Manual-1

Particulars of Organization, Function and duties

(Section 4(1)(b)(i))

1. Aims & Objective of the Organisation : To dispose of Grievances of public and other

Miscellaneous works.

2. Mission & Vision :

Ø Smooth and quick disposal of Grievance Petitions received from the Public as well as Higher Officers/ Ministers/ Chief Ministers Grievance Cell.

Ø To look Municipal Administration and other miscellaneous matters as and when required.

Ø Passing of Grievance Petitions to other offices with direction for redressal.

Ø Other Miscellaneous work not dealt in any other section of the Collectorate.

3. Brief history and background its establishment :

This section of the Collectorate started functioning w.e.f. from 01.01.1994 after creation of Deogarh District vide government notification No.56113/R., dt.01.01.1994.

4.

Collector

Organisation chart

5. Allocation of Business :

Smooth management of Grievance Cell, Conduct Inspection of related District Level Office/ Sections, Preparation of Information for visit programme of Higher Officers/ Ministers and other V.I.Ps.

6. Duties to be performed to achieve the mission :

i. To conduct Public Grievance Cell.

ii. To dispose of Grievances received from Chief Minister / Ministers/ Other Higher Officers in the Grievance Cell.

iii. To dispose of memorandum received from the Public & Associations and to send the same to proper quarters if necessary during strike and agitations.

iv. To conduct Essay Competition among School Children/ Colleges on the theme of National Integration on Communal Harmony every year.

v. College matters are dealt.

vi. To deal with Marriage Act. Rule-1960 under Orissa Marriage Registration Rules.

vii. Dealing with Municipal Administration.

viii. Holding of monthly staff meeting and other meetings fixed by the Higher Authorities, Ministers and other dignitaries.

ix. Holding of JANA SAMPARKA SIVIRA.

x. To deal with TB Seal/ Annual Focus Flag Day/ Census matter.

xi. To hold Annual Inspection Programme of Authorities.

xii. Other miscellaneous works as per the instructions/ guide lines/ circulars received from Government from time to time.

7. Details of service rendered : Miscellaneous, Inspection, Grievances,

Information for Visit programme of Higher

Authorities, Municipal matters, Meetings, College

Matters etc.

8. Citizens interaction : As and when necessary.

9. Postal address of the main Office, Attached/ Subordinate Office/ Field Units etc.

Main Office : Collectorate, Deogarh.

P.O./Dist.-Deogarh. Pin Code – 768 108

10. Map of office location : The Map of Office location is available in District

Office.

11. Working hours both for office and public : 10 A.M. to 1.30 P.M. Working hour.

1.30 P.M. to 2 P.M. Lunch hour.

2 P.M. to 5 P.M. working hour.

Expecting Holidays.

12. Public interaction, if any : As per requirement of Public.

13. Grievance redress mechanism : The Grievance Cell conducted by the Collector and

District Magistrate, A.D.M. & O.I.C., Grievance

Cell

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 & District Magistrate	Head of Office, General Administration and overall Supervision.	As per O.G.F.R.	District Magistrate of the District.		Dealt with General Administration, Memorandum, Inspection, Grievance and Overall supervision.
2.	Additional District Magistrate	General Administration & supervision.		Administrative, supervisory powers		-do-
3.	Officer-in-Charge, Genl. & Misc.	Supervision of works		Supervision		Dealt with General Misc. Section
4.	Senior Clerk					To Assist the O.I.C. General and Misc. To take steps for Conduct Inspection of related Offices and preparation of its report. Issue of Compliance to Inspection Reports/ Preparation of Information for the Meeting relating to Development and Miscellaneous nature. Correspondence on Development and Miscellaneous affairs. To send memorandum received from the public and others to proper quarters.
5.	Junior Clerk					To receive and diary of letters. Correspondence of municipality matters. To deal with Disposal of Grievance petitions &TB Seal.

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 comprehensive process as may be seen from the following illustration of disposal of letters.

Flow process chart for disposal of letters

Sl. No.	Activity	Level of action	Time frame
1	2	3	4
1.	To receive letters/ applications coming from different quarters	Junior Clerk	Same day
2.	To mark letter/ application to concerned Dealing Assistant after initial of A.D.M.	Head Clerk	Same day
3.	To put diary number on the letter or application after marking of Head Clerk and handover the same to concerned Dealing Assistant.	Junior Clerk	Same day/next day
4.	To enter the letters/ applications in the log book.	Concerned Dealing Assistant	Same day/next day
5.	To put the letter/ application in file by the Dealing Assistant before Head Clerk	-do-	Urgent letters on the same day and other letters within 2-3 days.
6.	To send the file before A.D.M. with notes	O.I.C.	-do-
7.	(a) To disposed of file (b) To send the file to A.D.M. if required	O.I.C.	Same day/next day
8.	After approval of A.D.M. then file move to Collector for final disposal	A.D.M.	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	2	3	4
1.	Diary of letter	3 minutes per letter
2	Despatch 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 gist of the contents	Reference No. if any	Price in case of priced publications
1	2	3	4	5
1.	ORM
2.	Marriage Act. 1960
3.	Orissa Municipal Manual

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, wing wise, unit wise, branch wise and 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.	Log Book	Collector	General & Misc. Section	Three Years
2.	Pending List	-do-	-do-	Three Years
3.	Index Register	-do-	-do-	Three Years
4.	Allotment-cum-U.C. Register on ULBs.	-do-	-do-	Three Years
5.	Marriage Act & Rules Register	-do-	-do-	Three Years
6.	Public Grievance Register	-do-	-do-	Three Years
7.	C.Ms. Grievance Register	-do-	-do-	Three Years
8.	Other Ministers Register	-do-	-do-	Three Years
9.	Higher Officers	-do-	-do-	Three Years
4.	Files	As per Index Register	Revenue	Classification wise

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
1	2	3	4	5
N I L

Other 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
N I L

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

Manual-9

Directory of Officers and Employees

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

Manual-10

The monthly renumeration received by each of the Officers and Employees, including the system of compensation as provided in the deregulations

(Section 4(1)(b)(x))

Sl. No.	Name & Designation	Pay Scale/ Monthly Remuneration
Dealt in Establishment Section.

Note : Details about system of compensation provided in regulations may be given

Manual-11

The budget allocated to each agency

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

Non-Plan Budget

For feeding programme

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
N I L

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/ authorization 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 I L

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.	Activities 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
1.	Right to Information Act.	Right to Information Act.	Yes	Website

Manual-15

Particulars of facilities available to citizens for obtaining information.

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

Sl. No.	Facility available	Nature of information available	Working hour
1	2	3	4
1.	Genl & Misc Section	Census, Grievance, National Integration & Communal Harmony, Hindu Marriage Act Rules-1960, Municipal Manual, Jana Samparka Sibira,	10 A.M. to 1.30 P.M. 2 P.M. to 5 P.M.
2.	www.deogarh.nic.in	17 Points Right to Information Act.	Any Time.
3.	Library	Not Available	--
4.	Notice Board	--

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 PIO	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.	Dy Collector, Gen & Misc. Section	At.-Collectorate, Deogarh P.O./Dist.-Deogarh	06641 - 226843	dm-deogarh@nic.in	In Deogarh District
2	Basanta Kumar Dash, Asst. PIO	At.-Collectorate, Deogarh P.O./Dist.-Deogarh	06641 - 226843		In Deogarh District

List of Assistant Public Information Officers

Sl. No.

Designation of the Officer, Designated as Assistant PIO

Postal Address

Telephone No.

E-Mail Address

Kshyamanidhi Bhoi, Head Clerk,

At.-Collectorate, Deogarh

P.O./Dist.-Deogarh

First Appellate Authority in the department

Sl. No.	Designation of the Officer 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.	A.D.M., Deogarh	At/P.O./Dist.- Deogarh	06641 - 226358	dm-deogarh@nic.in	Deogarh District

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 manual form time to time.

Collector