ABBREVIATIONS IN DOP
1 OA Office Assistant2 SP Superintendent of Posts
3 SSP Senior Superintendent of Posts
4 PIS Personal Information System
5 DoP Department of Posts
6 TOTP Time Based One Time Password
7 OTP One Time Password
1 Introduction
This Standard Operating Procedure (SOP) outlines the process for creating new and existing employee records within the Department of Posts. Employee creation responsibilities are designated based on administrative levels: at the Division Level, the Divisional Office Assistant is authorized to create employee profiles, while at the Circle/Regional Level; this task is carried out by the Office Assistant.
2 User Login
Production / Live URL: https://app.indiapost.gov.in/employeeportal
- After entering URL in the address bar of any recommended web browser, loginscreen as shown above will appear.
- Enter the Employee ID and Password.
- Click ‘Sign In
Upon clicking ‘Sign In’, the user is required to log in to the application using one of the following authentication methods:
1. TOTP Method
2. Mobile OTP Method.
3 Roles Required
For the Creation of new employee and existing employee the below mentioned Roles shall be given to the identified users.
1. For Maker: Dealing Assistant
2. For Checker: Service Book Supervisor(SP/SSP)
It is strictly advised not to assign the Maker role to the same individual designated as the Checker.
4 Creation of New Employee
Click ‘Personal Information System’ Card.
Upon clicking ‘PIS’ Card, the PIS Operations Dashboard will be displayed.
Click ‘Employee Management’ sub-card.
Upon clicking the ‘Employee Management’ sub-card, the Options will be displayed under Employee Profile.
Click ‘Create New Employee’ option.
Upon clicking the ‘Create New Employee’ option, the ‘Employee Personal Information’ screen will be displayed. The user is required to fill in the necessary details in the following three stages:
1. Personal Information
2. Communication Details
3. Posting Information
Upon filling all mandatory fields under ‘Personal Information’, Click ‘Next’ button.
Upon clicking the ‘Next’ button, the user needs to fill all the mandatory fields under
‘Communication Details’.
Click ‘Next’ button.
Finally, the user needs to fill the Posting Information fields and Click ‘Submit’ button. Upon clicking the ‘Submit’ button, the new Employee ID will be generated.
Please Note:- It is instructed to select only the Vacant Post under ‘Post ID’ dropdown.
5 Approval of Newly Created Employee
The employee ID created at the Maker Level needs to be verified at the Checker level
After login by the Checker, Click on ‘Personal Information System’ card.
Click ‘Employee Management’ sub-card.
Upon clicking the ‘Employee Management’ sub-card, Click on ‘Approve Employee’ Option.
The newly created employee details will be displayed.
Verify the Data.
6 Searching of Existing Employee data
Before Creating the Existing Employee data, the maker needs to ensure that the employee data doesn’t exists in the system.
The Maker can confirm the availability of employee data by clicking on the ‘Search and View Employee Profile Data’ Option under PIS Utilities sub-card.
Upon clicking the ‘Search and View Employee Profile Data’ Option, the new screen will be displayed where the user can search the employee id based on the ‘Employee ID’ or ‘Post ID’.
The All India Employee Search can also be made, by inputting the employee id in the ‘All India Employee Search’ field.
The details will be displayed as shown above.
7 Create Existing Employee
- Click ‘Personal Information System’ Card.
- Upon clicking ‘PIS’ Card, the PIS Operations Dashboard will be displayed. Click ‘PIS Utilities’ sub-card.
Upon clicking the ‘PIS Utilities’ sub-card, the Options will be displayed under Employee Profile.
Click ‘Create Existing Employee’ option.
Enter the ‘Employee Id’ and Click ‘Search’ button.
Upon clicking the ‘Search’ button, the Details of the employee will be auto fetched.The missing data or any mandatory fields shall be filled in all the three stages i.e..,
1. Personal information
2. Communication Details
3. Posting Information
Upon filling the ‘Posting Information’, Click ‘Submit’ button.
8 Approval of Existing Employee Data
The employee ID created at the Maker Level needs to be verified at the Checker level.
After login by the Checker, Click on ‘Personal Information System’ card.
Click ‘Employee Management’ sub-card.
Upon clicking the ‘Employee Management’ sub-card, Click on ‘Approve Employee’
Option.
The newly created employee details will be displayed.
Verify the Data.
9 Adding or Editing the Communication Details
After the Creation of new employee id or the existing employee data, the employee profile should be updated with Communication Details such as ‘Mobile Number’, ‘eMail ID’, ‘Aadhaar Number’ and ‘PAN Number’.
Click ‘Personal Information System’ Card
Click on ‘PIS Utilities’ sub-card
Upon clicking ‘PIS Utilities’ sub-card, the Options will be displayed where the Maker needs to click on ‘Edit Communication Details’.
The ‘View/Modify Communications’ screen will be displayed.
Select the ‘Office Type’, ‘Office’, ‘Employee’ from the respective drop-down and Click ‘Fetch’ button.
The Employee Details will be displayed, where the maker has the Option to fill the Communication details such as ‘Address’, ‘PINCODE’, ‘Personal Email ID’, ‘Mobile’, ‘Aadhaar Ref Number’, ‘PAN Number’.
Upon filling all the fields, Click ‘Forward’ button
10 Approval of Communication Details
The Communication Details entered or edited by the Maker must be verified by the
Checker in the PIS (Personnel Information System) Card.
Click ‘Personal Information System’ Card
Click ‘Approve Service Requests’ sub-card
Select the ‘Communication Details’ option.
The Requests will reflect in the ‘Approve Communications’ screen. Click ‘Approve’
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