The Department of Personnel & Training has launched several new initiatives to boost employee morale and improve operational effectiveness. These include an ‘Employee of the Month’ award and a ‘Certificate of Excellence’ to recognize outstanding performance, with nominations reviewed by a committee of Joint Secretaries. A mentoring program has been established for new employees, and regular ‘Open House’ sessions are held for interaction between employees and senior officials. To encourage innovative solutions, ‘Idea Boxes’ have been installed. Additionally, a training plan focused on department-specific functions has been developed, and a retreat was organized for senior officers to discuss service delivery improvements. An internship scheme has also been introduced to engage students on relevant departmental topics. These initiatives are being shared with other ministries and departments as potential human resource management tools.
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No. I-28011/46/2014-Coord
Government of India
Ministry of Personnel, P. G. \& Pensions
(Department of Personnel \& Training)
North Block, New Delhi
Dated: $18^{\text {th }}$ June 2014
Office Memorandum
Sub: Best Practices / New Initiatives introduced by the Department of Personnel \& Training to boost morale and effective functioning of the employees of the Department – Regarding:
During the year 2013-2014, the Department of Personnel \& Training has introduced the following new initiatives to boost the morale of its employees and to give a fillip to their effective functioning: –
SI. No.
New Initiatives / Best Practices
- Certificate of EXCELlence \&
- EMPLOYEE OF THE MONTH
Realizing that recognition of meritorious performance of employees is a critical tool in human resource management, a new non-monetary incentive in the form of an annual award of “Certificate of Excellence” to recognize the contribution of its meritorious employees of the level of Under Secretary and below has been introduced. This initiative was circulated to all Ministries/Departments vide O.M. No. A-37011/1/2013-Ad.I, dated $18^{\text {th }}$ December 2013 (copy enclosed).
Subsequently, another monthly non-monetary incentive was introduced wherein one employee from across all categories of employees of the level of Under Secretary \& below was to be designated as ‘Employee of the Month’. The awardee is given a certificate and his photograph is displayed under the relevant link in the intra-Departmental (employee) Portal of the Department.
Under both the initiatives, nominations of eligible employees would be called for from all Wings of the Department and the work performance and outcomes achieved by such employees would be examined by a Committee of Joint Secretaries in DoPT. The same Committee would meet once every month to assess the nominations received from various Wings to recommend award of ‘Employee of the Month’.
3. APPOINTMENT OF MENTORS FOR THE EMPLOYEES JOINING DOPT
A process of mentoring of each ‘newcomer’ in the Department with a view to sensitize the incumbent about the Department and dealing with court cases, RFD, Parliamentary matters, etc., has been introduced in the Department. The mentoring process is for a period of six months. The mentor is to be an officer two levels above the incumbent.# 4. EMPLOYEES’ INTERACTION WITH MOS (PP) AND SENIOR OFFICERS IN OPEN HOUSE SYSTEM
An ‘Open House’ interaction of the Group ‘B’ (Non-Gazetted) employees and above was organized in October, 2013 which provided a platform to these employees to interact directly with MOS (PP) and other Senior Officers of the Department.
5. APPOINTMENT OF GRIEVANCE REDRESSAL OFFICERS IN EACH DIVISION
In each Division, two Grievance Redressal Officers (GRO) have been appointed at US/DS/Director level to redress the grievances of the employees of inter-personal nature.
6. INSTALLATION OF ‘IDEA BOXES’ IN THE DEPARTMENT FOR SOLICITING ‘OUT OF THE BOX’ SOLUTIONS TO VARIOUS ISSUES
The Department has installed ‘Idea Boxes’ to receive the innovative ideas from the employees to improve the functioning of the Department and to create a conducive work culture.
7. TRAINING OF THE EMPLOYEES WITH SPECIFIC FOCUS ON DEPARTMENT RELATED FUNCTIONS
A training plan for the employees at the level of Under Secretary \& below (and equivalent) of DoPT has been chalked out in consultation with ISTM. The duration of the Training Programme is one week, inclusive of a field visit outside Delhi.
8. RETREAT FOR OFFICERS OF THE LEVEL OF DS AND ABOVE IN THE DEPARTMENT
The Department organized a two-day Retreat at LBSNAA, Mussoorie in October 2013 for the officers at the level of DS / Director \& above in the Department. The objective of the Retreat was to discuss the stakeholders’ perception about the Department and develop an action plan to positively change the orientation of the Department towards service delivery.
9. INTRODUCTION OF INTERNSHIP SCHEME IN THE DEPARTMENT.
The Department has introduced an ‘Internship Scheme’ under which applications are invited from students to work on selected topics relating to the functions of the Department. The duration of the internship is two months and they are given a stipend of Rs.10,000/- per month and a Certificate on successful completion of the internship and submission of report. The interns are selected by the Committee of Joint Secretaries.
2. The Ministries / Departments of the Government of India may consider adopting the above initiatives as a Human Resource Management Tool to motivate the industrious employees.
The Joint Secretary (Administration)
All Ministries / Departments of Government of India.No. A-37011/1/2013-Ad.I (Pt.)
Government of India
Ministry of Personnel, P. G. & Pensions
(Department of Personnel & Training)
North Block, New Delhi
Dated: 18th December 2013
OFFICE MEMORANDUM
Sub: Non-Monetary Incentive Scheme – Award of Certificate of Excellence – Regarding:
Recognition of meritorious performance of Government employees is a critical management tool to encourage such employees and also to motivate all the employees to emulate their example.
- Department of Personnel & Training has introduced a new non-monetary incentive scheme in the form of award of ‘Certificate of Excellence’ to recognize the contribution of its meritorious employees of the level of Multi Tasking Staff to Under Secretary. This certificate recognizes the dedication to work, excellence in performance and outcome achieved during the year 2012-2013.
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Nominations of eligible employees from all the Wings of the Department were called for and the work performance and outcomes achieved during the year of such employees were examined by a Committee of Joint Secretaries in DoPT. This Committee recommended the names of 33 employees out of 616 in position (which was roughly 5.35% of the total employees in position), who were awarded the Certificate of Excellence for the year 2012-2013 on 16th July 2013 by Hon’ble MOS (PP).
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The Ministries / Departments of the Government of India may consider adopting this initiative as a Human Resource Management Tool to motivate the industrious employees.
- Shri Prakash
- Director (A)
- 23092338
The Joint Secretary (Administration)
All Ministries / Departments of Government of India.