8
Disposal of representation by the
Competent Authority and forwarding it
to APAR Custodian
17thDecember, 2025
9
Communication of the decision of the
Competent Authority by the APAR
Custodian to the officer reported upon
Within 10 days from the finalization of decision
by the Competent Authority
10 End of APAR process after which the
APAR will be finally taken on record
31st December, 2025
3. It is informed that the submission of Self appraisal by the Officer Reported Upon
(ORU) will begin with effect from 1st September, 2025. In this regard it has been observed in
the past that there have been lapses in filing of APARs causing delays in holding DPCs.
Therefore, it should be ensured by the concerned ACCs that the above timelines for APAR
activities are strictly adhered to.
4.
The ACC HQ/ ACC (Zones) are assigned the role of Service Admin and they have to
assign the roles of PAR Central Custodian (Primary) and Employee Manager Details (EMD)
Administrator to OIC/RPFC (Adm)/APFC (Adm) in the Regional Offices under their
jurisdiction, using the “Role Mapping” tab available on their sparrow homepage. Both roles
may be assigned either to the same or to different officials. Similarly, ACC-HQ PDUNASS and
ACC ZTIs/Sub-ZTIs, shall be assigned the role of Service Admin and they have to further
assign the roles of Central PAR Custodian and EMD Administrator to the RPFC (Adm) in the
said offices. For Head Office, the role of Service Admin shall be assigned to ACC (ASD) and
the roles of Central PAR Custodian and EMD Administrator has to be further assigned to
the RPFC ASD, Head Office (Flow chart-1 attached).
5.
PAR Central Custodian (Primary) role is responsible for creation of the APAR
workflow i.e. the APAR mapping and also generation of APAR. APAR workflow can be
created using the “Workflow” role available on the left-hand side panel of the sparrow
homepage of the user having the PAR Central Custodian (Primary) role. Similarly, APAR
generation can be done using the “Generation” button under the PAR tab take available on
the sparrow homepage of the user having the said role.
6.
EMD administrator role is responsible for making any modifications or adding any
missing details in the service data shown on sparrow in respect of any user under that
office. ACC HQ/ACC Zones, ACC HQ/ACC, PDNASS & ZTIs, ACC ASD (HO) shall send a list of all
officers who are assigned the role of EMD administrator under their jurisdictions, to Head
Office mentioning their name, designation, name of office, email id, mobile number and
employee ID on email ID rc.hrm8@epfindia.gov.in
7.
The correctness of APAR mapping in respect of all the officials under the jurisdiction
of an RO shall be certified by respective OIC of the ROs. The correctness of APAR mapping in
respect of OICs of ROs and the officials of Zonal office shall be certified by the concerned
ACC Zone. Similarly, the correctness of APAR mapping in respect of all the officials under the
jurisdiction of a ZTI shall be certified by the ACC ZTI and that in respect of ACC ZTIs and the
officials of PDUNASS, the same shall be certified by the ACC HQ PDUNASS. Further, the
correctness of APAR mapping in respect of all the ACC HQ / ACC, Zones, ACC HQ PDNASS
and the Officials at HO shall be certified by ACC, ASD (Flow chart-2 attached).
Flowchart - 1
Role Assignment in SPARROW
ACC HQ/ACC Zones
(Role: Service Admin)
Assign roles to OIC/RPFC (Adm)/
APFC (Adm):
• PAR Central Custodian
(Primary)
• EMD Administrator
ACC HQ PDNASS &
ACC ZTIs/Sub-ZTIs
(Role: Service Admin)
Assign roles to RPFC
(Adm):
• PAR Central
Custodian (Primary)
• EMD Administrator
ACC ASD Head Office
(Role: Service Admin)
Assign roles to RPFC
ASD:
• PAR Central
Custodian (Primary)
• EMD Administrator
Role Assignment
Completed
Flowchart - 2
APAR Mapping Correctness Certification
Officials under RO
certified by OIC of
RO
OICs of ROs & Zonal
Office Officials certified
by ACC Zone
Officials under ZTI
certified by ACC ZTI
ACC ZTIs & PDNASS
Officials certified by
ACC HQ PDNASS
ACC HQ/ACC
Zone/ACC HQ
PDNASS & HO
Officials certified
by ACC, ASD
Certification
Completed
1
2
Amendment History
Date
Version
Description
Author
Aug 2016
User Manual
eOfice Project Division
10 Jan 2019
3.2
User Manual
eOfice Project Division
3
Table of Contents
Objective ............................................................................................................................................................................................... 6
Introduction ........................................................................................................................................................................................ 7
Key Features- SPARROW ................................................................................................................................................................ 8
Roles- SPARROW ............................................................................................................................................................................... 9
Roles & Responsibilities- SPARROW ....................................................................................................................................... 10
Workflow Oriented Movement of PAR ................................................................................................................................... 12
Modules-SPARROW ........................................................................................................................................................................ 13
ADMINISTRATOR (Primary Custodian/ Super Custodian)- Standard Menu .......................................................................... 14
User or Officer - Standard Menu ................................................................................................................................................................. 15
Movement of PAR –Custodian (First Steps) .......................................................................................................................... 16
Create Workflow/Update .............................................................................................................................................................................. 16
Update/ Delete Workflow ............................................................................................................................................................................. 19
Generation of PAR ............................................................................................................................................................................................ 22
Movement of PAR-Standard Flow ............................................................................................................................................. 25
Movement of PAR- Representation Flow ............................................................................................................................... 39
Home .................................................................................................................................................................................................... 55
Dashboard .......................................................................................................................................................................................... 55
Common Functionalities of PAR ................................................................................................................................................ 58
Inbox/ Sent .......................................................................................................................................................................................................... 58
My PAR (Inbox/Sent) ...................................................................................................................................................................................... 58
Assess PAR (Inbox/ Sent) ............................................................................................................................................................................. 58
Manual Process (Inbox/ Sent)..................................................................................................................................................................... 59
Process (Inbox/Sent) ...................................................................................................................................................................................... 60
Force Forward (Sent) ..................................................................................................................................................................................... 61
User Assistance ................................................................................................................................................................................ 62
Track Your PAR ................................................................................................................................................................................................. 62
Role Detail .......................................................................................................................................................................................... 64
Workflow ............................................................................................................................................................................................ 65
Create/ Update .................................................................................................................................................................................................. 65
PAR ........................................................................................................................................................................................................ 66
4
Generation ........................................................................................................................................................................................................... 66
Update Section I ................................................................................................................................................................................................ 66
Tracking ................................................................................................................................................................................................................ 67
Force Forward ................................................................................................................................................................................................... 69
Dossier ................................................................................................................................................................................................. 72
Officers Completed PAR ................................................................................................................................................................................. 72
My Completed PAR .......................................................................................................................................................................................... 73
My ACR Status .................................................................................................................................................................................................... 73
DSC ........................................................................................................................................................................................................ 74
Support@ServiceDesk ................................................................................................................................................................... 74
Migration ............................................................................................................................................................................................ 75
PAR Migration .................................................................................................................................................................................................... 75
Grading (Manually Section Upload) .......................................................................................................................................................... 77
5
Abbreviation
SPARROW
Smart Performance Appraisal Report Recording Online
Window
PAR
Performance Appraisal Report
MaA
Memorial against Assessment
CR
Central Repository
EMD
Employee Manager Details
SPOC
Single Point of Contact
CCA
Cadre Controlling Authority
DSC
Digital Signing Certificate
6
Objective
The electronic Annual Performance Appraisal Report (SPARROW) is an online system based on the comprehensive
performance appraisal dossier that is maintained for each member of the Service by the State Government/Central
Government. 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. Similar convenience will be
available to the officers at different Stages in the workflow hierarchy of filling and submission process. The system
is also expected to reduce delays in submission of completely filled PARs.
7
Introduction
PAR filling process starts at the beginning of the financial year. The Custodian of the respective
Ministry/department sends the blank PAR forms to the Individual officer. The officer fills the PAR for further
submission to his/her Reporting Officer. The PAR moves from Reporting officer to Reviewing officer and to
Accepting Authority mandatorily marking CR Section a slip.
With the electronic system in place, the recording and movement of PAR forms becomes seamless, quick and
convenient due to inbuilt alert mechanisms through different modes at appropriate Stages. The system provides
status check so that the officers’ know where their PARs pending as well as what are pending with them.
8
Key Features- SPARROW
PAR ID: Unique ID for PAR.
Search Criteria: To search on various parameters like name, date etc.
Draft: To save the PAR as Draft and work later.
Flows of PAR
Standard: Grading on the Standard flow of PAR.
Representation: Officer can put for Representation in case of disagreement.
Referral: Officer can Put for Referral Board for in case of disagreement with representation decision.
Memorial against Assessment (MaA): Officer can Put for MaA in case of disagreement with Referral
Communication: Timely mobile and emails alerts at appropriate Stage.
Security: Submission possible only through digital signing.
Pendency: Tracking at every Stage.
Safety: No case of Missing/Lost/Damaged PARs.
