SUGGESTIONS GIVEN TO OUR GENERAL SECRETARY REGARDING SB ORDER 14 /2015

Dear Friends,

Vanakkam.

By this time, you have all read the instructions contained in SB order no. 14/2015 dealing with Change of Role of SBCO in the backdrop of implementation of CBS.

This order totally changes our work nature and we are having some important  grievances on this order. 

Our Circle Association requested our comrade shri R. Murali, Senior Supervisor, SBCO, Park town HO to look in to this matter and give suitable suggestions so that we can send it to our General Secretary to take up the case with the DTE. The suggestions made by shri R. Murali has been circulated to our office bearers and the most refined version is sent to our GS . The copy of the same is furnished here for your reference please.

Suggestions made by our Tamilnadu circle AIPSBCOEA

 regarding SB ORDER 14/2015 dealing with SBCO ROLE IN CBS ENVIRONMENT.

 Dated : 03.11.2015

THE SBCO IS PRESENTLY UNDER 100% ADMINISTRATIVE CONTROL OF DG POSTS.  THE ROLE OF SBCO IS BOTH ACCOUNTING OF PO SB TRANSACTIONS AND ALSO AUDITING THE SAME.  HENCE IT IS SUGGESTED THAT WHILE THE ACCOUNTING WORK MAY BE ELIMINATED FROM THE SBCO DUTIES THE ‘AUDIT’ NATURE OF DUTIES MAY BE RETAINED EITHER IN THE PRESENT FORM ITSELF OR WITH SOME ADDITIONS/MODIFICATIONS SO AS TO FULFILL THE DUTIES OF THE DEPARTMENT AS GUARDIAN OF PUBLIC MONEY. 

Further, the functioning of SO SB branch, as a separate entity, cannot be wholly wiped out.  Nor any purpose will be solved by merging the staff of SO SB with counter as already all the counters are functioning in the Post offices. The functioning of SB branch should be continued as in the past but with some modifications in the day to day functions.

HERE ARE SOME SUGGESTIONS FROM OUR STAFF BASED ON THE ABOVE PRINICIPLES WITH THE WORKING KNOWLEDGE, BASED ON MANUAL RECORDS LIKE BINDERS, INDEX REGISTGERS ETC., WITH KNOWLEDGE OF WORKING WITH SANCHAY POST SOFTWARE EXPERIENCE, WITH THE WORKING OF CBS SOFTWARE SINCE  PAST ONE YEAR OR SO.

Annexure-I

(to SB Order No.14/2015 Dated 19.10.2015)

Role of SBCO in CBS environment.

In the CBS Environment, following procedure will be followed by Post Offices and SBCO

Officials for Transactions happened in CBS Post Offices:-

1. General

1.1 As and when SOs are migrated to CBS, staff working in SOSB Branch should be reduced

and re-deployed either at POSB Counters or at CPC or in the SBCO Branch for assistance in physical voucher checking.

SUGGESTIONS BY OUR AIPSBCOEA               Only the work of preparation of        consolidation is entrusted to SBCO. As such  SO SB group is to be continued but with some modifications in their work nature. The norms for creation of the Supervisor post in SBCO was 35000 accounts, long back.  Now, each SBCO is managing more than one lakh accounts.  The work of preparation of Consolidated journals and preliminary check of vouchers, presently to be done by SB branch, have been transferred to SBCO. These items of work will consume more than 50% of staff of SB branch as will be evident from the Statistics of SB branch of the SO-SB.  As such barring one official,  the sanctioned strength of SOSB group should be diverted / redeployed  to SBCO along with staff. Re-deployment of posts of SO SB group to SBCO only shall be ensured.

SPACE FOR COMMENTS BY OFFICERS

1.2 Incharge SBCO will identify one SBCO PA who will take vouchers bundles with

consolidation from Sub Account and tally totals shown in consolidation with amount shown

in SO Daily Account and SO Summary.

The nature of duties of SBCO is Audit in nature; as such SBCO accessing the basic PO records, directly, like SO summary/SO daily accounts  is not a welcome step;  instead this basic work can be continued to be entrusted with residual SB branch of HO and the SBCO may be entrusted with the check of Cash Book/Cash Account, as of now. The Sub Accounts Branch of a HO is a sensitive area like the Treasury branch of HO.  Unnecessary entry of SBCO official into the branch will give room for any suspicions on SBCO official in case of any contingency.  As such this rule has to be reconsidered and the status quo to be maintained in transfer of vouchers to the SBCO. (Still, If persisted with above rulings, it shall be the duty of the Summary branch to hand over the vouchers to the Supervisor of SBCO, under acquittance and the PA of SBCO shall not  be entrusted with the job of picking them up from the Summary branch )

1.4 In case of RD deposits accepted through MPKBY Agents, only two copies of Agent LOT is

to be taken from the agent alongwith pay-in-slip and ACG-17. One copy of Agent LOT will

be kept in the office guard file and second copy Agent schedule (LOT) should be attached

with the pay-in-slip and placed at the end of RD Voucher Bundle.  ACG-17 is to be attached

with the Agent Commission Report/schedule and sent to Accounts Branch of HO.

It is not necessary to have a copy of agents LOT in vouchers. Only Pay in slip is enough

1.5 Account Opening Form (SB-3/AOF) where KYC documents are attached will not be

transferred to SBCO alongwith Account Closure Voucher. APM/SPM should record on the

closed vouchers that “ SB-3/AOF retained with KYC documents”.

In case of any SB-3 or AOF with whom KYC documents are not attached (subsequently opened accounts), SB-3 or AOF is to be attached with the closed voucher and sent to SBCO.

SBSO branch of HOs will send all SB-3 of SOs (migrated to CBS) to the respective SOs. In case of Accounts closed at the Post Office other than the one where account was opened, Account Transfer Form collected by the Post Office at the time of closure should be attached with the closure voucher.

The meaning of the words “Subsequently opened accounts” is not understood.  As per KYC norms, KYC documents are to be obtained for all LIVE accounts.  As such distinguishing the accounts wrt their time of opening is not felt correct.  Preservation of KYC documents with AOFs may be made at SO level inrespect of all accounts.

1.6 In case of any adjustment if required in interest, Postmaster/Sub Postmaster will write error

book and raise the issue to Head Postmaster who will raise the issue with Incharge SBCO.

In case of any adjustment related to pre-migration period, Head Postmaster will raise the

issue with Divisional Head with copy of error book who will after necessary inquiry (if

required), approve adjustment and send letter to SBCO Incharge.

CBS software has been installed at all divisional offices.  As such any corrections to the Datas may be entrusted with the divisional administration only and not to SBCO

good suggestion.

2. Change in procedure of Sealing of Vouchers and LOT by CBS Post Offices

2.2 One deposit slip and one withdrawal slip will be prepared for auto-credit of MIS/SCSS/TD to

Savings and Savings to RD.

As auto credit is system generated, there is no need to prepare deposit / wdl forms. It is only increasing the usage of  forms and will not serve any purpose.

,

3. Overview of Proposed work of SBCO

                                                                                   

1 Receipt of Returns                                     Will be discontinued.  SBCO PA will

                                                                      receive Vouchers and Consolidations          Rule -3

                                                                      of SOs directly from Sub Account and

                                                                      APM (SB) HO Counter for HO.

Existing procedure may be continued with out any change (or) The vouchers are to be collected by the SB PA,  nominated for that purpose. (Or) The Sub Accounts Branch should cause necessary action to transfer the records to SBCO.  The Sub account PA may also be asked to do this work under ‘hand to hand receipt book’.

2 Checking List of

Transactions [SB -60/76]                                Will remain continued as at present. SBCO has to 

                                                                        match account number on LOT (to be viewed from              

                                                                        Finacle) and account number on voucher and if

                                                                        there is any difference, print out of

                                                                        LOT may be taken and objection

                                                                        should be raised.)

                                                                                                                                           Rule – 4

It is a humanly impossible task.  Usually HOs and many major SOs are having hundreds of transactions for each category on each day. The Report generation option does not function for many days, especially inrespect of datas of previous dates.  If the PA (SBCO) has to verify the LOT and Voucher on line, each PA(SBCO) has not only spend most part of the day in the system itself and this will ruin his health, as viewing  the system for many hours continuously without any break.  Lack of continuity/concentration will affect the quality of check.  Due to human wear and tear, there are possibilities for omissions in the checking also.  If it is sure that the datas (LOT) cannot be tampered with, this check can be totally eliminated and the PA(SBCO) shall be directed to do General check of vouches only.  Further NO purpose is going to solve by exercising this check. The MIS report generation option, to look into various reports of earlier days are not functioning.    In such a scenario, it will be very difficult to obtain the LOT view, on screen, for verification purpose.

6 Consolidated Journal of all

the Schemes *                                              Has to be separately prepared for

                                                                      CBS Post Offices (if all SOs are not

                                                                      migrated) by SBCO for the purpose of

                                                                      tallying totals of SOs with SO

                                                                      Summary and HO with HO

                                                                      Summary. Total amount has to be

                                                                      added below Consolidated Journal of

                                                                      Sanchaya Post received from SOSB        Rule – 9

                                                                      and tallied with HO Cash Book.   

                                                          

Both the Operative and Audit work shall not be mingled.  As the Custodian of Public Money, DOP has to carry out both the Accounting and Operating work in an independent manner and this is how our rules have been framed.  In our department the same are done simultaneously by SO SB/SBCO branches and hence only we are not having any Audit by External Agencies.  As such the staff of SO SB, whether they continue to work as at present or otherwise, may be asked to prepare the consolidated journals and hand over the same after tallying the figures with the SO Summary, along with the vouchers to the SBCO. The staff of SB branch, who is preparing the consolidated journal, is supposed to initial the SO summary under each head after tallying the consolidated journal figures with the SO summary figures.  Afterwards, the work of SB/SBCO branches is purely back office in nature. After receipt of returns, the Incharge of SBCO will verify the figures of Consolidated journals with HO cash book and finally with Cash Account.  Thus there are 2 layers of check of figures by two different levels to confirm the genuineness/accuracy of figures.  Thus, the Postal Accounts is also getting the authentic figures of PO SB figures and these figures go upto the level of Parliament.  Hence it is felt that No dilution of rules in preparation/check of figures should be done. This will cause lot of problem in tallying the SO summary, Cash book etc., on day to day basis.

 

                                                                                                                                 

7 General check of vouchers

& checking of vouchers                Will remain continued as at present                      Rule 11 & 15                                                                                                                               

Suggestion :

AFTER INTRODUCTION OF CBS THE CHECK OF VOUCHERS HAS BECOME THE MAIN AND MOST IMPORTANT WORK OF STAFF OF SBCO. IN THIS CONNECTION THE QUANTUM, AMOUNT, NATURE OF TRANSACTIONS TO BE CHECKED ETC. ARE TO BE REDEFINED TOTALLY IN THE PRESENT SCENARIO OF FUNCTIONING OF SB/SBCO BRANCH OF HOs/SOs.

OPENING OF SAVINGS ACCOUNTS TO GET THE CLOSURE PROCEEDS OF ANY SCHEME HAS ALMOST BECOME COMPULSORY.  AS SUCH THE NO. OF WITHDRAWALS IN SAVINGS ACCOUNTS, INVOLVING HUGE AMOUNTS, WILL GO UP MANY FOLD. 

DUE TO INCREASE IN POPULATION, POPULARITY OF POSTAL SAVINGS AMONG THE PUBLIC (THE SUCCESS OF SSA IS AN CLASSIC EXAMPLE TO THIS), DETERIORATION OF VALUE OF MONEY ETC. THE QUANTUM OF TRANSACTIONS AND QUANTUM OF MONEY CIRCULATION HAVE  INCREASED MANIFOLD.

HENCE THE FOLLOWING QUANTUM FOR GENERAL  CHECKS ARE SUGGESTED:

Sl. No.	Item	% of check suggested/Quantum
1	Savings Accounts      Deposits	All pay in slips above Rs.20000/-
2	Savings Accounts      Withdrawals	All Withdrawals above Rs.20000/-
3	RD PAY IN SLIPS	DEPOSITS EXCEEDING Rs.1000/- per transaction.
4	ALL TDs, PPF & MIAS  NEW ACCOUNTS	INITIAL DEPOSITS EXCEEDING Rs.20000/ & Rs.21000/- respectively.
5	PPF--further deposits	AMOUNT EXCEEDING Rs.20000/-
6	SCSS 2004	INITIAL DEPOSIT EXCEEDING Rs.20000/-
7	SSA	ALL DEPOSITS EXCEEDING Rs.5000/-
8	All categories	All closures.

The CBS software may be modified in such a manner that it does not accept in excess of the prescribed limit for that particular category of account. It may also pl. be ensured that the Interest on closed accounts are calculated properly by the CBS software (present the interest on closed accounts in NSS 87 category is obtained in fraction of rupee and even this is not reflected in the Consolidation)

 FOR THE PURPOSE OF CHECK OF VOUCHERS THE CONSOLIDATIONS GENERATED BY THE HO COUNTER/SOs HAVE TO BE RE-DESIGNED TO SHOW EXACT STATISTICAL INFORMATION ON  THE NO. OF NEW ACCOUNTS/FURTHER DEPOSITS/CLOSURES/NO. OF WITHDRAWALS ETC. IN THAT PARTICULAR SOL, SO THAT THE PA (SBCO) CAN ASSESS THE QUANTUM TO BE CHECKED BY HIM.

16 Un-used Cheque Foils                                                  Continued as it is.                      Rule – 18

17 Un-deliverable & spoilt Pass books                              Continued as it is.                       Rule – 19

THE PRESENCE OF SO SB IS MUST FOR HANDING OVER THE ABOVE ITEMS RECEIVED FROM THE COUNTER/SOs TO SBCO UNDER RECEIPT.

5.3.4 In charge SBCO will write to the Head of Postal Division in case of those objections where inquiry is required and  those which are not settled within 30 days.

In r/o OMs it is a huge task to report the OMs not settled within 30 days from the date of raising the OMs. Instead, report on monthly basis is suggested.

5.6.4 & 5.6.5  If for any reason, a voucher does not accompany the list of transactions the remark “ will follow”must have been noted by the head office against the relevant entry.

“’ ‘will follow’  must have been noted by the Head office against the relevant entry “ has no significance on the word  ‘relevant entry’  in which and by whom are not clear.

Note below 5.9.8 : on the completion of para,” through Divisional Head” shall be inserted

According to the suggestions made above, the orders contained in SB order no 14/2015 may kindly be amended and re-defined.