DEPARTMENT OF PERSONNEL AND ADMINISTRATIVE ... - Daman

1DEPARTMENT OF PERSONNEL AND ADMINISTRATIVEREFORMS, MOTI - DAMANDated: March , 2012SUE-MOTO PUBLICATION OF 17 MANUALSMANUAL – 1The Particulars of Its Organisation, Functions and Duties:The main functions of the Personnel Department are to deal with the servicematters of the employees of U.T. Administration of Daman & Diu viz.1. Recruitment/Promotion of Group ‘A’, ‘B’ posts.2. Recruitment /Promotion of Group ‘C’ Common cadre posts includes Supdt.(Gaz.), Supdt. (N.G.), Head Clerk/Asstt. UDC, LDC, Sr. Steno, Jr. Steno andDriver).3. Scrutiny and analyzing the proposals of recruitment/promotion of Group‘A’,’B’, ‘C’ and ‘D’ posts other than common cadre posts.4. Scrutiny and analyzing the proposals for Appointment on deputation.5. Scrutiny and analyzing frame/amendment of RRs of Gr. ‘A’, ‘B’ Officer andGroup ‘C’ Ministerial staff and Multi tasking staff.6. Transfer and posting of Officers and Employees of Daman & Diu.7. Allocation of subject/Department to Officers of Daman & Diu.

28. Scrutiny of proposal for Grant of Financial up gradation under ACP/MACPScheme/Clearance of Probation Period/Confirmation etc to all Group ‘A’ ‘B’‘C’ & ‘D’ Officers/Officials.9. Publication of Seniority lists of Gr. ‘B’ Officials and ‘C’ of Common Cadreposts and also analyses the proposal for issue of Seniority list other thancommon cadre posts of Group ‘A’ ‘B’ & ‘C’.10. To deal with Court matters in connection with Appeals filed before theCAT/High Court and Supreme Court of India as the Case many be pertains toCommon Cadre Posts.11. Correspondence on service matters with the Govt. of India, UPSC, StateGovernment / UTs and Local Officers of the Administration.12. Maintenance of ACRs/APAR’s of Group ‘A’ & ‘B’ Officers and CommonCadre Group ‘C’ posts.13. Handling the Grievances of Govt. Employees related to Leave, wage,payment, Increment, Transfer, Seniority, work assignment or workingcondition, non extension of benefit matter rules and interpretation of Servicerules etc. through the Employees Grievances Redressal Cell.14. Such other matter pertaining to Administration & Establishment.

3Organization chart :Secretary ( Personnel )Special Secretary ( Pers. )Joint Secretary ( Pers. )Superintendent (Gaz.) Superintendent (NG) Head ClerkUDC UDC LDC

4Work Allocation to Staffs :-The distribution of work among the staff of Personnel Department are madeas under:-Sr.No Name of Official &Work AllottedDesignation1 Shri L.D. Halpati, General Supervision of works of Personnel & A.R.Supdt (G)Department, Employee Grievance Redressal Celland other works as assigned by Joint Secretary(Pers.) from time to time.2. Shri G.V. Rathod, He will scrutinize all the matters related toSupdt. (NG) Personnel & A.R. Department. The files related toabove matters should be submitted through him tothe Superintendent and other works as assigned byJoint Secretary (Pers) from time to time.3. Shri B.H. Patel, Collection of Statistical data pertaining to theS.A.Personnel Department. Dealing with mattersrelated to Raj Bhasha and other works as assignedby Joint Secretary (Pers) from time to time.4. Shri Ramesh All Accounts matters/including preparation of billsB.Patel, Asstt. of all kinds of all Gazetted & Non-Gazetted staff /Contingency / Budget / Monthly/Quarterly/YearlyReports etc. Maintenance of all records ofaccounts section/office stores/library/DeadStock/payment of salary and maintenance of cashbook. Reconciliation with Accounts Department,preparation of Budget estimate, purchase ofstationary, maintenance of Xerox Machine, etc.and other works as assigned by Joint Secretary(Pers) from time to time.5. Shri Cliff P. All matters related to Group ‘A’, “B’ posts andMendonza processing of matters related to IAS, IPS & IFSframing of RR’s of Group ‘A’ & ‘B’ posts,Administrative Reforms and other works asassigned by Joint Secretary (Pers) from time totime.

56. Shri All matters related to DANICS & DANIPS. StaffK.Krishnaprasadan. Inspection Unit related correspondence, matterU.D.C.related with SC, ST & OBC and ParliamentQuestion. Matters related to Citizen Charter &Public Grievances and Training etc. and otherworks as assigned by Joint Secretary (Pers) fromtime to time.7. Shri Vinod F. All matters related to Group ‘C’, ‘D’ posts and itsPaniker, L.D.C. allied matters. Processing of all files and papersrelated to ACP Scheme, Recruitment, Probation,Confirmation of staff finalisation of proposalsregarding amendment/framing of R.R. of Group‘C’ & ‘D’ posts and other secretarial chargesassigned to Joint Secretary (Pers.) and other worksas assigned by Joint Secretary (Pers) from time totime.8. Shri J. Vijay Anand Inward & Outward of letters and files pertaining toL.D.C.Personnel Department Maintenance of Servicepostal Stamp Account. Leave account of staffs andother works as assigned by Joint Secretary (Pers)from time to time.9. Smt. Janhavi Stenography work and other work as assigned toDighe, Junior Steno her from time to time. Maintenance of ER Sheetsof DANICS/DANIPS, Inward Outward of lettersand files pertaining to Personnel Department inabsence of Shri J. Vijay Anand LDC and otherworks as assigned by Joint Secretary (Pers) fromtime to time.10. Shri R.N. Patel, Maintenance of Record.Peon11. Shri Santhosh . B. Maintenance of Record, General Cleanliness ofBari, W/a,Attendant12. Shri R.V. Halpati, … do …….Peon.13. Shri F.S. Halpati, … do …….Peon.Office and Delivery of Posts/File and XeroxWork.

6Postal Address:The Joint Secretary (personnel)Department of Personnel & Administrative ReformsSecretariat,Moti – DamanPIN CODE: 396220Phone No: 0260-2231707Fax No: 0260-2230023WORKING HOURS:Monday to Friday : 9:30 AM TO 1:30 P.M.1:30 P.M. TO 2:00 P.M. LUNCH BREAK2:00 P.M. TO 6:00 P.M.

7MANUAL – 2THE POWER AND DUTIES OF ITS OFFICERS AND EMPLOYEES:1. The Administrator of Daman & Diu is Appointing Authority for group ‘A’ &‘B’ Gazetted Officers. He is also Disciplinary Authority for group ‘A’ & ‘B’Gazetted Officers.2. The Development Commissioner is Appointing Authority & DisciplinaryAuthority in respect of Group ‘B’ (N.G.) and Group ‘C’ Officials.3. The Administrator is Competent Authority for the transfer and posting ofOfficials in Daman & Diu.4. The Joint Secretary (Per) is the Head of Office of Personnel Department, theJoint Secretary (Pers.) look after all the works of Department of Personneland Administrative reforms.5. The Superintendent (Pers.) is the immediate Officer in the PersonnelDepartment who is supervising the work of subordinate staff. All filescoming to personnel Section are being routed through the Superintendent. Heis also assist the Joint Secretary (Pers) in the matter of promotion of officerand staff and recruitment etc.Personnel Department functions in accordance with Service Rulesprescribed by the Central Government Called as Central Civil Service Rulesin respect of Group ‘A’ ‘B’ ‘C’ and ‘D’ local recruitment. Every proposalcontaining recruitment / promotion is being placed before the DepartmentalSelection Committee/ Departmental; Promotion Committee prescribed forgroup ‘A’ ‘B’ and ‘C’ as the case may be. All the proposal are requiredapproval of the Appointing Authority and the proposal such as framing /amendment of RRs approval of the Administrator is necessary.

8MANUAL – 3The procedure followed in the decision making process, including channelssupervision and accountability.Sr.No. A c t i v i t i e s Level of Action Time Frame1. To receive application and put Counter Clerk Same daydiary number2. To mark application/letter to Office Superintendent Same dayconcerned dealing assistant3. To examine the correspondence Dealing Assistant 6-7daysand to put up report depending onurgency of theletter4. To examine the note put up Office Superintendent 2 to 3 days5. To Supervise and examine Joint Secretary 2 to 3 dayscorrectness of notes/letters frombranches.6. To approve action proposed Spl . Secretary (Pers.) 2 to 3 days7. To approve specific matters and Secretary (Pers.) 2 to 3 daysVVIP references8. To approve seniority, promotion, Secretary (Pers) 2 to 3 daysappointment and other specificcases

9MANUAL – 4The norms set by it for the discharge of its functions;1. The Administrator of Daman & Diu is Appointing Authority for group ‘A’ &‘B’ Gazetted Officers. He is also Disciplinary Authority for group ‘A’ & ‘B’Gazetted Officers.2. The Development Commissioner is Appointing Authority & DisciplinaryAuthority in respect of Group ‘B’ (N.G.) and Group ‘C’ Officials.3. The Administrator is Competent Authority for the transfer an posting ofOfficial in Daman & Diu.4. The Joint Secretary (Per) is the Head of Office of Personnel Department, theJoint Secretary (Pers.) look after all the works of Department of Personneland Administrative reforms.5. The Superintendent (Pers.) is the immediate Officer in the PersonnelDepartment who is supervising the work of subordinate staff. All filescoming to personnel Section are being routed through the Superintendent. Heis also assists the Joint Secretary (Pers) in the matter of promotion of officerand staff and recruitment etc.

10MANUAL – 5The rules, regulations, instructions, manuals and records, held by it orUnder its control or used by its employees for discharging its functions.1. Personnel Department functions in accordance with Service Rules prescribedby the Central Government Called as Central Civil Service Rules in respectof Group ‘A’ ‘B’ ‘C’ and ‘D’ local recruitment. Every proposal containingrecruitment / promotion is being placed before the Departmental SelectionCommittee/ Departmental; Promotion Committee prescribed for group ‘A’‘B’ and ‘C’ as the case may be. All the proposal are required approval of theAppointing Authority and the proposal such as framing / amendment of R.Rsapproval of the Administrator is necessary.(A) The CCS (CCA) Rules(B) The CCS (Leave Rules)(C) F.R.S.R.(D) CCS (Temporary Service) Rules(E) CCS (Conduct) Rules(F) LTC Rules

11MANUAL – 6A statement of the categories of documents that are held by it or underits control;1. Transfer and Posting of Common cadre post.2. Allotment of Govt. Quarters.3. Matter pertaining to MACP/ACP probation clearance4. Recruitment Rules of Common Cadre post.5. Matter pertaining to Group ‘A’ & ‘B’ post i.e. posting of Officer IAS &IPS.6. Personnel files in respect of IAS/IPS Officers posted in Daman & Diu7. Matter pertaining to DANICS/DANIPS Officers.8. Staff Inspection Unit report file9. Personnel files in respect of DANIS/DANIPS Officers posted in Daman& Diu.10. Personnel files and service books of staff of Personnel Departments.11. ACR’s/APAR’s of Common Cadre Post and Group ‘A’ & ‘B’.12. Cash Book13. Pay Bill Register, Bill Register14. BCR Register15. G.P.F. Register for Group ‘D’ of Personnel department staff.16. Dead stock register17. Cheque register18. Monthly/Quarterly Report file19. Pay Bill File20. Contingency Bill file .21. Budget filePersonnel Department functions in accordance with Service Rulesprescribed by the Central Government Called as Central Civil ServiceRules in respect of Group ‘A’ ‘B’ ‘C’ and ‘D’.

12MANUAL – 7The particulars of any arrangement that exists for consultation with, orRepresentation by the members of the public in relation to theformulation of its policy or implementation thereof;1. The department of Personnel and Administrative Reforms, Daman has noDirect dealing with the public. The department of Personnel andAdministrative Reforms, is dealing with Service matters of GovernmentServants, and has no relation to the formulation of policy matter.MANUAL – 8A statement of the boards, councils, committees and other bodiesconsisting two or more persons constituted as its part or for the purposeof its advice, and as to whether meetings of those boards, councils,committees and other bodies are open to the public, or the minutes ofsuch meetings are accessible for public;1. The Departmental Selection Committee and Departmental PromotionCommittee The Administrator of Daman & Diu is Appointing Authorityfor group ‘A’ & ‘B’ Gazetted Officers. And Chairman of the DPC.For Group ‘A’ & ‘B’ Officers1. Development Commissioner, Daman & Diu …. Chairman.2. Managing Director, OIDC, Daman ….. Member3. Collector, Daman …… Member4. Collector, Diu. ……Member5. Conservator of Forest, Daman …… Member6. Director of Accounts, Daman …… Member2. The Departmental Selection Committee and Departmental PromotionCommittee. The Development Commissioner of Daman & Diu isAppointing Authority for Group ‘B’ (NG) and Group ‘C’ Official and

13.Chairman of DPC and there is no Minutes of such meetings are accessiblefor publicFor Group ‘C’1. Development Commissioner Daman & Diu …. Chairman2. Managing Director, OIDC, Daman …. Member3. Collector, Daman …. Member4. Collector, Diu …. Member5. Director of Accounts, Daman …. Member6. Head of Office Concerned …. Member7. Joint Secretary (Pers.) only for Common Cadre Posts . MemberThe Departmental Selection Committee and Departmental Promotion Committeethe Finance Secretary of Daman & Diu which the Finance Secretary is the Head ofDepartment.For Group ‘A’ & ‘B’1. Finance Secretary Daman & Diu …. Chairman2. Managing Director, OIDC, Daman …. Member3. Collector, Daman …. Member4. Collector, Diu …. Member5. Director of Accounts, Daman …. Member6. Head of Office Concerned …. Member7. Joint Secretary (Pers.) Only for Common Cadre Posts .MemberFor Group ‘C’1. Finance Secretary of Daman & Diu …. Chairman2. Managing Director, OIDC, Daman …. Member3. Collector, Daman …. Member4. Collector, Diu …. Member5. Director of Accounts, Daman …. Member6. Head of Office Concerned …. MemberThe Employees Grievances Redressal Cell for the U.Ts of Daman & Diu andDNH as under:-1. Joint Secretary (Personnel)2. Concerned Head of Offices.3. Director of Accounts/Dy. Secretary (Finance).4. Superintendent (Personnel)…………………….Member Secretary.

14MANUAL – 9A directory of its officers and employees;The directory of its officer and employees of the Department of Personneland Administrative Reforms, Daman:Sr. No. Designation Nos.1. Joint Secretary 12. Superintendent 13. Assistant 14 U.D.C. 25 Jr. Steno 16 L.D.C. 27 Driver 38 Peon 39 Watchman 310. Sweeper 1The telephone No and Fax No of Office is as under: -(a) Telephone No. 0260- 2231707 (b) Fax No.0260 - 2230023

16MANUAL – 11The budget allocated to each of its agency, including the particulars of allplans, proposed expenditures and reports on disbursements made;1. Budget Allocation for the Financial Year 2012-20132052 – Non Plan2052 – Secretariat General Service90 – Secretariat15 - Daman & Diu15.00.01-Salary : : 440015.00.13-Office Expenses : : 80015.00.06-Medical treatment : : 1015.00.11-Domestic Travel Expenses : : 50MANUAL – 12The manner of execution of subsidy programmes, including the amountsallocated and the details of beneficiaries of such programmes.1. This department has not executed any subsidy programmes.MANUAL – 13Particulars of recipients of concessions, permits or authorizationsgranted by it.1. There are no such concessions, permits granted by this department.

17MANUAL – 14Details in respect of the information, available to or held by it, reduced inan electronic formSr. Activities for Nature of information Can it be It is availableNo which electronic available shared on website ordata available with is being usedpublic as aback enddata base1 Transfer /Posting Name & Designation of Yes Available onEmployees/Officialwebsitetransferred2. Circulars All circulars issued by Yes Yesdepartment from timeto time3. Seniority List Seniority of all Yes Yescommon cadre staff4 Tender Various tenders Yes Yes5 Telephone Directory of Name and Yes YesDirectory Address of all Officers1. The detailed information in respect of Seniority List, Notifications, OfficeMemorandums Circulars issued by this department is available in the

18Official departmental web site i.e. www.daman.nic.inMANUAL – 15The particulars of facilities available to citizens for obtaininginformation, including the working hours of a library or readingroom, if maintained for public use;1. There is no library or reading room facilities available in the departmentOf Personnel and Administrative Reforms.MANUAL – 16The names, designations and other particulars of thePublic Information Officer;1. Shri Laxmanbhai D. Halpati, Superintendent is Public InformationOfficer, in the Department of Personnel and Administrative Reforms,Secretariat, Daman.2. Shri P.S. Jani, Joint Secretary (Pers.) is the first Appellate Authority forDepartment of Personnel and Administrative Reforms.PDF to WordMANUAL – 17Such other information as may be prescribed; and thereafterupdate these publications every year;1. All information are updated in the Official web site. such asOrders, Notification and Seniority list of Common Cadre Post etc.