Annexure_1
PROCEDURE FOR VALIDATING THE EMPLOYEE MASTER DATA
The first step in validating employee master data involves ensuring the availability of the following
essential information:
1. Current Establishment Details: A list of all sanctioned posts for each office, including Post IDs
and cadre-wise distribution, as on date.
2. Employee Deployment List: An up-to-date record of employees posted at each office, mapped
against the sanctioned establishment, categorized by cadre/designation.
3. Individual Employee Details (DOP/GDS): The divisions may collect the data in respect of the
mandatory fields from the service books for completing the master data validation of
establishment and employee. For easy reference the mandatory fields are made available in the
last page of the SOP.
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Officials/officers of the Administrative Office with the Role Designation Authority (RDA) Role can
access the “Data Validation” under Roll out micro service and validate the data of all Posts and
Employee of the concerned Administrative office and its subordinate offices as outlined below:
Step- 1
Search the office by using either the Office Name/ Pin code/Office ID
Once selected, total no of Employees mapped to the office, No of employees data Validated,
No of employees data having discrepancies and total No of Employees data pending for
validation will be displayed.
Similarly, under “Cadre verification” Section, each Cadre status will be Shown under ‘Good’
& ‘Need Attention’.
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If discrepancies exist, they will be listed under the “Need Attention” Category. Even If no
discrepancies are found, all records are to be checked once before proceeding to the “Proceed
with Employee Data”.
It is highly recommended to check all records of the Posts within an office at this step. Please
ensure that these records are corrected and verified before moving forward. Divisions can
create the post using the “create new post” or remove the posts (if post is vacant only or post
should be made vacant before proceeding to delete) using “Delete icon” in the cadre
verification section.
In order to resolve the discrepancies, click on “Need attention” option. Posts which are having
discrepancies will be filtered for Updation.
If discrepancies are found , please select the Post ID and click on Edit button
Once clicked on Edit Button, discrepant data in the selected Post will be shown for validation.
Select the correct ‘Cadre’ and click on ‘Save Changes’
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Step -2
Once Posts details are tallied with the Sanctioned Establishment data of the respective office,
click on “Proceed to Employee Data”.
Once clicked on Proceed to Employee data, the number of employees and posts available in the
office will be displayed.
Select the Employee ID, Click on Edit Button and validate and update the following data for
all the Employee IDs mapped to the office.
Note : While Selecting the Bank Type under Financial Information
If both the employee and DDO have accounts in the same bank, select “Home” (e.g.,
both have accounts in SBI).
If the employee and DDO have accounts in different banks, select “Others.”
If the employee has a POSB account, select “POSB.”
In order to clear the discrepancies in the Employee Data, please follow the procedure as
mentioned below:
Step 1:
Delink the Employee who does not belongs to the current office:
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Step 2:
After Delinking of all employees as detailed above. Check each employee in this office
against the remaining data and Update or confirm their data. If all records are confirmed
then proceed to Step3.
During this step you can also Change the Employee Post : If Employee ID is mapped to a wrong
Post Id, then Click on ‘Select Vacant Post’ button and Choose the Group -> Cadre and fetch
vacant posts of that office and then select the correct Post , click on ‘Confirm Post Change’ and
‘Save changes’. The correct Cadre and designation may be updated.
Step 3:
Map the Employee to an office: If an employee belonging to the selected office is not shown
,then
Click on Add Employee Button
Search for an employee
Then select the Post in the Post & Designation option
Save the Details.
Ensure Employee is listed under the current selected office.
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After updating all the Employee details in an office, ensure that no data remains under
“Discrepancy” Section. Additionally verify that the filled and vacant posts are tallied with the
actual establishment records.
Note: All additions, deletions, and modifications in this process will be recorded, and reports will
be made available to the concerned administrative offices, including the Directorate. Therefore,
while performing this activity, ensure that no rules and guidelines are violated.
Mandatory fields in Employee Master Data Validation
Sl /No Description Remarks
1 Employee ID
2 Full Name
3 DOB
4 Maritial Status
5 Community
6 Selected Community
7 PAN Number
8 Aadhar Number
9 Mobile Number
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10 Hometown
11 Permanent Address
12 Address pincode
13 NPS or GPF
14 NPS/GPF ID number
15 Tax Regime (New/Old)
16 Bank Account Numbber
17 IFSC Code
18 Bank Type (Home/POSB/Others)*
19 Employee Type (DOP/GDS)
20 Recruitment Mode
21 Joining Date
22 Employment Status
23 Retirement Date
24 Working Hrs From
25 Working Hrs to
26 GDS Level
27 GDS Slab/TRCA
28 Pay Level
29 Grade pay
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