Service & Payroll Administrative Repository for Kerala (SPARK)

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1 WELCOME

2 Service & Payroll Administrative Repository for Kerala (SPARK) Ownership : IT Department, Government of Kerala Co-Ownership : Finance Department, Government of Kerala Developed by : National Informatics Centre mplemented by : Kerala State IT Mission, IT@School Project

3 Advantages of Online Processing Increases data security Increases reliability Maintain database in an centralized environment Increases Simplicity Reduces manpower Error percentage is reduced Easy access Easy manipulation of data

4 Basic Requirements for Accessing SPARK 1. Broadband (Minimum Speed 256 Kbps) 2. A Web Browser like Internet Explorer, Mozilla FireFox, Opera etc 3. Adobe / Acrobat Reader for reading the output PDF Documents

5 Now The Browser Is Ready For Accessing The SPARK Website Open the Browser Type the SPARK Website Address. You can view the SPARK Login page as follows.

6 SPARK Login Page

7 SPARK Main Window

8 Change Password

9 Change Password

10 Change Password After Entering the Old Password, New Password and reentering the New Password Click CONFIRM. You will get a message.

11 IMPORTANT You must confirm the Login only after ensuring that the password you entered is correct. After 5 invalid logins your Account will be blocked. To avoid invalid login, please check whether the CAPSLOCK is On/Off, because password is case sensitive.

12 ADMINISTRATION MENU

13 SERVICE MATTERS MENU

14 SALARY MATTERS

15 INCOME TAX MENU

16 QUERIES MENU

17 Searching of Employees in Your Office After the 1st Login SPARK User must check whether all employees have PEN and whether they comes under concerned Office's Account

18 Searching of Employees in Your Office

19 Searching of Employees in Your Office

20 Search Results in PDF Format

21 If the Name,PEN of employee(s) are not available in the office list??!! Click on Queries and Click Employee Search

22 Searching Through Employee Search Option

23 In the below interface in first box select the Department(If you are sure about the employee s Department) OR/AND Enter starting part of the Employee s Name OR/AND Enter Date of Birth( Recommended for searching) And Click List

You will get list similar to the image given below If still the pen no and name is not available by searching using all possible fields(date of birth,name)

24 You will get list similar to the image given below If still the pen no and name is not available by searching using all possible fields(date of birth,name) you can conclude that the pen no is not available for Employee.You must create new record for this employee. If PEN no is available the note the no and name

25 IMPORTANT If the employee detail is shown in some other office Inform SPARK authorities to transfer the employee to your Office

26 Adding New Employee to Get PEN Number

27 New Window Will Open As Below

28 Always keep the Main SPARK Window minimized While Working with new Windows

29 Add New Employee New employee record is considered to be having 3 main pages Personal memoranda Present service details Contact details

30 Personal Memoranda

31 Personal Memoranda Enter the name in the following format Rajesh kumar M A Enter date in the following format 01/01/2008 Select Service Category as State subordinate Don t type any code in Dept.Gen No if code No. is not available

32 Now click on Present service details

33 PRESENT SERVICE DETAILS

34 CONTACT DETAILS

35 Enter the data in third page After that click on Confirm button A new PEN NO will be available as shown in figure Repeat this process for every employee who has no pen no in any office

36 If all employees are added in SPARK Database and have got their PEN Number, Ensure again whether all employees have PEN and all comes under our own Office s SPARK Account QUERIES -> OFFICEVICE LIST

37 Salary Processin g

SALARY PROCESSING After registering each employee you are ready to process the Bill using SPARK Before Salary Processing it is to be verified

38 SALARY PROCESSING After registering each employee you are ready to process the Bill using SPARK Before Salary Processing it is to be verified that all the data already entered are correct and the information is up-to-date For that you must check each and every record of your employee

39 SALARY PROCESSING Type the PEN code in the Permanent emp.no field and press Tab key or click outside the text box

40 Personal Memoranda of a registered employee

41 Verify the Name And initials Date of birth Other given details If any field is seen empty Collect the details and enter it. If you make any changes in the page the press the Confirm Button. Go to the second page PRESENT SALARY details

42 Present Service Details

43 Verify the Designation Employment type Service category PF type PF no Date of joining the Govt.Service Date of joining the Department Press confirm if you make any changes Then click on contact details

44 Contact Details

45 If you have completed all the verifications process of the employees you can enter the payroll details of each employee

In the above shown window check the Basic pay If it is wrong, edit and type the new basic pay Enter the last pay change date, Next increment date (if you are not sure about the next pay change

46 In the above shown window check the Basic pay If it is wrong, edit and type the new basic pay Enter the last pay change date, Next increment date (if you are not sure about the next pay change date enter a future the datebill after 6-9 (eg. months) Select TYPE Main Bill )and ACQITTANCE GROUP for each employee And Click on CONFIRM button (Here we set the Bill Types for each employee.)

47 Setting The Bill Types A newly entered Office must create Bill types

48 In the interface select DDO code Enter values for Bill type a serial no Description Name of the bill(eg.main/establishment) Description of HOA-----Type the Purpose of HOA(salary ) Select Plan or non plan and Voted or charged depending on the type of bill and Click Insert

49 Set values for each bill type

50 Setting the Acquittance type

51 Enter values Code------A serial No Acqiuttance------A name(main) Click insert Insert separate details for each acquittance

52 After setting the bill type and Acquittance type You can enter further details of the salary of each employee

In the deduction side Enter all the permanent deductions other than LOANS/ADVANCES Values No-----------In this field a no is typed if the deduction type occurs

53 In the deduction side Enter all the permanent deductions other than LOANS/ADVANCES Values No In this field a no is typed if the deduction type occurs more than once(eg.an employee may have more than one LIC premium/sli ) Deductions -----select type of deduction Amount Amount of deduction Click Insert

54 After each entry a new field will be displayed for another entry Use it if it is required

55 Now in the Allowance side Enter the details of each allowance other than DA,HRA,CCA Note:DA,HRA,CCA details will be automatically updated

56 Enter The Details of Loans Through LOAN Menu

57 Enter The Details of Allowances Through ALLOWANCES Menu

58 After each Insertion/Updation of Data Please Confirm in the concerned Page & Again Confirm in the Personal Page of the Corresponding Employee in order to get the SUCCESS MESSAGE Repeat the above steps for every employee in the Office. Update the necessary details of all employees in your Office.

59 To begin the Salary Processing

60 Salary Processing Window

61 Salary Processing Select the Month & Year of Processing Department & Office will be automatically displayed Select the DDO Code Select the Bill Type If you want to process all employee s Salary Click on ALL EMPLOYEES, To process salary individually select, SELECT EMPLOYEE The list of employees eligible for salary will be displayed.

62 Salary Processing Select the employee from the list. Press SUBMIT to process the salary. A confirmation message will be displayed. If you Press OK the Processing request will be given to the server. The details of the Processing will be displayed, we have to wait until we get the message of Successful completion of our job The first Status of Job Waiting Then it may be Under Processing Last status will be Job Completed Successfully In rare cases processing can take too much time.

63 After Successful Processing, to view & print the Bills & Schedules.

64 To view & print the Bills & Schedules. Select the Month & Year of Processing Department & Office will be automatically displayed Select the DDO Code Select the Bill Type The Processed Job s Details will be displayed. Click on the DETAILS Link, you can view the Bills & Schedules in that Job on the Right side. To View/Print the Bill/Schedule Click on the corresponding one. The Result will be displayed as a PDF Document as follows.

65 Outer Bill

66 Inner Bill

67 LIC schedule

68 PF schedule

69 SALARY SLIP

70 SALARY SLIP

71 SALARY SLIP

72 Canceling the Processed Salary

73 After the 1st Successful completion of Salary Processing, the SPARK User can directly process the salary without editing the employee Records.

74 Changes in Basic Pay of an Employee INCREMENT Confirm the Increment Sanction

75 Changes in Basic Pay of an Employee INCREMENT

76 Changes in Basic Pay of an Employee INCREMENT Select OFFICE Select BILL TYPE Select TYPE & SCALE Select MONTH & YEAR Click on PROCEED The Employees Eligible for increment will be listed. Select the Employees & Click CONFIRM & UPDATE DATA Print the Draft Order

77 TRANSFER 1.Generate Transfer Order

78 Generating Transfer Order

79 Generating Transfer Order Select OFFICE DESIGNATION, TYPE OF TRANSFER, TRANSFER ORDER TRANSFER ORDER No, DISTRICT, DEPARTMENT, OFFICE, NEW DESIGNATION, REMARKS Click CONFIRM & UPDATE DATA Print the Draft Order

80 2. RELIEVE ON TRANSFER

81 Relieve The Employee From the Current Office Select The Necessary Details and CONFIRM & UPDATE Data In order to Relieve The Employee From the Office.

82 3.JOIN ON TRANSFER Select The Necessary Details to Join the employee in the New Office.

83 JOIN ON TRANSFER (AT JOINING OFFICE)

84 SANCTIONING PROMOTION

85 DEPUTATION

86 DA ARREAR DA Arrear Processing can be done through SALARY MATTERS -> SALARY PROCESSING -> DA ARREAR, SALARY ARREAR You can Merge the Processed Arrear Amount to Your Salary through SALARY MATTERS -> SALARY PROCESSING -> MERGE ARREAR WITH SALARY Also You can cancel the Processing through SALARY MATTERS -> SALARY PROCESSING -> CANCEL PROCESSED ARREAR Important: You cannot cancel the merged arrear.

87 Other Important Menus Under