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MINISTRY OF ENVIRONMENT AND FORESTS
1.
Constitution of Management Committee for
implementation of ISO 9001
1. Shri H.K. Pande, JS(Admn.)
- Chairman
2. Shri B.M.S. Rathore, JS
- Management Representative
[ looking after the work of RFD]
3. Shri Chandan Singh, Director(Admn.) - Secretary
4. Shri Narain Dass, Director(GA)
-
Member
5. Dr. R.K. Agrawal, DS(GC)
-
Member
6. Shri M.L. Wadhwani, US(P.I)
-
Member
7. Shri M.K. Rai, US(P.II)
-
Member
8. Shri B.S. Bhandari, US(P.III)
-
Member
9. Shri S. Mahapatra, US(GA)
-
Member
2.
Scope of implementation
Administration division including General Administration, Parliament,
CR, Protocol, Personnel .I, Personnel .II, Personnel .III, Grievance Cell,
General Coordination Sections, RTI Cell and Internal Work Study Unit.
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Management Action
Plan for
implementation of
ISO 9001 in respect of
GC, RTI & IWSU.
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MOS
(E&F)
Secretary
AS (MFF)
JS (Admn.)
Director
(GA/Parl./ CR/
Protocol)
US (GA/Parl./
CR/ Protocol)
SO (GA)
Dealing
Hands
SO (Parl.)
Dealing
Hands
Director
(Admn.)
Protocol Cell
Dealing
Hands
CR Section
Dealing
Hands
US (P.I)
US (P.II)
SO (P.I)
SO (P.II)
Dealing
Hands
Dealing
Hands
DS (GC/RTI &
IWSU)
US (P.III) &
Public
Grievance
Cell &
SO (P.III)
Public
Grievance
Cell
Dealing
Hands
US (GC/RTI/
IWSU)
SO (GC)
Dealing
Hands
RTI Cell
Dealing
Hands
IWSU
Dealing
Hands
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GC Section
Vision :
1. Ensuring proper coordination within the Ministry on the subjects assigned to GC Section.
Mission :
1. Timely furnishing of information/ comments.
2. Preparation of Results Framework Document of the Ministry and its timely submission to
PMD.
3. Ensuring submission of RFDs of RCs to PMD well in time.
4. Amicable resolution of issues raised by staff side through DCM.
5. Furnishing of requisite information to Cabinet Secretariat through Monthly DO.
6. Observance of all National / International days.
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List of Processes with Designations :
Monthly DO, RFD, examination of Cabinet note and DCM etc.
S.No.
Activity – Types of Processes
Process Owner
Channel of submission
1.
Preparation & Monitoring of the UDC or
Results
Framework
Document(RFD),
Five
Year Assistant>SO>US>DS
strategic Plan, Achievement and
Citizen/Clients Charter of the or Dir>JS> AS
Ministry
2.
Departmental Council Meetings
UDC or Assistant >SO >
Level of Final
disposal
Secretary/ MEF
Secretary(E&F)
US> DS or Dir.>JS>AS
3.
4.
Monthly
D.O. letter from UDC or Assistant >SO >
secretary(E&F)
to
cabinet
US> DS or Dir.>JS>AS
secretary
Secretary(E&F)
UDC or Assistant >SO >
Secretary (E&F)
Examination and approval of
honorarium proposals
US> DS or Dir.>JS>AS
(AS & FA in case the
proposal exceeds Rs.
2500/- per head p.a.)
5.
Co-ordination
PMO/Cabinet
references
of
various UDC or Assistant >SO >
Secretariat
US> DS or Dir.>JS>AS
Secretary (E&F)
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List of Sequences of Interaction of Processes:
1. Preparation & Monitoring of the Results Framework Document(RFD), Five Year
strategic Plan, Achievement and Citizen/Clients Charter of the Ministry
(i) Request letter is issued to all divisional heads to send their RFD and Citizen Charter as
per guidelines issued by PMD, Cabinet Secretariat for the particular year.
(ii) On receipts of RFD and Citizen Charter from divisional heads, these are examined as per
existing guidelines.
(iii)
After thorough examination, the file is put up for approval of
Secretary(E&F)/Minister(E&F).
(iv) After obtaining approval the RFD and Citizen Charter are uploaded on the RFMS of the
PMD of Cabinet Secretariat.
(v) 15 numbers of hard copies of the RFD and Citizen Charter are also sent to Cabinet
Secretariat.
II.
Departmental Council Meetings
(i)
(ii)
Invitation of fresh agenda items from different Associations under Subordinate offices
from Ministry and Action Taken Report from previous meeting from different
administrative divisions in this Ministry.
Fixation of date and time for the DCM by the Secretary(E&F).
(iii) Circulation to all concerned Subordinate offices, Associations and Administrative
divisions in this Ministry.
(iv) Preparation of agenda items which include fresh agenda items, Action Taken Report of
the last meeting, attendance sheet etc.
(v)
III.
Preparation of draft summary proceedings and circulation of the same to the concerned
officers and associations for vetting. The vetted minutes put up for approval of
Secretary(E&F). After approval, the same is circulated among to the concerned officers,
divisions and associations for necessary action.
Monthly D.O. letter from secretary(E&F) to cabinet secretary
(i) Request made to all divisional heads to give material for inclusion in the monthly D.O. to
Cabinet Secretariat.
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(ii) After receipts of the material from various divisions, the information culling out from
them and incorporated in the monthly D.O. as per laid out instructions of Cabinet
Secretariat on the subject.
(iii)The file is submitted with draft D.O. for approval of Secretary(E&F).
(iv) After approval/signature of Secretary(E&F), the D.O. issued to Cabinet Secretariat with
a copy to PMO, PS to MEF and PPS to Secretary(E&F).
IV.
Examination and approval of honorarium proposals
(i) Honorarium proposals of the officers/officials of the MoEF with the approval of
concerned divisional heads received in the Division.
(ii) On receipts proposals are examined and submitted for approval of Head of the
Department and AS&FA as the case may be.
(iii) After approval of the competent authority, sanction orders are prepared and sent to PAO
and Cash Section.
V.
Co-ordination of various PMO/Cabinet Secretariat references
(i) Various references including Cabinet Notes received from PMO/Cabinet Secretariat and
other Ministries/Departments.
(ii) References circulated among all divisional heads or concerned officers/offices under
MoEF as the case may be, seeking their inputs/comments.
(iii) After receipts of requisite inputs/comments, the same is examined.
(iv) After proper examination, the file is submitted for approval of
JS/AS/Secretary(E&F)/Minister as the case may be.
(v) After approval comments/decisions/inputs of this Ministry forwarded to concerned
Ministries/Departments.
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Details of duties of each identified designations :
No.
Designation
Items of work handled
I.
Under Secretary
II.
Section Officer
III.
Assistant
IV.
UDC
Examination
of
cases/files
for
disposal/submission to higher authorities
for decision/ approval.
Besides supervision, putting up of all
cases matters relating to Monthly DO to
Cabinet Secretariat, DCM matters,
Honorarium matters and all other
coordination matters.
Processing of FRs/ PUCs regarding all
matters being handled in the Section as
marked by SO.
Processing of FRs/ PUCs regarding all
matters being handled in the Section as
marked by SO.
List of Documents
1. Result Framework Document
2. Citizen’s Clients Charter
3. Five Year’s Strategic Plan
4. File relating to Monthly D.O. letter from Secretary to Cabinet Secretariat
5. Files relating to references received from other Ministries/ offices (including PMO and
Cabinet Secretariat)
6. List of designated Nodal Officers for dealing with references received from other
Ministries
7. File relating to Honorarium proposals
8. Files relating to DCM
9. Files relating to Recreation Club
10. Files relating to Canteen Management Committee
11. File relating to pending Cabinet Committee Decision
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RTI Cell
Vision :
1. Ensuring proper implementation of RTI Act by the Ministry.
Mission :
1. Acting as Central Registry for RTI applications and appeals.
2. Nomination of CPIOs & Appellate Authorities.
3. Submission of Quarterly Returns to CIC.
4. Ensuring submission of Quarterly Returns by Public Authorities under the Ministry.
5. Compliance with Section 4 of the RTI Act.
List of Processes with Designations :
S.No.
1.
Activity – Types of Processes
Disposal of applications
Process Owner
Channel of submission
Level of Final
disposal
UDC or Assistant
US (in case of
any difficulty)
2.
Compliance with Section 4 of the
RTI Act
UDC or Assistant>US
DS
3.
Quarterly RTI returns
UDC or Assistant>US>
JS
DS
4.
Nominations and Updation of
CPIOs and AAs
UDC or Assistant>US>
DS
JS> AS
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I.
(i)
(ii)
(iii)
(iv)
II.
(i)
(ii)
III.
(i)
(ii)
(iii)
(iv)
IV.
(i)
(ii)
Disposal of applications
Receipts of RTI applications
Diarization of RTI applications and sending them to the concerned officer
after removing the IPOs/DDs.
Action to encash and deposit the amount in the Government account.
Disposal of RTI applications of general nature.
Compliance with Section 4 of the RTI Act
Reminding Divisional Heads about compliance with Section 4 of RTI Act
Circulating direction of CIC regarding suo-moto disclosure
Quarterly RTI returns
Request to CPIOs for submission of RTI quarterly returns in the prescribed
format.
Compilation of information after receipts.
Submission of consolidated information to CIC by the due date through webbased software.
To ensure uploading of quarterly RTI returns by the public authorities under
MoEF on the web-based software of CIC.
Nominations and Updation of CPIOs and AAs
Work allocation orders received from Administration Division.
Accordingly, changes made in the list of CPIOs &AAs in the respective divisions
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Details of duties of each identified designations :
No.
Designation
Items of work handled
I.
Under Secretary
II.
UDC
III.
OA
Transfer of difficult RTI applications,
Mooting proposals for Nomination of
CPIOs & AAs, Preparation of Quarterly
Returns
and
submission/uploading
thereof on CICs website,
Marking RTI applications and appeals to
the concerned CPIO &AAs, Preparing
list of CPIOs & AAs, all other file work
in the RTI Cell.
Receipt of RTI application, Scanning and
sending to the concerned CPIOs/AAs,
depositing IPOs etc. in the P&AO
List of Documents
1. List of CPIOs and AAs
2. RTI Act, 2005
3. Files relating to RTI Quarterly Returns
4. Files relating to Compliance with Section 4 of RTI
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IWSU
Vision :
1. Ensuring compliance with MoP in respect of records Management and O&M
activities.
2. Rendering support services and compilation of Induction Material, Compendium
of Channel of Submission etc.
Mission :
1. Updation of Induction Material.
2. Updation of Compendium of Channel of Submission.
3. Work Measurement Study.
4. O&M Inspection of Attached/ Subordinates/ Autonomous Organisations.
List of Processes with Designations :
S.No.
1.
Activity – Types of Processes
SIU Inspection
Process Owner
Channel of submission
Level of Final
disposal
UDC or Assistant
Secretary(E&F)
>US>DS>JS>AS
2.
3.
Finalisation of Compendium for UDC or Assistant>US>
Channel of Submission
DS
O&M Inspection
UDC or Assistant>US>
DS
JS
JS
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I.
SIU Inspection
(i)
Requests received from different Divisions of this Ministry.
(ii)
Letter issued to Ministry of Finance for nominating Inspecting Officer.
(iii)
Formation of Committee .
(iv)
Recommendations of the Committee sent to Ministry of Finance.
II.
Finalisation of Compendium for Channel of Submission :
(i)
Orders received from Administration Division.
(ii)
Changes made in the existing Compendium.
III.
O&M Inspection :
(i)
Files submitted to Competent Authority for nomination of officers for inspection of
Subordinate/ Attached/ Autonomous Organisations under MoEF.
(ii)
After approval, necessary orders are issued for carrying out O&M Inspection.
IV.
Management of the Record Room of the Ministry
(i)
Review of retention schedule of the Records
(ii)
Sending files for review to the Sections
(iii)
Sending files to National Archives of India for permanent retention
(iv)
Special Drive for weeding out/ review etc. of old documents/files.
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Details of duties of each identified designations :
No.
Designation
Items of work handled
I.
Under Secretary
II.
Assistant
III.
UDC
IV.
DEA
Preparation of schedule of O&M
Inspection, compilation of compendium
on channel of submission, induction
material, rendering Secretarial Services to
SIU inspection.
Records Room Management, Review of
retention schedule of the Records,
Sending files for review to the sections,
Sending files to NAI for permanent
retention, special drive for weeding
out/review etc. of old documents/files.
Preparation of schedule of O&M
Inspection, compilation of compendium
on channel of submission, induction
material, rendering Secretarial Services to
SIU inspection.
Preparation of schedule of O&M
Inspection, compilation of compendium
on channel of submission, induction
material, rendering Secretarial Services to
SIU inspection.
List of Document
1.
2.
3.
4.
5.
Manual of office procedure
Induction Material
Record Retention Schedule
Compendium of Channel of submission
O&M Inspection Files
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ACTION PLAN FOR IMPLEMINTING ISO. 9001
(P.I SECTION)
Vision :
To ensure efficient and effective Human Resource Development including career
planning, optimum utilization of the scientific manpower of the Ministry.
Mission:
To ensure proper utilization of the scientific, technical and support staff in various
divisions and management of establishment matters.
List of Process with Designation and sequences of process:
Sr
No.
1.
2.
3.
Activity-Types of Process
Level of Disposal
Level of Final
disposal
(i)Group ‘A’
Asstt./SO/US/ DS
or Dir/JS/AS/Secy.
MEF
(ii)Group ‘B’
Asstt/SO/US/DS
or Dir/JS/AS
Secy.(E&F)
(iii)Group ‘C’
Asstt/SO/AS
DS or Dir
(i)Group ‘A’
Asstt/SO/US/DS
or Dir/JS/AS
Secy.(E&F)
(ii)Group ‘B’
Asstt./SO/US/DS
or Dir
JS
(iii) Group ‘C’
Asstt./SO/US
DS or Dir
Asstt./SO/US
HOD
Asstt./SO/US/DS/
or Dir/JS/AS
Secy.(E&F)
Appointments:
Posting and Transfers
Advances under GPF
(i)
(ii)
Advance permissible
under normal limits.
Advances in
exceptional cases
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4.
(i)
(ii)
5.
Other advances under General
Financial Rules:
(A) Sanction of advances for
purchases of
conveyance:
(i)Bicycle/Fan
(ii)Other than
Bicycle(Scooter/Car/
Computer)
(B) Advance of Pay &
Transfer
(C) Advance of LTC
(D) Advance of TA Tour
(E) Festival Advances
(F) LTC Grant permission to
change declared place
of visit after
commencement of
Journey
Withdrawal from GPF
(i)
Final Withdrawal
from GPF as
permissible under
rules for all officers
(up to 75% of the
balance)
(ii)
(iii)
Asstt./SO/US/DS
Or Dir
HOD
Asstt./SO/US/DS
or Dir
HOD
Asstt./SO/US
HOD
Final withdrawal in
excess of 75% upto
90% of balance for
Asstt./SO/US/DS
all officers except for or Dir/JS/AS
HBA for the reasons
not specified in the
rules
Conversion of
Asstt./SO/US
advance into
withdrawal (one time
in entire service)
Secy. (E&F)
HOD
6.
Re-imbursement of Tuition Fee
Asstt./SO/US/DS
or Dir
HOD
7.
Reimbursement of Medical
Expenses
Asstt./SO/US/DS
or Dir
HOD
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8.
Leave Encashment
Asstt./SO/US/DS
or Dir
HOD
9.
Disciplinary Proceedings
(i)
Gr ‘A’
Asstt./SO/US/DS
or Dir/JS/AS/Secy.
MEF
Asstt./SO/US/DS
or Dir/JS/AS
Secy
Asstt./SO/US
Asstt./SO/US/DS
or Dir/JS/AS
Dir/DS
Secy.
Asstt./SO/US
HOD
Asstt./SO/US/DS
or Dir/JS/AS
Secy (E&F)
Asstt./SO/US/DS
or Dir/JS/AS
Secy (E&F)
(ii)
10.
11.
12.
Gr ‘B’
(iii)
Gr ‘C’
Outsourcing:
Policy matters regarding
outsourcing of services
Pension and other terminal
benefits
Pension and other terminal
benefits
(i)
Group ‘A’
(ii)
Group ‘B’
13.
(iii)
Group ‘C’
Matter relating to CGHS/CS
(MA) Rules
Asstt./SO/US
Asstt./SO/US/DS
or Dir
US
HOD
14.
Parliament Question
Asstt./SO/US/DS
or Dir/JS/AS/Secy.
MEF
15.
Court Cases
Asstt./SO/US
DS or Dir
Duties of each support staff designations-wise:
S.No.
1
Name and Designation
Assistant-I
Items of work
- Processing the Establishment and Administrative
matters of Technical Posts of this Ministry
2
Assistant-II
-
Processing the Establishment and Administrative
matters of Scientific Cadre of this Ministry
3
Assistant-III
-
Processing the Establishment and Administrative
matters of Canteen Staff of this Ministry & interest
bearing advances r/o all officers/staff other than
those who are on the strength of
IFS/NAEB/NRCD
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4
Assistant-IV
-
5
UDC
-
6
Office Assistant
-
Processing advances like GPF, LTC, TA r/o all
officers / staff other than those who are on the
strength of IFS/NAEB/NRCD
Maintenance of ACRs of Group ‘A’ ‘B’ & ‘C’
officials of MoEF other than IFS officers under
Central Staffing.
Diary/Dispatch
Submission of quarterly report on implementation
of Official Language Policy.
Submission of various reports/returns.
List of Sequences of Interaction of Processes:
Personnel-I Section
1.
Appointments
(a)
Group A
Appointments are made on receipt of recommendations from Recruitment Cell (P-III
Section).
(b)
Group B
Except
Direct
Recruitments,
appointments
are
made
on
receipt
of
recommendation/nomination from the Recruitment Agency (SSC/UPSC etc.,). In case of Direct
Recruitments, after the recommendations/nominations are received from the Recruitment
Agency, appointments are made after getting verification of character and antecedents and
medical examination .
(c)
Group C
Except
Direct
Recruitments,
appointments
are
made
on
receipt
of
recommendation/nomination from Recruitment Agency (SSC etc.,) In case of Direct
Recruitments, after the recommendations/nominations are received from Recruitment Agency
(SSC etc.,), appointments are made after getting verification of character and antecedents and
medical examination.
2.
Promotions.
Promotions of Group 'A' are made after receiving the recommendation from UPSC.
3.
Career Progressions
Career progressions of eligible employees are done taking into account the provisions of
the relevant rules and assessment of suitability of the eligible employees from a screening
committee set up for this purpose. Recruitment Rules are reviewed periodically.
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4.
Pension and other terminal benefits on retirement/death.
(a)
Pension papers are sent to the employee three months prior to the date of retirement.
D/o Estates are also addressed for their no objection.
(b)
After the pension papers, duly filled in, are received, the same are scrutinized as per
rules and sent to PAO after obtaining the approval of Head of Office (HOO) for authorizing
payment of gratuity, commutation of pension, GPF balance on the date of superannuation.
(c)
Payment with regard to leave encashment and CGEGIS are released after the date of
superannuation.
5.
Matters related to various advances/re-imbursement of tuition fee/leave
encashment for availing LTC/medical facilities under CGHS/CS(MA) Rules.
On receipt of the request, the cases are considered as per the entitlement of the
employee as per relevant rules and sanction orders are issued after obtaining the approval of
the Head of Department.
6.
Parliament Questions
On receipt of notice of any question from Parliament section of the Ministry of E&F, the
reply thereto is prepared, based on available information, and submitted for approval of Hon’ble
Minister of E&F through the Divisional Head and through the Secretary (E&F) in respect of
Starred Questions.
7.
Court Cases
On receipt of notice form Court of Law, Counter Affidavit to defend the interests of the
Union of India is filed through standing Government Counsels.
Duties of each identified official designationwise
S.No.
1
Designation
Under Secretary
2
Section Officer
3
Assistant
4
UDC/LDC
Items of work Handled
Examination of cases /files for disposal/submission to
higher authorities for decision /approval.
Besides supervision, monitoring and submission of all
the cases/maters relating to recruitment, promotion, RTI
applications, Court cases and other miscellaneous files
etc.
Processing and examination of Proposals relating to
establishment and Administrative matters
Submission of returns/reports, making arrangement for
various meetings of Committees, liaisoning work DAVP
etc.
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List of Documents in P-I Section
1. Register for Service Books
2. Diary Register
3. Diary Register for ACRs
4. Movement Register for ACRs
5. Diary Register for RTI
6. Despatch Register
7. File Register
8. File Movement Register
9. GPF/LTC/medical and other file movement Register.
10. Hindi Register
11. Peon Book for ACR
12. Peon Book
*******
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ACTION PLAN FOR IMPLEMINTING ISO.9001
(P.II SECTION)
Vision:
To manage personnel administration of officers and staff of the Ministry except IFS and
scientific/technical support staff.
Mission:
Efficient cadre management and personnel administration of officers under Central
Staffing Scheme, CSS and CSSS.
List of Process with Designation:
No.
Activity-Types of Process
1.
Appointment
(i) Group ‘A’
(ii)
2.
Group ‘B’
(iii) Group ‘C’
Posting and Transfer
(i) Group ‘A’
(ii)
Group ‘B’
3.
4.
(iii) Group ‘
C’
Pension and other terminal benefits
Re-imbursement of Tuition Fee
5
Leave Encashment (for availing LTC)
6.
Promotions/Career Progressions
(i)
Group ‘A’
(ii)
7.
8.
Group ‘B’
(iii) Group ‘C’
(i) Outsourcing:
Release of payments to outsourcing
agencies and deployment of outsourced
staff
(ii) Leave
Election Matters
Level of disposal
Level of Final
disposal
Assistant/SO/US/DS
or Dir/JS/AS/Secy
Assistant/SO/US/DS
or Dir/JS/AS
Assistant/SO/US
MEF
Assistant/SO/US/DS
or Dir/JS/AS
Assistant/SO/US/DS
or Dir
Assistant/SO/US
Secy (E&F)
Assistant/SO/US
Assistant/SO/US/DS
or Dir
Assistant/SO/US/DS
or Dir
HOO
HOD
Assistant/SO/US/DS
or Dir/JS/AS/Secy
Assistant/SO/US/DS
or Dir/JS/AS
Assistant/SO/US
Assistant/SO/US
Secy (E&F)
Assistant/SO/US/DS
or Dir/JS/AS/Secy
Secy (E&F)
Secy (E&F)
DS or Dir
JS
DS or Dir
HOD
Secy (E&F)
Dir/Ds
US
Page 22 of 28
9.
Matters relating to CGHS/CS(MA) Rules
10.
Parliament Questions
11.
Court Cases
Assistant/SO/US/DS
or Dir
Assistant/SO/US/DS
or Dir/JS/AS/Secy
Assistant/SO/US
HOD
MEF
DS or Dir
Duties of each identified official designationwise:
S. No.
(i)
Name
(S/Shri)
Assistant
Item of work



(ii)
Assistant



(iii)
(iv)
Assistant

UDC




(v)
UDC



(vi)
UDC


(vii)
UDC

(viii)
Office Assistant


(ix)
(x)
Office Assistant
Office Assistants


Work allocation among Group ‘A’ officers other than
Scientific Officers
All matters relating to officers under Central Staffing
Scheme, IES and ISS
Service Matters of Group ‘A’ officers other than
officers of CSSS
Election Observer
Cadre Management of CSS/CSSS/CSCS and Court
Cases
Training programme of AIS and all Secretariat
officers
Service Matters including MACPS of all Group B &
C officers/staff other than officers of CSSS
Election Matters
Ex-Cadre posts
Pension cases excluding Scientific/Technical
officers/staff
All Service matters relating to erstwhile group D
staff
Night/Day Duty Roster
Outsourced Staff(except deployment)
Service Matters including MACPS of all staff under
CSSS
Matters relating to Minister Staff
Matters relating to leave of all the officers and staff
that come under the purview of P.II Section
Transfer-postings of all Group B & C officers/staff
including all staff of CSSS including deployment of
outsourced staff.
E-Service Book
Medical permission/reimbursement cases (other
than Scientific/Technical officials)
Tution Fee/Leave encashment
Diary/Despatch/Other miscellaneous work
Page 23 of 28
List of Sequences of Interaction of Processes:
Personnel-II Section
1.
Appointments
(a)
Group A
Appointments
are
made
on
receipt
recommendations/approval/nominations
from
ACC/Department
Personnel & Training.
(b)
of
of
Group B
Except Direct Recruitments, appointments are made on receipt of
recommendation/nomination from Department of Personnel & Training. In
case of Direct Recruitments, after the recommendations/nominations are
received from Department of Personnel & Training, appointments are made
after getting verification of character and antecedents and medical
examination .
(c)
Group C
Except Direct Recruitments, appointments are made on receipt of
recommendation/nomination from Department of Personnel & Training. In
case of Direct Recruitments, after the recommendations/nominations are
received from Department of Personnel & Training, appointments are made
after getting verification of character and antecedents and medical
examination.
2.
Promotions.
Promotions of Group 'A' are made by the Department of Personnel &
Training. In case of employees of Group 'B' and Group 'C', on receipt of
directions from the Department of Personnel & Training, DPCs are conducted
to assess the suitability of the eligible staff and thereafter, names of the
Page 24 of 28
eligible employees are forwarded to the Department of Personnel & Training
for issue of necessary orders.
3.
Career Progressions
Career progression of eligible employees is reviewed periodically and
done taking into account the provisions of the relevant rules and assessment
of suitability of the eligible employees from a screening committee set up for
this purpose.
4.
Pension and other terminal benefits on retirement/death.
(a) Pension papers are sent to the employee three months prior to the date
of retirement. D/o Estates are also addressed for their no objection.
(b) After the pension papers, duly filled in, are received, the same are
scrutinized as per rules and sent to PAO after obtaining the approval of Head
of Office (HOO) for authorizing payment of gratuity, commutation of pension,
GPF balance on the date of superannuation.
(c) Payment with regard to leave encashment and CGEGIS are released
after the date of superannuation.
5.
Matters related to various advances/re-imbursement of tuition
fee/leave encashment for availing LTC/medical facilities under
CGHS/CS(MA) Rules.
On receipt of the request, the cases are considered as per the
entitlement of the employee as per relevant rules and sanction orders are
issued after obtaining the approval of the Head of Department.
6.
Parliament Questions
On receipt of notice of any question from Parliament section of the
Ministry of E&F, the reply thereto is prepared, based on available information,
and submitted for approval of Hon’ble Minister of E&F through the Divisional
Head and through the Secretary (E&F) in respect of Starred Questions.
Page 25 of 28
7.
Court Cases
On receipt of notice form Court of Law, Counter Affidavit to defend the
interests of the Union of India is filed through standing Government Counsels.
Duties of each identified official designationwise
S.No.
1
Designation
Under Secretary
2
Section Officer
3
Assistant
4
UDC/LDC
Items of work Handled
Examination of cases /files for
disposal/submission to higher authorities for
decision /approval.
Besides supervision, monitoring and
submission of all the cases/maters relating to
recruitment, promotion, RTI applications,
Court cases and other miscellaneous files etc.
Processing and examination of Proposals
relating to establishment and Administrative
matters
Submission of returns/reports, making
arrangement for various meetings of
Committees, liaisoning work DAVP etc.
List of Documents in P-II Section
1.
2.
3.
4.
5.
6.
7.
8.
9.
Register for Service Books
Diary Register
Diary Register for RTI
Despatch Register
File Register
File Movement Register
Register containing details of Child Care Allowance.
Hindi Register
Peon Book
*****
Page 26 of 28
GENERAL ADMINISTRATION DIVISION
VISION : To provide infrastructural and logistic support to all Divisions of the
Ministry to ensure efficient discharge of core activities of the
Ministry.
MISSION:
1.
2.
Providing comfortable working condition to the officers and
staff.
Maintenance and cleanliness of office premises.
3.
Procurement, issue and maintenance of office equipments,
stationery and stores.
4.
Arrangement of transport and communication facilities
5.
Outsourcing of works and services
PROCESS / PROCEDURE
No.
Activity
Process / Procedure
1
Maintenance
and cleanliness
of office premises
Office
accommodation
Outsourcing
through
tendering process
2
3
Procurement of
office equipment,
stationery
and
stores
4
Outsourcing
services
5
Transport
and
logistics support
of
Initiation
of
process/procedure
open The process is initiated
by the GA Division
Allotment of rooms /office space
as per entitlement
with the
approval
of
the
competent
authority
Through limited/open tendering
process and from NCCF/Kendriya
Bhandar/open market depending
on financial implications involved
as per provisions of GFRs, 2005.
Services like digital duplicating,
reprography,
maintenance
of
plants/air-conditioners/EPABX
etc.
Maintenance and operation of
vehicles owned by the Ministry,
attachment
of
vehicles
with
drivers to entitled officers.
The process is initiated
after receiving request
for allotment of office
room/space
After
receiving
of
requisition/
request,
purchases are made on
monthly requirement.
Action initiated by the
Division for engagement
of
contractor/service
provider on yearly basis
Maintenance of vehicles
are carried out as and
when required.
Page 27 of 28
6
Outsourcing of To make good the shortfall of Number of vehicles is
transport service official vehicles, the Ministry has hired
by the division
outsourced transport services to on
functional
contractors selected through open requirement.
tendering
process
with
the
concurrence of IFD.
SEQUENCE AND INTERACTION OF PROCESSES
Process
Engageme
nt
of
contractor
s
for
works
and
services
Description
Contractors
are
engaged
for
housekeeping,
maintenance of all
types
of
office
equipments,
furniture,
airconditioners green
plants, supply of
potable water, dry
cleaning etc.
Procurem The
Division
ent
of procure all office
office
equipment,
equipmen stationery
and
ts,
stores for smooth
stationery functioning
and
/running of the
stores
Office
Transport
and
logistics
support
As per Government
norms,
official
transport
is
provided to entitled
officers.
Vehicles
are also required for
tours and meetings.
Activity/steps in the process
Limited /open tenders are
called
depending
on
the
financial implications. Award of
contract is finalized with the
concurrence of IFD
Responsibility head
Action is initiated by
the Section well in
advance for timely
completion of the
process and award of
the new contract on
or before expiry of
existing contract.
Procurement is made through
limited /open tenders or from
Government
approved
Cooperatives/ open market,
depending on the financial
implications as per provisions
of General Financial Rules,
2005. Purchase of items of
routine/regular nature
is
made on monthly requirement.
All items are entered in the
stock register and issued as per
requisition received from the of
users/ Sections/Divisions.
The requirement is met by (i)
existing vehicles owned by the
Ministry; and (ii) by hiring
commercial vehicles from open
market through open tendering
process.
Action is initiated by
the Section. Approved
by the Head of Office
/
Head
of
the
Department / IFD is
obtained depending
on
financial
implications.
Hiring of vehicles is
done to supplement
the fleet of Ministry’s
own vehicles so as to
ensure
efficient
transport
and
logistics support.
Page 28 of 28
DUTIES OF DESIGNATED POSITION
Designation /
Position
Director(GA)
Under Secretary(GA)
Section Officer (GA)
Dealing Assistants
Duties/Responsibilities
As Head of the Department, exercise financial powers
delegated in terms of GFRs and DFPRs. Overall
incharge of functioning of the GA Division and ensure
timely disposal of work.
As Head of Office, exercise financial powers delegated
in terms of GFRs and DFPRs. Oversee functioning of
GA Division.
Supervision of functioning of GA Section. Monitor
functioning of suppliers and contractors.
Responsible for processing of files for procurement of
stationery and stores, stock entry, issue, preparation
of tender documents, etc. etc.
LIST OF DOCUMENTS
1.
2.
3.
4.
5.
6.
7.
8.
9.
Dead Stock register
Consumable stock register
Log book of vehicles
Complaint register for service request of office equipments
General Financial Rules, 2005
Delegation of Financial Powers Rules, 1961
Form for issue of MHA identity cards
Form for issue of temporary pass
Form for CGHS card