Assistant Executive Engineer, R&B Sub-Division, R. Udayagiri, Gajapati

Introduction

Background of this Hand-Book ( Right to Information Act. 2005):

As per RTI Act-2005 and Odisha RTI Rules,2005.

Objective / Purpose of this Hand-Book:

As per RTI Act-2005 and Odisha RTI Rules,2005.

Who are the Intended users of this hand-book?

As per RTI Act-2005 and Odisha RTI Rules,2005.

Organisation of the information in this hand-book.

As per RTI Act-2005 and Odisha RTI Rules, 2005.

Definitions of various terms used in the handbook.

As per RTI Act-2005 and Odisha RTI Rules, 2005.

Contact person.

As per RTI Act-2005 and Odisha RTI Rules,2005.

Procedure and Fee Structure.

As per RTI Act-2005 and Odisha RTI Rules,2005.

MANUAL-1

Particulars of Organization, Functions and Duties

[Section-4(1) (b) (i)]

Objective / Purpose of the Public Authority:

This organization is known as Asst. Executive Engineer (R&B) Sub-Division at R.Udayagiri in the District of Gajapati. This division (Public authority) belongs to Works Department, the E.I.C-cum-Secretary Govt. Works Department being the Administrative head of the Department. The department is responsible for public works such as construction and maintenance of Roads, Bridges and Buildings. The department is divided into several branches, each being in charge of Chief Engineer i.e. Chief Engineer (DPI & Roads), and Chief Engineer (Buildings). For administration purposes each branch is divided into circles, a circle in to Divisions, a Division into Sub-Divisions, a subdivision into sections having territorial and as well as functional jurisdictions. The executive unit of the Works Department is the Division. The main aim this public authority is to construct and maintain public roads, Bridges and buildings coming under its territorial jurisdiction i.e. in the entire revenue District of Gajapati.

Mission/ Vision Statement of the Public Authority:

To provide a good communication system in the district by improving & widening the existing single lane S.H. & ODR Roads to Intermediate lane standard. Also ensure to provide descent official buildings as well as good habitable worthy residential buildings to the users.
The Chief Engineer (D.P.I. & Roads) and Chief Engineer (Buildings), Odisha, Bhubaneswar provides funds basing on the budget allocation to improve and maintain roads and buildings. Estimates are prepared by this Division and technical sanction is accorded by the competent authority and works are executed as per provision contained in O.P.W.D. code.

Brief History of the Public Authority and Context of its Formation:

Duties of the Public Authority:

This public authority functions at the grass root level and is responsible for execution of all projects for which Administrative decision is taken at Govt. level. This public authority causes preparation of plans and estimates,invites tenders room contractors, executes agreements, organizes and supervises the works in the field, makes payment to contractors for the work done, takes up urgent FDR works Departmentally whenever necessary, acts as advisor on Civil engineering matters to all Departments, maintains ail required records for all work done and payment made and produce the same to the A.G (Audit) Odisha for verification, submits proposals of new projects and obtains approval of the Govt. for execution of these projects by requisitioning required funds. Interacts closely with the District Administration for building infrastructure development of the District.

Main Activities/Functions of the Public Authority:

Responsible for exercising full technical, supervisory and administrative control over the sub-divisions and sections under his control.
To report to the higher authority about all the activities of the R&B Division and to advice on all matters of importance related to construction works.
To ensure all queries of the funding agencies and the Govt. are answered expeditiously.
To be responsible for projecting a favorable image of the Division to the donor/ funding agencies.
Responsible for assembling the budget estimates, allocation of funds, monitoring funds expenditure and for procurement leading to award of contract.
To ensure that the Division is effective and efficient in carrying out Govt. orders and other objectives and programme.

Details of Services Rendered:

The roads and building coming under this division are being improved and maintained by this Division thereby ensuing uninterrupted movement of vehicular traffic.

Expectation of the public authority from the public for enhancing its effectiveness and efficiency:

Demand & Suggestions of public for development works are duly considered.

Mechanism Available for Monitoring the Service Delivery & Public Grievance Resolution:

Any person can personally meet Executive Engineer, R&B Division and redress his/ her grievances during office hours subject to his availability at the Office.

Address of the Main Office:

Asst. Executive Engineer, R&B Sub-Division, R.Udayagiri, Dist: Gajapati.

Working Hours :
Beginning hours of day office-10.00 AM with lunch break 1.30 PM to 2.00 PM
Closing hours of day office -5.30 PM.

MANUAL-2

Powers & Duties of Officers & Employees

[Section-4 (1) (b) (ii)]

Sl.
1	Designation	Asst. Executive Engineer
	Powers	Administrative	As per Para 2.2.25 & 6, 3.2 of OPWD code

	Duties	To control subordinates of the Sub-division to look after all project works. Survey, investigation, preparation of estimate, inspection of work, ensures timely completion according to drawing, design, specification & terms and conditions in the agreement. To ensure that subordinate staff is performing their duties check measurement of works, scrutiny of bills submission of accounts maintenance of records and registers.
2	Designation	Assistant Engineer
	Powers and Duties	Preparation of estimates, supervision of works, preparation of bills.
	Powers and Duties	Internal checker, compiler of Accounts & Financial advisor to Divisional Officer.
3	Designation	Junior Engineer (Estimator)
	Powers and Duties	Checking of estimates and drawl of agreement, all correspondence work of Division office.
4	Designation	Junior Engineer
	Powers and Duties	Preparation of Plans, estimates, supervision of works and preparation of bills, maintenance of works.
5	Designation	Peons
	Duties	Assisting in official works.

MANUAL-3

Procedure Followed in Decision Making Process

[Section-4 (1) (b) (iii)]

What is the procedure followed to take a decision for various matters? (A reference to Secretariat Manual and Rule of Business Manual and other Rules/ Regulations etc. can be made)

The Norms provided in Odisha records Manual, 1964 and executive instructions issued by Govt. of Odisha from time to time and departmental codes including OPWD Codes followed.

Sl. No.	Activity	Level of Action			Time Frame
Sl. No.	Activity	1^st Step	2^nd Step	3^rd Step	Time Frame
1	2	3	4	5	6
1	Improvement & Maintenance of PWD Roads	J.E/ A.E.	A.E/ E.E	E.E/ S.E.	One financial year
2	Repair & Maintenance of Govt. Building	J.E/ A.E.	A.E/ E.E.	E.E/ S.E.	One financial year
3	Receipt of application/ letters & put up to the officer concerned in the dak pad	Diarist			On the same day
4	To see & sign the letters in the dak pads & return to distribution seat for distribution.	Officer concerned.			On the same day
5	Distribution of Daily Dak (letters)	Central Distribution (Diary & Dispatch)			On the same day
6	Marking of letters as A, B, C in the name of Assistant concerned.	Head Clerk/Divisional Accounts Officer-1			On the same day
7	To diaries the letters & distribution among Assistance.	Diarist			On the same day
8	Receipt of letters from diarist	Concerned Dealing Assistant			On the same day
9	Putting letters and submission of files to Head Clerk, D.A.O -1 & Estimator	Concerned Dealing Assistant			Normally within 3 days. In case of urgency put up the same immediately.
10	Submission of file to Divisional Officer (Executive Engineer).	Head Clerk/ Divisional Accounts Officer -1/ Divisional Estimator			On proper scrutiny, immediately if it is urgent in nature.
11	Letters received from M.L.As/ M.P.s/ Assembly Question etc.	Concerned wing			To be attended immediately.

MANUAL-4

Norms for Discharge of Functions

[Section-4 (1) (b) (iv)]

Sl.	Activity	Time Frame/ Norm	Remarks
1	2	3	4
1	Diary of letters	3 minutes per letter	-
2	Issue of letter	5 minutes per letter	-
3	Dispatch of letters	5 minutes per letter	Registered dak including entry in messenger book
4	Put up urgent letters	As and when required	-
5	Put up normal letters	2-3 days	-
6	Typing job	30 pages per day	Normal type
7	Checking of estimates	3 estimates per day	-
8	Drawl of agreements	15 days from the date of acceptance of tender	-
9	Checking of work bills	5 bills per day	-
10	Annual budget	Annually	-
11	Preparation of information	20 information per day	Including entry in information register
12	Accounts	Complied every month by 10th of each month	-

MANUAL-5

Rules, Regulations, Instructions, Manuals & Records for Discharging Functions

[Section-4 (1) (b) (v)]

Sl.	Name/ Title of the Document	Type of Documents	Brief Write up of the Document	From Where one can get a copy of Rules, Regulations, Instructions, Manual and Records	Address, Telephone No., Fax, E-Mail & Others	Fee Charged by the Department for a Copy of Rules, Regulations, Instructions, Manual and Record (If any)
1	2	3	4	5	6	7
1	Technical Books I.R.C. standard specifications	Technical Specification	Preparation of drawing, Design, Analysis, Estimate, Tender documents, C.S and Agreements etc.	Form IRC/ OGP information Centre	Office of the Asst. Executive Engineer, (R&B) Sub- Division, R.Udayagiri, Gajapati, Odisha	To be decided as per the supply of the documents
2	MoRTH	-do-	-do-	-do-	-do-	-do-
3	Govt. of Odisha Schedule of Rates (Works Department)	-do-	-do-	-do-	-do-	-do-
4	Govt. of Odisha Analysis of rate (works department)	-do-	-do-	-do-	-do-	-do-
5	O.D.S.S	-do-	-do-	-do-	-do-	-do-
6	RCC Design	-do-	-do-	-do-	-do-	-do-
Accounts
7	OPWD Code Vol-I & II	Accounts procedure		Libraries & Private Book Stores
8	CPWD Code
9	Accounts Code Vol-I & II
General
10	Odisha Service Code	Books		Libraries & Private Book Stores
11	Odisha Budget Manual	-do-		-do-

MANUAL-6

Categories of Documents Under Control

[Section-4 (1) (b) (vi)]

Sl.	Nature of Record	Details of Information Available	Unit/ Section where Available	Retention period Where Available
1	2	3	4	5
1	Estimate (Civil Structure)	Yes	Division office Estimating Section/ Concerned Section office	-
2	Valuation Certificate of the Civil structure	Yes	Concerned Section office/ Concerned Sub division office	-
3	Safety Certificate of Civil structure	Yes	Division office	-
4	Fair Rent Certificate of Buildings	Yes	Concerned Sub division office	-
5	Non availability certificate of Govt. buildings	Yes	Division office Estimating Section	-
6	Agreement	Yes	Division office Estimating Section/Account section	-
7	Bill register	Yes	Division office Account section	-
8	Payment register	Yes	Division office Account section	-
9	Tender document	Yes	Division office Estimating Section	-

Sl. No.	Nature of Records	Details of information Available	Unit/Section where Available	Retention period where Available
1	2	3	4	5
1	Cash book	Details of daily transaction made	Cash section
2	Estimate	Details estimate of work	Estimating branch
3	Agreement	Contracts made with contractors to execute the work	Accounts section
4	Voucher	Details of payment made	Cash branch
5	Measurement books	Details of measurement taken in a work	Concerned Junior Engineer
6	Plan & Drawing	Details of plan and drawing of a project	Draughtsman

MANUAL-7

Particulars of Arrangement in Formulation of Policy

[Section-4 (1) (b) (vii)]

MANUAL-8

Boards, Councils, Committees & Other Bodies Constituted

[Section-4 (1) (b) (viii)

MANUAL-9

Directory of Officers & Employees

[Section - 4(1) (b) (ix)]

Sl.	Name	Designation	Phone No.		Fax	E-Mail
Sl.	Name	Designation	Office	Home	Fax	E-Mail
1	Srikanta Samal	Superintending Engineer	06815-222542	NIL	06815-222542	eerbparala @yahoo.com
2	Babulal Pradhan	Peon	-	-	-	-
3	Mohan Pradhan	Peon	-	-	-	-

MANUAL-10

Monthly Remuneration & Compensation of Officers & Employees

[Section-4 (1) (b) (x)]

Sl.	Name	Designation	Scale of Pay (in Rs.)	Gross Pay (in Rs.)	Net Pay (in Rs.)
1	2	3	4	5	6
1	Srikanta Samal	Superintending Engineer	-	-	-
2	Babulal Pradhan	Peon	-	29808	22748
3	Mohan Pradhan	Peon	-	22908	18492

MANUAL-11

Budget Allocated to each Agency

[Section-4 (1) (b) (xi)]

MANUAL-12

Manner of Execution of Subsidy Programmes

[Section-4 (1) (b) (xii)]

MANUAL-13

Particulars of Recipients of Concessions, Permits or Authorizations Granted

[Section-4 (1) (b) (xiii)]

The following preferences are given to the Contractors by the Department:

1) As per works Department Order No. I. 003 Dt. 24.05.2001. Exemption of EMD to the Engineering contractors will be allowed for a maximum of three works in a financial year and the fact of awarding work will exemption of EMD should be recorded in the original Registration Certificate of the Engineering Contractor.

2) As per works Department Lr. No. 3009 Dt.13.02.2002 a Contractor having License for a particular class can offer tender meant for next below class of the contractor in addition to his over class.

3) Physically handicapped 'D' & 'C' class contractors (having physical disabilities max up to 40%) are exempted from payment of EMD & ISD.

MANUAL-14

Information Available in an Electronic Form

[Section-4 (1) (b) (xiv)]

Sl. No.	Activities for which Electronic Data Available	Nature of Information Available	Can it be Shared to the Public	Where the Electronic Data Available
1	2	3	4	5
1	Salary	Acquaintance Roll	Yes	Data is available in office computer
2	Tenders	Calling of tenders	Yes	-do-
3	Office location Map	Location	Yes	-do-
4	Organisation Chart	Jurisdiction Map	Yes	-do-

MANUAL-15

Particulars of Facilities Available to Citizens for Obtaining Information

[Section-4 (1) (b) (xv)]

Sl.	Facility Available	Nature of Information Available	Working Hours
1	2	3	4
1	Office library	There is a library in this office containing books, Circulars etc. relating to Public Works	During office hour (except lunch break & Govt. holiday)
2	Website	Tender Notice costing more than 10 Lakhs	As per NIT
3	Through Newspaper	The tender call notices are being advertised through Newspapers	-
4	Exhibition	-	-
5	Notice Board	Some important matters like General Circulars, Tender call Notice are also being notified in the office Notice Board	During office hour (except lunch break & Govt. holiday)
6	Inspection of records in the office	The intending persons are allowed to inspect records on payment of fees as Per RTI Act and Rules	-do-
7	System of issuing of copies of documents	Certified copies of documents are being issued as per RTI Act, 2005	-do-
8	Printed Manual available	-	-
9	Website of the public authority	-	-
10	Other means of advertising	-	-

MANUAL-16

Names, Designations & Other Particulars of the Public Information Officers

[Section-4 (1) (b) (xvi)]

Assistant Public Information Officers (APIO):
Sl.	Name	Designation	Contact No.	Fax	E-mail	Address
1	2	3	4	5	6	7
1	Bijyalaxmi Panda	Junior Engineer (Civil)	06815-222542/ 8763386079	06815-222542	eerbparala @yahoo.com	Paralakhemundi (R&B) Division.
Public Information Officers (PIO):
Sl.	Name	Designation	Contact No.	Fax	E-mail	Address
1	2	3	4	5	6	7
2	Sri V.K.K.Pattnaik	A.E.Estimator	06815-222542/ 9438001061	06815-222542	eerbparala @yahoo.com	Paralakhemundi (R&B) Division
First Appellate Authority(FAA):
Sl.	Name	Designation	Contact No.	Fax	E-Mail	Address
1	2	3	4	5	6	7
1	Sri Ashok kumar Dash	Executive Engineer	06815-222542/ 9437109366	06815-222542	eerbparala @yahoo.com	Paralakhemundi (R & B) Division

MANUAL-17

Other Useful Information

[Section-4 (1) (b) (xvii)]

Seeking information from the Office: Any citizen can seek information from the office as per the provisions of RTI Act, 2005 and Odisha RTI Rules.
Other information on the functioning and services of public authority are also available with the office.