SINGLE FILE SYSTEM

SINGLE FILE SYSTEM

The main purpose of the single file system is to have the full picture of a subject in one file itself.

A Single file contains two parts, namely the correspondence portion on the left hand side and noting portion on the right hand side. There should be no noting on the letters attached to the files on the left hand side, except endorsement of Officers calling for file, marking previous reference numbers and references to other files. A file cover can run upto 300 folios. When a file grows to bigger size, another volume of the file should be opened with a fresh file cover. These fresh files will bear the same file number and the volume number is also indicated. The first volume is not marked as Volume I.

On the noting side of the file, only foolscap sheets should be used. Both sides of a sheet should be used for noting. The pages on the noting side are referred to as pre page and the letters on the left hand side of the file are referred to as Folio.

The filing procedure should facilitate easy collection of information, apart from eliminating possibility of manipulation at a later date. Folio number should be written in red and rounded at the right side top corner. In case a letter has more than one sheet, individual folio numbers should be given to each sheet.

In order to have easy access to letters and their replies, the dealing clerk should mark back references and forward references on the letters. There may be a reference to an earlier correspondence in the text of a letter and by underlining the same in red, respective folio numbers may be indicated. In some cases, the back reference may be in a different file, in such case the folio number and the case file number should be indicated.

Whenever a letter is put up with a noting, the clerk should examine the issue in the light of provisions of codes, manual and extant orders duly using their intelligence in analyzing the issue and come up with suggestions to help the officer to take a decision faster. The noting should be presented in a logical way and also the events in chronological order. The dealing clerk should ensure that there are at least one or two blank papers on the PP side while passing the file from one official to another. The dealing clerk should mend the files, which are damaged, before putting up the same. While putting up the noting, the folio numbers should be cross connected to avoid attaching flags. In case a link file is necessary, the folio number and the file number should be indicated in the noting and the noting should confirm “Linked file no……………….is attached”. All important letters should reach the concerned file without any delay.

The letter issued from the file should be condensed preferably in one page.  The wording should be short, but express the meaning fully. Whenever a draft letter is put up for approval in the file, references to folio number of the earlier correspondence should be indicated on the draft.  This should be continued even at the time of putting up the fair copy for the signature of the Officer.  Railway abbreviations should not be used in the letter addressed to outsiders and the expression should be courteous.  Invariably in all the letters the name and designation of the officer signing the letter should be mentioned, as the indication increases the sense of responsibility of the Officer and enhances the credibility of the letter at the receiving end.

Replies to important letters should be dispatched with the approval of the competent authority duly indicating in the letter that this is issued with the approval of........... If somebody else signs the letter.  Always the office copy of the letter should also have the copies of enclosures.  However if the enclosures are already available in the same file at least the folio number should be indicated under the enclosure list of the office copy.  It is always better to refer the letter no. of the addressee in a reply letter.  The dealing clerk should issue self-contained reminders without waiting for the instructions from the officers.

In order to avoid the loss of files in transit, when a file leaves a branch and is going to another branch, movement of the file has to be recorded to locate it later.  On the cover of each file, the name of the dealing clerk and the supervisor with their designation may be written. Papers of same size (A-4) may be used for making letters and notes. While using computer stationery the perforated edges may be removed so as to get paper of proper size.All correspondences to SR / PU / Other Units would be through Official NIC email.  All fresh instructions are to be uploaded on the home page of SR / PU / Other Unit website for at least 15 days and subsequently the same may be transferred to the designated location on the website. [PBC No.234/2018]

Advantages of single file system

1.    There is a system of maintaining one file for one subject.

2.    The filing procedure is systematic.

3.    Entire subject is contained in one file.

4.    Correspondences between branches are considerably reduced.

5.    Delay due to interchange of correspondence is avoided. 

6.    Views of another branch are obtained in the file.

7.    File linking is reduced.

8.    Workload of the clerk is reduced.

9.    Disadvantages of single file system

10.  Delay due to circulation.

11.  Possibility of loss of file in transit.

12.  Operation of parallel files due to urgency.

Field Inspection List

OFFICE OF FA&CAO/MTP(R)/MS

INSPECTION MANUAL

PART I PERSONNEL

1.       Attendance Register

2.       Muster Rolls and Labour Pay Sheets

3.       Leave Accounts

4.       Service Records

5.       T A Journals And Bills

6.       Court Attachment Register

7.       Advances And Recovery Register

8.       Passes and PTOs

9.       Rent Rolls and Electricity Energy Charges

10.   Payment under WCA

11.   Register of withheld amounts from settlements

PART II NON-PERSONNEL

A.       WORKS

1.       Commencement Of Work

2.       Execution Of Work

a.       Work orders

b.      Tendering

c.       Disposal of tenders

3.       Contract agreements

4.       Register of agreements

5.       Contract management

6.       Contract payments

a.       Measurement book

b.      Contractors’ bills

c.       Contractors’ ledger

7.       Closing of accounts

B.      STORES

1.       Imprest stores accounts

2.       Tools and plant account

3.       Empties account

4.       Purchase orders

5.       Rails

6.       Sleepers and cement registers

7.       Ballast

8.       Adjustment memos

9.       Accounts of released material

10.   Check of Material At Site returns

          C MISCELLANEOUS

1. Land management
2. Auction sales
3. Machinery and plant
4. Log book for department transport hiring of vehicles and BSNL telephones
5. Register of repairs to office equipment
6. Clothing account
7. Cash imprest account

BENCH MARKING

BENCH MARKING: 

The unit transportation cost in the Indian Railway has to be reduced in order to compete with the ever increasing road transport.  The expenses on staff constitute 45% of the total expenditure.  Therefore it is urgently necessary to reduce the expenses on staff.  Bench Mark is a method to reduce the expenses on staff scientifically by rightsizing the HRD(Manpower).

CONCEPT OF BENCH MARK

Establishing goals based on best practices in an industry.

Best-in-Class performance is to be studied and implemented in all activity centers to improve productivity and quality.

It is the search for and implementation of best practices.

It is humble enough to accept that somebody else is better and it is wise enough to learn from them and then match or even surpass them.

It is one of the tools of TQM to facilitate continuous improvement.

STEPS IN BENCH MARK

Decide what to Bench Mark.

Introduce – System of measurement.

Compare with the Best.

Learn from the Best.

Match or surpass the best.   

By comparing with the Best Activity Centre, the available HRD(Manpower) in a particular area can be identified as LESS or EXCESS.  In case of LESS strength, the HRD(Manpower) can be increased and in case of EXCESS strength, the posts can be surrendered.   Thus bench marking offers a scientific method to increase staff productivity in which everybody wins – the Staff, Management, Indian Railways, and Nation.

    

	Bench Mark	Yard Stick
(1) (2)     (3) (4)    (5)	It is a TQM Continuous learning of worker on the job Compare with the Best to Identify ways to improve Dynamic – changes with innovations Economy with increasing work load	It is a Scientific Management Assumes standard workers with limited performance Standard time calculated by conducting time study Static – difficult to change Linear increase HRD(Manpower) with work load

VACANCY BANK REGISTER: 

Due to modernization and computerization in all departments of Indian Railway, the staff have been rendered surplus.  Further due to the introduction of Bench Mark concept also staff have been rendered surplus.

On the other side, the Indian Railway is expanding and new projects are being started.  It leads to creation of new posts.

Whenever posts are surrendered, the mean pay value is credited into Vacancy Bank.  The vacancy banks are being maintained department wise at the Divisional, Extra-divisional level, Zonal Railway and Railway Board level.  When posts are surrendered, 50% of the mean pay value credited to Division, 25% to the HQ and 25% to Railway Board level.  Posts which are rendered surplus due to redundant activities will not qualify for accountable in vacancy bank.

The posts in Workshops are created / surrendered on periodical review and therefore monetary value of surrendered posts should not be credited to the vacancy bank which is similar to creation / surrender of posts of running staff which is based on Annual Review.

In every proposal for creation of post, the CPO / DPO will indicate the availability of mean pay value available in the vacancy bank register.

CREATION OF POSTS

(1) The posts can be created in the following:

            (a) posts required for maintenance of new assets

            (b) new activities arising from changes in the pattern of working / modernization /

                 technical up gradation including provision of computer.

(2)  Posts can be created only with matching surrender in the ratio of 1.5 : 1 (viz.) to say 

      in term of monetary value, the ratio of the mean pay value of the post to be created 

      to the posts to be surrendered shall be 1 : 1.5

(3) GM / DRMs have powers to create Group C and D posts.

(4) Powers for creation of posts for Workshops and Extra-divisional units are rests with GM only.

(5) The post has to be created subject to the overall target of 1% reduction in MP.

CONTENTS OF REFERENCE BOOKS

Indian Railway Establishment Manual Volume. I – 1989 Edition.
Chapter	Subject
1	Recruitment, Training, Confirmation and Re-employment.
2	Promotion for Subordinate Staff.
3	Seniority.
4	Scales of Pay.
5	Percentage of Posts.
6	Pay, Increment and efficiency bar.
7	Compensatory and other Allowances.
8	Dearness Allowances.
9	Running Allowances.
10	Arrears claim and recoveries of over payment.
11	Advances.
12	Change of Name.
13	Medical De-categorised Staff Alternate Appointment
14	Forwarding of Applications for outside Railways.
15	Terms for Railway Servants, substitutes in Temporary Services.
16	Holidays and Special Casual Leave.
	Appendix
1	Training of IRAS Probationers.
2	Qualifying examination for Accounts Clerks and Accounts Assistants.
3	Qualifying exam for promotion for Section Officers, Inspector of Station Accounts and Stores.
4	Promotion, Confirmation for Stock Verifiers.

H R D (Manpower) Planning

It is unfortunate that instead of HRD the Indian Railways still uses the terminology ManPower which ia highly  gender sensitive, So I have used HRD where ManPower is used.

HRD(MANPOWER) PLANNING: 

HRD(Manpower) planning is a process which aims to have the right number of staff at right places with right type of skills at right times to enable the organization to achieve its short term and long term goals.  In other words, HRD(Manpower) planning is the system, which ensures the HRD(Manpower) availability at a given point of time.

HRD(Manpower) planning means establishment of job specifications or the qualitative requirements of jobs to determine the number of people required and to find supply source.

HRD(Manpower) recruitment is related to matching the personal qualities of employees with the job requirements.

Job analysis and Job description: 

Job analysis means analyzing the corporate plans, objectives, finance, investments, products, marketing etc. with the trend of turnover, promotion patterns, transfers, qualifications, training, experience, performance standards and performance actual.

Job description includes job design, job specifications, job enlargement, job enrichment, job responsibilities etc.  When these elements are co-related, the job demand is known. Job analysis, job specification and job design are the important factors involved in human resource development and HRD(Manpower) planning.

Assessment of HRD(Manpower) in Railways

In open line, factors like normal wastage, death, deputation, dismissal, creation of assets and posts, leave reserve, rest givers, yardsticks etc., influences the assessment of HRD(Manpower). 

In construction projects, performance evaluation and review technique, phasing of work etc., are used to assess the HRD(Manpower).

There have been dynamic change in the technology and modernization, electrification, computerization, mechanization of track maintenance etc. are taking place at fast rate to meet the challenges of traffic requirements in Indian Railways.  To meet the challenges of the changing environment, systematic HRD(Manpower) planning is essential. Therefore a category-wise analysis of staff should be carried out, to identify surplus and to arrange HRD(Manpower) in the areas of need. This adjusts the surplus in one category to other categories, where there is demand. HRD(Manpower) planning ensures that the existing HRD(Manpower) is utilized to the maximum possible extent.

HRD(Manpower) planning emphasize on training to different categories of staff to improve the skill and to increase productivity. This step reduces the availability of unskilled staff, increase productivity and maximize HRD(Manpower) utilization. Regular conversion training programmes reduce the wastage of HRD(Manpower) due to changeover. The staffs are also deputed for refresher course, conversion course, promotional course etc. with the aim to develop organizationally effective personnel with pride in their work and faith in management.

The primary objective of the HRD(Manpower) planning is to ensure the availability of the required skill and to reduce wastage. When the HRD(Manpower) availability is clearly known arrangements can be easily made to cater to the additional needs of HRD(Manpower) as indicated in the forecasts. Normally, the field officers responsible for executing the job are responsible for the HRD(Manpower) planning.

CONCEPTS IN MAN POWER PLANNING

INTRODUCTION:

The factors that constitute any organization that engaged in production or business are Men, Money, Machines, Materials and Methods.  Machines are assets which depreciate with service and become scrap.  HRD(Manpower) is an asset and able to change, to grow and to enlarge his value.

MAN POWER PLANNING: 

Basically MPP involves and locating ‘a job for a man’ as well as preparing ‘a man for a job’.  MPP is a process which aims to have the right number of men at the right places with right type of skills required to enable the organization to achieve its goal.  The MPP consists of recruitment of men and transforming the men to the organization requirement.  Thus MPP may be defined as a strategy for the procurement, development, allocation and utilization of human resources.

OBJECTIVES OF MPP

• To ensure the human resources currently employed.
• To plan future man power needs.
• To anticipate reduncies and avoid unnecessary situation.
• To determine proper training levels.

BENEFITS OF MPP

Reducing man power costs.

Getting best contribution from the employees.

Motivating the existing employees.

Developing the existing HRD(Manpower).

MPP IN INDIAN RAILWAYS: 

The efficiency of the railways is expressed in terms of operating ratio.  The OR represents the percentage of working expenses to gross earnings.

            OR = Working Expenses      x  100

                     Gross earnings

If the percentage is less than 100 it means the particular zonal railway is making a profit and if the percentage is more than 100, then the particular railway is making a loss.

The expenses on staff are more and any reduction will make the railway a better operating ratio.  Expenses on account of other components like fuel, material and service cannot be reduced.

OR & MPP                

In order to control the expenses on staff, the concept of MPP can be utilized.  The concept of MPP involves (a) Quantity control and (b) Quality Development.

QUANTITY CONTROL:

It does not mean to reduce the HRD(Manpower) but aims at having a potential and effective personnel.  To control the quantity of HRD(Manpower), the following methods are used in railways:

                a) Rightsizing the strength

            b) Restriction in intake (1:1 for death cases & 1/3 of NR & VR cases)

            c) Benchmarking, Work-study and other MPP tools.

            d) Identification of redundancies and effective redeployment.

            e) Reclassification.

QUALITY DEVELOPMENT: 

The quality of the employees can be developed in the following ways in order to control the expenses on staff:

Training.

Motivation.

Incentives, Awards, etc.

Introduction of GDCE.

Cadre restructuring.

Introduction of DRQ in higher grades.

MPP AUTHORITIES

Railway Boards	Member / staff	MPP Directorate Efficiency & Research Directorate
Zonal Headquarters	CPO	Nodal Officers nominated for each Department  of the zonal railway
Divisions	ADRM
Workshops	CWM

FUNCTIONS OF PERSONNEL BRANCH

PERSONNEL MANAGEMENT AND OBJECTIVES OF PERSONNELDEPARTMENT: 

From a small beginning in 1853, Indian Railway Network today, is the largest Public Sector Undertaking in our country where around 16 lakhs of employees are working.  With the increase in the size of the Railways and growth consciousness of the workers, Men have become the most important factor in Railways.  Unlike Machines, Human beings act and react favourably or otherwise when engaged in diverse working conditions and in tiresome jobs.

This may be for want of scope of advancement in one’s career, for want of due attention from supervisors in matters connected with service conditions or while facing situations, favourable or unfavorable off the job conditions.  Background of all these actions and reactions, favourable or unfavorable is personnel problems. In order to face the problems with Human approach, it is desirable that a Personnel Department manned by experts on personnel matters would function in big organizations.

Functions of Personnel Management

• Man power planning.
• Recruitment.
• Training and development.
• Placement.
• Transfer.
• Performance Appraisal.
• Promotions and demotions.
• Guidance on disciplinary matters.
• Wage and salary administration.
• Industrial peace.
• Grievances redressal and welfare activities.
• Incentives and financial aids.
• Settlement and pension.
• Arranging and maintaining post retirement benefits.

Personnel managers control the human factor in an Industry intelligently for getting the best result from the workers by developing their capabilities.  Personnel Manager aims at creating a team spirit and sense of discipline amongst workers.

Personnel Officers will relieve the departmental officers from the workload in personnel matters to the extent possible.  However, the departmental officer should have the main say in the placement of workers to ensure best utilization, economy and efficiency.

The Personnel Officer is also receptive to suggestions given by Departmental Officers on transfer to maintain efficiency and discipline. The Personnel Officers and Departmental Officers are jointly responsible for the efficient working of the administration.

Although the Departmental officers are relieved of Personnel work to a great extent after setting up of Personnel Department, they should also maintain close touch with their employees, receive their grievances on personnel matters and arrange to dispose of the same with the help of Personnel Officer duly keeping in view the rules and regulations laid down.

The Personnel Officers are also Welfare Officers who will concentrate on various Welfare activities such as promotion of sports, management of Holiday Homes, Institutes, Co-operative societies and canteens etc. Personnel Officer should see that the legitimate interest of the workers is protected and none of the workers feel that his needs remain unattended to.  Personnel Officers should take utmost care and interest in maintaining Industrial peace, keeping good relations with trade unions and help in maintaining congenial atmosphere for smooth working.

Personnel Supervision:

Productivity depends on technological factors and job performance. Job performance is based on morale and motivation to work.  A satisfied worker will certainly help in creating a good morale, but that alone may not lead to high productivity unless it is accompanied by a good motivation, which may be judged only on the workers attitude towards of the objectives of the organization.

Management should be vigilant towards the attitude of the workers and it should analyze on the causes for negative approach of the workers in their performance with a view to overcome them.  The management has to analyze and diagnose the needs of the workers for the purpose of achieving organizational objectives by maintaining close contact with the workers. 

Generally Personnel Department’s role is to communicate and implement policies.  They should play an important role by providing the required expertise in maintaining close industrial relations by liasioning with the Technical Executives.

Personnel Department activities do not end with staffing, once staff are assembled they must be properly trained to suit the job requirements and also motivated and satisfied. Personnel Officers need orientation to anticipate future challenges and equip themselves.  Thus the role of Personnel Officers has grown in scope and importance.