Kerala Manual of office procedures and District Office manual - ppt ft

Manual of office procedures and District Office manual - ppt ft

1. KERALA GOVERNMENT OFFICE PROCEDURES . MOP and District Office Manual T. James Joseph

2. LEARN- UNLEARN- RELEARN. PERFORMERS 20%( S-M-A-R-T people) WORKABLES 50%( Good subordinate But a bad supervisor.) PASSANGERS 30% A-K-S ATTITUDE IS 100% .

3. ATR - Citizen centric Administration ACCOUNTABLE. TRANSPARENT. RESPONSIVE

4. 106 DEPARTMENTS. REVENUE. POLICE. . ----- LAW ENFORCING DEPARTMENTS. EXCISE. .

5. DUTIES OF A REVENUE OFFICER. Everything under the sun embraces the duties and responsibilities of a revenue officer, His duties are Undefined rather than defined

6. IMPORTANCE OF LEARNING ACT/RULES….. YOU ARE ACCOUNTABLE…! Why did you do that….? Why didn’t you do that…? The power of the people is stronger than people in power.

7. CHANGE WITH THE CHANGE. Many of the directions in the DOM has lost its relevance… speed is the creed of the age….administration is citizen centric… Eg - The financial assistance to a citizen should be delivered in his Bank Account within 100 hours after the receipt of application

8. TAPPAL Any communication addressed to the office head received in the office by post/Email/online/through messenger/directly .

9. Receipt of application. If the application is received directly, receipts should be given to the applicant. You have no right to deny the receipt application .

10. OPENING OF TAPPAL. STAMP CANCELLED INITIALS OF HOD DATE SEAL SECTION WISE SORTING/ CURRENT NUMBER. ENTRY IN DISTRIBUTION REGISTER. DISTRIBUTION. .

11. CURRENT Any communication received in the office which is date sealed, and NUMBERED. Application should bear court fee stamp for Rs 5. No stamp for SC/ST

12. Tappals not to be opened by tappal clerk. Tappals received in name cover. Tappals marked as SECRET. Tappals marked as confidential

13. Arising reference. Any reference from the office which originates the file. Requests for stationery/repairing/TA etc.

14. New case/Old case. New case. Paper which is not related to a pending file. Old case. Paper which is related to a pending file. New file originates from a new case.

15. Registration of tapal 2 stages. 1. By the distribution Clerk in the Distribution Register/Special Register/Security register. By the section Clerk in the Personal Register.

16. REGISTERS TO BE HANDLED BY DISTRIBUTION CLERK. Distribution Register. Special Register. Security register Register For phone messages Call book.. .

17. REGISTERS TO BE HANDLED BY section clerk. Personal Register . files. Periodical register. Stock file. Reminder dairy... .

18. PERSONAL REGISTER IS NOT PERSONAL…. PERSONAL……... 1.SERIAL NUMBER 2.CURRENT NUMBER. 3.DATE. 4.SUBJECT. 5.DATE OF SUBMISSION. 6. DATE OF RETURN REFERENCE ISSUED TO WHOM. 8. COMMN RECEIVED 9.DATE. 10.NATURE OF DISPOSAL..

19. .

20. Registering new cases….. > LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS UNDER ENCROACHMENT.-POSSIBILITY FOR ASSIGNMENT FAX MESSAGE NO B1- 543566/14 CLR DT 14/09/14 (0471-2357889)

21. Registering old cases.. CROSS REFERNCING….. …….. COL.2 COL.3 26-10-14 2387 4375/13 2354 2231/10 2355 2267/11 2357 9854/11

22. . . Note File. + Current File Flap File Board. slips Office File or Pending File. .

23. . Seat No. + Current Number. + Year B3-13520/15 File Number

24. Note File. 1. Subject. 2. Reference. 3. File Number. Notes in Paragraphs(brief summary+ arguments for and against the measures to be taken + suggestions+ opinion of the Js +order of the officer Initials with date sc / Js/Officer. File Vayanakkum arivilekkum utharavinumayi samarpikkunnu ……………??????

25. Note File. 1/3 rd margin. Front page- Left Margin Back page - Right Margin. Sub/ref. Red ink Paragraphs to be numbered. Pages to be numbered with Blue ink. No notes should end at the end of the page Sufficient blank pages should be added……

26. Subject-General to specific. LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS UNDER ENCROACHMENT.-POSSIBILITY FOR ASSIGNMENT NOTE. SUB-LA INTERPELLATION- DETAILS OF PORAMBOKE LANDS.-Poonjar village POSSIBILITY OF ASSIGNMENT UNDER ZERO LAND LESS SCHEME. REF-FAX MESSAGE NO B1- 543566/14 DT 14/09/14 from SECY REVENUE (S) Dept. C1-5476/14 )

27. Current File Current……+ Office copy of the letters issued…..+ Reply received…….

28. Initials of Clerk. At the end of the notes. In the draft. Fair copy should be compared and initialled

29. Clubbing. File dealing with same matter. Order should be obtained. Note of old file + Note of the new file. Old current file+ New current file. Continuous numbering.

30. Numbering. Note file with Blue Ink. Note file paragraphs with Blue ink, Current file with RED ink.

31. .

32. .

33. Disposals/Books for referencings . Should be returned immediately after your use.

34. Charge Taken/Hand over. There must be proper registers for files/records and valuables.

35. SUBMISSION OF FILES MATERIALS NEEDED.. PENDING BACK FILE NEW FILE. DISPOSAL. STOCK FILE . SIMILAR BACK FILE. Acts/rules. .

36. Submission of files……. Current file below.. References at the bottom Note file on the top. . Flagging/ linking/ urgency slip. Through proper channel.

37. Submitting files. Tagging. Flagging. LINKING. Clubbing.

38. Flagging……. Referencing with pencil In the margin. Flag A Flag B P.22 cf. P11 nf . s.22 KBT Act. Current file Should not be flagged.

39. S-M-A-R-T- Drafting. Letters. D. O Letters. Proceedings. U.O Notes. Notices. Circulars. Minutes. STOP MEMO MAHAZAR Reports.

40. SPECIFIC Drafting. Decisions ( Say Yes or No- quote rules ) Conditions.( Tharka rahitham ) Directions.( niyamaprakaram …?) Acts/rules. Accept responsibility. Use tabular form. Directions should be indexed… Akkamittu nirathi ….

41. Measurable - Drafting. A recent study reveals that a single page letter from a government office cost Rs.1200. ….The question is whether you are giving value for money. Your work should be measurable…How far you have reached…daily/monthly/yearly. Don’t give vague statements…. QQQ Fix targets. Use tabular statements. Use only metric measures.

42. Achievable - Drafting. Avoid under estimation/Over estimation. Fix reasonable targets. Select the right mode of communication.

43. Result oriented - Drafting. Never be process oriented ..Be task oriented. Ensure efficiency and effectiveness. Select the right mode of communication. Eg - When giving direction to GP to defend the case…. available SOF also must be given.

44. Time bounded - Drafting. SPEED IS THE CREED OF THE AGE. Timely delivery of messages… There should be time limit in directions… Reply should be time bounded….Avoid reminders . Notices only in statutory cases. Ensure that there is no omission in enclosures. Encourage INTER PERSONAL RELATIONSHIP..

45. Endorsements. Endt on B3-23235/14 Forwarded to All village officers for strict compliance. Collectorate.kottayam Dated 10/03/2015 For District Collector

46. N:Dis N;Dis B3-6754/14 Forwarded to All village officers for strict compliance. Collectorate,kottayam Dated 10/03/2015 For District Collector

47. U O Note. Un official- section to section correspondence . Approved by the JS.

48. Reminders. Need not be signed by the Head of the office. Avoid formal issue- Use inter personal relation ship.

49. Notices. Only in statutory cases. Mobile number is the key- Use inter personal relation ship.

50. Proceedings. Quasi judicial order State the problem. Analysis. Decision.

51. Stop memo. 1. State the offence.. 2. State the relevant act and rules. 3. Prohibitory order. & Show cause….

52. My Presence is Measurable . WRITING MINUTES---Conference & Minutes must be smart.

53. My Presence is Measurable . EVENT MANGEMENT Plan. Preparation. Practice. Play your role.

54. My Presence is Measurable . SQUAD WORK. Plan. Preparation. Practice. Play your role.

55. Learn the right principles in the right time....otherwise you will be forced to learn the same principles in the wrong time…… 1.Urgent Letter sarinte mesappurathu / despatchil . 2. Oru karyam enikkariyam njan uzhappunnila ….. 3.Ente kayyil oru vivaravumilla … Ellavarodum medichu koottiyedukkam . 4.Ellavarodum abhiprayam chodichekkam . 5. Oru ormakurippu koodi . 6.Njan paranjal avar anusarikukayilla . 7. Oru urgent workundu . 8. Athu pandu muthale …………..

56. Arrear List. .

57. Stock File. Important orders, circulars which are useful. Proper indexing.

58. Inspection of personal registers….. Submit the PR on the due date for Inspection.

59. Return of Submitted files……. Office copy sent for fair copying.. Comparing o/c and fair Despatching . . Tagging o/c in the current file. Return of O/c with despatch seal

60. SUBMISSION OF FILES MATERIALS NEEDED.. PENDING BACK FILE NEW FILE. DISPOSAL. STOCK FILE . SIMILAR BACK FILE. TIME LIMIT. .

61. DISPOSAL jackets. L:Dis. K:Dis. R:Dis. N:Dis. . XN: Dis.

62. Leave/Duty. …..no interval no lp Your Absence is accountable. Your Presence is accountable. Your Cash is accountable.

63. Office time 10 AM to 5 PM ….. No lunch Break……. Clerks may avail the interval of 30 minutes between 1.30 PM and 2.30 PM for lunch by turn and there is no permission to leave the office campus. 2 hours Absense permitted To muslim staff On fridays 12.30 -2.30 .

64. PERIODICAL INSPECTION OF PR…..REGISTERS TO BE SUBMITTED…RESUBMISSION WITHIN 48 HOURS. 1.PERSONAL REGISTER. 2.RUNNING NOTE. 3.PERIODICAL REGISTER. 4.STOCK FILE 5.ARREAR LIST..

65. SMART despatch ….. Tapal . Messenger Phone.. E mail Fax.

66. WORK DISTRIBUTION IN VILLAGE OFFICES

67. WORK DISTRIBUTION IN VILLAGE OFFICES .

68. . .

69. . .

70. . .

71. THANK YOU

72. Thank You!! . T. JAMES JOSEPH Tahsildar MOB - 9447464502 WEB- www.slideshare.net.in/mysandesham. Face Book -Kerala Laws on Land