28
No.
S&S/SA/37/1/(31)/APV/2005/
Dated : 25th February, 2005
The
Zonal Manager ( )
Food
Corporation of
Zonal
Office,
Chennai
/ Mumbai / Kolkata / Guwahati / Noida (U.P.)
The
Sr. Regional Manager,
Food
Corporation of
Regional
office,
Subject
:
Annual Physical Verification as on 31.3.2..5
Ref.
: 1.
2.
Sir,
The
detailed instructions for undertaking the Annual Physical Verification issued
vide Headquarters Circular No. S&S/SA/37/1(18)/93-94/APV dated 31-1/4-2-1994
are to be followed for conducting the same as on 31.03.2005 and the results
thereof be posted in the Performa I to VII enclosed herewith. Like in the past,
the depot transactions shall remain suspended on 1st and 2nd
April 2005 for the purpose of APV. PV operations should invariably be completed
during or within these two days. In case, the time framed can not be adhered to
or records are incomplete, responsibility would be fixed against the concerned
Assistant Manager (Depot) / Depot in charge0 and the names of such depots be
reported to Headquarters.
2.
The
counting sheets of stacks must be preserved and sent to district Managers
concerted for the purpose of exhibiting the same in the event it is called upon
to do so by the CAG auditors concerned. A copy of the AVP report may also be
maintained in the respective depot mentioning the details of the short/excess
bags observed during the course of the Physical Verification in Performa VI-A,
VI-B and VI-C as the case may be, for certification by the Auditors and for
further examination case may be, for certification by the Auditors and further
examination at the Headquarters level. The PV results in the said proformae must
be tallied with the SLS figures and the same be duly verified / certified by the
CAG Auditors in time. The C&AG Auditors be apprised of the instructions
for conducting the Annual Physical Verification well in time by the Districts /
Regions / Zones concerned and wherever they feel the necessity to associate
themselves with such P.V. full co-operation be extended to them to do so.
3.
All
ready issuable stocks, up-gradable issuable stocks and non-issuable stocks are
to be verified separately by 100% peripheral count filling-wise by the officials
from other depots as far as possible and by associating another stock holding
official.
4.
District
Manager must ensure finalization of the Depots and datewise detailing of the PV
teams in advance. The IA and PV teams who are already under the DM/JM
(IA&PV) at Regional / Zonal level are not to be deployed for the exercise.
5.
Weighment
should be conducted on 100% for all baby stacks in all the godowns excluding the
stocks covered by tenders or stocks covered under litigation etc. The PV report
of 100% weightment must be certified by the official conducting PV as well by
the Depot Incharges, neatly entered in the prescribed
proforma VII-A, VII-B, and VIII-C. the Districts / Regions / Zones are to
ensure that APV is conducted in all the depots as per the prescribed procedures
and as per the time schedule and reports thereof be submitted on the prescribed
pro-forma I to VIII duly certified, cross – tallied and reconciled at the
District / Regional / Zonal levels. As the PV results are incorporated in the
stock accounts, it would be the personal responsibility of the District Managers
to include the details in the stock ledger Summery commodity-wise.
6.
in
addition to this APV by peripheral count, a list of depots selected by the
Chairman and Managing Director on the basis of ISI method will follow. The
instructions issued vide Headquarters circular dated 26.03.2003 should be
followed this year also for 100% weightment of the stocks of the stacks in the
selected depots of ISI method, the list of which will be sent separately.
7.
The
APV is also to be conducted in respect of all movable assets, dead-stock
articles, building materials, engineering stocks and Technical equipment etc.
available in the depots and reports thereof be furnished to the Auditors for
their verification and got certified by the respective wheat,
rice, paddy and sugar only be sent to Stocks Division of Headquarters.
8.
The
districts are to forward the depot-wise original statements in proformae I to IV
duly countersigned by the District Managers to the Regions concerned along with
depot-wise district consolidation indicating the filling
wise i.e. 95kg bags/75kg bags / 50kg bags separately on the prescribed performa
I to VIII latest by 15th April, 2005.
The region concerned after through checking and reconciling the stack-wise /
depot-wise census list of the stocks of each commodity as per Pro-forma-I
for ready issuable and up-gradable issuable stocks and pro-forma-III for non-issuable
stocks with their summary details as per pro-forma-II and IV should be arranged
with data entry in their computer floppy. The structures in which the details
from these two (II and IV) pro-forma are to be entered are already available
with the units, but copies are again attached. The data sent should contain
proper punching of the commodity code/depot code etc. legibly. It is to be
ensured that no errors are occurred in feeding data. The regions are also to
compile the district-wise/commodity-wise details as per the prescribed proforma
V-A to VII-C duly reconciled with physical stocks as per (audited) SLS circular
No. IV/I(4) on pro-forma VI-A to VII-C giving reasons / justification for the
difference with the book balances, if any. The regions should also ensure that
the book balances in bags and weight filling-wise as per pro-forma V-A to VI-C
tally with the computer floppy summary print, book balances/ PV balance etc.
Each Pro-forma must be certified by the Joint Manager (Stg.) / Joint Manager
(A/Cs) and countersigned by the Sr. Regional Manager concerned. Each
Region is to forward the manual APV reports on the prescribed pro-forma V-A to
VII-C indicating filling-wise number of bags and weight of book balance and
number of bags found on 100% physical count
to Headquarters along-with computer floppy on pro-forma I to IV enclosing
district-wise commodity-wise summary print their of with a copy of concerned
Zonal Office by 15th May, 2005. Floppies and Floppy prints must be
completed to generate data of ready, up-gradable and non-issuable stocks
commodity-wise with proper codification.
9.
The
Regions are also to consolidate and forward the depot/district wise APV results
of 100% weightment in the ISI selected depots and all the baby stacks in the
prescribed pro-forma VIII. The District henceforth need not forward any PV
report to Headquarters directly. They are to be sent to be Regional Offices who
will in turn consolidate and forward it to sent to the Regional Offices who will
in turn consolidate and forward it to the Zones with their review / comments. It
may be ensured that all the baby stacks in each depot are to be weighed on 100%
and the results be furnished in the prescribed format. The Zonal Office will
consolidate the baby stacks in each depot are to be weighed on 100% and the
results be furnished in the prescribed format. The Zonal Office will consolidate
the commodity-wise, filling wise number of bags and weight of each region
indicating book balance, PV balance, difference noticed and details of action
taken in case of shortages under his jurisdiction and forward it to Headquarters
by 31.05.2005.
10.
While
consolidating the APV results, it
must be ensured that the respective regional consolidation units furnish
district-wise / commodity-wise total stocks available, indicating therein
details of filling – wise total number of bags and weight in a separate
proforma highlighting the book and PV balance and the differences, if any.
The regions for variance may also be indicated against each district. This
consolidation must be tallied with the SLS figures along with the floppy prints
and with the manual APV reports.
11.
The
APV reports should be critically analyzed by the Sr. Regional Manager / Zonal
Manager with proper page / item-wise total duly tallied with the SLS figures and
forwarded to the Headquarters within the prescribed time limit in the proforma
V-A to VIII-C indicating commodity-wise regional summary filling-wise duly
countersigned by Regional Finance officers and countersigned by SRM. The
forwarding letter must indicate specific reasons and action taken on the
abnormal shortages noticed during the course of APV, if any.
12.
regarding
test check of quality verification of the stocks, the instructions issued vide
letter of even number 5/7-3-1997 be strictly adhered to in all the depots to
ensure the quality and quality of stocks as on March, 2005 and the
results of random quality verification sent to Manager (QC), Food Corporation of
India, Headquarters, New Delhi for their Follow-Up Action required if any.
13.
It
would be the responsibility of the District Managers to ensure that the CENSUS
LIST of
the stocks as on 31.03.2005 in the depots is prepared and handed over to the PV
team deputed for the purpose and confirmation to this effect for all depots
under the district jurisdiction would be sent by the concerned District Manager
under his signature to the Sr. Regional Manager with copy to the Zonal Manager
through fax immediately.
14.
These
instructions may kindly be circulated in all the depots and brought to the
notice of all concerned for strict compliance.
15.
Kindly
ensure that the consolidated APV reports for the region as a whole are sent by
the respective ZMs/ SRMs to Headquarters latest by 31st May,2005.
This
issue with the concurrence of Finance and Approval of the Competent Authority.
Yours
faithfully
(K.C.
SHARMA)
MANAGER
(STOCKS)
Encl.
: proformance I to VIII.
Copy
to :
1.
The
Managing Director, CWC,
2.
The
Manager (F&A), FCI, Zonal Office, ___________________.
3.
The
ED(F) / ED (IA) / ED (G) / AFA (A/Cs), FCI, Headquarters,
4.
The
AFA (Computer), FCI, Headquarters New Delhi for necessary Action.
5.
The
Manager (QC) FCI, Headquarters New Delhi for necessary Action.
6.
The
ED(C), FCI, Headquarters
7.
PS
to MD/Chairman, FCI, Headquarters
8. Hindi Cell FCI, Headquarters New Delhi for translation of the same in Hindi also.
*****