NIC Kerala State Centre SPARK-User Manual Page 1 of...

NIC Kerala State Centre SPARK-User Manual of 36

NIC-KLSC-ASG4-SPARK-UM Version 2.0 Release: 10th June 2012

5.1.2. Service Matters

In SPARK, the processing modules are grouped into two. All the salary

related items are grouped under the module Salary Matters that can be

operated only by a DDO or a person assigned by DDO. All the service related

items, other than salary, are grouped under Service Matters, which can be operated by the establishment administrative officer or by person assigned by

administrative officer. In some offices, both service and salary processes are

handled by same person. In that case he can access both modules.



5.1.2.1. Personal Details

Any changes in the details of an employee can be updated through this

option. This page is same as the employee’s data entry screen. Here the

employee code will be available only through drop down field. When an

establishment administrative officer login in, he will get the privilege to view/modify the details of the employees to whom he is eligible to operate. Also

he can view/edit details of employees from the offices for which the

administrative officer’s office is the immediate controlling office. The changes in employee’s details, if any, can be done through this screen by selecting the

corresponding sub-item link. The photograph and signature of an employee which

is uploaded at the time of Employee creation time, can be updated by this form



5.1.2.2. Generate Data Sheet

An administrative officer can view/print the consolidated data sheet. The data

sheet can be generated for an employee or in designation wise groups. The data

sheet contains personal details, Service details and all the information which is

entered in the edit employee record and personal details form



5.1.2.3. Employee Id Card

The Identity cards of employees can be printed through this screen. By

selecting the department, office and designation, the employees will be listed

under that designation. Here the ID card can be generated for an employee by

selecting an employee or for all employees together by selecting all.



5.1.2.4. Probation Clearance details

The probation clearance details of an employee can be updated through the

screen. By selecting the office and the designation, the list of employees due for

probation clearance will be listed on right part of the page. Select an employee

from the list and enter the probation clearance date, order number and order date in the left part of the screen. Probation clearance office order can be generated

from the ‘print draft order’ button. The draft order can be generated and the

details can be modified any number of times till you click on the ‘Confirm and Update data’ Button. Once you click on the confirm button, the master database

will be updated and further modifications are not allowed and the order generated

will be final.



5.1.2.5. Vacation Duty

Employees working on vacation time , can be entered the details through

this form . Details can be entered by selecting department ,district, office and

entering year. After this , select employee then enter duty assigned dates and

exemption dates



5.1.2.6. Regularization Details

The regularization details of the employee can be updated here. The

procedure is same as that of probation clearance details. Select an employee

from the eligible list and update the regularization details. Regularization office

order can be generated from the ‘print draft order’ button. The draft order can be generated and the details can be modified any number of times till you click on

the ‘Confirm and Update data’ Button. Once you click on the confirm button, the

master database will be updated and further modifications are not allowed.



5.1.2.7. Advance Increment sanction

Advance increment sanction of employees in police department can be

entered through this. The list of employees will be listed by selecting office,

designation, bill type, scale type. Select the employees from the list and enter

the order number on the left side. Enter DDO name and designation name. Advance Increment sanction draft order can be generated from the ‘Generate

Report’ button. The draft order can be generated and the details can be modified

any number of times till you click on the ‘Update data’ Button. Once you click on the update button, the master database will be updated and further

modifications are not allowed. The order generated will be the final.



5.1.2.8. Increment Sanction

Employee’s salary annual increment sanction can be done through this

screen. The list of employees who are due for annual increment will be listed by

selecting office, designation, scale type, increment type, month and year. Select

the employees from the list and enter the order number on the right side. Increment sanction draft order can be generated from the ‘print draft order’

button. The draft order can be generated and the details can be modified any

number of times till you click on the ‘Confirm and Update data’ Button. Once you click on the confirm button, the master database will be updated and further

modifications are not allowed. The order generated will be the final.



5.1.2.9. Promotion

The details of employees who gets promotion can be updated here. Select

the employee and enter the promotion details. Also Employees reversion and

grade promotion can be updated here . By selecting employee current details

will be displayed . user has to enter new promotion details. If service category of the employee is changing then only give part salary details as ‘yes’

Click on Pay Fixation Details if applicable.



5.1.2.10. Employee in Working Arrangement

Employees who is in working arrangement and eligible for HRA and CCA of

working arrangement office can be updated details here.



5.1.2.11. Appointment to Higher Post

The details of an employee getting direct appointment in a higher post while

in service can be updated here. By selecting office and employee current details

will be displayed. Then enter new post’s details



5.1.2.12. Transfer

The transfer process can be done through this module, which contains :

Generate Transfer Order

The transfer order generation can be done from this page. Select the

employee to be transferred and enter the details. Clicking on the Print Draft

Order will generate draft office order in pdf format until you click ‘Confirm and update data’. This will update these transfer details in the respective databases

and the order generated after than will be final. . There are 3 types of transfers.

Departmental Transfer, Inter –Departmental Transfer and Transfer with promotion



Relieving on Transfer, where relieving details from the present office

will be updated. By selecting office, employees whose transfer order is generated will list in employee list. Then select employee and enter

relieving details . Clicking on the Print Draft Order will generate draft

office order in pdf format until you click ‘Confirm and update data’. This

will update these transfer details in the respective databases and the order generated after than will be final



Joining on Transfer in the New office, where details after joining the

new office will be updated. By selecting office, employees transferred to that office will list . After selecting an employee user has to enter Date of

joining, section, bill type and acquittance type



Generate Appointment order

Here the Appointment Order for employees can be generated for First

Appointment. Fill the details which are required to be printed in the order and

click on generate button to print the order in pdf format.



5.1.2.13. Deputation

All the deputation related activities are grouped here. They are :

Relieve on Deputation

When an employee leaves from the present office on deputation, the

deputation details like deputation period, new department, office, date relieving

from the present office, designation in the new office, order number and date are to be updated here. The draft office order can be generated by clicking on the

‘Print draft order’ till selecting ‘Confirm and update data’.



Join on Deputation

When an employee joins in the new office on deputation, his joining details

are to be updated here.

While selecting the office name from drop down, the list of employees deputed to that office will be listed. Select the particular employee from the list and

update his joining and other details.



Relieve from deputation

When the employee relieves from the deputed office to his parents office

after completion of deputation, the relieving details like relieving date is to be

updated here.



Return from Deputation

When the employee joins his parent office after completing the

deputation, the joining details in the parent office are to be updated. Date of

joining to the parent department is updated here.



5.1.2.14. Leave

The leave details and accounting are grouped under this module. The

contents are :



Leave Account

The leave account of the employee will be maintained here. While selecting an employee, the details of leave account will be displayed. Both EL

and HPL are maintained here. First select leave type then select ‘Enter

Opening balance’ option to enter opening balance of leaves as on a date.

The Option ‘ Enter Opening Balance on Subsequent Date’ is using for any correction in leave account . The Option’ Credit leave based on previous

balance’ is using for knowing present leave balance



Leave Entry

The details of the leaves availed by an employee will be updated here and also will display the list of leaves taken by the employee. Enter leave

availed details of an employee before salary processing.



Leave Surrender

This is the first step of leave surrender processing . This will generate

office order for leave surrender. Enter the Year and select the Month. Select

the Employee and enter the details and click the insert button. This will give

the view of the office order in which the content can be modified as per the requirement.

5.1.2.15. Retirements

This module deals with the updation of employee details pertaining to Retirement, Termination or Resignation.



Retirement/Termination/Resignation

Select the employee who is retiring, select the reason for retirement

like death, resignation, superannuation, termination or voluntary retirement

and the date of retirement. By updating this details, this employee will be

removed for the list for further salary processing.



Retirement due

The list of employees due for retirement for a period can be generated

here. Before this update all employees superannuation date .



5.1.2.16. Incumbency Details (Health Dept)

This form is using for submitting incumbency details of all Doctor’s in the

Institution , If a Doctor’s name is not found in the dropdown list, enter the PEN in

the ‘PEN’ Textbox and press Enter key of Tab key , If a Doctor’s name is not

found in the dropdown list and the Doctor does not have PEN, then enter the name in the ‘Name’ Textbox and press Enter key of Tab key , Use approved

designations alone in the Administrative Cadre and General Cadre. Designations

such as ‘Superintendent’, ‘DMO’, ‘Medical Officer’ etc are not valid designations. Specialty Cadre designations with the specialty shall be used. Designations such

as ‘Anesthetist’, ‘Gynecologist’, ‘Medical Consultant’ etc are not valid.



5.1.2.17. Vacancy Position

This Shows cadre wise vacancy position in an office on a particular date.



5.1.2.18. Sanctioned Posts

The list of sanctioned posts in an office is maintained here.



5.1.2.19. Reporting officers

The reporting officer of each employee can be marked here.



5.1.2.20. Change of Drawing and Disbursing Officer

When a DDO in an office changes, the details about the old and new DDO’s

has to be updated here. By selecting office and DDO code current DDO details

will be displayed. To change new DDO user has to enter Pen number in ‘New DDO’

field and click ‘search’ button . After that enter ‘As on date’ as new DDO joining date in this office ,then confirm the process by clicking ‘Confirm ’ Button



5.1.2.21. Controlling Officer/Head of Office Changes

This form is used to record the changes of Head of office.



5.1.2.22. Part Salary Status

At the time of Promotion or transfer if employees are marked as part salary

they will be displayed here . and can be edited or deleted that details .



5.1.2.23. Property Returns

This is using for filing property returns for bill or establishment authorized

employee. This is a 4 step process .

The First Part shows employee details . employee has to confirm the details. Here employee has to confirm about the movable and immovable properties . If

employee has both then need to file part 2 and part 3 after that employee can

download the acknowledgement .Once the acknowledgement statement has taken then the details entered can not be modified



Here Employee Files immovable property details .



Here Employee Files movable property details .

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