29
No.S&S/SA/37/1/(28)/100%Wt/2003/
Dated:26.03.2003
The
Sr. Regional Manager
Food
Corporation of
Subject
: Physical
Verification of stocks as on 31.3.2003 on the basis of ISI method in depots
selected by the Headquarters.
Ref
: Letter NO.S&S/SA/37/1(27)/APV/03
dated 10.2.2003
Sir,
Please
refer to letter No.S&SSA/37/1/(27)/APV/03 dated 10th February, 2003
regarding Annual Physical Verification of stocks etc. as on 31st
March, 2003 on peripheral count basis and for conducting 100% weighment of all
baby stacks. In continuation to these instructions it is brought to the notice
of all field officers that the system of selection of depots by Chairman has
since been discontinued and in its place ICI method of selection of depots and
selection of stacks has been introduced. This method will be follow; for
physical verification by IA & PV Division, Vigilance Division, Special PV
and Chairman/MD Squad in addition to the APV and quarterly PV. According to the
new ISI method, the following procedure will be followed.
2.
SELECTION OF DEPOTS
2.1
For Annual Physical Verification, the selection of depots will be made at
Headquarters as per the computer package only. The list of depots so selected
will be sent to the Regional office. Names of depots selected for APV as on
31.3.2003 on ISI method in respect of your region are given in Annexure I.
Similarly, for quarterly PV, depots selected by Zonal offices as per the ISI
methodology will be communicated to the Regional Offices.
3.
SELECTION OF STACKS FOR 100% WEIGHMENT:
3.1
ON receipt of the list of selected depots (Annexure I) Regional office
will immediately obtain the Census List from the District Managers in respect of
all the stacks of wheat and rice available in the depot as on 31.3.2003 much in
advance excluding all damaged stocks, stock under litigation/ tender sale and
baby stacks. The Census list may be obtained indicating stack No. and date of
formation, commodity, packing size, quantity
of the stack number of bags in the stack and initial moisture content
etc. for making entries in the computer. The computer
Package
requires a DOS or Windows based Personal Computer for operation and can not be
used on a UNIX based system.
3.2
A committee of 3 cat. I officers may be formed at the Regional office for
implementation of the scheme. ON receipt of the census list of all the stacks of
the selected depots, depot wise details of the stacks should be fed into the
Computer using the STACKS EXE program provided by the IOSI and circulated
by ED(IA) vide his DO letter No.HQ/IA/ISI/PV dated 10th January
2003. Enter details of the stacks indicating Stacks No. Date of formation,
Commodity, packing size, quantity of the stack, number of bags in the stack and
initial moisture content etc. Once the stacks are selected by using the STACKS
EXE program for each depot, the list of stacks should be forwarded to the
concerned District Manager under sealed cover so as to make available the list
of stack-'3 to the PV team on its arrival at the Depots.
4.
WEIGHTMENT OF STOCKS IN THE SELECTED STACKS:
The
PV teams constituted for the purpose of 100% weighment will carry out the
following steps:
a.
The PV team may obtain the list of stacks selected for 100% weighment.
The selected stacks should be checked and the particulars of the stack should be
entered in proforma I from serial number 1 to 14.
b.
The total number of bags in the stack should be so divided to ensure that
equal number of bags are loaded in each truck for weighment, except in the last
truck.
c.
Where lorry weighbridge is not available even in nearby area of selected
depot, weighment may be conducted through platform/beam scale and weight
declared for group of 100 bags except last group which may contain less than 100
bags.
d.
The stacks should be killed and loaded into trucks for weighment on the
lorry weighbridge. Check the weight of the truckload and indicate the truck wise
result in the proforma I in the appropriate column. The loose grain should be
collected and weighed with separate entry. In case there is no lorry
weighbridge, weighment should be carried out on beam scale. Item No.11 weight of
loose grains means it is net weight of the loose grain (i.e. exluding bag
weight).
e.
After submission of census list, all issues made from any stack should be
recorded as per requirement of proforma 1 and hence for each of such transaction
this proforma is to be filled. This when done shall avoid complication in case
of selection by the computer of any such stack which may be partially or fully
killed in between the period i.e. from submission of census list and stack
selection process is over and PV parts.
f.
Assistant Manager (QC)/TA deputed to associate with the PV team will draw
a composite sample from each of the truck and ascertain the .Moisture Content
and record it in proforma I. The moisture content of loose grain should be
separately indicated in the appropriate column.
g.
For each stack separate proforma I should be used. The entries may be
made in KG GMs only. Since the lorry weighbridge indicate weight in KG only 1000
may be recorded against grams in the concerned column. The se stack wise
progorma will be used as final data sheets for feeding the data into the
computer for analyzing the PV results and therefore care may be taken for its
accuracy.
h.
In a rare case, if different filling size bags are found in a stack,
these should be weighed separately for each such packing size and separate
proforma I be filled up.
i.
On completion of the weighment of the stack, the proforma I should be
signed by Depot Incharge. AM (D) AM (PV) and AM(QC)/TA and forward it
immediately to the Regional Office with a copy to the District Manager.
5.
CONSOLIDATION OF DATA:
5.1
AT DEPOT LEVEL:
On
completion of 100% weighment of all the selected stacks in a depot, the
Assistant Manager (PV), Assistant Manager (Depot) and Assistant Manager (QC)
will consolidate the data in Proforma II A &B (enclosed) separately for each
commodity and forward to the District Manager alongwith copies of the data
sheets in proforma I with comments on high percentage of loss/ gain or of any
irregularities observed.
5.2
AT DISTRICT LEVEL:
ON
completion of the 100% weighment, the District manager will immerdiate1y forward
the data as in proforma I for each stacks weighed depot wise to the Regional
office by Courier/special messenger. Apart from this, the District Manager will
consolidate the result of 100% weighment commodity - wise in Proforma III A
& B (enclosed) for the district as a whole with stack wise/ deposit wise
details and forward the same to Sr.Regional Manager immediately with his
comments/ action taken on high 10sses/ gain wherever observed.
5.3
AT REGIONAL LEVEL:
On
receipt of final data sheets in proforma LI from the District Offices, stack
wise/depositwise en tires will be fed into the computer at Regional office under
direct supervision of a senior officer using ISI package "ANALYSIS
EXE" program under the supervision of ata1east one committee member and the
results revealed as output indicating depot wise, district wise and Regional
total be obtained in floppy and forward the same to Headquarters, New Delhi
a10ngwith its print out latest by 31st May, 2003.A copy of the print out may
also been sent to Zonal Manager concerned.
5.4
The depot /district wise consolidation may also be done in proforma IV A
& B (Enclosed) separately for each commodity indicating depot total,
district total and regional total and forward the same to stocks division
headquarters latest by 31st May, 2003 a10ngwith the APV reports with copy marked
to the Zonal Manager concerned for further necessary action at Headquarters.
(AUTHORITY:
285th MEETING OF BOD HELD ON 24.5.2002)
(M.
MALLAIAH)
MANAGER
(STOCKS)
*****