MANNUAL-8
Procedure followed in Decision Making Process
BUDGET:
|
Sl No |
Activity |
Level of action |
Time frame |
|
1 |
To receive application and put a diary number |
Assistant |
Same day |
|
2 |
To mark application to concern assistant |
S.O |
|
|
3 |
To visit premises of application and verify the facts |
-- |
|
|
4 |
To prepare report and submit to FSO |
-- |
|
|
5 |
To approve / reject application |
-- |
|
|
6 |
To prepare food card if approved and submit to FSO |
-- |
|
|
7 |
To sign and return to applicant |
-- |
|
|
8 |
To deliver card to applicant |
-- |
|
Usually the proposals are being examined in the branch and passing through from S, O level, under secretary level, Joint Secretary level and finance decision taken from Secretary level.
CIVIL AVIATION
The procedure can be described both in narrative form and through Flow Process Chart. In narrative form the stage through which a proposal passes, the levels at which it gets examined and the final authority to which it has to go for approval may be explained.
The Flow Process Charts can give a comprehensive process as may be seen from the following illustration of preparing a food card.
|
Sl.No. |
Activity |
Levels of action |
Time frame |
|
1 |
Receives letters received from/ Different Deptts./ Offices/ Officers |
Senior Assistant |
Within three days |
|
2 |
Opening of files |
-do- |
-do- |
|
3 |
Submission of files to U.S./ J.S |
Section Officer/ Under Secy. |
-do- |
|
4 |
Submission of files to Spl. Secy. |
Joint Secy. |
-do |
|
5 |
Communication of orders of Government |
Spl. Secy. / J.S |
-do- |
Such charts may be prepared for major functions.
CAPITAL ADMINISTRATION-I
|
Sl.No. |
Activity |
Level of action |
Time Frame |
|
1 |
Recipt of Applications for Quarter allotment. |
Director of Estates,Addl Director of Estates,Deputy Director of Estates,Section Officer |
same day or within one day |
|
2 |
Diary of Applications and distribution to the Assistants |
Diarists/Section Officer |
one day |
|
3 |
Examination of the application in the file |
Dealing Assistant/ Section Officer |
Within three days |
|
4 |
Rceomendations |
Deputy Director /Addl Director of Estates |
Within three days |
|
5 |
Final Orders |
Dirctor of Estates/ Special Secretary to Govt |
with in three days |
|
6 |
Issue of orders |
Deputy Director /Addl Director of Estates |
same day or within one day |
CAPITAL ADMINISTRATION.-III:
|
Sl.No. |
Activity |
Level of action |
Time Frame |
|
1 |
Diary of applications received |
Section Officer |
Same day |
|
2 |
Mark the applications to the concerned dealing Asst |
Section Officer |
Same day |
|
3 |
Processing of applications |
Dealing Asst. |
2-3 days |
|
4 |
Checking and submission of file to Branch Officer |
Section Officer |
Same day |
|
5 |
Submit draft |
Dealing Asst. |
Same day |
|
6 |
Approval and return the file by the Branch Officer |
Branch Officer |
Same day |
|
7 |
Send approved draft to issue section |
Dealing Asst. |
Same day |
CAPITAL ADMINISTRATION -II & IV(LAND BRANCH):
As a court, the Estate Officer disposes cases independently on merit being unbiased and uninfluenced. The appellate court, that is Director of Estates is the next supervisory officer and Estate Officer is accountable to Director of Estates.
CHIEF MINISTER’S RELIEF FUND(CMRF):
All applications/proposals seeking assistance are processed in the Branch and placed before the Chief Minister through the Special Secretary for orders.
Flow Process Chart for C.M.R.F
|
Sl. No. |
Activity |
Level action |
Time frame |
|
1 |
Receipt of CMRF applications. |
Senior Assistant |
Same day |
|
2 |
Opening individual files |
-do- |
1 day |
|
3 |
Submission of files to Under Secy / Deputy Secretary |
Section Officer / Under Secretary |
2 days |
|
4 |
Submission of files to Special Secy |
Deputy Secretary |
1 day |
|
5 |
Communication of orders of the Hon'ble Chief Minister |
Deputy Secretary |
3 days |
|
6 |
Release of funds |
Deputy Secretary/ Special Secretary |
7 days of receipt of the information from the applicant |
FIELD ESTABLISHMENT:
1. Dealing Assistant:- Opening of files and dealing of Receipts marked by section officer within three days.
2. Section officer:- Submission of Files to Under Secretary within two days.
INFORMATION MANAGEMENT UNIT(IMU):
|
Sl. No. |
Activity |
Level of Action |
Time frame |
|
1 |
Processing the file marked by the Section Officer |
Senior Assistant |
within 3 days |
|
2 |
Supervision & submission of the file to the Under Secy. |
Section Officer |
Same day |
OFFICE ESTABLISHMENT-I :
All communications/proposals/files received in the branch are processed by the concerned D.A. and passes to the Joint Secretary through the Section Officers and the Under Secretary.
Decision in routine matter is taken at the level of Under Secretary.
Decision in all other matters are taken at the level of Special Secretary.
GENERAL ADMINISTRATION(RENT) DEPTT.:
|
Sl. No. |
Activity |
Level of action |
Time Frame |
|
1. |
Recoveries posting, closing of monthly accounts, assessment of rent for the month and preparation of Rent demand statement for occupation Govt. Qrs. by the employees (D.D.O wise) |
Dealing Assistants & Section Officer of concerned section |
10 – 12 days |
|
2. |
Preparation of monthly accounts |
-do- |
3 - 4 days |
|
3. |
Issue of NDCs in favour of Retd. Govt. servants. |
D.A / S.O/Rent Officer |
2 – 3 days |
|
4. |
Issue of clearance of Certificate |
-do- |
1 – 2 days |
|
5. |
Dealing with receipts relating to retention, cancellation of Govt. qrs. on the events of transfer, retirement ,death and dismissal from Govt. service etc. |
D.A / S.O./ Rent Officer /Addl. Director, Director of Estates & under orders of Govt. if required. |
2 - 3 days |
|
6. |
Other related matters as and when required |
Dealing Assistant, Section Officer & Rent Officer |
1 day |
SERVICES-I:
The Flow Process Chart of Services - I Section is indicated below.
|
Sl.No. |
Activity |
Levels of action |
Time frame |
|
1 |
Receipt of letters, opening of files and examining the same |
Senior Asst. |
Three Days |
|
2 |
Submission of file to Deputy Secretary |
Section Officer |
2-3 days |
|
3 |
Submission files to Special Secretary |
Deputy Secretary |
Two days |
|
4 |
Communication of orders by Special Secretary/ Chief Secy. |
Deputy Secretary |
2-3 days |
SERVICES-II::
The procedure can be described both in narrative form and through Flow Process Chart. In narrative form the stage through which a proposal passes, the levels at which it gets examined and the final authority to which it has to go for approval may be explained.
The Flow Process Charts can give a comprehensive process as may be seen from the following illustration of preparing a food card.
|
Sl.No. |
Activity |
Levels of action |
Time frame |
|
1 |
Receives letters received from/ Different Deptts./ Offices/ Officers |
Senior Assistant |
Within three days |
|
2 |
Opening of files |
-do- |
-do-
|
|
3 |
Submission of files to U.S./ J.S |
Section Officer/ Under Secy. |
-do- |
|
4 |
Submission of files to Spl. Secy. |
Joint Secy.
|
-do |
|
5 |
Communication of orders of Government |
Spl. Secy. / J.S |
-do- |
Such charts may be prepared for major functions.
SERVICE CONDITION:
All communications/ proposals/ files received in the Branch are processed by the concerned D.A and passes to the Deputy Secretary through the Section Officer and the Under Secretary.Statutory matters are disposed of by the orders of the Government
SPECIAL ESTABLISHMENT:
1.
As soon as an CCR is received in the Deptt., it is scrutinized by Asst. to
ensure that the CCR is complete in all respect with recording of remarks by the
designated authorities as per schedule of instructions. The remarks if any,
found wanting in the CCR, the same is collected from the appropriate authorities
by the assistant under orders of Under Secretary/Deputy Secretary. Then CCRs are
reviewed by the Under Secretary/Deputy Secretary/Spl. Secretary(in case of
adverse CCRs of AIS officers). During review of the CCR if adverse remarks are
noticed the same are communicated to the officer reported upon under orders
Dy.Secretary/ Spl. Secretary (in case of AIS officers) to rectify defects with a
direction to submit representation if any against such adverse remarks. On
receipt of representation from the officer reported upon substantiation report
from author of adverse remarks is called for under order of Deputy Secretary and
final orders in this regard is taken for disposal of representation by the
disposing authority as mentioned below. The decision taken is intimated to the
officer reported upon. In case of rejection of representation, the reported
officer has also scope to submit his memorial to the Hon’ble Chief Minister in
case of state level Group A officers and to the Hon’ble President of India in
case of AIS officers. On receipt of memorial from the state level Group-A
officers, the same is processed in the Deptt. for obtaining the orders of
Hon’ble Chief Minister who is the disposing authority. On receipt of memorial
from the AIS officer against the orders of the State Government on his
representation for expunction of adverse remarks, state Govt.’s comments is
given to Govt., of India for final orders of Hon’ble President of India.
|
Nature of Representation |
Disposing Authority |
|
|
|
|
Representation of Group-A (State Level) Officers |
Special Secretary |
|
Memorial of Group-A (State Level) Officers |
Chief Minister |
|
Representation of AIS Officers. |
Chief Secretary |
|
Memorial of AIS Officers. |
President of India. |
2. All policy decisions in the matter of writing of CCRs are taken in this Deptt. with approval of Hon’ble Chief Minister. On receipt of specific proposals for prescribing level of assessment or any amendments to the existing provisions for writing CCRs from any Deptt., the matter is processed in this Deptt. and Govt. orders are taken for issue of circulars/guidelines for the purpose.
|
Sl. No |
Activity |
Level of Action |
Time frame. |
|
1 |
To receive CCR and put a diary number. |
Steno to Dy. Secretary |
Sameday. |
|
2 |
Marked to Section |
-do- |
-do- |
|
3 |
Marked to Assistant |
Section Officer |
1-2 days |
|
4 |
Scrutiny of CCR |
Asst./S.O |
|
|
5 |
Collection of wanting remarks |
Under Secretary |
|
|
6 |
Review of complete CCR |
Under Secretary/ Deputy Secretary |
|
|
7 |
Review of Adverse CCR and communication of adverse remarks to the officer reported upon. |
Deputy Secretary./ Spl. Secretary (in case of AIS Officers) |
2 months |
|
8 |
Representation received from the officer reported upon and Substantiation Report called for. |
Under Secretary/ Deputy Secretary |
|
|
9 |
Representation with S.R processed and final order obtained. |
Spl. Secretary/ Chief Secretary (In case of AIS Officer) |
6 months from the date of receipt of representation. |
|
10 |
Memorial Received from the reported officer and final orders there of. |
Chief Minister |
|
|
11 |
Consideration of Memorial submitted by IAS Officer |
President of India |
|
|
Sl. No |
Activity |
Level of Action |
Time frame. |
|
1 |
To receive proposal for determining the level of assessment |
Diarist |
|
|
2 |
Marked to Section |
Dy. Secretary |
|
|
3 |
Marked to Assistant |
Section Officer |
|
|
4 |
Examination of the proposal |
Assistant |
|
|
5 |
Scrutiny of the proposal |
S.O/U.S/D.S/Spl. Secretary |
|
|
6 |
Final decision |
Chief Minister |
|