handbook of digitization for dop staff core system ...cept.gov.in/annexure e - handbook of...

Handbook of Digitization for DOP Staff

Core System Integrator (CSI) For

DEPARTMENT OF POSTS Ministry of Communications & IT, Government of India

July 07, 2016

Version 2.2 (Draft)

Tata Consultancy Services 4th and 5th Floor, PTI Building,

4, Parliament Street, New Delhi -110001, India

DOP – CSI PROGRAM

Confidential of 24

Confidentiality Statement

This document contains information that is proprietary and confidential to Tata Consultancy

Services Limited, which shall not be disclosed outside Department of Posts, transmitted or

duplicated, used in whole or in part for any purpose other than its intended purpose. Any use or

disclosure in whole or in part of this information without express written permission of Tata

Consultancy Services is prohibited. Any other company and product names mentioned are used

for identification purposes only and may be trademarks of their respective owners.

© Copyright 2014, Tata Consultancy Services (TCS)

TATA Code of Conduct

We, in our dealings, are self-regulated by a code of conduct as enshrined in the ‘TATA Code of

Conduct’. We request your support in helping us adhere to the code in letter and spirit. We

request that any violation or potential violation of the code by any person be promptly brought

to the notice of the Local Ethics Counsellor or the Principal Ethics Counsellors or the CEO of TCS.

All communication received in this regard will be treated and kept as confidential.

DOP – CSI PROGRAM

Confidential of 24

Document Release Note

Customer: Department of Posts

Project: Core System Integration (CSI) Program

Document Details

Name Version Number Description

Handbook of Digitization for DOP Staff 1.0 Base Version

Handbook of Digitization for DOP Staff 2.0 Changes after Pre-Pilot phase

Handbook of Digitization for DOP Staff 2.1 Changes as per Nodal Officer’s

feedback

Handbook of Digitization for DOP Staff 2.2 Changes as per the new process

adopted for digitization

Revision Details

Action Taken

(add/del/change)

Previous page number New page number Revision

description

The documents or revised pages are subject to document control.

Please keep them up-to-date using the release notices from the distributor of the document.

These are confidential documents. Unauthorized access or copying is prohibited.

Document Approvals

Approved By Approval Date Authorized By Authorization

Date

DOP – CSI PROGRAM

Confidential of 24

Document Revision List

Customer: Department of Posts

Project: Core System Integration (CSI) Program

Document Name: Handbook of Digitization for DOP Staff

Release Notice Reference (for release)

Revision

Number Revision Date Revision Description Version Author

1 18 June 2014 Changes as per experience

gained from Pre-Pilot

V 2.0 TCS CSI team

2 24 June 2014 Changes as per feedback

received from Nodal Officer

V 2.1 TCS CSI team

3 04 Jul 2016 Changes as per the new

process adopted for

digitization

V 2.2 TCS CSI team

DOP – CSI PROGRAM

Confidential of 24

Table of Contents

1. INTRODUCTION ....................................................................................................................................... 6

2 KNOWING WHICH ALL DOCUMENTS WILL BE DIGITIZED ......................................................................... 7

3 DESIGNATING DOP STAFF FOR INVOLVEMENT IN DIGITIZATION ACTIVITIES ........................................... 8

4 ACTIVITIES TO BE COMPLETED BEFORE DIGITIZATION STARTS AT A DIGITIZATION HUB .......................... 9

4.1 ENSURING ALL DOCUMENTS THAT NEED TO BE DIGITIZED ARE UPDATED BEFORE DIGITIZATION STARTS ......................... 9

4.2 IDENTIFYING AND MARKING ENTRIES IN SERVICE BOOK ...................................................................................... 9

4.3 PREPARING CHECKLISTS FOR AVAILABILITY OF DOCUMENTS ................................................................................. 9

4.4 LABELING & ARRANGING THE SERVICE BOOKS AND FILING THE DOCUMENTS ......................................................... 10

4.5 CONFIRMING THE READINESS OF THE DOCUMENTS AND THE DIGITIZATION HUB ..................................................... 10

4.6 TRANSPORTING THE DOCUMENTS TO DIGITIZATION HUB ................................................................................... 11

5 DIGITIZATION PROCESS ......................................................................................................................... 13

5.1 MINIMAL DATA DIGITIZATION .................................................................................................................... 13

5.2 SERVICE BOOK DATA DIGITIZATION .............................................................................................................. 13

5.3 WHICH SECTIONS OF THE SERVICE BOOK WILL BE DIGITIZED ? ........................................................................... 14

5.4 WHICH TYPE OF ENTRIES IN SECTION IV OF SERVICE BOOK WILL BE DIGITIZED ? .................................................... 14

5.5 SCOPE OF DIGITIZATION OF OTHER DOCUMENTS ............................................................................................. 17

6 KNOWING THE OFFICE WHERE THE DOCUMENTS WILL BE DIGITIZED .................................................... 18

7 SELF VERIFICATION OF THE DIGITIZED SERVICE BOOK BY THE EMPLOYEE ............................................. 19

8 MAINTAINING SERVICE BOOKS AFTER COMPLETION OF DIGITIZATION ................................................. 20

9 DIGITIZATION SUMMARY ...................................................................................................................... 21

9.1 PREREQUISITES FOR DIGITIZATION ................................................................................................................ 21

9.2 MINIMAL DATA DIGITIZATION .................................................................................................................... 21

9.3 SERVICE BOOK DIGITIZATION ...................................................................................................................... 22

10 ANNEXURE A - CHECKLISTS AND FORMATS .......................................................................................... 23

11 ANNEXURE B – REPORTING FORMATS ................................................................................................... 24

DOP – CSI PROGRAM

TCS-DoP Confidential of 24

1. INTRODUCTION

This document is intended to benefit the staff at those DOP offices, whose documents will be

digitized as part of CSI program, and who will be involved in digitization related activities. It is

intended to help them understand the requirements for digitization activities and to prepare for

digitization in advance.

Preparing for digitization at DOP offices, and digitizing the documents, involves the following

activities:

1. Knowing which all documents will be digitized

2. Designating DOP staff for involvement in digitization activities

3. Activities to be completed before digitization starts at a digitization hub

4. Digitization Process

5. Knowing the location (Office) where the documents will be digitized

6. Self Verification of the digitized service book by the employee

7. Maintaining Service Books after the digitization is completed at the hub

8. Digitization Summary

*Note – Entries related to Advances and LTC/Leave Encashment will be identified by DoP SPOCs, all

other types will be identified by the digitization vendor

Each of the above items is elaborated in the following chapters.

DOP – CSI PROGRAM


2 KNOWING WHICH ALL DOCUMENTS WILL BE

DIGITIZED

As per scope of digitization under CSI program, the following list of documents will be digitized:

Sr No

Area Name of the Document

1 HR Service Book

2 HR Home town declaration

3 HR Family particulars

4 HR Health Certificate (along with Handicapped Certificate, if applicable)

5 HR Nominations - CGEIS

6 HR Nomination - DCRG

7 HR Nomination – GPF

8 HR Verification report for Educational qualification / Attested copy of the certificate of the qualification from employee

9 HR Declaration regarding close relation

10 HR Marital Status Form

11 HR Community Certificate

12 HR Date of Birth Certificate

13 HR Educational qualifications certificate

14 HR Professional & Technical qualification

15 HR APAR (Gazetted Group A + B Staff)

16 HR GDS Personal Details (Descriptive Particulars), with handicapped certificate, if applicable

17 HR GDS - Attestation Form

18 HR GDS - Appointment Order

19 HR GDS - Nominations (CGEIS)

20 HR Establishment Register

21 HR EST - 79 Forms

22 F&A PPO Register - DoP Pensioners

23 F&A PPO Register - 3rd Party Pensioners

24 F&A Pension Payment Register

DOP – CSI PROGRAM


3 DESIGNATING DOP STAFF FOR INVOLVEMENT IN

DIGITIZATION ACTIVITIES

Digitization of documents under the CSI program is an elaborate exercise. To ensure execution of all

digitization activities, DOP will appoint senior officers in the following roles:

Nodal Officer for digitization – CSI program

Nodal officer for each circle

DOP will issue internal communication relating to these roles at appropriate times to the respective

stakeholders.

In addition to the above, each Head of the DoP Unit (Divisional Head, DAP, CO, RO etc) will need to

undertake the following activities:

a) Ensuring that all documents that need to be digitized are updated with latest entries/

information, well in advance of the digitization start date

b) Properly filing and labeling the service books/ documents

c) Preparing a checklist for availability of all available documents for digitization

d) Transporting these documents to the Digitization hub

e) Deputing of staff to the Digitization hub, who shall be designated as DoP SPOCs for that Unit.

More than one SPOCs may be deputed to the hub, if required.

SPOCs

The readiness of the service books and other documents for digitization has to be ensured by the

same DOP staff who are responsible for maintaining these. These DOP staff will also be deputed to

the corresponding digitization hub and will stay there till the digitization is completed by the vendor.

Henceforth these staff will be referred to as DOP SPOCs (Single Point of Contacts) for their respective

offices.

SPOCs play a very important role during the process of digitization. Their presence at the hub

during digitization is mandatory, and their absence and non-involvement with the vendor team

directly impacts the quality of digitization, as experienced in the earlier digitization exercise.

A pre-defined number of SPOCs need to be identified and assigned to participate in digitization

activities at each hub. A list of identified SPOCs for each hub must be shared with TCS as per the

checklist “Checklists for readiness of documents and SPOCs” in Annexure A.

DOP – CSI PROGRAM


4 ACTIVITIES TO BE COMPLETED BEFORE

DIGITIZATION STARTS AT A DIGITIZATION HUB

There are certain prerequisites which are required to be completed for digitization. These activities need

to be done at the respective offices where the service books and other documents are maintained.

44..11 EEnnssuurriinngg aallll ddooccuummeennttss tthhaatt nneeeedd ttoo bbee ddiiggiittiizzeedd aarree

uuppddaatteedd bbeeffoorree ddiiggiittiizzaattiioonn ssttaarrttss

All documents as mentioned in Section 2 need to be updated to ensure that the latest information is

digitized. For example, service books of all employees must have the latest entries made in all

sections of the service book (Bio data, previous qualifying and Foreign Service, History & verification

of Service, Leave account, CCL etc.). Any amendments and updates to the entries already made (e.g.

in case of pay revision) must also be done prior to the beginning of digitization.

Updation of paper records must begin in sufficient advance of the digitization start date for it to

be completed in time. DOP offices will also get internal communication within DOP to this effect,

please follow the instructions appropriately.

Important Points to ensure readiness of Service Book –

1. Each service book needs to be marked with a bold line after the last entry made in Service

Book pages by DoP SPOCs prior to handover to the vendor team for digitization. DoP SPOC

should also put his/ her signature and date after this bold line. This will ensure to separate

digitized entries from those entries, which are made, if any, after digitization has been

completed by the vendor.

2. Leave Balance to be updated properly as per the latest leave orders.

44..22 IIddeennttiiffyyiinngg aanndd MMaarrkkiinngg eennttrriieess iinn SSeerrvviiccee bbooookk

The digitization scope is defined in the section 5. Service books need to be marked by DOP for

following type of entries so that it will be easy for the vendor team to identify such type of entries:

1. Advance

2. LTC and Leave Encashment

44..33 PPrreeppaarriinngg cchheecckklliissttss ffoorr aavvaaiillaabbiilliittyy ooff ddooccuummeennttss

A proper record of which all documents are available for digitization needs to be maintained for

each employee in his/her service book and also for non-employee related documents. The following

checklists have been devised for the same:

DOP – CSI PROGRAM


Checklist for Retiring employees (applicable to employees who will retire before 15-Apr-

2018)

Checklist for Employee records (applicable to all other employees)

Checklist for GDS

Checklist for Other records (applicable to office level records like establishment register)

Please refer to the attached checklist for all documents required during digitization. DOP SPOCs

need to ensure that “Checklist for Retiring employees”, “Checklist for Other Emp” and “Checklist for

GDS” is printed on paper and accurately filled and signed by each person preparing the checklist.

These filled-in checklists should be inserted within the respective service books. Also “Checklist for

Other records” is accurately filled and signed.

For the checklists refer to Annexure A.

DoP SPOCs should confirm the non- availability of the applicable documents for respective

employee/office, to their office-in-charge, as well as to the nodal officer for digitization of CSI

program. All efforts should be made to make these documents available for digitization.

44..44 LLaabbeelliinngg && aarrrraannggiinngg tthhee sseerrvviiccee bbooookkss aanndd ffiilliinngg tthhee

ddooccuummeennttss

All employee related documents for each employee, should be collated into a single file or service

book and the same should be clearly labeled on the cover page with the employee details like

Employee Group, Employee Name, Date of Birth, Date of Retirement, GPF or PRAN number, office

where currently working etc. The Format of the Label and information to be filled in is as per the

worksheet in “Checklist for Documents to be Digitized” excel sheet in Annexure A.

Service Books for those employees, whose date of retirement is before 15-Apr-2018, should be

bundled and handed over to the vendor team separately.

44..55 CCoonnffiirrmmiinngg tthhee rreeaaddiinneessss ooff tthhee ddooccuummeennttss aanndd tthhee

ddiiggiittiizzaattiioonn hhuubb

After all the documents have been properly made up to date and ready for digitization, TCS team

and the vendor team needs to be confirmed in advance of the digitization start date at the hub.

Similarly the readiness of the digitization hub for the vendor team to start the digitization operations

needs to be confirmed.

To confirm this readiness, following checklists as per Annexure A needs to be filled up and sent to

TCS, 2 weeks prior to the digitization start date:

DOP – CSI PROGRAM


Checklist for readiness of digitization hub

Checklist for readiness of documents at digitization hub

Template for Supervisor details

44..66 VVeerriiffyyiinngg tthhee cchheecckklliissttss aanndd VVeennddoorr VViissiitt ttoo DDOOPP ttoo

cchheecckk tthhee rreeaaddiinneessss

Once TCS has received the checklists from DOP, the same will be verified by TCS to check whether all

mentioned tasks has been completed for all available service books and other documents. If the

checklists are complete, TCS will share these checklists to vendor team and a visit to DOP office will

be done by vendor team. During their visit to DOP office vendor team will verify the readiness of

service books and other documents. Vendor will also visit the Digitization hub location and verify the

readiness. Vendor will require installing the Data Entry Software on the desktops provided by DOP

for the SPOC’s usage.

44..77 TTrraannssppoorrttiinngg tthhee ddooccuummeennttss ttoo ddiiggiittiizzaattiioonn hhuubb

For digitization, all records need to be consolidated and moved from your office to the digitization

hub designated for your office. At the end of digitization activity these records will be sent back from

the Digitization Hub to your office.

Before transporting the records to the digitization hub, you should make a list of documents that will

be transported to the digitization hub and handed over to the digitization vendor.

Note: All service books need to be marked with bold lines at the end of last entry present in Service

Book pages by DoP prior to handover for digitization. This needs to be ensured before transporting

these documents to digitization hub.

44..88 DDeessiiggnnaattiinngg SSPPOOCCss ffoorr ddiiggiittiizzaattiioonn

A pre-defined number of SPOCs must be identified for each hub and a list of SPOCs to be shared as

per checklist in Annexure A.

One desktop in good working condition for each SPOC must be made available by DOP at each hub

for use by the SPOCs for DOP verification and re-verification activities. Each desktop will need to be

installed with a software provided by the vendor before the digitization starts. The minimum

requirement for the desktop is mentioned in Annexure A.

DOP – CSI PROGRAM


44..99 TTrraaiinniinngg SSPPOOCCss ffoorr ddiiggiittiizzaattiioonn

The vendor will train all the DOP SPOCs at the digitization hub, on the digitization process, their

responsibilities and usage of the digitization tool. The training will be imparted by the vendor on the

first day, before his team actually starts to digitize the documents. A separate training session for the

Self Verification and SB Maintenance will be conducted by TCS for DOP employees.

Note: This training will be a classroom session of typically half day duration and must be mandatorily

attended by all the SPOCs designated for that hub, irrespective of which office they currently work in

and when their responsibilities as SPOC at the hub begin. Vendor will not provide this training

subsequently separately to any SPOC at the hub.

DOP – CSI PROGRAM


5 DIGITIZATION PROCESS

Once the Service book and other documents are ready and transferred to Digitization Hub, the

vendor team will start the digitization. The data from these documents will be digitized in two parts.

First the Minimal data will be digitized and then the completed service book and other documents

will be digitized.

55..11 MMiinniimmaall DDaattaa DDiiggiittiizzaattiioonn

Minimal data is defined for an employee as the essential data which is required to get the details of

the employee available in the CSI System. Minimal data includes employee name, employee’s

joining details and current working details. The format of the minimal data is attached in Annexure

A.

The vendor team will enter the minimal data using a digitization tool. Vendor team will first identify

the data from service book and other documents, which is to be entered as minimal data and will

mark this data. There will be two set of data entry DE1 and DE2. Both will be completed by two

different data entry operators at the digitization hub. Once DE2 is complete then a Quality check will

be done in the tool automatically in which mismatch between the two set of entries will be

highlighted. The vendor team will resolve these and then give the data to DOP SPOC to verify the

same. During the verification if any mismatch is found the data will be corrected by vendor team.

Once data is verified by DOP SPOC, the minimal data entry for an employee is completed.

Vendor will complete minimal data entry for all employees at a hub, before proceeding to the next

step.

55..22 SSeerrvviiccee bbooookk DDaattaa DDiiggiittiizzaattiioonn

Once the minimal data entry is completed for all the employees, then the remaining entries from

Service Book and other documents of each DOP employee currently in service will be digitized.

The vendor team will first scan the complete service book and other documents. Once scanning is

completed, the images will be available in the digitization tool to digitize the data. The vendor shall

identify the entries in the scanned Service books to be digitized. He may seek help of DoP SPOCs,

whenever required for identifying such entries. Before handing over the Service Books to the vendor

for digitization, DoP SPOCs shall mark the entries only regarding Advances and LTC/Leave

Encashment, since these are few and far and between.

Once the marking is completed the vendor team will enter the data in the digitization tool in two set

as DE1 and DE2. After DE2 quality check (QC) will be done. In QC the automatic comparison of

entries of DE1 and DE2 will be done and mismatch will be highlighted. Vendor team will resolve

these mismatches. Once QC is complete then vendor team will give data to DOP SPOC for

verification and feedback given by DOP SPOC will be incorporated.

DOP – CSI PROGRAM


There are specific types of entries in the service books that will be digitized, others will either be

digitized partially or not digitized. The scope of digitization of those employees who will retire before

15th April 2018 is slightly different as compared to other employees.

The scope of digitization of service books is explained below:

55..33 WWhhiicchh SSeeccttiioonnss ooff tthhee SSeerrvviiccee BBooookk wwiillll bbee DDiiggiittiizzeedd ??

Section to be Digitized or Not ?

Sr. No. of Section of the Service Book

Name of Service Book Section

Employees retiring BEFORE

15-Apr-2018

Employees retiring AFTER 15-Apr-2018

Remarks

I First page (Bio Data) Yes Yes Bio Data page will be Data entered and Scanned

III (A) Previous qualifying service

Yes Yes All entries in this section will be digitized

III (B) Foreign Service Yes Yes All entries in this section will be digitized

IV History and Verification of Service

Yes Yes Specific type of entries will be data entered. DOP SPOCs need to identify and mark each entry in SB for digitization and for exclusion. Guidelines for identification are provided later in this section.

V Form of Leave Account

Yes Yes Only Leave balance will be digitized.

VI Form on Child Care Leave

Yes Yes Only Leave Balance will be digitized (As part of Minimal Data).

VII Appendix No No This section will not be Digitized

55..44 WWhhiicchh ttyyppee ooff eennttrriieess iinn SSeeccttiioonn IIVV ooff SSeerrvviiccee BBooookk wwiillll bbee

DDiiggiittiizzeedd ??

The following table explains which type of entries will be digitized and which will not be, and how

these should be marked.

DOP – CSI PROGRAM


Entries those are digitized need to be marked with a suitable sign i.e. tick mark (√) in erase-able

pencil on the left hand side margin of the page. Entries which are not to be digitized need to be

marked with a suitable sign i.e. Cross mark (X) in erase-able pencil on the left hand side margin of

the page. Each entry in section IV of the service book must carry either a “√” or a “X” sign.

Some entry types (e.g. Advance, LTC and Leave encashment, pay fixation etc) are mentioned in

remarks in Service Book, those entries also need to be identified and marked for digitization in the

same way as explained above.

Entry To be Digitized or Not ?

Sr No

Service Book Section Employees retiring BEFORE 15-Apr-2018


1 Advance (To be marked by DoP SPOC)

Yes Yes

2 Details of house building advance (To be marked by DoP SPOC)

Yes Yes

3 Dies non Yes Yes

4 Increment Yes Yes

5 Joining Yes (As part of Minimal Data) Yes (As part of Minimal Data)

6 LTC and Leave Encashment (To be marked by DoP SPOC)

Yes Yes

7 Reversal of promotion Yes Yes

8 Strike Yes Yes

9 Transfer Yes Yes

10 Comments of internal audit

No Yes

11 Pay Fixation No Yes

12 Training No Yes

13 Leave EL/HPL need to be captured ONLY from 1st January onwards of the current calendar year. All other type of leaves to be captured/marked from Date of joining.

EL/HPL need to be captured ONLY from 1st January onwards of the current calendar year. All other type of leaves to be captured/marked from Date of joining.

14 Promotion Only the last (most recent) promotion details to be marked for digitization. All other promotion entries should be marked as Cross.

Yes

15 Punishment Only current active punishment details to be marked for digitization. All other punishment entries should be marked as Cross.

Yes

DOP – CSI PROGRAM


Entry To be Digitized or Not ?

Sr No

Service Book Section Employees retiring BEFORE 15-Apr-2018


16 Suspension Only current active suspension details to be marked for digitization. All other suspension entries should be marked as Cross.

Yes

17 Annual Verification of Service

The complete service period of the employee needs to be verified (as done as a part of annual verification) and a new entry needs to be made in the SB, as the last entry covering the period from date of joining to the current date. The checklist on items to be verified as part of verification of complete service duration verification of service is as under - 1. Pay 2. Leave Details 3. LS & PC incase of deputation to foreign service 4. CGEGIS contribution 5. LTC/HTC, leave encashment 6. Suspension, dies non, promotion, reversion, punishment order, fixation of pay etc.

The complete service period of the employee needs to be verified (as done as a part of annual verification) and a new entry needs to be made in the SB, as the last entry covering the period from date of joining to the current date. The checklist on items to be verified as part of verification of complete service duration verification of service is as under - 1. Pay 2. Leave Details 3. LS & PC incase of deputation to foreign service 4. CGEGIS contribution 5. LTC/HTC, leave encashment 6. Suspension, dies non, promotion, reversion, punishment order, fixation of pay etc.

18 Deputation No No

19 Details of family members

No No

20 Arrears No No

21 Change of Post No No

22 Joining Time No No

23 Recovery of group insurance

No No

24 Remarks No No

25 Transit Period No No

26 Any Others No No

*Note - New Consolidated single entry for Verification of complete Service duration should also be

marked with tick mark (√) for digitization.

DOP – CSI PROGRAM


55..55 SSccooppee ooff ddiiggiittiizzaattiioonn ooff ootthheerr ddooccuummeennttss

The following table explains which type of documents will either be scanned or data entry will be

done or both:

Employees retiring BEFORE 15-Apr-2018


Sr No

Name of the Document Data Entry Scan Data Entry Scan

1 Service Book * Yes Yes Yes Yes

2 Home town declaration Yes No Yes Yes

3 Family particulars Yes No Yes Yes

4 Health Certificate Yes No No Yes

5 Handicapped certificate - if applicable

Yes No Yes Yes

6 Nominations - CGEIS Yes No Yes Yes

7 Nomination - DCRG Yes No Yes Yes

8 Nomination - GPF Yes No Yes Yes

9 Declaration regarding close relations

No No No Yes

10 Marital Status Form No No No Yes

11 Community Certificate (If SC/ST/OBC)

No No No Yes

12 Date of Birth Certificate No No No Yes

13 Verification report for Educational qualification / Attested copy of the certificate of the qualification from employee

No No Yes No

14 Educational Qualification No No No Yes

15 Professional & Technical qualification

No No No Yes

16 APAR (Gazetted Group A + B Staff)

No No No Yes

* Note - Service book will be scanned completely only for digitization purpose. After the digitization

only Biodata page of service book will be available as scanned copy.

DOP – CSI PROGRAM


6 KNOWING THE OFFICE WHERE THE DOCUMENTS

WILL BE DIGITIZED

Digitization of documents will be taken up at a suitable office agreed with DOP and this will be

referred to as “Digitization Hub” (DH). At one digitization hub, documents of several other DOP

offices may be digitized, depending upon the volume of documents.

For example, CEPT Mysore may be designated as a digitization hub. At this hub documents of the following four offices will also be digitized:

Mysore HO

Saraswathipuram HO

Mandya HO

Channapatna HO

Ramanagram SO

The digitization Hub applicable for your office is mentioned in Section 3 of the Digitization Schedule

document, Version 1.1.

DOP – CSI PROGRAM


7 SELF VERIFICATION OF THE DIGITIZED SERVICE

BOOK BY THE EMPLOYEE

This activity is applicable only for Service books.

Each employee, whose service book has been digitized, will be required to verify the contents of his/

her digitized service book.

Please note that this is only meant to allow any differences between the physical service book (paper

based) of the employee and the digitized service book (on computer) to be identified and corrected.

This does not cater to any changes which the employees might want to be done to their service book

for any other reasons.

TCS will provide an application using which each DOP employee will be able to verify the digitized

details of his/her service book. In case any errors to the digitized details are noticed by the employee

as compared to physical Service Book, the application will allow the employee to identify those

changes and mention the correct content. The supervisor of the employee will then need to approve

these changes where upon the changes will be saved. In case the supervisor rejects the changes, the

service book details of the employee will be saved without any changes.

Following will be required for SB self- verification by employees:

Supervisor’s name (with GPF/ PRAN) for each employee, who will review (approve/reject)

the changes marked by employee. The same may be provided in the attached format as per

Annexure A

Infrastructure – Desktop and internet connectivity at DOP offices from where the DOP

employees will verify their own digitized service books.

DOP – CSI PROGRAM


8 MAINTAINING SERVICE BOOKS AFTER

COMPLETION OF DIGITIZATION

After the service books have been digitized at the hub, these will be sent back to the respective

offices which are responsible for maintaining these.

After CSI system goes live the service books will be maintained in the system. However, after

completion of the digitization at the hub, there may be some time before the CSI system goes live.

During this time also the service books need to be maintained. TCS will provide an online application

that will allow DOP to maintain the service books upto the time when CSI system goes live.

DOP – CSI PROGRAM


9 DIGITIZATION SUMMARY

The responsibility for digitization related activities is illustrated in the table below. Some of these

activities need to be done at the respective offices where the service books and other documents

are maintained. Other activities will be done at the digitization hub where the DOP SPOCs will be

deputed and the vendor will carry out the digitization.

The Activities involved prior to digitization and during the digitization are defined separately below:

99..11 PPrreerreeqquuiissiitteess ffoorr ddiiggiittiizzaattiioonn

Sr # Activity Responsibility

1. Updating the Service Books and other Documents with latest

entries and information.

DOP SPOC

2. Labeling & arranging the service books and filing the

documents.

DOP SPOC

3. Identifying and marking each entry relating to only Advances

and LTC/Leave Encashment, in the service book for

digitization and exclusion before handing over to the

digitization vendor.

DOP SPOC

4. Preparing checklists for each employee for availability of

documents for digitization as per the format attached in

Annexure A.

DOP SPOC

5. Verify the list of documents handed over to digitization

vendor

DOP SPOC deputed to DH

99..22 MMiinniimmaall DDaattaa DDiiggiittiizzaattiioonn


1. Identifying and marking entries (other than for Advances and

LTC/Leave Encashment) related to minimal data, in the

service book for digitization and exclusion.

Vendor

2. Help the vendor team in understanding and interpreting the

contents of the documents.


3. Digitize the minimal data from the service book and other

documents.

Vendor

4. Answering and resolving queries posed by the vendor team. DOP SPOC deputed to DH

DOP – CSI PROGRAM


5. Doing QC of the digitized minimal data. Vendor

6. Verifying the contents of the digitized minimal data for

correctness


7. Correcting errors found during DOP verification. Vendor

8. Re-verifying the errors corrected by vendor. DOP SPOC deputed to DH

99..33 SSeerrvviiccee BBooookk DDiiggiittiizzaattiioonn


1. Scan complete service book along with the other documents

listed in the section 2.

Vendor

2. Identifying and marking each entry on the scanned copy of

service book for digitization and exclusion.

Vendor

3. Help the vendor team in understanding and interpreting the

contents of the documents.


4. Digitize the remaining entries (other than minimal data) from

service book and other documents as defined in the scope of

digitization in section 6.

Vendor

5. Answering and resolving queries posed by the vendor team DOP SPOC deputed to DH

6. Doing QC of the digitized documents. Vendor

7. Verifying the contents of the digitized documents for

correctness *


8. Correcting errors found during DOP verification. Vendor

9. Re-verifying the errors corrected by vendor. DOP SPOC deputed to DH

10. Signing the list of documents finally verified for correctness ** DOP SPOC deputed to DH

11. Verifying the list of documents handed back by vendor. DOP SPOC

*Each SPOC must be provided with one desktop at the digitization hub, by DOP for the verification

activities

** DOP SPOCs must take a print of the format provided in Annexure A for signing the list of employees

whose SBs & other records have been verified by them. This print should be sent to the TCS team at the

completion of the digitization activity at each digitization hub.

DOP – CSI PROGRAM


10 ANNEXURE A - CHECKLISTS AND FORMATS

1. Format of Labels for Service Books & Checklist for availability of documents for digitization

Checklist for Documents to be Digitized Ver 2.1.xlsx

2. Checklists for readiness of documents and SPOCs

Checklist for readiness of documents at digitization hub ver 1.1.doc

3. Checklists for readiness of digitization hub

Checklist for readiness of digitization hub ver 2.2.doc

4. Format for signing list of employees whose documents have been verified by DOP SPOCs

Format for signing list of documents verified by DOP SPOCs Ver 2.1.xlsx

5. Format of the Minimal Data

Minimal data Template.xlsx

6. Format in which supervisor details are to be provided

Template for Supervisor details V2.1.xls

7. Minimum requirements of the desktop required for DOP SPOC

Minimum Desktop Requirements for DOP SPOC.xlsx

DOP – CSI PROGRAM


11 ANNEXURE B – REPORTING FORMATS

Weekly Reporting Format :

1. Sample Executive Summary

Hub Data Entry QC Scanning DOP Ver :

Data Entry

DOP Ver:

Scanning

Self Ver. Online

Update

Data Entry QC DOP Ver

Mumbai 102% 102% 102% 102% 102% 100% 100%

Nagpur 100% 100% 100% 100% 100% 84% 86%

Pune 100% 100% 100% 100% 100% 100% 72% 100% 100% 100%

Guwahati 100% 100% 100% 100% 100% 92% 79%

Tinsukhia 100% 100% 100% 100% 100% 100% 98% 100% 100% 100%

N.A.

N.A.

SERVICE BOOKS GDS FORMS

2. Sample Hub-wise Summary

Office Name Total SBs

SBs in which marking of

entries completed

SBs for which digitization completed

SBs for which QC completed

Verification (DoP) Completed

DE1 DE2 Scanning Data Entry

Scanning Data Entry

Scanning

Circle Office 72 72 72 72 72 72 72 72 72

DAP Guwahati 59 59 59 59 59 59 59 59 59

TOTAL 131 131 131 131 131 131 131 131 131

Following is the status of SB self verification and online updation at Guwahati Hub:

Office Total SBs Digitized SBs Verification Completed

SBs Update Completed

Assam Circle 72 68 66

DAP Assam 59 52 37

Total 131 120 103