Office of the Principal Controller of Defence Accounts(Pension),  
 Draupadi Ghat, Allahabad – 211014, Email :[email protected] 
Circular no.- SPARSH(CIVIL) -13
 
  No.PCDAP/SPARSH/CIV/2021/VOL-1 Dated: 20th October, 2022

To,

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(All HODs/ /PCsDA/CsDA)

Subject: - Performing Data Correction, Initiation of Pension Claim and Identification in

SPARSH (CIVIL) – regarding

It has been observed that various Head of Offices/Pay & Audit Offices are not following
correct methodology while initiating Data Correction under SPARSH System for Defence
Civilians causing delay in processing of the Corrigendum claims and inconvenience to the
pensioners. Accordingly, the details methodology for initiation of Data Correction, Initiation
of Pension Claims and performing identification on SPARSH is attached at Annexure-A,
Annexure-B and Annexure-C respectively for information and following of the given steps
while performing above-mentioned activities in SPARSH (CIVIL).

Enclosures:- As stated above.

Abhishek Singh, IDAS

Dy.Controller
 Annexure-A

DATA CORRECTION IN SPARSH (CIVIL)

1. Data correction under SPARSH system will be initiated only for those cases which data has
either been migrated in SPARSH and SPARSH PPO has been generated or initial (first) PPO
has been notified through SPARSH portal.

2. The role of initiation of Data correction has been assigned to three users (service initiator,
medical initiator and pay initiator). Users will be decided as per the case and field
(component) wherein the correction is required to be carried out.

3. Data correction by service initiator user:-

Data correction will be initiated by service initiator user if corrections need in service related
fields. After completion of correction by service initiator, the correction claim will be
submitted to service verifier for approval. Service verifier will login in SPARSH portal and
will go to work list tab where correction claim will be available for verification. After
verification, claim will be digitally signed and approved by the Service Verifier. Now the
claim will go to Audit user for verification and approval. If correction affects the pay part, this
correction claim will go through pay users and after amendment and approval of pay user, it
will go to Audit user for verification and approval.

4. Data correction by medical initiator user:-

Data correction will be initiated by medical initiator user if corrections need in medical related
fields. After completion of correction by medical initiator, this claim will be submitted to
medical verifier. Thereafter Medical Verifier will login in SPARSH portal and will go to work
list tab where correction claim will be displayed. After verification, claim will be digitally
signed and approved by medical verifier. Now this correction claim will go to Audit user for
verification and approval.

5. Data correction by pay initiator user:-

Data correction will be initiated by Pay Initiator user if correction requires in pay related fields.
After completion of necessary correction in pay related fields by pay initiator, this correction
claim will be submitted to pay verifier. Pay Verifier will login in SPARSH portal and will go to
work list tab where correction claim will be displayed. After verification, claim will be digitally
signed and approved by Pay Verifier. Now claim will go to Audit users for verification and
approval. If pay correction fields link with service related fields like Rank, MACP, then claim
will go through service users for changing according to pay field change and after approval of
the same the claim will go to Audit users.
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6. The documentation required by PAO for Audit purpose in this regard shall be communicated
by concerned head of the office to respective PAOs through offline mode.

7. A Follow chart of Data correction claim is given below:-

Nature of data correction Initiating Authority Audit Authority/Routed

through

Data correction for service Head of the office PAO(Audit)/Direct

related field only (service initiator)

Data correction for medical Head of the office PAO(Audit)/Direct

related fields only (Medical initiator)

Data correction for Rank Head of the office PAO(Audit) routed through
and MACP grade related (service initiator) Pay user
field

Data correction for Pay part By concerned Pay Initiator PAO(Audit)/Direct

in which service particular on request of concerned
not involved only Pay HOO through offline
revision etc. involved. mode.

IMPORTANT:-

It may be noted that once a data correction initiated, it should be either approved or
rejected by concerned verifiers of Service/Pay/Audit. If one data correction is in
progress stage the other data correction can’t be initiated against the same.
 Annexure-B

INITIATION OF PENSION CLAIM THROUGH SPARSH PORTAL BY HEAD OF OFFICE

Any fresh pension claim Superannuation or Death while in service is to be initiated

through concerned head of the office.

Three types of user role have been assigned to each head of the office. i.e.
(1) ORDER USER (2) SERVICE USER (3) MEDICAL USER

There are two users i.e. Initiator and Verifier for each field i.e Order, Service and Medical.

ORDER USERS

ORDER INITIATOR:- Order initiator is the first user who initiates the fresh claim after placing
order details by which a pensioner is retiring/death after login in sparsh portal through his login
credential. After filling necessary information, Order Initiator forward the claim to Order Verifier.

ORDER VERIFIER:- The details forwarded by Order Initiator reflects in the work list tab of
Order Verifier. He will verify the claim details filled by order initiator and will digitally sign the
same if the same is found to be in order.

IMPORTANT

AFTER APPROVAL OF ORDER VERIFIER, THE CLAIM WILL BE AVAILABLE ON

THREE USERS PANEL (SERVICE INITIATOR, MEDICAL INITIATOR AND PAY
INITITOR). ALL OF THREE ARE NOT DEPENDANT TO EACH OTHER AND ANY ONE
CAN COMPLETE HIS ASSIGNED ROLE ANY TIME.

SERVICE USERS

SERVICE INITIATOR:- After login in sparsh portal through his login credential, service initiator
will fill the all the details of pensioner one by one in all given segments i.e.(personal details,
service details, spouse detail, family details, DCRG nomination details, Bank details, receiving
any pension details and declaration). After filling up all fields, claim will be forwarded to Service
Verifier for approval.

SERVICE VERIFIER:- Service verifier will login in Sparsh portal through his/her login
credential then will go to work list tab where claim forwarded by service initiator will be
displayed. He/She will verify one by one details of claim filled by Service Initiator and digitally
sign and approve if these are found to be correct. There is no need to sign each details part of
claim, only one sign in any part is sufficient.
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MEDICAL INITIATOR:- Medical initiator will login in sparsh portal through his/her login
credential then will go to work list tab where claim will be displayed then medical initiator will fill
all the details and will forward it to medical verifier.

MEDICAL VERIFIER:- The claim forwarded by Medical initiator will reflect in the work list tab of
Medical Verifier. Medical Verifier will login in sparsh portal through his/her login credential and
verify the details of claim found in his work list. After verification he/she shall digitally sign and
approve the same if the same is found to be correct.

IMPORTANT
MEDICAL USERS NEED NOT REQUIRE TO LOG IN UNLESS CLAIM PERTAINS TO
MEDICALY BOARDED OUT OR SPECIAL FAMILY PENSION OR EX-GRATIA PAYMENT

ROLE OF PAY USERS AND AUDIT USERS IN SPARSH CLAIM PROCESSING

There are two users in Pay. (i) Pay Initiator and (ii) Pay Verifier

Pay initiator:- After approval of any claim by order verifier, the claim will be available on pay
initiator work list panel. The Pay Initiator will view the claim through the login credential
provided and proceed further. After clicking on requisite file, a claim form will be opened for
filling the required data (pay level, pay spell, demand etc),. After filling of these fields, claim will
be forwarded to pay verifier for approval.

Pay verifier:- Pay verifier will login in Sparsh portal through his/her login id and password.
The pay details forwarded by the Initiator will be available on his/her work list tab. The Pay
Verifier will verify the pay details filled by pay initiator and will digitally sign and approve if the
same is found to be correct.

There are two users in Audit. (i) Audit Initiator and (ii) Audit Verifier

Audit initiator- Claim will be available in Audit initiator SPARSH portal panel only after
approval of service verifier, pay verifier and medical verifier (if applicable). Audit initiator will
login in SPARSH portal through his/her SPARSH portal’s login id and password then will go to
work list panel. After clicking on fill number, he/she will check all the details filled by all users
(service initiator, pay initiator, medical initiator). Thereafter he will forward it to Audit Verifier If
all the details are found to be correct .

Audit verifier:- Audit verifier will login in sparsh portal through his/her login credential then will
go to work list tab where claim forwarded by Audit initiator will be displayed. Audit Verifier will
verify all the fields forwarded by Audit Initiator and will digitally sign and approve if the same is
found to be correct.

NOTE:1 If any discrepancy is noticed at Audit Level, it shall be flagged by Audit Initiator and
these are sent by Audit Verifier to Service Initiator of concerned Head of Office for their
necessary action as per observation of Audit. (Check Box should be unchecked for flagging
the particular)
 Annexure-C

Procedure to perform Identification in SPARSH

(A) Identification through Pensioner login –

(i) After login into pensioner account through useri d & password, the link for 'IDENTIFICATION' will be
available on home page. Ensure that login is done by pensioner themselves and their password are
not exposed.
(ii) Click the button 'Perform identification' after selecting radio button for MLC (Option for DLC is not
working as of now).
(iii) Thereafter click “generate MLC number”. A six digit number will appear in box and link for 'Download
MLC' will appear below that. Download the MLC and print the same.
(iv) Press button 'Initiate Request' available below above link. A table will appear below with an action
button at last column of the table. Ensure this table is generated to upload the MLC with generated
number which is available on MLC downloaded form. In case the pensioner gets logout, this request
will be available in their login to process further only if the Initiate Request button is clicked.
(v) The downloaded certificate may be signed by any gazetted officer. Scan the signed certificate in PDF
format. Please ensure that all fields are filled properly and completely & PDF created is legible and
correctly scanned.
(vi) Go to the action button mentioned at point (iv) above and click it. In case, the pensioner gets logout,
the table will be available after completing action at point (ii) and no need to generate MLC again.
Complete the details of officer who has identified the pensioner and upload the MLC at the end.
(vii) After submitting the same, certain declaration will come along with their bank detail of the pensioner
which has to be confirmed/completed.
(viii) Please ensure that token number is generated at the end of identification. Status of this request could
be viewed from link TRACK SERVICE REQUEST available on home page of pensioners' login.
 Annexure –D

CANCELLATION OF ORDER IN SPARSH PORTAL (BEFORE PAYMENT)

The following procedure to be followed for cancellation of an Order in SPARSH:-

1. Log in to “Order Initiator user” of concerned Head of Office of the Sparsh.

2. Go to “TASK” and then click on cancellation order. Thereafter click on “ADD CANCELLATION
ORDER” (task>cancellation order>add cancellation order). The under-mentioned window will
appear

3. Fill the requisite data in available fields.

IMPORTANT NOTE:-

While filling the fields in “Add Cancellation Order”, the following points needs to be taken into
account:-
(a) ORDER NUMBER:- Here Order number means the latest Part-II Office order by which original
Order is to be cancelled. It will be different from the original Part-II Order
(b) ORDER DATE:- The date of Cancellation Part-II Office Order.
(c) NUMBER OF RETIREE:- Total number of retiree for which “Cancellation Order” has been
published.
(d) ATTACH FILE:- Cancellation Part-II Order File.

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4. After filling all the fields mentioned in Sl.3, Click on “SAVE”. A window will display with message
“Order Details save successfully with Reference Number ……….. Please note this Reference
number for the future reference and click on “OK”. Thereafter, the following window will appear on
the screen where required data need to be filled up.
.

5. Click on “ADD” to fill retiree details. The following window will appear on the screen:-

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6. Now select GPF or PRAN (as per the case), thereafter a Search Parameter Window will appear
from which user may search by any one parameter. In case there are more than one claims are
to be cancelled under a Single Part-II Office Order, it is advised to select from the field Order
Number from which the claims are to be cancelled. Thereafter, click on the “Search” button. All
pensioners order detail will be reflected one by one horizontally which were added from Original
Part-II Order. If the Original Part-II Order had only one retiree then the details of one retiree will
be show.
7. Now select the check Box available just left to Sr.NO. for cancellation of requisite claim. After that
Click on “ADD” > “SAVE” and “SUBMIT” button. Aftter completion of these process,
Cancellation claim will now move to the work list of “Order Verifier”.
8. Order Verifier will now log in to his/her SPARSH Portal through his login credentials and go to
“Work List”. Subsequently, he/she will open the Cancellation File and will digitally sign and
approve it.
9. Cancellation Process is now completed and the cancelled claim/claims will found deleted from the
panel of all the concerned SPARSH users.