Submission of Annual Performance Assessment Report (APAR) for the year 2025-26 through SPARROW - Regarding File No:HRD-II/65/2025/APAR/2024-2025/1542 dated 20/04/2026

Employees' Provident Fund Organisation (MINISTRY OF LABOUR & EMPLOYMENT, GOVERNMENT OF INDIA) Head Office Plate A, Ground Floor, Block II, East Kidwai Nagar, New Delhi-110023 Website: www.epfindia.gov.in

File No. HRD-II/65/2025/APAR/2024-25/1542 Dated: 20 APR 2026

To, All Additional CPFCs (HQ)/ Director (PDNASS) All Additional CPFCs (Zones) Additional CPFC (ASD), Head Office/ Additional CPFC (ZTis) All RPFCs/OIC in charge of Regional Offices/ District Offices

Subject: Submission of Annual Performance Assessment Report (APAR) for the year 2025-26 through SPARROW-reg.

With reference to the subject cited above, it is informed that APARs for the year 2025-26 for all cadres, except certain cadres such as MTS, Electrician, Lift Operator, Driver and other such cadres, are to be mandatorily filed through Smart Performance Appraisal Report Recording Online Window (SPARROW). The SPARROW module can be accessed through Railtel VPN URL https://sconnect.railtel.in/.

2. The timelines for completion of various activities for the year 2025-26 are as under:-

3. The ACC (HQ) (Zones/PDUNASS)/ ACC (Zones/ZTis/Sub-ZTis/ASD) are assigned the role of Service Admin and they have to assign the role of PAR Central Custodian (Primary) to the OIC/RPFC (Adm)/APFC (Adm) in the offices under their jurisdiction, using the "Role Mapping" tab available on their SPARROW homepage.

Service Admin may also assign the role of PAR Central Custodian (Alternate) to an officer, to manage the workload.

4. PAR Central Custodian (Primary) role is responsible for creation of the APAR workflow i.e. the APAR mapping and also the 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 available on the SPARROW homepage of the user having the said role.

5. Any missing user profile on the SPARROW or any change to the posting profile of any existing user can be done using the Personnel Information Management System (PIMS) database. The PIMS data base can only be accessed by the EMD Administrator. The Service Admins need to appoint one officer as the EMD Administrator in all the Regional Offices under their jurisdictions and also the Zonal Office and provide the details of these officers to the Head Office in format attached as Annexure A. The PIMS can be accessed through the NIC WEBVPN URL "https://saccess.nic.in".

6. Changing the EMD Administrator must be avoided; and therefore the must be selected carefully in the first instance. However, if there are compelling reasons to change the EMD administrator a request may be sent to Head Office at rc.hrm8@epfindia.gov.in.

7. It is further clarified that in respect of Office-in-charge (OIC) of Regional Offices Reporting Officer will be Zonal heads and Reviewing Officer will be CPFC. Competent Authority 1 and Competent Authority 2 both are same, and is positioned one level above the Reviewing Officer. It is also informed that, wherever ACC is the reviewing authority for RPFC-II/ APFC cadres, the competent Authority is ACC (HQ) HR at Head Office.

8. Certain cadres like, MTS, electrician, driver and other such cadres, who do not have official email IDs and hence not registered as SPARROW users, shall file their APARS through HR Portal of EPFO for the year 2025-26.

9. In cases where reporting or (and) reviewing officer have retired, the DoPT guidelines (Gazette notification number G.S.R. No. 596(E) dated 16.06.2017) state as follows:

"7A. Restriction on reporting authority, etc. in certain cases. - Notwithstanding anything contained in rules 5, 6 and 7, it shall not be competent for the reporting authority, reviewing authority or accepting authority to write a performance appraisal report where the authority reporting the performance appraisal report is a government servant, after one month of his retirement from service; and in other cases, after one month of the date on which he demits office."

10. A No Report Certificate (NRC) is to be issued under the following circumstances: When the Officer Reported Upon (ORU) has not worked under any Reporting Officer or Reviewing Officer for the minimum requisite period of 90 days ( e.g., due to long leave, study leave, maternity leave, training, suspension, or unauthorized absence) OR When both the Reporting Officer and the Reviewing Officer have retired, and the extended period of one month for writing the report has lapsed.

Steps to Issue NRC: Log in as Custodian -> Workflow -> Create/Update -> Select assessment period -> Search employee -> Click "Create/Update Workflow" -> Choose Status: NRC and Form Type: NRC -> Continue -> Click "Save" on the pre-filled page.

PAR Generation: Go to PAR tab -> Generation -> Select assessment period -> Search user -> Click "Generate" -> Fill NRC form with required details -> Submit to concerned ORU.

11. Some users have reported the following error while trying to access the Sparrow "USER NOT AUTHORIZED TO ACCESS THE SERVICE". This error occurs for one of the following two reasons:
12. User does not exist in Sparrow. Solution: EMD administrator can create the user by following accessing PIMS using the URL "saccess.nic.in".
13. The default Login ID mentioned in SPARROW is incorrect. Solution: The EMD administrator has to correct the Login ID in SPARROW and make it the same as the Login ID mentioned in the KAVACH App. The Kavach login ID is the correct one and can be found by clicking the 3 horizontal lines on the top left side of the Kavach app homepage. The login ID is mentioned at the top, just above the email ID.

Further, if the issue still persists, kindly forward the same to the Head Office for resolution.

12. While creating a new employee i.e. a missing user, the following things may be noted: a. Fields which are not Star Marked may be skipped. b. Wrapper Organisation (Global) and Organisation Unit are the name of the office where the official is posted. c. Cadre Service Identification Number and Employee code are the same. d. Login Type is NIC/Gov-LDAP ID e. Login ID is the same as the Kavach Login ID (Kavach Login ID can be searched as explained below in the email). f. User type and Login user type is Sparrow g. User name is the name of the official h. Designation Classification is Others i. Designation level may be marked as per the equivalence to the ministerial grade or as others

13. It is further informed that there is a synchronization lag of about one hour between the PIMS database and the Sparrow module. So any changes made in PIMS will take about an hour in reflecting on the SPARROW.

14. It must be ensured that data in respect of all the officials in SPARROW is complete in all respect and duly filled up. Any modifications in this regard can only be carried out by the EMD Administrator.

15. A copy of the user manual for SPARROW is attached herewith as Annexure B for ready reference. However, in case of any issue, reference may be sent to rc.hrm8@epfindia.gov.in by the concerned office.

(Issues with the approval of the Competent Authority)

Copy for necessary action:

1. RPFC (NDC) for web upload

Copy to (through EPFO website) for information:

1. PS to CPFC, FA&CAO and CVO for information
2. Hindi Section for Hindi version.

(Sanjay Gupta) Regional P.F. Commissioner-II (HRD-II)

ANNEXURE A

Details of Officers designated as EMD Administrator

Annexure B

Amendment History

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

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

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.

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.

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.

Roles- SPARROW

• Primary
  • PAR Custodian
• Ownership Based
  • Central PAR Custodian
  • State PAR Custodian
  • PAR Manager
  • EMD Administrator
• Administration Based
  • System Administrator
  • Service Administrator
• Workflow Based
  • Reporting Authority
  • Reviewing Authority
  • Accepting Authority
  • Competent Authority

Roles & Responsibilities- SPARROW

Workflow Oriented Movement of PAR

• Workflow Based Movement of PAR
• First Steps by Custodian to be performed before initiating the PAR to Officers
• Workflow is created for Officer.
• PARs are only generated and sent to Officer, whose workflows are created.
• Custodian receives an email on every movement of PAR.
• Custodian closes the Accepted PAR.

[Flows: Standard, Representation, Referral, MaA]

Modules-SPARROW SPARROW comprises of the following modules, all the modules are user friendly:

• Inbox
• Sent
• User Assistance
  • Track Your PAR
• Role Detail
• Work flow
  • Create/Update
• PAR
  • Generation
  • Update Section I
  • Tracking
  • Force Forward
• IRM
• Dossier
  • Officers Completed PAR
  • My Completed PAR
  • My ACR Status
• DSC
  • Enroll
  • Status
• Support@ServiceDesk
• Migration
  • PAR Migration
  • Grading (Manually Section Upload)

ADMINISTRATOR (Primary Custodian/ Super Custodian)- Standard Menu Standard Menu has functionalities required to process PAR. Standard Menu is accessible by Administrators (Primary Custodian & Super custodian). Admin maintains and manages the flow of PAR.

User or Officer - Standard Menu

Movement of PAR –Custodian (First Steps)

• Create Workflow/Update

  • To create workflows go to Work flow Create->Update.
  • Select the Assessment period; search Officer, to create a workflow.
  • As a result the list of searched employee page appears, select the employee and click Create Workflow button.
  • As a result page appears; provide Status and Type of Form.
  • Click Continue button.
  • A page appears, open Standard, select officers, click Save button.
  • Note: Global Search: To search the officer from global organization.
  • Auto delegation: Custodian can provide the auto delegation privileges by clicking the Auto Delegation button, in that case the PAR will be moved to custodian account for Manual Process for the further approval.
  • Save and Next: To create the Representation workflow for the officer.
  • A message prompts “Workflow Data Saved and Updated Successfully”.
  • Note: Custodian\PAR Manager Creates\updates the workflow.
  • PAR is generated only by Custodian for whom workflows are created.

• Update/ Delete Workflow

  • To update the workflow perform the following steps:
  • To edit or Update workflow, search Officer, a page appears, click Update button.
  • A confirmation dialogue box appears for workflow updation, click OK button.
  • A page appears, Standard, Update fields, click Update.
  • A message prompts “WORKFLOW DATA SAVED AND UPDATED SUCCESSFULLY”.
  • To delete the workflow perform the following steps:
  • To Delete workflow, search Officer, a page appears, click Delete button.
  • A page appears, enter the Reason for Deletion, Upload Reference File and click on Submit button.
  • A confirmation dialogue box appears, click on OK button.
  • A message prompts “WORKFLOW DATA DELETED SUCCESSFULLY”.

• Generation of PAR

  • Go to PAR -> Generation, select Assessment Period, search user and click Search button then click on Generate.
  • As a result the Basic Information form screen appears, custodian fills the details and click Draft button, unique Form ID is generated.
  • Send PAR
  • Fill the form and click Send To Officer Reported Upon button, a confirmation window appears click on OK button.
  • As a result message page appears PAR is sent to the officer.

Movement of PAR-Standard Flow

• Stage 1: Officer performs the following steps to fill PAR:
  • Click PAR ID under My Par tab to open PAR.
  • Officer fills the Self Appraisal form and click Send To Reporting Authority button.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully to”.
• Stage 2: Reporting Authority performs the following steps to Forward to Reviewing Authority:
  • Click PAR ID under Access Par tab to open the Form.
  • A page appears, Reporting Authority views Basic Information & Self Appraisal forms, grades the PAR in Appraisal, click Send to Reviewing Authority button.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully” to.
• Stage 3: Reviewing Authority performs the following steps to forward to Accepting Authority:
  • Click PAR ID under Access Par tab to open PAR.
  • Reviewing Authority views Basic Information, Self Appraisal & Appraisal forms, grades the PAR in Reviewing, click Sent to Accepting Authority.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully” to.
• Stage 4: Accepting Authority performs the following steps to send the PAR to CR:
  • Click PAR ID under Access Par tab to open PAR.
  • Accepting Authority view Basic Information, Self Appraisal, Appraisal & Reviewing forms and finalizes grade in Accepting form, click Send To CR Section.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.
• Stage 5: Custodian performs the following steps to disclose PAR:
  • Click PAR ID under Process tab to open PAR.
  • PAR is opened, click Disclose to Officer to disclose the PAR.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.
• Stage 6: Officer performs the following steps to Accept PAR:
  • Click PAR ID, to view PAR grading.
  • Click I Accept else Put to Representation.
  • Note: Put for Representation button will appears for those officers whom Representation workflow is created.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.
• Stage 7: Custodian performs the following steps for Closure of PAR:
  • Click PAR ID under Process tab to open the PAR.
  • Click Close to close the PAR.
  • A confirmation window appears click on OK button.
  • A message prompts “Successfully Closed”.

Movement of PAR- Representation Flow

• Stage 1: Officer performs the following steps to Put for representation:
  • Click Put for Representation, to Put for Representation.
  • A window appears, enter the reason, Browse the reference file (if any) and click Yes.
  • A message prompts successfully sent.
• Stage 2: Custodian (Rep-CR Section) performs the following steps to forward the request:
  • Click PAR ID to open PAR.
  • Custodian (Rep-CR Section) fills the Letter Information form and click Send To Competent Authority- Stage I button.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.
• Stage 3: Competent Authority- Stage I Officer performs the following steps for consideration:
  • Competent Authority- Stage I officer click PAR ID to open the PAR.
  • A page appears, Competent Authority enters remarks, click Send to Reporting Authority button to forward the request to next authority.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.
• Stage 4: Rep-Reporting Authority performs the following steps to forward PAR to Rep-Reviewing Authority:
  • Rep-Reporting Authority clicks the PAR ID to open the PAR.
  • A page appears, enter the remarks and click Send To Reviewing Authority button.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.
• Stage 5: Rep-Reviewing Authority performs the following steps to forward PAR to Rep-Accepting Authority:
  • Rep- Reviewing Authority clicks the PAR ID to open the PAR.
  • A page appears, enter the remarks and click Send To Accepting Authority button.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.
• Stage 6: Rep-Accepting Authority performs the following steps to forward PAR to Competent Authority- Stage II:
  • Rep- Accepting Authority clicks the PAR ID to open the PAR.
  • A page appears, enter the remarks and click Send To Competent Authority- Stage II button.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.
• Stage 7: Competent Authority- Stage II performs the following steps to forward PAR to CR Custodian (Rep-CR Section):
  • Competent Authority- Stage II clicks the PAR ID to open the PAR.
  • A page appears, enter the remarks and click Send To CR Section button.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent Successfully”.

Home It contains the statistical data (pie-graph, bar-chart, line graph) of the respective organization in which the logged in officer has assigned with the Custodian (Central/ State).

Dashboard It contains the complete data regarding the APAR(s) and officer(s) posted in respective organization. Also Custodian can send customize alert to the officer, with whom APAR(s) is pending. Steps to view APAR status and to send Customize pendency alerts:

• Click View More Details button.
• The Dashboard screen along with APAR(s) status appears.
• Click the Numeric value under pending with column.
• The screen appears, check the officers to whom alert needs to be send and click Send Alert button.
• The Dashboard Send Alert Window appears, select the mode through which alert is to be send and click Send Alert button.
• Note: Custodian can also customize the message as per requirement.
• A message prompts “Alert Sent Successfully”.

Common Functionalities of PAR Custodian (Central or State), PAR Manager & Officers

• Inbox/ Sent
  • Inbox/ Sent Items are classified into My PAR, Assess PAR, Manual Process and Process (Inbox) / My PAR, Assess PAR, Forward Delegated, Process Force Forward and Manual Process.
• My PAR (Inbox/Sent)
  • My PAR depicts Self PAR’s sent.
• Assess PAR (Inbox/ Sent)
  • Assess PAR, click APAR ID.
  • Fill the form and send to next authority.
• Manual Process (Inbox/ Sent)
  • Click APAR ID to open the PAR.
  • A page appears; fill the form and click the respective button to forward the APAR to the next authority ON BEHALF of officer.
  • Note: Manual Process is performed by Custodian only.
• Process (Inbox/Sent)
  • Process depicts the PAR’s to be disclosed by custodian.
• Force Forward (Sent)
  • Force Forward depicts those PAR’s which are forwarded by custodian.
  • Click the icon to view the sent APAR.

User Assistance

• Track Your PAR
  • Go to User Assistance, click Track Your PAR, select Assessment Year, a list appears.
  • Click PAR ID, PAR Tracking Detail window appears.
  • Click information icon, the Role Details window appears.

Role Detail

• Click the Role Detail module, select the Organization/ Role and click Submit button to view the roles assigned to the officer within the selected organization.

Workflow

• Create/ Update
  • Refer to steps mentioned under Movement of PAR- Custodian (First step)->Create Workflow/ Update and Update/ Delete Workflow.

PAR

• Generation
  • Refer to Steps mentioned under Movement of PAR –Custodian (First Steps) Generation of PAR section.
• Update Section I
  • Go to PAR, click Update Section I, select Assessment Year and click the Search button, a list appears.
  • Click Quick Action icon, the Update Section I screen appears, update the Section I form and click the Update Section button.
  • A message prompts “Updated Successfully”.
• Tracking
  • Go to PAR, click Tracking, select Assessment Year and click the Search button, a list appears.
  • Click PAR ID, PAR Tracking Detail window appears.
  • Click information icon, the Role Details window appears.
• Force Forward
  • Go to PAR, click Force Forward, select Assessment Year and click the Search button, a list appears.
  • Note: Alert Icon: To send customize alert to the officer, with whom officer’s PAR is pending.
  • Click Force Forward button, a Force Forward window appears; enter the Reason for Force Forwarding and click the Submit button.
  • A confirmation window appears click on OK button.
  • A message prompts “Sent successfully”.

Dossier

• Officers Completed PAR
  • Go to Dossier, click Officers Completed PAR.
  • Select the Assessment Period, list of officers appears, click the user Name.
  • A page appears, click the download icon to view and Download the PAR.
  • Note: Completed PAR’s can be downloaded and viewed. Reference uploaded during PAR submission can also be viewed here.
• My Completed PAR
  • Officer can view his/ her Completed PAR details.
• My ACR Status
  • Can view his/ her ACR/ PAR Status.
  1. Awaited: PAR for that Particular period has not been received or does not exist.
  2. Received: PAR has been received.
  3. NRC: Non Reporting Certificate.

DSC To enroll the DSC with SPARROW application and to view the status of registered DSC. Note: For complete process refer the DSC Handbook manual.

Support@ServiceDesk For any query, click the Support@ServicesDesk module, the user is redirected to NIC Service Desk for complaint registration.

Migration This process is available with PAR custodian. The process is to move the Old PAR(s) into the application.

• PAR Migration
  • Click the PAR Migration sub-module under Migration module, search the user and select.
  • Click on New button.
  • Upload the pdf by clicking Choose File button and Upload button.
  • Migration form fields gets enabled, fill the form, and then click the Submit button.
  • A confirmation window appears click on OK button.
  • As a result message prompts “Migration details and Document Saved Successfully”.
• Grading (Manually Section Upload)
  • Click the Grading (Manually Section Upload) sub-module under Migration module, select the Assessment Period, and search the user and select.
  • The screen appears, click the Edit button.
  • Enter the Grade and click on Update Grade button.
  • A confirmation window appears click on OK button.
  • As a result message prompts “Updation of Grade successfull !!!”.

Created By: Rimandeep Kaur Reviewed By: Rekha Rani, Rohit Jandial Approved By: Nirvesh Kumar