CBDT introduces AADHAR Enabled Biometric Attendance System in Offices under it

Government of India
Ministry of Finance
Department of Revenue
Central Board of Direct taxes

Room No.I155, North Block, New Delhi
Dated: 16^th December, 2014

OFFICE MEMORANDUM

Subject:   Introduction of AADHAR Enabled Biometric Attendance  System (AEBAS) reg.

The undersign is directed to state that the Government has decided ro  introduce Aadhar Enabled Biometric Attendance System (AEBAS) and has made employee’s registration mandatory. The system enables an employee with an Aadhar number to register his/her attendance  (arrival/departure)  in the  office  through  Biometric  authentication.  The Department of  Electronics  & Information Technology (DeitY) is !he nodal authority to liaise with all the Central Ministries/   Departments  to ensure effective implementation  of  the  system. The  objective of the scheme and the steps required  to be taken  for its implementation have been given in details in the Secretary, DeitY’s  letter dated  4.08.2014  (Copy enclosed). To begin with the  system  was introduced in all Central Government Offices located in Delhi and pursuant thereof  instructions were  issued to  Pr. CCIT(CCA)  Delhi and  all  attached  Directorates vide  OM of even number dated 09.9.2014 and  15.10.2014 to appoint nodal officers in respect of the offices under their respective offices.

In this connection it is further stated that Department of Personnel &Training have since issued instructions  for installation of AEBAS in all offices of the Central Government, including attached /subordinate offices all over India. The system will be installed in the offices located  in Delhi/ New Delhi by 31″ December, 2014..In other places this may be installed by 26″‘ January, 2015. A copy of the DOPT’s OM No. 11013/9/2014-Estt.(A-III) dated 21.11.2014 issued in this regard is enclosed.

Accordingly all Pr.CCsIT (CCA) /lPr.DGsIT (CCA)/ CCsIT/DGsIT are required to take immediate necessary steps for installation of the Aadhar Enabled Biometric Attendance System in the offices under their administrative control within the timeline prescribed in the DOPT’s OM stated above and a report forwarded to !his office for perusal of Chairperson CBDT by February 15, 2015.

This issues with the approval Chairperson, CBDT

(Anil Uniyal)
Dir (Hqrs) CBDT
Tel: 23093134

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No:11013/9/2014- Estt (A-III)
Government of India
Ministry of Personnel, Public Grievance, & Pensions
Department of Personnel& Training

New Delhi, dated 21st November 2014

OFFICE  MEMORANDUM

Sub: Introduction of AADHAR Enabled Bio-metric Attendance System

It has been decided to use an AADHAR  enabled Bio-metric  Attendance System (AEBAS) in all offices of the Central. Government, including attached/ sub-ordinate Offices, in India. The system will be Installed in the offices located in Delhi/New Delhi by 31 ^st December 2014. In other places this may be installed by 26 ^th January 2015.

2. The equipment Will be procured by the Ministries/Departments as per specifications of DeitY on DGS&D Rate Contract from authorized vendors. The expenditure will be met by the Ministries/ Departments concerned under their O.E. The manual system of .attendance may be phased out accordingly

3 . The Department of Electronics and Information Technology (DeitY) will provide the technical guidance for installing the system. The equipment already procured by DeitY have a built In AMC of  three  years.  The Ministries/Departments may ensure that the equipment being procured by them have similar provision

4. Biometric attendance system is only an enabling platform. There is no change in the instructions relating to office hours, late attendance etc. which will continue to apply. AI per extant instructions, (contained In DoPT O.M. No: 28034/8/75-Estt-A dated 04-07-1975; No:28034/10/75 Estt-A dated 27-08-1975; No: 28034/3/82 -Estt-A dated 05-03-1982) half-a-day’s Casual Leave  should  be  debited  for  each  day  of  late attendance,  but  late attendance upto an hour, on not more than two occasion in a month, and for justifiable reasons may be condoned by the competent authority. In addition to debiting Casual leave (or Earned Leave, when no CL is available). Disciplinary action may also be taken against government servants who are habitually late. Early leaving is also to be treated in the same manner as late coming.

5. These orders come into force with immediate effect

6. All Ministries/Departments are requested to bring this to the notice of all concerned.

(J. A. Vaidyanathan)
Director (Establishment)
Tel: 23093179

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Government of India
Ministry of Communications & Information Technology
Department of Electronics & Information Technology (Deity)

Date: 04-08-2014

Dear Sir,

Subject: Biometric Attendance System-Preparatory steps to be taken by Departments

It has been decided to introduce Aadhaar Enabled Biometric Attendance System (AEBAS) in the Central Government offices located at New Delhi, to begin with. This would include the attached/ subordinate offices in your Ministry/ Department based in Delhi. The Department of Electronics & Information Technology (DeitY) has been assigned the nodal responsibility to liaise with all the Central Ministries/ Departments and ensure its effective implementation, in a time-bound manner.

2. The proposed System would enable an employee, with an Aadhaar Number, to register his/her attendance {arrival/departure) in the office through  biometric authentication. For the aforesaid purpose, necessary arrangements are being put in place by DeitY (through NIC), including the installation of the Authentication Tablets/ Desktop Authentication Devices in each of the offices of Central Ministries/ Departments. Further, a web-based application software system will enable online recording of attendance. The dash-board relating to real-time attendance and related statistics, can be viewed by everyone including the Controlling Officer concerned, with adequate safeguards ..

3. While the implementation of the system will require a number of steps, following preparatory steps are required to be taken by each Department:

(i)  Nominate  an  officer  not  below  the  level  of  Joint  Secretary  in  your  Ministry/ Department-as a Nodal Officer, for coordination with NIC, UIDAI and other agencies, to ensure timely implementation of the proposed system. The name and contact details of the above Nodal Officer be immediately mailed to Ms. Shefali S. Dash, Dy Director  General,  NIC  (email: dash@nic.in).  Nodal Officers of  NIC posted in each department will provide necessary technical support to the department and administrative support will be provided by the Nodal Officer in each Department.

(ii) Identify the officers/ officials, who have not enrolled for Aadhaar Number so far. UIDAI is being requested to organise Aadhaar enrolment camps at various locations in Central Government Offices so that the employees who do not have Aadhaar numbers can enroll themselves. The details in this regard (employee name and serial/mobile no.) be mailed to Shri Yashwant Kumar ADG, UIDAI  {email: yas  its@hotmail.com)  with cc to  Ms. Shefali S. Dash,  Dy. Director General, NIC email: dash@nic.in). UIDAI will then convey the locations of enrolf1!ent stations to all the  departments.  They  are  also  being  requested  to  generate the  Aadhaar numbers within a week of enrolment date. The Nodal Officer of your Department may be required to arrange a suitable  space  in your  office  premises for organizing the aforesaid special enrolment camps.

(iii) Initially, each Department would be required to register itself with the Attendance System by. following the steps given· in Annexure-!. The representative of NIC posted in your Department would .assist the Nodal Officer of your Department in completing the required formalities

(iv) Consequent to registration as mentioned at sub-para (iii) above, every employee will need to register him/her in the attendance system. The process of registration is fairly simple and involves providing certain basic information. The nodal officers may ensure that the registration process is started immediately, by arranging special counters in adequate numbers. A brief note in regard to registration and attendance recording is attached as Annexure-11, which explains as to how to go about registration of employees. The nodal officers will also make arrangements for verification of registration done so as to ensure that (i) the data is correct and (ii) only authorized persons are able to register for attendance. To begin with (i) regular employees (ii) Consultants and (iii) contract employees may be included in the system. Later, this can be expanded to cover outsourced personnel and other categories also. The representative of NIC posted in your Department would assist the Nodal Officer in completing the required formalities.

4. Necessary _briefing about the system has been given to NIC representatives of all departments. Meetings, as and when required would be convened with the Nodal Officers in due course with a view to sensitize them about other operational arrangements, necessary for early implementation of the System.

5. I may add that the aforesaid attendance system has been in operation in the State of Jharkhand since 1st January 2014 and is being recently tried on Pilot Basis in the Department of Electronics & IT, Ministry of Communications & IT, New Delhi. You may like to visit the dashboard of the aforesaid system at attendance.jharkhandqov.in and deity.qov.in/attendance  respectively for familiarization.

6. I request you to please take the above preparatory steps by 10th August, 2014 latest, keeping in view the urgency in the matter

Yours sincerely
(R S Sharma)

Steps for Organization On-Boarding on Biometric Attendance System (BAS)
1.       Download the PDF form from the website (attendance.gov.in)

2.       The downloaded form should be filled up accordingly and signed by the head of the department

3.       The physical form should now be scanned and saved in jpg format of file size less than 200 kb

4.       After Step 1-4, the user has to visit the website attendance.gov.in and click- Create On­ boarding Request, on which a web form is loaded in the screen

5.       The web form should be duly filled and the -scanned image file of the physical form should be uploaded along the web form

6.       After successful creation of request a One Time Password (OTP) is sent to the Nodal Officer’s mobile, which he has to enter to verify the data being submitted by the user. In case the OTP verification fails the user registration is cancelled and a new request has to be submitted again

7.       On submission of the web form the, the account creation request form is sent to the reviewer, who will review the data submitted by the user.

8.       After the reviewer approves the form, the application will send out a welcome mail and the user website is also created.

Pre-requisites for Organization on boarding

(a) Nomination of nodal officer

(b) Contact details of nodal officer

(c) Department information

How To Use The Wall Mounted Bio-Metric Device
1.      Marking of attendance on the device is based on the Aadhaar number allotted to an individual.

2.      For marking attendance, first of all, register yourself on the attendance registration form available on internet at URL ( http://attendance.gov.in ).

3.      Please touch the panel and fingerprint device very gently. The system recognizes even a very soft I light touch. Please do not put pressure on the touch panel or the finger print device

4.      For marking attendance, just type your 06 digit  ID number  very  lightly  and then place your finger  on  the  fingerprint  reader, very  softly.  The  moment your fingerprint appears on the screen, you  can  remove your  finger.  If the word “authenticate”  appears  on  the screen, touch the  word  “authenticate” to approve. Once your attendance has been accepted, it gives an OK message. Touch the word “OK” to complete the process. If the number has not been typed correctly, select reset for typing the correct number and put your finger print again.

5.      In case, the device. does not recognize one of your fingers, please try another finger. Though, this happens in a few cases, whenever it happens, one can try all the fingers, one by one, till one of the fingers is accepted.

6.      Please note that any of the ten fingers can be used for marking attendance

How To Use The Desktop Bio-Metric Device

1.     Marking of attendance on the device is based.on the Aadhaar number allotted to an individual.

2.    For marking attendance, first of all, register yourself on the attendance registration form available on internet at URL ( http://attendance.gov.in .

3.   Please double click DesktopAttendanceCiient.exe shortcut available on desktop in order the run the application.

4.    For marking attendance, just type your 06 digit ID number and then place your finger on the fingerprint reader, very softly. The moment your fingerprint appears on the screen, you can remove your finger. If the word “authenticate” appears on the screen, touch the word “authenticate” to approve Once your attendance has been accepted, it gives an OK message. Touch the word “OK” to complete the process. If the number has not been typed correctly, select reset  for typing the correct number and put your fingerprint  again

5.       In case, the device does not recognize one of your fingers, please try another finger. Though this happens in a few cases, whenever it happens, one can try all the fingers, one by one, till one of the fingers is accepted.

6.       Please note that any of the ten fingers can be used for marking attendance.