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Learning Unit

TRAINING PROGRAMME FOR FOUNDATION TRAINING OF NEWLY RECRUITED STENOGRAPHER GRADE-III

Session and Time

TOPIC

Faculty

 (09.30 AM to 10.00 AM)

Registration

 

Week-1
DAY-1
Session-1 (10.00 AM to 11.15 AM) (Morning Session) Introduction & Overview:
  • Introduction to Govt. of NCT of Delhi
  • Various levels of officers
  • Public Dealing Departments
  • Other Departments
            
Session-2 (11.30 AM to 12.45 PM) (Morning Session) Working of Government Office System
  • Duties and Responsibility of Stenographer
  • Working with Heads of Departments
  • Maintaining Minutes of the meeting file / records
  • Maintaining record of Telephone calls incoming and outgoing along with phone numbers
  • Importance and essentials of good filing method
  • Departmental secrecy and security.
Session-3 (01.45 PM to 3.00 PM) (Afternoon Session) Office Procedure
  • Putting up files
  • Notes and Correspondence
  • Para numbering – referencing
  • Replies to Parliament/Assembly Questions/ Assurances
Noting & Drafting
  • Notes and tips for drafting
  • Agenda, Resolutions and Minutes and tips for drafting
  
Session-4 (03.15 PM to 4.30 PM) (Afternoon Session)  
  • Exercise & Practical

Week-1
DAY-2
Session 5 (10.00 AM to 11.15 AM) (Morning Session)   Role of Stenographers in a Government office.
  • Role as first point of contact with public
  • Role as confidential assistant
  • Administrative Functions
  • Coordination and Support Functions
  • Attributes of ideal Stenographer
  • Use of new office automation devices, their handling and maintenance
Challenges in the job of  Stenographers Career Prospects
  • Challenges relating to temperamental/ behavioral issues
  • Challenges relating to adjustment in the office
  • Learning of foreign languages
  • Learning of Computer Operations
            
Session 6 (11.30 AM to 12.45 PM) (Morning Session)
  • Exercise & Practical
Session-7 (01.45 PM to 3.00 PM) (Afternoon Session) Communication with Etiquettes & Telephone/ Conference Call/ Meeting Etiquettes
  • Etiquettes with Public
  • Etiquettes with Public Representatives
  • Etiquettes with Seniors and subordinates
  • Etiquettes with Females, Children, differently abled and Senior citizens
  • Basic Rules in attending calls
  • Using Mute Function
  • Scheduling Meetings, intimation and confirmation
  • Preparation for the meetings
  • Taking Minutes of the Meeting
  • Meeting Follow up
  
Session-8 (03.15 PM to 4.30 PM) (Afternoon Session)
  • Exercise & Practical

Week-1
DAY-3
Session 9 (10.00 AM to 11.15 AM) (Morning Session)   Overview of PC Hardware and Software
  • Parts of PC hardware and its functions
  • Introduction to Operating Systems
  • Type of Application Software
  • Starting and shutting down the system
  • Windows Explorer
  • Microsoft Word
  • Creating Files and Folders
  • Creating a new document
  • Saving a document
  • Multiple Views and Layouts (changing page
  • setup)
  • Moving around the document
  • Spelling and grammar checking
  • Basic Formatting
Creating and formatting Table in Word
  • Creating list (Numbered and Bulleted)
  • Changing Fonts
  • Line and Character spacing
  • Using Styles, Header and Footer
  • Using Clip Art , Hyperlink and Bookmark
  • Printing a document
  • Mail Merge
  • Introduction to Mail Merge
  • Main document
  • Data file and Data file field
  • Merged document
  • Steps in Mail Merge
Performing Mail Merge		                            
Session 10 (11.30 AM to 12.45 PM) (Morning Session)
  • Exercise & Practical
Session  11 (01.45 PM to 03.00 PM) (Afternoon Session)   Types of Official Communication
  • Letter
  • Demi Official Letter
  • Office Memo
  • Inter-departmental Note
  • Fax/e-mail.
  • Office Order, Order
  • Notification, Resolution
  • Press Note
  • Endorsement
  • Circular
  • Advertisement
  • E-mail
  • Social letters like informal letters/Invitation letters/Congratulation letters/Thanksgiving letters/Condolence letters etc.
                    
Session 12 (03.15 PM to 04.30 PM) (Afternoon Session)
  • Exercise & Practical

Week-1
DAY-4
Session 13 & 14 (10.00 AM to 12.45 PM) (Morning Session) Service Rules – CCS (Conduct) Rules
  • Introduction
  • Applicability
  • Definition
  • Interpretations
  • Importance and relevance of Rule 3, Rule 3-A, Rule 3-B, Rule 3-C
  • Recommendations of Second ARC
        
Session 15 & 16 (01.45 PM to 04.30 PM) (Afternoon Session) Knowledge of Basic Vigilance matters – Disciplinary cases
  • Important provisions of the CCS (CCA) Rules, 1964  
    

Week-1
DAY-5
Session 17 (10.00 AM to 11.15 AM) (Morning Session)   ACRs and APARs
  • Writing correct confidential report – contents and manner principles to be observed
  • Transfer of Reporting / Reviewing Officer in middle of the year – on transfer of employee
  • Time limitation
  • Self appraisal
   		            
Session 18 (11.30 AM to 12.45 PM) (Morning Session)   ACP and MACPs
  • Background of the scheme
  • ACP – Promotion or financial up-gradation
  • Seventh Pay Commission
  • Modified Assured Career Progression Scheme
  • Examples and Illustrations
Session 19 & 20 (01.45 PM to 04.30 PM) (Afternoon Session) Medical Attendance Rules / DGEHS
  • CCS Medical Attendance Rules
  • Scope, definition and facilities Grant of Medical Advance
  • Treatment for Special Diseases
  • Concession for families
  • Treatment in Homeopathy / Ayurveda and Unani System
  • Compulsory monthly subscription
  • Eligibility – family / beneficiaries
  • Mode of payment
  • Applicability to pensioners etc.,
            

Week-2
DAY-6
Session 21 & 22 (10.00 AM to 12.45 PM) (Morning Session)   Leave Travel Concession (LTC)
  • Salient Points
  • Advance and Reimbursement
  • LTC to Home Town
  • LTC to anywhere in India
  • Misuse of LTC
  • Special concessions for N-E regions , J & K and Andaman & Nicobar Islands
    
Sessions 23 (01.45 PM to 03.00 PM) (Afternoon Session)   New Pension Scheme & Leave Rules
  • New Pension Scheme
  • Contributory Provident Fund
  • Different kinds of leave – Admissibility and conditions for sanction
        
Sessions 24 (03.15 PM to 04.30 PM) (Afternoon Session)   Miscellaneous Topics
  • Travelling Allowance
  • Conveyance Allowance
  • Compensatory allowances
  • Other allowances

Week-2
DAY-7
Session 25 & 26 (10.00 AM to 12.45 PM) (Morning Session)   Management of Record
  • What Constitutes Record
  • Why to retain Record
  • Principles of Sound management of Record
  • Activities involved in record management
  • Classification of record and indexing
  • Security grading and classification
  • Confidential character of Notes & Files
  • Retrieval System
  • Record Retention Schedule
  • Custody of records
  • Review and weeding out of old records
  • Preparation of Record Retention Schedule- Department Specific Public Record Management Act 1991
              
Session 27 & 28 (01.45 PM to 04.30 PM) (Afternoon Session)     Checks On Delays – Managing Time.
  • Time limits (w.r.t. Time bound delivery of services)
  • Handling of public/staff grievances/grievances appearing in newspapers/RTI matters (PGC & Police Complaint Authority,  Centralised Public Grievance Redress & Monitoring System (CPGRAMS), LG Listening Post -  on line grievances
  • Handling of urgent and time bound matters
  • Handling of VIP references
  • Handling special references– Managing Time
  • Handling Parliament/Assembly-Questions/Assurances
  • Handling Audit Paras
  • Handling Court matters
  • Weekly/ Monthly arrear statements
  • Handling time bound vigilance cases etc.
  

Week-2
DAY-8
Session 29  (10.00 AM to 11.15 AM) (Morning Session)   Introduction to E-Office
  • Brief Overview of the various features of E-Office
  • Role of Digital Signature, e-mail on E-Office
  • Various other pre-requisites
      
Session 30 (11.30 AM to 12.45 PM) (Morning Session)
  • Detailed overview of Receipts Module
  • Detailed Overview of E-File Module
Session 31 (01.45 PM to 03.00 PM) (Afternoon Session) MS Power Point
  • Layouts, Themes & designs
  • Adding clip arts, diagrams, pictures, tables & charts
  • Copying a presentation to a CD/DVD/Pen drives
  • Editing & printing presentation slides
Microsoft Excel
  • Naming a Cell, Range or Formula, Pasting names in Formulas
  • Deleting a named range, Paste a list of named ranges
  • Functions, If Statements, Text Functions
  • Date and Time
  • Look up functions, Financial Functions
  • Mathematical Functions, Sub Totals
  • Data Validation, Setting Data Validation
  • Graphs
Internet and E mail
  • Introduction of Internet (WWW, TCP/IP, DNS,
  • Search Engine)
  • Introduction to E-mail
  • Creating and using E-mails
  • PC Maintenance and Security
  • Overview of PC Maintenance
  • Overview of PC Security
  • Inbuilt PC Maintenance and Security tools in Windows
  • Securing documents, Antivirus
                  
Session 32 (03.15 PM to 04.30 PM) (Afternoon Session)
  • Exercise & Practical
 

Week-2
DAY-9
Session 33 & 34 (10.00 AM to 12.45 PM) (Morning Session) Art of Communications
  • Introduction to Communication
  • Flow of Communication
  • Listening
  • Barriers of Communication
  • How to overcome barriers of communication
  
Session 35 & 36 (01.45 PM to 04.30 PM) (Afternoon Session) Punctuality and Discipline
  • Consequences of not being regular
  • Conduct within office
  • Respect for National Flag
  • Respect for National Anthem/Song
  • Respect for instructions on observance of silence
  • Respect for observance of anti-smoking law
  • Respect for instructions against misuse of office stationary and equipment
  • Other misconduct
Decorum
  • During Office working
  • During Lunch hours
  • During meetings and conferences
  • Decorum of dress and behavior
  • Courtesies with seniors, subordinates, colleagues, VIPs, Visitors, Disabled Persons, Senior Citizens, Women, Public and the Press
  
 

Week-2
DAY-10
Session 37 & 38 (10.00 AM to 12.45 AM) (Morning Session) Stress Management
  • Introduction to stress
  • Causes of stress
  • Impact of stress
  • Managing stress
  
Session 39 & 40 (01.45 PM to 04.30 PM) (Afternoon Session) Motivation and Conflict Management
  • Introduction to motivation
  • Relevance and types of motivation
  • Motivating Subordinates
  • Causes of conflict
  • Managing conflict
  
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