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Handbook of Digitization for DOP Staff
Core System Integrator (CSI) For
DEPARTMENT OF POSTS Ministry of Communications & IT, Government of India
July 07, 2016
Version 2.2 (Draft)
Tata Consultancy Services 4th and 5th Floor, PTI Building,
4, Parliament Street, New Delhi -110001, India
DOP – CSI PROGRAM
Confidential Page 2 of 24
Confidentiality Statement
This document contains information that is proprietary and confidential to Tata Consultancy
Services Limited, which shall not be disclosed outside Department of Posts, transmitted or
duplicated, used in whole or in part for any purpose other than its intended purpose. Any use or
disclosure in whole or in part of this information without express written permission of Tata
Consultancy Services is prohibited. Any other company and product names mentioned are used
for identification purposes only and may be trademarks of their respective owners.
© Copyright 2014, Tata Consultancy Services (TCS)
TATA Code of Conduct
We, in our dealings, are self-regulated by a code of conduct as enshrined in the ‘TATA Code of
Conduct’. We request your support in helping us adhere to the code in letter and spirit. We
request that any violation or potential violation of the code by any person be promptly brought
to the notice of the Local Ethics Counsellor or the Principal Ethics Counsellors or the CEO of TCS.
All communication received in this regard will be treated and kept as confidential.
DOP – CSI PROGRAM
Confidential Page 3 of 24
Document Release Note
Customer: Department of Posts
Project: Core System Integration (CSI) Program
Document Details
Name Version Number Description
Handbook of Digitization for DOP Staff 1.0 Base Version
Handbook of Digitization for DOP Staff 2.0 Changes after Pre-Pilot phase
Handbook of Digitization for DOP Staff 2.1 Changes as per Nodal Officer’s
feedback
Handbook of Digitization for DOP Staff 2.2 Changes as per the new process
adopted for digitization
Revision Details
Action Taken
(add/del/change)
Previous page number New page number Revision
description
The documents or revised pages are subject to document control.
Please keep them up-to-date using the release notices from the distributor of the document.
These are confidential documents. Unauthorized access or copying is prohibited.
Document Approvals
Approved By Approval Date Authorized By Authorization
Date
DOP – CSI PROGRAM
Confidential Page 4 of 24
Document Revision List
Customer: Department of Posts
Project: Core System Integration (CSI) Program
Document Name: Handbook of Digitization for DOP Staff
Release Notice Reference (for release)
Revision
Number Revision Date Revision Description Version Author
1 18 June 2014 Changes as per experience
gained from Pre-Pilot
V 2.0 TCS CSI team
2 24 June 2014 Changes as per feedback
received from Nodal Officer
V 2.1 TCS CSI team
3 04 Jul 2016 Changes as per the new
process adopted for
digitization
V 2.2 TCS CSI team
DOP – CSI PROGRAM
Confidential Page 5 of 24
Table of Contents
1. INTRODUCTION ....................................................................................................................................... 6
2 KNOWING WHICH ALL DOCUMENTS WILL BE DIGITIZED ......................................................................... 7
3 DESIGNATING DOP STAFF FOR INVOLVEMENT IN DIGITIZATION ACTIVITIES ........................................... 8
4 ACTIVITIES TO BE COMPLETED BEFORE DIGITIZATION STARTS AT A DIGITIZATION HUB .......................... 9
4.1 ENSURING ALL DOCUMENTS THAT NEED TO BE DIGITIZED ARE UPDATED BEFORE DIGITIZATION STARTS ......................... 9
4.2 IDENTIFYING AND MARKING ENTRIES IN SERVICE BOOK ...................................................................................... 9
4.3 PREPARING CHECKLISTS FOR AVAILABILITY OF DOCUMENTS ................................................................................. 9
4.4 LABELING & ARRANGING THE SERVICE BOOKS AND FILING THE DOCUMENTS ......................................................... 10
4.5 CONFIRMING THE READINESS OF THE DOCUMENTS AND THE DIGITIZATION HUB ..................................................... 10
4.6 TRANSPORTING THE DOCUMENTS TO DIGITIZATION HUB ................................................................................... 11
5 DIGITIZATION PROCESS ......................................................................................................................... 13
5.1 MINIMAL DATA DIGITIZATION .................................................................................................................... 13
5.2 SERVICE BOOK DATA DIGITIZATION .............................................................................................................. 13
5.3 WHICH SECTIONS OF THE SERVICE BOOK WILL BE DIGITIZED ? ........................................................................... 14
5.4 WHICH TYPE OF ENTRIES IN SECTION IV OF SERVICE BOOK WILL BE DIGITIZED ? .................................................... 14
5.5 SCOPE OF DIGITIZATION OF OTHER DOCUMENTS ............................................................................................. 17
6 KNOWING THE OFFICE WHERE THE DOCUMENTS WILL BE DIGITIZED .................................................... 18
7 SELF VERIFICATION OF THE DIGITIZED SERVICE BOOK BY THE EMPLOYEE ............................................. 19
8 MAINTAINING SERVICE BOOKS AFTER COMPLETION OF DIGITIZATION ................................................. 20
9 DIGITIZATION SUMMARY ...................................................................................................................... 21
9.1 PREREQUISITES FOR DIGITIZATION ................................................................................................................ 21
9.2 MINIMAL DATA DIGITIZATION .................................................................................................................... 21
9.3 SERVICE BOOK DIGITIZATION ...................................................................................................................... 22
10 ANNEXURE A - CHECKLISTS AND FORMATS .......................................................................................... 23
11 ANNEXURE B – REPORTING FORMATS ................................................................................................... 24
DOP – CSI PROGRAM
TCS-DoP Confidential Page 6 of 24
1. INTRODUCTION
This document is intended to benefit the staff at those DOP offices, whose documents will be
digitized as part of CSI program, and who will be involved in digitization related activities. It is
intended to help them understand the requirements for digitization activities and to prepare for
digitization in advance.
Preparing for digitization at DOP offices, and digitizing the documents, involves the following
activities:
1. Knowing which all documents will be digitized
2. Designating DOP staff for involvement in digitization activities
3. Activities to be completed before digitization starts at a digitization hub
4. Digitization Process
5. Knowing the location (Office) where the documents will be digitized
6. Self Verification of the digitized service book by the employee
7. Maintaining Service Books after the digitization is completed at the hub
8. Digitization Summary
*Note – Entries related to Advances and LTC/Leave Encashment will be identified by DoP SPOCs, all
other types will be identified by the digitization vendor
Each of the above items is elaborated in the following chapters.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 7 of 24
2 KNOWING WHICH ALL DOCUMENTS WILL BE
DIGITIZED
As per scope of digitization under CSI program, the following list of documents will be digitized:
Sr No
Area Name of the Document
1 HR Service Book
2 HR Home town declaration
3 HR Family particulars
4 HR Health Certificate (along with Handicapped Certificate, if applicable)
5 HR Nominations - CGEIS
6 HR Nomination - DCRG
7 HR Nomination – GPF
8 HR Verification report for Educational qualification / Attested copy of the certificate of the qualification from employee
9 HR Declaration regarding close relation
10 HR Marital Status Form
11 HR Community Certificate
12 HR Date of Birth Certificate
13 HR Educational qualifications certificate
14 HR Professional & Technical qualification
15 HR APAR (Gazetted Group A + B Staff)
16 HR GDS Personal Details (Descriptive Particulars), with handicapped certificate, if applicable
17 HR GDS - Attestation Form
18 HR GDS - Appointment Order
19 HR GDS - Nominations (CGEIS)
20 HR Establishment Register
21 HR EST - 79 Forms
22 F&A PPO Register - DoP Pensioners
23 F&A PPO Register - 3rd Party Pensioners
24 F&A Pension Payment Register
DOP – CSI PROGRAM
TCS-DoP Confidential Page 8 of 24
3 DESIGNATING DOP STAFF FOR INVOLVEMENT IN
DIGITIZATION ACTIVITIES
Digitization of documents under the CSI program is an elaborate exercise. To ensure execution of all
digitization activities, DOP will appoint senior officers in the following roles:
Nodal Officer for digitization – CSI program
Nodal officer for each circle
DOP will issue internal communication relating to these roles at appropriate times to the respective
stakeholders.
In addition to the above, each Head of the DoP Unit (Divisional Head, DAP, CO, RO etc) will need to
undertake the following activities:
a) Ensuring that all documents that need to be digitized are updated with latest entries/
information, well in advance of the digitization start date
b) Properly filing and labeling the service books/ documents
c) Preparing a checklist for availability of all available documents for digitization
d) Transporting these documents to the Digitization hub
e) Deputing of staff to the Digitization hub, who shall be designated as DoP SPOCs for that Unit.
More than one SPOCs may be deputed to the hub, if required.
SPOCs
The readiness of the service books and other documents for digitization has to be ensured by the
same DOP staff who are responsible for maintaining these. These DOP staff will also be deputed to
the corresponding digitization hub and will stay there till the digitization is completed by the vendor.
Henceforth these staff will be referred to as DOP SPOCs (Single Point of Contacts) for their respective
offices.
SPOCs play a very important role during the process of digitization. Their presence at the hub
during digitization is mandatory, and their absence and non-involvement with the vendor team
directly impacts the quality of digitization, as experienced in the earlier digitization exercise.
A pre-defined number of SPOCs need to be identified and assigned to participate in digitization
activities at each hub. A list of identified SPOCs for each hub must be shared with TCS as per the
checklist “Checklists for readiness of documents and SPOCs” in Annexure A.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 9 of 24
4 ACTIVITIES TO BE COMPLETED BEFORE
DIGITIZATION STARTS AT A DIGITIZATION HUB
There are certain prerequisites which are required to be completed for digitization. These activities need
to be done at the respective offices where the service books and other documents are maintained.
44..11 EEnnssuurriinngg aallll ddooccuummeennttss tthhaatt nneeeedd ttoo bbee ddiiggiittiizzeedd aarree
uuppddaatteedd bbeeffoorree ddiiggiittiizzaattiioonn ssttaarrttss
All documents as mentioned in Section 2 need to be updated to ensure that the latest information is
digitized. For example, service books of all employees must have the latest entries made in all
sections of the service book (Bio data, previous qualifying and Foreign Service, History & verification
of Service, Leave account, CCL etc.). Any amendments and updates to the entries already made (e.g.
in case of pay revision) must also be done prior to the beginning of digitization.
Updation of paper records must begin in sufficient advance of the digitization start date for it to
be completed in time. DOP offices will also get internal communication within DOP to this effect,
please follow the instructions appropriately.
Important Points to ensure readiness of Service Book –
1. Each service book needs to be marked with a bold line after the last entry made in Service
Book pages by DoP SPOCs prior to handover to the vendor team for digitization. DoP SPOC
should also put his/ her signature and date after this bold line. This will ensure to separate
digitized entries from those entries, which are made, if any, after digitization has been
completed by the vendor.
2. Leave Balance to be updated properly as per the latest leave orders.
44..22 IIddeennttiiffyyiinngg aanndd MMaarrkkiinngg eennttrriieess iinn SSeerrvviiccee bbooookk
The digitization scope is defined in the section 5. Service books need to be marked by DOP for
following type of entries so that it will be easy for the vendor team to identify such type of entries:
1. Advance
2. LTC and Leave Encashment
44..33 PPrreeppaarriinngg cchheecckklliissttss ffoorr aavvaaiillaabbiilliittyy ooff ddooccuummeennttss
A proper record of which all documents are available for digitization needs to be maintained for
each employee in his/her service book and also for non-employee related documents. The following
checklists have been devised for the same:
DOP – CSI PROGRAM
TCS-DoP Confidential Page 10 of 24
Checklist for Retiring employees (applicable to employees who will retire before 15-Apr-
2018)
Checklist for Employee records (applicable to all other employees)
Checklist for GDS
Checklist for Other records (applicable to office level records like establishment register)
Please refer to the attached checklist for all documents required during digitization. DOP SPOCs
need to ensure that “Checklist for Retiring employees”, “Checklist for Other Emp” and “Checklist for
GDS” is printed on paper and accurately filled and signed by each person preparing the checklist.
These filled-in checklists should be inserted within the respective service books. Also “Checklist for
Other records” is accurately filled and signed.
For the checklists refer to Annexure A.
DoP SPOCs should confirm the non- availability of the applicable documents for respective
employee/office, to their office-in-charge, as well as to the nodal officer for digitization of CSI
program. All efforts should be made to make these documents available for digitization.
44..44 LLaabbeelliinngg && aarrrraannggiinngg tthhee sseerrvviiccee bbooookkss aanndd ffiilliinngg tthhee
ddooccuummeennttss
All employee related documents for each employee, should be collated into a single file or service
book and the same should be clearly labeled on the cover page with the employee details like
Employee Group, Employee Name, Date of Birth, Date of Retirement, GPF or PRAN number, office
where currently working etc. The Format of the Label and information to be filled in is as per the
worksheet in “Checklist for Documents to be Digitized” excel sheet in Annexure A.
Service Books for those employees, whose date of retirement is before 15-Apr-2018, should be
bundled and handed over to the vendor team separately.
44..55 CCoonnffiirrmmiinngg tthhee rreeaaddiinneessss ooff tthhee ddooccuummeennttss aanndd tthhee
ddiiggiittiizzaattiioonn hhuubb
After all the documents have been properly made up to date and ready for digitization, TCS team
and the vendor team needs to be confirmed in advance of the digitization start date at the hub.
Similarly the readiness of the digitization hub for the vendor team to start the digitization operations
needs to be confirmed.
To confirm this readiness, following checklists as per Annexure A needs to be filled up and sent to
TCS, 2 weeks prior to the digitization start date:
DOP – CSI PROGRAM
TCS-DoP Confidential Page 11 of 24
Checklist for readiness of digitization hub
Checklist for readiness of documents at digitization hub
Template for Supervisor details
44..66 VVeerriiffyyiinngg tthhee cchheecckklliissttss aanndd VVeennddoorr VViissiitt ttoo DDOOPP ttoo
cchheecckk tthhee rreeaaddiinneessss
Once TCS has received the checklists from DOP, the same will be verified by TCS to check whether all
mentioned tasks has been completed for all available service books and other documents. If the
checklists are complete, TCS will share these checklists to vendor team and a visit to DOP office will
be done by vendor team. During their visit to DOP office vendor team will verify the readiness of
service books and other documents. Vendor will also visit the Digitization hub location and verify the
readiness. Vendor will require installing the Data Entry Software on the desktops provided by DOP
for the SPOC’s usage.
44..77 TTrraannssppoorrttiinngg tthhee ddooccuummeennttss ttoo ddiiggiittiizzaattiioonn hhuubb
For digitization, all records need to be consolidated and moved from your office to the digitization
hub designated for your office. At the end of digitization activity these records will be sent back from
the Digitization Hub to your office.
Before transporting the records to the digitization hub, you should make a list of documents that will
be transported to the digitization hub and handed over to the digitization vendor.
Note: All service books need to be marked with bold lines at the end of last entry present in Service
Book pages by DoP prior to handover for digitization. This needs to be ensured before transporting
these documents to digitization hub.
44..88 DDeessiiggnnaattiinngg SSPPOOCCss ffoorr ddiiggiittiizzaattiioonn
A pre-defined number of SPOCs must be identified for each hub and a list of SPOCs to be shared as
per checklist in Annexure A.
One desktop in good working condition for each SPOC must be made available by DOP at each hub
for use by the SPOCs for DOP verification and re-verification activities. Each desktop will need to be
installed with a software provided by the vendor before the digitization starts. The minimum
requirement for the desktop is mentioned in Annexure A.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 12 of 24
44..99 TTrraaiinniinngg SSPPOOCCss ffoorr ddiiggiittiizzaattiioonn
The vendor will train all the DOP SPOCs at the digitization hub, on the digitization process, their
responsibilities and usage of the digitization tool. The training will be imparted by the vendor on the
first day, before his team actually starts to digitize the documents. A separate training session for the
Self Verification and SB Maintenance will be conducted by TCS for DOP employees.
Note: This training will be a classroom session of typically half day duration and must be mandatorily
attended by all the SPOCs designated for that hub, irrespective of which office they currently work in
and when their responsibilities as SPOC at the hub begin. Vendor will not provide this training
subsequently separately to any SPOC at the hub.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 13 of 24
5 DIGITIZATION PROCESS
Once the Service book and other documents are ready and transferred to Digitization Hub, the
vendor team will start the digitization. The data from these documents will be digitized in two parts.
First the Minimal data will be digitized and then the completed service book and other documents
will be digitized.
55..11 MMiinniimmaall DDaattaa DDiiggiittiizzaattiioonn
Minimal data is defined for an employee as the essential data which is required to get the details of
the employee available in the CSI System. Minimal data includes employee name, employee’s
joining details and current working details. The format of the minimal data is attached in Annexure
A.
The vendor team will enter the minimal data using a digitization tool. Vendor team will first identify
the data from service book and other documents, which is to be entered as minimal data and will
mark this data. There will be two set of data entry DE1 and DE2. Both will be completed by two
different data entry operators at the digitization hub. Once DE2 is complete then a Quality check will
be done in the tool automatically in which mismatch between the two set of entries will be
highlighted. The vendor team will resolve these and then give the data to DOP SPOC to verify the
same. During the verification if any mismatch is found the data will be corrected by vendor team.
Once data is verified by DOP SPOC, the minimal data entry for an employee is completed.
Vendor will complete minimal data entry for all employees at a hub, before proceeding to the next
step.
55..22 SSeerrvviiccee bbooookk DDaattaa DDiiggiittiizzaattiioonn
Once the minimal data entry is completed for all the employees, then the remaining entries from
Service Book and other documents of each DOP employee currently in service will be digitized.
The vendor team will first scan the complete service book and other documents. Once scanning is
completed, the images will be available in the digitization tool to digitize the data. The vendor shall
identify the entries in the scanned Service books to be digitized. He may seek help of DoP SPOCs,
whenever required for identifying such entries. Before handing over the Service Books to the vendor
for digitization, DoP SPOCs shall mark the entries only regarding Advances and LTC/Leave
Encashment, since these are few and far and between.
Once the marking is completed the vendor team will enter the data in the digitization tool in two set
as DE1 and DE2. After DE2 quality check (QC) will be done. In QC the automatic comparison of
entries of DE1 and DE2 will be done and mismatch will be highlighted. Vendor team will resolve
these mismatches. Once QC is complete then vendor team will give data to DOP SPOC for
verification and feedback given by DOP SPOC will be incorporated.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 14 of 24
There are specific types of entries in the service books that will be digitized, others will either be
digitized partially or not digitized. The scope of digitization of those employees who will retire before
15th April 2018 is slightly different as compared to other employees.
The scope of digitization of service books is explained below:
55..33 WWhhiicchh SSeeccttiioonnss ooff tthhee SSeerrvviiccee BBooookk wwiillll bbee DDiiggiittiizzeedd ??
Section to be Digitized or Not ?
Sr. No. of Section of the Service Book
Name of Service Book Section
Employees retiring BEFORE
15-Apr-2018
Employees retiring AFTER 15-Apr-2018
Remarks
I First page (Bio Data) Yes Yes Bio Data page will be Data entered and Scanned
III (A) Previous qualifying service
Yes Yes All entries in this section will be digitized
III (B) Foreign Service Yes Yes All entries in this section will be digitized
IV History and Verification of Service
Yes Yes Specific type of entries will be data entered. DOP SPOCs need to identify and mark each entry in SB for digitization and for exclusion. Guidelines for identification are provided later in this section.
V Form of Leave Account
Yes Yes Only Leave balance will be digitized.
VI Form on Child Care Leave
Yes Yes Only Leave Balance will be digitized (As part of Minimal Data).
VII Appendix No No This section will not be Digitized
55..44 WWhhiicchh ttyyppee ooff eennttrriieess iinn SSeeccttiioonn IIVV ooff SSeerrvviiccee BBooookk wwiillll bbee
DDiiggiittiizzeedd ??
The following table explains which type of entries will be digitized and which will not be, and how
these should be marked.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 15 of 24
Entries those are digitized need to be marked with a suitable sign i.e. tick mark (√) in erase-able
pencil on the left hand side margin of the page. Entries which are not to be digitized need to be
marked with a suitable sign i.e. Cross mark (X) in erase-able pencil on the left hand side margin of
the page. Each entry in section IV of the service book must carry either a “√” or a “X” sign.
Some entry types (e.g. Advance, LTC and Leave encashment, pay fixation etc) are mentioned in
remarks in Service Book, those entries also need to be identified and marked for digitization in the
same way as explained above.
Entry To be Digitized or Not ?
Sr No
Service Book Section Employees retiring BEFORE 15-Apr-2018
Employees retiring AFTER 15-Apr-2018
1 Advance (To be marked by DoP SPOC)
Yes Yes
2 Details of house building advance (To be marked by DoP SPOC)
Yes Yes
3 Dies non Yes Yes
4 Increment Yes Yes
5 Joining Yes (As part of Minimal Data) Yes (As part of Minimal Data)
6 LTC and Leave Encashment (To be marked by DoP SPOC)
Yes Yes
7 Reversal of promotion Yes Yes
8 Strike Yes Yes
9 Transfer Yes Yes
10 Comments of internal audit
No Yes
11 Pay Fixation No Yes
12 Training No Yes
13 Leave EL/HPL need to be captured ONLY from 1st January onwards of the current calendar year. All other type of leaves to be captured/marked from Date of joining.
EL/HPL need to be captured ONLY from 1st January onwards of the current calendar year. All other type of leaves to be captured/marked from Date of joining.
14 Promotion Only the last (most recent) promotion details to be marked for digitization. All other promotion entries should be marked as Cross.
Yes
15 Punishment Only current active punishment details to be marked for digitization. All other punishment entries should be marked as Cross.
Yes
DOP – CSI PROGRAM
TCS-DoP Confidential Page 16 of 24
Entry To be Digitized or Not ?
Sr No
Service Book Section Employees retiring BEFORE 15-Apr-2018
Employees retiring AFTER 15-Apr-2018
16 Suspension Only current active suspension details to be marked for digitization. All other suspension entries should be marked as Cross.
Yes
17 Annual Verification of Service
The complete service period of the employee needs to be verified (as done as a part of annual verification) and a new entry needs to be made in the SB, as the last entry covering the period from date of joining to the current date. The checklist on items to be verified as part of verification of complete service duration verification of service is as under - 1. Pay 2. Leave Details 3. LS & PC incase of deputation to foreign service 4. CGEGIS contribution 5. LTC/HTC, leave encashment 6. Suspension, dies non, promotion, reversion, punishment order, fixation of pay etc.
The complete service period of the employee needs to be verified (as done as a part of annual verification) and a new entry needs to be made in the SB, as the last entry covering the period from date of joining to the current date. The checklist on items to be verified as part of verification of complete service duration verification of service is as under - 1. Pay 2. Leave Details 3. LS & PC incase of deputation to foreign service 4. CGEGIS contribution 5. LTC/HTC, leave encashment 6. Suspension, dies non, promotion, reversion, punishment order, fixation of pay etc.
18 Deputation No No
19 Details of family members
No No
20 Arrears No No
21 Change of Post No No
22 Joining Time No No
23 Recovery of group insurance
No No
24 Remarks No No
25 Transit Period No No
26 Any Others No No
*Note - New Consolidated single entry for Verification of complete Service duration should also be
marked with tick mark (√) for digitization.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 17 of 24
55..55 SSccooppee ooff ddiiggiittiizzaattiioonn ooff ootthheerr ddooccuummeennttss
The following table explains which type of documents will either be scanned or data entry will be
done or both:
Employees retiring BEFORE 15-Apr-2018
Employees retiring AFTER 15-Apr-2018
Sr No
Name of the Document Data Entry Scan Data Entry Scan
1 Service Book * Yes Yes Yes Yes
2 Home town declaration Yes No Yes Yes
3 Family particulars Yes No Yes Yes
4 Health Certificate Yes No No Yes
5 Handicapped certificate - if applicable
Yes No Yes Yes
6 Nominations - CGEIS Yes No Yes Yes
7 Nomination - DCRG Yes No Yes Yes
8 Nomination - GPF Yes No Yes Yes
9 Declaration regarding close relations
No No No Yes
10 Marital Status Form No No No Yes
11 Community Certificate (If SC/ST/OBC)
No No No Yes
12 Date of Birth Certificate No No No Yes
13 Verification report for Educational qualification / Attested copy of the certificate of the qualification from employee
No No Yes No
14 Educational Qualification No No No Yes
15 Professional & Technical qualification
No No No Yes
16 APAR (Gazetted Group A + B Staff)
No No No Yes
* Note - Service book will be scanned completely only for digitization purpose. After the digitization
only Biodata page of service book will be available as scanned copy.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 18 of 24
6 KNOWING THE OFFICE WHERE THE DOCUMENTS
WILL BE DIGITIZED
Digitization of documents will be taken up at a suitable office agreed with DOP and this will be
referred to as “Digitization Hub” (DH). At one digitization hub, documents of several other DOP
offices may be digitized, depending upon the volume of documents.
For example, CEPT Mysore may be designated as a digitization hub. At this hub documents of the following four offices will also be digitized:
Mysore HO
Saraswathipuram HO
Mandya HO
Channapatna HO
Ramanagram SO
The digitization Hub applicable for your office is mentioned in Section 3 of the Digitization Schedule
document, Version 1.1.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 19 of 24
7 SELF VERIFICATION OF THE DIGITIZED SERVICE
BOOK BY THE EMPLOYEE
This activity is applicable only for Service books.
Each employee, whose service book has been digitized, will be required to verify the contents of his/
her digitized service book.
Please note that this is only meant to allow any differences between the physical service book (paper
based) of the employee and the digitized service book (on computer) to be identified and corrected.
This does not cater to any changes which the employees might want to be done to their service book
for any other reasons.
TCS will provide an application using which each DOP employee will be able to verify the digitized
details of his/her service book. In case any errors to the digitized details are noticed by the employee
as compared to physical Service Book, the application will allow the employee to identify those
changes and mention the correct content. The supervisor of the employee will then need to approve
these changes where upon the changes will be saved. In case the supervisor rejects the changes, the
service book details of the employee will be saved without any changes.
Following will be required for SB self- verification by employees:
Supervisor’s name (with GPF/ PRAN) for each employee, who will review (approve/reject)
the changes marked by employee. The same may be provided in the attached format as per
Annexure A
Infrastructure – Desktop and internet connectivity at DOP offices from where the DOP
employees will verify their own digitized service books.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 20 of 24
8 MAINTAINING SERVICE BOOKS AFTER
COMPLETION OF DIGITIZATION
After the service books have been digitized at the hub, these will be sent back to the respective
offices which are responsible for maintaining these.
After CSI system goes live the service books will be maintained in the system. However, after
completion of the digitization at the hub, there may be some time before the CSI system goes live.
During this time also the service books need to be maintained. TCS will provide an online application
that will allow DOP to maintain the service books upto the time when CSI system goes live.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 21 of 24
9 DIGITIZATION SUMMARY
The responsibility for digitization related activities is illustrated in the table below. Some of these
activities need to be done at the respective offices where the service books and other documents
are maintained. Other activities will be done at the digitization hub where the DOP SPOCs will be
deputed and the vendor will carry out the digitization.
The Activities involved prior to digitization and during the digitization are defined separately below:
99..11 PPrreerreeqquuiissiitteess ffoorr ddiiggiittiizzaattiioonn
Sr # Activity Responsibility
1. Updating the Service Books and other Documents with latest
entries and information.
DOP SPOC
2. Labeling & arranging the service books and filing the
documents.
DOP SPOC
3. Identifying and marking each entry relating to only Advances
and LTC/Leave Encashment, in the service book for
digitization and exclusion before handing over to the
digitization vendor.
DOP SPOC
4. Preparing checklists for each employee for availability of
documents for digitization as per the format attached in
Annexure A.
DOP SPOC
5. Verify the list of documents handed over to digitization
vendor
DOP SPOC deputed to DH
99..22 MMiinniimmaall DDaattaa DDiiggiittiizzaattiioonn
Sr # Activity Responsibility
1. Identifying and marking entries (other than for Advances and
LTC/Leave Encashment) related to minimal data, in the
service book for digitization and exclusion.
Vendor
2. Help the vendor team in understanding and interpreting the
contents of the documents.
DOP SPOC deputed to DH
3. Digitize the minimal data from the service book and other
documents.
Vendor
4. Answering and resolving queries posed by the vendor team. DOP SPOC deputed to DH
DOP – CSI PROGRAM
TCS-DoP Confidential Page 22 of 24
5. Doing QC of the digitized minimal data. Vendor
6. Verifying the contents of the digitized minimal data for
correctness
DOP SPOC deputed to DH
7. Correcting errors found during DOP verification. Vendor
8. Re-verifying the errors corrected by vendor. DOP SPOC deputed to DH
99..33 SSeerrvviiccee BBooookk DDiiggiittiizzaattiioonn
Sr # Activity Responsibility
1. Scan complete service book along with the other documents
listed in the section 2.
Vendor
2. Identifying and marking each entry on the scanned copy of
service book for digitization and exclusion.
Vendor
3. Help the vendor team in understanding and interpreting the
contents of the documents.
DOP SPOC deputed to DH
4. Digitize the remaining entries (other than minimal data) from
service book and other documents as defined in the scope of
digitization in section 6.
Vendor
5. Answering and resolving queries posed by the vendor team DOP SPOC deputed to DH
6. Doing QC of the digitized documents. Vendor
7. Verifying the contents of the digitized documents for
correctness *
DOP SPOC deputed to DH
8. Correcting errors found during DOP verification. Vendor
9. Re-verifying the errors corrected by vendor. DOP SPOC deputed to DH
10. Signing the list of documents finally verified for correctness ** DOP SPOC deputed to DH
11. Verifying the list of documents handed back by vendor. DOP SPOC
*Each SPOC must be provided with one desktop at the digitization hub, by DOP for the verification
activities
** DOP SPOCs must take a print of the format provided in Annexure A for signing the list of employees
whose SBs & other records have been verified by them. This print should be sent to the TCS team at the
completion of the digitization activity at each digitization hub.
DOP – CSI PROGRAM
TCS-DoP Confidential Page 23 of 24
10 ANNEXURE A - CHECKLISTS AND FORMATS
1. Format of Labels for Service Books & Checklist for availability of documents for digitization
Checklist for Documents to be Digitized Ver 2.1.xlsx
2. Checklists for readiness of documents and SPOCs
Checklist for readiness of documents at digitization hub ver 1.1.doc
3. Checklists for readiness of digitization hub
Checklist for readiness of digitization hub ver 2.2.doc
4. Format for signing list of employees whose documents have been verified by DOP SPOCs
Format for signing list of documents verified by DOP SPOCs Ver 2.1.xlsx
5. Format of the Minimal Data
Minimal data Template.xlsx
6. Format in which supervisor details are to be provided
Template for Supervisor details V2.1.xls
7. Minimum requirements of the desktop required for DOP SPOC
Minimum Desktop Requirements for DOP SPOC.xlsx
DOP – CSI PROGRAM
TCS-DoP Confidential Page 24 of 24
11 ANNEXURE B – REPORTING FORMATS
Weekly Reporting Format :
1. Sample Executive Summary
Hub Data Entry QC Scanning DOP Ver :
Data Entry
DOP Ver:
Scanning
Self Ver. Online
Update
Data Entry QC DOP Ver
Mumbai 102% 102% 102% 102% 102% 100% 100%
Nagpur 100% 100% 100% 100% 100% 84% 86%
Pune 100% 100% 100% 100% 100% 100% 72% 100% 100% 100%
Guwahati 100% 100% 100% 100% 100% 92% 79%
Tinsukhia 100% 100% 100% 100% 100% 100% 98% 100% 100% 100%
N.A.
N.A.
SERVICE BOOKS GDS FORMS
2. Sample Hub-wise Summary
Office Name Total SBs
SBs in which marking of
entries completed
SBs for which digitization completed
SBs for which QC completed
Verification (DoP) Completed
DE1 DE2 Scanning Data Entry
Scanning Data Entry
Scanning
Circle Office 72 72 72 72 72 72 72 72 72
DAP Guwahati 59 59 59 59 59 59 59 59 59
TOTAL 131 131 131 131 131 131 131 131 131
Following is the status of SB self verification and online updation at Guwahati Hub:
Office Total SBs Digitized SBs Verification Completed
SBs Update Completed
Assam Circle 72 68 66
DAP Assam 59 52 37
Total 131 120 103