KSMART Employee Transfer Process Update – PEN Mapping & TPEN Steps

🔄 Update Regarding KSMART: Employee Transfer Process

This update explains the detailed process of handling employee transfers in local government institutions using the KSMART system. It is based on the video tutorial published on YouTube and outlines the steps for secretaries, implementing officers, and allied institution staff.

📺 Watch Full Video: Click here to view on YouTube

🧾 Secretary Transfer Procedure

• Log in with the outgoing secretary’s KSMART account.
• Navigate to HRMS > Employee Management.
• Use Relieve Administrator option.
• Enter transfer order number, date, and select transfer as reason.
• Enter the PEN/GPEN of the incoming secretary or staff taking charge temporarily.
• OTP will be sent to the new officer’s registered mobile. Enter and submit.
• New secretary can now log in and see post mapped under their PEN.

👷 Implementing Officer Transfer

• Inform the panchayat about new officer details: name, designation, PEN or TPEN, mobile, email.
• First, delink the outgoing officer's PEN via PEN Mapping / Delink menu.
• Use correct department and designation like AE/ASE/VEO etc.
• After delinking, map the incoming officer to the vacant post using their GPEN or PEN.

🆔 Creating Temporary PEN (TPEN)

• For transferred staff without SPARK or G-SPARK IDs, go to Create Allied / Temporary Employee.
• Select Employee Type, Department, and Designation.
• Enter Name, Mobile Number, Email, and generate OTP.
• Once OTP is verified, publish to generate a TPEN.

🏥 Allied Institution Staff (Veterinary, Agriculture, Medical etc.)

• Delink outgoing staff using HRMS > Allied Institution > PEN Mapping / Delink.
• Select correct department (e.g. Animal Husbandry), and delink official.
• If new officer has TPEN already, map to the vacant post using the Link Official to Post ID option.
• If not, create new TPEN using the method above and then map.

📊 Project Unit Role Handling (Operators/Verifiers)

• During staff transfers (e.g., clerks), if they are assigned as Operator or Verifier, delink them from HRMS > PEN Mapping.
• Check the vacant post ID.
• Map the new staff to this post. Their project unit role will be auto-updated.

✅ Summary

Whether handling transfers for secretaries, implementing officers, or allied institution staff, the core process remains:

1. Delink the outgoing employee.
2. Map the incoming employee using PEN/GPEN/TPEN.
3. Update project unit roles if applicable.

Following this step-by-step approach in KSMART ensures smooth personnel management across all local government institutions.