Ministry of Communications & Information Technology
Department of Telecommunications
ACTION PLAN FOR IMPLEMENTING ISO : 9001 in
General Administration (GA) Branch of Department of
Telecommunications
1. List of Management committee for implementing ISO
9001 in General Administration (GA) Branch
Management Committee for Implementation of ISO 9001:2008
Ministry/Department :
S.No. Name
Designation
Committee
Status
1.
S.C. Sharma
DDG (C&A)
Chairman
2.
S.L. Negi
Director (P&A)
Secretary
3.
S.E. Rizwi
US (T)
Management
Representative
4.
J.P. Gautam
SO (G-I)
Member
5.
H.S. Chawla
SO (G-II)
Member
6.
N.K. Tomar
SO (CR)
Member
7.
O.P. Chanchal
Assistant, G-I
Member
2. Scope for ISO 9001
Name of the Department/Ministry Deptt. of Telecom, Ministry of
C&IT
Scope for ISO 9001 of General To provide transparent,
Administration Branch
responsive,
high quality
and timebound
logistic
support/ services to the
officials of Department of
telecom so as to optimize
their output.
To
provide
in
a
1
transparent,
responsive,
high
quality
and
timebound
manner
an
interphase with the service
providers to engage their
services.
List Sections/Divisions/functions
to be covered
 General Administration –
I
 General Administration –
II
 Central Registry
3. Organizational Structure of General Administration
AS(T)
↓
DDG (C&A)
↓
Director (P&A)
↓
US(T)
↓
↓
SO(G-I)
↓
SO(G-II)
2
↓
SO(CR)
4.
Vision and Mission
Vision
To equip the Department to provide transparent,
reliable, time bound and high quality housekeeping
services using modern and innovative technologies, to
the officials of the department.
Mission
To prepare and finalize Users Manual to provide high
quality housekeeping services in a time bound manner.
3
5. List of processes with designations
(a) List of process
Sl.
No.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Name of Process/Procedures
Process owner
Inventory and maintenance of all General I Section,
office equipment
Headed by Section
Officer & US (T) as
Branch Officer.
Inventory of all unserviceable items/
”
equipment
&
disposal
thereof
(Furniture, equipments & other
miscellaneous items except Electrical
& IT articles)
Inventory of stationery and related
”
items
Inventory and maintenance of office
”
furniture
Inventory and maintenance of office
”
accommodation.
Procurement of office furniture
”
Procurement of Stationery items
”
Procurement of Office Automation
”
Engagement and monitoring of
”
private house keeping Agency
Settlement of bills for housekeeping
”
and other services
Setting up of office service unit
”
Engagement of a private agency to
”
provide daily wagers.
Preparation of identity cards and
”
visitors cards
Major/minor
repairs
of
office
”
building/premises
including
renovation of specific rooms/area
Preparation of CGHS cards
General II Section,
Headed by Section
Officer & US (T) as
4
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
Branch Officer.
Compilation of instructions/orders
”
on reimbursement of medical bills
Organizing logistics for meeting/
”
conferences
Examination and settlement of
”
medical reimbursement bills
Processing
and
award
of
”
scholarships and book awards
Issue
of
parking
labels
for
”
office/private vehicles.
Financial assistance/sanction for
”
purchase of gifts/mementos for
retiring officials
Sanction of financial assistance for
”
sports/ welfare activities.
Upkeep, updation and maintenance Library
Section,
of office library
Headed by Section
Officer
(G-II)
as
additional charge in
absence
of
ALIO
being vacant and US
(T) as Branch Officer.
Purchase of books/periodicals for the
”
library
and
inventory
thereof
including
weeding
out
of
books/periodicals
Modernization of Central Registry
CR Section, Headed
by Section Officer &
US (T) as Branch
Officer.
Inventory of Govt. vehicles, their
”
maintenance and settlement of bills
Engagement of private transport
”
agency for providing DLY taxis to
officials and settlement of their
monthly bills
5
28.
29.
30.
31.
32.
33.
34.
35.
36.
Protocol functions in the Department Protocol Unit under
including purchase of air tickets, etc. General- II Section
and US (T) as Branch
Officer.
Publication
of
advertisements
”
through DAVP and settlement of bills
Publication
of
classified
”
advertisements
directly
and
settlement of bills
Publicity campaigns and preparation
”
of publicity material
Organizing press conferences and
”
facilitating officials to participate
therein
Policy issues on publicity and
”
printing
Printing of DoT’s publications,
”
manuals, letter heads and other
stationery items
Engagement of agencies for printing
”
assignments
Settlement of bills pertaining to
”
printing and publication
6
(b)
Details of processes with designation-
Ministry/Department : Department of Telecom, Ministry of C&IT
Process
Description Inventory
and
maintenance of all
office equipment
Sequence of activities
Sl. No. Activity/steps in the process
In respect of item No. (1-5)
1.
Opening of an inventory register
2.
Posting of relevant article wise
heads/sub–heads for specifications
of the equipment
3.
Stock taking exercise to be taken
and entries to be made in the stock
register,
including
year
wise
indexing on the items concerned
4.
Review/vetting of entries
5.
Periodic survey for upkeep and
maintenance
6.
Earmarking
the
obsolete/unserviceable items for
disposal
7.
Constitution of Standing Committee
for unserviceable items
8.
Submission of the report by the
Committee and action for disposal
to be undertaken
9.
Action
for
disposal
of
the
unserviceable office equipment by
calling of tenders/auction
10.
Fixation of date of tender/auction
and final award of contract
11.
Responsibility head
SO
SO
SO
SO
SO / US (T)
SO
DDG (C&A)
US (T)
SO
US (T)
Receipt of the sale proceeds and its SO
deposition in the exchequer.
7
12.
vii)
In respect of Item No. 6 & 7
(Procurement of Furniture items
& Stationery items)
A.
Procurement by way of
Limited Tender.
i)
To
seek
administrative AS (T) for furniture
approval consisting of approval for items
TEC/ Bid Document.
DDG
(C&A)
for
stationery items
ii)
Fixing of the requisite dates for US (T)
tender (floatation of the tender,
tender opening).
iii) Issue of the NITs to different SO
firms as well as posting of the Bid
Document on the website.
iv) Opening & evaluation of the SO / TEC
bids.
v) Approval of the competent AS (T) for furniture
authority for financial concurrence. items
DDG
(C&A)
for
stationery items
vi) Award for execution to L1 SO / US (T)
bidder.
vii) Posting of details of finalization SO
of the tender on the website.
viii)
ii)
B.
Procurement by way of
calling quotations (LPC)i)
To
seek
administrative AS (T) for furniture
approval consisting of approval for items
Local Purchase Committee.
DDG
(C&A)
for
stationery items
ii) Fixing of the requisite dates to call US (T)
the quotations.
iii)
Issue of the letters to different SO / US (T)
firms to call the quotations.
iv)
Opening & evaluation of the SO / LPC
quotations.
8
v)
Approval of the competent AS (T) for furniture
authority for financial concurrence. items
DDG
(C&A)
for
stationery items
vi) Award for execution to L1 SO / US (T)
bidder.
C. Procurement without calling
for quotations
i)
Approval of the competent AS (T) for furniture
authority.
items
US (T)/ Dir (P&A)/
DDG
(C&A)
for
stationery items
ii)
Award of work orders.
SO /US (T)
13
D. Procurement by way of
Single Sourcei)
Approval of the IFD giving
suitable reasons/ necessity
for procurement and then
approval of the competent
authority.
ii)
Award of work orders.
In respect of Item No. 8
(Procurement
of
Office
Automation- Photocopiers, Fax,
MFDs, LCD TV, Air- Purifiers etc.)
A. By way of DGS&D Rate
Contracti)
Approval of the competent
authority.
IFD then approval of
AS (T) for furniture
items
DDG
(C&A)
for
Stationery items
SO
DDG (C&A)
B. Procurement by way of
Limited Tender.
i)
To
seek
administrative DDG (C&A)
approval
consisting
of
approval for TEC/ Bid
Document.
9
ii)
iii)
iv)
v)
vi)
vii)
Fixing of the requisite dates
for tender (floatation of the
tender, tender opening).
Issue of the NITs to different
firms as well as posting of
the Bid Document on the
website.
Opening & evaluation of the
bids.
Approval of the competent
authority
for
financial
concurrence.
Award for execution to L1
bidder.
Posting
of
details
of
finalization of the tender on
the website.
C. Procurement by way of
calling quotations (LPC)i)
To
seek
administrative
approval
consisting
of
approval for Local Purchase
Committee
vii) Fixing of the requisite dates
to call the quotations.
viii) Issue of the letter to
different firms to call the
quotations.
ix) Opening & evaluation of the
quotations.
x)
Approval of the competent
authority
for
financial
concurrence.
xi) Award for execution to L1
bidder.
10
US (T)
SO
SO / LPC
DDG (C&A)
SO / US (T)
SO
DDG (C&A)
SO / US (T)
SO
SO / LPC
DDG(C&A)
SO / US (T)
D. Procurement without calling
for quotations
i)
Approval of the competent DDG (C&A)
authority.
ii)
Award of work-orders.
SO
14.
E. Procurement by way of
Single Sourcei)
Approval of the IFD giving IFD then approval of
suitable reasons/ necessity DDG (C&A)
for procurement and then
approval of the competent
authority.
iii) Award of work-orders.
SO / US (T)
In respect of Item No. 9
(Engagement and monitoring of
private housekeeping agency)
A. Engagement by way of Open
Tender.
i)
To seek
administrative
approval of the IFD and
competent authority for
consisting of approval for
TEC/ Bid Document.
ii)
Fixing of the requisite
dates for tender (floatation
of the tender, tender
opening).
iii) Issue of the NITs to
different firms as well as
posting
of
the
Bid
Document on the website.
iv) Opening & evaluation of
the bids.
v)
Approval of the IFD &
competent authority for
financial concurrence.
vi) Award for execution to L1
11
IFD & AS (T)
US (T)
SO
SO / TEC
IFD & AS (T)
SO / US (T)
vii)
15.
16.
17.
bidder.
Posting
of
details
of SO
finalization of the tender
on the website.
In respect of Item No. 10
(Settlement
of
bills
for
housekeeping and other services)
i)
Process/scrutinization of the
bills.
ii)
Approval of the competent
authority.
iii) Issue of the sanction order.
In respect of Item No. 11 (Setting
up of office service unit)
i)
Establishment of Help-Desk
with
necessary
logistics
(Telephone, Mobile, PC with
three outsourced person to
function as shift system).
In respect of Item No. 12
(Engagement of a private agency
to provide daily wagers)
SO
AS (T)
US (T)
AS (T)/ IFD
A. Engagement by way of Open
Tender.
i)
To seek
administrative IFD & AS (T)
approval of the IFD and
competent authority for
consisting of approval for
TEC/ Bid Document.
ii)
Fixing of the requisite US (T)
dates for tender (floatation
of the tender, tender
opening).
iii) Issue of the NITs to SO
different firms as well as
posting
of
the
Bid
Document on the website.
12
iv)
v)
vi)
vii)
18.
Opening & evaluation of
the bids.
Approval of the IFD &
competent authority for
financial concurrence.
Award for execution to L1
bidder.
Posting
of
details
of
finalization of the tender
on the website.
SO/ TEC
IFD & AS (T)
SO/ US (T)
SO
In respect of Item No. 13
(Preparation of identity cards &
visitors cards)
i)
ii)
Scrutinization
of SO/US(T)
applications.
Obtaining approval of the SO/ US (T)/ Dir
competent authority
(P&A)/DDG (C&A)
iii)
19.
Forwarding the application SO
to MHA to issue of I-Cards
In respect of Item No. 14 (Major/
minor repairs of office building/
premises including renovation of
specific rooms/ aera
Minor/ Major (Capital Works- Civil/
Electrical) On Payment basis by
BSNLi)
ii)
Forwarding of requisitions SO
received to Civil/ Electrical
Wing/ Architect, BSNL for
preparation of lay-out &
design.
Approval of the lay-out by DDG (C&A)/ AS (T)
the competent authority.
13
iii)
iv)
v)
vi)
Issue of the approve lay-out SO
to Civil Wing for framing of
he estimates.
Submission of the estimates AS (T)
for
the
administrative
approval upto Rs. 10 lakhs
Beyond Rs. 10 lakhs
Chairman (TC)
Financial concurrence
Upto Rs. 10 lakhs
Advisor (F)
Beyond Rs. 10 lakhs
Member (F)
Re-imbursement to BSNL of DDG (C&A)
the expenses incurred for
the works executed as per
the approved estimates.
Maintenance (Routine whitewash/ SO/ US (T)
electrical works, servicing, portable
socket plugs provisions etc.)
On free of charge basis through
BSNL.
20.
In respect of Item No. 15
(Preparation of CGHS Cards)
i)
Scrutinization
of
applications.
ii)
Sponsoring
of
the
applications
to
CGHS
directorate for issue of
CGHS Cards.
iii) Surrender of Cards.
iv) Change of the dispensaries.
14
SO
US (T)
SO
US (T)
21.
In respect of Item No. 16
(Compilation
of
instructions/
orders on reimbursement of
medical bills
i)
22.
Preparation & updation of SO
guard files on above.
In respect of Item No. 17
(Organizing logistics for meeting/
conference)
i)
Prioritization
of
the
demands based on the
availability
of
the
Conference/
Committee
Rooms.
ii)
Intimation of the same to
the
requisitioner
on
telephone.
iii) Registration of the bookings
in the Booking registers.
iv) Intimation
to
SDE
(Electrical) for operation of
Audio- Visual equipments,
AC etc. during the meetings.
v)
Intimation
to
Manager,
Canteen for arrangement of
refreshments items through
the Canteen available in the
canteen
and
deputing
uniformed
waiters
for
catering.
vi) Intimation to Caretaker,
Sanchar
Bhawan
for
cleaning
&
over
all
arrangements
for
operationalization of the
meetings.
15
SO
SO
SO
SO
SO
SO
vii)
23.
Arrangement of eatables SO
from outside as per the
requisition by the senior
officers & the units.
In
respect
of
Item
No.
18(Examination and settlement
of medical reimbursement billsPermission for diagnostic tests and
procedures
&
settlement
&
reimbursement of bills thereofi)
ii)
iii)
iv)
24.
Upto the limit Rs. 2,000/Rs. 2,000/- to Rs. 10,000/Above Rs. 10,000/- to Rs. 2
lakhs
Beyond Rs. 2 lakhs
In respect of Item No. 19
(Processing
and
award
of
scholarships and book awards)
i)
Issue of notification inviting
applications for award of
scholarship.
ii)
Scrutiny of the applications.
iii) Submission of the proposal
for
approval
of
the
competent authority.
iv) Circulation of the list of the
awardees in the DoT (HQ)
and in the field units (By
post & by publication on the
website).
v)
Disbursement
of
scholarships, grants etc to
the awardees.
16
US (T)
Director (P&A)
DDG (C&A)
DDG
Member (F)
(C&A)/
US (T) &
Officers
Welfare
SO
AS (T) & Chairman
Telecom
Staff
Welfare Board
SO
Treasurer, Telecom
Staff Welfare Board
25.
In respect of Item No. 20 (Issue of
parking labels for office/ private
vehicles)
i)
ii)
iii)
26.
Proposal for making of SO
parking labels.
Approval of the proposal.
DDG (C&A)
Scrutiny of the requisitions SO
and issue of the parking
level.
In respect of Item No. 21
(Financial assistance/ sanction
for purchase of gifts/ mementos
for retiring officials)i)
27.
Proposal for procurement of SO
the gifts/ mementos.
ii)
Approval of the proposal.
AS (T) & Chairman
Telecom
Staff
Welfare Board
iii) Making arrangements for SO
provisions of the gifts/
mementos to the retiring
officials.
In respect of Item No. 22
(Sanction of financial assistance
for sports/ welfare activities)
i)
Proposal
for
extending SO
financial assistance from the
welfare
fund
for
participation fee in sporting
activities and holding of
health camps, International
Women’s Day & other
national
important
celebrations and excursion
trips etc. and disbursement
17
ii)
iii)
28.
29.
of ex-gratia amount.
Approval
of
the
proposal.
Disbursement
of
approved amount.
above AS (T) & Chairman
Telecom
Staff
Welfare Board
the Treasurer, Telecom
Staff Welfare Board
In respect of Item No. 23 (Upkeep,
updation and maintenance of
office library)
i)
Maintenance
of
yearly LIO/ ALIO
accession of books.
ii)
Updation of issue/ receipt of LIO/ ALIO
books & periodicals.
iii) Assignment of cataloging LIO/ ALIO
works through outsourced
based.
In respect of Item No. 24
(Purchase of books/ periodicals
for the library and inventory
thereof including weeding out of
books/ periodicals)
i)
ii)
iii)
iv)
Planning/
purchase
of
Hindi, English & regional
languages based on the
recommendations of the
Library Committee & OL
norms.
Processing of the bills
pertaining to purchase of
the books/ periodicals.
Review
&
purchase
of
magazines/
periodicals
based
on
the
popular
demands.
Processings
of
bills
of
newspapers reimbursement
to officers of the level of
18
LIO/
ALIO
(Presently
being
looked after by SO
(G-II)
”
”
”
v)
30.
DDG & above.
Physical verification of the
library.
In
respect
of
25(Modernization
Registry)
”
Item
No.
of
Central
i)
31.
Providing
necessary DDG (C&A)
logistics,
computer,
software, franking machines
& modular 19urniture etc.
In respect of Item No. 26 & 27
(Inventory of Govt. vehicles, their
maintenance and settlement of
bills and Engagement of private
transport agency for providing
DLY taxies to officials and
settlement of their monthly bills)
Staff Carsi)
Procurement of staff cars (at Member
DGS&D R/C)
Chairman (TC)
ii)
iii)
iv)
Inventory of vehicles
Periodical maintenance
Settlement of bills
(F)/
SO
SO
DDG (C&A)
DLY TaxiesBy way of Open Tender.
i)
To seek
administrative IFD & DDG (C&A)
approval of the IFD and
competent authority for
consisting of approval for
TEC/ Bid Document.
ii)
Fixing of the requisite US (T)
19
32.
dates for tender (floatation
of the tender, tender
opening).
iii) Issue of the NITs to
different firms as well as
posting
of
the
Bid
Document on the website.
iv) Opening & evaluation of
the bids.
v)
Approval of the IFD &
competent authority for
financial concurrence.
vi) Award for execution to L1
bidder.
vii) Posting
of
details
of
finalization of the tender
on the website.
viii) Review
of
periodical
performance of the vendor
in association with the
users.
In respect of Item No. 28 (Protocol
function
in
the
Department
including purchase of air tickets
etc.)
Section Officer
Section Officer/ TEC
Chairman (TC)
Section Officer/ US
(T)
Section Officer
US (T)/ Dir (P&A)
i)
33.
On the basis of approved SO (G-II)/ US (T)
tour programme of the [through the Balmer
requisitioner.
& Lawri Implant Cell
in
the
Protocol
Section on the 4th
floor)
In respect of Item No. 29
(Publication of advertisements
through DAVP and settlement of
bills)
i)
Processing of requests as SO (G-II)/ US (T)
per the guidelines of DAVP.
20
34.
In respect of Item No. 30 Member
(Publication
of
classified Chairman (TC)
advertisements directly through
private agencies at DAVP rates
and settlement of bills
35.
In respect
(Publicity
preparation
materials)
i)
36.
of Item No. 31
campaigns
and
of
publicity
Through DAVP
DDG
of
the
concerned wing &
DDG (C&A)
In respect of Item No. 32
(Organizing press conferences
and
facilitating
officials
to
participate therein)
i)
37.
To
provide
logistics
& US (T)
arrangement in association
with PIB and concerned
wing of DoT.
In respect of Item No. 33 (Policy
issues on publicity and printing).
i)
38.
(F),
Putting up of the proposal SO
with existing instructions for
implementations of issue in
hand.
In respect of Item No. 34 & 35
(Printing of DoT’s publications,
manuals, letter heads and other
stationery items & Engagement
of
agencies
for
printing
assignments)
A. Procurement by way of Limited
Tender.
21
i)
To
seek
administrative
approval
consisting
of
approval for TEC/ Bid
Document.
ii)
Fixing of the requisite dates
for tender (floatation of the
tender, tender opening).
iii) Issue of the NITs to different
firms as well as posting of
the Bid Document on the
website.
iv) Opening & evaluation of the
bids.
v)
Approval of the competent
authority
for
financial
concurrence.
vi) Award for execution to L1
bidder.
vii) Posting
of
details
of
finalization of the tender on
the website.
B. Procurement by way of calling
quotations (LPC)i)
To
seek
administrative
approval
consisting
of
approval for Local Purchase
Committee
ii)
Fixing of the requisite dates
to call the quotations
iii) Issue of the letters to
different firms to call the
quotations.
iv) Opening & evaluation of the
quotations.
v)
Approval of the competent
authority
for
financial
concurrence.
vi) Award for execution to L1
bidder.
22
DDG (C&A)
US (T)
SO
SO & TEC
DDG (C&A)
SO
SO
DDG (C&A)
US (T)
SO
SO/LPC
DDG (C&A)
SO/ US (T)
C. Procurement by way of without
calling quotations
i)
Approval of the competent DDG (C&A)
authority.
ii)
Award of work-orders.
SO/ US (T)
39.
In respect of Item No. 36
(Settlement of bills pertaining to
printing and publication)
i)
Processing of bills & issue of SO/ US (T)
approval
6. List of sequence of interaction of processes
(Channel of Submission)
GENERAL-1 Section
Sl
N
o.
ITEM OF WORK
CHANNEL OF LEVEL OF FINAL
SUBMISSION DISPOSAL
1.
Accommodation for office SO/US(T)/Dir( DDG(C&A)/AS(T)
in the Dte Building
T)
2.
Accommodation for staff SO
residence -- forwarding of
application
to
Estate
office
and
all
work
connected thereto.
23
SO
3.
Duplicating
machines, SO/US(T)
Calculating
machines,
Typewriters, Photocopying
machine
supply
and
maintenance there of.
Dir(P)/
DDG(C&A)
4.
Uniforms,
Cycles
and SO/US(T)
liveries for eligible Group
‘C’ and ‘D’ Employeessupply of
Dir.(P)/
DDG(C&A)
5.
Furniture items including SO/US(T)
brief cases-supply and
maintenance of
Dir(P)
6.
Rubber stamps and name SO/US(T)
plates
Dir(P)
7.
Issue of Identity cards
Dir.(P)/
DDG(C&A)
8.
Civil
&
Electrical SO/US(T)
maintenance
issue
of
administrative
approval
and expenditure sanction
there of.
Dir.(P)/
DDG(C&A)/AS(T)
9.
Regular
Mazdoor- SO
Deployment of.
US(T)
10 Stationery
supply, SO
maintenance
of
stationery, godown and
issue of stationery items.
US(T)
11 Contingency expenditure SO/US(T)
(recurring
and
non-
Dir.(P)/
DDG(C&A)/AS(T)
SO/US(T)
24
recurring) viz, crockery,
preparations of banners,
meeting
boards-supply
etc.
12 Binding of official records SO/US(T)
of DOT HQ.
Dir(P)/
DDG(C&A)
13 Disposal
of
office SO/US(T)
sweeping,
newspapers
and magazines.
Dir(P)/
DDG(C&A)
14 S.O.(G-1) designated as SO/US(T)
Dy.Security Officer for
Sanchar Bhavan.
Dir(T)/
DDG(C&A)
General – II Section
S
ITEM OF WORK
CHANNEL OF LEVEL
SUBMISSION FINAL
DISPOSAL
N
o.
1. Arrangement for refreshment SO/US(T)
etc. for different meetings /
conferences held in TC(HQ) by
Chairman (TC)/ MOS(C )/
MOC
DDG(C&A)
2. a) Translation
of
letters SO
received
in
regional
languages
b) Settlement of Honoraria SO/US(T)/
thereafter
Dir.(Parl)
US(T)
25
DDG(C&A)
OF
3.
Holding
meeting
of
condolence SO
US(T)
4. a) Arrangement for meetings SO
SO
such as booking of Board
Room/ Conference Hall and
drinking
water
arrangement etc.
b) Settlement of Credit bills & SO/
US(T)/ DDG(C&A)/
serving of refreshment etc.
Dir(Parl)
AS(T)
5. CGHS :
a) Preparation and issue of SO
cards
b) Modification in CGHS card SO
SO
SO
US(T)
c) Exemption
of
monthly SO
contrib.
DDG(C&A)
d) Medical reimbursement for SO/
US(T)/
CGHS beneficiaries
Dir(Parl.)
e) Permission of treatment in - do –
CGHS recognised hospitals
f) Grant of medical advance
do -
DDG(C&A)
DDG(C&A)/Fin.
7. Welfare :
a) Financial assistance from SO(G-II)/ US DDG(C&A)/
Telecom Staff Welfare Fund (T)/
Welfare AS(T)
and
purchase
of Officer.
gifts/mementos for retiring
Officers/Officials
b) Sanction
of
financial
assistance
to
staff
of - do –
- do –
Telecom Dte. e.g. award of
scholarships assistance in
the case of prolonged
26
illness/death.
c)
Clarification
cases
concerning
welfare,
staff
amenities, - do recreation facility
- do -
8. Sports
Financial
assistance
from
Telecom Sports Fund for
participation in National and
International sports meets,
diet money, sports kits etc.
27
SO(GDDG(C&A)/
II)/Welfare
AS(T)/
Officer / US Secretary (T)
(T) / Dir. (Parl)
Library Section
Sl.
No
Item of work
Channel
Submission
of Level of
disposal
final
1.
Purchase of books
L&IO/
Dir(P)
2.
Approval of bills
L&IO
Dir(P) (Upto Rs
10,000)
DDG(C&A)
(Above
10,000)
3.
Library stationery
L&IO/ Dir(P)
DDG(C&A)
4.
Weeding of books
L&IO/ US
Dir(P)
Rs
Central Registry Section : CR
Sl
ITEM OF WORK
No.
1.
Suit Notices,
SummonsForwarding to
Office
CHANNEL
OF LEVEL
SUBMISSION
FINAL
DISPOSAL
SO(CR)
Circle
28
US(CR)
OF
2.
Central Registry and SO(CR)
Issue Cell.
US(CR)
3.
Staff Car Booking etc.
SO(CR)
4
a) Staff
car US(CR)
maintenance
&
repair
b) Settlement of repair
SO/US(CR)/
bill/Taxi bills
Dir(P)
SO(CR)
Dir(P)
DDG (C&A)
c) Settlement of petrol SO/US(CR)/Dir(P)
DDG(C&A)
bills
d) Court
cases
on SO/US(CR)/
DDG(C&A)/LA
above subjects
Dir(P)
Protocol Cell
Sr. Item of work
No.
Channel
of Level of final
Submission
disposal
1.
Tickets, Air India/ Indian Air Protocol Asstt. Dir(P)/
lines/ Private Airlines
/US(T)
DDG(C&A)
2.
Visa /Passport( From MOC to Protocol Asstt. Dir(P)
Adviser Level)
/US(T)
3.
Receiving
Seeing of
MOS(C )/
Members of
of
Delegation/ Protocol Asstt. Dir(P)
Delegation MOC/ /US(T)
Chairman (TC)/
the Commission
29
4.
Airport passes
Protocol Asstt. Dir(P)
/US(T)
5.
Drawing of foreign exchange.
Protocol Asstt. Dir(P)
/US(T)
6.
Political
clearance
from Protocol Asstt. Dir(P)
Ministry of External Affairs.
/US(T)
7.
a) Security arrangements of Protocol Asstt. Dir(P)
VIPs for foreign delegation.
/US(T)
b) Purchasing
above.
of
gifts
for Protocol Asstt.
Dir(P)/DDG(
/US(T)
C&A)
PP Unit
Sl Item of work
No
Channel
of Level
Submission
final
disposal
A
PUBLICITY
1.
Planning,
Budgeting
and SO/US(T)/Dir. DDG(C&A)
executing all paid publicity and (P)
public relation jobs.
2.
Conducting
Publicity SO/US(T)/Dir( DDG(C&A)
campaigns
through P)
advertisement,
films
on
publicity and public relations
30
of
3.
Advertising
/Execution
of SO/US(T)/Dir( DDGH(C&A)
approved SCRIPT of respective P)
Division
and
DISPLAY
of
advertisement
campaigns
through
Newspapers
and
Journal etc through DAVP.
4.
Arrangements
for
Press SO/US(T)/Dir( DDG(C&A)/
Conferences.
All
other P)
AS(T)
ancillary work relating to Press
Conference[Refreshment,
Transport & Logistics]
5.
Facilitating
expeditious SO/US(T)/Dir( DDG(C&A)
disposal of cases of Newspapers P)
payment brought to notice.
6.
Release of payment in respect SO/US(T)/Dir( DDG(C&A)
of
orders, designs of the P)
advertisement,
message,
distribution pattern, mode of
payment etc.
7.
Policy
matters
regarding SO(G.I)/
publicity & Printing including
Dir.(Parl.)/
reference to other concerned
Departments/ Ministries.
DDG(C&A)
B.
8.
AS(T)
PUBLICATION
Printing of DOT’s Publications,
SO/US(T)
manuals, D.O.envelops, Pads
and other stationery items
31
Dir.(Parl.)/
DDG(C&A)
9.
Making
arrangements
for SO/US(T)/Dir. DDG(C&A)
printing, planning for eash (P)
isssue
of
the
Journal,
Production
of
the
House
Journal
of
DOT
through
various stages.
10 Entering into correspondence SO/US(T)
with Authors/ Contributors of
House Journal.
Dir.(Parl)
11 Procuring
photographs SO/US(T)/Dir( AS(T)
rearranging design and layout
P)/DDG(C&A)
12 Arranging
payment
of SO/US(T)/Dir( DDG(C&A)
honorarium to contributors, P)
photographers, artists of the
House Journal.
13 Checking bills for printing, SO/US(T)
photographic and cartoons and
arranging payments through
Cash Section
Dir.(P)
14 Correspondence
with
the SO/US(T)
printers for entire printing
work of DoT (HQ).
Dir.(P)
15 Inviting Tenders/quotations for SO/US(T)
printing jobs etc. of DoT (HQ).
Dir.(P)
16 Installation
of
UNI./PTI SO/US(T)/SD
Scanners
for Ministers
/ E (Elct.)
CH(TC)
Dir.(P)
32
7.
Duties of each identified designations
General- I Section
Sr.
No.
1
2
3
Designati
on
Assistant
(OPC)
Assistant
(JS)
Assistant
(JK)
Responsibility
(i)Procurement of Office
Equipments & their
maintenance
(ii)Procurement of Stationery
items
(iii)Outsourcing of manpower
for housekeeping and
attendants
(iv)Procurement of Crockery
items
(i)
Reimbursement to the
official of DOT towards cost of
brief cases and mobiles
(ii) Procurement of Fax/
MFDs machines and their
maintenance
(iii) Procurement of Riso
machines and their
maintenance
(iv) Procurement of
distribution of liveries for Gr.
D staff members
(v) Procurement of Hot
Case and their maintenance
(vi) Procurement of gift
items for Hon’ble Ministers of
Communications
(i)
Matter relating to
allotment and cancellation of
accommodation by
Directorate of Estates and all
33
Form
prescribed
NA
NA
NA
NA
Form-IA/
IB
NA
NA
NA
NA
NA
NA
4
(vii)
Assistant
(LK)
5
UDC (YS)
6
UDC (MS)
matters relating to the same
(ii) General Pool
accommodation of DoT
employees
(iii) Report and returns
(iv) Physical verification of
items supplied by sections
(v) Issue of I-Cards for
officials of DoT, PSUs and All
India Circle employees
(vi) Distribution of New Year
Calendars, diaries to DoT
officials
(vii) Security matters
(i)
Procurement of rubber
stamps and name plates for
officials of DoT
(ii)
Disposal of waste papers
and raddis
(iii) Binding works by
approved vendors in the
Department
(iv)
Dry- cleaning works in
the Department
(v)
Procurement of
furniture items and their
maintenance
(i)
Distribution of
Stationery items and
maintenance of the stock
(i)
Diary and dispatch of
dak received in the Section
(ii) Procurement of
Calculators & Wall Clocks
34
NA
NA
NA
NA
NA
NA
FormIIA/IIB
NA
NA
NA
NA
FormIIIA/IIIB
NA
NA
General- II Section
Sr.
No.
01
02
Designation
Duties
Assistant
(H.C.A)
(i)
Medical
reimbursement
bills
over and above Rs.
10,000/(ii)
Court Cases & RTI
Cases
(iii) Any
other
miscellaneous works as
and when required
(iv) Credit Bills
(i)
Prior
permission
before
tests
and
treatment under CGHS
(ii)
Electricity & Water
bills of Sanchar Bhawan
(iii) Court cases & RTI
Cases
(iv) Works related to
CGHS Cards & AMAs
(v) Book
Award/
Incentive/ Scholarships
(vi)
Any
other
miscellaneous works
Assistant
(PK)
(iv)
(vi)
03
UDC (JC)
(i)
All work related to
arrangements
of
meetings
(ii) Arrangements
of
invigilators to UPSC
exams
(iii) Work related to
printing
(iv) Parking labels
35
Form
prescribed
NA
NA
NA
NA
NA
NA
NA
NA
Form- IV
NA
NA
Form- V
NA
Form- VI
(v) Purchase of TV,
Cable Connections &
their maintenance
(vi) Distribution
of
Independence
Day/
Republic Day invitation
cards
(vii) Any
other
miscellaneous works
NA
NA
NA
CR Section –
Sr.
No.
01
02
Designation
Duties
Assistant
(S.C.S)
(i)
All
work
relating
to
Pvt.
Vehicles i.e. hiring/
deployment/
tendering/
settlement of bills
and other related
jobs
(ii) Audit
paras/
court
cases
and
other miscellaneous
works
UDC
(B.P.P)
(i)
All
works
relating to Staff Cars
i.e
deployment/
maintenance/
purchase/
condemnation/
settlement of bills of
workshops etc.
(ii)
Issue of petrol
coupons
36
Form
prescribed
NA
NA
NA
NA
1. List of documents
Document
No.
IA
IB
IIA
IIB
IIIA/ IIIB
IV
Document Title
Description
Claim
for Reimbursement
Reimbursement
of
Briefcase/
Lady Purse
Claim for Mobile Reimbursement
Handset
of
Mobile
Handset
Requisition
for Supply
of
Rubber Stamp
Rubber Stamp
Requisition
for Supply of Name
Name Plates
Plates
Requisition
for Supply
of
Stationery Items/ Stationery
Photocopy Papers items/
Photocopy
Papers
Application for
Award of Book
Book Award/
Award/
Incentive/
Incentive/
Scholarships
Scholarships
Responsibility
SO
SO
SO
SO
SO
SO
V
Arrangements
of invigilators
to
UPSC
exams
Allocation
of SO
duties
as
invigilators to
UPSC exams
VI
Application
for
Parking
Labels
Issue
of SO
Parking Labels
37