80%100% 70% 60%90%


Development of asoftware for issueand receipt

Date 27/02/2015 20/03/2015 31/03/201510/03/201516/02/20152.00[5.2.5]

Digitization ofpension records

Percentage

9 7 68101.00[5.2.6]

Digitization ofService Rules ofother Departments

Number 15 5 310201.00[5.2.7]

Ensuring efficiency, transparency andaccountability in governance and innovationin personnel management

15.00 Sending IPR of IAS officersto DoPT in time

IPRs received fromIAS officers by duedate (31-01-2015)

Percentage

75 65 6070802.00[6] [6.1] [6.1.1]

Uploading of IPRreceived by 31stJanuary, 2015 bydue date(28.02.2015)

Percentage

75 65 6070803.00[6.1.2]

Timely intimation/ collection/compilation of IPR andMPR statement of ACSofficers

Online submissionof IPRs from ACSofficers

Percentage

70 60 5565754.00[6.2] [6.2.1]

Development of asoftware for onlinesubmission of MPR

Date 29/11/2014 31/01/2015 27/02/201531/12/201431/10/20142.00[6.2.2]

Monitoring of Court cases Digitization ofrecords of Courtcases in High Court,AdministrativeTribunal andContempt

Percentage

9 7 68102.00[6.3] [6.3.1]


Page : 8 of 40





Weight

80%100% 70% 60%90%


Efficient Functioning of the RFD System 4.00 Timely uploading of the draftRFD

On time submission onRFMS

Date 10/07/2014 21/07/2014 31/07/201415/07/201430/06/20142.0*

Timely submission ofAchivements

On- time submission onRFMS

Date 10/06/2015 25/06/2015 30/06/201520/06/201501/06/20152.0

Improving InternalEfficiency/Responsiveness/Service deliveryof Departments

11.00 Updating of Citizen's charter Timely updating of CitizenCharter

Date 15/01/2015 16/02/2015 27/02/201531/01/201531/12/20141.0*

* Mandatory Objective(s)

proceedings

Timely action for PARs ofACS officers

Uploading of list ofSelf Assessmentsection of PAR inAOP

Date 29/11/2014 31/01/2015 27/02/201531/12/201431/10/20142.00[6.4] [6.4.1]

Effective action against delinquent personnel 10.00 Compilation of allDepartmental proceedingcases

Updating the list ofDepartmentalproceedings in PMIS

Date 16/12/2014 15/01/2015 31/01/201531/12/201429/11/20144.00[7] [7.1] [7.1.1]

Digitization of DPrecords of all servingofficers (IAS/ACS)

Percentage

9 7 68104.00[7.1.2]

Issue of notificationof Assam Services(Discipline andAppeal) Rules(Amendment) afterCabinet Approval

Days 75 105 12090602.00[7.1.3]


Page : 9 of 40





Weight

80%100% 70% 60%90%


Effective functioning ofGrievance Redressal Mechanism

% of grievances redressedwithin 30 days

% 80 60 5070902.0

Digitization of records connectedwith service delivery

% of services digitized (min1 service to be digitized)

% 25 15 1020302.0

Identify services for onlinedelivery

Number of servicesidentified

Number 4 2 1352.0

Identification of subjects forimplementation under SecretariatLess paper Office(SLPO) in thedepartment

Date of such identification Date 31/12/2014 27/02/2015 31/03/201530/01/201515/12/20141.0

Identification ofoutdated/redundant /anomalousprocesses and procedures

Number of suchredundancies identified

Number 4 2 1353.0



Page : 10 of 40

Section 3:Trend Values of the Success Indicators


Target Valuefor

ProjectedValue for

Objective ProjectedValue for

Action Success Indicator

FY 12/13

Unit

FY 14/15FY 13/14 FY 15/16

Actual Valuefor

Actual Valuefor

FY 16/17

-- 80Percentage

Advice/ viewscommunicated withinstipulated time

Formulation and enforcement ofsound personnel policies, servicerules and procedures.

Views onframing/amendment ofservice rules andinterpretation of servicerules & service matters

75 --85[1] [1.1] [1.1.1]

-- 80Percentage


Relaxation of ServiceRules

75 --85[1.2] [1.2.1]

-- 80Percentage


Creation of Gazettedposts

75 --85[1.3] [1.3.1]

-- 16/02/2015DatePublication of AssamCivil Service Rules inAOP

Publication of ServiceRules

-- -- --[1.4] [1.4.1]

-- 15/10/2014DatePreparation of draft ofAssam RevenueService Rules

-- -- --[1.4.2]

-- 3NumberNumber of services forwhich Cadre Reviewproposals reviewed

Examination of CadreReview proposals

-- -- --[1.5] [1.5.1]

-- 31/01/2015DatePlacing requisition toAPSC

Improve effectiveness of Recruitment,Promotion and management of IAS &ACS cadres

Timely/ Regularrecruitment of ACSofficers

-- --31/10/2013[2] [2.1] [2.1.1]

-- 45DaysIssuing of appointmentletters after completionof all formalities

-- --45[2.1.2]


Page : 11 of 40



Target Valuefor

ProjectedValue for



FY 12/13

Unit

FY 14/15FY 13/14 FY 15/16

Actual Valuefor

Actual Valuefor

FY 16/17

-- 15/01/2015DateHolding of DPCPromotion of IAS officers -- -- --[2.2] [2.2.1]

-- 16/02/2015DatePromotion in due date -- -- --[2.2.2]

-- 15/07/2014DateAllocation of Cadre toIAS probationers

Holding Joint CadreAuthority meeting

-- -- --[2.3] [2.3.1]

-- 15/01/2015DateIssue of NotificationConstitution of CivilService Board for ACSofficers

-- -- --[2.4] [2.4.1]

-- 16/02/2015DateTimely holding of DPCPromotion of ACSofficers

-- --15/02/2014[2.5] [2.5.1]

-- 40DaysIssue of Notificationafter finalization ofDPC minutes

-- --40[2.5.2]

-- 01/11/2014DateIssue of notification forAssured CareerProgression Schemeof ACS officers

-- -- --[2.5.3]

-- 16/02/2015DateSubmission of draftcadre review proposalto the Committee

Cadre Review of ACS -- -- --[2.6] [2.6.1]

-- 30/08/2014DateFinalization of the Planfor Training ofManpower during2014-15

Capacity building of Civil Servants Making Plan for trainingof the Officers in time

-- --01/02/2014[3] [3.1] [3.1.1]

-- 75DaysIssue of circular formandatory trainingafter publication ofAssam Civil ServiceAmendment Rules

-- -- --[3.1.2]


Page : 12 of 40



Target Valuefor

ProjectedValue for



FY 12/13

Unit

FY 14/15FY 13/14 FY 15/16

Actual Valuefor

Actual Valuefor

FY 16/17

-- 12NumberIAS officers trainedTraining of IAS / ACSofficers

-- --12[3.2] [3.2.1]

-- 70NumberACS officers trained -- --55[3.2.2]

-- 85Percentage

Sanction of retirementbenefits (from the dateof receipt of applicationwith full particulars)within stipulated time

Quick and efficient disposal of claimsof civil service personnel

Timely sanction ofprovisional & regularpension/ GIS/ Leaveencashment (on receiptof claim / report from AG)

-- --85[4] [4.1] [4.1.1]

-- 28DaysIssue of Notificationfrom the date of receiptof application with allparticulars

Timely sanction ofearned leave/ commutedleave and maternityleave and LTC

-- -- --[4.2] [4.2.1]

-- 55Percentage

Issue of Notification inall eligible cases withinstipulated time

Confirmation of servicesof ACS officers

-- -- --[4.3] [4.3.1]

-- 75DaysIssue of notification onmandatoryconfirmation forpromotion afterpublication of AssamCivil ServicesAmendment Rules

-- -- --[4.3.2]

-- 4Percentage

Creation of data baseon confirmation of ACSofficers in PMIS

-- -- --[4.3.3]

-- 75Percentage

Uploading of data onmonthly basis

Enhancing IT applications inpersonnel management

Uploading of personnelinformation

-- --75[5] [5.1] [5.1.1]


Page : 13 of 40



Target Valuefor

ProjectedValue for



FY 12/13

Unit

FY 14/15FY 13/14 FY 15/16

Actual Valuefor

Actual Valuefor

FY 16/17

within stipulated timeon the system

-- 31/10/2014DateIntroduction ofSecretariat Less PaperOffice in managementof ACR of ACS officers/ Medicalreimbursementmatters/ deputationextension matters

Use of InformationTechnology

-- -- --[5.2] [5.2.1]

-- 70Percentage

Communication oforder of leave/sanction etc through e-mail ids of IAS/ACSofficers

-- -- --[5.2.2]

-- 12Percentage

Completion ofdigitization of personalfiles of officers

-- -- --[5.2.3]

-- 80Percentage

Publication of RTIapplications reports inthe AOP

-- -- --[5.2.4]

-- 27/02/2015DateDevelopment of asoftware for issue andreceipt

-- -- --[5.2.5]

-- 9Percentage

Digitization of pensionrecords

-- -- --[5.2.6]

-- 15NumberDigitization of ServiceRules of otherDepartments

-- -- --[5.2.7]


Page : 14 of 40



Target Valuefor

ProjectedValue for



FY 12/13

Unit

FY 14/15FY 13/14 FY 15/16

Actual Valuefor

Actual Valuefor

FY 16/17

-- 75Percentage

IPRs received fromIAS officers by duedate (31-01-2015)

Ensuring efficiency, transparencyand accountability in governance andinnovation in personnel management

Sending IPR of IASofficers to DoPT in time

-- --75[6] [6.1] [6.1.1]

-- 75Percentage

Uploading of IPRreceived by 31stJanuary, 2015 by duedate (28.02.2015)

-- -- --[6.1.2]

-- 70Percentage

Online submission ofIPRs from ACS officers

Timely intimation/collection /compilation ofIPR and MPR statementof ACS officers

-- -- --[6.2] [6.2.1]

-- 29/11/2014DateDevelopment of asoftware for onlinesubmission of MPR

-- -- --[6.2.2]

-- 9Percentage

Digitization of recordsof Court cases in HighCourt, AdministrativeTribunal and Contemptproceedings

Monitoring of Courtcases

-- -- --[6.3] [6.3.1]

-- 29/11/2014DateUploading of list of SelfAssessment section ofPAR in AOP

Timely action for PARs ofACS officers

-- -- --[6.4] [6.4.1]

-- 16/12/2014DateUpdating the list ofDepartmentalproceedings in PMIS

Effective action against delinquentpersonnel

Compilation of allDepartmental proceedingcases

-- -- --[7] [7.1] [7.1.1]


Page : 15 of 40



Target Valuefor

ProjectedValue for



FY 12/13

Unit

FY 14/15FY 13/14 FY 15/16

Actual Valuefor

Actual Valuefor

FY 16/17

-- 10/07/2014DateOn time submission on RFMSEfficient Functioning of the RFDSystem

Timely uploading of the draftRFD

-- -- --*

-- 10/06/2015DateOn- time submission onRFMS

Timely submission ofAchivements

-- -- --

-- 15/01/2015DateTimely updating of CitizenCharter

Improving InternalEfficiency/Responsiveness/Servicedelivery of Departments

Updating of Citizen's charter -- -- --*

-- 80%% of grievances redressedwithin 30 days

Effective functioning ofGrievance RedressalMechanism

-- -- --

-- 25%% of services digitized (min 1service to be digitized)

Digitization of recordsconnected with service delivery

-- -- --

-- 4NumberNumber of services identifiedIdentify services for onlinedelivery

-- -- --

-- 31/12/2014DateDate of such identificationIdentification of subjects forimplementation underSecretariat Less paperOffice(SLPO) in thedepartment

-- -- --


-- 9Percentage

Digitization of DPrecords of all servingofficers (IAS/ACS)

-- -- --[7.1.2]

-- 75DaysIssue of notification ofAssam Services(Discipline and Appeal)Rules (Amendment)after Cabinet Approval

-- -- --[7.1.3]


Page : 16 of 40



Target Valuefor

ProjectedValue for



FY 12/13

Unit

FY 14/15FY 13/14 FY 15/16

Actual Valuefor

Actual Valuefor

FY 16/17

-- 4NumberNumber of such redundanciesidentified

Identification ofoutdated/redundant/anomalous processes andprocedures

-- -- --



Page : 17 of 40

Section 4:Acronym


AcronymSI.No Description

Assam Civil Service1 ACS

Assam Online Portal2 AOP

Annual Performance Appraisal Report3 APAR

Assam Public Service Commission4 APSC

Delinquent Officer5 DO

Department of Personnel and Training6 DOPT

Page : 18 of 40

Section 4:Acronym



Departmental Proceeding7 DP

Departmental Promotion Committee8 DPC

Indian Administrative Service9 IAS

Immovable Property Return10 IPR

Information Technology11 IT

Leave Travel Concession12 LTC

Page : 19 of 40

Section 4:Acronym



Movable Property Return13 MPR

Performance Appraisal Report14 PAR

Right to Information15 RTI

Secretariat Less Paper Office16 SLPO

Page : 20 of 40

Section 4:Description and Definition of Success Indicators and Proposed Measurement Methodology


Success indicator Description Definition MeasurementSI.No General Comments

Critical examinations of thoseservice rules as well as

interpretation of problem arisingout of those service rules are alsonecessary. Hence, views on draft

rules/ offering opinion etc arebasically legal opinion. Correct aswell as timely furnishing of viewsetc are the most vital aspect of

this Department.

Service rules are set of rulesgoverning the service

conditions of the Cadre whileviews are generally

expressions of opinion of theDepartment on that particular

rule.

Various Administrative Departmentsprepare service rules which are

required to be examined and offerviews by the Personnel Department.It generally requires a definite timeperiod for examination/ scrutiny ofthose rules which are done on the

basis of existing rules/ regulations inforce.

1 Stipulated days is 60 forcommunication of views from

the receipt of proposal with fullparticulars.

[1.1.1] Advice/ views communicated withinstipulated time

Views/ Concurrence on relaxationof Service rules expressed by thePersonnel department helps theconcerned department in respect

of Cadre Management.

Relaxation is exemption fromrules in force.

Generally relaxation are requiredunder certain conditions and these

conditions are proposed by theconcerned departments. Proposals

are required to be critically examinedby Personnel department.

2 Stipulated days is 45 from thereceipt of the proposal with full

particulars.


Creation of Gazetted posts arerequired for change of existing

Cadre schedule.

These are Class-I officer’sPost.

Creation of Gazetted posts areneeded when such posts are

generally not available in the existingcadre schedule.

3 Stipulated days is 30 from thereceipt of the proposal with full

particulars. 30 days arenecessary because it involves

several stages includingapproval from Appropriate

Authorities.



Page : 21 of 40




Service rules are set of rulesgoverning the service

conditions of the Cadre.

Assam Civil Service Rule is Cadrecontrolling Rule for ACS. The aboverule is not generally available which

causes inconvenience in Cadremanagement. Hence it has been

decided to upload the Assam CivilService Rule in Assam Online Portal

for wide publicity.

4 In order to include everyamendment and also

subsequent updating areasonable time of 60 days isnecessary for uploading of the

rule in AOP.

[1.4.1] Publication of Assam Civil Service Rules inAOP

Personnel department mayconcur the proposal or offer

suggestions for service conditionsfor the above Assam Revenue

Service

Government in the Revenue andDisaster Management Department

has proposed to constitute a separatecadre for Revenue Service in the

State and Personnel department isrequired to issue its concurrence forplacement of the same in the State

Cabinet for final approval

5 Unit is Date[1.4.2] Preparation of draft of Assam RevenueService Rules

Every department has specificcadre rule for each of their cadreunder their control. Every such

rules are required to be reviewedwithin definite time period.

Personnel department has to beconsulted for finalization of such

rules. Hence, it has beenproposed to prepare a time framefor completion of review process

of all service rules of different

Service Rules are framed by therespective administrative department

which need to be examined andoffered views by the Personnel

department

6 Number of administrativedepartments

[1.5.1] Number of services for which Cadre Reviewproposals reviewed


Page : 22 of 40




administrative departments of thestate.

Service Rules are framed by therespective administrative department

which need to be examined andoffered views by the Personnel

department

6 Number of administrativedepartments

[1.5.1] Number of services for which Cadre Reviewproposals reviewed

Combined CompetitiveExamination are managed by theAPSC on the basis of requisition

of Personnel (A) Department. Theprocess involves collection ofvacancy position from various

Departments. Timely placement ofrequisition to APSC influencessmooth & efficient conduct ofexamination in the concerned

year. Hence, effectivecoordination of all administrativeDepartments is essential for the

success of the event.

APSC means Assam PublicService Commission

APSC is the selection agency forrecruitment in the Gazetted postswhich is under the administrative

control of the Personnel department

7 Date[2.1.1] Placing requisition to APSC

After receipt of proposal, policeverification and medical

examination is necessary, afterwhich approval from Chief

Minister is required forappointment as well as posting of

the

APSC means Assam PublicService Commission

APSC conducts combinedcompetitive examination for selection

of candidates for the posts andrecommend the names to the

requisitioning department

8 30 days from the date ofcompletion of all formalitiesincluding police verification,

medical verification andapproval from the appropriate

authorities

[2.1.2] Issuing of appointment letters aftercompletion of all formalities


Page : 23 of 40




candidatesAPSC means Assam PublicService Commission

APSC conducts combinedcompetitive examination for selection

of candidates for the posts andrecommend the names to the

requisitioning department

8 30 days from the date ofcompletion of all formalitiesincluding police verification,

medical verification andapproval from the appropriate

authorities

[2.1.2] Issuing of appointment letters aftercompletion of all formalities

DPC is directly related tofinalization of vacancy position for

IAS officers in the concernedyear. It also involves Joint CadreMeeting with the Government of

Meghalaya

DPC means DepartmentalPromotion Committee

DPC select the eligible officers forpromotion into the next higher grade

9 Date[2.2.1] Holding of DPC

DPC is directly related tofinalization of vacancy position forboth IAS officers in the concernedyear. It also involves Joint Cadre

Meeting with Government ofMeghalaya

Service rules determines a definitetime period for each and every

promotion, however, it also prescribescertain conditions for promotion

10 Dates[2.2.2] Promotion in due date

Meghalaya was a part of Assamtill early 70s for which both thestate still have one Joint Cadre

IAS officers of Assam andMeghalaya are under onecadre which is known asAssam-Meghalaya Joint

Cadre

Joint Cadre Meeting with theMeghalaya Government is necessaryfor deciding the strategy for the yearin respect of cadre management in

both the states

11 Date[2.3.1] Allocation of Cadre to IAS probationers


Page : 24 of 40




Constituting CSB involvesobtaining views from Finance,

Home, Forests etc, departmentsand also approval of appropriate

authority

CSB means Civil ServiceBoard

Civil Service Board is a very newconcept. It recommends placement/

tenure etc of IAS officers

12 Date[2.4.1] Issue of Notification

DPC is directly related tofinalization of vacancy position for

both IAS & ACS officers in theconcerned year. Department is

concerned with timely holding ofDPC so that all formalities can becompleted by the end of the year

DPC means DepartmentalPromotion Committee

DPC select the eligible officers forpromotion into next higher grade

13 Date[2.5.1] Timely holding of DPC

Recommended lists of officers forpromotion is needed to beapproved by the authority.Moreover, it also involves a

proper procedure for posting ofofficers effectively and efficiently,which is one of the most important

aspect of Cadre Management

Decisions adopted in theDPC are recorded in theminutes of the meeting

Decisions adopted in the DPC arerecorded in the minutes of the

meeting

14 Stipulated days is 40[2.5.2] Issue of Notification after finalization of DPCminutes

Its main objective is to providefinancial benefit in case no

promotion is affected within tenthand twenty fourth years of service

ACPS means AssuredCareer Promotion Scheme

The last pay Commission hasassured two promotions in tenth andtwenty fourth years of service if no

promotion is given within theprescribed time frame

15 Date[2.5.3] Issue of notification for Assured CareerProgression Scheme of ACS officers


Page : 25 of 40




For effective Cadre Review viewsof Finance, LR, AdministrativeReforms & Training Deptt are

consulted. It is highly essential foreffective cadre management as

well as good governance.

Cadre review is generally held inevery fifth year which decides cadre

schedule for the next five year

16 Date[2.6.1] Submission of draft cadre review proposalto the Committee

Cadre management will be effective ifofficers are trained properly. Its mainobjective is to make them fit for takingnew challenges for good governance

17 Date[3.1.1] Finalization of the Plan for Training ofManpower during 2014-15

Assam Civil Service Rule does notcontain any provision for training for

its members which causesinconvenience in capacity building.With a view for overall development

and management of humanresources it has been proposed to

make training mandatory for variousstages/ grades in Assam Civil Service

18 Unit is days and stipulatedperiod is 75 days after

publication of Assam CivilService (Amendment) Rules

[3.1.2] Issue of circular for mandatory training afterpublication of Assam Civil Service AmendmentRules

LBSNAA- Lal BahadurShastri National Academy of

Administration.AASC-Assam Administrative

Staff College

Regular training for IAS is done byLBSNAA and AASC. However,

considering the various aspects ofpresent condition, IAS officers are

also given training in variousprestigious centers of the country and

also in aborad

19 Number of officers trained ineach year

[3.2.1] IAS officers trained


Page : 26 of 40




AASC- Assam AdministrativeStaff College

Besides the introductory trainingvarious training schedules are now

adopted for ACS officers

20 Number of officers trainedeach year

[3.2.2] ACS officers trained

Application in prescribed formatsare required to be submitted by

every retiring officers with allnecessary particulars which, iffound correct, are forwarded tothe AG office for sanction while

GIS admissible amount issanctioned from the department.

Correct as well as completeinformation/ documents arenecessary for quick disposal

GPF- General ProvidentFund

GIS- Group InsuranceScheme

Retirement benefits includes pension/family pension/ provisional pension,

GIS, GPF & leave encashment

21 Stipulated period is 30 dayswithin the date of receipt of theapplication with all particulars

including receipt ofAdmissibility Report from AGAssam in respect of sanction

of leave encashment. Inrespect of release of GIS fund,officers are required to furnish

records of deposit of GISmoney in Govt treasury.

[4.1.1] Sanction of retirement benefits (from thedate of receipt of application with full particulars)within stipulated time

A.G. report on leave admissibilityis necessary if the period of leave

is significantly long (beyond 60days). Supporting documentsincluding handing/ taking over

charge reports as well as medicalcertificate/ medical fitness

certificate are essential as perprocedure

LTC- Leave TravelConcession

Application in prescribed format is tobe submitted with recommendation

from the Controlling officers &supported by medical certificates if

the ground is medical in nature

22 Stipulated period is 30 daysfrom the date of receipt of

application with full particulars

[4.2.1] Issue of Notification from the date of receiptof application with all particulars


Page : 27 of 40




As per procedure eligible officer isto furnish particulars of clearing

departmental examinations whichare generally not readily availablein the department. Hence, noticefor furnishing required informationis necessary. As per practice ACS

officers, after completion of theprobationary period need to

submit application for hisconfirmation in service & same isgranted only after fulfillment of the

prescribed conditions includingreceipt of special report from the

controlling officers.

Eligible cases means thoseofficers who are qualified for

confirmation as perconditions laid down by theAssam Civil Service Rules

Pr-requisite conditions forconfirmation of ACS officers are

Special reports from the Controllingofficers, ACRs with good records and

results of the departmentalexamination

23 30 days from the date ofreceipt of application with allparticulars including special

report from competentauthority

[4.3.1] Issue of Notification in all eligible caseswithin stipulated time

The Assam Civil Service Rule doesnot contain any provision of

mandatory confirmation for promotionto various grades. With a view to

promote ethics, it has been proposedto include the provision of mandatory

confirmation for promotion

24 Unit is days and the stipulatedperiod is 75 days from the

date of publication of AssamCivil Service (Amendment)

Rules

[4.3.2] Issue of notification on mandatoryconfirmation for promotion after publication ofAssam Civil Services Amendment Rules


Page : 28 of 40




As per service rule an ACS officer isto be confirmed within two year fromthe date of their joining in the servicesubject to fulfillment of conditions likepassing of departmental examination,

survey & settlement training andspecial report from their controlling

officer. The above task ofconfirmation is a very lengthy processinvolving collection of special report,verification of results and DP/ACR

reports. Hence, it has been proposedto create a data base for proper

maintaining of records of confirmationof ACS officers.

25 Percentage of total number ofofficers confirmed

[4.3.3] Creation of data base on confirmation ofACS officers in PMIS

Personal information covers allservice related matters/ records

including age, caste, homeaddress, qualification, postinghistory, promotional matter,

retirement matter, leave matterand medical reimbursement

matters

PMIS means PersonnelManagement InformationSystem and NIC means

National Informatics Center

The Personnel department hasdeveloped a system with the helpfrom NIC for PMIS which requires

uploading of all available data on thesystem

26 7 days from the date of issue[5.1.1] Uploading of data on monthly basis withinstipulated time


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It has been decided to introducethe SLPO in a phased way &

expected to cover more sectionsin future

SLPO means SecretariatLess Paper Office

Pilot project on SLPO was lunchedduring 2012 covering seven subjects

during the year 2013 and for thecurrent year it has been decided to

cover three more subjects under theSLPO

27 Date[5.2.1] Introduction of Secretariat Less PaperOffice in management of ACR of ACS officers /Medical reimbursement matters/ deputationextension matters

Use of IT is felt necessary to copewith the changing scenario

IT means InformationTechnology, NIC means

National Informatics Centre,AMTRON means AssamElectronic Development

Corporation Ltd.

In order to avoid communication gapit has been decided to use IT for

issue and communication ofGovernment orders, notifications,

sanction etc. Government has alreadyprovided e-mail IDs to all IAS/ ACS

officers with the help of NIC andAMTRON

28 7 days from the date of issue[5.2.2] Communication of order of leave/ sanctionetc through e-mail ids of IAS/ACS officers

Creating a database for IAS/ACSofficers is highly essential foreffective management of the

IAS/ACS cadre

Personal files contains records suchas birth certificates, educational

qualification certificate, castecertificate and main application form

for the qualifying examination inrespect of ACS officers

29 Percentage of the total cadrestrength

[5.2.3] Completion of digitization of personal files ofofficers

RTI means Right toInformation Act, AOP means

Assam Online Portal

With a view to avoid communicationgap it has been decided to upload all

RTI related applications / letters isAOP

30 Stipulated time is 10 days fromthe date of issue

[5.2.4] Publication of RTI applications reports in theAOP


Page : 30 of 40




Success of the plan will solelydepend upon the development of

software by NIC/ AMTRON

IT means InformationTechnology, NIC means

National Informatics Centerand AMTRON means Assam

Electronic DevelopmentCorporation Ltd

Till now issue and receipt in thedepartment are managed manuallywhich is very time consuming andalso requires constant supervision.

Hence, it has been decided to use ITfor effective control of issue and

receipt of all vital documents of thedepartment

31 Date[5.2.5] Development of a software for issue andreceipt

GPF means GeneralProvident Fund, GIS meansGroup Insurance Scheme

Till now pension related cases aremaintained in manual form. There ispossibility of loss of records. Hence,all pension records such as normal

pension, provisional pension, gratuity,commutation of pension, final

withdrawal of GPF, release of GISfund and leave encashment are

required to be digitized

32 Percentage of the total pensioncases

[5.2.6] Digitization of pension records

Personnel department is to advice theother departments in the matters

relating to framing of Service Rulesand general principles relating toservice. There is no proper and

systematic way to keep as well asupdate those respective service rules

of different administrativedepartments. Hence, digitization of

such service rules which are available

33 Percentage of total servicerules

[5.2.7] Digitization of Service Rules of otherDepartments


Page : 31 of 40




in the department is of utmostnecessity

33 Percentage of total servicerules

[5.2.7] Digitization of Service Rules of otherDepartments

IPR means ImmovableProperty Return. GOI means

Government of India.

As per general procedures all IASoffices required to furnish their IPR

annually within 31st January.

34 Percentage of the total servingofficer.

[6.1.1] IPRs received from IAS officers by due date(31-01-2015)

IPR means ImmovableProperty Return. GOI means

Government of India.

As per general procedures IPRreceived from IAS officers are

uploaded in GOI website within afixed date time

35 Percentage of the servingofficers.

[6.1.2] Uploading of IPR received by 31st January,2015 by due date (28.02.2015)

The process of online submissionof IPR by ACS Officers wasintroduced in the year 2013.

IPR means ImmovableProperty Return.

Online submission of IPR is the bestway for coordinating submission of

returns.

36 Percentage of the servingOfficers.

[6.2.1] Online submission of IPRs from ACSofficers

MPR means MovableProperty Return. IT meansInformation Technology.

Till now ACS officers are required tosubmit their MPR in hard copy which

requires sufficient manpower formanaging the returns. Hence use ofIT is necessary for the developmentof a software for the submission of

MPR.

37 Date[6.2.2] Development of a software for onlinesubmission of MPR


Page : 32 of 40




Maintenance of cases which arerelated with the cadres of

Personnel department will bedigitized

All Court related cases aremaintained manually in different

registers which causes inconveniencefor searching of records. It also

causes unduly delay in preparationof reports in time. Hence digitization

is felt to be the most effective way formaintenance of those Court related

records.

38 Percentage of the total cases.[6.3.1] Digitization of records of Court cases inHigh Court, Administrative Tribunal and Contemptproceedings

ACR forms are to be submittedafter completion of the financial

year i.e. 31st of March of the year.It is duty of the Personnel

department to collect reports fromRecording officer.

Self assessment part of ACR/PAR isto be furnished by the officer within

the specific time period i.e. aftercompletion of the financial year for

the period under control of RecordingOfficer. For keeping those records ofreceipt of self assessment report in amore systematic and efficient way it isproposed to upload the status of thereceipt of the report in AOP so thatthe officer are aware of progress of

the ACR recording

39 Date[6.4.1] Uploading of list of Self Assessment sectionof PAR in AOP

AOP means Assam OnlinePortal

Records of all DepartmentalProceedings are uploaded in AOPwhich requires constant updating.

40 Date[7.1.1] Updating the list of Departmentalproceedings in PMIS


Page : 33 of 40




DP means DepartmentalProceeding.

DP records are maintained in manualform. It's maintenance is very difficultdue to it's nature and urgency. Hence

digitization of DP records areproposed so that searching for

records of DP are less timeconsuming and easy to handle.

41 Percentage of total DP cases.[7.1.2] Digitization of DP records of all servingofficers (IAS/ACS)

With a view to have a quick disposalfor departmental proceedings, it hasbeen proposed to introduce certain

new provisions in the Assam Services(Discipline and Appeal) Rules

42 Unit is Days and the stipulatedperiod is 75 days from the date

of Cabinet Approval

[7.1.3] Issue of notification of Assam Services(Discipline and Appeal) Rules (Amendment) afterCabinet Approval

Page : 34 of 40

Section 5 :Specific Performance Requirements from other Departments


Organisation TypeRelevant Success

Indicator

What is yourrequirement fromthis organisation

Justification for thisrequirement

LocationType

Please quantify yourrequirement fromthis Organisation

What happens ifyour requirement is

not met.State Organisation Name

AMTRON is theorganization which isauthorized to do the ITworks.

[1.4.1] Publication ofAssam Civil ServiceRules in AOP

AMTRON is the technicalorganizationwith required

manpower.

AssamStateGovernment

Information TechnologyDepartment

Departments

APSC will not be able toconduct the competitive

exam.

APSC to advertise thethere will be norecruitmentposts

[2.1.1] Placingrequisition to APSC

statutory requirementAdministrative Reforms andTraining Department

The aggrieved officer mayopt for court cases.

Views / Concurrence[4.1.1] Sanction ofretirement benefits(from the date of receiptof application with fullparticulars) withinstipulated time

1. For Commutation of Pension2. For GPF loan

3. Pension problem

Pensions and PubicGrievances Department

Training programmes willnot be conducted in time

thereby affectingcapacity building

Training Programmesisto be conducted byAssamAdministrative staffcollege which is underthe AR andTraining department.

[3.2.1] IAS officerstrained

It is a statutory requirementprescribed by the service rules.

Administrative Reforms andTraining Department




[3.2.2] ACS officerstrained



Page : 35 of 40




Indicator



LocationType







[3.2.2] ACS officerstrained


There will be noimplementation for SLPO

programme in theDepartment

AMTRON which isauthorized to conductthe IT works is underthe InformationTechnologyDepartment.

[5.2.1] Introduction ofSecretariat Less PaperOffice in managementof ACR of ACS officers /Medical reimbursementmatters/ deputationextension matters

AMTRON is the authorizeddepartment.

Information TechnologyDepartment

The scheme will not beimplemented.

AMTRON and NIC isunder overall control ofIT Department.

[5.2.2] Communicationof order of leave/sanction etc through e-mail ids of IAS/ACSofficers

AMTRON and NIC is theauthorized agency to conduct

the plan



[5.2.3] Completion ofdigitization of personalfiles of officers


the plan



[5.2.4] Publication ofRTI applications reportsin the AOP


the plan


Page : 36 of 40




Indicator



LocationType






[5.2.5] Development ofa software for issue andreceipt


the plan



[5.2.6] Digitization ofpension records


the plan



[5.2.7] Digitization ofService Rules of otherDepartments


the plan



[6.2.2] Development ofa software for onlinesubmission of MPR


the plan.



[6.3.1] Digitization ofrecords of Court casesin High Court,Administrative Tribunaland Contemptproceedings


the plan.



[6.4.1] Uploading of listof Self Assessmentsection of PAR in AOP


the plan.



[7.1.1] Updating the listof Departmentalproceedings in PMIS


the plan.



[7.1.2] Digitization of DPrecords of all servingofficers (IAS/ACS)


the plan.


Page : 37 of 40




Indicator



LocationType




Draft Service Rule cannotbe finalized

Views of thedepartment is requiredfor finalisation of draftproposal

[1.4.2] Preparation ofdraft of Assam RevenueService Rules

Revenue and DM departmentwill be Cadre controlling

authority for the proposedservice

Revenue and DisastersDepartment

Amendment cannot befinalized

Concurrence of Judicialdepartment isnecessary forfinalization of the draft

[7.1.3] Issue ofnotification of AssamServices (Discipline andAppeal) Rules(Amendment) afterCabinet Approval

Vetting of Judicial department isnecessary

Judicial Department

Page : 38 of 40

Section 6:Outcome/Impact of Department/Ministry


Outcome/Impact ofDepartment/Ministry

Jointly responsible forinfluencing this outcome /impact with the following

department (s) / ministry(ies)

SuccessIndicator

FY 12/13 FY 14/15FY 13/14 FY 15/16 FY 16/17Unit

12IAS officers trainedMotivated and trainedPersonnel

Administrative Reforms and TrainingDepartment

121 Number

55ACS trained 65Number

85Sanction of retirement benefitsDecline in Grievances of theofficers across board

Pension and Public grievancesdepartmentFinance Department

85 852 Percentage

30/09/2014Introduction of SLPOEnhancing IT application inpersonnel management

Information Technology Department andit's allied organization AMTRON.

29/08/2015 30/08/20163 Date

7Communication of order ofleave sanction etc. through e-mail IDs

6 5Days

10Completion of digitization ofpersonal files.

20 30Percentage

10Publication of RTI applicationin the AOP

7 6Days

9Digitization of pension records 10 12Percentage

9Digitization of service rules 10 12Percentage

9Digitization of records of Courtcases.

12 15Percentage

9Digitization of DP records ofserving officers.

12 15Percentage

15/10/2014Draft Service Rules for AssamRevenue Service

Framing of dynamicpersonnel policies

Revenue & Disaster ManagementDepartment

4 Date


Page : 39 of 40

Section 6:Outcome/Impact of Department/Ministry


Outcome/Impact ofDepartment/Ministry

Jointly responsible forinfluencing this outcome /impact with the following

department (s) / ministry(ies)

SuccessIndicator

FY 12/13 FY 14/15FY 13/14 FY 15/16 FY 16/17Unit

75Issue of notification of AssamServices (Discipline & Appeal)Rules (Amendment) after theCabinet approval

Accountability and zerotolerance of corruption inpublic affairs

Judicial Department5 Days


Page : 40 of 40

Documents

Government of Assam R F D