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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.
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NIC-KLSC-ASG4-SPARK-UM Version 2.0 Release: 10th June 2012
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
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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
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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.
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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.
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NIC-KLSC-ASG4-SPARK-UM Version 2.0 Release: 10th June 2012
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
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NIC-KLSC-ASG4-SPARK-UM Version 2.0 Release: 10th June 2012
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.
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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.
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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.
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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.
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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.
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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
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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
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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
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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
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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.
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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’.
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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.
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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.
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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.
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5.1.2.14. Leave
The leave details and accounting are grouped under this module. The
contents are :
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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
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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.
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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.
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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.
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Retirement due
The list of employees due for retirement for a period can be generated
here. Before this update all employees superannuation date .
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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.
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5.1.2.17. Vacancy Position
This Shows cadre wise vacancy position in an office on a particular date.
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5.1.2.18. Sanctioned Posts
The list of sanctioned posts in an office is maintained here.
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5.1.2.19. Reporting officers
The reporting officer of each employee can be marked here.
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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
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5.1.2.21. Controlling Officer/Head of Office Changes
This form is used to record the changes of Head of office.
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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 .
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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
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Here Employee Files immovable property details .