21
No.S&S/21(4)/RL/98
November 6, 1998
CIRCULAR
Subject
:
CONTROL OF TRANSIT AND STORAGE LOSSES AND REGULARISATION OF LOSSES
WITHIN PRESCRIBED TIME SCHEDULE: A SYSTEM APPROACH TO TRANSPARENCY AND
ACCOUNTABILITY.
Control of transit and storage losses and expeditious regularisation of the losses with accountability, wherever necessary in a time hound manner, has been constantly attracting the attention of the Management. Accordingly, it has been decided to introduce a revised procedure involving more transparency accountability and time limit with special emphasis on certification of consignments by an independent officer at a loading and unloading centre/ points for the stocks so dispatched/ received and time limit for documentation of operations, regularisation of transit/ storage losses etc. The new procedure to be followed is as under :-
2.
DESIGNATION OF INDEPENDENT CONSIGNMENT CERTIFICATION OFFICER (ICCO)
At
the dispatching and receiving centres, dispatches and receipt of the stocks by
rail would be supervised by an officer not below the rank of assistant manager
who would be identified and designated as Independent consignment Certification
Officer (ICCO). Such designation for a particular centre would be for a period
of three months. District Managers/ SRMs would change the nomination of an ICCO
for a particular dispatching/ receiving centre under their jurisdiction on
rotational basis every three months. ICCO should be an official, who has not
been associated with the custody/ preservation of the stocks at the centres
where he is deputed to supervise the operations. If a regular ICCO is on leave
or not available on any occasion due to operational necessities, District
Managers would nominate and depute any other officer to act as ICCO for such
occasions. All consignments by rail are to be loaded/ unloaded in the presence
of ICCO by the depot/technical officials.
3.
PROCEDURE FOR DISPATCH OF STOCKS BY THE DISPATCHING CENTRE
3(A)
DISPATCHES BY RAIL:
i.
The Assistant Manager (DEPOT) i.e. the Supervisory Officer of the centres/
depots under his jurisdiction from where the stocks are to be dispatched, would
ensure that the stocks for which priority for issue has been given by the
concerned technical official or AM(QC) in accordance with the procedure in
existence, are within the prescribed specifications and of sound packing before
dispatch to rail head or while directly loading into the wagons in FCI Railway
Siding Depots. IN case there are reasonable grounds for not adopting such
priority in exceptional/special circumstances, the AM (Depot) would record the
reasons in the relevant stack registers and send a detailed report about such
decision to the District Manager next day positively for ratification of such
decision.
ii.
Thereafter the officials holding custody of the stocks would draw 3
(three) representative samples from the stacks identified for dispatch. The
sample slips are to be signed jointly with the concerned T.A.
iii.
The officials of the depot/ centre who are deputed for loading at the
railhead siding would place two representative samples in each loaded wagon
alongwith convoy notes before the wagons are sealed. They would prepare the
label/ seal card with legible entries and after completion of the loading, affix
the FCI and Railway's seal on each wagon alongwith the label/seal cards.
iv.
After completion of the loading, the officials loading the rake would
prepare a "Loading Statement" in quadruplicate in the prescribed
format (Annexure 'A'); this would be countersigned by the ICCO in certification
that the consignment has been loaded in his presence. The ICCO would fax the
first copy of the loading statement to the receiving centre within 24 (twenty
four) hours of the dispatch of the rake.
v.
Thereafter, the Depot Incharge /AM (Depot) who is the supervisory Officer
for the loading of rake, would send within 48 (forty eight) hours of the
dispatch of the rake the following:
a)
PCC of the Loading Statement" (which has been faxed) alongwith
RRs to the consignee depot by Speed Post/ Registered Post.
b)
One copy of the "Loading Statement" alongwith the third sealed
sample (drawn at the time of loading of each wagon) to the District Manager of
dispatching centre.
c)
One copy of "Loading Statement" to the District Manager of
receiving centre;
vi.
The details of the samples would be mutinied in the sample control
register also at the depot.
3.
(B) DISPATCHES BY
ROAD:
i.
The procedure as envisaged in para 3A above with regard to priority and
sealed samples would be strictly followed for dispatch of stocks by road for
each truck. The "Daily dispatch Report"(DDR) is to be prepared by the
Depot Incharge in the prescribed proforma (Annexure 'AA') and the copies of the
DDR are to be sent to all concerned as mentioned in the proforma by speed
post/registered post within 24 (twenty four) hours of the dispatch of truck.
Presence of ICCO is not necessary for dispatches by road.
ii.
For long route road movement of stocks, say over one thousand kilometers,
special care is required to be taken by the dispatching and receiving centre.
The ZMs/SRMs of the dispatching centres, who are the competent authority to
authorise long road movement, inter region or intra region, would identify
initial points enroute for the purpose of monitoring the movement according to
the schedule worked out with the transporter. These intermediary points would be
identified
having regard to the distance of transportation and in consultation with their
counterpart of the receiving centres and notify these critical points indicating
the reasonable approximate time to be taken by the truck to reach at
intermediate/ critical points enroute should only be where the FCI dispatching
centres to convey the scheduled/ expected time when the truck in question would
call at cross the point, to the district Manager or Depot Incharge of the
respective intermediate points, the latter would arrange to monitor as to
whether the truck has passed thought he critical points at the appointed time or
within reasonable time and convey the information tot he District Manager of
dispatching and receiving stations by FAX within 24 (twenty four) hours.
iii.
It would be the responsibility of the authority awarding the contract to
take all possible measures for safe road transportation upto the destination.
Some of the suggestive monitoring mechanism would be as follows:-
a.
The truck operator should be given full address alongwith the telephone
numbers of the intermediate points by the District Managers of the dispatching
depots in the Road Permit Order/DDR so that the truck operator may inform over
phone on reaching intermediate points.
b.
The official incharge of the intermediate points may make an arrangement
with the nearby Check post/Octroi Post and the truck operator should get entry
of its truck in the register kept by them and the local officials can scan the
entries of such trucks on the next day of the reasonable time of the reporting
by the trucks.
c.
As the long route transportation are, generally made in convoy, the
verification can also be made by the FCI official of the intermediate point at
some other convenient point to be agreed mutually with the transport operators
where such convoy halts within the jurisdiction of the intermediate point.
4.
PROCEDURE TO BE ADOPTED FOR RECEIPT OF THE STOCKS AT THE RECEIVING CENTRE:
RECEIPT
BY RAIL:
4
(A) The AM
(Depot) who is the supervisory officer of the depot/ centre where the unloading
of the stocks is to be made either at the railhead or within the FCI railway
siding depot would ensure that the unloading is to be done in the presence of
the ICCO in the following manner:
i)
The ICCO alongwith Depot Incharge/ AM (D) would inspect the rake before
as well as after opening of the wagons and then the Depot Incharge would make
status entries for each wagon in the Wagon Unloading Register for the following
items in addition tot he prescribed details:
ii. a) WhetherRai1way/ FCI seal on each wagon is intact or tampered;
b)
Whether all entries on the label/ seal card are legible and cards are
intact;
c)
Whether wagons opened by the labour on getting the instructions from the
Depot Incharge/AM(D);
d)
Whether convoy notes are found with complete legible entries in each
wagon;
e)
Whether two sealed samples are found in each wagon; and
f)
Whether the quality of the stocks of each wagon conforms to the
representative samples received in the wagon.
ii)
In case quality of the stocks of any wagon is found to be of unacceptable
variations, then the representative samples would be drawn from such of the
wagons by the concerned TAs in duplicate with sample slips duly signed jointly
with Unit Depot Incahrge and the TA concerned where such stocks are to be
stacked after unloading.
iii.
In case the quality of the stocks is found to be acceptable and in
conformity with the sealed samples sent by the dispatching centre, then further
drawl of joint sealed samples is not required and the stocks could be stacked in
the godown with complete entries in the stockwise register and the quality
priority register indicating the various refractions of the stocks as per
analysis.
iv.
In case the original seals of the wagons are found. to be tampered or
broken the unloading of such wagons is to be made in the presence of the Railway
Officials to record in the relevant delivery book and all documentation as
prescribed are prepared for necessary claims to the Railways. In case the
receiving depot/centre fails to comply with the procedure or the complete
documentations for loading of the Railway claim well within the prescribed time
limit, then the responsibility of such loss may also rest on the officials of
the receiving depot/ centre.
v.
After complete unloading of the wagons, the depot official would prepare
the unloading statement in the prescribed proforma (Annexure IBI). Unloading
statement would be countersigned by the ICCO and one copy would be FAXED by him
to the dispatching centre within 24 (twenty four) hours of the complete
unloading of the rake. Thereafter the Depot Incharge or AM(D) who is the
supervisory officer of the unloading of the rake would send the following by
recorded delivery within 48 (forty eight) hours of the complete unloading of the
rake.
a)
FCC of the "unloading statement" whioch has been faxed to the
consignee depot;
b)
One copy of the "Unloading Statement" alongwith one of the
sealed sample as sent by the dispatching centre in watch wagon tot he District
Manager of receiving centre.
c)
One copy of "Unloading Statement" to the District Manager of
Dispatching centre.
4(B)
RECEIPT OF STOCKS BY ROAD:
AM(DEPOT)
or Depot Incharge would ensure that stocks received by road are inspected with
respect to the sealed samples, RMP carried by the Transporter and compared with
the details in the DDR a copy of which sent by dispatching centre. The receipt
of the stocks is to be acknowledge on the RMP indicating full details of the
shortages and/or quality complaints. After receipt of the stocks, copies of DDR
duly acknowledged is to be sent to all concerned by recorded delivery within 48
(forty eight)hours of the receipt of the stocks.
5.
In case of quality complaints of the stocks received by rail or road, the
concerned supervisory officer i.e. AM(QC)/AM(D) would get prepared the Loss
Assessment Statement (LAS) within 10 (ten) days of the unloading of the rake or
truck and send to his District Manager who would scrutinize the same sent it to
the consignor District Manager with copy to the SRM concerned of dispatching and
receiving centres within next 10 (ten) days of the receipt of LAS from the Depot
with complete requisite documents.
6.
For quantity shortages, the AM (Depot) or the Depot Incharge would
prepare the transit loss statement of each rake in the existing prescribed
proforma (Annexure 'C') and send it to his district Manager with copy to the
district Manager of the full rake.
7.
The District Manager of the dispatching centre on receipt of the
unloading statement from the receiving centre would take necessary action for
fixing the responsibility against the delinquent officials for the quantity
shortages reported in wagons with seal intact. In all other cases, if transit
shortages reported in the unloading statement are of significant deviations with
respect to the weight, the District Manager concerned would cause investigations
to ascertain the reasons and take remedial measures for more effective checks on
the dispatching centre and also fix the responsibility for the dispatch of the
defective stocks after receipt of the copy of transit loss statement from the
receiving centre.
8.
If disciplinary action for quality complaints is to be initiated against
the officials of the dispatching centre, the one sealed sample each kept with
the District Managers of the receiving centre and dispatching centre and the
wagonwise sample drawn from the unacceptable stocks and kept by the District
Manager of receiving centre would form part of evidence against the delinquent
officials. The certification by ICCO in the unloading statement would also act
as witness and corroborative evidence in such disciplinary proceedings. The
disciplinary proceedings initiated sho1d be fina1ised under minor penalty
proceedings within 3(three) months and under major penalty cases within 6 (six)
months from the date of initiation of the disciplinary action by the
disciplinary authority. In case the proceedings are likely to be delayed, a
report may be sent to the next higher authority giving the reasons and the
circumstances thereof.
9.
With the introduction of this revised procedure for dispatch and receipt
of the stocks by rail, the current system of joint inspections by the receiving
and dispatching officials at the receiving centres, stands withdrawn. However,
the old cases would continue to be de1at within the existing procedure.
10.
PROCEDURE FOR REGULARISATION OF TRANSIT LOSSES:
i.
The competent authorities i.e. District Managers/ SRMs/ZMs/ MD to
regularise the transit losses, as per their delegated authority would scrutinise
each case, which is sent by their subordinate authority and regualrise the
losses by recording the requisite certificates on the statements as per existing
instructions. Details of the competent authorities tow rite off losses and the
certificates to be furnished, are given in Annexure 'D'.
ii.
The competent authority shall write off the losses, if justifiable, and
within its delegated authority, within 15 (fifteen) days of the receipt of cases
from its subordinate authority.
iii.
If the competent authority is not convinced about reasonableness and
justification of the losses, it would get the cases investigated and take a view
for initiating disciplinary action against the delinquent officials found prima
facie responsible for such losses and thereafter write off the losses which are
within its delegated authority in terms of five point certificate or send the
cases to the next higher authority where the shortages exceed its delegated
powers in respect of percentage or for taking disciplinary action against the
delinquent officials found prima facie responsible in the investigation report.
the above action is to be taken by each competent authority within two months of
the receipt of the cases by them from their subordinate authorities.
iv.
In cases where transit losses have been written off by the competent
authorities pending finalization of disciplinary action against the delinquent
officials, the disciplinary proceedings in such cases should be completed within
a period of three months for minor penalty and six months for major penalty from
the date of the write off of the losses by them.
11.
Time schedule for regu1arisation of shortages and/or taking disciplinary
action is as under:-
|
i. |
Depot
i/C or AM (Depot) to send Transit Loss Statement to District Manager of
receiving depot and copy to District Manager of dispatching centre after
unloading or rake. |
Within
Ten days |
|
ii. |
District
Manager to write off the losses, if justifiable and within its delegated
authority after receipt of cases from the depot. OR recommend the case to
next higher authority. |
Fifteen
Days |
|
iii. |
Higher
competent authorities to take decision to write off of losses and/or to
take decision for disciplinary action against delinquent officials. |
Sixty
Days |
|
iv. |
Disciplinary
cases under minor penalty to be decided within |
Three
Months |
|
v. |
Disciplinary
cases under major penalty to be decided within |
Six
Months |
12.
The time schedule and documentation prescribed for control and write off
of the losses and fina1isation of disciplinary proceedings have to be strictly
adhered to by all the authorities at each level and any violation would attract
accountability on the concerned officers/ officials. In case there is likely to
be delayed in taking action within the prescribed time schedule due to the
reasons beyond control., the same would be informed in writing to the next
higher authority indicating probable time required for finalisation of the
cases.
13.
SRMs would review with District Managers in monthly meetings all cases of
abnormal transit shortages reported by receiving centres for the rakes
dispatched during previous month from various centres under their jurisdiction
and analyse the trend of shortages so reported with respect to origin of the
dispatching centre for taking all corrective measures. Similar exercise may be
conducted by the ASRM of receiving centres to identify the centres which report
high trend of transit shortages and take effective remedial steps including
disciplinary actions wherever deliberate attempts are noticed to reflect high
trend of transit shortages.
14.
The regu1arisation of shortages which occurred during the period of a
Depot Incharge/Assistant Manager (Depot) and District Manager must be attended
to by him and all statements got prepared, preliminary investigations carried
out, disciplinary actions initiated wherever required, shortages within their
delegated powers regu1arised and other cases sent to next higher authority so
that, as far as possible, nothing remains pending before his relieving from the
present assignment in case of transfer to new places.
15.
In all pending cases, as on the date of issue these instructions,
necessary investigations, fixing of responsibility and initiation of
disciplinary proceedings should be completed in the light of the instructions/
orders in force at the relevant time wherever warranted within a period of six
months from the date of issue of these instructions.
16.
It would be responsibility of all concerned officials supervisory
officers to ensure that the procedure and the time period specified for each
activity in the foregoing paras are implemented by regular periodical
Performance Evaluation and Review Techniques (PERT) in the monthly meetings of
Depot Managers/District Manasgers/ SRMs/ZM as the case may be.
17.
These instructions supercede the existing instructions to the extent as
mentioned in the foregoing paras with regard to the procedure to be followed in
dispatch/ receipt of food grains and determination of transit losses and
accountability thereof.
18.
Performance of the supervisory officers, i.e. Assistant Managers and above in
the Depot/ District Offices/ Regional offices/Zonal Offices to control the
shortages and expedite regularisation of shortages is to be suitably evaluated
and reflected in their annual Performance Assessment Reports.
20.
These instructions and new procedure shall come into force w.e.f 1st December,
1998.
21.
This issues with the aprpvoal of the Chairman.
Kindly
acknowledge the receipt.
(R.K.
SEEWAL)
MANAGER
(S & C / STOCKS)