Content

7.1 Tracking and Desk verification of data

Chapter 7 gives a detailed procedure for tracking and placement.

“Retention tracking for all DDU-GKY interventions is for 365 calendar days (page 11, guidelines)”

All the candidates should be tracked at least once in a month (12 times in a year) for a period of 1 year i.e. 365 calendar days from the date of completion of training

The placement criteria for the candidates depend on their tracking details. Candidates have to go through a two steps process namely, Desk Verification and Physical verification before they are confirmed as “Placed or Not Placed”.

7.1 Tracking and Desk verification of data

Once the training is completed, candidates are tracked every month for 12 months from the date of training completion. It is the responsibility of the PIA OP Team to provide the relevant documents required for tracking of the candidate.

According to the data submitted by the PIA OP Team the candidates will be categorized into Group A or Group B as mentioned in SF 7.1A: Tracking and Related definitions.

7.1.1 Monthly candidate tracking

Overview

Item	Description
Purpose	To track a candidate for 12 months after completion of training
Reference to guidelines	Step 11, Table 4, Page 46
Prerequisite/s	All candidates who have completed the training
Time for completion	Continuous process
Resource/s	SF 7.1A: Tracking and Related definitions, SF 7.1B1: Tracking form for candidates in group ‘A’ , SF 7.1B2: Tracking form for candidates in group B’, SF 7.1C: Certificate for employment location and SF 7.1D: Joint certificate issued by the employer and candidate where salary slip is not issued, SF 7.1E: Declaration of Employer to be given with the offer letter
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant Documents
PIA OP team	To provide information on the candidates after completing training for12 months.	To be updated in the system by 9^thof every month	SF 7.1B1: Tracking form for candidates in group ‘A’, SF 7.1B2: Tracking form for candidates in Group ‘B’, SF 7.1C: Certificate for employment location and SF 7.1D: Joint certificate issued by the employer and candidate where salary slip is not issued. SF 7.1E: Declaration of Employer to be given with the offer letter
CTSA for YPS/SRLM for APS	To ensure that the data is updated and frozen	By 10^th of every month system will freeze the data. To be done every month.
No prescriptive steps are indicated on how PIAs should ensure that all candidates are tracked accurately on various parameters. PIAs are free to devise their methods, so that data is captured accurately. They will be held liable for any errors in the report. Still few of the modes of tracking which the PIA can adopt for tracking of candidates is mentioned in modes of tracking in SF 7.1A: Tracking and Related definitions”.

7.1.2 Desk verification of documents of candidates in Group A (who are tracked as per SF 7.1B1)

Overview

Item	Description
Purpose	To verify the documents of the candidates
Reference to guidelines	Step 11, Table 4, Page 46
Prerequisite/s	All the candidates who are tracked as per SF 7.1B1
Time for completion	Continuous process
Resource/s	SF 7.1B1: Tracking form for candidates in Group ‘A’ , SF7.1B3: List of items to be verified from different documents to confirm placement, SF 7.1F: Procedure for desk verification of candidates who are tracked asper SF 7.1B1 , SF 8.6A: Amount transferred to a candidate’s bank a/c as take home pay and SF 7.1G: List of candidates who are in Group ‘A’
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant Documents
Document verification
PIA OP team	To finalise and upload the data of candidates	To be submitted by 9^th of every month	SF 7.1B1: Tracking form for candidates in group ‘A’ ,
ERP System or SRLM for APS and CTSA for YPS	Sample Generation	On 10^th of every month	SF 7.1B1: Tracking form for candidates in group ‘A’ ,
PIA Q team	Verify candidate documents – sample document verification	To be done between 10^th to 14^th of month – As per sampling process	SF7.1B3: List of items to be verified from different documents to confirm placement
ERP System or SRLM for APS and CTSA for YPS	Sample Generation	On 15^th of every month	SF 7.1B1: Tracking form for candidates in group ‘A’ ,
SRLM for APS and CTSA for YPS	Verify candidate documents - sample document verification	To be done between 15^th to 18^th of month – As per sampling process	SF7.1B3: List of items to be verified from different documents to confirm placement
Salary payment
SRLM for APS and CTSA for YPS (finance teams)	Verify take home pay credited to candidate’s bank a/c uploaded in ERP system	To be done between 14^th to 18^th of month – As per sampling process	SF 8.6A: Amount transferred to a candidate’s bank a/c as take home pay (input from Chapter 8)
Combining document verification data and salary verification data
SRLM for APS and CTSA for YPS	Combine both data. If there are differences in take home pay, system should be programmed to take the lower figure and prepare a list of eligible candidates.	To be submitted by 20^th of every month	SF 7.1G: List of candidates who are in Group ‘A’

Note: 1. For cases where a PIA could not submit data and documents as per the timeline: A PIA can submit data and documents with a month delay for a maximum of 20% of candidates in Group A in the month. For these candidates the document verification schedule will be as per the month in which documents and data are submitted. For example if placement is in January but documents are submitted as per March timeline (instead of February timeline) verification will follow the March timeline.

With reference to the above the following is further clarified:

No candidate will be deprived of PPS if PIA has submitted the documents late and the PIA will be eligible for reimbursement as per conditions laid out for payment of PPS in Chapter8 Section 4.4.
A PIA can withhold the entitlements if it can be established beyond a reasonable doubt that the delay is on account of a delayed submission by a candidate. All these cases should be reported to the SRLM for APS and CTSA for YPS and they will be compiled by the ERP system for exception management.
Delayed document submission for the month need not imply a delayed physical verification. It can follow the original schedule if complete data is in place as per the required schedule otherwise it will be delayed by a month.

7.1.3 Desk verification of documents of candidates in Group ‘B’ (who are tracked as per SF 7.1B2)

Overview

Item	Description
Purpose	To verify the documents of the candidates
Reference to guidelines	No specific provision
Prerequisite/s	All candidates who are tracked as per SF 7.1B2
Time for completion	Continuous process
Resource/s	SF 7.1B2: Tracking form for candidates in group ‘B’ and SF 7.1H: Procedure for desk verification of candidates who are tracked as per SF 7.1B2 and SF 7.1I: List of candidates who are in Group ‘B’
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant Documents
Document verification
PIA OP team	To finalise and upload the data of candidates	To be submitted by 9^th of every month	SF 7.1B2: Tracking form for candidates in group ‘B’
ERP System or SRLM for APS and CTSA for YPS	Sample Generation	On 10^th of every month	SF 7.1B2: Tracking form for candidates in group ‘B’ ,
PIA Q team	Verify candidate documents - sample document verification	To be done between 10^th to 14^th of month – As per sampling process	SF 7.1B2: Tracking form for candidates in group ‘B’
ERP System or SRLM for APS and CTSA for YPS	Sample Generation	On 15^th of every month	SF 7.1B2: Tracking form for candidates in group ‘B’ ,
SRLM for APS and CTSA for YPS	Verify candidate documents - sample document verification	To be done between 15^th to 18^th of month – As per sampling process	SF 7.1B2: Tracking form for candidates in group ‘B’

Note: 1. For cases where a PIA could not submit data and documents as per the timeline: A PIA can submit data and documents with a month delay for a maximum of 20% of candidates in Group B in the month. For these candidates the document verification schedule will be as per the month in which documents and data are submitted. For example if placement is in January but documents are submitted as per March timeline (instead of February timeline) verification will follow the March timeline.