Manual –1

Aims and objectives of the organization : -

Financial transation relating to salaries of Officers and staff of Collectorate,Deogarh. Government grants like relief , ex-gratia,CMRF are received. Misc. receipts are received from different quarters. Maintenance of Office building and staff quarter are looked after. Accountability of stock and stores, library,forms and stationery are maintained in this section.

Mission/Vision : To disburse the monthly salary and other personal claims of the staffs. To incur expenditure

Towards purchase of service postage stamps and other contingency items for office use.

Brief history and background for its establishment : This section started functioning w.e.f 1/01/1994. after creation of Deogarh District.
Organisation Charts : one of the sections of the collectorate, Deogarh.
Allocation of business : Financial transaction relating to salaries and its distribution to proper quarter.
Duties to be performed to achieve the mission : All the correspondences from the Government, Board of Revenue and R.D.C, N.D., Sambalpur as well as higher quarters after being received are complied after collecting information

form the sub-ordinate offices and other quarters.

Details of services rendered : Basic necessities to the staff for day to day office work, details accounts of transation, library books for officials.
Citizens interaction : Miscellaneous money transactions.
Postal address of the main office, attached/sub-ordinate Office /field units etc Main Office : - Collectorate, Deogarh

At/P.O./Dist.-Deogarh(Orissa)

Pin-768108

Attached/Sub-

Ordinate offices : (a)Sub-Collector’s Office,Deogarh

At/P.O./Dist.-Deogarh(Orissa)

(b)Tahasil Office,Deogarh

At/P.O.-Purunagarh

Dist.-Deogarh

Dist.-Deogarh(Orissa)

(d) Block Office,Reamal

Dist.-Deogarh(Orissa)

(e) Block Office,Barkote

Dist.-Deogarh(Orissa)

Map of office location : Nizarat Section is located within the precincts of Collectorate building,Deogarh which is situated near Mahuldhipasahi,Deogarh.
Working hours both for office and public : 10 A.M. to 1.30 P.M. and 2 P.M. to 5 P.M. in every working day. 1.30 P.M. to 2.00PM lunch hour.
Public interaction : Miscellaneous money transaction.
Grievance redress mechanism : Not related to this section.

Manual-2

Power and duties of officers and empooyees

(Section 4(I0(b)(ii))

Powers and duties of officers and staff

Sl. No.	Designation of Post	Power				Duties attached
Sl. No.	Designation of Post	Administrative	Financial	Statutory	Others	Duties attached
1	2	3	4	5	6	7
1	Collector,Deogarh	Head of Office	As per OGFR	Head of the district	Genearal administration	Perform the duties of Collector & D.M.
2	Additional District Magistrate,Deogarh	General administration Supervision	-do-	As ADM of the dist.	-	To perform the duties of ADM
3	Nizarat Officer, Collectorate, Deogarh	To perform the duties of Nizarat Officer	-do-	To perform the duty of Nizarat Officer	-	Entrusted with cash charges,daily attestation of cash book &Nizarat correspondence etc.
4	Head Clerk	Supervision of section	-	-	-	Regular attestation of cash book & supervision of Nizarat section
5	Nazir	-	-	-	-	Custodian of cash book,records and file correspondences
6	Assistant Nazir	-	-	-	-	Custodian of Stock, Stores, Library, Forms and stationery and correspondence of letters

Note: Substantive powers and duties for each position may be defined.

Manual-3

Procedure followed in decision making process

(Section 4(I0(b)(iii))

The procedure can be described both in narrative form and through Flow Process Chart. In narrative form the stages 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 comperehensive process as may be seen from the following illustration for reservation of Revenue rest Shed

Flow process chart for reservation of Revenue Rest Shed

Sl.No	Activity	Level of action	Time frame
1	2	3	4
1.	To receive application/letters from various quarters.	Receipt Clerk	Same day/next day
2	To mark application to concerned dealing assistant	Office Superintendent	Same day/next day
3	To entering in the logbook application/letters	Dealing Assistant	Same day/next day
4	To allow/cancel application	ADM/Collector	Same day/next day
5		Despatch Clerk	Same day/next day

The charts may be prepared for major functions.

Manual-4

Norma set for the discharge of functions

(Section 4(1)(b)(iv))

Details of norms and standards set out can be given in respect of various activities. Some of the norms are indicated below as an illustrations.

Illustration

Sl.No	Activity	Time frame/Norm	Remarks
1.	Diary of letter	3 minutes per letter
2	Despastch of letter	5 minutes per letter	Registered dak including entry in messenger book

Manual-5

Rules,regulations,instructions,manuals & records for discharging functions

(Section 4(1)(b)(v))

Prepare a list of rules,regulations,instructions,manuals and records for discharging functions available with the public authority for the smooth discharge of its functions.

List of regulations,instructions,manuals and records

Sl.No.	Name of the act,rules,regulations etc	Brief gists of the contents	Reference No.if any	Price in case of priced publications
1	2	3	4	5
1	M.V Act	Motor Vehicle Rule
2	Nizarat Manual	Management of cash and Nizarat
3	O.G.F.R.	General system offinancial management & control
4	Treasury Code	-do-
5	Library Books	Office procedural books
6	Cash Books	Salaries of staff & general govt transaction
7	O.R.M.	Office procedure
8	Executive instruction and Circulars received from govt.	Administrative instructions and circulars

Manual-6

A statement of the categories of documents that are held by it for under its control

(Section 4(1)(b)(vi))

Details of the records,available may be made in a statement form,wingwise,unitwise,branchwise and it it may be got tabulated,indexed and catalogued.(An illustrative list is given below)

A statement of the categories of documents held

Sl.No.	Nature of Record	Details of information available	Unit/Section where available	Retention period,where available
1	2	3	4	5
1	Library Catalogue	Library Books	Nizarat Section, Collectorate,Deogarh	Permanent
2	Library Issue Register	Issuance of Library Books	-do-	-do-
3	Stock Register	Furnitures and permanent articles	-do-	-do-
4	Forms register	Various forms	-do-	-do-
5	Stationery Register	Stationery items	-do-	-do-
6	Log Book of Vehicle	Running of vehicle	Do-	-do-
7	Cash Books	Transaction of Cash	-do-	-do-
8	Audit Register	Details of A.Rs and I.Rs.	-do-	-do-
9	Index Register	All files of Nizarat Section	-do-	-do--

Manual-7

Particulars of any arrangement that exists for consultation with or representation by the member of the public in relation to the formulation of its policy of implementation.

(Section 4(1)(b)(vii))

Details of consultative committee and other bodies with withch consultations are held.

Sl.No.	Name and address of the consultative committees/bodies	Constitution of the committee/body	Role & responsibility	Frequency of meetings
N I L

O ther procedures adopted for formal and informal consultations with the public may also be indicated such as Bhagidari,Jan Sunvai,interaction with resident welfare associations etc.

Other details whether the meetings are open to public,minutes are accessible to public etc.may also be indicated.

Manual-8

A statement of boards,council,committees and other bodies constituted

(Section 4(1)(b)(viii))

List of boards,councils,committee etc.

Sl.No.	Name and address of the body	Main functions of the body	Constitution of the body	Date of constitution	Date upto which valid	Whether minutes accessible to public	Frecuency of meetings	Remarks
1	2	3	4	5	6	7	8	9
	Not related to this section

Please attached copies of detailed notification/orders for their constitutions.

Manual-9

Directory of Officers and employees

(Section 4(1)(b)(ix))

The budget allocated to each agency

(Section 4(1)(b)(xi))

Non-Plan Budget

Major Head	Activities to be performed	Sanctioned budget	Budget estimate	Revised estimate	Expenditure for last year
1	2	3	4	5	6

Not related to this Section

Plan Budget

Name of the Plan/Scheme	Activities to be undertaken	Date of commencement	Excepted date for completion	Amount sanctioned	Amount disbursed/spent
1	2	3	4	5	6

Not related to this section

Manual-12

The manner of execution of subsidy programme

(Section 4(1)(b)(xii))

List of institutions given subsidy

Sl.No.	Name & address of the institutions	Purpose for which subsidy provided	No. of beneficiaries	Amount of subsidy	Previous ears utilization progress	Previous year achievements
1	2	3	4	5	6	7

Not related to this section

List of individuals given subsidy

Sl.No.	Name & address of the beneficiaries	Purpose for which subsidy provided	Amount of subsidy	Scheme and criterion for selection	No. of time subsidy given in past with prupose
1	2	3	4	5	6

Not related to this section.

Details of schemes under which subsidies are granted should be given.

Manual-13

Particulars of receipients of concessions,permits or authorizations granted

(Section 4(1)(b)(xiii))

Non-Plan Budget

List of beneficiaries

Sl.No.	Name & address of the beneficiaries	Nature of concession/permit/autho organization provided	Purpose for which granted	Scheme and criterion for selection	No. of item similar concession given in past with purpose
1	2	3	4	5	6

N ot related to this section

-Note:Creation of database and its hosting on website should be done on priority basis for activities like issue of permits issue of authorizations,grant of concessions licenses etc.

Manual-14

Information available in an electronic form

(Section 4(1)(b)(xiv))

Details of information

Sl.No.	Activitis for which electronics data available	Nature of information available	Can it be shared with public	Is it available website or is being used back and data base
1	2	3	4	5

N I L

Manual-15

Particulars of facilities available to citizens for obtaining information.

(Section 4(1)(b)(xv))

All the records/informations are available in this section. That can be made available to the citizens during office hour.

Manual-16

Name,Designation and other particulars of public information Officers

(Section 4(1)(b)(xvi))

List of Public Information Officers

Sl.No.	Designation of Officer designated as PIL	Postal address	Telephone No.	E-Mail address	Demarcation of Area/Activities,if more than one PIO is there.
1	2	3	4	5	6
1	Officer-in-Charge,General & Misc.,Collectorate, Deogarh	Collectorate,Deogarh	06641-226843	dmdeogarh@ori.nic.in

List of Assistant Public Information Officers

Sl.No.	Designation of the Officer,Designated as Assistnat PIO	Postal Address	Telephone No.	E-Mail Address
1	2	3	4	5
1	Nizarat Officer, Collectorate,Deogarh	Collectorate,Deogarh

First appellate authority in the department

Sl.No.	Designation of the Offgicer designated as First appellate authority	Postal address	Telephone NO.	Email address	Demarcation of area/activitires if more than one appellate authority is there
1	2	3	4	5	6
1	Additional District Magistrate,Deogarh	Collectorate,Deogarh	226358

Manual-17

Other information as may be prescribed

(Section 4(1)(b)(xvii))

All other information as may be prescribed for dissemination shall be collected,tabulated.Complied ,collected and provided in the form of manula form time to time.

Sl. No.	Name & Designation	Pay Scale/Monthly remuneration
	Available at Establishment Section , Collectorate , Deogarh