MANNUAL  – I

Particulars of Organization, Functions and Duties

2.1.  Objective/purpose of the public authority

MLALADS :-

Objectives-With a view to increasing the participation of local people and their representatives in the planning process, which is one of the main objectives of decentralized planning, the concept of Members of Legislative Assembly Local Area Development Fund "MLALAD Fund" has been introduced in the State of Orissa since 1997-98. Similar to that of MPLAD Fund introduced by Government of India in 1993. Under this scheme, funds to the tune of Rs. 50.00 lakh per Constituency will be Provided in the State's Plan Budget every year, which may change depending on the resources position and other commitments of the State. The "MLALAD Fund" is intended to be utilized for small but essential Projects/Works based on the felt needs of the local public. It is also meant to be used for providing missing links to operationalise non-operational Plan assets for which funds can not be provided under any other on-going Programmes, This fund is not tied to any development sector but nonetheless it shall be governed by certain guidelines, as given below and all established administration and financial procedures of the State Government for implementation of Development Programmes will apply to the utilisation funds under MLALAD Scheme.

Manual 1

Particulars of organization, functions and duties

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

1. Aims and objectives of the organization

2. Mission /Vision

3. Brief history and background for its establishment

4. Organization Charts

5. Allocation of business

6. Duties to be performed to achieve the mission

7. Details of services rendered

8. Citizens interaction

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

10. Map of office location

11. Working hours both for office and public

12. Public interaction, if any

13. Grievance redress mechanism

 

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
		Administrative	Financial	Statutory	Others
1	District Planning Officer	Head of office / Overall Charge of Office	Drawing & Disbursing officer	Drawing & Disbursing officer / over all charges	As & when ordered by Govt.	Head of office / Overall Charge of Office
2	Senior Economic Investigator	Member of Parliament Local Area Development Scheme (MPLADS) / Special Problem Fund /	Nil	District Planning Committee & Draft Annual Development Plan	As & when ordered by DPO	Member of Parliament Local Area Development Scheme (MPLADS) / Special Problem Fund /
3	Cartographer	Member of Legislative Assembly Local Area Development Scheme MLALADS / 11th F.C. Award / Untied Fund / District Planning Committee	Nil	District Planning Committee & Draft Annual Development Plan	As & when ordered by DPO	Member of Legislative Assembly Local Area Development Scheme MLALADS / 11th F.C. Award / Untied Fund / District Planning Committee
4	Sr. Clerk	Establishment / Bill & Budget / Consignment of Record	Nil	Establishment / Bill & Budget / Consignment of Record	As & when ordered by DPO	Establishment / Bill & Budget / Consignment of Record
5	Peon	Office matter	Nil	Office matter	Nil	Office matter
6	Driver	Driving	Nil	Driving	Nil	Driving
6	Watchman	Guarding the office in Night	Nil	Guarding the office in Night	Nil	Guarding the office in Night

 

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

 

 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 MPLADS & MLALADS

S. No	Activity	Level of action	Time frame
1	Receipt of letters	Sr. Clerk	Same day
2	Diary of letters	Sr. Clerk	Same day
3	Diary letters received by concerned staff	SEI / Cartographer / Sr. Clerk	Next day
4	Put up to DPO	SEI / Cartographer / Sr. Clerk	Three day
5	Put up to Collector	DPO	Same day
6	After return from Collector file moves to concerned staff	SEI / Cartographer / Sr. Clerk	Same day
7	Issue / despatch	Sr. Clerk	Same day
8	Serving of Local Letters	Peon	Next day

 

        Such charts may be prepared for major functions.

 

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

 

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
1	MPLADS	Admissible  Projects which can be taken up under MPLADS	MPLADS Guideline	No
2	MLALADS	Admissible Projects which can be taken up under MLALADS	MLALADS Guideline	No
3	Special Problem Fund	Implementation of projects at district level	Special Problem Fund Guideline	No
4	District Planning Committee	Functions of DPC / Procedures of Election to DPC	Orissa District Planning Committee Act 1998 Rules 2000

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	MPLADS Project	Selected / Sanctioned / Expenditure / Status / UC Submitted	District Planning Office	Nil
2	MLALADS Project	Selected / Sanctioned / Expenditure / Status / UC Submitted	District Planning Office	Nil
3	Special Problem Funds	Selected / Sanctioned / Expenditure / Status / UC Submitted	District Planning Office	Nil
4	11th F.C. Awards	Selected / Sanctioned / Expenditure / Status / UC Submitted	District Planning Office	Nil
5	Untied Funds	Selected / Sanctioned / Expenditure / Status / UC Submitted	District Planning Office	Nil

 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 and address of the Consultative Committees/bodies	Constitution of the committee/body	Role and responsibility
1	District Planning Committee, Dhenkanal	District Planning Committee	To prepare Draft Annual Development Plan with consultation of the members elected from Zilla Parisad and Urban Local Bodies / Monitoring and Evaluation of Different Schemes

 

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.

Sl. No	Name and address of the body	Main functions of the body	Constitution of the body	Date of constitution
1	2	3	4	5
		Prepare the Draft Annual District Plan with consultation of the members of DPC		06.03.05

  

Date up to which valid	Whether meetings open to public	Whether Minutes accessible to public	Frequency of meetings	Remarks
6	7	8	9
	No	Yes	As and when requires

 

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	District Planning Officer	224422	Nil
2	Senior Economic Investigator	224422	Nil
3	Cartographer	224422	st037016@yahoo.com
4	Sn Clerk	224422	Nil
5	Peon	224422	Nil
6	Driver	224422	Nil
7	Watchman	224422	Nil
8

 

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)]

S. No	Name and Designation	Pay scale/Monthly remuneration

 

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