SPARROWSPARROWImplementationfor Officers of 

INDIAN RAILWAYS

C&IS DirectorateMinistry of Railways

Agenda

• About SPARROW• Pre‐requisites for implementation• User Types & Roles• Digital Signing• SPARROW Activity Overview• SPARROW Activity Overview• Proposed Schedule for Implementation• Questions

About SPARROW

• Smart Performance Appraisal Report Recording On‐line Window– On‐line digital system for filing of APAR– Provides a managed workflow system for APAR filling and filing

– Application developed by NIC– Deployed for IAS initially– Now being expanded to all services under instructions of DoPT

APAR vs SPARROW

Conventional APAR SPARROW• Paper Based• Adhoc manually managed 

kfl

• Online on the portal• Pre‐defined automated 

kflworkflow• Manual tracking• Difficult to Monitor

workflow• System tracks progress• Real time monitoring• Difficult to Monitor

• Delays • Loss of document

• Real‐time monitoring• Bottlenecks visible• Documents not lost

• Paper / pen signatures • Use of Digital Signatures

SPARROW Features Overview

Workflow Authorization & DocumentWorkflowSetting

Authorization&AccessRoles Uploadoption

DigitalSigning&e‐Signing

OnlinePARGeneration

CentralizedDatabaseDe‐Centralized

Signing Generation Administration

Delegation(Authority&Permission)

LinkagetoeOfficePIMS(eServiceBook)

Alerts&NotificationsPermission)

SPARROW – Main Features

FeaturesOn line Generation • PAR Generation from the predefined templateOn line Generation PAR Generation from the predefined template

Workflow module• To set the Hierarchy Workflow • Reporting, Reviewing, Accepting• Representation to Accepting AuthorityRepresentation to Accepting Authority• Referral Board /Memorial to President

Delegation (Authority)• Delegation of Authority • Authority delegation is a delegation where all rightsDelegation (Authority) • Authority delegation is a delegation where all rights 

and privileges are provided to do the same function

Delegation• Delegate the right to prepare the draft PAR on 

behalf of the officerDelegation (PAR Draft Preparation)

behalf of the officer • This type of rights are normally provided by the 

officer to PA/PS 

SPARROW – Workflow

Workflow Type DescriptionStandard Normal flow of submissionStandard Normal flow of submission 

Flow will be based on the set hierarchy of Reporting/Reviewing/Accepting

Representation Sent by  Custodian to Representation Accepting h k dAuthority to take necessary decision

Referral Sent by  Custodian to Representation Accepting Authority to take necessary decisionAuthority to take necessary decision

For Manual Workflow :D fi h i i i f h l i PAR b llDefine the transition point of the electronic PAR to be manually submitted 

Pre‐requisites

• Pre‐requisites for all users– NIC e‐Mail ID (gov.in domain)

• Recovery cellphone number to be permanentR d t NOT Offi i l CUG N b• Recommend to NOT use Official CUG Numbers

– Aadhaar ID with linked cellphone numberLinked cellphone n mber to be permanent• Linked cellphone number to be permanent

• Recommend to NOT use Official CUG Numbers

– Employee Master Details– Employee Master Details• Personal details of each user to create validation data for user login

User Types & Roless @

RB • ICT Systems Managers @

Units • Primary 

Custodian Users • Reported 

upon

anagers Managers

• Super Custodian ag

ers @ • Alternative 

Custodian• Reporting

stem

 M

Custodian of Ministry of Railways W

  Mana

• PAR Manager

• Reviewing

• Accepting

Sys Railways

PARR

OW

• EMD Manager 

p g

• Appellate

SP

g

Digital Signing

• Digital Signing using eSign– Uses Aadhaar– OTP based verification through registered 

ll h bcellphone number– All users to be enabled for eSign

dh d• Hence Aadhaar made a prequisite

• Signing using DSC on crypto‐token– Needs to be procured from Certifying Authorities– USB crypto‐token to be used with PIN

SPARROW Activity Overview

Schedule for Implementation

D‐DAYDays 

from D‐Date

Scheduled Date Day Event / Milestone

First schedule planning meeting between NIC core team and RB-73 21-04-2017Friday First schedule planning meeting between NIC core team and RB team

-68 26-04-2017Wednesday Orientation session for RB team -68 26-04-2017Wednesday Training for the RB Helpdesk Personnel63 01 05 2017M d SPARROW L h Ki k ff ti f IR SPARROW t

17

-63 01-05-2017Monday SPARROW Launch Kick-off meeting for IR SPARROW team-49 15-05-2017Monday 1st One Day Workshop on SPARROW-48 16-05-2017Tuesday 2nd One Day Workshop on SPARROW-47 17-05-2017Wednesday 3rd One Day Workshop on SPARROW

03‐07‐201

-46 18-05-2017Thursday 4th One Day Workshop on SPARROW-45 19-05-2017Friday 5th One Day Workshop on SPARROW

-40 24-05-2017Wednesday EMD / PAR managers to START creating PAR workflowsTraining of end users to be startedg

-24 09-06-2017Friday END of PAR workflow creation-21 12-06-2017Monday START of Testing of PAR Dataentry and workflow

-3 30-06-2017Friday END of testing of PAR Dataentry and workflowTraining of end users to be finishedTraining of end users to be finished

0 03-07-2017Monday Reported upon officers to START online0 03-07-2017Monday To be planned

Things to be done to launchagers • Production 

instance DC‐DR site setup ag

ers • Training of 

Managers / Trainers Users • Training  of 

users• Login on the

m M

ana DR site setup

• Priming of EMD Database

• Central W  M

ana Trainers• Setting up of local helpdesk for the unit

U • Login on the portal

• Verify the EMD details 

System Helpdesk 

Management• Organize Training of AR

ROW • EMD updation

• APAR workflow setup

(Section‐1)• Initiate the APAR available in the inbox ofTraining of 

Trainers SPA setup

• Launchin the inbox  of  officers  Reported Upon

Questions

SPARROW – Roles 

RolesOwnership

Functional(Two categories)

p• PAR Custodian (Overall)• Alternate PAR Custodian• Decentralized PAR Custodian

PAR Generation/Work flow creation• PAR Manager

Hierarchy (Channel Of Submission)

• Officer Reported upon• Reporting Authority• Reviewing Authority• Accepting Authority

Application  (EmployeeDatabase)

• EMDManager 

System (System Setup) • System Administrator (Assignment Of Roles)

Roles (Functional – Ownership) 

Role Responsible Who DSC(Req)

PARCustodianOverall@RailwayBoard

• CustodianoftheSPARROWDatabase

• Custodian of the Central Repository

ServiceControllingAuthority

Yes

CustodianoftheCentralRepositoryofePAR Dossierofofficers

PARCustodianZR/PU

• IsthecustodianofthePARsoftheDepartment/ Ministry/State

ConfidentialCellofthe Railway Unit

YesZR/PUConfidentialCell

Department/Ministry/State theRailwayUnit

PARManager • Sets thechannelofsubmission ConfidentialCellof No

Reporting/Reviewing/AcceptingAuthority inWorkflowforPAR

theRailwayUnit

Roles  (Hierarchy) Role Responsible Who DSC

(Req)

Officer • FillthePARFormandSubmittoReportingOfficerasperthedefinedscheduleandtimeline

OfficerReportedUpon

Yes

ReportingAuthority

• AssessmentofthePAR• ReportingOfficergradesthePAR

forwardingtoReviewingOfficer

ReportingAuthority Yes

ReviewingAuthority

• ReviewsthecommentsoftheReportingOfficer

• ReviewingAuthoritygradesthePARd f d h A i A h i

ReviewingAuthority Yes

andforwardstotheAcceptingAuthority Authority

AcceptingAuthority

• AcceptingAuthorityisresponsibleforfinalizing the PAR Accepting YesAuthority finalizingthePAR Authority Yes

Roles (Application) 

Role Responsible Who DSC(Req)

EMDManager • Updatingtheemployeeinformation• Ontransfer/superannuation• Onnewjoining

I di i d

Establishment/AdminSectionoftheC fid i l No• Immediate actiononupdateto

happenonissueoftransferorderConfidentialCelloftheUnit

No

SPARROW – Roles (System) 

Role Responsible Who DSC(Req)

PARAdministrator@ RailwayBoard

• Setsthe PARSystemparameters• PAR/AppraisalTemplates

• Periodofappraisal

ServiceControllingAuthority

No

• Populates alltheprimarydatabases

• UpdateandmaintainthePARtemplates for the respective cadrestemplatesfortherespectivecadres

• AssignandDe‐assign ofSPARROWRoles

C di f SPARROW D b• CustodianofSPARROWDatabase

SystemAdministrator

• Development/EnhancementofSPARROWApplication RBCC No

@ RailwayBoardpp

• TechnicalSupport

SPARROW – Getting Started

User/Official SPARROWApplication

• NICeMail id • Employeedata

• DSChastobeinstalled • Workflowtobeset

• ePAR forOnlinesubmission • PARtobeGenerated

System Requirement

•NICeMail•EmployeeData

kfl

• Roles• MappingUserstothe

l•Workflowentry Roles• DSCProcess

• OS:MSWindows,Linux

• Centralizedhostingat RCIL data center

Pre‐ Requisites

Linux• Browser:Internet

Explorer10orhigher/Mozilla

atRCILdatacenter.• Multiplenetworklines

• Bestviewresolution:Firefox2.6orhigher

• AdobeReader7.0orhigher

• Antivirus Software

1024X768pixels• RAM:2GBDDRorhigher

• Scanners• AntivirusSoftware • Scanners