GOVERNMENT OF PUNJAB

DEPARTMENT OF PERSONNEL
RIGHT TO INFORMATION ACT , 2005

MANUAL NO. I
THE PARTICULARS OF ITS ORGANIZATION, FUNCTIONS AND DUTIES.
ORGANIZATION
The department is headed by Chief Secretary and Supervised by Secretary
Personnel. There are one additional secretary and two Joint Secretaries.
The work of the department is conducted by nine branches: IAS Branch; PCS
Branch, Training Branch,ASR Branch ,A.S.R. Cell. Personnel Policies-I
Branch(PP-I); Personnel Polices-II (PP-II); Personnel Polices -III and Personnel
Polices-IV (PP-IV).
Apart from personnel department as such the department has three more units (1)
PPSC (2) S.S.S. Board and (3) Mahatma Gandhi Institute of Public Administration.
IAS, PCS, PP-I, PP-II, PP-III, PP-IV ASR Br. Training Br. and are headed by
Superintendent Grade-I and ASR Cell is headed by ACFA with their respective
supporting staff.
Each Branch headed by Superintendent Grade-I has 4-5 Sr. Assistants except IAS
branch having nine Sr. Assistants, one (1) Clerks, One Steno typist and ASR Cell
has 2 Section .Officers in addition to Senior Assistants,
FUNCTIONS AND DUTIES The Department of Personnel deals with the
personnel matters of I.A.S., PCS and formulation and implementation of policies
on personnel matters of all Government employees of the State. It issues
instructions on personnel policies matters to all the Departments of the Punjab
State government. It handles the Work as provided in the Allocation of Business
Rules. A copy of which may be seen At Annexure-I alongwith Broad
Organizational Structure.

MANUAL NO. II
THE POWERS AND DUTIES OF ITS OFFICERS AND EMPLOYEES;
POWERS AND DUTIES OF OFFICERS & EMPLOYEES:The Department of is headed by the Chief Secretary and controlled by the
Secretary Personnel. It has following Branch Officers::(i) Special Secretary Personnel:
He controls and looks after the functioning of IAS, PCS and Training Branches.
The Training Branch is an Administrative Department of the Mahatama Gandhi
State Institute of Public Administration.
(ii) Additional Secretary Personnel (D)
He controls and looks after the functioning of PP-I, PP-II, PP-III and PP-IV PP-III
Branch is the Administrative Department of (1) Punjab Public Service Commission
and (2) Subordinate Services Selection Board, Punjab.
(iii) Under Secretary(G)
He controls and looks after the functioning of PP-I, PP-II, PP-III and PP-IV
Branches
Under Secretary Accounts which looks after A.S.R. Branch and
A.S. R. Cell.
The fresh receipts and files received from other departments are thouroly
considered and examine in concerned branches and then are submitted through
these branch officers to the Secretary Personnel. All the cases are disposed off at
various levels of Secretary Personnel, Chief Secretary and the
Hon'ble Chief Minister as per the delegation of powers under the standing orders.
Internal Restructure of Branches is given in Annexure-II, giving the description of
duties of each dealing- hand i.e. Senior Assistant and Clerks in each Branch.

MANUAL NO. III

THE PROCEDURE FOLLOWING IN THE DECISION MAKING
PROCESS, INCLUDING CHANNELS OF SUPERVISION AND
ACCOUNTABILITY.
As per the procedure laid down in the Manual of Office Procedure of Punjab
Government (Punjab Civil Secretariat). any fresh receipt or file is received by the
Diarist, marked by the Superintendent to the Dealing-hand, i.e. Senior Assistant,
which examines the case as per policy instructions and Rules etc. and put up the
same to the Superintendent.
The Superintendent reads the Note of the Senior Assistant and if satisfied, signs the
same and if he/she finds any deficiency then records its own note and submits the
file to the Branch Officer.
The Branch Officer also reads and reconsiders the issue threadbare and passes it on
after signing the note of the Branch or by adding his note , if considers necessary,
to the Secretary Personnel.
The Secretary Personnel also applies his mind and if find the proposal submitted in
view of the policy and procedure, he passes order for final disposal of the case, if it
falls within his competence as per standing Order of the Department. Otherwise,
refers back for reconsideration. If the case falls within the competence of the Chief
Secretary for disposal, it is marked, accordingly. In all, as per policy instructions,
there is a procedure for passing the files through 3 Channels, however, in the case
of Service Matters, where disposal is required at the level of the Chief Secretary
and Honble Chief Minister, the Channels are added, accordingly.
Every Official/ Officer handling the cases, is responsible for dealing, supervision
and accountability.
MANUAL NO. IV
THE NORMS SET BY IT FOR THE DISCHARGE OF ITS FUNCTIONS.
The norms to discharge of the functions of the Department are depending upon the
standing Order. A copy of the same may be seen at Annexure-III.

MANUAL NO. V
THE RULES, REGULATIONS, MANUALS AND RECORDS, HELD BY IT
OR UNDER ITS CONTROL OR USED BY ITS EMPLOYEES FOR
DISCHARGING ITS FUNCTIONS.
(A) Rules and Regulations and custody:
1. Punjab Civil Services (Punishment and Appeal) Rules, 1970 (P.P.-II Br.)
2. Punjab Govt. Employees (Conduct) Rules , 1966. (P.P.-II Br.)
3. Punjab Civil Services ( General and Common Conditions of Services) Rules,
1994. (P.P.-I Br.)
4. Study Leave Rules, 1963. (P.P.-III Br.)
5. Punjab Civil Service Rules, Vol.-I, Part-I (F.D.)
6. Punjab Civil Service Rules Vol.-II Part-II (F.D.)
7. Punjab Civil Service (Executive Br.) Rules, 1976.(PCS BR.)
8. All India Services Rule Vol, I & II (IAS Br.)
9. Rules Governing PPSC. (P.P.III)
10. Rules Governing S.S.S., Board. (P.P.III)
11. Punjab Civil Services (Pre-Mature Retirement Rules, 1975 (P.P.-II)
12. Punjab Govt. Houses (General Pool) Allotment Rules, 1983 (P.P.-III)
13. Punjab State (Class-IV) Service Rules, 1963 (P.P.-III)
(B) Instructions Manuals and Record and custody .
Manual of Instructions on Service Matters
Volume-1 :- 24.8.1938 to 27.8.1976 (P.P.-I)
Volume-II :- 13.9.1976 to 25.6.1986 (P.P.-I)
Volume-III :- 1.7.1986 to 21.12.1990 (P.P.-I)
Volume-IV :- 3.1.1991 to 13.12.1995 (P.P.-I)
Volume-V :- 15.4.1991 to 28.12.2001. (P.P.-I)The policy instructions issued
thereafter, are individually taken into consideration while dealing the matters.
MANUAL NO. VI
A STATEMENT OF THE CATEGORIES OF DOCUMENTS THAT ARE
HELD BY IT OR UNDER ITS CONTROL
(i) RULES:- (As Given in Manual-V)
(ii) Manuals:- (As Given in Manual-V)
(ii) POLICY INSTRUCTIONS ON SERVICE MATTERS:- issued from time to
time in the custody and concerned branches also.

MANUAL-VII
THE PARTICULARS OF ANY ARRANGEMENT THAT EXISTS FOR
CONSULTATION WITH, OR REPRESENTATION BY, THE MEMBERS
OF THE PUBLIC IN RELATION TO THE FORMULATION OF ITS
POLICY OR IMPLEMENTATION THEREOF.
The Policies formulated and framed by the Department of Personnel,
fundamentally relate to the Service Matters of the employees, therefore, there is no
scope for consultation of any member of the Public. However , the Department of
Personnel has a Joint Consultative Machinery which consists of representative of
notified Unions/ Organisations of State Govt. employees of Groups C and D
Categories . The demand and suggestions of JCM are kept in view while
formulating policies on service matters.

Manual-VIII
A STATEMENT OF THE BOARDS, COUNCILS, COMMITTEES AND
OTHER BODIES CONSISTING OF TWO OR MORE PERSON
CONSTITUTED AS ITS PART OR FOR THE PURPOSE OF ITS ADVICE,
AND AS TO WHETHER MEETINGS OF THOSE BOARDS, COUNCILS,
COMMITTEES AND OTHER BODIES ARE OPEN TO THE PUBLIC, OR
THE MINUTES OF SUCH MEETINGS ARE ACCESSIBLE FOR PUBLIC.
(a) Commission:- Punjab Public Service Commission. (P.P.III)
(b) Boards:- Subordinate Services Selection Boards (P.P.III)
(c) Councils:- Nil
(d) Committees:- 1. Similarly Situated cases Committee; (P.P.II)
2. Compassionate Appointments Committee;
P.P.-II
3. Group of Ministers; and (P.P.II)
Committee for War Heroes. (P.P.-II)
(e) MAHATAMA GANDHI STATE INSTITUE OF PUBLIC
ADMINISTRATION (Training Br.) Note:- Only the Subordinate Services
Selection Board and the Public Service Commission are accessible for Public. All
other Institution or Committees are not accessible for Public.