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
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Item |
Description |
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Purpose |
To track a candidate for 12 months after completion of training |
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Reference to guidelines |
Step 11, Table 4, Page 46 |
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Prerequisite/s |
All candidates who have completed the training |
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Time for completion |
Continuous process |
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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 |
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Process owner |
PIA OP team |
Activities
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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 9thof 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 |
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CTSA for YPS/SRLM for APS |
To ensure that the data is updated and frozen |
By 10th of every month system will freeze the data. To be done every month. |
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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”. |
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7.1.2 Desk verification of documents of candidates in Group A (who are tracked as per SF 7.1B1)
Overview
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Item |
Description |
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Purpose |
To verify the documents of the candidates |
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Reference to guidelines |
Step 11, Table 4, Page 46 |
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Prerequisite/s |
All the candidates who are tracked as per SF 7.1B1 |
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Time for completion |
Continuous process |
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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’ |
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Process owner |
PIA OP team |
Activities
|
Actor |
Action |
Time for completion |
Relevant Documents |
|
Document verification |
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PIA OP team |
To finalise and upload the data of candidates |
To be submitted by 9th 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 10th of every month |
SF 7.1B1: Tracking form for candidates in group ‘A’ , |
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PIA Q team |
Verify candidate documents – sample document verification |
To be done between 10th to 14th of month – As per sampling process |
SF7.1B3: List of items to be verified from different documents to confirm placement |
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ERP System or SRLM for APS and CTSA for YPS |
Sample Generation |
On 15th of every month |
SF 7.1B1: Tracking form for candidates in group ‘A’ , |
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SRLM for APS and CTSA for YPS |
Verify candidate documents - sample document verification
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To be done between 15th to 18th of month – As per sampling process |
SF7.1B3: List of items to be verified from different documents to confirm placement |
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Salary payment |
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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 14th to 18th 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) |
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Combining document verification data and salary verification data |
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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.
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To be submitted by 20th of every month |
SF 7.1G: List of candidates who are in Group ‘A’
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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 |
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Prerequisite/s |
All candidates who are tracked as per SF 7.1B2 |
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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 |
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PIA OP team |
To finalise and upload the data of candidates |
To be submitted by 9th 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 10th of every month |
SF 7.1B2: Tracking form for candidates in group ‘B’ , |
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PIA Q team |
Verify candidate documents - sample document verification
|
To be done between 10th to 14th 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 15th 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 15th to 18th 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.