Civil Supply

Manual-1

Particular of Organisation Function and Duties.

(Sec.4(1) (b) (i)

1. Aims and Objective of the Organisation

a) To provide food security to the Consumers.

b) To regulate production and equitable distribution of essential commodities channeling through P.D.S.

c) Market intervention to curb monopolies of black marketers and to check black marketing and dehoarding of essential commodities.

d) To regulate procurement of paddy and to eliminate check distress sale.

2. Mission/Vision:

To provide food security to all section of people of India. So that no citizen of India will remain without food, and to ensure that no body dies out of starvation or hunger.

3. Brief history and back ground for its establishment

In the famine of 1866 the economic backbone of the Country was scattered and lot of people in the country died of starvation and by taking un-natural food stuff. Further during World War restrictions was imposed on Transportation, export, import, price fixation and hoarding of different foodstuff. During that period people suffered a lot due to starvation. In Govt. of India Act 1939 restriction were imposed for production, supply and distribution of some essential commodities. When out Country became Independent in 1947 we were not able to get economic freedom. Being exploited for more than two centuries the sense of morality and social responsibility of one majestic race had been toppled. For their maintenance people were inclined to do directly or indirectly economic crimes. Less production both in agriculture and Industrial sector, many fold increases in population and occurrence of natural calamities and hoarding of essential commodities by dishonest trades made national economy severely wounded and falling backward. To uplift the national economy and to provide food security to the national E.C.Act, 1955 was enacted by the President of India from 1st April 1955. C.S.O. is a part of the organisation.

4. Organisation Charts

(a) State Level:

Controller of Supplies and Secretary to Govt. Food Supplies & Consumer Welfare Department, Orissa, Bhubaneswar.
Addl. Secretary				Addl. Secretary-cum-Managing Director OSCSC Ltd.
Joint Secretary		Joint Director		General Manager (Admn.)		General Manager (PDS)		General Manager (Accounts)		General Manager (Audit)
Deputy Secretary	Under Secretary	Deputy Director FS	Deputy Director MI	Admini- strative Officer	OSD	Manager (Dev)	Manager (Marktg)	Manager (Acct)	A.M. (Acct)	Audit Supdt

(b) (i) District level/Subdn. Level/Block Level:

Collector
C.S.O.	C.S.O. –cum-District Manager, OSCSC Ltd.
A.C.S.O.	Asst. Manager
Inspector of Supplies / Marketing Inspectors / M.I. Inspectors and Staff	Staff (Accounts & Ministerial)

5. Allocation of Business:

Food Supplies & Consumer Welfare Department, Govt. of Orissa provides district wise allotment of Foodstuff and S.K. Oil. In district level Collector reallot the same to the Blocks/NACs and Municipality, in case of foodstuffs.

a) Orissa State Civil Supplies Corporation Ltd., provide necessary financial assistance for purchase of food stuff from F.C.I. to transport Block level depot by the Storage agents appointed for different Block/NAC/Municipality.

b) For supply of food stuffs and S.K. Oil retailers are appointed by the Sub-Collectors by the recommendation of BLAC/TLAC. The retailers lift the food stuff and S.K. Oil from the Storage agents/Wholesalers/Sub-Wholesalers concerned respectively for distribution to the consumers.

6. Duties to be performed to achieve the Mission

To achieve the mission of food security for the nation the following duties are to be performed.

1. Implementation of act and rules made there under in its letter and sprite along with constant endeavor by the personnel in existence.

7. Details of Service rendered

Service in connection with implementation of the following Acts and Rules framed by Govt. is rendered by the office of C.S.O.-cum-District Manager, OSCSC Ltd., Dhenkanal.

1. The E.C.Act,1955

2. The prevention of Black Marketing and Maintenance of Supplies of Essential Commodities Act,1980.

3. The Orissa Prevention of Black Marketing and maintenance of supplies of Essential Commodities (conditions of preventive detention order,1979)

4. The Kerosene Restriction on use and fixation of ceiling price order and amendments there under.

5. The L.P.G. (Regulation of supply and distribution)Order,1979.

6. Lubricating Oils and Greases (Processing, supply and Distribution Regulation)Order,1987.

7. The Orissa High Speed Diesel (Dealer’s Licensing)Order,1979.

8. The Solvent, Raffinate and slop (Acquisition, sale, storage and prevention of use in Automobile)Order,2000.

9. The Naptha (Acquisition sale, storage and prevention of use in Automobile) Order,2000.

10. The Orissa P.D.S. Control Order,2002.

11. Paddy procurement through D.P.C. as per the terms for Agreement executed with Custom Miller.

12. Distribution of P.D.S. commodities as per the terms of Agreement executed with Storage Agents.

8. Citizens Interaction

Different meetings on implementation of different schemes of Govt. and implements of Govt. Act and Rules with public representatives and Govt. officials are being conducted regularly at different level of District Administration.

9. Postal Address of the main office, attached/subordinate office/field units etc.

District Headquarters

Civil Supplies Officer-cum-District Manager, OSCSC Ltd., Dhenkanal

P.O./ Dist.Dhenkanal

Sub-Divisional Level

Asst. Civil Supplies Officer, Sadar / Kamakhyanagar /Hindol

Block level/N.A.C./Municipality

Inspector of Supplies, Dhenkanal/ Odapada / Gondia / Hindol/ Kamakhyanagar/ Bhuban/ Kankadahad/ Parjang.

10. Map of Office location

South of S.P. Chhak behind Court Building on the road leading to palace.

11. Working hours both for office and public

Office working hours- 10 A.M. to 5 P.M.

No such working hours for public has been specified.

12. Public Interaction, if any

Selection of beneficiaries are decided through public meetings such as Palli Sabha and Gram Sabha while public interactions through people representatives are made in BLAC/TLAC/Council meeting/Vigilance Committee for proper distribution of essential commodities.

Copies of allotment and distribution of Essential commodities are being sent to peoples representatives and media for their information.

13. Grievance Redress Mechanism

Grievance when received either from Public, higher level or Govt. are being attended to on priority basis to redress grievance of the petitioner.

Manual –2

Powers and duties of Officers and employees

(Section-4 (1)(b)(ii)

Powers and duties of Officers and staff

Manual-3

Section 4 (i) (b)(ii)

Procedure followed in Decision Making Process.

The procedure can be described both in narrative form and through flow process chart. In narrative form, the stages through which a proposal process, the levels at which it has to go for approval may be explained.

Flow Process Chart

Sl.No.	Activity	Level of Action	Time frame
1.a)	To receive application and put diary number (General in nature)	Counter Clerk	Same day.
b)	To receive application and put diary number (Redressal of grievance)	-do-	-do-
c)	To receive application and put diary number (Allegation Petition)	-do-	-do-
2.	Receipt of application, entry in the log book, processing of file and issue to proper destination	D.A. concerned	One day
3.	Prepare and submission of report	a) Inspector concerned. b) BDO concerned c) Sub-Collector	3days 7days 7days.
4.	Preparatie of report after receipt of information from periphery.	D.A. concerned	One day
5. Allocation of allotments.
a)	Dyrisation and put up	D.A. concerned	Same day
b)	Distribution order	CSO/Collector	3days
c)	Issue and dispatch of order	D.A. concerned	Same day.
6. Application for issue of licence
a)	Receipt and Dyrisation	D.A. Concerned	Same day
b)	Processing	-do-	2days
c)	Processing and collection of report from periphery	Inspector/BDO/ Sub-Collector concerned.	7days
d)	Issue of licence	CSO/Collector	3days
e)	Issue of monthly returns	CSO/Collector	3days
7.	Receipt of application for issue of duplicate licence with relevant documents	D.A./CSO/ Collector	3days
8.	Release of security deposit. (Processing and issued of release order)	DA concerned/ Auditor concerned	7days.
9.	Receipt of applications for appointment of Storage Agents and verification of documents	DA/AM/CSO-cum-DM	15days.

Manual-4

Norms set for the discharge of functions

(Sections-4(i)(b)(iv)

Sl.No.	Activity	Time frame/Norm	Remarks
1	2	3	4
1.	Diary of letters	3 minutes per letter
2.	Issue & Dispatch of letter	5minutes per letter	Registered that including entry in messenger book
3.	Typing job	30 pages per day
4.	Receipt of letters including Registered letters.	2minutes per letter
5.	Processing & noting in file	15-30 minutes per letter.
6.	Drafting in files	15-30 minutes per letter.
7.	Preparation of allotment order and sanction orders	15-30 minutes per order.
8.	Issue of licence	5-10minutes per licence	Including entry in register.
9.	Release of security	2 hours per security
10.	Issue of Delivery Order	10-15 minutes.

Manual-5

Rules, Regulations, Instructions, Mannuals & Records for discharging functions

(Section-4(i)(b)(v)

List of Regulations, Instructions, Manuals & Records

Sl No	Name of Act, Rules, Regulations	Brief gist of The contempt	Reference No. if any	Price in case of period publication
1	Orissa Records Manual 1964	Procedure for maintenance of files and records
2	E.C.Act,1955	Regulation of procedure supply & distribution of essential commodities
3	P.D.S. Control Order, 2002	Procedure for issuing/ cancellation of License dealer
4	Prevention of Black Marketing & Maintenance of supply of Essential commodities Act	Prevention of regulate black marketing of essential Commodities
5	Kerosene(Restriction on use and fixation of ceiling price)order,1995	Regulate use of S.K.Oil
6	The Liquefied Petroleum Gas (Regulation of supply and distribution) Order, 2000	Regulate supply and distribution of LPG
7	The High Speedy Diesel (Dealers Licensing Order, 1978	Regulate supply and distribution of HSD
8	The Orissa declaration of stocks and prices of E.C. 1973	Regulate availability of stocks and price of E.C.
9	The M.S. & HSD (Prevention of malpractices in supply and distribution order,1990	To prevent adulteration
10	The Orissa & Paddy procurement (Levy) and restriction, sale and movement order,1982	Prevent of paddy to distress sale prevent and to provide minimum support price to farmers
11	Lubricating oils and greases (Processing supply and distribution egulation)order,1987	Regulation of sale of lubricating oil and Greases
12	Agreement with Custom Miller Ascertaining guidelines for procurement of Paddy	Regulation of procurement and Milling of Paddy
13	Agreement with Storage Agent	Regulation of storage E.C. preservation and distribution etc.
14	Guidelines from Govt. time to time	In General

Manual-6

A Statement of the Categories of documents that are held by it under its control

Section-4(i)(b)(vi)

A Statement of the categories of documents held

Name of Record

Details of information

Available

Unit/Section where available

Retention period where available

Cash Book,Voucher Guard file

Case records under 6A of E.C. Act & register

Office copy of license

Issued to HSD outlets

Of different oil companies and license Register

Service Book & Rolls

Allotment Register

a).S.K.Oil

b).BPL Rice

c).AAY rice

d).A.P.Rice

e).Wheat

f).Sugar

g).Pay & DA etc.

Procurement Register

Expr. of allotment

Name of person against

Whom instituted & Date,

Place of occurrence etc.

Name,address and location of point of HSD outlets

Service record of

Employees

Allotment lifting off takes

Levy target and

achievement

Cash Section

Enforcement Section

-do-

Establishment

Section

Keorsene

Procurement

“

Estt. Sec.

Procurement

Permanent

3 years

Permanent

3 years

2. Corporation Wing

1.Cash Book 9.D.O.Control Register

2.General Ledger 10.Storage agent Control Register

3.Purchase daybook’ 11.Advance Register

4.Sales daybook 12.Bank Draft deposit Register

5.Personal ledger of Storage Agents 13.Ration Card Register

6.Paid and pending bill Register 14.Security Deposit Register

7.Fixed Assets Register 15.Bill Register

8.Stationery Register

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(i)(b)(vii)

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

Sl. No.	Name & Address of the consultative committee/ bodies.	Constitution of the committee/ body.	Rule & responsibility	Frequency of meetings.,
1.	Vigilance Committee to check misuse of PDS kerosene	Yet to be constituted.	Monitor distribution of kerosene	Once in every quarter.
2.	Procurement committee	Constituted
3.	D.C.P.C.Committee	-do-
4.	B.L.A.C.Committee	Block-8
5.	T.L.A.C.Committee	Municipality Sadar.

MANUAL-8

A statement of Board, Council, Committee and other bodies constituted.

(Section-4(i)(b)(viii)

List of Boards, Councils, Committees etc.

Sl. No.	Name and address of the body	Main function of the body	Constit ution of the body	Date of constit ution	Date upto which valid	Whether meetings open to public	Whether minutes accessible to public.	Freq uency of meeting	Rema rks.
1	2	3	4	5	6	7	8	9	10
1.	Vigilance committee of Blocks/ NAC/ Municipa- lity.	Monitor distribu- tion of PDS, Kerosene with objective of preventing block marketing and diversion of Kerosene.	Hon’ble MLA- Chairman Hon’ble MP/Rep. Member, ACSO/MI Member Chairman of PS- Member Chair person of NAC/ Munici- pality three sarapa- nchas of PS/Member, Ward Member of ULB/ BDO/ EO, ULB/ Member Secretary	Not yet consti- tuted.	--	--	Yes	Quart- erly.
2.	Procure- ment committee	To monitor purchase of procur- ement of paddy from farmers providing minimum support price and to prevent distress sale.	1. Inspector of Supplies. 2. Miller 3. Revenue Inspector. 4. Represe- ntative of RMC. 5. Reputed farmers.
3.	D.C.P.C. Committee	Constitute as per guidelines
4.	B.L.A.C.	Constituted
5.	T.L.A.C.	Constituted.

Manual-9

Directory of Officers and employees

Section-4(i)(b)(ix)

Civil Supply Office, Dhenkanal