Revised and consolidated Guidelines for writing Annual Performance Appraisal Reports (APARs) of top management incumbents of Central Public Sector Enterprises (CPSEs)
No. 5(1)/2018-MGMT
Government of India
Ministry of Finance
Department of Public Enterprises
Public Enterprises Bhawan
Block No. 14, CGO Complex
Lodhi Road, New Delhi-110003
Dated: 9th October, 2023
OFFICE MEMORANDUM
Subject: Revised and consolidated Guidelines for writing Annual Performance Appraisal Reports (APARs) of top management incumbents of Central Public Sector Enterprises (CPSEs).
The undersigned is directed to state that this Department had issued detailed guidelines and procedure for writing of Annual Performance Appraisal Reports (APARs) of top management incumbent of CPSEs vide DPE DO letter No. 9(1)/2000-GM dated 5 April 2010. Some of the provisions of these guidelines were subsequently amended vide DPE OM No. 5(1)/2000-GM dated 6th July, 2010, OM No. 18(1)/2013-GM dated 2.4 March, 2015, 29th November, 2016, 15 June, 2018 & 4th December, 2018, OM No 16(2)/2010-GM dated 79th November, 2015 and OM No. 9(7)/2018 dated 9 April 2019.
2. The implementation of the guidelines on the subject matter are reviewed again in light of above changes stated over the years and following revised / updated consolidated guidelines / procedure for APAR have been approved:
(i) Writing of APAR through DPE SPARROW on-line system:
The electronic Annual Performance Appraisal Report (Smart Performance Appraisal Report Recording Online Window (SPARROW)) is an online system in place since 2019 based on the comprehensive performance appraisal dossier that is maintained for each officer by a CPSE. The aim of this system is to facilitate the electronic filling of PAR by officers in a way that is not only user friendly but also allows to fill from anywhere anytime as per their convenience. The system also give convenience to the officers at different Stages in the workflow hierarchy of filling and submission process. To reduce delays in submission of completely filled PARs the nodal officers and CPSE’s Board level incumbents have been provided with a unique NIC email ID linked to their mobile number. NIC email ID is user ID for the system and password of email ID is the password, which is a pre-requisite to access the system. For online filing of APAR, either Digital Signature Certificate (DSC) or e-sign with Aadhaar enabled system is required by every user for authentication.
(ii) Procedure for online writing of APARs:
The performance appraisal should commence with the fixation of targets. The deliverables as well as relative weights in respect of each assigned tasks will be decided by the Reporting Authority after consulting the officer reported upon within two months from the Start of the period of report. The on-line system provides for a step-wise workflow oriented movement of APAR through different levels. An online Help manual in the form of Step by step guide is available under the Help tab on the system.
(iii) Schedule of commencement and completion of Online PARs:
The schedule of commencement and completion of various Stages in the Performance Appraisal exercise which should be Strictly followed:-
| Sl. | Activity | Cut-off Date¹ |
| (i) | CPSEs Nodal Officer will create PAR workflow specifying the Reporting, Reviewing and Accepting Authorities, generates the PAR and forwards it to the officer reported upon. | 31st July |
| (ii) | Forwarding of the PAR after Self-appraisal by the officer reported upon to the Reporting Authority including targets and relative weights as finalized by the Reporting Authority in consultation with the officer reported upon | 31st October |
| (iii) | Forwarding of the PAR after appraisal by the Reporting Authority to the Reviewing Authority | 15th November |
| (iv) | Forwarding of the PAR after review by the Reviewing Authority to the Accepting Authority | 30th November |
| (v) | Forwarding of the PAR after appraisal by Accepting Authority to the Nodal officer² | 15th December |
| (vi) | Disclosure of the PAR to the officer reported upon by the Nodal officer of concerned administrative Ministry Department | 31st December |
| (vii) | Submission of representation, if any, by the officer reported upon to the Nodal officer of concerned administrative Ministry / Department | 15th January |
| (viii) | (a) If no representation is received: The PAR as disclosed to the officer reported upon Should be treated as final and closed by the Nodal officer of concerned administrative Ministry / Department. | 31st January |
| (b) If representation is received: The Nodal officer shall put up the representation before the Accepting Authority for disposal in consultation with a committee of senior officers and with the Reporting / Reviewing Authority as may be required or to the referral board constituted by Minister in charge of concerned administrative ministry. | 28th February | |
| (c) Nodal officer shall make necessary entries in Section VI of the PAR about the final decision of the Accepting Authority on the representation and discloses the same to the officer reported upon. | 15th March | |
| (d) The completed PAR would be available to the concerned PAR Repository Authorities to complete the process | 31st March |
Finalization of targets and relative weights by the Reporting Authority in consultation with the officer reported upon and sending a copy thereof to the nodal officer of concerned administrative Ministry/Department for record- will be completed as per extant practice in offline mode (By 15 May of reporting year)
- Cut-off date from S. No (i) to (vi) will be in the year following the financial year for which PAR is written (2024 for the reporting year 2023-24) and for S. No. (vii) onwards the cut-off date mentioned will be next year of the financial year i.e. 2025 for reporting year 2023-24. In case these dates fall on holidays, the cut-off date will be automatically extended to the next working day.
- APAR will be submitted to Accepting Authority for appraisal only after MoU score/achievements have been included in the APAR. The time line would stand amended accordingly depending upon release of MoU scores by the Government.
(iv) Format of PAR: – There would be a common format for Chief Executives, Functional Directors and Executives at E9 & E8 level (Annex A / page-10). The Same format may be used by CPSEs from E-7 to E-5 level also.
(v) Components of PAR and their relative weights:- The proposed weightage for achievement of MOU targets (as determined by DPE), individual targets, personal attributes and functional! competencies for all the levels of management incumbents of CPSEs up-to ES level would be as under:
3. All administrative Ministries / Departments are requested to take necessary action and also bring the contents of this Office Memorandum to the notice of CPSEs under their respective administrative jurisdiction for information and compliance under intimation to this Department.
4. This issues with the approval of the competent authority.
(Rajesh Puri)
Deputy Director
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