USER MANUAL - Employees` Provident Fund Organisation
Contents
1. Acknowledgement Letter Clarification Letter Interim Reply Letter Final Reply Letter ye Action Date Wise Registration No Wise EPF lt SMS From 01 12 2009 To 94 12 2009 Operational Letter Signing Authority Subordinates Nodal Officer O Other Officer Submit Search Sn Create Wings Groups Log Out 6 2 5 REPORTS At present there are three different types of MIS reports available in EPFIGMS which are displayed in the following screen NIC EPFO EPFIGMS UM Page 21 of 27 EPFIGMS USER MANUAL RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL F F COMMISSIONER Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated REPORTS MENU 1 Pending Grievances EPFFGMS Correspondence Letters eports Lodge Local Grievance Create Wings Groups Q Sub Organisation Wise Pendency Report Log Out 6 2 5 1 PENDING GRIEVANCES This report displays the details of pending grievances at the level of Logged in user The From Date and To Date parameters are provided to generate the report for the desired time period The following screen displays the pending grievance report form Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated Back PEDENCY REPORT FPPZOGMS Enter Details Operational Desk o 7 From Date 01 02 2010 To Date 04 02 2010 Correspondence Letters Select Domain Griev2. EPFiGMS This menu option is used to register the locally received grievances through post or in person by the complainant in the various offices of EPFO The following screen displays the grievance registration form GRIEVANCE REGISTRATION FORM Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated Enter EPF Details Please select Status PF Number Name of Establishment Address of Establishment SELECT Y Select Others if PF Number is not known to You State Code Office Code Establishment code Extension Account Number Enter Personal Details Entries prefix with must be filled Name of Complainant Is the Complainant and Subscriber the same Person Received Date Language of Letter Address Only A Z a z and digits 0 9 and are allowed Pincode Country State is mandatory if you have selected country as INDIA Phone Number ISD Code STD Code without 0 prefix Tel No eg 91 11 23367688 Mobile Number ISD Code amp Mobile Number Email Id Mr Yes No 10 02 2010 English Hindi Other Language SELECT India hd State 91 91 Enter Grievance Details Letter No Letter Date 10 02 2010 Grievance Category SELECT X Grievance Description 5000 Characters Attach a DocumentiPo
3. WCNo PENumber Date 4 DURGAVE 2009 00048 5 WBV 675755 6464564 28 10 4 DURGAVE 2009 00048 6 WB 675755 6464564 28 10 4 DURGAVE 2009 00050 1 WB 465645 4566456 10 09 4 DURGAVE 2009 00052 2 WB 345435 5344353 29 09 4 DURGAVE 2009 00054 2 WBI 242342 2342352 28 10 123 2 lt mL b 4 Clarification Reminder sent to forwarded organisation Suborniate m Clarification Reminder received from Higher organisation R Reminder C Clarification NIC EPFO EPFIGMS UM Page 16 of 27 EPFIGMS USER MANUAL This above screen shows all the reminders and clarification received and sent by this particular user The green coloured arrow shows all the reminders clarifications sent by the logged in organization user to its subordinate office s The flag R C is mentioned against each case which indicates Reminder R Clarification C The blue coloured arrow shows all the reminders clarification received either by the complainant or its parent The flag R C is mentioned against each case which indicates Reminder R Clarification C Thus R is for Reminder and C is for Clarification 6 1 6 CASES ESCALATED If any grievance is not redressed closed within 30 days of its receipt then it is automatically escalated to its immediate parent office Similarly if the immediate parent is not able to redressed closed within next 30 days then the case would be escalated to its parent office This escala
4. 91 11 26711109 Fax 91 11 261722681 References 1 Centralized Public Grievance Redress And Monitoring System NIC EPFO EPFiGMS UM Page 4 of 27 EPFIGMS USER MANUAL THE IT SUPPORT PROFESSIONALS 1 7 Abbreviations Glossary used 1 Employees Provident Fund Organisation Internet Grievance Management System eS Employees Provident Fund Organisation Te ee ee e e pe ne p NIC EPFO EPFIGMS UM Page 5 of 27 EPFIGMS USER MANUAL 2 System Requirements to run the application software 2 1 Client system specification Being a web enabled application any client machine equipped with internet connectivity could run the application software The application facilitates to attach a scanned PDF documents to registered grievances Hence a scanner may be required to convert documents into PDF files 3 Product Features EPFIGMS consists of two modules namely 1 Subscriber Module This module enables the EPFO Subscriber Pensioner Employer To lodge their grievances online to the concerned SRO RO To lodge online reminder for the past grievances lodged with EPFO To View the status of their grievances at any point of Time 2 Office Module This is a back office module exclusively designed for redress of grievances by PG officers of SRO RO ZO HO It enables the PG Officer To forward the grievance online to their sections divisions in order to redress within permissible time limit Automatic Escalation of ca
5. EPFIGMS USER MANUAL CENTRE EMPLOYEE PROVIDENT FUND ORGANISATION EPFO INTERNET GRIEVANCE MANAGEMENT SYSTEM EPFIGMS USER MANUAL National Informatics Centre Department of Information Technology Ministry of Communication and Information Technology Government of India A Block CGO Complex Lodhi Road New Delhi 110003 NIC EPFO EPFiGMS UM Page 1 of 27 EPFIGMS mcs USER MANUAL Amendment Log Version Number Release Change Number Brief Description Sections Changed February 2010 All new Sections NIC EPFO EPFiGMS UM Page 2 of 27 oe a EPFIGMS USER MANUAL THE IT SUPPORT PROFESSIONALS Contents Introduction 1 1 Audience 1 2 Purpose 1 3 Document Organization 1 4 Problem Reporting 1 5 References 1 6 Abbreviations used System requirement to run the application software Product Features Installation Procedure amp General Operating Instructions Operational requirements Application Modules amp Operating Instructions 6 1 New Grievance 6 1 1 Parent Office 6 1 2 Directly received from citizen 6 1 3 Partly Transferred Transferred Cases 6 2 Pending Grievance 6 2 1 With Subordinates 6 2 2 Under Examination at our level 6 2 3 Update Action Form for Pending Cases 6 3 Case Reports Replies 6 4 Disposals 6 5 Reminder Clarification 6 6 Cases Escalated 6 6 1 List of Cases escalated from Subordinate Organization 6 6 2 Cases escalated to higher Organization 6 7 Operational Desk 6 8
6. SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER New Receipts You have 1 Clarifications Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated No Subordinate Exists Top bar shows the relevent details of the concerned user like his her name designation and office name For example in this case Shri Rajib Bhattacharya is name of the concerned officer who is the Regional P F Commissioner of the EPFO SRO Durgapur The main page below the top bar displays an alert message indicating the receipt of new Reminder s Clarification s Case Report s NIC EPFO EPFiGMS UM Page 9 of 27 EPFIGMS mM yag USER MANUAL 6 1 The menu items available in the main page are as follows 6 1 1 NEW GRIEVANCE This menu displays the new grievances received by the concerned user through electronic and manual modes The following screen displays the list of new grievances due for initial assessment RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER lt EID New Grievances Pending Grievances Case Reports Replies Disposals Reminders Clarification Cases Escalated EE a Ge i ist a CLs Operational Desk ubordinates All Parent Office Directly Received From Citizen Partly Transferred Transferred Cases f E Select All Category Registration No Name PF Number a f i E PMO DURGA P 2010 00001 Shobhita Bhatt WB0009999fr0099999 Correspondence Lett
7. Subordinates 6 9 Search 6 10 Correspondence Letters 6 11 Reports 6 11 1 Pendency Report 6 11 2 Sub Organization Wise Pendency Report 6 11 3 Status Report 6 12 Lodge Local Grievance 6 13 Create Wings Group 6 14 Log Out NIC EPFO EPFIGMS UM Page 3 of 27 EPFIGMS USER MANUAL 1 1 1 2 1 3 1 4 1 6 Introduction Audience This user manual has been provided for the users of EPFIGMS application software It has been assumed that the user has basic working knowledge of computers as well as internet browsing experience and is well versed with grievance redress mechanism Purpose The purpose of this document is to provide an interface between the user and the application software It will help users to understand various features of the application and will enable them to operate the software The objective of the application is to provide an online grievance redress and monitoring system tool to the EPFO subscribers pensioners employers and public grievance officers SROs ROs ZOs HO of EPFO Document Organisation This user manual contains 6 chapters which contains sections and sub sections Problem Reporting Problem suggestions may be forwarded to epfigms epfo nic in or may telephonically contact to Shri Gautam Dixit Regional Provident Fund Commissioner Employees Provident Fund Organisation Ministry of Labour Govt of India Head Office Bhikaji Cama Place New Delhi 110066 India Phone
8. case 2 CASE TRANSFERRED This decision would be selected if a particular grievance does not belong the logged in organisation user and needs to be transferred to other Offices horizontally The case will thus be treated as a closed case for the logged in organisation user 3 UNDER EXAMINATION AT OUR LEVEL This decision would be selected if a particular grievance is to be redressed by the officer concerned Such cases are treated as pending grievances for the logged in organisation user 4 FORWARDED TO SUBORDINATE OFFICE This decision would be selected if a particular grievance is to be redressed by the subordinate office of the logged in organisation user The list of subordinate offices will be displayed before the Officer concerned and one office can be selected from that list This case thus will be forwarded online to the selected subordinate office 5 PART TRANSFER This decision would be selected if a particular grievance is to be redressed by different EPFO Offices Under this action the logged in user organization would select different parts of the grievance details and then transfer it to different EPFO Offices Upon selecting the decision of Part transfer the user would be provided with list of other organizations users of same level in the form of checkboxes and the logged in user would then select different offices from that list and send them different parts 6 1 2 PENDING GRIEVANCES This menu displays list of all the pen
9. EPFO EPFiGMS UM Page 15 of 27 7 ad il EPFiGMS womunics M USER MANUAL RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER Reminders Clarification New Grievances Pending Grievances Case Reports Replies Disposals 3 6 Print EEN DURGA E 2009 00049 fhfhfhg WB 346566 5465464 25 09 2009 DURGAVP 2009 00001 dgdgdgd WB54564565646464 30 10 2009 DURGAVP 2009 00003 dgdgd WB54324323423423 30 10 2009 2009 00004 a Ledge Local Grievance Sse ee SS eo g View Grievance Description 1 RECEIVED THE 23 10 2009 EPFO SRO Durgapur GRIEVANCE 2 PART TRANSFER 30 10 2009 EPFO SRO Laxmi Nagar EPFO SRO DurgapurView Part Delhi South Transferred 3 NO ACTION 30 10 2009 EPFO SRO Durgapur REQUIRED These cases are shown in tabular format which displays the registration number name of complainant PF number and date of disposal of the case 6 1 5 REMINDER CLARIFICATION This menu displays the Reminders Clarifications received from parent office or directly from Subscriber through Subscriber Module RAJIB BHATTACHARYA REGIONAL P F COMMISSIONER EPFO SRO Durgapur 23 C New Grievances Pending Grievances Case Reports Replies Disposals Reminders Clarification Cases Escalated Select Here to view Reminder Clarifiaction in Order Select X List of Reminders Clarifications Registration No
10. F documents only Reset NIC EPFO EPFIGMS UM Page 26 of 27 EPFIGMS USER MANUAL 6 2 7 CREATE WINGS GROUP This option menu is used to create the user accounts for subordinate Wings and Groups of SRO and RO in order to forward the grievance online to them RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated Name of Organization Brretsivs Status Wing Group User Id Operational Desk a Subordinates password must be at least 6 characters and must contain at least one lower case letter one upper case letter one digit amp one of the following special char e g Fyfjk3 Confirm Password l _ ee Correspondence Letters Name of the Officer eports odge Local Grievance Designation of the Officer Sex Male Female Contact address Create Wings Groups og Out Phone Number E mail Id 1 E mail Id 2 E mail Id 3 6 2 8 LOGOUT The users are advised to logout from EPFIGMS as soon as they finish their work The Log out option is available as the last option in the left frame of the screen EPFFGMS You have been Logged Out SUCCESSFULLY Sign In Click Here To Sign In NIC EPFO EPFIGMS UM Page 27 of 27
11. P F COMMISSIONER Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated Registration Number DURGA E 2009 00051 Name Ms Sonia Bhatia Grievance Description testing for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for z grievancetesting for grievancetesting for grievancetesting for peratiogal Desk grievancetesting for grievancetesting for grievancetesting for Subordinates grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for J EPFFGMS Correspondence Letters grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for grievancetesting for eports grievancetesting for grievancetesting for grievancetesting for ieee a grievancetesting for grievancetesting for grievancetesting for grievance Current Status UNDER EXAMINATION AT OUR LEVEL Create Wings Groups As On 29 09 2009 og Out New Action SELECT CLARIFICATION SUPPL INFO SOUGHT FROM COMPLAINANT CASE DISPOSED OF INTERIM REPLY TO COMPLAINANT SELECT gt View Grievance Description 1 RECEIVED THE 03 09 2009 EPFO SRO Durgapur GRIEVANCE 2 UNDER EXAMINATION 29 09 2009 EPFO SRO Durgapur v Since t
12. ance Recieved From Parent eports Grievance Recieved Locally odge Local Grievance All of the above reate Wings Groups Submit og Out To generate the report the parameters like from date and to date and appropriate domain have to be selected The screen given below displays a sample report The report consists of 12 columns the details of these columns are as follows NIC EPFO EPFIGMS UM Page 22 of 27 EPFIGMS nnn USER MANUAL CENTRE THE IT SUPPORT PROFESS RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER Back REPORTS Report of Grievance s pending with RAJIB BHATTACHARYA during the period from 01 02 2010 to 04 02 2010 EPFFIGMS Grievance Opening Receipt Total YetTo Examined Forwarded No Cases Cases Cases Closing oa Source Balance During be At Our to Sub Action disposed Transferred Escalated Balance period Assessed Level Orgn Required off Operational Desk 12 4 1 2 3 4 5 6 7 8 9 10 11 krya Phony 0 0 0 0 0 0 0 0 0 0 Correspondence Letters Local iy e PP Ee a a a a a a a Total Lodge Local Grievance Create Wings Groups Grievance Source This Column shows the selected domain or source of grievance receipt Opening balance This Column shows the total number of pending grievances as on the day before From Date Receipt during period This Column shows the number of grievances received between from and to date Total This Column sho
13. ding grievances of the concerned user The following screen displays the list of pending grievances and categorized as All With Subordinate and Under examination at our level NIC EPFO EPFiGMS UM Page 12 of 27 EPFIGMS USER MANUAL RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER EID New Grievances Pending Grievances Case Reports Replies Disposals Reminders Clarification Cases Escalated 4 J Operational Desk TRAFE AN With Subordinate Under Examinationat at our level ubordinates Gansch _ SNo Category Registration No Name PFN 1 Transfer of PF Accumulations F 13 DURGA E 2009 00048 Ankur Mehra WB orrespondence Letters i i2 scheme certificate 10 C DURGAVJE 2009 00050 Ankit Mehra WB Reports 3 scheme certificate 10 C DURGAVE 2009 00051 Sonia Bhatia WB odge Local Grievance 4 Settlement of pension 10 D DURGAVJE 2009 00052 Deepak Chopra WB reate Wings Groups 5 Settlement of pension 10 D DURGAVE 2009 00053 MADHUMITA SEN WB og Out i 6 Transfer of PF Accumulations F 13 DURGAVE 2009 00054 hjghjghjghjg WB 7 Settlement of pension 10 D DURGAVE 2009 00055 gdfgfdfg WB 8 Others DURGAVJE 2009 00056 gdffgdfd WB 9 Withdrawal Final settlement of PF F 19 20 31 10 C DURGA P 2009 00002 gsfdsdfs WB5 i 10 Transfer of PF Accumulations F 13 DURGA P 2009 00005 sdfsfsfssfs WB5 mW Pending Grievances are those grievances whic
14. ers eports m odge Local Grievance Sedccsccnsccscccsccssccsscesccsccssceseceescssceseceescscesscsssseceseusescueceessesseescsesesseescsessesscescsessesssescsesesscesssesesescessseseaescesenessnesssseesesescassceseseseesseesssescceseeeseescsseseessescsessesscessceesesssesccsseassseseceeceescesscsesesssesscnesesseseseeseesesesnesssseseseescsesesesseseeeseessescsesesseesseeseeesee reate Wings Groups og Out New Grievances are those which are received by the logged in organisation user and is due for initial assessment These grievances may be of different categories but the category described as PMO is accorded highest prirority and is distinctly highlighted in the list The new grievances are displayed under the following sections 6 1 1 1 PARENT OFFICE These grievances are received from the parent office of the logged in organisation user 6 1 1 2 DIRECTLY RECEIVED FROM CITIZEN These grievances are received from the subscribers directly through Subscriber Module of EPFIGMS or manually entered by the logged in organisation user 6 1 1 3 PARTLY TRANSFERRED TRANSFERRED CASES These grievances are transferred partly or fully by other EPFO Office s electronically through EPFiIGMS NIC EPFO EPFiGMS UM Page 10 of 27 EPFIGMS USER MANUAL THE IT SUPPORT PROFESSIONALS Assessment of New Grievances The following screen displays a new grievance on which initial action is required by the c
15. h are pending with logged in organisation user i e the user has taken the initial action like Examined at our level or Forward to Subordinate Organisation but the case is not yet closed 6 1 2 1 With subordinates are those pending grievances on which the logged in organisation user has taken the action as Forward to Subordinate Organisation and the case is not yet closed 6 1 2 2 Under Examination at our Level are those pending grievances on which the logged in organisation user has taken the action as Examined at our level and the case is not yet closed The pending grievances are displayed in the tabular format having details like category registration number name PF number etc On clicking the registration number the various details of the grievance are displayed and prompts for new action 6 1 2 2 1 Update Action Form for Pending Cases In the above screen click on the registration number DURGA E 2009 00051 which is the case of the complainant named Sonia Bhatia and this assessed as Examined at our level i e the case would be redressed at the level of SRO The following screen shows the Update Action form for pending cases Under examination at our level All relevant details are shown in this form like registration no name grievance description current status as on new action NIC EPFO EPFiGMS UM Page 13 of 27 EPFIGMS USER MANUAL RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL
16. he authenticated user has to enter the valid username and password followed by the security code which is case sensitive and has to be entered correctly The Login form is same for all the office module users NIC EPFO EPFIGMS UM Page 7 of 27 EPFIGMS USER MANUAL 5 Operational Requirements The office module maintains the hierarchical structure of EPFO in the following manner HEAD OFFICE HO ZONAL OFFICE ZO REGIONAL OFFICE RO SUB REGIONAL OFFICE SRO According to the above diagram every office is governed by their parent office except the Head Office CSD which has all the administrative rights and can monitor any office down the line The user ids have been created for all PG Officers of ZO RO and SRO The user ids along with password may be obtained from EPFO HO CSD 5 1 Creation of Wings Groups In the above mentioned hierarchical structure of EPFO the offices which are marked in red colour have the provision to create their own Wing s and a wing in turn can create its Group s in order to forward the grievances online to these entities NIC EPFO EPFIGMS UM Page 8 of 27 EPFIGMS aman USER MANUAL CEWTRE 6 Application Modules amp Operating Instructions For describing the operational desk let us enter the username as durga which is the user id of Durgapur SRO After entering the valid password and security code the following screen appears to the concerned user RAJIB EPFO
17. he case is to be solved by the SRO himself he can take various actions like 1 CLARIFICATION SUPPL INFO SOUGHT FROM COMPLAINANT 2 CASE DISPOSED OF 3 INTERIM REPLY TO COMPLAINANT EPFIGMS maintains the history of all actions taken on grievances in form of Action History Action history shows the details of all the actions taken on the grievance in chronological order 6 1 3 CASE REPORTS REPLIES This menu displays the case reports or replies received from subordinate organizations Case reports are the Action Taken Reports sent by a subordinate office to its parent office therby mentioning the details of action taken on a particular grievance NIC EPFO EPFIGMS UM Page 14 of 27 EPFIGMS USER MANUAL RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER EID New Grievances Pending Grievances Case Reports Replies Disposals Reminders Clarification Cases Escalated EPFFGMS Operational Desk Subordinates Correspondence Letters No Case Reports eports odge Local Grievance 6 1 4 DISPOSALS Disposed cases are those which have been resolved and are closed This menu displays the case which is closed by the concerned office This menu also contains the grievances which are forwarded by parent office and its action taken report is sent back These cases are termed as Locally disposed of cases The following screen displays the list of disposed of cases NIC
18. her have Groups as their subordinate offices The numbers displayed in each column can be clicked to get the details of the grievances 6 2 3 SEARCH NIC EPFO EPFiGMS UM Page 20 of 27 EPFIGMS USER MANUAL THE IT SUPPORT PROFESSIONALS This option menu is used for searching the grievances available in EPFIGMS The search can be made on various parameters like Registration No part of Name part of Address and part of Subject Content provided in the form The following screen displays the search form RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated Search Select following field s for Grievance selection roe rs So ee Registration No Name Address Subject Content Operational Desk Registration No Search Address Correspondence Letters E Reports Lodge Local Grievance Subject 7 Create Wings Groups Log Out 6 2 4 CORRESPONDENCE LETTERS EPFIGMS provides the facility to generate different types of Correspondence Letters for complainants based upon the action s taken by PG Officer The various types of correspondence letters are displayed in the following screen RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER New Grievance Pending Grievance Case Reports Replies Disposals Reminder Clanrfication Cases Escalated Correspondence Letter Yyyy
19. ich is top level of the organization hierarchy the following screen will appear EPFO Headquarter Bhikaji Cama Place Mr Gautam Dixit Regional PF Commissioner CSD You have 2 Reminders Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated EPF GMS Subordinate Officer s List Operational Desk Subordinates EPFO West Bengal Jharkhand amp NE Correspondence Letters region Zone Opening Closing Organisation Name g Balance Balance eports odge Local Grievance reate Wings Groups 14 14 Opening Closing Balance Balance Opening Closing Balance Balance Opening Closing i Balance Balance EPFO SRO Park Street EPFO SRO Port Blair 5 amp EPFO Delhi amp Uttarakhand Zone 15 0 15 0 15 x The above screen displays the list of subordinate s office of CEPFO and the status of grievances against them It provides information like Opening Balance Receipts Total Disposals and closing Balance The list can further be drilled down upto the last level of hierarchy The uppermost level is of Zonal Office e g EPFO West Bengal Jharkhand amp NE region Zone This zonal office is having its subordinate offices i e RO s Regional Offices which are displayed in green colour e g EPFO RO Kolkata which further has its subordinate offices i e SRO s Sub Regional Offices e g EPFO SRO Durgapur The SRO s may further have Wings and Wings may furt
20. ion History Name Mr jhjkhjkh Grievance Description test Current Status CASE ESCALATED To EPFO Headquarter Case presently dealt by EPFO Headquarter Date of Action 23 09 2009 The following example shows the escalation matrix followed in EPFIGMS Here it is shown that escalation is ZO 60 Days RO 30 days performed in bottom up manner NIC EPFO EPFIGMS UM Page 18 of 27 Version 1 0 EPFIGMS wa USER MANUAL 6 2 The menu items available in the left frame of the main page are as follows 6 2 1 OPERATIONAL DESK This menu displays the menu items available in the horizontal tab of main page as described above RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER New Grievances Pending Grievances Case Reports Replies Disposals Reminders Clarification Cases Escalated l All Parent Office Directly Received From Citizen Partly Transferred Transferred Cases 6 2 2 SUBORDINATES This menu displays the list of Subordinate Offices and a grievance monitor tool to monitor the pendency status for each of them RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER You have 2 Clarifications No Subordinate Exists NIC EPFO EPFIGMS UM Page 19 of 27 In the above screen the subordinate s offices are not shown since the logged in user is a SRO being the lowest level of the organization But in case of Head Office HO i e CEPFO login wh
21. oncerned officer ASSESSMENT OF NEW GRIEVANCES Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated Back Registration Number DURGA P 2010 00001 Name Ms Shobhita Bhatt Address D 29 Azad Lane DUrgapur West Bengal India Pincode 245566 Country India State West Bengal Phone Number 918779718212574 Mobile Number 916565656555 Email Id shobhit vr nic co in Complainant Status PF Member EPFO Subscriber Number WB0009999fr0099999 Subscriber Name Shobhita Bhatt Office to which grievance pertains EPFO SRO Durgapur Name of Employer EPFO Address of Employer W 34Cross Lane Durgapur West Bengal Grievance Category PMO Grievance Description This is PMO case for testing Decision taken SELECT n NO ACTION REQUIRED CASE TRANSFERRED Remarks UNDER EXAMINATION AT OUR LEVEL FORWARDED TO SUBORDINATE OFFICE PART TRANSFER This new grievance form displays the personal details of the complainant and the other grievance details followed by the options list of the decision to be taken The following four types of initial decisions can be made on the newly received grievance NIC EPFO EPFIGMS UM Page 11 of 27 EPFIGMS USER MANUAL 1 NO ACTION REQUIRED This decision would be selected if a particular grievance is non actionable The concerned office has to provide the approppriate reason for this action The case will thus be treated as a closed
22. se to higher authority after the lapse of permissible time limit Easy to use Monitoring Desk for ROs ZOs HO Facility to generate automated letters based upon the action taken by the PG Officer Facility to upload the scanned document and attach with the grievance Email alert to the concerned Officers to whom the grievance is forwarded MIS Reports at various level Search for tracing any grievance in the system NIC EPFO EPFIGMS UM Page 6 of 27 EPFIGMS mM ic USER MANUAL Installation procedure amp general operating instructions 4 1 Being a web based application software installation of the software is not required on individual client machines The users are required to be able to access internet on the machine computer intended to be used for the application 4 2 In order to access the application from an internet browser open your internet browser and type epfigms gov in epfoffice in the address bar and press enter The following web page will get open Employees Provident Fund Organisation Username durga Password eeececcecccece Please type the characters appearing in the image WIDE Please enter the Image characters Image is case sensitive w699 Designed amp developed by National Informatics Center 4 3 Login Form EPFIGMS The application uses forms based authentication security architecture for access control All users are required to login using a username and password T
23. t for the desired time period for a particular all organization s The following screen displays the subordinate organization wise pending grievance report form RAJIB EPFO SRO Durgapur REGIONAL P F COMMISSIONER BHATTACHARYA Pending Grievance Case Reports Replies Reminder Clarification Cases Escalated Back SUBORDINATE ORGANISATION WISE PENDENCY REPORT EPFZGMS Enter Details Operational Desk prae From Date 01 02 2010 To Date 04 02 2010 Select the Suborganisation SELECT X orrespondence Letters eports Select Domain Grievance Recieved From Parent odge Local Grievance Grievance Recieved Locally All of the above reate Wings Groups cogna STATUS REPORT This report displays the grievance status as on a particular date The date parameter is to entered and domain has to be selected to generate the report NIC EPFO EPFIGMS UM Page 24 of 27 EPFIGMS USER MANUAL RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER STATUS REPORT Enter Details As On 01 01 2010 Select Domain Grievance Recieved From Parent Grievance Recieved Locally All of the above The following screen displays the desired Status report RAJIB EPFO SRO Durgapur BHATTACHARYA REGIONAL P F COMMISSIONER Back REPORTS Status Report of Grievance s of RAJIB BHATTACHARYA as on 04 02 2010 11 6 2 6 LODGE LOCAL GRIEVANCE NIC EPFO EPFIGMS UM Page 25 of 27
24. tion matrix goes up to Zonal Office level In case the logged in user organization is of the level of RO and ZO then this menu has two following options 1 List of Cases escalated from Subordinate Organisation It contains the grievances received by Subordinate Organisations which are escalated to the level of logged in user organization 2 Cases escalated to higher Organisation It contains the grievances received by logged in user organization and are escalated to the level of parent office The following screen displays the list of escalated cases of the logged in organization NIC EPFO EPFiGMS UM Page 17 of 27 EPFiGMS AIF ge USER MANUAL THE IT SUPPORT PROFESSIONALS EPFFGMS ListofEscalated cases Operational Desk Subordinates SNo RegistrationNo Name PFNumber b DURGAVE 2009 00001 Ms Shalini Mittal WB Search J DURGAVE 2009 00003 jhjkhh WB Correspondence Letters DURGAVE 2009 00006 jhjkhjkh WB 4216 1331313 Reports DURGAVE 2009 00007 Nisha Gulati WB 421332 57575 ae DURGAVE 2009 00008 fghfhfh WB 7657474 5464666 A DURGAVE 2009 00009 ashmit WB 54343 5445464 Create Wings Groups DURGAVE 2009 00010 fhfhfh WB 5421 454464 DURGAVE 2009 00011 hfhfhthf WB 4123 ch DURGAVE 2009 00012 Alok Nath Chakrobarty WB CAL 4216 1212121 DURGAVE 2009 00013 ekta walia WB CAL 4216 7687687 1234 a um r Registration Number DURGA E 2009 00006 View Act
25. ws total of opening balance and receipts during period columns Yet to be assessed This column shows the number of grievances which are received during that period and no initial action has been taken so far Examined at our level This column shows the number of grievances which have been assessed by the logged in organization as Examined at our level Forward to sub organization This column shows the number of grievances forwarded to the subordinate organization for redress during the specified period No action required This column shows the number of grievances assessed as No action Required Case disposed of This column shows the number of grievances disposed of or finally closed during the specified period Cases Transferred This column shows the number of grievances transferred by the logged in organization to other EPFO Office NIC EPFO EPFiGMS UM Page 23 of 27 EPFIGMS woe USER MANUAL CENTRE Cases Escalated This column shows the number of grievances escalated to parent office on the expiry of stipulated time period Closing Balance This column shows the number of grievances cases pending as on to date provided in the report form 6 2 5 1 SUB ORGANISATION WISE PENDENCY REPORT This report displays the details of pending grievances with subordinate organization s of Logged in user The From Date and To Date parameters along with the list of subordinate organizations are provided to generate the repor
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