Secretarial Service Centre

BACKGROUND

Originally, the Punjab Government Staff Training Institute, was set up in the year 1985 in Mini Secretariat, Sector 9, Chandigarh, for imparting In-Service training to Group ‘B’ & ‘C’ categories of employees i.e. the Superintendents, Senior Assistants, Clerks, Daftaries, etc. posted in the Punjab Civil Secretariat and in other Government Departments/ Offices in the State. Similar training was provided by the Centre for Personnel Management (CPM) since 2010 in MGSIPA, Sector 26, Chandigarh. The Centre for Personnel Management [CPM], MGSIPAP was set up in March 2009 with a mission to Review, Reform, Reorient and Monitor the functional system of the State Government to deal with challenges effectively and efficiently.

To avoid duplicacy and to cut expenditure, Punjab Government shifted the said institute from the Mini Secretariat, Sector 9, Chandigarh to MGSIPAP w.e.f. 1st July, 2012 after the approval of the Chief Minister, Punjab and the same was renamed as Secretariat Staff Training Institute (SSTI). The State Government initially provided funds to the tune of Rs.1.07 crore for the Financial Year 2013-14. The SSTI in MGSIPA is a unit on the regular role of the non-plan schemes of the Punjab, Finance Department since 2012. Thereafter, this non-plan budget is provided on need basis for subsequent years. Now, the SSTI is a ‘Division’ of MGSIPA vide letter No. MGSIPA/Admn./2014/ 13082.dated 21-08-2014.

 PROCEDURE & PROCESSES UNDERTAKEN FOR TRAINING

1. To prepare and circulate the Training Calendar to all Head of Departments/ Boards/ Corporations/ PSUs and Deputy Commissioners etc. for nominations.
2. To receive lists containing names of the sponsored participants by the different departments and offices for particular trainings.
3. To correspond with different Government Departments with regard to their inquiries about training programmes.
4. To prepare batches of participants for particular training programmes.
5. To arrange the faculty on different domains of training and also to arrange the payments of honorarium to the guest faculty.
6. To book the Conference/ Lecture Halls and the maintenance thereof according to requirements.
7. To arrange and liaison with the Administration, Hostel and Mess for the conduct of Training Programmes.
8. To prepare training schedule in advance.
9. To prepare training material during all training programmes including training kits, attendance sheets, feedback forms, participation certificates, relieving reports, question papers etc.
10. To prepare and distribute the training material during all training programmes in the form of CDs or Booklets duly updated in accordance with the domains of syllabus of the training course.
11. To conduct test on the last day of each training, marking the papers and preparing the results.
12. To prepare the Training Reports of each programme.
13. To review the performance of all activities undertaken during each training programme.
14. To maintain record of expenses and maintain liaison with Accounts Wing MGSIPAP as well with the Government Departments.
15. To prepare the record of trainings organized on quarterly, half yearly and annual basis.
16. To analyse feedback given by the participants after different training programmes and to submit the same to the Competent Authority.
17. To address the queries of Administration, Accounts Wing , Training Division and Department of Personnel & Finance, Govt. of Punjab.

 TRAINING PROGRAMMES

The SSTI has been organising the following training programmes:-

1. Induction level training programme for Group B and C newly recruited incumbents and also the employees who have never been provided training on “Office Procedure and Management”:-

These Induction level training programmes are normally of the following durations:-

• Ten days Duration
• The duration as prescribed by the parent department

4. In service training programmes for Group A & B Officers:- These are organised for Group A and B Officers/ Officials posted in the offices located at Chandigarh and are of 5 days’ duration.
5. In service training programmes for Group C employees:– These programmes are organised for Group C employees across the departments and are of 5 days’ duration.
6. Training on “Office Procedure and Management”:- This training programme is organised for the IAS and PCS officers and is of one week duration.

5. DoPT (Government of India) Training Programmes:- DoPT, GOI paid training programmes varying from 3 to 10 days duration are organised at Headquarter as well as at three Regional Centres.

 REGIONAL TRAINING CENTRES

The Training Division, MGSIPA established three regional training centres at Jalandhar, Bathinda and Patiala. These Centres mainly organize training programmes as per the schedule of SSTI. 

 LIST OF SUBJECT MATTERS

(a) (i)   Constitutional provisions – conduct of business of the Government of a State with reference to Article 166 of Constitution of India including: –  

1. Preamble, Fundamental Rights, Directive Principles, Citizenship and Article 166 (1) (2) (3)
2. Machinery of Government.
3. Rules of Business.
4. Allocation of Business Rules.
5. Standing orders.
6. Obligations of public authorities.
7. Citizen charter.

(ii)   Office Procedure:

1. Receipt, Registration and Distribution of Dak
2. Diarisation and Submission
3. Action on Receipts including notings and its techniques.
4. Forms and Procedure of Communication
5. Drafting of Communications and Issue of Draft
6. Filing System
7. Indexing, recording and record management.
8. Security of official Information and Documentation
9. Checks on Delays

(iii)    Office Management for group ‘A’ and ‘B’ only – some basic principles like planning, organising, directing, controlling, assessing /   evaluation, required managing area – system, network, sequence of operation, methods – manual or mechanized, principles involved in office management, main functions of office and ideals office system.

(b)  Service Matters 

1. Creation of posts – present trends of the State Government.
2. Recruitment – its mode – sources – conditions.
3. Joining Time – its implications.
4. Probation – its conditions with reference to rules.
5. Confirmation – its grant, eligibility, affects with reference to rules of Department of Personnel and Finance Department of Government of Punjab.
6. Assured Career Progression Scheme (ACP) – old and existing provisions for the granting ACP.
7. Promotion – with reference to existing rules and policy formulated. Provisions of Department Promotion Committee.
8. Deputation – Ex-India, Foreign Service, its grant and conditions, affects and revival.
9. Transfer Policy.
10. The Employees Conduct Rules, 1966
11. The Punishment & Appeal Rules, 1970 & Court Matters.
12. Retirements – superannuation, premature.
13. Reservations in services.
14. Important manuals and documents governing official functioning.
15. Compassionate Appointments and War Heroes.
16. Annual Performance Appraisal Report [APAR].
17. Property Returns.

 (c) Financial Matters

1. Maintenance of Cash Book, Pay Bill, TA Bill and Medical Bill.
2. Maintenance of Stores and Purchases.
3. Budget and budget manual and procedure thereof.
4. Introduction with the Punjab Civil Services Rules volume I, part I and II – especially Chapter 4 – Pay, Chapter 5 – Additions to Pay (Honorarium & fees), Chapter 7 – Dismissal / removal / suspension, Chapter 8 – Leave, Chapter 10 – Deputation, Chapter 15 – Delegation.
5. The Punjab Civil Services Rules volume II – especially Pension & Pensionary Benefits.
6. The Punjab Financial Rules.
7. TDS [Tax Deduction at Source].

(d)  Right to Information Act (RTI Act)

(e)  Prevention of Corruption Act

(f)  Comprehensive Online Modified Modules for Induction Training (COMMIT)

(g) Personnel Matters

1. Framing of Policies / Rules.
2. Legislative Matters.
3. Vidhan Sabha Matters.
4. Judicial / Legal Matters.
5. Incentives to Government employees
6. Duties and Responsibilities of Officers / Officials.

(h)  Any other subject relating to activities of the organization as requisitioned

The Centre conducts the Training Programmes on the following Themes / Titles :

Office Procedure and Management including Service & Accounts Matters    

Office Procedure and Relevant Establishment Matters

Photographs of Activities 
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Contact: Dr R K Sharma, Senior Consultant; Mobile: 9814430666, Ph. 0172-2793588-91,Ext 235, rsharma[at]punjab[dot]gov[dot]in