Restructuring & Review of Administrative Cadres

Idea is to make it work and make it work for Everyone

Goals
Endeavour is to bring about a remarkable upward shift in the professional competence of the workforce in CSIR Focus on clarity of roles, multiskilling, right sizing, team work, collaboration and evidence based performances Review of cadres with the constitution of a unified professional cadre (UPC) Re-Engineering and automation of processes Intensive capacity building interventions for augmenting functional/ behavioural competencies Institutional mechanisms to reinforce attitudes and behaviours that support a performance culture using Counseling, Mentoring, Peer Observation

Power associated with positions

Accomplishing Results & Professional Growth

Present Impediments to Progress

Stagnation beyond acceptable levels Performance management is subjective and not evidence based Career Growth imbalances in different Cadres Limited scope for Job rotation and Job enrichment the required training/ capacity development is not integrated with professional advancement

Unified Professional Cadre

UPC would draw progressively the manpower in the 3 existing Admin cadres & Stenographic Cadre Key Positions & Specialist Positions for UPC only; Reduced Residency Requirements at SO & Asst levels ( 8 yrs to 6 yrs) Multi-skilling and Role Rotation Training Opportunities, Mentoring & Counselling Incentive for moving into UPC Less of Hierarchical Relationships and more Collaborative Team work Objective Performance Appraisal (O-APAR)

Restructuring & Rightsizing

Job Analysis and Clarity of Roles Abolishing lower level positions and augmenting higher level positions Option to switch over progressive unification of 3 Administrative and Stenographic Cadres Matching Job Requirements to Individual Capabilities Grooming of Talent through Nautical (Counselling & Mentoring) Emphasis on Training and Building Capacities Team work and Learning by doing, observations, feedback

Designation

Administration & Stenographic Cadres Proposed sanctioned strength

(at the level Sanctioned Proposed Sanctioned of) strength in Proposed cadre strength in Effective Stenograph cadre For all 3 strength on Addition Addition / existing ic cadre strength on account of al Admin & three Reduction account of Stenograph Specialist cadres Stenographic Admin ic Cadre** Positions Cadre Cadres Sr. DS/ Staff Off DS/Sr PPS US/Sr PS SO/PS Asstt. Gr.I/ Sr Steno Asstt. Gr.II/ Jr. Steno Asstt. Gr.III 8

----

14

+14

59
148 400 1332 910 385

68
170 400 1200 0 (282) 0 (183)

15
50 200 432 0 (287) --

12
40 220 -

+36
+112 +271 - 365 -1197 - 568

149 665 287

--

Performance Assessment O-APAR

Consultative Determination of functional areas and tasks whose performance on ERPS would count in OAPAR (Transaction Credits - Functional Competencies) Awareness of Practices to demonstrate progressive behaviors and earn credit that would count for assessment promotion (Behavioral Credits) Requirements for Knowledge spelt out and learning encouraged through counselling, mentoring and eLearning (Knowledge Credits)

Open APAR

SCORE SHEET
Trans. Credit Behv. Credit Course Credit:

Total Score:

40 % Transaction Elements
O-APAR Functional Competencies

30 % Behavioral elements
O-APAR Behavioral Competencies

30 % Course elements
O-APAR Professional Growth

Residency Period
Sr. Deputy Secretary Deputy Secretary Under Secretary Section Officer Assistant

UPC

40% weightage

CCPI > threshold ?

Yes

60% weightage

O-APAR Assessment
Opt for UPC ?

Transaction Credit Behv. Credit

Existing 3 Admin & Stenographic Cadres

1 Month Yes L-1 Training

Course Credit

Case :I

Illustrative Scenarios
Gets Aggregate Score

Opt for UPC

Undergoes Training, Assessment

Aggregate Score >Threshold Value for Assessment

Inducted into UPC in the next level/Grade

Composite Score > Cut off for Promotion as per Vacancies

Considered for next level in UPC

Case :II

Illustrative Scenarios
Gets Aggregate Score

Opt for UPC

Undergoes Training, Assessment

Eligible for promotion next year, gets +1 year weightage for his residency

Aggregate Score >Threshold Value for Assessment

Inducted into UPC at the same level/Grade with adjusted Residency Period

Composite Score < Cut off for Promotion as per Vacancies

Considered for next level in UPC

Case :III

Illustrative Scenarios
Gets Aggregate Score

Opt for UPC

Undergoes Training, Assessment

Aggregate Score >Threshold Value for Assessment

Consider for promotion after completing his residency period in UPC

Inducted into UPC at the same level/Grade with adjusted Residency Period

Case :IV

Illustrative Scenarios
Gets Aggregate Score

Opt for UPC

Undergoes Training, Assessment

Inducted into UPC at the same level/Grade with adjusted Residency Period

Aggregate Score <Threshold Value for Assessment

Aggregate Score >Threshold Value for Assessment

Gets Aggregate Score

Again undergoes Training, Assessment

40 %
Generic ( All 5 below are mandatory tasks)
i. ii. iii. iv. v. vi. Employee Profiler- & generation of ID Employee Self- Services Ensuring Electronic Service Book Completion Maintaining tasks & monitoring logs Completing and Updating Job Description & Role Profile eDaks, eFile transaction for day to day activities

Role specific functional competence (relating to work to be discussed and decided with supervisor)
( i is mandatory; attempt any three of the remaining tasks)

i. i. ii. iii. iv.

Performance of Transactions/ activities related to his/her responsibilities

( at least average rating of 3 by supervisor on all func. Competencies over a month)

Activities performed exceeding expectations Populating Databases with reference data Documenting performances, analysis, results and outcomes Implementable suggestion for process improvement in any of the enterprise processes.

Open - Annual Performance Appraisal

Column A Key Responsibilities Allocated and Assigned (to be filled by the employee at the start of the financial year/ reporting period) Self-Assessment on accomplishment of these responsibilities Rating Remarks Column B Reporting Officer Assessment on accomplishment of these responsibilities Rating Remarks Column C Reviewing Officer Assessment on accomplishment of these responsibilities Rating Remarks S No.

Overall Rating

Advanced Tasks ( Attempt any five of the undermentioned x tasks)

i. ii. iii. iv. v.

vi.

vii. viii.
ix. x.

Perspective planning, goal setting, documenting vision Uploading and Organizing Policies in electronic repository Updating past committee agenda, decisions, follow up action Compilation and uploading of a best practice case study Making interface formats to be later integrated with relevant process automation Developing decision support tables, reports and other visualization of data Suggesting context sensitive associations in application modules Making improvements through simplification of processes, enhancing quality of outcomes/ results Developing Learning Resources Developing questions for question bank for assessment of Knowledge in certain functional domains

1. Attitude to Work ( Average Rating of 2 or 3 by supervisor ) Behaviors

Sense of Responsibility Takes personal responsibility for completing tasks as per defined norms Prioritizes work as per organizational requirements

30 %

Evidence of Practice / performance Demonstrating the behavior

Champions the automation processes eagerness demonstrated / readiness, flexibility in embracing new approaches Follows instructions, demonstrates prudence/ proactiveness prioritization of action / performances Records reasons, sets out context, alternative options and recommends logical solutions speaking orders, comprehensiveness of notes Rigor and due diligence in work demonstrated record of work performed in system logs Promotes and Reviews team learning within an area of work MoM for problem solving sessions & follow up Engages team members in constructive forms of discussions, and improvement in relationships (Avoids mistrust and second guessing decisions) Team feedback, observations Adheres to work discipline prompt disposal of work Builds talent, Takes action to reduce workload suggestions given, reports showing improvement

Discipline Understand the processes and adheres to them in own area of work Extends support to others for adherence to the work guidelines Working and collaborating in Teams Collaboratively works with other members of the team/ organization towards a common goal Provides constructive inputs to the team performance & promotes mutual trust ; Adopts effective participative methods for problem solving & resolution of issues Capacity to Plan Work Plans and prioritizes assigned tasks to ensure efficient and timely completion of assigned work
Takes corrective action to address deviations/ delays/ process inefficiencies and keeps the concerned team informed

2. Contribution to Work Culture ( Average Rating of 2 or 3 by supervisor ) Behaviors Interpersonal relations and ability to contribute to progressive work culture Uses effective techniques like convincing and persuasion to achieve the desired result Maintains cordial work relations with everyone Evidence of Practice / performance Demonstrating the behavior Does not procrastinate, encourages effective work disposal, service orientation Results accomplished Ignores and admonishes unhealthy practices; unproductive gossip, habit of blaming others, avoiding responsibility Observation reports Institutes mechanisms and follow practices to facilitate relationships observations, reports & briefs Analyzes data from diverse perspectives, likely impact of decision and facilitates problem solvingaha experience of colleagues, peers Holding Informal group discussions for problem solving MoM, Record of discussions/ problem solving sessions Plays mentoring/ coaching role Confirmation report from team members

Supports maintenance of a healthy and conducive work environment

Ability to motivate subordinate Helps team in reviewing their assumptions and conceptualize out of box ideas Recognizes and celebrates teams victories and promotes team work and collective win Acts as a coach or mentor to the team by sharing own experience and learning

3. Leadership Qualities ( Average Rating of 2 or 3 by supervisor ) Behaviors Decision making and problem solving ability Interacts with others to collate the required information (like document study, team and inter-departmental interactions) Evidence of Practice / performance Demonstrating the behavior

Information seeking behavior resulting in compilation of information that helps solve an issue/ or take a relevant decision
Compilation, Analysis Preparation of Status Reports, Analytical Briefs Communication suggesting action to peers, collegues, subordinates or supervisors Initiation & Tracking tasks monitored till completion

Analyzes data and develops trends to facilitate decision making

States/ communicates likely impact of decision on all concerned and proposes possible counter measures Execution of tasks Initiates tasks and manages them till completion and closure

Adopts planning and management tools to Delegates & Distributes Delegates ensure successful execution effectively tasks requiring performance

30 %
Foundation Modules
(Min 35% score)

i. Employee self services related policies ii. Financial management and accounting, iii. Stores, purchase, facilities management, contracts for goods and services, iv. Works management, v. HR Management - policy & practices vi. R&D Planning, eOffice and records management, vii. E-Learning Portal viii. Knowledge Repository referencing & Updation .

Organisation Behavior (Min 35% score)

i.
ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii. xiii. xiv.

Attitudes/ value system that auger well with a knowledge based performance culture, Organizational Behavior concepts, Leadership, motivation, team building, Values & Ethics Emotional intelligence, social networking, Achievement/ result orientation, continuous learning, Management of change, Personality development & proficiency enhancement, Tools for behavioral assessment, Case study methodology, Performance enablers and blockers, Observing behaviours, Problem solving skills, Interpersonal relationships

ERP applications and Office Automation i. ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii. xiii. xiv.

(Min 35% score)

Design, development and implementation of enterprise applications and its testing/ validation, Employee engagement & Use of Interfaces Decision support, analytics, Activity logging, role profiling, metrics and system logs, e-learning platforms Configuration management, trouble shooting Backup, disaster recovery, mirroring and replication Electronic record management, Intelligence in applications, Reporting, Alerts and escalations, Continuous improvement, Interoperability ePaper & eOffice

Promotion in UPC
Eligibility criteria for the promotion Completion of required residency period Earning prescribed threshold credits/ score for knowledge credits, transaction credits and behaviour credits as evidenced/ logged in the system, for the promotion level within the prescribed period in L3/L4 training and assessment. O-APAR ratings to be V. Good in respect of atleast 3 years during the required residency period.

Electronically Enabled Systems for Speed, Transparency & Accountability

Automating end to end Office Transactions Redefining productivity through collaborative processes Dynamic definition of roles/ goal setting Intelligent dash board of reviewing task execution Activity logging, monitoring transactions Accountability and performance evidences with System Logs and Reports