Government departments are streamlining performance appraisals for CSS/CSSS officers by transitioning to an online system called SPARROW. While this digital shift aims to modernize processes, some ministries and departments have encountered challenges with data creation, workflow setup, and e-signing, leading to delays in completing Annual Performance Appraisal Reports (APARs). To ensure a smooth transition, authorities have decided to extend the deadlines for submitting APARs for the year 2016-17. It’s crucial for all concerned to note that no further extensions will be granted, emphasizing the need for prompt action. Departments are strongly urged to update employee data accurately in their Personnel Information Management System (PIMS), ensure timely management of new joiners and transfers, and verify that primary details like Aadhar numbers, mobile numbers, and email IDs are consistent across all records. Regular progress updates on SPARROW implementation will also be required from all departments, highlighting a concerted effort to fully integrate this digital appraisal system.
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No. 22/10/2015-CS-I (APAR)
Government of India
Ministry of Personnel, Public Grievances \& Pensions
Department of Personnel \& Training
CS-I(APAR)
$2^{\text {nd }}$ Floor., A-Wing, Loknayak Bhawan, Khan Market, New Delhi
Dated $6^{\text {th }}$ June, 2017
OFFICE MEMORANDUM
Subject : Introduction of ‘SPARROW’ for CSS/CSSS officers.
The undersigned is directed to refer to Office Memorandum No. 22/10/2015-CS-I (APAR) dated $18^{\text {th }}$ January, 2017 regarding introduction of on-line recording system of APARs for US level officers for CSS and equivalent levels in CSSS. The Ministries/Departments were requested to take necessary action for creation and generation of APARs before $20^{\text {th }}$ March, 2017 so that the officer concerned are able to submit their self-appraisal from $1^{\text {st }}$ April, 2017. On assessment of progress made for SPARROW for CSS/CSSS, it is observed that in many Ministries/Departments the process of creation of data and generation of APARs is not yet completed. This might be due to various factors such as non-availability of basic data of officers, non-creation of data at the end of the NIC, problems in setting up work flows of officers, problems in data transfer at various levels, problems in e-signing etc.
2. The matter has been considered in this Department and it has been decided to extend datelines for submission of APAR on ‘SPARROW’- CSS/CSSS as per Annexure to this OM.
3. Ministries/Departments are requested to take necessary action towards generation of APARs as per the revised time-lines. It is clarified that it will not be possible to extend these time-lines further. The Ministries/Departments are also advised to ensure following actions at the level of EMD (Employee Master Data Manager) for smooth functioning of ‘SPARROW’ system :-
i) Employee data of all the officers in the Ministry/Department should be kept updated in PIMS.
ii) The officers leaving the organizations/new joinees should be taken on roll or transferred to other Departments as and when such events occur.
iii) All the primary details of the officers such as Aadhar no., mobile no., e-mail i.d. should be exactly the same as shown in the records.4. All the Ministries/Departments are also requested to intimate progress made in implementation of ‘SPARROW’ in their Departments in the following format :-
| Sl. No. |
Designation | Total No. of Officers |
APARs generated |
APARs yet to be generated |
Reasons for short fall |
|---|---|---|---|---|---|
| 1 | JS/Director/DS (CSS) |
||||
| 2 | US (CSS) | ||||
| 3 | PSO (CSSS) | ||||
| 4 | Sr. PPS (CSSS) | ||||
| 5 | PPS (CSSS) |
- This issues with the approval of Hon’ble MoS (PP). (Chandra Shekhar) Under Secretary to the Govt. of India 24624046
To All Ministries/Departments (CSS) (As per list attached) Copy for information to:-
| (i) | PSO to Secretary (P) |
|---|---|
| (ii) | PS to JS (AV) |
| (iii) | Director (Estt. A-II) – (Shri N. Sriram) |
| (iv) | DS(CS-II), DoPT, Loknayak Bhawan, Khan Market, ND |
| (v) | Shri SN Sowpari, Senior Technical Director, NIC, DoPT, North Block, New Delhi |
| (vi) | Ms. Rachna Srivastava, HoD, NIC, A- Block, CGO Complex, Lodhi Road, New Delhi |Annexure to DoPT OM No. 22/10/2015-CS I(APAR) dated $6^{\text {th }}$ June 2017 read with O.M. NO. 21011/18/2005-Estt.(A) (Pt.II) dated $23^{\text {rd }}$ July, 2009) |
| S. No. | Activity | Date by which to be completed | Dates extended for the year 2016-17 |
| — | — | — | — |
| 1. | Distribution of blank APAR Forms to all concerned (i.e, to officer to be reported upon where self-appraisal has to be given and to reporting officers where self-appraisal is not be given) | $31^{\text {st }}$ March.
(This may be completed even a week earlier). | $15^{\text {th }}$ June |
| 2. | Submission of Self-appraisal to reporting officer by officer to be reported upon (where applicable) | $15^{\text {th }}$ April | $30^{\text {th }}$ June |
| 3. | Submission of report by reporting officer to reviewing officer | $30^{\text {th }}$ June | $31^{\text {st }}$ July |
| 4. | Report to be completed by Reviewing Officer and to be sent to Administration or CR Section/Cell or accepting authority, wherever provided | $31^{\text {st }}$ July | $31^{\text {st }}$ August ** |
| 5. | Appraisal by accepting authority, wherever provided | $31^{\text {st }}$ August | N.A.* |
| 6. | (a) Disclosure to the officer reported upon where there is no accepting authority
(b) Disclosure to the officer reported upon where there is accepting authority | $01^{\text {st }}$ September
$15^{\text {th }}$ September | $15^{\text {th }}$ September
N.A.* |
| 7. | Receipt of representation, if any, any on APAR | 15 days from the date of receipt of communication | $30^{\text {th }}$ September |
| 8. | Forwarding of representations to the competent authority
(a) where there is no accepting for APAR
(a) where there is accepting authority for APAR | $21^{\text {st }}$ September
$06^{\text {th }}$ October | $31^{\text {st }}$ October
N.A.* |
| 9. | Disposal of representation by the competent authority | Within one month from the date for receipt of representation | $30^{\text {th }}$ November |
| 10. | Communication of the decision of the competent authority on the representation by the APAR Cell | $15^{\text {th }}$ November | $15^{\text {th }}$ December |
| 11. | End of entire APAR process, after which the APAR will be finally taken on record | $30^{\text {th }}$ November | $31^{\text {st }}$ December |
*Applicable only for CSS Officers appointed as Joint Secretary under Central Staffing Scheme. ** ‘N.A.’ in case of CSSS Officers.