User Manual

Representation of Reserved Categories

In

Posts and Services in GOI

Introduction:-

RRCPS Monitoring System is a web-based application, which helps to know the status

of Vacancies and appointments for SC/ST/OBCs in all existing

Ministry/Department/Organisation(s). The application enables the DoPT to maintain a

record for the Vacancies/Appointment made in all Ministry/Department and

Organisations/Services under their administrative control.

The system has been designed in such a manner that the Nodal officer of a Ministry can view

the status of vacancies/appointments made in the concerned Ministry/Department including

all organisations/services under this Ministry/Department. This has been achieved by putting

rigorous efforts while designing the application.

The Establishment Reservation Dopt shall assign username and password to the authorized

nodal/liaison officers in all Ministries/Departments.

Ministries/Departments requested to create appropriate user accounts for various

Ministries/Departments/Organisations/Services under their administrative control. Users of

Ministries/Departments/Organisations/Services functioning under the Ministries will

thereafter fill up details about the Appointments made during the year and Total

Representation (Existing +Appointments made during previous year) as on 1st January of

Next Year in the input performa provided in RRCPS s/w and submit the same to the

administrative ministry concerned. On receipt of data from their subunits

Ministries/Departments/Organisations/Services, the Ministries will verify and then submit the

data online through RRCPS to the Dopt.

How to access The application can be accessed through a web browser (preferable Internet Explorer

6.0 onwards). The address for the portal is http://rrcps.nic.in

After giving the above URL, the user will get the following Login Screen 1.1

Login Screen for RRCPS Monitoring System

Screen 1.1

How to Login As shown in the diagram (Screen 1.1). Before accessing the application, the user has

to provide the valid “User Name” and “Password” assigned to them and the verification

code shown on the screen. Once the UserName and Password are validated, for the first time

user will get the Create Profile page as shown in screen 1.2.Only after creating complete

profile user can access Home page. However if user forgot his/her Password then he/she has

to click on the link “Forgot Password” for getting the new password in his/her registered

email-id.

Forgot Password On clicking “Forgot Password” link given on screen 1.3 , Forgot Password page is

displayed as shown in screen 1.31

Screen 1.3

Screen 1.31

Screen 1.311

Screen 1.312

After enter valid User Id and verification code click the submit button and user will get the

next screen as shown in screen 1.32

Screen 1.32

Then user will answer the security questions ,answer same as given at time of

registration for password and enter verification code given in image then click the submit

button. If all the 3 answers and verification code are validated then a new password will be

generated by system and mailed to the registered email-id provided in the system and

message screen 1.33 will be display.

Screen 1.33

Create Profile

Very First step of User’s is to ‘Create Profile’. Only after creating complete profile user can

access his/her home page.

Steps to Create Profile :

Change Password -> Add Users Details -> Register for New Password

After Successful login user will get the screen 1.4

Screen 1.4

Enter current password ,New password satisfies Password policy and Confirm Password then

click “Change Password”. After password changed successfully screen 1.5 will be displayed.

Screen 1.5

Second step is to enter user details.Remember fields marks as red * are compulsory.After

user’s details added successfully below Screen 1.6 will be displayed.

Screen 1.6

At last Register for New Password and remember these answers as they help in case of

Forgot Password to generate new password. After successful profile creation below screen

1.7 will display

Screen 1.7

Ministry/Department admin can view on Home Page

On top left side user name and last successful login date & time will display

In top centre application name and user ministry/department name with privilege will

display

In top right side current data & time will display

Then following menus will display

1. Home

2. Update

User Profile

Organisation

Service

3. Annual Data Entry

For Min/Dept Proper

For Organisation

For Service

4. Send Data to Min Admin

5. Undo/Cancel Send Data to Min Admin

6. Verify/Lock Annual Data Entry

7. Unverify/Unlock Annual Data Entry

8. Send Data To DoPT

For Ministry(s)/Department(s)/Organisation(s)

For Service(s)

9. Undo/Cancel Send (Min+Org) Data To DoPT

10. Undo/Cancel Send Service Data To DoPT

11. Query/Reports

View Output Report

View Sent Feedback/Suggestions

List of Existing Login

List of Ministries/Departments/Organisations/Services

Annual Data Status

12. Login Audit

13. Register For Password

14. Change Password

15. Give Feedback

16. Logout

Home Page Centre will contain

Currently Logged users list

Ministry/Department Proper/Organisation(Only Attached/Subordinate

Offices)/Service Online Annual Data Status

Feedback with reply display on Feedback board

Notice board display all messages DoPT want to display

Action as Ministry/Department Admin

Action in case of Data entry done by Ministry admin on behalf of Users

List of Organisations/Services under respective Ministry/Department

Login Details of Users under respective Ministry/Department

Organisations(Other than Attached/Subordinate Offices) Online Annual Data

Status

Guidelines for Nodal Officers

Procedure to Add New Organisation

First click link “Add New Organisation” as shown in below screen with red arrow and screen

1.8 will be displayed

Screen 1.8

To add new organization click “Add New Organisation “ button given at above screen and

screen 1.9 will be displayed

Screen 1.9

Field Name Description

Select Min/Dept Select Ministry Department from Dropdown Menu Mandatory.

Organisation Name Enter the Organisation name Mandatory

Organisation Type Enter the Organisation Type Mandatory

Address/Location Enter the address/Location of department Optional

Nodal Officer Name Enter the nodal officer name Optional

Officer Address Enter the Officer address/Location of department Optional

Officer Email Enter the Officer Email-Id. Optional

Officer Phone No. Enter the Officer Phone no. Optional

Officer Mobile No. Enter the Officer Mobile No. Optional

Remarks

If the admin wishes to enter any remarks pertaining

to the Organisation, he can enter in the remarks

column.

Optional

You can also update existing Organisation details by clicking “Edit” given on screen 1.8 with

red oval and on click screen 1.10 will be displayed

Screen 1.10

After add/modification you have to send organization name for approval , only after DoPT

approval data entry/login creation for that oragnisation can be done.For approval ,Check the

checkbox for respective organisation and then click ‘Click to Verify’ button as shown in

below screen 1.11

Screen 1.11

Procedure to Add New Service First click link “Add New Service” as shown in below screen with red arrow , after click

screen 1.12 will be displayed

Screen 1.12

To add new service click “Add New Service” button given on above screen and after click

screen 1.13 will display.

Screen 1.13

Field Name Description

Cadre Controlling Authority

Level Click the CCA Level radio button. Mandatory

Select CCA Min/Dept Select CCA Department from Drop Down List. Mandatory

Select CCA Organisation Select CCA Organisation corresponding to the

Ministry/Department Selected above. Optional

Service Name Enter the Service name. Mandatory.

Select Service Group Select Service group from drop down list. Optional

Remarks If the admin wishes to enter any remarks pertaining

to the service, he can enter in the remarks column. Optional

You can also update existing Service details by clicking “Edit” link given on screen 1.12

shown by red arrow and after click screen 1.14 will display ,here you can make modifications

in existing service details.

Screen 1.14

After add/modification you have to send Service name for approval , only after DoPT

approval data entry/login creation for that Service can be done. For approval ,Check the

checkbox for respective Service and then click ‘Click to Verify’ button as shown in below

screen 1.15

Screen 1.15

Only after DoPT approval Organisation/Service will be available for annual data entry and

only then you can create login for Organisation/Service as shown below

Before approval organization will not be available for Data entry and also cann’t be

able to create login for that Organisation as shown in below screens with red arrow

Only after DoPT approval respective organization will be available for Data

Entry/Login Creation as shown in below screens with red arrow

Before approval Service will not be available for Data entry and also can’t be able to

create login for that Service as shown in below screens by red arrow

Only after DoPT approval respective Service will be available for Data Entry/Login

Creation as shown in below screens with red arrow

Procedure to create New Login Click Update -> User Profile on home page to create new login as shown in below screen

, After click screen 1.16 will display

Screen 1.16

To create a new login click “Add New Login” button , screen 1.17 will display as shown

below

Screen 1.17

Screen 1.18

Field Name Description

User Name Enter user name. Mandatory.

Password

Enter Password with password policy (Password

should be between Eight to Fifteen characters. It

must contain at least one number (0-9), one

uppercase letter (A-Z), one lowercase letters (a-z)

and one special character, but no spaces. (e.g.

Indi@G@te8)).

Mandatory

Login authentication/privilege

level

Click the user privilege level radio buton. For eg.

Ministry admin/Ministry user/Organisation user

level.

Mandatory

Select Min/Dept Select the Ministry/Department name from

Dropdown menu Mandatory

Select Organisation Select Organisation corresponding to the

Ministry/Department Selected above. Optional

Login Valid Upto Enter the Login valid Upto date. Optional

Local Emp code Enter the Local employee code. Mandatory

Employee name Enter the employee name. Mandatory

Designation Enter the user designation. Optional

Address Enter the Address of Nodal Officer of the

Ministry/Department Optional

Phone No Enter the Phone No’s of Nodal Officer of the

Ministry/Department. Optional

Email Enter the Email of Nodal Officer of the

Ministry/Department. Optional

Remarks

If the admin wishes to enter any remarks pertaining

to the Nodal Officer, he can enter in the remarks

column.

Optional

Nodal officer can make individual login for Ministry proper,Organisation,Service users as

shown in screen 1.18.After adding login details you can modify user’s and also your own

details by clicking “Edit” link as shown in below screen

Click the ‘Edit’ link in left side for make updation ,after click below screens will display

You can update/delete user’s login details any time.In future if you want to make any

Login to be disable then just enter that date after which want to disable in respective

user’s ‘Login valid Upto’ textbox and click ‘Update’ as shown in screen 1.19

Screen 1.19

Procedure to Fill Annual Data Entry For

Min/Dept Proper

For annual data entry for Min/Dept Proper click Annual Data Entry->For Min/Dept

Proper as shown in below screen by arrows , after click screen 1.20 will display

Screen 1.20

All fields are mandatory , after all selections below screen will display

If you are making appointment then select ‘Yes’ and input performa as below screen will

display.

And if you are not making appointments then select ‘No’.Here no need to fill data By

Direct,Promotion and Deputation recruitment as shown in below screen.

Fill data and click ‘Save’ button and further you can update/delete data.

Only after sending data to DoPT data will be locked and it will become readonly and then no

more modifications will be possible as shown in below screen.You have to request DoPT to

unlock data only then you can perform futher modification/correction.

Organisation

Click Annual Data Entry -> For Organisation as shown in below screen with arrows ,

after click screen 1.21 will display

Screen 1.21

If you are making appointments then click “Yes” , input performa as shown below

Will display

If you are not making appointments By Direct,Promotion and Deputaion then click ‘No’

below performa will display

Fill data and click ‘Save’ button.You can make further updation also as shown below

After sending data to DoPT data will be locked and it will become readonly as shown in

screen 1.21, no more modifications can be done.For further modifications you have to request

DoPT to unlock data only then modification/correction can be done as shown below

Screen 1.22

Service

Click Annual Data Entry -> For Service as shown in below screen by below screen , after

click screen 1.23 will display

Screen 1.22

In above screen all fields are mandatory, after all selections below screen will display

Fill annual data and click ‘Save’ button and after submit data you can make further changes

in data.

After sending data to DoPT data will be locked and it will become readonly as shown in

screen 1.23 , futher no modification will be possible.Only way for modification is DoPT ,

You have to request DoPT to unlock data only then futher modification/correction can be

done.

Screen 1.23

Procedure to Send data to DoPT

1. First Verify Annual data

2. Send Consolidate data for Ministry/Department (Ministry/Department +Organisation)

3. Send Service Annual Data

If you are doing Data entry on behalf of Ministry/Department/Organisation/Service then steps

to Send Data to DoPT

1. First Send data to Ministry/Department Admin As shown in below screen

Note : First complete fill annual data for all groups/paybands for respective

Ministry/Department/Organisation/Service , only then you can forward data to Ministry

Admin

2. Second Verify Annual Data To verify annual data click “Verify/Lock Annual Data Entry” button on home page as

shown by red arrow in below screen , after click screen 1.24 will display

Screen 1.24

Before verification you can view report sent by User’s as Annex-1/Annex-2/Annex-3.

For verification enter Remarks in textbox as remark is mandatory and then click “Verify”

and if want correction in data then enter remarks and click “Return It” button as shown in

below screen.

3. Send Consolidate data for Ministry/Department (Ministry/Department + Organisation) to DoPT Click “Send(Min+Org) Data To DoPT” button on home page as shown by red arrow

in below screen , after clicking screen 1.25 will display

Screen 1.25

Remember one thing when you send consolidate data means sending data for Proper

Min/Dept and Organisation (Attached/Subordinate only).Before ‘Sending data to DoPT’

make sure data for proper min/dept and under attached/subordinate organisation completely

filled and verified , only then you can be able to send data to DoPT.For sending data to DoPT

select respective record ,enter remarks and click ‘Send To DoPT’ button as shown in below

screen

4. Send Service Annual Data

Send Service Data to Ministry Admin

Verify Service Data

Above two steps are same as for Min+Org

Send Service Data to DoPT

To send service data click ‘Send Service Data to DoPT’ button on home page as

shown by arrow in below screen , after clicking screen 1.26 will display

Screen 1.26

First Select radio button for respective service , enter remarks and click ‘Send To DoPT’ to

send data to DoPT.Make Sure annual data for respective Service must completely filled only

then you can send data to DoPT.

Query/Reports The following options are available there

View Output Report

List of existing Login

List of Ministry(s)/Department(s)/Organisation(s)/Service(s)

Annual Data Entered (All)

Annual Data Sent to Dopt

Annual Data Entered But not Send To Dopt

View Output Report

To view output report click ‘View Output Report’ option as shown in below screen by

arrow , after clicking user will get the screen 1.27. The following options are available

there

Display

View Report

Screen 1.27

View Report On Clicking Annex-I/III below screen will display

First click on consolidate radio button for consolidate report or individual radio button

for page wise report.

Select Report Required For – Click Proper Ministry for Ministry Report, Click

Ministry Including Organisation for Ministry and its under Organisation report and

for only Organisation Report click Organisation Only radio button.

Select Appointment Year from dropdown list.

Finally after all selection click View Report Button will display screen 1.28

Screen 1.28

You can take printout of output report by clicking ‘Print’ button.

On clicking Annex-(II) For Services as shown by arrow in below screen will display screen

1.29

Screen 1.29

First click on consolidate radio button for consolidate report or individual radio button

for page wise report.

Select Appointment Year from dropdown list.

Click the view report button to view the output report and user will get the screen 1.30

.

Screen 1.30

Click ‘Print’ button to take out the print of desired report.

List of existing login(s) On clicking the List of Existing Login user will get the screen 1.31. The following

options are available there

Display

Exact Search

Matching

Screen 1.31

Display It is a search button, it display filter data acc. to data enter in textbox (rec/page ,User Level,

User Id,Local User Code, User Name,Designation,User Details,remarks,Login created) as

shown in screen 1.32

Screen 1.32

Exact Matching By clicking exact search we can search exact data as enter in particular textboxes shown in

screen 1.33

Screen 1.33

Matching By clicking matching we can search data that match with the data enter in particular

textboxas shown in screen 1.34

Screen 1.34

List of Ministries/Departments/Organisations/Services On clicking the List of Ministries/Departments/Organisations/Services user will get the

screen 1.35. The following options are available there

Ministry(s)/Department(s) List

Organisation(s) List

Service(s) List

Screen 1.35

Click the Respective radio button to view the Existing List.

Ministry(s)/Department(s) List On clicking Ministry(s)/Department(s) List radio button will display screen 1.36.

Screen 1.36

Display It is a search button , it display filter data acc. to data enter in the textboxes (rec/page ,

Ministry,Min/Dept,DeptOfficer Detail , DeptRemarks) as shown in above screen.

Min/Dept Officer Details and Min/Dept Remarks checkbox for getting more filter data.

Organisation(s) List On clicking Organisation(s) List below will display screen 1.37.

Screen 1.37

Display It is a search button , it display filter data acc. to data enter in the textboxes (rec/page ,

Min/Dept,Org,OrgType,OrgOfficer Detail ,OrgRemarks) as shown in above screen.

Organisation Type,Org Officer Details and Org Remarks checkbox for getting more filter

data.

Service(s) List On clicking Service(s) List will display screen 1.38.

Screen 1.38

Annual Data Status On clicking Annual Data Status Ministry Admin can view current annual data status in

Consolidate/GroupWise Detailed List as shown Below

Consolidate List

GroupWise Detailed List

Login Audit

On clicking Login Audit user will get the screen 1.39. The following options are available

there

Display

Exact search

Matching

Successful Login ,Unsuccessful Login ,Invalid User ,Wrong Pwd , Logout

(Radio buttons)

Screen 1.39

Display It is a search button, it display filter data acc. to data enter in textbox (rec/page ,User Name,

Login Status, Login b/w particular dates) as shown in screen 1.40

Screen 1.40

All Click the All radio button to view all users.

Successful Login Click the successful login to view only those users list that did successful login as shown in

screen 1.41

Screen 1.41

Unsuccessful Login Click the unsuccessful login to view only those users list who did unsuccessful login(invalid

user /wrong Pwd) as shown in Screen 1.42

Screen 1.41

Invalid User Click the Invalid user to view only invalid users list.

Wrong Pwd Click the Wrong Pwd to view only those users list who try to login with wrong pwd.

Incomplete Profile Click the Incomplete profile to view those users list who didn’t create complete profile yet as

shown in below screen

Logout Click the Logout to view only those users list that did logout as shown in below screen

Register for new password form On clicking the Register for new password user will get the screen 1.42

Screen 1.42

Field Name Description

First Question Select 1st question from Dropdown Menu Mandatory.

Answer Enter the answer of 1st question Mandatory

Second Question Select 2nd

question from Dropdown Menu Mandatory

Answer Enter the answer of 2nd

question Mandatory

Third Question Select 3rd

question from Dropdown Menu Mandatory

Answer Enter the answer of 3rd

question Mandatory

After entering the questions and answers we can save the record by clicking the submit

button. After saving data if user want to update the recorded questions and answers then

again click the “Register For Password” menu and user will get the screen 1.43

Screen 1.43

After entering the questions and answers we can update the record by clicking the update

button.

Change password form On clicking the change password form user will get the screen 1.44

Screen 1.44

Field Name Description

Current Password Enter the old password. Mandatory.

New Password Enter the new password. Mandatory

Confirm Password Enter the confirm password. This field should be

same as the new password. Mandatory

If some user wants to change his password then he can use this option. He required to

enter the old password as well as new password. After that he can click change password to

store the new password.

Users are advised to change their password regularly to avoid misuse of his login.

Logout This option is used to end the current session of the system. The system displays the Screen

1.45 as shown below.

Screen 1.45