Update Your Service Details in SPARK
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Last Updated on 08.04.13: All Drawing and Disbursing Officers are directed to furnish a Certificate along with the establishment salary bill for 04/2013, confirming that the data of employees mentioned in the establishment salary bills are updated, verified and locked in SPARK by the competent authority.
And further, all the Heads of Departments are directed to verify the seniority list generated using the SPARK application also (which will be made available in the SPARK system, soon) while finalizing the seniority list of the employees in their departments, ensuring the verification and data locking of all employees in SPARK.Treasuries will not accept bills without certificate of SPARK entry from 1/5/2013. Lets now learn how to update this service details in SPARK.
Government has directed to take immediate steps to complete data entry of all fields in SPARK before 30th April 2013. Hence all the principals are directed to take immediate steps to complete data entry of all fields in SPARK of the employees included in the establishment bill.Principals of the schools have to generate individual data sheet of each employee of the establishment bill from the SPARK and the printout has to be taken. The service details of each employee have to be verified with the printout and necessary corrections should be made in the printout and also in SPARK database. After necessary correction, the final printout has to be taken and filed in the office.
1.Updating Service Details
Go to administration /Edit employee record/ fill all the fields like Recruitment, Qualification, Department tests, Probation, Family details,Benefit details, Leave account, Loans, Present salary and service history.It should be filled carefully with reference to the Service Book of the employee.
Photo & Specimen Signature: For uploading photo, the photo size should not be more than 25 kb and width 1.2 inch X 1.5 inch (height) and save in jpeg format.The signature should be 3 cm long and 0.7cm wide on a white paper and scan with true color and 100 dpi and save in jpeg format.
(The uploaded photo can be replaced by going to service matters/personal details)
2.Updating Service History
Service history of the employee should be entered without any mistakes for getting error free arrears and surrender bill.Service history should contain every sequential change in basic pay,office, and designation and also should be continuous without any missing period.
The ‘to date’ of the last entry of the service history and the ‘last pay change date’ in the present salary should be continuous.The service history should contain all the entries up to the period just before that is present in the present salary.
3.Updating Leave account-HPL
Go to service matters/Leaves/Leave account/Click on HPL/Click on opening balance,Appears two columns - ‘as on date’ and days.
Let’s work it out with one example.
A person who joined in service on 10/10/2005 and is on HPL from 1/6/2008 to 10/6/2008. We can enter the as on date with the date 09/10/year (ie 9/10/2006, 9/10/2007 and so on…).
If the as on date is 9/10/2007 enter days as 40 and click on proceed.
(Leave account should be updated before the date of leave availed and also should contain minimum balance of leaves for availing.)
Leave Entry: To enter leave taken go to in leave availed option in edit employee record or in service matters.
We can enter here leaves taken, select the leave type, HPL/commuted /LWA /maternity etc enter from date, to date and insert.
Here in this example inserting HPL -10 days, from date-1/6/2008, to date 10/6/2008.
For leave salary processing monthly split up of the leave is necessary. While entering old leaves if there is no need of salary or arrear processing, no need of the monthly or yearly splitting up of leaves. After entering leaves in leave entry, for the further updation of leave account click on ‘Credit leave based on previous balance’ and just enter the ‘as on date’ column only and click on proceed.Here enter ‘as on date’ as 9/10/2008.
The balance HPL after the leave (HPL/Commuted leave) taken will be automatically displayed in leave account.(here 60-10 =50. Total credit =60, and leave availed =10 )
Just like this, you can update the leave account as per the ‘as on date’ in the service book and the balance will appear automatically.
4.Updating Leave Account -EL
Go to Service matters/Leave account/click on EL-click opening balance.
Enter as on date (either the date of duty certificate or reopening day of the vacation).
Enter days (the days that we get by calculating using the formula 30 x N/V).
Then confirm.
Enter as on date (either the date of duty certificate or reopening day of the vacation).
Enter days (the days that we get by calculating using the formula 30 x N/V).
Then confirm.
For the further entry of EL click on enter opening balance on subsequent date and enter the EL + balance EL of the previous entry if any.
After locking, ‘locked by’ and ‘locked on’ columns will be filled automatically .
we can’t edit the details that entered before the date of locking.
After locking the employee details ,the head of department should send a certificate(Download Certificate in Excel format) to the Additional Secretary, Finance (IT Software) Department ,DPC Building,University Office Campus, Palayam, Thiruvananthapuram.
5.Locking Fields
For locking go to Administration/Lock employee record, select district and office, select employee ,Select those details which are completed and click on ‘lock data’
After locking, ‘locked by’ and ‘locked on’ columns will be filled automatically .
we can’t edit the details that entered before the date of locking.
After locking the employee details ,the head of department should send a certificate(Download Certificate in Excel format) to the Additional Secretary, Finance (IT Software) Department ,DPC Building,University Office Campus, Palayam, Thiruvananthapuram.
6.Unlock Procedure
To Unlock the employee record,- If you have not set the controlling officer yet, set it first.Take service matters->controlling officers->Select office->Select DDO(login user id must be the PEN number of this person) and effective date ,then confirm.
- Go to Administration->Unlock employee details.Select the employee, select the field to unlock.Enter the reason for unlocking ,then click on unlock data.
Please note that all wrongly processed bills should be deleted before changing the password of the Nodal officer to the DDO’s PEN Number. Also care should be taken to give encashment details to processed salary bills and arrear bills before changing the password.
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