Assistant Executive Engineer, Minor Irrigation Sub-Division, Badachana, Jajpur

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 & Duties

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

Objective / Purpose of the Public Authority:

The main Aim and Objective of Minor Irrigation Organization (Flow) under the Department of Water Resources is to create irrigation potential in the State of Odisha by constructing new M.I. Projects and renovating old ones.
Minor Irrigation (Flow) Organization takes care of construction, maintenance and Management of Irrigation Projects of Cultural Command Area (CCA) between 40 Ha. to 2000 Ha. utilizing the surface flow.

Mission/ Vision Statement of the Public Authority:

Minor Irrigation Projects are being admired due to its lower cost, lower gestation period and very low rehabilitation & resettlement problem in construction.
Establish policies necessary for effective and efficient utilizable of water resources.
Establish effective management of the project.
Establish a canal system to increase the irrigation potential of the area.
Establish and continually review systems to develop, improve and maintain employee morale.
Emphasis is being given on farmer's participation in the maintenance and operation of the projects, mainly distribution system. For this PaniPanchayats have been formed and some are yet to be formed.
It is the intention of Government that the burden of tax collection and annual maintenance of the M.I. Projects (mainly distribution system) should independently be shouldered by PaniPanchayats in future.
The mission of this Organization is to utilize every drop of water which is very precious and to reduce the wastage of water to nil, so that, with just and equitable distribution of water, the 2^ndgreen revolution will be achieved and the smallest land holder may be self-sufficient in food grains. This will help reduction of migration.

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

Duties of the Public Authority:

To provide maximum irrigation so as to increase food grain production all the employees of the organization are to perform their duties sincerely.
The Executive Engineer liaisons with the Superintending Engineer, M.I. Circle stationed at Jajpur Sub-Division for arrangement of funds for taking up the activities of the organization. The monitoring & supervision of the activities are being done by himself through the territorial Assistant Engineers.
The Executive Engineer is in charge of operation, repair/ maintenance of existing M.I. Projects and construction of new M.I. Projects. The Sub-Divisional Officers (Assistant Engineers) Assists the Executive Engineer in preparation of estimates, execution of work in field etc. The Junior Engineers work under different Sub-Divisions under the guidance of the Sub-Divisional officers.
The Junior Engineers are responsible for Survey, Investigation, preparation of Estimates, Execution of work and preparation of bills for payments. They are also responsible for supply of irrigation water to the designated ayacut with the help of the field staff engaged in the projects.

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 Minor Irrigation 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.

List of services being provided by the public authority with a brief writ-up on them:

Providing flow irrigation to the crop through M.I. Projects at the appropriate time, to the required extent depending on the availability of water is the main service rendered by the Organization.
Minor Irrigation Projects are meant for protective irrigation which is highly sought during water scarcity period. It supplements the rainfall as are mostly classified under class-III or IV, with depth of irrigation supply 18"/9".
Provide adequate information on macro level progress and benefits of ongoing and complete projects.
Judging effectiveness of expenditure.
Determining and reviewing the total cost of an item of work of service provided.
Examination of physical and financial Programmes and achievement of the irrigation project as necessary and recommend follow up actions.
Examining the construction schedule for various major components of the project and see if it is consistent with the budgetary provision made for that purpose.
7. Expectation of the public authority from the public for enhancing its effectiveness and efficiency:

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

8. Citizen Interactions:

Interaction with the citizens, at times, takes place during tour of the Executive Engineer / Sub Divisional Officers to different project sites. The people discuss/ put forth demand or views regarding construction of new project and suitability of the proposed site or otherwise.

Interaction also takes place between the field functionaries of the organization and the general public during election of Office bearers of PaniPanchayat or meeting convened by the Departmental people to create awareness among the beneficiaries for formation of PaniPanchayat.

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

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

10. Address of the Main Office:

Assistant Executive Engineer, M.I. Sub-Division, Badachana, Dist.-Jajpur

11.Working Hours Both for Office & Public:
Office Hour:
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. No.
1	Designation	Asst. Executive Engineer
	Powers	Administrative	Responsible for exercising full technical, supervisory and Administrative control over all activities in his projects/ Officers under the Sub-Divisions.
		Financial	Prepare budget estimates relating to the works and establishments under his control and to ensure that all original/ revised estimates are properly sanctioned and award of contracts according to delegation of power(OPWD Code- Vol-I &Vol-II)
		Statutory	Responsible to act within his powers given in the Statutory rules and Acts like appointment, transfer and posting, sanction of provisional Pensionary benefits, draw and disburse salary & other benefits to the staff under its office, Award contracts for execution of works according to delegation of power under(OPWD Code- Vol-I &Vol-II). Responsible to Higher offices/ Govt. for the progress & development of Minor Irrigation under its jurisdiction.
		Others	Operation and maintenance of projects
			Construction of Minor Irrigation Projects.
			Preparation and clearance of new M.I projects.
	Duties
2	Designation	Assistant Engineer, Minor Irrigation Sub-divisions
	Powers	Administrative	Responsible for exercising technical, supervisory and Administrative control over all activities in projects/ Staff under the Sub-Division.
		Financial	Prepare estimates for the works under his control and sanction estimates/ invite tenders for works/ supply according to delegation of Power (OPWD Code- Vol-I and Vol-II)
		Statutory	Responsible to act within his powers given in the Statutory rules and Acts like sanction of leave to Wages/ work Charge/ remuneration to NMR staff. Supervise the initial records prepared by the junior Engineers under his control.
		Others	Operation and maintenance of projects.
			Supervision of construction of projects.
	Duties
3	Designation	Assistant Engineer (Estimator)
	Powers & Duties	Responsible for Scrutinize estimates prepared and submitted by the sub-ordinate offices under the sub-division/ tender processes/ contract documents/ progress of works/ report & returns/ meeting information etc.
4	Designation	Junior Engineer, Minor Irrigation Sections
	Powers	Administrative	Responsible for exercising technical, supervisory and Administrative control over all activities in projects/ Staff under the M.I. Section.
		Statutory	Responsible to prepare initial records such as Survey, initial levels, field data for preparation of design, drawing,estimates, measure quantum of works done by the executants and prepare bills,maintain stock & stores supply irrigation to command, operation & maintenance of projects etc.
	Duties

Sl. No.
5	Designation	Junior Engineer (Estimator)
5	Powers & Duties	Assist the Assistant engineer (estimator) in Scrutinizing estimates prepared and submitted by the sub-ordinate offices under the divisions/ tender processes/ contract documents/ progress of works/ report & returns/ meeting information etc.
6	Designation	Divisional Accounts Officer
6	Powers & Duties	Responsible for financial scrutiny and assist, suggest under the provisions of OPWD rules the Executive Engineer in all estimates/ budget/ sanctions/ payments/ awards to contractors/ staff and other institutions/ prepare accounts & expenditure report of the Executive Engineer for Govt./ Auditor General.
7	Designation	Head Clerk
7	Powers & Duties	Responsible for preparation of financial/ administrative proposals and assist the Executive Engineer in all budget/ sanctions/ payments to staff and other institutions/ prepare initial records of accounts & expenditure report of the Executive Engineer for Govt./ Auditor General.
8	Designation	Senior Clerk/ Junior Clerk
8	Powers & Duties	Responsible for preparation of financial/ administrative proposals and assist the Head Clerk/ executive Engineer in all budge/ sanctions/ payments to staff and other institutions/ prepare and keep all records of accounts, expenditure & progress of the Executive engineer for Govt.

MANUAL-3

Procedure Followed in Decision Making Process

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

The procedure can be described both in narrative form and through Flow Process Chart. In narrative form the stages through which a proposal passes, the levels at which it gets examined and the final authority to which it has to go for approval may be explained.

The Flow Process Charts can give a comprehensive process as may be seen from the following illustration

Sl. No.	Activity	Level of Action	Time Frame
1	2	3	4
1	To receive from the messenger/ postman and put up central diary No.	Diarists	Same day
1		A.Es/ HCL	Same day
2	Marking the name of the Assistant to deal with the correspondence and classification of letter and return to Diary Section for Diarisation in Branch Diary Register	D.A.O.	Same Day
2		E.E. Table	Same Day
3	Diarisation and handing over to concerned Assistant	Diarist	Same Day
4	Put up to concerned head of Branch	Sr. Clerk / Jr. Clerk	One Day
5	Examination by the Concerned Head of Branch	E.E.	One Day (In case of estimate, tender, design & court cases the time limit may vary from case to case basing on issue involved)
6	Disposal	Issue Section	1 day (2^nd to 3^rd day) Excepting the case estimate, tender, design & court case)

MANUAL-4

Norms for Discharge of Functions

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

Sl. No.	Activity	Time Frame/ Norm
1	2	3
Asst. Executive Engineer		OPWD Code Volume-I and Volume-II, Code of Conduct, Book-Circular is followed
1	Administrative Control over the entire Sub-Division
2	Technical Head of Sub-Division
3	Inspection of works of Sub-Division
4	Review & Progress of Works & Expenditure
5	Approval of Estimate & Design received from Subordinate Office
Assistant Engineer(Estimator)
6	Scrutiny of Tenders Schedule, Tender Papers, Revised Estimates, extension of time, deviation statement & submit to EE for approval
7	Correspondence related to day to day technical office work
8	Designated as Public Information officer
Divisional Accounts Officer
9	Duties & functions as embodied in CPWD 'A' code & as assigned by the EE, vide office order No.24558, dated: 13.11.2003 such as:
10	I.R. Paras & ATN
11	Draft Para, CAG Paras, PAC Paras
12	Processing & Examination of Tenders
13	E.O.T / Deviation
14	Compliance of SVP & Internal Audit
15	Any other matter that may be entrusted by the EE from time to time
Steno to E.E
16	Keeping confidential Records.
17	Tour Diary & Inspection note of CE.
18	Any other matters entrusted by CE, M.I.
Head Clerk
19	Distribution of letters among the Assistants of the branch
20	Checking the files of Assistants & their endorsement to EE.
21	Checking the Attendance Register at 10.15 A.M. of Estt. Branch, Issue Section and Receipt Section.
22	Checking the bills prepared by the Assistants of cash section and their submission to the EE for signature.

Sl. No.	Activity	Time Frame/ Norm
1	2	3
Head Clerk		OPWD Code Volume-I and Volume-II, Code of Conduct, Book-Circular is followed
23	Passing the stationery indents received from different Branches for supply
24	Checking the stationery Registers
25	Maintain dead stock, Repair and disposal of unserviceable furniture.
26	Taking steps for smooth management of works of issue section and Receipt Section.
Junior Clerk-cum-Typist
27	Typing of the Letters

MANUAL-5

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

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

Sl. No.	Name/ Title of the document	Type of Documents	Brief‚ write up of the documents	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 records (if any)
1	2	3	4	5	6	7
1	PWD Code	Code published by works dept., Govt. of Odisha	Contains procedures, norms etc. on design & estimate of different structure	Book stalls dealing with legal books	-	As per the sale price of the publisher
2	Odisha service Code	Code published by Govt. of Odisha	Procedures & Norms related to Govt. Service	Book stalls dealing with legal books	-	Cost as per publisher
3	IRC Code	Code published by Indian Road Congress	Procedure for design of Road & bridges.	IRC, New Delhi	-	Cost as per publisher
4	PW Account Code	Code published by Govt. of Odisha	Procedures for maintenance of account	Book Stall at BBSR	-	Cost as per publisher

MANUAL-6

Categories of Documents Under Control

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

Sl. No.	Nature of Record	Details of Information Available	Unit/ Section where Available
1	2	3	4
1	Index Registers	Year-wise & Collection-Wise files available in the Branch	Establishment Branch
2	Increment Register	Register showing the dates of increments from which the employees of the office of EE, MI and all sub-ordinate Offices
3	Indent Register	All indents of stationery articles & forms
4	Issues Register	Issue Register for stationery articles
5	Issue & Dispatch Registers	Letters issue & dispatch from Sub-Division
6	Receipt Registers	Letters received by the Division from other offices, persons, Organization etc.
7	Personal Files	Personal files of employees working in MI Sub-Division
8	Service/ Postage stamp Register	Value of stamps utilized in sending the correspondences outside the Head Qrs.
9	Peon Book (Inside)	Containing letter Nos. & Dates handed over to the peon of issue section for delivery within the Head Qrs.
10	Sanction of Festival Advance	Details festival advance to the employees of M.I. Sub-Division, Jajpur
11	Allotment of Departmental quarters	Details of quarter allotments to the employees under M.I. Sub-Division, Jajpur
12	M.P.R. in respect of Technical & Non-Technical, Non-Gazetted employees	Details of employees under MI Sub-Division
13	Service conditions of wages/ work charged/ NMR/ D.L.R. Staff	Details of Employees under MI Sub-Division
13	Case matters related to Group 'C' & 'D' Employees	Details of Employees under MI Sub-Division
14	Government Circulars	Details of Employees under MI Sub-Division
15	Index Registers	Year-wise & collection-wise files available in the Branch	Estimating Branch
16	Agreement Registers for F2, K2	Collection of Agreements made under F2 & K2 form
17	NMR issue Register	Collection of issue of NMRs
18	Technical sanction Register	Collection of Technical Sanction made to works, Projects.
19	Purchase Register	Collection of Purchases of Equipments, Materials

Sl. No.	Nature of Record	Details of Information Available	Unit/ Section where Available
1	2	3	4
20	Files	Work & tender files	Estimating Branch
		Rabi &Khariff Programme and MPR of Acts cases
		Plan Schemes, RIDF Scheme
21	Works files	Files relating to different MIPs under the control of MI Sub-Division.
22	Tender Files	Tender files relating to different MIPs under the control of MI Sub-Division
23	Tender Register	Detailed information in respect of the tenders of works approved by the EE.
24	Allotment/ Expenditure under plan & non-plan scheme	Project wise/ scheme wise allotment & expenditure	Budget & Account Branch
25	Issue of L.C	Position of L.C. of different schemes under M.I. (Organization)
26	Inspection Report	Observation of Audit with position of compliance
27	Store verification report	Observation of Store verification and compliance thereof.
28	Collection of revenue under M.I. (plan) Non-Tax revenue	Details of Revenue collected non tax under M.I.
29	Disposal of losses and defalcation cases	position of survey report & recovery
30	Bill Register	Details of bills presented in the Treasury for pass and payment	Cash Section
31	Book of Drawl	Gross and net amount of each bill presented in the Treasury for pass and payment
32	Encashment Register	Date wise drawls of bills
33	Unpaid Register	Register showing bill-wise undisbursed amount remained in office chest for payment.
34	Acquaintance Rolls	Registers showing details of amount paid to employees passed through Treasury and en-cash through SBI.
35	Contingent Register	Register showing details of bills presented in the treasury & bill passed for payment made towards contingent expenditure and Official Telephones
36	Cash Book	All payment received form SBI towards personal claims of the employees and other official receipts
37	N. S. C. Register	All payment made to the employees (both in service and retired) towards personal claims
		All payment made towards Telephone bills and contingent expenditure
		Details of NSC received from the contractors towards 'Security Deposit'

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)]

Sl.	Name & Address of the Body	Main Fun ction of the Body	Consti tution of the Body	Date of Consti tution	Date up to Which Valid	Whether Meeting Open to the Public	Whether Minutes Accessible to the Public	Frequency of Meeting	Remarks
1	2	3	4	5	6	7	8	9	10
1	Quarter Allotment Committee	Allotment of M.I. Departmental Qrs.	Chairman	Statutory	-	No	No	Whenever Vacancies Occur	-
			Convener
			Members

MANUAL-9

Directory of Officers & Employees

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

Sl. No.	Name	Designation	Mobile No
Assistant Executive Engineer, MI Sub-Division Badachana
1	Trilochan Behera	Asst. Executive Engineer	9439380946
2	Prasanta Kumar Singh	Asst. Engineer	8917587464
3	Saswati Gochhayat	Asst. Engineer	7750858331
4	Ritamanjari Jena	Asst. Engineer	9938543009
5	Bikali Das	Wages Khalasi	9348308049
6	Akshya Kumar Samal	Wages Khalasi	9937829281
7	Anjan Kumar Singh	Wages Khalasi	9337944414
8	Saroj Kumar Panda	Work Charged Tracer	9437684187
9	Charan Das	Work Charged Khalasi	8596088100

MANUAL-10

Monthly Remuneration & Compensation of Officers & Employees

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

Sl. No.	Name	Designation	Monthly Remuneration / Compensation
Assistant Executive Engineer, MI Sub-Division Badachana
1	Trilochan Behera	Asst. Executive Engineer	59500
2	Prasanta Kumar Singh	Asst. Engineer	52000
3	Saswati Gochhayat	Asst. Engineer	52000
4	Ritamanjari Jena	Asst. Engineer	76500
5	Bikali Das	Wages Khalasi	25200
6	Akshya Kumar Samal	Wages Khalasi	26800
7	Anjan Kumar Singh	Wages Khalasi	26800
8	Saroj Kumar Panda	Work Charged Tracer	30800
9	Charan Das	Work Charged Khalasi	26800

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)]

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 with public	Is it available on website or is being used as back end data base
1	2	3	4	5
1	Minor irrigation project	Website	Yes	http://www.dowrorissa.gov.in
2	Tender Notice Above Rs. 20 lakhs	Website	Yes	http://www.tenderorissa.gov.in

MANUAL-15

Particulars of Facilities Available to Citizens for Obtaining Information

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

Sl. No.	Facilities Available	Nature of Information Available	Working Hours
1	2	3	4
1	Notice Board	Tender Notice	During office hour
		Auction Notice
		Advertisement for recruitment
2	Library	Different codes coming under Irrigation Act and Service of employees	During office hour
3	Grievances Cell	Suggestions of Public	During office hour
3	Grievances Cell	Grievances of the employees (both continuing in service and retired)	During office hour
4	Website of water resources department Govt. of Odisha	Tender. Notice, Right to information hand book	Round the clock
5	Other means of advertising	Paper Publication, Online in Govt. Portal	Nil

MANUAL-16

Names, Designations & Other Particulars of the Public Information Officers

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

Public Information Officer (P.I.O):

Sl.	Name	Designation	Contact No.	E-Mail Id	Address
1	2	3	4	5	6
1	Trilochan Behera	Asst. Executive Engineer	9439380946	-	M.I. Sub-Division, Badachana

First Appellate Authority (F.A.A):

Sl.	Name	Designation	Contact No.	E-Mail Id	Address
1	2	3	4	5	6
1	Sanjay Kumar Behera	Superintending Engineer I/C	7894433792		Executive Engineer, M.I. Division Jajpur.

MANUAL-17

Other Useful Information

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

Fee as mentioned in Table:

Sl. No.	Application Fees	Rate to be charged	Mode of deposit
1	2	3	4
1	Application for seeking information	Rupees ten for application	Treasury Challan/ Cash
2	Application fee for first appeal	Rupees 20/-	Court Fee Stamp
3	Application fee for second appeal	Rupees 25/-	Court Fee Stamp

Right of the Citizen in case of denial of Information and Procedure to Appeal:
All citizens shall have the Right to Information subject to provision of Right to Information Act, 2005. Where a request has been rejected under sub-section (1) of Section 7, the Public Information Officer shall intimate the applicant the reasons for such rejection in Form "C".

Memorandum of Appeal:
1. An appeal under sub-section (1) of section 19 shall be filled in form D to the officer as designated by the Public Authority as the Department Appellate Authority, i.e.; Executive Engineer, Minor Irrigation Division.
2. The memorandum of appeal shall be accompanied with such fee as specified in the schedule which shall be paid in the shape of court fee stamp.
3. Any person aggrieved by the decision under sub-section (1) of section 19, may prefer a second appeal before the State Information Commission under Sub-section (3) thereof in form "E" which shall be accompanied with such fee in shape of court fee stamp as specified in the schedule.
5. Every order of Appellate Authority shall be communicated to the appellant concerned and to the Public Information Officer where such appeal is for the Order of the Public Information Officer and to the First Appellate Authority in Case it is a second appeal.

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.

Content for this page yet to be publishedContent for this page yet to be published