Step by step guide for the role of Custodian.
(Note: All the functions performed by the Custodian can also be
performed by the Alternate Custodian, except the deletion of
APAR)
Login
1. Open the url https://sparrow-cbic.rcil.gov.in/
2. On opening the url, the "Login Screen of SPARROW Software"
(given below) will open.
3. The "Smart Performance Appraisal Report Recording Online
Window" screen will open up which is essentially a login screen for
SPARROW. The screen will have three fields "Username", "Password"
and "Captcha".
The username will be the NIC email id and only the name before
"@" should be entered. For example if your NIC email is
[email protected] or [email protected], then, the user id will
be ashish.solanki.
The password for the application will be same as your NIC email
ID password.
Note: For practice environment, till software is launched, the default
password for logging into the system is kept as "eoffice" for all the
users. The following accounts can be used as the accounts of
Custodians for the Training purposes:
2. Rajesh Mittal -
[email protected] 3. Praveen Pathak -
[email protected] 4. Shri Deepak Verma -
[email protected] 5. Manoj Kumar Sharma -
[email protected] 6. AMAR RAI -
[email protected] 7. Shri Jagdarshan Bist -
[email protected] 8. Manish Agarwal -
[email protected] 9. PRAKASH RAWAT -
[email protected] 10. Shri Sanjay Mishra -
[email protected]4. The Captcha as given in the box should be entered then click the
"Login" button.
5. After logging in, the software would automatically move to next
screen. By default, the SPARROW window will open up as shown in
the next page.
6. After successful login, the above window will open up. This
page will have some tabs in the left side depending upon the role
assigned to the officer. Above page is for the role of Custodian. These
roles are allocated Super Custodian (Zonal Nodal Officer) and on
logging in, different window will open up depending upon the role
assigned to that user ID.
The basic function of the Custodian is to define the work flow.
Accordingly, the Custodian has to click the tab "workflow" on the left
hand side the screen and then click Create/ update link.
7. On clicking the Workflow, the Tab will extend and
"Create/Update" link will be displayed. On clicking the
"Create/Update" link (as shown in image above), the "Employee
Search for Assessment - Workflow Creation" window will open up.
8. Workflow Creation" window will have two tabs which are
"Workflow Within same Organisation" and "Workflow With All
Organisation". Now depending upon whether the Custodian is
creating workflow for the employee in same formation or in some
different formation, he will choose "Workflow Within same
Organisation" or "Workflow With All Organisation" respectively. It is
advisable to select "Workflow With All Organisation".
Custodian should then select "Assessment Period" from the
drop down menu provided.
Now the Custodian has to search the officer in respect of whom
he wants to create work flow. Out of all the displayed option, the
Custodian can search either by name or employee code. It is advisable
to use the "Employee Code" of the officer for search as it is unique
identification number for any officer
Once the “Employee Code” is entered & search button is
pressed; the name of the officer whose workflow is to be created will be
populated in a table below:
9. Three square boxes will also be displayed in the left side of the
officer’s name. These square boxes will have a colour depending upon
the status of workflow creation for the officer which is given as below.
In Process Completed Not Started
Custodian should click the Create Workflow Tab (In Blue Colour)
which will populate the details of the Officer and a window will open
for "Creation of Work Flow - Choosing Workflow Period” as given in
the screen below.
In this window, the "Assessment Period" has to be selected first
which has to be done very carefully. The Assessment period has to be
selected depending upon the dates during which the officer has
worked under different Reporting and Reviewing officers during the
financial year.
The APAR can be generated for period which is not less than 90
days. There may be periods where he has not worked under any
Reporting and Reviewing officer for 90 days or more. In such cases,
the form for NRC has to be selected by PAR Manager as in such cases
NRC is to be issued. Hence, PAR Manager may be required to create
more than one work flow during the year for any officer.
The dates for assessment period (from and to) are to be selected
from the calendar as shown below.
10. After selection of the assessment period, the Status has to be
selected from the drop down menu out of the three options i.e.
"WORKING", "NRC" and "FOREIGN ASSIGNMENT". Where ever the
APAR is to generated, staus "WORKING" should be selected. Foreign
Assignment is to be selected when the officer is on any Foreign
Assignment with UN / WCO etc where the APAR is not written.
After selection of the Status, in case where the Status selected is
Working, then the Form Type has to be selected from the drop down
menu out of the two options depending on the present grade of the
officer.
11. Let us now create work flow for an officer who has worked under
one set of Reporting and Reviewing officers from 16th April to 24th July
2018 and he has not completed 90 days under any Reporting /
Reviewing officer for middle period which is more than 90 days and he
went for Foreign Assignment for remaining period with UN / WCO etc
where the APAR is not written and only Foreign Assignment Note is to
be placed in APAR folder as per DoP&T O.M. The work durations of
this officer is tabulated below.
S.No. From To
1. 16/04/2018 24/07/2018
2. 25/07/2018 20/11/2018
3. 21/11/2018 31/03/2019
12. The workflow details have to be filled in by the Custodian in the
table below:
13. Till now, only workflow has been generated by Custodian but no
PAR has been generated. Custodian can generate the PAR for which
"PAR tab" should be clicked. On clicking it, the PAR tab will extend
and 4 links will be displayed below PAR tab i.e. "Generation", "Update
Section I", "Tracking" and "Force Forward".
14. On clicking "Generation" link, the "APAR Generation" window
will open up as shown below. In this window, he has to select the
Assessment Period
Then he can search employee by his/her Employee Code by filling the
Employee code and clicking search button whereby all the PARs
workflow created for that employee will be populated.
Alternatively, he can leave the Employee Code as blank and can
only tick the "Not Generated" checkbox. In this case, the details of all
the employees whose workflow has been created by Custodian but
PARs are yet to be generated will be listed. The Custodian can select
the work flow for any employee from the list for generation of APAR.
15. Let’s try to create APAR for an officer for whom 3 work flows have
been created by the PAR Manager for any year based on the following
work durations.
S.No. From To Status
1. 16/04/2018 24/07/2018 Working
2. 25/07/2018 20/11/2018 NRC
3. 21/11/2018 31/03/2019 Foreign Assignment
16. For above work durations, the Custodian had already created
three work flows. One for the period during which the officer has
worked under one set of Reporting and Reviewing officers from 16th
April to 24th July 2018. Second for the period where he has not
completed 90 days under any Reporting / Reviewing officer but this
period is more than 90 days and third for period during which he was
on Foreign Assignment with UN / WCO where the APAR is not written
and only Foreign Assignment Note is to be placed in APAR folder as
per DoP&T O.M. These 3 workflow will be reflected as shown below in
the Custodian screen for this officer.
17. Custodian needs to be click Generate under the heading "Quick
Action" for generating APAR. Now let us consider all the three cases
one by one.
18. First we will generate the APAR for the period 16-04-2018 to 24-
07-2018. The Custodian should click the Generate which is in the line
of the Work Flow for the period 16-04-2018 to 24-07-2018 and the
first page of the APAR i.e. Section-I of APAR will open up as shown
below.
19. Certain fields like Name of the officer, Year of Allotment, Date
of Birth, and Employee Code in the Section I of the APAR will be auto
populated. If these values are incorrect the same can be
changed/corrected by the Custodian.
20. Custodian should take extra care in filling the "Period Worked”
under the Reporting and Reviewing officer (column no. 9) factually &
correctly. The names of the Reporting Officer & Reviewing Officer
along with the date field of "Period Worked" will be auto populated.
The date fields will auto populate with same dates which are the initial
and final dates of the period of work flow. The Custodian should
however update these from and to dates for both Reporting and
Reviewing officer with actual dates of supervision by these officers
(which may last beyond the period under consideration) by clicking the
calendar.
While updating these dates, if Custodian finds any mistake in
creation of Work Flow, the Custodian can delete the work flow and
can create a new work flow. This deletion of workflow is explained later
in this manual.
21. In column no. 10, leave details are to be filled by selecting the
dates from the calendar icon and entering the type of leave and
remark as shown in screen below. For adding more leaves click on add
“+” tab in green colour as shown in the screen below.
22. Column no. 11 consists of the Training details to be filled if the
officer has attended any training during the period for which the APAR
is being written. Training dates are to be selected from the calendar
under “Date From” and “Date To”. Enter the Institution or
Organisation where an officer has attended training and also the
Subject in which the officer has been provided training.
23. Column no. 12 consists of Awards and Honours details. For
adding more awards click on add “+” tab in green colour as shown in
the screen below.
24. There are two options provided at the bottom, one as "Save as
Draft" and "Send To Officer Reported Upon” as seen in the screen
above. If the Custodian needs to save the Section-I of document for
later reference he/she can click on "Save As Draft" or otherwise the
document can be send to the Officer Reported Upon by clicking "
Send To Officer Reported Upon ".
On clicking “Send To Officer Reported Upon” button, a window
asking OTP will appear in which you have to fill the OTP which will be
received in your mobile linked with Adhaar card. Once OTP is
submitted, a confirmation window will pop up reading- "Once form is
submitted, data will not be changed. Are you sure want to
Submit". Click OK to submit the Section-I of APAR.
25. Once the PAR document is sent to the Officer reported upon, a
confirmation message will be displayed as shown below and an email
and sms alert will also be sent to the officer reported upon to this
effect.
Deletion of Work flow:
Action required by Custodian when work flow created is not
correct
26. In case, the Custodian finds that the work flow created is not
correct and one or more work flow needs to be modified, he has the
power to delete any work flow. The deletion can only be done before
the generation of the APAR. Once the APAR is generated by Custodian,
deletion is not possible.
27. For deletion, the custodian has to go to the "Workflow" menu of
the SPARROW. On clicking the Workflow, the Tab will extend and
"Create/Update" link will be displayed. On clicking the
"Create/Update" link, the "Employee Search for Assessment -
Workflow Creation" window will open up. Workflow Creation"
window will have two tabs which are "Workflow Within same
Organisation" and "Workflow With All Organisation"respectively.
Now Custodian has to select "Workflow With All Organisation".
Custodian should then select "Assessment Period" from the drop
down menu provided. Once the "Assessment Period" is selected from
the drop down menu; various search options will come on the screen
as below.
28. Out of all the displayed option, the Custodian should fill the
"Employee Code" of the officer who’s APAR he wants to delete.
29. The Name of the officer will be displayed.
30. After clicking on Create/Update Workflow all the workflows
created for the officer will be displayed as below:
31. The workflow created will have two options Update and Delete
as shown in the screen above. The Custodian can delete the wrong
Workflow generated. On clicking the Delete button a message box will
open up as shown in the screen below wherein the Reason for Deletion
is to be filled up. Custodian can also attach any reference document if
required.
32. After writing the reason and uploading the document, Click
Submit. The system will ask for confirmation before deletion. A
confirmation message will pop up as shown below:
33. Once Ok is clicked, the said work flow will be deleted and the
system will automatically propagate the remaining period for which
the workflow is not yet to be created. The custodian can then generate
the corrected workflow again.
Disclosing of APAR to the Officer Reported Upon
34. After the Reviewing officer assesses the APAR and submits it to
the Custodian, the APAR is reflected in the Inbox Section of the
Custodian. The Inbox section of the Custodian contains 5 tabs which
are My PAR, Assess PAR, Delegated, Manual Process and Process
as shown in the screen below.
35. The APAR generated, NRC and Foreign Assignment will be
shown in Process tab.
36. Clicking on the APAR ID the Disclose to Officer Section will be
opened.
37. Clicking on the Disclose to Officer Button, the APAR will be sent
to the Officer Reported Upon and the following message will appear:
Closing of APAR generated.
38. Click Process tab in the Inbox and the following screen will
appear.
The APAR so generated for the period from 24-04-2018 to 24-07-2018
in case of the given example will appear here. The Current stage here
will show CR section to Disclose.
39. The Custodian has to Click over the APAR id relating to the
APAR generated and the following screen will appear.
40. Click Close button to close the APAR and the following message
will appear
41. Now the generated APAR will go to the account of the Officer
reporting Upon.
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