Annual Performance Report of Engineers and Architects of PWD

Government of West Bengal
Public Works Department
Establishment Branch

No. 2627-E/E-1/2M-16/2005 Date: 27.11.2013

MEMORANDUM

Subject:- Preparation of Annual Performance Report of Officers of Engineering & Architects Wings.

Annual Performance Report in new format w.e.f. 2012-2013 has been issued for evaluation of performance and efficiency of officers borne in the cadre of West Bengal Senior Service of Engineers, West Bengal Service of Engineers, West Bengal Subordinate Service of Engineers (Civil/Electrical Wing) and West Bengal General Service (in Architect Wing) under P.W.D. vide this deptt. Notf. No. 56 dt. 14.03.2013.

The APR is an important document. It provides the basic and virtual inputs for assessing the performance of an officer and for his/her further advancement in career. The officer Reported upon, the Reporting Authority, the Reviewing Authority and the Accepting Authority should, therefore, undertake the duty of filling out the form with a high sense of responsibility.

In order to improve the total practice of initiation as well as preservation and movements of APRs of the officers the Governor is pleased to prescribe the following procedure:

1. Performance appraisal through report should be used as a tool for human resource development, Reporting Officers should realize that the objective is to develop art officer so that he/ she realizes his/ her true potential. It is not a fault-finding process but a development one. The Reporting officer and the Reviewing Officer should not shy away from reporting shortcomings in performance, attitudes or overall personality of the officer reported upon.

2. Every answer shall be given in a specific manner in the space provided for the purpose.

3. It should be the endeavour of each appraiser to present the truest possible picture of the officer in regard to his/ her performance, conduct, behaviour and potential.

4. The columns should be filled with due care and attention and after devoting adequate time. Any attempt to fill the report in a casual or superficial manner will be easily discernible to the higher authorities.

5. Assessment should be confined to the officer’s performance during the period of report only.

6. Some posts of the same rank may be more exacting than others. The degree of stress and strain in any post may also vary from time to time. These facts should be borne in mind during appraisal and should be commented upon appropriately.

7. Aspects on which the officer is to be evaluated on different attributes are delineated below each column. The appraiser should deal with these and other aspects relevant to be attributes.

8. The officers Reported upon and the Reporting Officer shall take special care to submit their respective reports within 30th April of the next financial year.

9. If the Reviewing Authority is satisfied that the Reporting Authority had made the report without due care and attention he shall record a remark to that effect in Part IV. The Government shall enter the remarks in the Confidential Roll of the Reporting Authority.

10. The Reviewing Officer shall furnish the APRs with reports within 30th June to the offices as stated below:

a) The APRs to be accepted by the Head of the Department/ Chief Engineers shall be forwarded to the Deputy Secretary-I, P.W.D., directly, with intimation to the ACE-I, P.W.Dte.

b) The APRs to be accepted by the Superintending Engineers/ C.G.A. & E.O. C.E. shall be forwarded to the respective offices for doing the needful at that end and for further preservation of the APRs till retention, of services of the officer Reported upon in that office or is called for from this end, as the case may be.

Whenever an SAE is transferred from one Circle to another Circle of a Deptt. or the services of an SAE is placed at the disposal of different deptt. with respect to previous placement of services of the officer, the dossier of APRs of the transferee SAE, should positively be sent to the concerned Circle/Office, as the case may be, thereby confidentially keeping records of the same.

11. The Reporting Officer and the Countersigning/ Reviewing Officer, involved in the procedure of preparation of APR of the Officers are detailed below:-

i) West Bengal Senior Service of Engineers

ii) West Bengal Service of Engineers

iii) West Bengal Sub-Ordinate Service of Engineers

iv) West Bengal General Service (Architect Wine)

v) For officers posted in the set up of P.W.Dte. (Electrical) in Medical Colleges and Hospitals

As per new APR format the Reporting, Reviewing and Accepting Authority in ease of the officers under deputation will be in the similar hierarchical order in the respective organization under Government of West Bengal.

However, in other cases, respective organization/offices will submit APRs in respect of the officers of this department under deputation in their own format. Those APRs will be converted into the prescribed APR format of this department by the cadre controlling Authority for due acceptance from this end.

The Chief Engineer in r/o the Electrical Wing stands for Chief Engineer(Elec.)-I, P.W.Dte.

12. The name (in full), as per the Service Book along with designation of the concerned officer should be specified in the APR, in respect of whom the report is prepared.

13. A person is not competent to write, countersign or accept APR after his/her retirement from Govt. service or has in other cases, demission of office.

14. In respect of preparation and movement of APRs, a Register in a specified proforma should be maintained at every level and submission of APRs should always be done in sealed covers.

i) While examining the APR of an officer, if any adverse remark or poor marking against any column is found, which the Govt. is of the opinion that such APR would affect the services of the concerned officer, the matter of non-satisfactory APR, with the precise comments thereon, if any, should positively be communicated to the affected officer within 3(three) months of receipt of the same by the Accepting Authority, thereby keeping a note to that effect in the APR file.

The name(s) of Reporting Officer or the Countersigning Authority involved in the preparation of such APR, referred to above, should in no way be communicated to the affected officer or anywhere else.

The affected officer, if deemed necessary, should justify Iris stand within 3(three) months of receipt of the communication or within the extended date, if any, the Govt. may allow.

ii) The Govt. shall consider the representation of the affected officer with due consultation with the concerned Reporting Authority and / or the Countersigning Authority, and shall pass necessary order in the spirit of either of the following consideration, at the earliest convenience:

a) Rejection of the representation of the affected officer.
b) Toning down or substitution of the remarks in the APR.
c) Expunging of the remarks in APR.

The decision of the Govt. in such cases shall be final and the concerned Reporting Officer, Countersigning Authority as well as the affected officer shall be intimated accordingly by issuing relevant Govt.

If the order passed by this deptt. is issued in consideration of sub-para (b) or (c) above, necessary’ changes in the APRs needs to be made under attestation by the competent authority.

iii) The remarks recorded by an officer in the APR shall prevail unless it is contradicted by any of the higher authorities to whom it is required to be submitted or modified, as stated under para (ii) (a) above.

This issues in supersession of all previous orders issued from this deptt. in this matter.

By order of the Governor

Sd/- Indevar Pandey, IAS
Principal Secretary to the
Government of West Bengal
Public Works Department.

No. 2627-E dated 27.11.2013, Source

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