No.3/2/2010-Dir.(C)

Government of India

Ministry of Personnel, P.G. and Pensions

(Department of Personnel and Training)

Lok Nayak Bhawan, KhanMarket,

New Delhi, dated 31st May, 2010

OFFICE MEMORANDUM

Subject: Annual Performance Appraisal Report for the employees of non-statutory Canteens/Tiffin Rooms located in Central Government Offices – Matter Regarding.

The undersigned is directed to forward herewith a copy of the Format of Annual Performance Assessment Report, as framed in light of the instructions issued by the Department of Personnel and Training, Ministry of Personnel, Public Grievances and Pensions vide O.M. No.21011/1/2005-Estt.(A) (Pt.II), dated 23rd July, 2009, keeping in view the functioning of the canteen staff, working in non-statutory Canteens/Tiffin Rooms, located in Central Government Offices and to state as under:

(i) A provision has been made in the APAR in the relevant section for remarks by the reviewing officer to indicate specifically the differences, if any, with the assessment made by the reporting officer and the reasons therefor.

(ii) Numerical gradings are to be awarded by the reporting and reviewing authorities for the quality of work output, personal attributes and functional competence of the officer reported upon. These should be on a scale of 1-10, where 1 refers to the lowest grade and 10 to the highest. The guidelines given in Annexure-I shall be kept in mind while awarding numerical grading.

(iii) The format for the purpose of numerical grading in the areas of work output, assessment of personal attributes and assessment of functional competency is in Part-3. The overall grading on a score of 1-10 will have 40% weightage on assessment of work output, and 30% each for assessment of personal attributes and functional competency. The overall grading will be based on addition of the mean value of each group of indicators in the proportion to the weightage assigned.
-2-

(iv) A schedule for completion of all activities relating to the APAR is given in Annexure-II.

2. The above provisions would be applicable for the APAR from the reporting year 2009-10 onwards.

3. All Ministries/Departments are requested to bring the above instructions to the notice of all the officers under them for strict implementation.

4. Hindi version will follow.

( Rajiv Manjhi )
Director(Canteens)

To :

1. All Ministries/Departments of the Government of India.
   (Director/Deputy Secretaries Incharge, Administrative Division, as per standard list).

2. President’s Secretariat, Rashtrapati Bhawan, New Delhi.

3. Vice-President’s Secretariat, Maulana Azad Road, New Delhi.

4. Cabinet Secretariat, New Delhi.

5. Director (Admin.), DOPT, North Block, New Delhi.

6. Comptroller & Auditor General of India, New Delhi.

7. Director of Audit, Central Revenue, New Delhi.

8. Controller General of Accounts, Bahadur Shah Zafar Marg, New Delhi.

9. Supreme Court of India, Tilak Marg, New Delhi.

10. High Court of Delhi, Sher Shah Road, New Delhi.

11. Controller General of Defence Accounts, R.K. Puram, West Block, New Delhi.

12. CAO’s Office, Ministry of Defence, DHQ, PO, New Delhi-110011.

13. Administrator, all Union Territories as per the standard list.

14. Section Officer(Canteens), with 50 spare copies.

15. NIC(DOPT), Lok Nayak Bhawan for uploading website.

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Annual Performance Appraisal Report

for

Group ‘B’ Officers of Departmental Canteens

( General Manager, Deputy General Manager, Manager Grade-II and Manager-cum-Accountant)

Name of
Officer.

Report for the year/period
ending.

PART – 2 – SELF APPRAISAL

To be filled in by the Officer reported upon
(Please read carefully the instructions before making the entries)

1. Brief description of duties
   \square
2. Please specify targets/objectives/goals (in quantitative or other terms) of canteens etc. work you set for yourself or that were set for you, eight to ten items of work in the order of priority and your achievement against each target.

Note : (i) The targets as set in ‘Annual Action Plan’ by the concerned Admn. of the organisation should be reflected in the above table.
(ii) The targets/objectives must include level of clientele served.

3. (A) Please state briefly the shortfalls with reference to the targets/objectives/goals referred to in item 2. Please specify constraints, if any, in achieving the targets.

(B) Please also indicate items in which there have been significantly high achievements, particularly in making your Canteens/Tiffin Rooms, hygienic, qualitative and competitive and your contribution thereto.

4. Please state whether the annual return on immovable property for the preceding calendar year was filed within the prescribed date i.e. 31st January of the year following the calendar year. If not, the date of filing the return should be given.

Date:

Signature of officer reported upon:
Part – 3

Numerical grading is to be awarded by Reporting and Reviewing Authority which should be on a scale of 1-10, where 1 refers to the lowest grade and 10 to the highest.

(Please read carefully the guidelines before filling the entries)

(A) Assessment of work output (weightage to this Section would be 40%)

| | Reporting
Authority | Reviewing Authority
(Refer Para 2 of Part 5) | Initial of
Reviewing
Authority |
| — | — | — | — |
| (i) Knowledge of Rules/ Regulations/
Procedures in the area of functions and
ability to apply them correctly for
managing canteen affairs more effectively
and smoothly. | | | |
| (ii) Ability to meet the immediate and
time bound requirement of higher level
officers. | | | |
| (iii) Decision making ability about the
utilisation of available staff to meet the
day to day requirement. | | | |
| (iv) Co-ordinating and prioritising the
work. | | | |
| (v) Ability to motivate and develop
confidence in subordinate staff to
achieve the targets fixed in the ‘Annual
Work Plan’. | | | |
| (vi) Initiative taken to improve the
standard performance of the canteen. | | | |
| Overall Grading on ‘Functional
Competency’ | | | |

Part -4 GENERAL

1. Attitude towards weaker sections including SC/ST/Women/Persons with Disability. (Please comment on the Officer’s accessibility to the public and responsiveness to their needs) \square
2. Training (Please give recommendations for training with a view to further improving the effectiveness and capabilities of the Officer).
3. State of health
   \square
4. Integrity
   (Please comment on the integrity of the Officer).
   \square
5. Comment by Reporting Officer (in about 100 words) on the overall qualities of the officer including area of strengths and weaknesses, extraordinary achievements, significant failures (ref 3(A) & 3(B) of Part (2) and attitude towards weaker sections.
   \square
6. Overall numerical grading on the basis of weightage given in Section A, B and C in Part-3 of the Report.

Signature of the Reporting Officer
Place :
Name In Block Letters :
Date :
Designation during the period of Report :
PART – 5

1. REMARKS OF THE REVIEWING OFFICER

Length of service under the Reviewing Officer

2. Do you agree with the assessment made by the reporting officer with respect to the work output and the various attributes in Part – 3 & Part 4? Do you agree with the assessment of reporting officer in respect of extraordinary achievements/significant failures of the officer reported upon? (Ref. Paret-3(A)(iv) and Part -4(5))

(In case you do not agree with any of the numerical assessments attributes please record your assessment in the column provided for you in that section and initial your entries you may mention them here also.)

1. In case of disagreement please specify the reasons. Is there anything you wish to modify or add?

2. Please comment (in about 100 words) on the overall qualities of the officer including area of strengths and lesser strength and his attitude towards weaker sections.

3. Overall numerical grading on the basis of weightage given in Section-A, Section-B and Section-C in Part 3 of the Report.

Signature of the Reviewing Officer

Annexure-I

Guidelines regarding filing up of APAR with numerical grading

(i) The columns in the APAR, whichever are applicable as per the job requirements of the posts should be filled in with due care and attention and after devoting adequate time.

(ii) It is expected that any grading below 4 (against work ouput or attributes or overall grade) would be adequately justified in the comments by way of specific failures and similarly, any grade of 9 or 10 should be justified with respect to specific accomplishment. Grades of 1-2 or 9-10 are expected to be rare occurrences and hence there is a need to justify them. In awarding a numerical grade the reporting and reviewing authorities should rate the officer against a larger population of his/her peers that may be currently working under them.

(iii) APARs graded between 8 and 10 will be rated as “Outstanding” and will be given a score of 9 for the purpose of calculating average scores by empanelment/promotion.

(iv) APARs graded between 6 and short of 8 will be rated as “Very Good” and will be given a score of 7.

(v) APARs graded between 4 and short of 6 will be rated as “Good” and given a score of 5.

(vi) APARs graded below 4 will be given a score of “Zero”.
Time schedule for preparation/completion of APAR (Reporting year – Financial Year)

Annual Performance Appraisal Report

for

Group ‘C’ Officers of Departmental Canteens

( For Clerk and Asstt. Manager-cum-Storekeeper)

Name of
Officer

Report for the year/period
ending.

Form

Annual Performance Appraisal Report of Group ‘C’ Officers of Departmental Canteens. ( For Clerk and Asstt. Manager-cum-Storekeeper)

Report for the year/period ending

PERSONAL DATA

Part-1
(To be filled in by the Administrative Section concerned of the Ministry/Department/Office)

1. Name of Officer
2. Date of Birth (DD/MM/YYYY) \qquad (in words)
3. Whether the officer belongs to SC/ST
4. Whether permanent, temporary or officiating
5. Section (s) in which served during the year under report and period of service in each
6. Date of continuous appointment to the

Date Grade present grade

7. Present post and date of appointment

Post Date thereto

8. Period of absence from duty (on training, leave etc.) during the year/period. If he has undergone training specify.

PART – 2 – SELF APPRAISAL

To be filled in by the Officer reported upon
(Please read carefully the instructions before making the entries)

1. Brief description of duties
   \square
2. Please also indicate items in which there have been significantly higher achievements and your contribution thereto
   \square
   Note : (i) The targets as set in ‘Annual Action Plan’ by the concerned Admn. of the organisation should be reflected in the above table.
   (ii) The targets/objectives must include level of clientele served.

Date Signature of officer reported upon
Part – 3 Numerical grading is to be awarded by Reporting and Reviewing Authority which should be on a scale of 1-10, where 1 refers to the lowest grade and 10 to the highest. (Please read carefully the guidelines before filling the entries) (A) Assessment of work output (weightage to this Section would be 40%)

| | Reporting
Authority | Reviewing Authority
(Refer Para 2 of Part 5) | Initial of
Reviewing
Authority |
| — | — | — | — |
| (i) Accomplishment of planned
work/work allotted as per subjects
allotted | | | |
| (ii) Contribution in ensuring quality of
Food/Food items/Materials | | | |
| (iii) Ability to handle canteen work | | | |
| (iv) Action taken to comply with
hygiene/cleanliness-norms as exist or as
proposed to be instituted. | | | |
| Overall Grading on ‘Work Output’ | | | |

(B) Assessment of personal attributes(weightage to this Section would be 30%)

| | Reporting
Authority | Reviewing Authority
(Refer Para 2 of Part 5) | Initial of
Reviewing
Authority |
| — | — | — | — |
| (i) Level of knowledge of functions
related to job/post in the canteens | | | |
| (ii) Attitude towards work | | | |
| (iii) Responsiveness | | | |
| (iv) Maintenance of Discipline | | | |
| (v) Communication skills | | | |
| (vi) Initiatives taken to run the canteen | | | |
| (vii) Capacity to work in team | | | |
| (viii) Capacity to adhere to time-
schedule | | | |
| (ix) Initiative to change with regard to
taste and type of food etc. demanded | | | |
| (x) Overall bearing and personality | | | |
| Overall Grading on ‘Personal Attributes’ | | | |
(C) Assessment of functional competency (weightage to this Section would be 30%)

| | Reporting
Authority | Reviewing Authority
(Refer Para 2 of Part 5) | Initial of
Reviewing
Authority |
| — | — | — | — |
| (i) Work planning ability | | | |
| (ii) Decision making ability | | | |
| (iii) Coordination ability | | | |
| (iv) Initiative taken to improve the
standard/performance of the canteen | | | |
| Overall Grading on ‘Functional
Competency’ | | | |

Part – 4 GENERAL

1. Relations with the public (wherever applicable) (Please comment on the Officer’s accessibility to the public and responsiveness to their needs) \square \square
2. Training (Please give recommendations for training with a view to further improving the effectiveness and capabilities of the Officer).
3. State of health
   \square
4. Integrity
   (Please comment on the integrity of the Officer).
   \square
5. Comments by Reporting Officer (in about 100 words) on the overall qualities of the officer including area of strengths and lesser strength, extraordinary achievements, significant failures (ref 3(A) & 3(B) of Part (2) and attitude towards weaker sections.
   \square
6. Overall numerical grading on the basis of weightage given in Section A, B and C in Part-3 of the Report.

Signature of the Reporting Officer
Place :
Name In Block Letters :
Date :
Designation during the period of Report :

PART – 5

1.REMARKS OF THE REVIEWING OFFICER

Length of service under the Reviewing Officer

2. Do you agree with the assessment made by the reporting officer with respect to the work output and the various attributes in Part – 3 & Part 4 ? Do you agree with the assessment of reporting officer in respect of extraordinary achievements/significant failures of the officer reported upon? (Ref. Paret3(A)(iv) and Part -4(5))
   (In case you do not agree with any of the numerical assessments attributes please record your assessment in the column provided for you in that section and initial your entries.

Yes
No

3. In case of disagreement please specify the reasons. Is there anything you wish to modify or add ?
   \square
4. Comments by Reviewing Officer. Please comment (in about 100 words) on the overall qualities of the officer including area of strengths and lesser strength and his attitude towards weaker sections.
   \square
5. Overall numerical grading on the basis of weightage given in Section-A, Section-B and SectionC in Part 3 of the Report.

Signature of the Reviewing Officer

Guidelines regarding filing up of APAR with numerical grading

(i) The columns in the APAR, whichever are applicable as per the job requirements of the posts should be filled in with due care and attention and after devoting adequate time.
(ii) It is expected that any grading below 4(against work ouput or attributes or overall grade) would be adequately justified in the comments by way of specific failures and similarly, any grade of 9 or 10 should be justified with respect to specific accomplishment. Grades of 1-2 or 9-10 are expected to be rare occurrences and hence there is a need to justify them. In awarding a numerical grade the reporting and reviewing authorities should rate the officer against a larger population of his/her peers that may be currently working under them.
(iii) APARs graded between 8 and 10 will be rated as “Outstanding” and will be given a score of 9 for the purpose of calculating average scores by empanelment/promotion.
(iv) APARs graded between 6 and short of 8 will be rated as “Very Good” and will be given a score of 7 .
(v) APARs graded between 4 and short of 6 will be rated as “Good” and given a score of 5.
(vi) APARs graded below 4 will be given a score of “Zero”.
Time schedule for preparation/completion of APAR (Reporting year – Financial Year)

Annual Performance Appraisal Report

for

Group ‘C’ Officers of Departmental Canteens

( For Canteen Attendant, Assistant Halwai-cum-Cook, Halwai-cum-Cook)

Name of
Officer

Report for the year/period
ending

Ministry/Department of

Form
Annual Performance Appraisal Report of Group ‘C’ Officers of Departmental Canteens. ( For Canteen Attendant, Assistant Halwai-cum-Cook, Halwai-cum-Cook)

Report for the year/period ending

PERSONAL DATA

Part-1
(To be filled in by the Administrative Section concerned of the Ministry/Department/Office)

1. Name of Officer
2. Date of Birth (DD/MM/YYYY)
   (in words)
3. Whether the officer belongs to SC/ST
4. Whether permanent, temporary or officiating
5. Section (s) in which served during the year under report and period of service in each
6. Date of continuous appointment to the

Date Grade present grade

7. Present post and date of appointment

Post
Date

7. Present post and date of appointment thereto
8. Period of absence from duty (on training, leave etc.) during the year/period. If he has undergone training specify.
   PART – 2 – SELF APPRAISAL

To be filled in by the Officer reported upon
(Please read carefully the instructions before making the entries)

1. Brief description of duties
   \qquad
   \qquad
2. Please also indicate items in which there have been significantiy higher achievements and your contribution thereto
   \qquad
   \qquad
   Note : (i) The targets as set in ‘Annual Action Plan’ by the concerned Admn. of the organisation should be reflected in the above table.
   (ii) The targets/objectives must include level of clientele served.

Date \qquad Signature of officer reported upon
Part – 3

Numerical grading is to be awarded by Reporting and Reviewing Authority which should be on a scale of 1-10, where 1 refers to the lowest grade and 10 to the highest.

(Please read carefully the guidelines before filling the entries)

(A) Assessment of work output (weightage to this Section would be 40%)

| | Reporting
Authority | Reviewing Authority
(Refer Para 2 of Part 5) | Initial of
Reviewing
Authority |
| — | — | — | — |
| (i) Work planning ability | | | |
| (ii) Decision making ability | | | |
| (iii) Coordination ability | | | |
| (iv) Initiative taken to improve the
standard/performance of the canteen | | | |
| Overall Grading on ‘Functional
Competency’ | | | |

Part -4 GENERAL

1. Relations with the public (wherever applicable) (Please comment on the Officer’s accessibility to the public and responsiveness to their needs) \square
2. Training (Please give recommendations for training with a view to further improving the effectiveness and capabilities of the Officer).
3. State of health
4. Integrity
   (Please comment on the integrity of the Officer).
   \square
5. Comments by Reporting Officer (in about 100 words) on the overall qualities of the officer including area of strengths and lesser strength, extraordinary achievements, significant failures (ref 3(A) & 3(B) of Part (2) and attitude towards weaker sections.
   \square
6. Overall numerical grading on the basis of weightage given in Section A, B and C in Part-3 of the Report.

Signature of the Reporting Officer
Place :
Name In Block Letters :
Date :
Designation during the period of Report :

PART – 5

1.REMARKS OF THE REVIEWING OFFICER

Length of service under the Reviewing Officer

2. Do you agree with the assessment made by the reporting officer with respect to the work output and the various attributes in Part – 3 & Part 4 ? Do you agree with the assessment of reporting officer in respect of extraordinary achievements/significant failures of the officer reported upon? (Ref. Paret3(A)(iv) and Part -4(5))
   (In case you do not agree with any of the numerical assessments attributes please record your assessment in the column provided for you in that section and initial your entries.

Yes
No

3. In case of disagreement please specify the reasons. Is there anything you wish to modify or add ?
   \square
4. Comments by Reviewing Officer. Please comment (in about 100 words) on the overall qualities of the officer including area of strengths and lesser strength and his attitude towards weaker sections.
   \square
5. Overall numerical grading on the basis of weightage given in Section-A, Section-B and Section-C in Part 3 of the Report.

Signature of the Reviewing Officer

Annexure-I

Guidelines regarding filing up of APAR with numerical grading

(i) The columns in the APAR, whichever are applicable as per the job requirements of the posts should be filled in with due care and attention and after devoting adequate time.

(ii) It is expected that any grading below 4 (against work ouput or attributes or overall grade) would be adequately justified in the comments by way of specific failures and similarly, any grade of 9 or 10 should be justified with respect to specific accomplishment. Grades of 1-2 or 9-10 are expected to be rare occurrences and hence there is a need to justify them. In awarding a numerical grade the reporting and reviewing authorities should rate the officer against a larger population of his/her peers that may be currently working under them.

(iii) APARs graded between 8 and 10 will be rated as “Outstanding” and will be given a score of 9 for the purpose of calculating average scores by empanelment/promotion.

(iv) APARs graded between 6 and short of 8 will be rated as “Very Good” and will be given a score of 7.

(v) APARs graded between 4 and short of 6 will be rated as “Good” and given a score of 5.

(vi) APARs graded below 4 will be given a score of “Zero”.
Time schedule for preparation/completion of APAR (Reporting year – Financial Year)