|
1 |
Preferring of
petition |
Time |
i)Appeal/review
petition should be preferred by concerned official within 45
days of receipt of penalty order/order passed in appeal.
ii) However,
the delay can be condoned by Appellate Authority/Reviewing Authority
if the appellant/petitioner makes such request with valid reasons.
iii) The
appeals/review petitions not preferred within limitation period or
not accompanied by reasons/justification for delay are liable to be
rejected straightaway without any consideration of merits of the
case. |
Concerned case
file. |
|
2 |
Receipt of
petition |
Content |
|
Diary Register
at concerned level |
|
3 |
Opening of file |
Time |
A new file No.
will be allotted to each case within a fortnight of receipt of
petition in Division as mentioned in file register maintained in
the division in prescribed format Appendix/I. |
Concerned file
/ Register maintained in Format No.Hqrs./A&R/OIP/F/01 – (Appendix-I) |
|
4 |
Entry in Central
Monitoring Register opened Zonewise/ Regionwise. |
Content |
All details
will be entered in the Register maintained in prescribed format.
– Appendix-II. |
Register
maintained in Format No.Hqrs./A&R//OIP/F/02 (Appendix-II) |
|
5 |
Record Control
Register |
Content |
A Register
will be opened at each individual desk in the prescribed form
for entering the files opened at the desk in a serial order and
indicating the serial No. on the cover of the file and also the
location of placement of the file viz. Almirah No./Rack No., date
of receipt/ finalization of Appeal/Review Petition / weeding out
of the file etc. |
Register
maintained in Format No.Hqrs./A&R/OIP/F/03 (Appendix-III) |
|
6 |
Requisition of
records from Zone/ Region |
Time |
A
communication will be sent within a fortnight of opening of the
file to call for case file from DA/AA containing charge sheet,
reply thereof, inquiry report, prosecution / defence documents ,
penalty order, appeal, order of AA, Bio-data, comments on petition
of appellant/petitioner, position of co-accused, Bio-data, present
designation & place of posting and acknowledgement for receipt of
DA/AA' s order by the petitioner and any other information relevant
to the case. |
Concerned file. |
|
7 |
Furnishing of
records |
Time |
DA/AA will
ensure furnishing of records alongwith comments within 45 days
of receipt of appeal/review petition directly from the petitioner
or communication from office of AA/RA as far as possible. |
Concerned file /
Register in Appendix-II. |
|
8 |
Receipt of
records |
Content |
|
Concerned file |
|
9 |
Status of
validity of appeal/review petitions and Condonation of delay in
filing of appeal/review petition if so requested by the
appellant/petitioner. |
Content |
On receipt of
records it will be examined whether the appeal / review
petition has been preferred by the employee within 45 days of
receipt of DA/ AA's order as the case may be . If not, whether
the employee has tendered valid justification for the delay and
if yes or not, file will be submitted to AA/RA for acceptance/
rejection of the appeal/ review petition |
Concerned file |
|
10 |
Gist of the
case |
Contents |
On receipt of
records two folders containing gist of the case, photo copy each of
charge sheet, inquiry report, penalty order, appeal one each for
Appellate Authority and DM/JM or M will be prepared for
convenient appraisal of the case |
The folders |
|
11 |
Submission of
file to Appellate Authority for fixing up date for granting of
Personal Hearing to Appellant. in case of appeals preferred
against major penalty |
Type of
Penalty |
In case of
appeal against major penalty file will be submitted to Appellate
Authority for grant of Personal Hearing within a month of
receipt of records. In minor penalty case or in review petition,
P. H. is not afforded |
Concerned file |
|
12 |
Communication
of date fixed for Personal Hearing |
Content |
A communication
will be sent to appellant directly or through his controlling
officer for intimation of date of Personal Hearing fixed by the
Appellate Authority within a week.
In case the appellant expresses his inability to attend the Personal
Hearing on the date so fixed showing some valid reasons ; file
will be re- submitted to the Appellate Authority for fixing up
another date of hearing |
Concerned file |
|
13 |
Submission of
file to Appellate Authority for perusal before Personal Hearing of
the appellant |
Content |
File will be
submitted to AA alongwith folder containing gist of the case,
copies of charge sheet, inquiry report, penalty order, appeal
etc. around a week before date of P. H. for perusal of case |
Concerned file |
|
14 |
Attendance of
Personal Hearing by the Appellant |
Content |
Appellant will
be accompanied by an officer of the rank of DM/JM or M to
Appellate Authority for Personal Hearing and contents noted down
and recorded on file by accompanying officer. i.e. if the appellant
submits any such point which is not indicated in his appeal |
Concerned file |
|
15 |
Examination of
appeal/review petition |
Time |
Appeal/review
petition will be examined on the basis of contentions raised in
appeal/review petition and representation submitted during PH by
appellant, if any, inquiry report, penalty order etc. within 90
days of PH/ receipt of records and if any, clarification is
required from DA/AA the same will be sought for |
Concerned file |
|
16 |
Clarification |
Time |
Communication
sent to office of DA/AA seeking clarification within a fortnight
of receipt of file back in Division |
Concerned file |
|
17 |
Submission of
clarification |
Time |
Office of DA
/AA will ensure that clarification is furnished to AA/RA within a
month of the receipt of communication with the approval of
Disciplinary /Appellate Authority . In case of delay reasons will be
furnished |
Concerned file |
|
18 |
Re-examination
of appeal/review petitions on receipt of clarifications and
submission to AA/RA for decision |
Time |
Case will be
re-examined on receipt of clarification from RO/ZO within 30 days
for submission of file to Appellate / Reviewing Authority for
perusal/decision |
Concerned file |
|
18A |
Consultation
with CVC in cases where AA or RA intends to modify the order of DA
passed earlier in consultation with CVC |
Content |
In the
appeal/review petition cases if the Appellate/Reviewing Authority
proposes to modify or set-aside the penalty imposed in a case in
which CVC was earlier consulted, a reference will be made to CVC
before taking a final decision by the AA/RA. However, so long
as the AA/RA while modifying the penalty imposed by the
Disciplinary Authority on the advice of CVC still remains within
the parameter of major or minor penalty, earlier advised by the
Commission, there is no need to consult the commission again, as
such modification does not have the effect of departing from
their advice. On receipt of CVC's advice file will be again put
up to AA/RA for passing the final order |
Concerned file |
|
19 |
Decision of AA
or RA |
Content |
Receipt of
decision from the Appellate/ Reviewing Authority |
Concerned file |
|
20 |
Preparation of
orders |
Content |
Orders will be
prepared on the basis of recorded decision and submitted for
approval & signature to Appellate/Reviewing Authority within
seven working days as far as possible |
Concerned file |
|
21 |
Receipt of
signed orders |
|
Receipt of file
with signed orders |
Concerned file |
|
22 |
Communication
of order to Appellant/petitioner |
- |
Orders will be
despatched to concerned M/SRM/ZM under whose jurisdiction the
appellant / petitioner is/was working by Regd Post/Courier
Service/fax depending upon emergency or as prescribed under
Regulation 75 of FCI(Staff) Regulations, 1971 for service upon the
appellant/petitioner under dated acknowledgement |
Concerned file |
|
23 |
Preference |
Nature of
penalty Court directions/ VIP reference etc |
Preference will
be given to disposal of appeal/ review petitions preferred against
penalty of dismissal/ removal from service/ compulsory retirement
over the appeal/review petitions filed against other penalties as
described at SNo.(i) to (vi) under Regulation 54 of FCI(Staff)
Regulations, 1971 or petitions having Court directions/VIP
references |
Concerned file |
|
24 |
Quarterly review
of progress of timely action in processing/ disposal of
appeal/review petitions/identification of bottlenecks retarding the
progress/steps to be taken to remove the bottlenecks etc |
Content |
Review of
progress of timely action in processing / disposal of Appeal/Review
Petitions/identification of bottlenecks retarding the progress/steps
to be taken to remove the bottlenecks etc. will be undertaken on
quarterly basis |
Concerned file |
|
Note : Description of
abbreviations used hereinabove.:-
AA - Appellate Authority
RA - Reviewing Authority
DA - Disciplinary Authority
ED(V) - Executive Director ( Vigilance)
M - Manager
JM - Joint Manager
DM - Dy. Manager
AM - Asstt. Manager
PH - Personal Hearing
CVC - Central Vigilance Commission |
|
I&E Division |
|
FCI |
Quality System: Quality Plan |
Doc.No. :I&E/QP/01 |
|
 |
Title : Quality Plan for Import of foodgrains |
Issue No.:01 |
|
Page: 1 of 3 |
|
Page Rev.No.0 |
|
Effective Date: |
|
Approved by : |
|
|
|
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Data to be kept Doc/Ref |
|
|
Parameter |
Acceptance Criterion |
|
|
1 |
Content |
- The assignment
deed signed between GOI & FCI
for implementing the contract. |
Concerned file |
|
|
|
- The contract
signed between GOI & Seller and
contract shell include specific terms & condition of
import of food grains and shipment schedule |
|
|
2 |
Communication |
Copy of contract
& assignment/ Intimation deed is circulated to all concerned as
follows: |
Concerned file |
|
|
|
- All ZM/SRM/Port
offices for implementation |
|
|
|
|
- Ministry of
Surface Transport (Port Wing) for issuing instruction to Port Trust
for birthing and handling ships |
|
|
|
|
- Ministry of
Health for inspection of vessel to ensure that vessel is free from
Health hazards and for issuance of Port Health Certificate (PHO) |
|
|
|
|
-Custom - to
give custom clearance |
|
|
|
|
- Deptt. of
Ministry of Agriculture for issuing Plant Protection Quarantine (PPQ)
Certificate |
|
|
|
|
- DGS&D Cal. -
for arranging gunny bags |
|
|
|
|
- Ministry of
Railway - for arranging rakes at particular port where vessel has
been nominated for discharge |
|
|
FCI |
Quality System: Quality Plan |
Doc.No. :I&E/QP/01 |
|
|
Title : Quality Plan for Import of food grains |
Issue No.:01 |
|
Page: 2 of 3 |
|
Page Rev.No.0 |
|
Effective Date: |
|
Approved by : |
|
|
|
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Data to be kept Doc/Ref |
|
|
Parameter |
Acceptance Criterion |
|
|
3 |
Details |
-For expeditious
discharge of cargo at the port |
Concerned file |
|
|
|
-To arrange
transport Contractors at the port, gunny bags |
|
|
|
|
-Keep a liaison
with port & custom authority & Insurance Authority |
|
|
|
|
-Liaison with
Railway of concerned Zone/Region to ensure timely availability of
Rakes |
|
|
4 |
Details |
Food grain has
to be insured against theft, pilferage & non-delivery |
Concerned file |
|
5 |
List of DOC |
The Doc through
banker shall include |
|
|
|
|
-Bill of loading |
|
|
|
|
-Invoice |
|
|
|
|
-Phytosanitary
Certificate |
|
|
|
|
-Origin of cargo |
|
|
|
|
-Survey report &
Certificate of Hatch. |
|
|
|
|
-Radio activity
free certificate |
|
|
|
|
-PPQ Report |
|
|
6 |
Complete list &
Time |
All the
documents shall be despatched to concerned port within 2 days |
Concerned file |
|
7 |
Timing |
Telegram/Wireless message is received from Master of Vessels about
ETA( Expected Time of Arrival) |
Shipping Manual |
|
|
|
Arrival) |
|
|
|
|
72 hrs prior to
ETA |
|
|
|
|
48 hrs. prior to
ETA |
|
|
|
|
24 hrs. prior to
ETA |
|
|
|
|
The ETA should
be communicated to Port Office/Regional/Distt. Office immediately |
|
|
FCI |
Quality System: Quality Plan |
Doc.No. :I&E/QP/01 |
|
|
Title : Quality Plan for Import of food grains |
Issue No.:01 |
|
Page: 3 of 3 |
|
Page Rev.No.00 |
|
Effective Date: |
|
Approved by : |
|
|
|
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Data to be kept Doc/Ref |
|
|
Parameter |
Acceptance Criterion |
|
|
8 |
Details |
Nomination of
the vessel at the port |
Concerned file |
|
|
|
Keeping in view
the over all lenth of the vessel, draft & beem & the quantity carried
by the vessel and same is communicated to the field offices |
|
|
9 |
i) Document List |
The
post-shipment documents include : |
Shipping Manual |
|
|
|
a) Statement of
Facts |
|
|
|
|
b) Survey Report |
|
|
|
|
c) Time-sheet |
|
|
|
|
d) Distribution
Statement |
|
|
|
|
e) NOR (Notice
of Rediness) |
|
|
|
ii) Format &
Signature |
Statement of
facts should be signed by Vessel Owner's Agent, Master of Vessel and
endrosed by FCI officer. |
|
|
FCI |
Quality System: Quality Plan |
Doc.No. :I&E/QP/01 |
|
|
Title : Quality Plan for Export of food grains |
Issue No.:01 |
|
Page Rev.No.0 |
|
Page: 1 of 1 |
|
Effective Date: |
|
Approved by : |
|
|
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Data to be kept Doc/Ref |
|
|
Parameter |
Acceptance Criterion |
|
|
3 |
Feasibility |
The feasibility
w.r.t. operation & execution is ensured. |
Concerned file |
|
|
Respose Time |
Within one week
of receipt of directions |
|
|
4 |
Content of
Agenda |
All the required
information related to the subject should be submitted for decision
on the matter |
HLC Meeting file |
|
|
Time frame |
Agenda to be
ready one day before the HLC Meeting |
|
|
8 |
Completeness of
directions |
The direction
being given to the field offices as per Ministry/Competent
authorities orders |
Concerned file |
|
9 |
Completeness of |
Export Data : |
Concerned file |
|
|
data |
Quantity Paid
for/Lifted/Exported |
|
|
|
Clarity of
feedback |
should be well
defined |
|
|
10 |
Completeness |
The data likes
quantity lifted/shipped, required data have been reconciled |
Concerned file |
|
|
|
Availability of
stock, pending commitments data is also reviewed & updated |
|
|
11 |
Further
feasibility |
The export data
is reviewed to ensure that further export commitment can be fulfiled |
Concerned file |
|
|
Documents |
Whether the
relevent documents exported quantity have been received as per the
instruction circulated to the field |
|
|
Movement Division |
|
FCI |
Quality Plan |
Doc.No. :I&E/QP/01 |
|
|
Title: Preparation of Movement Plan & its Execution (Oprating Wing) |
Issue No.:01 |
|
Page :1 of 2 |
|
Page Rev. No:0 |
|
Effective Date : |
|
Approved by : |
|
|
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Data to be kept Doc/Ref |
|
|
Parameter |
Acceptance Criterion |
|
|
1 |
Receipt of
Tentative |
Format |
As per format |
Inflow/outflow
format |
|
|
Demands from |
|
circulated vide
letter |
|
|
Regions/SalesDivn |
|
No.G.9(optg.Meeting) |
|
|
|
Time frame |
By 15th of every
month |
/March.04 dt.---- |
|
|
|
|
FCI/mov/01/FO1 |
|
|
|
|
FCI/MOVO1/FO2 |
|
2. |
Preperation of
Agenda basd on the tentative demand from Regions via Sales Divn |
Key |
Agenda should
include key issues like demands and constraints |
No.G9(optgMeeting) |
|
|
|
issues |
|
|
|
|
Time frame |
20th of every
month |
|
|
3a |
Fixing of
planning |
Time of |
Third and fourth
week of the Month |
Movt.Plan/PL-Month/Year |
|
|
Meeting with DM
(Movt) of despatching unit |
Meeting |
|
4 |
Review of Agenda |
For |
The Agenda is
reviewed with |
Concerned file |
|
|
|
Constraints |
respect of
operational difficulties/ |
|
|
|
|
|
constraints
faced by despatching region |
|
|
5 |
Discussion and
finalisationof broad statewise planMeeting & prep. of |
Movement |
The movement of
food grains is |
No.G9(Optg.Meeting)/Year |
|
|
|
of food |
decided for PDS/
OWS keeping in view |
|
|
|
grains |
constraind of
Railwaysand FCI by 23 rd of every month |
|
|
|
|
|
Circulation |
Theapproved plan
is circulated to all Z.M./SRMs by 25th of every month |
|
|
6 |
Movement
Planning meeting of DMs |
Offering |
variety wise
offering are discussed |
concerned file |
|
|
|
|
in terms of
rakes |
|
|
|
|
|
Submission of
offerings Railway |
|
|
|
|
|
Div.wise,
section wise & station |
|
|
|
|
|
wise by the
concerned DM (Movt.) |
|
|
|
|
Time frame |
By 25th of the
month |
|
|
7 |
Preparation of
detailed Movt. |
D.I.s |
Station wise DIs
are tabulated as |
concerned file |
|
|
|
|
per
inflowfinalised in meeting |
|
|
|
|
Identification |
Offerings are
segregated Railway |
concerned file |
|
|
|
& segregation |
wise , station
wise |
|
|
|
|
of offering |
DIs are
segregated Raliway wise |
|
|
|
|
& DIs |
Date wise
program is prepared |
|
|
|
|
|
Daily average
basis |
|
|
|
|
Time |
Movement Plan is
to be prepared by 27th of the month |
concerned file |
|
FCI |
Quality Plan |
Doc.No. :I&E/QP/01 |
|
|
Title: Preparation of Movement Plan & its Execution (Oprating Wing) |
Issue No.:01 |
|
Page :2 of 3 |
|
Page Rev. No:0 |
|
Effective Date : |
|
Approved by : |
|
|
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Data to be kept Doc/Ref |
|
|
Parameter |
Acceptance Criterion |
|
|
|
8 |
Review &
Approval |
Overall
feasibility |
Overall
feasibility of plan is reviewed before approval |
|
|
9 |
Despatch of Movt.
Plan to Rly |
Approval & |
Approval plan
is to be intimated |
No.Movt./Pl-Month/Year |
|
|
|
Time |
to concerned
Railway in 3 days |
|
|
|
before beginning
of the month |
|
|
|
10 |
Monitoring &
Execution of Movement Plan |
Receipt of daily |
Daily loading
position of food |
Daily loading
positionnfol |
|
|
|
loading position
of food grains |
grains is
received from all Rlys. It includes |
Concerned
Register/folder |
|
|
|
|
Planning Avg/day
vs Loading Avg |
|
|
|
|
rakes |
/day in terms of
rakes |
|
|
|
|
reports |
|
|
|
|
|
Circulation to |
The consolidated
report of daily |
Concerned
Register/folder |
|
|
|
Zones |
loading is sent
to all Zones for |
|
|
|
|
|
making
necessary arrangements |
|
|
|
|
|
for unloading of
rakes |
|
|
|
|
Conveying
Priority |
Regional
priorities/restrictions of regions |
Concerned
Register/folder |
|
|
|
loading of rakes |
are conyed to
Rialways as and when required |
|
|
11 |
Communication of |
Restriction of |
As per
operational needs of region |
No.Movt./Pl-Month/Year |
|
|
amendments to
Rlys |
Region |
and other
inevitable reasons viz |
|
|
|
|
Communication |
amendments in
Movement Plan |
|
|
|
|
|
is communicated
to Railways |
|
|
16 |
Preparation of |
Variation St.in |
variation
statement in terms of |
Variatiion
statement file |
|
|
variation
statement |
|
tonnage of food
grain is prepared based on the daily loading position received from
Railways .with respect to original planning |
|
|
FCI |
Quality System Quality Plan |
Doc.No. : |
|
|
Title : Processing of proposals for construction of godowns/new
godowns |
Issue No. |
|
Page 1 of |
|
Page Rev.No. |
|
Effective Date: |
|
Approved by : |
|
|
|
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Data to be kept Doc/Ref |
|
|
Parameter |
Acceptance Criterion |
Method
of check |
Doc/Ref. |
|
2 |
-capacity |
Based on the
proposal submitted by FCI to Ministry for |
Monitoring |
|
|
|
enhancement |
Storage capacity
enhancement and construction Plan |
|
|
|
|
|
cordination
meeting is held for budget allocation and for |
|
|
|
|
|
finalisation of
list of approved centres |
|
|
|
3 |
-Capacity to be |
The
communication should include - Total capacity to be |
Monitoring |
- Guidline
Circular |
|
|
developed |
built up centre
wise and for preparation of preliminary |
|
to Zone Vide
No._ |
|
|
|
estimate as per
standard guidelines and drawings |
|
Dt.__. - Ref. |
|
|
-Time |
The
communication to Zone be sent within a week of receipt of approval |
|
Drg.No.__ Dt.__ |
|
4 |
- Correctness of |
- Preliminary
estimates are checked with respect to |
Calculation |
|
|
|
estimate |
standard
guidelines and drawings for its correctness |
|
|
|
|
- Provision of |
- Accessment
of provision for ancillariessuch as office |
|
|
|
|
Ancillaries and |
block,switch
rooms, tiffin rooms, security, roads and |
|
|
|
|
site devlpnt |
developmentof
site is made |
|
|
|
|
- Site condition |
- Site
particulars shall be filled in site particulars proforma for
assessing features of lands and any development |
|
|
|
|
- Cost index |
- Cost index
has been worked out on the basis of market rate and labour cost |
|
|
|
5 |
- Technical & |
- All provisions
to be made keeping in view of site conditions |
|
|
|
|
Financial |
(i.e. level of
surround,development of site, special treatment needed if any, siding
feasibility) |
|
|
|
|
|
- Checking of
rates adopted and cost index |
|
|
|
7 |
Scrutiny & |
- Before
submitting to the Competent Authority the proposal |
|
|
|
|
recommendation |
shall checked
with reference to technical & financial 'suitibility of estimate |
|
|
|
9 |
Approval |
Communication of
approval of the Competent Authority for accord of AA &ES for further
action for inviting tender after following codal formalities at their
end |
|
|
|
10 |
Value |
If the tender
offer value is within one crore then it is finalised at Zonal level.
If the tender offer is more than one crore then itis submitted to
Headquarters for its acceptance |
Monitoring |
DOP item No.28 |
|
13 |
|
Based on the
scrutiny of offer and Zonal Office recommendation offer is evaluated
for its approval/negotiation/ rejection |
Monitoring |
|
|
11/16 |
- Correctness of
value |
The contract
value and terms &conditions are checked with reference to the
approval communicated |
|
|
|
|
- Scope and
completion schedule of work |
monitoring |
|
|
|
17 |
- Physical &
Financial |
The progress is
monitored through Monthly Progress Report received from zone on the
Standard Proforma indicating Physical & Financial Progress |
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- Review meeting |
Progress is
reviewed quarterly during the meeting at PID Office |
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FCI |
|
Quality System Quality Plan |
Doc.No. : |
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(ISO : 9001:2000
Clause 7.5) |
Issue No. |
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Page 1of |
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Page Rev.No. |
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Title : Processing of proposals for construction of Regional/District
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Prepared By : |
Office Building |
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Approved by : |
Issued by : |
Effective Date: |
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Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Method
of Check |
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Doc/Ref. |
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Parameter |
Acceptance Criterion |
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1 |
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I) Details |
The proposal
should include the following:- |
Monitoring |
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- Requirement on
the basis ofsanctioned strength of staff |
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- Preliminary
estimate |
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a) Requirement
of covered area on the basis of sanctioned strength |
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b) Requirement
of covered area for future expansion |
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ii)
Justification |
Justification
and recommendations of Zonal Manager |
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- Requirement of
building |
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- Feasibility |
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2b |
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Scrutiny of
Pre-estimate |
- Covered area
as per BPE norms |
Calculation |
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BPE/ FCI
guidelines |
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- Total cost on
the basis of plinth area |
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4 |
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Submission of
the proposal to the B.O.D for approval |
After
scrutiny of the above proposal with the recommendation of
ED(Engg.)and ED(P) the proposal is put up toB.O.D by ED(P)
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5 |
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Communication |
Conveying the
approval of BOD to the concerned Zone/PID |
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7 & 8 |
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Approval of
estimate & NIT |
a) If the
estimated value is less than Rs. One crore the tender will beaccepted
and awarded by the Zones and copy of the award will be receivedby
Headquarters |
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b) If the
estimated value is more than Rs. One crore then the detailed estimate
draft NIT will be sent to Headquarters for approval alongwith the
technical sanction by Manager(Engg.)of the Zone |
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9 |
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Receipt of the
processed tender withrecommendation of the Zonal Managerfor
acceptance |
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10 |
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Scrutiny of
tenders |
I) Duration from
approved technical sanction/NIT |
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ii) Market rate
verified by DM(Engg.) |
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iii) Credential
verification of L 1 |
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iv) Scrutiny of
justification analysisdone by Region/Zone |
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v) Checking of
draft NIT |
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vi) Conditions
of contract. |
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14 |
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Monitoring |
On receipt of
the progress report in the prescribed proforma on the progress of
construction will be monitored for physical and financial progress |
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15 |
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Corrective
measure |
Issue of
guidelines for corrective measures, including technical examination
and technical audit |
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FCI |
|
Quality System Quality Plan |
Doc.No. : |
|
|
(ISO : 9001:2000
Clause 7.5) |
Issue No. |
|
Page 1of |
|
Page Rev.No. |
|
|
Title : Processing of proposals for construction of Regional/District
|
|
|
Prepared By : |
Office Building |
|
|
|
|
Approved by : |
Issued by : |
Effective Date: |
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Method
of Check |
|
Doc/Ref. |
|
Parameter |
Acceptance Criterion |
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1 |
|
I) Preparation
of detailed
estimate |
As details of works to be
executed estimate should
be prepared on thebasis of schedule of rate or
analysis ofitems not covered under schedule. |
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- Anticipated present
market value is added to
estimate. |
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ii) Time |
- within
fortnight |
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3 |
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i) Technical
sanction |
Technical sanction of
proposal should
include :-
I) Schedule of quantity
ii) Abstract of value of work on the
basis of current schedule of rates
iii) Market rate analysis of items not
covered under the schedule.
iv) Present market rate of material &
labour.
v) Analysis of total cost on the present day value. |
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ii) NIT |
NIT to include:-
I) Specification of items
ii) Terms & Conditions of contract
iii) Schedule of abstract of works as per approved
technical sanction.
iv) Likely period of completion |
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iii) Value |
- Upto Rs.4 lacs the
approval can be given by
DM(Engg.)
- Above Rs.4 lacs & upto Rs.25 lacs the approval
can be given by JM(Engg.)
- Above Rs.25 lacs the approval can be given by
M(Engg.) |
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DOP |
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4 |
Call of tender |
Value |
Publication as per
guidelines for different value of
tenders |
|
FCI guidelines |
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5 |
Processing |
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As per standard
guidelines |
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7 |
Monitoring |
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The progress of
work is monitored as per work |
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IR_L Division |
|
FCI |
|
Quality System Quality Plan |
Doc.No.:IRLab/QP/01 |
|
|
(ISO : 9001:2000
Clause 7.5) |
Issue No. |
|
Page 1of 1 |
|
Page Rev.No. |
|
|
Title : Processing of proposals for construction of Regional/District
|
|
|
Prepared By : |
Office Building |
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|
Approved by : |
Issued by : |
Effective Date: |
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Method
of Check |
|
Doc/Ref. |
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Parameter |
Acceptance Criterion |
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2 |
|
Identification
of Petitioner. |
The petitioner
is identified whether he is genuine employee of FCI or not. |
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Respective case
file |
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Respondant |
The respondants
are identified |
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Nature of
Grievance |
The cause of the
grievance are identified and genuineness of the grievance is examined |
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Verification |
The petition is
verified to ascertain the bonafideness & genuineness of Documents |
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3 |
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Completeness |
It must contain
all the required documents / evidences mentioned in the petition |
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Respective case
file |
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7 |
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Empanelment |
The Advocate
should be empanelled by Legal Division. If required Senior Advocate
should be engaged on special fee with the approval of Competent
authority |
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Respective case
file |
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Time |
The case shall
be processed timely to meet the court directives |
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9 |
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Proceeding of
Court |
The proceeding
of the court are attended & maintained |
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Respective case
file |
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10 |
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Additional
documents |
All the
additional documents/evidences required by Court would be collected
from the field |
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Respective case
file |
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12 |
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Repurcussion &
liabilities |
The repurcussion
of the verdict are examined including the liabilities of the FCI. It
is decided to accept the verdict or challenge the verdict in higher
Court |
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Respective case
file |
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Genuine /
justification |
The
justification of the decision is analysed |
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Time |
Time should be
adhered to, if specified |
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13 |
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Completeness |
The decision
being communicated should be completed and legible |
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|
Respective Case
file |
|
FCI |
|
Quality System Quality Plan |
Doc.No.:IRLab/QP/01 |
|
|
(ISO : 9001:2000
Clause 7.5) |
Issue No. |
|
Page 1of 1 |
|
Page Rev.No. 00 |
|
|
Title : Processing of proposals for construction of Regional/District
|
|
|
Prepared By : |
Office Building |
|
|
|
|
Approved by : |
Issued by : 01 |
Effective Date: |
|
Process/ Activity Stage |
Measurable Parameters (critical to Quality) |
Method
of Check |
|
Doc/Ref. |
|
Parameter |
Acceptance Criterion |
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|
2 |
|
Evaluation of
Demands |
( I ) The
demand received should be related to the service conditions of the
manual labour |
|
Existing
policies / Guideline / Mannual |
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( ii ) The
demands raised should be justified |
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Examination of
proposal in concerned policy file |
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( iii ) The
analysis of demand should be reveal either change in existing
procedure, change in policy or solving of implementation problem |
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Time |
The demands
received should be analysed within a weeks time or as per the
requirement of Management |
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4 & 7A |
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Evaluation by
discussion |
The concerned
union is called for discussion to evaluate its repercussions of
issues raised from financial and legal aspects |
|
- do - |
|
7B |
|
Contents |
The proposal
shall include the following : -
(I) Justification of
demands.
(ii) Implication (financial & legal).
(iii) Authority to approve the proposal.
The CA to review the proposal for its justification and implication
before approving it |
|
Concerned file |
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10 |
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Review |
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8(B) |
|
Contents and
structure |
The revised
procedure should be in line with the consensus emerged during
discussions with labour union (in case discussions are held with them
) and it should be within the policy of GOI / FCI |
|
Concerned policy
file |
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|
The revised
procedure should be comprehensive & understandable to field offices
for its monitoring and implementation |
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11 |
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Sign. |
The issues
relating to change in policy / procedure on which consenses emerged
during discussions & approved by competent authority are settled by
signing bilateral / tripartite settlement (if necessary ) |
|
Concerned policy
file |
|
Headquarters |
|
FCI |
Quality
Plan |
Doc.No. :HQ/QP/01 |
|
|
|
Title :
Quality Plan for Purchase & Issue of Furniture |
Issue No.:01 |
|
Page 1of 1 |
|
Page Rev.No.00 |
|
Approved by : |
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|
Effective Date : |
|
Process / Activity Stage |
Measurable
Parameters (critical to Quality) |
Ref.Doc./Record |
|
|
Parameter |
Acceptance
Criterion |
|
1&2 |
Checking |
The genuiness of
requirements is checked |
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Entitlement |
The
requirement of Furniture is checked as per entitlement of employee |
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Staff Regulation |
|
4 |
Item Description |
Proposal should include the item description and quality and
estimate. Estimate is prepared based on the price list of Authorised
Dealers of Kendrya Bhandar /NCCF - Comparative Statement is enclosed
with proposals |
|
Price List of Approved Vender of KB/NCCF |
|
8 |
Details |
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|
P.O. |
|
9 |
Physical verification |
The
goods received should be in a good physical condition without damaged
as per the requirements of P.O. |
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|
QC Division
Purchase |
|
FCI |
Quality
Plan |
Doc.No. : PUR/QP/03 |
|
|
Title: Fund
allocation for the purchase of chemicals |
Issue No.:01 |
|
Page 1of 1 |
|
Page Rev.No.00 |
|
Approved by : |
|
|
Effective Date : |
|
Process / Activity Stage |
Measurable
Parameters (critical to Quality) |
Ref.Doc./Record |
|
|
Parameter |
Acceptance
Criterion |
|
1 |
Completeness |
It must contain
subject, timing, duration & venue of the training programme |
Requirement file |
|
2 |
1. Last
participation 2. No. of years of service left |
1. The officers
who have not attended the training programme in last 3 years are
given prefernce 2. The officers should not be retiring within 2 yrs |
concerned file |
|
4 |
Completeness |
The training
infromation being sent to the concerned officers must contain
duration, dates, timing, venue & subject of the training programme |
concerned file |
|
Computer Division |
|
FCI |
Quality
Plan |
Doc.No. :
COMP./QP/04 |
|
|
Title :
Procedure for Annual Maintenance of Computers & Computer peripherals |
Issue No.:01 |
|
Page 1of 1 |
|
Page Rev.No.00 |
|
Approved by : |
Effective Date : |
|
Process / Activity Stage |
Measurable
Parameters (critical to Quality) |
Ref.Doc./Record |
|
|
Parameter |
Acceptance
Criterion |
|
2 |
Leading
Maintenance Firms |
Having good
market reputation like WIPRO,HP,TVSE,ECIL,CMC etc. Feedback from
other companies |
File No.
K-11(HWSW)/AMC/2003 |
|
|
Analysis of the
service provided earlier |
The service
provided is satisfactory |
File No.
K-11(HWSW) /AMC /2003 |
|
1A |
-Monitoring the
down time -Recovery amount -List of Hardware |
As per Standard
Terms & Conditions |
File
No.K-11(HWSW)/AMC/2003 |
|
5 |
Annexures |
Completeness of
all the annexures as per tender documents |
Tender Register |
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|
EMD |
Amount, Date,
Favouring as given in tender document |
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|
Specification |
Completeness of
the specification as per the tender docoment |
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|
7 |
Status of item |
All the items
should be OK |
File
No.K-11(HWSW)/AMC/2003 |
|
|
Identification
of Items |
The items
physically being handed over are the same as per the list of items |
|
8 |
Date & Time |
The breakdown
time should not be more than 2 days |
Complaint
Register |
|
|
Frequency of
recurring faults |
There should not
be reocurring faults |
Complaint
Register |
|
FCI |
Quality
Plan |
Doc.No. :
COMP./P/02 |
|
|
Title :
Procedure for Maintenance of Software |
Issue No.:01 |
|
Page 1of 1 |
|
Page Rev.No.00 |
|
Approved by : |
Effective Date : |
|
Process / Activity Stage |
Measurable
Parameters (critical to Quality) |
Ref.Doc./Record |
|
|
Parameter |
Acceptance
Criterion |
|
2 |
|
User Manural |
The User manual
should be provided to the concerned users |
|
User Manual |
|
|
|
Content of
Training |
The Training
programme should cover all the aspects of the software |
|
|
|
3 |
|
Access Rights |
Read, Write and
execution rights to be given to authorised persons |
|
List OF
authorised Persons |
|
4 |
|
Record
|
All the records
of the complaints shall be mainteained properly in the complaint
register |
|
Complaint
Register/Concerned file |
|
|
|
completeness |
The register
should be filled completely and legibly |
|
|
|
6 |
|
Time |
Time taken to
solve the problem should be measured |
|
Concerned File |
|
|
|
Action Taken |
Causes of the
problems and Action Taken to rectify the problem shall be recorded |
|
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|
8 |
|
Weekly |
The data on tape
is updated weekly |
Data Tapes |
|
|
|
Identification |
All the tapes
are identified with suitable stickers |
|
|
|
COORDINATION DIVISION |
|
FCI |
Quality System
Quality Plan |
Doc.No. :
|
|
|
Title :
Control Room activities relating to procurement, stock & off-take of
foodgrains. |
Issue No.:01 |
|
Page 1/2 |
|
Page Rev.No.00 |
|
Approved by : |
Effective Date : |
|
Process / Activity Stage |
Measurable
Parameters (critical to Quality) |
Data to be kept
Doc/Ref |
|
|
Parameter |
Acceptance
Criterion |
|
1. |
Receipt of data
from Regions |
Format |
Data submitted
should be in the prescribed proforma |
P&R/F/01 FCI |
|
|
|
Complete detail |
Proforma should
be completely filled |
|
|
|
|
Time schedule |
Procurement
data(for Paddy & Rice)is obtained on daily basis The off take
data(Wheat & Rice) & Stock(Wheat,Rice,Paddy)should be submitted by
Region on 10th of following month & 25th of every month |
|
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|
|
Authenticated
data |
The report
submitted by Region should be signed by Authorised Signatory |
|
|
2. |
Review of data |
- do - |
- do - |
|
|
3. |
Consolidation of
data & Preparation of Report |
Receipt of data
from all Reigons |
Data from all 23
Regions should be received & reviewed before preparation of
consolidated report |
List of Regions |
|
|
|
Format |
The report
should be in the prescribed proforma indicating allocation and
offtake |
List of Zones |
|
|
|
Time frame |
The report shall
be prepared within 3-4 days time after receipt of data from region
fortnightly/ monthly |
|
|
4. |
Review of Report |
Comparison for
proper data entry |
Correct figures
entered are as per the information received from regions |
|
|
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|
|
Figures in
relevant columns |
|
|
|
|
Trend |
Comparison with
last year data for procurement figures and current targets |
|
|
|
|
|
|
|
|
FCI |
Quality System
Quality Plan |
Doc.No. :
|
|
|
Title :
Control Room activities relating to procurement, stock & off-take of
foodgrains. |
Issue No.:01 |
|
Page 2 of 2 |
|
Page Rev.No.00 |
|
Approved by : |
Effective Date : |
|
Process / Activity Stage |
Measurable
Parameters (critical to Quality) |
Data to be kept
Doc/Ref |
|
|
Parameter |
Acceptance
Criterion |
|
6. |
Submission of
Report to Management/ Min/Internal divn |
Review/ approval |
The report
should be reviewed & approved by Executive Director |
|
|
|
|
Time |
The report
should be submitted within 15th and 30th of every month for stock. |
|
8. |
ATR |
Status of ATR |
ATR is reviewed
by MD in next MPR Meeting. |
|
|
|
|
Timeliness of
ATR |
ATR should be
available before next MPR Meeting |
|
|
Finance
Division |
|
FCI |
Quality System
Quality Plan |
Doc.No. :
Finance/ QP/01 |
|
|
Title: Quality Plan for Payment of Other Claims of employees. |
Issue No.:01 |
|
Page 1 of 3 |
|
Page Rev.No.00 |
|
Approved by : |
Effective Date : |
|
Process / Activity Stage |
Measurable
Parameters (critical to Quality) |
Record |
|
|
Parameter |
Acceptance
Criterion |
|
1. Receipt of bills |
Format
Signature
Time |
The bills should be
submitted in the prescribed Performa.
The bills shall be verified by the concerned officers.
The bills should be received within three months of actual
expenditure. |
Bill in prescribed format |
|
2. Entry in diary |
Entry |
Name of employee and amount of bill is entered in diar |