Manual

Manual - 1

Particulars of organization, function and duties

Section 4(1)(b) (i)

1. Aims and objectives of District Planning Office, Deogarh

This Office was established in the year 1995. Initially this office was known as District Planning Unit. The main function of the office was to provide secretarial support to District Planning Committee and District Planning Board. The function of the District Planning Committee was to formulate the district plan on district sector schemes, monitor and evaluate the plan schemes as and when required. Later on office concentrated its function on implementation of untied fund,Special Problem Fund, MLALAD, WODC and MPLAD Scheme. Now a day more emphasis is given on preparation of Annual Plan.

2. Mission and Vision

The mission of this office is to make local area development by implementing the MLALADS, MPLADS and WODC programme and preparation of Annual Plan. In the preparation of Annual Plan, local needs will be reflected.

3. Brief History and back ground for its establishment

The District Planning Committee was formed to prepare draft District Plan, monitoring of district sector schemes and evaluation of district sector schemes. The District Development Board was the apex body to approve the draft district plan. Subsequently District Development Board has been renamed as Zilla Parishad in accordance with Panchayati Raj Deptt. Letter No.1184 dt.18.8.99, No.14540 dt.13.8.1999 and No.8084 dt.25.5.2000

4. Organisation charts:

District Planning Officer

Senior Economic Investigator

Peon

5. Allocation of business

District Planning Officer-

Administrative Power/Financial Power and over all supervision

Sr. Economic Investigator

Scrutiny of MPLADS & MLALADS Preparation of draft district annual plan

Remain in-charge of Establishment & In-charge of WODC fund and report return relating to WODC.,

Receipt of letters, Issue despatch typing letters

6. Duties to be performed to achieve the Mission

Regular monitoring, Supervision, Inspection, Field visit, Review, Conduct of meeting and Call for report return.

7. Details of services rendered

Local Area Development as per the MPLADS and MLALADS guidelines

8. Citizens interaction

District Planning Committee meeting.

Review of MPLADS & MLALADS

9. Postal address of the main office

District Planning Office, AT/PO/Dist.- DEOGARH (ORISSA) PIN- 768108

10. Map of office location

Situated at, Girls High School Chowk,Deogarh

11. Working hour both for office and public working hour for office work is fixed from 10 A.M. to 5 P.M. No specific time is fixed for public.

12. Public interaction if any

During the course of their regular tours to different work sites of the block, the officers keep in touch with the general public and try to collect information regarding execution MPLADS & MLALADS works in that area.

13. Grievance redress mechanism

District planning officer attains the Grievance Cell of Collector as and when necessary.

Manual - 2

Powers and duties of officers and employees

Section 4(1)(b) (ii)

Powers and duties of officers and staff

Designation of post

1.District planning officer

I. Administrative power

District Planning officer is in charges of the MPLADS, MLALADS,Untied Funds,Specially Problem Funds and WODC Funds of the District.He is also the head of office of District planning Office.

ii. Financial power

He is the drawing and disbursing officer.

iii. Statutory power

District planning officer attains the MPLADS review meeting with the chairman ship of Collector, District Level meeting, Review meeting with the Executive Agencies For Utilisation Certificate of the above said Schemes.

iv. Other powers

1) Formulation & approval of draft District Plan.

2. To review implementation of Developmental programmes by the Panchayat & U.L.Bs and to make such recommendations as deem appropriate.

2.Senior Economic investigator:-

i. Administrative power.

ii. Financial power

iii. Statutory power

iv. Others powers

Senior Economic Investigator deals with the MPLADS,MLALADS,Untied Funds,Specially Problem Funds.

Duties attached

3. Peon

To carry files from seat to seat and to the officers and assist the staff and officers in office work.

Manual - 3

Procedure followed in decision-making process

Section 4(1)(b) (iii)

Flow process chart for MPLADS,MLALADS & WODC

Sl.No.	Activity	Level of action	Time frame
1	Receive application/letters	Issue & Despatch	Same day
2	Perusal of daks	District planning Officer	Same day
3	Marking of daks	S.E.I.	Same day
4	Diary No. & delivery	Issue & Despatch	Same day
5	Entering of the letter in the log book & put up in the file	D.A.	3 days
6	File forwarded to concerned Officer	S.E.I.	Same day
7	Concerned Officer verifies the facts & forwarded to Collector.	District Planning Officer	Same day
9	Approved or rejected	Collector.	1 day
10	If approved, return for dispatch	Issue & Despatch	Same day

Manual - 4

Norms set for the discharge of functions

Section 4(1)(b) (iv)

Illustration

Sl.No.	Activity	Time frame/Norm	Remarks
1	Diary of letter	3 minutes per letter
2	Despatch of letter	5 minutes per letter	Registered dak including in Messenger book
3	Typing job	30 pages per day
	Put up of letter	Within 3 days in ordinary cases. In urgent it is within 24 hours

Manual - 5

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

Section 4(1)(b) (v)

List of regulations, instructions, manuals and records

Sl.No.	Name of the act, rules, regulations etc	Brief gist of contents	Reference No. if any	Price in case of priced publication
1	MPLADS, MLALADS, Untied Fund, Special Problem Fund, WODC guide lines	Local Area Development Funds	MPLADS, MLALADS, Untied Fund, Special Problem Fund, guide lines	No price is fixed. Circulated by Govt. of India/Orissa.

Manual - 6

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

Section 4(1)(b) (vi)

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	Files	Receipt & disposal of letters	All sections like Estt./ MPLADS/MLALADS/Untied Fund/ Special Problem Fund/WODC/ Accounts.	Three Years
2	Guard files	Important circular & order	. All sections like Estt./ MPLADS/MLALADS/Untied Fund/ Special Problem Fund/WODC/ Accounts	Permanent
3	File Register	Information of all files	All sections like Estt./ MPLADS/MLALADS/Untied Fund/ Special Problem Fund/WODC/ Accounts.	Permanent
4	Log Book	Record of receipt & disposal	All sections like Estt./ MPLADS/MLALADS/Untied Fund/ Special Problem Fund/WODC/ Accounts.	Three Years
5	Index Register	Collection of subject	With the S.E.I.	Permanent
6	Allotment Register	Allotment of WODC	With the S.E.I.	Permanent
7	Cash Book	Receipt & Payment of Allotment	Account Section	Permanent
8	Cheque Issued Register	Issued of cheque to Executant	Account Section	Permanent
9	Cheque/ B.D Received register	Receipt of funds	Account Section	Permanent
10	U.Cs. Register of WODC	Submission of U.Cs to Govt.	Account Section	Permanent
11	Stock Register	Available of office equipment	Account Section	Permanent
12	Register of all Scheme	Detail of Executing Agency wise release position	Concerned D.A	Permanent
13	Pay Acutance	Detail of pay particular of employee	Establishment Section	Permanent
14	Bill Register		Account Section	Permanent
15	Book of Drawal		Account Section	Permanent

Manual - 7

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

Section 4(1)(b) (vii)

Details of consultative committees and other bodies with which consultations are held

Sl.No	Name & address of consultative committee	Constitution of the committee	Role & responsibility	Frequency of meeting
1 .	District Planning Committee Meeting	Total members of the D.P.C.is 10 of which 07 numbers of members are elected from Zilla Parishad, 1 no. from U.L.Bs & 2 ex-officio nominated members.	1. Formulation & approval of draft District Plan. 2. To review implementation of Developmental progeammes by the Panchayat & U.L.Bs and to make such recommendations as deem appropriate.	Meetings of the Committee shall be held on such date as may be decided by the Chair -person.

Manual - 8

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

Section 4(1)(b) (viii)

List of board, council, committees etc

Sl. No.

Name & address of the Committee

Main functions of the Committee

Constitution of the Committee

Date of constitution

District Planning Committee

1. Formulation & approval of draft District Plan. 2. To review implementation of Developmental progeammes by the Panchayat & U.L.Bs and to make such recommendations as deem appropriate.

Total members of the D.P.C.is 10 of which 07 number of members are elected from Zilla Parishad, 1 nos from U.L.Bs & 2 ex-officio nominated members

25.3.2003

Date up to which valid	Whether the meeting opens to public	Whether minutes accessible to public	Frequency of meetings	Remarks
6	7	8	9	10
Five years	No	Yes	Meetings of the Committee shall be held on such date as may be decided by the Chair -person.

Manual - 9

Directory of Officers and employees

Section 4(1)(b) (ix)

Directory

Sl.No.	Name & designation	Office Phone No.	E.Mail address
1.	Sri Mahendranath Munda, District Planning Officer,Deogarh	06641- 226492
2.	Sri Jayram Tudu,Senior Economic Investigator	06641- 226492
3.	Sri Indrajit Patra,Peon	06641- 226492
8.	Sri Namjan Munda,Peon	06641- 226492

Manual - 10

The Monthly remuneration received by each of the officers and employees including the system of compensation as provided in the regulation.

Section 4(1)(b) (x)

Sl.No.	Name & designation	Pay Scale/ Monthly remuneration
1	Sri Mahendranath MundaDistrict Planning Officer,Deogarh	9300-34800
3	Sri Jayram Tudu,Senior Economic Investigator	9300-34800
7	Sri Indrajit Patra,Peon	4440-7440
8	Sri Namjan Munda,Peon	4440-7440

Manual - 11

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 the last year
D.No.16-3451-Secretariat Economic Services-1020District Planning Machinary-0003070-District Planning Units	Salaries Contingency	3,14,500.00	3,14,500.00	0	1,55,734.00

Plan Budget

Name of the plan scheme	Activities to be undertaken	Date of commencement	Expected date for completion	Amount sanctioned	Amount disbursed/spent

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 institution	Purpose for which subsidy provided	No. of beneficiaries	Amount of subsidy	Previous year’s utilisation progress	Previous year’s achievement
1	2	3	4	5	6	7

Sl.No.	Name & address of the beneficiary	Purpose for which subsidy provided	Amount of subsidy	Scheme & criterion for selection	No.of times subsidy given in past with purpose
8	9	10	11	12	13

Manual - 13

Particulars of recipients of concession, permits or authorization granted

Section 4(1)(b) (xiii)

List of beneficiaries

Sl. No	Name and address of the beneficiary	Nature of concession/permit/authorization provided	Purpose for which granted	Scheme and Criterion for selection	No of times similar concession given in past with purpose

Manual - 14

Information available in an electronic form

{ Section 4 (I)(b)(xiv)}

Details of Information

Sl. No	Activities for which electronic data available	Nature of information available	Can it be shared with public	Is it available on website or is being used as back end data base
1	MPLADS	Project List,Expenditure& UC	Yes	No
2	MLALADS	Project List,Expenditure& UC	Yes	No
3	Untied funds	Project List,Expenditure& UC	Yes	No
4	Special problem Funds	Project List,Expenditure& UC	Yes	No
5	WODC	Project List,Expenditure& UC	Yes

Manual -15

Particulars of facilities available to citizens for obtaining information

{Section 4(I)(b)(xv)}

Facilities available for obtaining information

Sl No.	Facility available	Nature of Information available	Working hours
1	Information Counter	To be facilitated	10 AM to 5 PM on working days
2	Library	No
3	Notice Board	No

Manual - 16

Name, designation and other particulars of Public Information Officers

{Section 4(I)(b)(xvi)}

List of Public Information Officers

Sl No.	Designation of the officer designated as PIO	Postal Address	Telephone No.	e-mail address	Demarcation of Area/ Activities, if more than one PIO is there
1	District Planning Officer,Deogarh	At/PO/Dist-Deogarh	06641226492		Not necessary

List of Assistant Public Information Officers

Sl No.	Designation of the officer designated as Assistant PIO	Postal address	Telephone No.	e-mail address
1	Sri Jayram Tudu,Senior Economic Investigator	At/PO/Dist-Deogarh	06641226492

First appellate authority with in the department

Sl No.	Designation of the officer designated as first appellate authority	Postal address	Telephone No.	e-mail address	Demarcation of Area/ Activities, if more than one appellate authority is there
1	A.D.M.,Deogarh	At/PO/Dist-Deogarh	06641226354		Not necessary

Manual - 17

Other information as may be prescribed

{Section 4(I)(b)(xvii)}

All other information as may be prescribed for dissemination shall be collected, tabulated,

Compiled, collected and provided in the form of manual from time to time.

Information as indicated in the above Manuals( Manual-1 to 16