­Delhi Administration Stenographers' Welfare Association (Regd.) C/o. DGEWF, Room No. 126, 1st Level, Delhi Secretariat, I.P. Estate, New Delhi-110002. E-mail: gnctdss_daswa@yahoo.com gnctdss.daswa@gmail.com

ANNEXURE – ‘D’

Measures to enhance effectiveness, improve responsiveness and performance appraisals:

1.                  Implementation of Personnel Information System (PIS) – Process of implementation of Personnel Information System (PIS) was introduced in the year 2003 and sufficient infrastructure was provided for implementation of the same. Despite completion of records in electronic form, the PIS has not yet been implemented. It is pertinent to mention it is a very useful instrument to handle service record by any HR Department which is services department in case of GNCT of Delhi.

2.                  Linking of PIS with Accounts Information System – In this Information Technology era it was advised that usage of PIS and Accounts Information System be linked in a way so that any incumbent may get proper information with regard to his updated service record, APAR, increments, MACPs, Promotions, GPF or any payment whether it is salary or any allowance or reimbursement etc.

3.                  Unique Identification Number – It was suggested that there should be an unique identification number of every employee of Delhi Government which may be used as his/her ID to access the PIS (he may choose his own password) with limited access authority so that he can access to his service records and other accounts records etc. as mentioned in para 2 above. It is a very useful devise to save time of the employees which he consume to get information from different authorities. It was also suggested that every PAO has already provided a number which can be used as Unique ID Number of an employee.

4.                  Updation of website of GNCT of Delhi – There is requirement to improve web-site of Delhi Government, as there is no effective specific page / tab for employees which can be named ‘Employees Corner’. This page is a very useful devise to communicate with employees for any purpose. This page can also be a good platform to avail general information such as Different Circulars including training circulars etc., different types of guidelines, Mannual of Office Procedure, different communication from HoD concerned, Government Holidays, Different Formats of forms and applications used for different purposes etc. Further, a Personnel Information System (PIS) tab can be made available for providing general information to the employees with limited access. There is requirement to develop more softwares for day to day functioning of the departments so that most of the bulk routine work such as grant of periodical increments and orders thereof, different sanction orders, leave account and sanction orders thereof may be generated through these softwares. This will definitely save more working hours of the employees.

5.                  Online availability of all types of Forms and Guidelines thereof – There is requirement of preparing universal form system and availability of formats of all types of forms and applications with comprehensive guidelines to fill up the same and subsequent procedures (downloadable from web-site). Every department has to work out for this exercise to avoid any objections at any stage.  Simplification of each and every procedure is highly required.

6.                  Grievance Redressal Mechanism - There is requirement to improve grievance redressal mechanism. Presently, personal meetings are the main trend. There should be more methods of Grievance Redressal Mechanism which can be through electronic form placed on web-sites of Departments or through E-mails and SMS and there is requirement to address the issues and proper response may be provided. Frequent communication / interaction through Employee Corner of Web-sites of the Department by the HoD concerned is very much required to boost up the morale of the employees of the Department concerned. Further, there may be a open Grievance Redressal Meeting by all the HoDs in their respective departments in every six months (after calling registrations).

7.                  Effective Monitoring System – There is requirement to give more emphasis on  effective monitoring system. Statistical analysis of different kinds of periodical performance reports /information of different departments can be used as base data for formulating more effective policies for future. Distinct indicators and areas of priorities can be obtained from such analysis. Review and updation existing system and formulation of delivery oriented policies in different departments may be chalked out. Feed back from the user end is also an important part to rectify the defects and to deliver the services in effective manner. There may be regular periodical special drives for updation, weeding out, proper maintenance of records, handling pendency etc. by every department.

8.                  Contractual Appointments – Contractual appointments are being made in different departments which are not appropriate as there is no responsible and quality work culture has been seen in this category of employees. Hence, this type of work culture is required to be avoided to deliver quality and responsive services.  There is requirement of filling up all the regular vacant posts in all the categories of employees by DSSSB on urgent basis. It has been seen in previous years that DSSSB has remained failed to cater the needs of the different departments of the GNCT of Delhi by making regular recruitments which has not only caused inconvenience but also given encouragement to contractual appointments.

9.                  Transparent policy of Transfer / Posting -  This point has always remained very sensitive. Grievance redressal mechanism and proper transparent policy is required to be added more effectively.

10.              Compulsory Training on new joining and Induction Programme on transfers – There is requirement to provide compulsory training to all new appointees on all the modules of general functioning, used by that category of employees in different departments. Induction programmes for newly joined incumbent on transfers may also be formulated for effective delivery of services.

11.              APAR, MACP, DPC and Periodical Increments - There is requirement to make these procedures more speedy. Implementation of Personnel Information System (PIS) with more links and by adding /developing more softwares for this purpose can handle these procedures more effectively and speedily. 

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