P.G. Cell

Manual 1

Particulars of organization, functions and duties

[Section 4(1)(b) (i)]

1. Aims and objectives of the organization:-

For Redressal of public grievance.

2. Mission /Vision:-

Nil

3. Brief history and background for its establishment:-

This section is a part and partial of Collectorate, Dhenkanal.

4. Organization Charts:-

Nil

5. Allocation of business:-

Redressal of public grievance.

6. Duties to be performed to achieve the mission:-

Nil

7. Details of services rendered:-

As stated as Sl.No.5

8. Citizens interaction:-

Nil

9. Postal address of the main office, attached/subordinate office/ field units etc.:-

Collectorate, P.O./Dist.- Dhenkanal

10. Map of office location:-

Nil

11. Working hours both for office and public:-

10 A.M. to 5 P.M.

12. Public interaction, if any:-

Nil

13. Grievance redress mechanism:-

Nil

Manual 2

Powers and duties of officers and employees

[Section 4(1)(b) (ii)]

Powers and duties of officers and staff

Sl.No.	Designation of Post	Powers				Duties attached
Sl.No.	Designation of Post	Administrative	Financial	Statutory	Others	Duties attached
1	O.I.C.,P.G.Cell	Administrative	-	-	-	In charge of Section
2	Jr. Clerk	-	-	-	-	-do-
3	S. A. (Deputed from Mass Education Office, Dkl)	-	-	-	-	To assist the work in P.G.C.
4	Jr.Steno -do-	-	-	-	-	-do-

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

03/09/2005

Manual 3

Procedure followed in decision-making process

[Section 4(1)(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 preparing a food card.

Flow Process Chart for issue of Food Card

S. No	Activity	Level of action	Time frame
1	To receive application and put a diary number	Counter Clerk	Same day
2	To mark application to concerned Inspector
3	To visit premises of applicant and verify the facts	Inspector	2-3 days
4	To prepare report and submit to FSO		Same day
5	To approve / reject application	FSO	1 day
6	To prepare food card if approved and submit to FSO	Counter Clerk	Same day
7	To sign and return card	FSO	Same day
8	To deliver card to applicant	Counter Clerk	Same day

Such charts may be prepared for major functions.

Flow Process Chart for issue of Food Card,

Flow chart regarding disposal of letters.

	Centrally diary section of Collectorate	Same day
1.	Section Diary	Same day
2.	Officer In-charge	Same day
3	Diary	Same day
4.	D.A. (P.K.Mishra, Jr.Clerk)	Within 3 days
5.	O.I.C.	One day
6.	A.D.M.	One day
7.	Collector	One day

Manual 4

Norms 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 illustration:

Illustration

S. No	Activity	Time frame/ Norm	Remarks
1	Diary of letter	3 minutes per letter
2	Dispatch of letter	3 minutes per letter
3	Typing job	30 pages per day
4	Processing of file	15minutes per letter
5	Drafting in file	30 minutes per letter
6	Maintenance of registers	10 minutes per letter

Manual 5

Rules, regulations, instructions, manuals and 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

S. No

Name of the act, rules,

regulations etc

Brief gist of the contents

Reference No

if any

Price in case of priced publications

Nil

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	Register for P.G.C. received from C.M’s office	-	-	1 year
2	Register for P.G.C. petitions received from Ministers/M.Ps/MLAs/Other Higher Quarters.	-	-	1 year
3.	Register of P.G.C. petitions received by the Collector	-	-	1 year

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

S. No	Name and address of the Consultative Committees/bodies	Constitution of the committee/body	Role and responsibility	Frequency of meetings
	Nil	Nil	Nil	Nil

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, committees etc.

S. No	Name and address of the body	Main functions of the body	Constitution of the body	Date of constitution
1	2	3	4	5
	NIL	NIL	NIL	NIL

Date up to

which valid

Whether

meetings open

to public

Whether

Minutes accessible to public

Frequency of

meetings

Remarks

NIL

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

Manual 9

Directory of officers and employees

[Section 4(1)(b) (ix)]

Directory

S No	Name and designation	Office Phone No	E mail address
1	Officer Incharge	-	-
2	Jr.Clerk	-	-
3	S.A.	-	-
4.	Jr. Steno.	-	-

Manual 10

The monthly remuneration received by each of the officers and employees, including the system of compensation as provided in the regulations

[Section 4(1)(b)(x)]

Sl. No	Name and Designation	Pay scale/Monthly remuneration
1	O.I.C.,P.G.Cell,Collectorate,Dhenkanal.
2.	Jr. Clerk
3	S.A.
4	Jr. Steno

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

Major

head

Activities to

be performed

Sanctioned

budget

Budget

estimate

Revised

estimate

Expenditure for

the last year

Nil

Plan Budget

Name of the

Plan scheme

Activities to be under taken

Date of

commencement

Expected

date for

completion

Amount

sanctioned

Amount

disbursed/spent

Nil

Manual 12

The manner of execution of subsidy program

[Section 4(1)(b) (xii)]

List of institutions given subsidy

Sl.

Name and

address of

the

institution

Purpose

for which

subsidy

provided

No of

beneficiaries

Amount

subsidy

Previous

years

utilization

progress

Previous years

achievements

Nil

List of individuals given subsidy

Name and

address of the

beneficiary

Purpose for

which subsidy

provided

Amount of

subsidy

Scheme and

Criterion for

selection

No of time

subsidy given

in past with

purpose

Nil

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

Manual 13

Particulars of recipients of concessions, permits or authorizations granted

[Section 4(1)(b)(xiii)]

List of beneficiaries

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

Nil

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

S. 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

Nil

Manual 15

Particulars of facilities available to citizens for obtaining information

[Section 4(1)(b) (xv)]

Facilities available for obtaining information

Sl. No	Facility available	Nature of Information available	Working hours
1	Information Counter	Nil	Nil
2	Website	Nil	Nil
3	Library	Nil	Nil
4	Notice board	Nil	Nil

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 the Officer designated as PIO

Postal address

Telephone No.

e-mail address

Demarcation of Area /Activities, if more than one PIO is there

O.I.C.,

P.G.Cell

Collectorate,

Dhenkanal

List of Assistant Public Information Officers

Sl. No

Designation of the officer

designated as Assistant PIO

Postal address

Telephone No.

e-mail address

Nil

First appellate authority with in the department

S. 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

Addl. District Magistrate, Dhenkanal

Collectorate,

Dhenkanal

Manual 17

Other information as may be prescribed

[Section 4(1)(b)(xvii)]

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

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

Nil

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

Manual 3

Procedure followed in decision-making process

[Section 4(1)(b) (iii)]

Only in Appeal/Revision cases filed in the court of A.D.M./Collector.

Manual 4

Norms 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 illustration:

Illustration

S. No	Activity	Time frame/ Norm	Remarks
	Diary of letter	3 minutes per letter
	Dispatch of letter	5 minutes per letter
	Typing job	30 pages per day

Manual 5

Rules, regulations, instructions, manuals and 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	OLR Act
2	OLR Rules
3	Orissa, Mutation Manual
4	Orissa Govt. Land settlement manual
5	Orissa Estate Abolition Act.
6	Orissa Estate Abolition Rules
7	Orissa Public Demand Recovery Manual
8	Orissa Prevention of land Encroachment Act.

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

S. No	Nature of Record	Details of information available	Unit/ section where available	Retention period, where available
1	OLR Appeal cases	Court of A.D.M.	Revenue Section	-
2	Encroachment revision	- do-	- do-	-
3	Bebandobasti appeal	- do-	- do-	-
4	Certificate appeal	- do-	-do-	-
5	OEA Appeal	-do-	-do-	-
5	OEA Appeal

Public Grievance Cell