MANUAL - 1 PARTICULARS OF ORGANISATION, FUNCTIONS & DUTIES [Section 4(1) (b) (i)] 1. Aims and Objectives of the organization-

The Information and Public Relations Department serves as a link

between people and the Government. This department not only informs the

public on the plans, policies and programmes of the Government, but also

endeavors to ensure people’s participation in the successful implementation of

different developmental programmes. To implement these programmes and to

make them people-oriented, this Department also functions at State levels.

2. Mission / Vision

In its mission to in02form, educate and entertain the people, the

Information and Public Relations Department acts as a catalyst of change.

Disseminating information and gathering feedback on the implementation of

developmental programmes, this department attempts to improve the standard

of living of the target public by assessing their information needs and

undertaking simultaneously a plan of action. This department also seeks to elicit

public cooperation towards the process of development.

3. Brief history & background of its establishment

The Department was created originally as a part of the Home

Department and was named as Home (Public Relations) Department.

Subsequently it was separated from the Home Department on the 8thJuly, 1978

and started functioning as an independent Department of the State Government

in the name of Information & Public Relations Department.

4. Organization Charts DI & PRO, Boudh Junior-Clerk-cum-Librarian Junior Clerk

5. Allocation of Business.

As delineated in the Orissa Government RULES OF BUSINESS

including instructions of General Administration Department from time to time.

(1) District Information and Public Relations Officer- Overall supervision of the

DI & PRO section under

the administrative Control

of I. &. P.R. Deptt.

(2) Junior. Clerk- Cum-Librarian: - Monitoring of Information Centre-cum- reading Room, Boudh. (3) Junior Clerk: - Cash, Establishment, Issue & Diary Bill & Budget, Assembly question, Vehicle, Meeting & Conference, News item, Organisation of different Govt.programme & Function--etc 6. Duties to be performed to achieve the mission. Applying print, electronic, folk, audio-visual and oral media the

department shoulders onerous responsibility to design, develop and execute

information campaigns to achieve its mission.

7. Details of services rendered. I. PUBLICITY II. PRESS INFORMATION SERVICE III. T.V. NEWS & PRINT MEDIA NEWS IV. PHOTO SERVICE V. FILM SHOW VI. COMMUNITY VIEWING SCHEME VII. AUDIO VISUAL PUBLICITY VIII. ADVERTISEMENT IX. INFORMATION CENTRE-CUM-READING ROOM

X. EXHIBITION XI. SPECIAL CELEBRATION XII. SONG & DRAMA 8. Citizen’s Interaction Involving target public, this department executes participatory information programmes in the field. 9. Postal address of the main office, attached/subordinate Office/Field units

District Information & Public Relations officer, Boudh

At/Po-Boudh (Old Block Chhak)

Dist-Boudh.

10 .Map of Office Location: -- 11. Working hours both for office and public:- 10 A.M. to 5 P.M. 12. Public Interaction While organizing interactive programmes, the officers of the

Department at the field level involves the public in all types of oral

communication approaches.

13. Grievance Redress Mechanism: D I & PRO, Boudh: Every Saturday 4 PM. to 5 PM on working days only.

Manual 2 Power and duties of officers and employees

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

Powers and duties of officers and staff

Note: Substantive powers and duties for each position may be defined

Sl.

No

Designation

of Post

Powers Duties

attached

Administrative Financial Statutory Others

1 District

Information

& Public

Relations

Officer,

Boudh.

Over all supervision of the District of I. &.P.R. section under the administrative control of I&PR Deptt.

DDO

(i)Pay & allowances

of Staff.

- -

Manual 3

Procedure followed in decision-making process

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

Letters/applications are being received by the officers present in

headquarters, during office hours in working days only. Thereafter said

application is being diaries by the concerned dealing Assistant. Then it is given to

concerned dealing assistants who makes an entry in his log book which he

maintain regularly.

Thereafter, the Dealing Assistants put up the matter with his notes

relating to its history if any, the prescribed provisions of law, rules, and

government circulars relating to this issue, present position, and availability of

funds if it involves financial expenditure and how far it is permissible under the

provisions of the law and rules. Then the files placed to DI&PRO who with his

views passes to Collector who is the final decision making authority.

In some cases of less importance, DI&PRO takes his final decision

at his level without the matter being referred to Collector. More over the

applications are processed and finalized with in 15 days in any case.

The flow process chart is given below.

Sl. No.

Activity Level of action Time frame

1 To receive application and put a diary number

Dealing assistant One day

2 Mark application to concerned D.A. DIPRO One day

3 Entry in Log book and put up in file Dealing Assistant 1-2 day

4 Preparation of Draft Dealing Assistant One day

5 Approval of the Draft DIPRO One day

6 Typing of Draft Dealing Assistant One day

7 Issue and dispatch of draft Dealing Assistant One day

MANUAL-4 Norms Set For The Discharge Of Functions Illustration.

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

Sl. No

Activity Time frame/Norm Remarks

1 Received of letters/ application and sending to concerned section for further action after diarized.

3 days

2 Annual return on maintenance of service books

3 Quarterly return of disposal of Pension Cases

Manual- 5

Rules, regulations, instructions, manuals and records for discharging functions [Section 4(1)(b)(v)]

Sl .No Name of the act, rules, regulations etc

Brief gist of the contents Reference No if any

Price in case of priced publications

1 Orissa Service Code

Condition of services and financial impact of Govt. Servants

2 O.C.S.(CCA) Rules – 1962

Disciplinary Proceedings /Suspension

3 O.C.S. Govt. servant conduct Rule-1959

Conduct Rules relating to State Govt. employ

4 Orissa Record Manual Proper rmaintenance, Procedure of files and register.

5 Orissa Civil Service Pension Rule– 1992

Rules pertaining to post retirement Benefit of G/S.

6 O.C.S. commutation of pension Rule – 1992

Preparation of Pension cases.

7 Orissa Traveling Allowances Rule

T.A. Claim of Staff

8 Orissa Reservation of Vacancies Act-1975 (Posts & Services) and Rules 1976 there on

Rules relating to Reservation of posts for different categories such as General / S.C. & S.T. categories

9 Budget Manual Preparation of Annual Budget

10 Orissa Treasury Code Procedure for deposit and drawal of Govt.Money.

11 Orissa Govt.Finance Rule

Proper accounting procedure Mode of Govt.Money.

Manual 6

A statement of the categories of documents that are held by it for under its control

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

Sl. No

Nature of Record

Details of information available

Unit/section where available

Retention period, where available

1 Establishment. I-8/2009

L.P.C.Register/File Establishment As per specifications of A, B, C,

& D.

2 I-15/2009 Extension of Temporary post under Regular Establishment.

-do- -do-

3 I-16/2009 Submission of return in form No-OCS Pension from -1

-do- -do-

4 I-18/2009 Transfer & Posting -do- -do-

5 I-19/2009 Miscorrespondence on Esstt.

-do- -do-

6 I-21/2009 Maintenance of Annual Statement Of drawal from GPF Accounts

-do- -do-

7 I-23/2009 Inspection Note of DY.Director.

-do- -do-

8 I-25/2009 Tour Programme of Collector/ADM/Sub-Collector.

-do- -do-

9 I-26/2009 Quarterly Return of sanction of Pension.

-do- -do-

10 I-30/2009 C.C.R.of Staff -do- -do-

11 I-32/2009 SC & ST file -do- -do-

12 I-36/37/2009 Department/A.G.Audit -do- -do-

1 Bill & Budget II-1/2009

Allotment of funds Bill & Budget -do-

2 II-2/2009 Sanction of Advance Pay GIS of staff.

-do- -do-

3 II-4/2009 Telephone -do- -do-

4 II-5/2009 GPF Advance of Staff. -do- -do-

5 II-6/7/2009 Monthly Expenditure Statement.

-do- -do-

6 II-10/2009 Miscellaneous Correspondence

-do- -do-

7 II-11/2009 Expenditure statement on Vehicle.

-do- -do-

8 II-13/2009 Adjustment of Advance -do- -do-

9 II-15/2009 Revised Estimate & Budget Estimate

-do- -do-

10 II-19/2009 R.C.M. -do- -do-

11 II-20/21/2009 T.A.Particular of DI&PRO & Staff.

-do- -do-

12 II-23/3009 Orissa Revised Scales of Pay-2008

-do- -do-

1 Miscellaneous III-1/2009

Miscellaneous Correspondence.

Miscellaneous -do-

2 III-2/2009 Orders and Circulars -do- -do-

3 III-4/2009 Car Festival -do- -do-

4 III-5/2009 Rural Exhibition -do- -do-

5 III-7/2009 Precautionary & Preventive Measures for flood/cyclone

-do- -do-

6 III-12/2009 Installation of computers and Accessories

-do- -do-

7 III-14/27/2009 Motor Vehicle -do- -do-

8 III-16/2009 Information Centre-cum- Reading Room

-do- -do-

9 III-17/2009 Red Cross -do- -do-

10 III-18/2009 Annual Indent of Form under Schedule L-III

-do- -do-

11 III-19/2009 Utkla Prasanga & Orissa Review

-do- -do-

12 III-20/2009 Wide Publicity -do- -do-

13 III-26/2009 Assembly Question Correspondence.

-do- -do-

14 III-28/2009 Meeting & Proceeding. -do- -do-

15 III-29/2009 Song & Drama -do- -do-

16 III-31/2009 Right to Information Act -do- -do-

17 III-33/2009 Freedom Fighter -do- -do-

18 III-37/2009 Dist Office Accommodation -do- -do-

1 Prees Reporters Correspondence IV-1/2009

Press Cutting/Clipping Press Reporters

Correspondence

-do-

2 IV-2/2009 Press Meet -do- -do-

3 IV-3/2009 Press Clipping on Correspondence

-do- -do-

4 IV-4/2009 News Item -do- -do-

5 IV-5/2009 Advertisement -do- -do-

6 IV-8/2009 Press Note Correspondence

-do- -do-

1 Celebration V-1/2009

Dr.Harekrushna Mahatab Jayanti.

Celebration -do-

2 V-2/2009 Independence Day -do- -do-

3 V-4/2009 Dr.B.R.Ambedakar Jayanti -do- -do-

4 V-5/2009 Gandhi & Sastri Jayanti -do- -do-

5 V-8/2009 Republic Day -do- -do-

6 V-9/2009 Utkal Divas -do- -do-

7 V-10/2009 Road Safety Week -do- -do-

8 V-11/2009 Flag Day -do- -do-

9 V-12/2009 State Disaster Preparedness Day

-do- -do-

10 V-13/2009 Vigilance Awareness Week -do- -do-

11 V-15/2009 Video Coverage -do- -do-

12 V-16/2009 Sadbhaban Divas -do- -do-

13 V-18/2009 Rasthriya Sankalap Divas -do- -do-

14 V-20/2009 Armed Force Flag Day -do- -do-

15 V-21/2009 Orissa Reference Annual -do- -do-

16 V-23/2009 Rajib Gandhi Uraja Divas -do- -do-

17 V-25/2009 150th Anniversary of Ist war of Independence

-do- -do-

1 A.V.Unit Section VI-1/2009

A.V.Unit A.V.Unit -do-

2 VI-2/2009 MPR on P.R.Activities -do- -do-

3 VI-3/2009 F.C.R. -do- -do-

4 VI-4/2009 Film Show -do- -do-

1 Inspection IX-1/2009

Inspection of RDC/Collector & others

Inspection -do-

2 IX-2/2009 DI&PRO Conference -do- -do-

1 Retainer Photo Service X-1/2009

Videography & Photo service

Retainer Photo

Service.

-do-

2 X-2/2009 District Round Up -do- -do-

Manual 7 Particulars of any arrangement that exists for consultation with of representation

by the members of the public in relation to the formulation of its policy of Implementation

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

Details of consultative committees and bodies with which consultations are held

Sl. No

Name and address of the Consultative Committees/bodies

Constitution of the committee/body

Role and responsibility

Frequency of meetings

1 District Level Monitoring Committee for Private Television Channel.

Collector & DM-Chairman Sub-Collector-Member Secy. DI&PRO-Member Sri S.Agrawalla-Correspondent AIR/Doordarshan

As and when required by the Chairman

2 Republic Day Meeting Collector & DM-Chairman DI&PRO-Member Convenor

½ yearly.

3 Independence Day Meeting.

Collector & DM-Chairman DI&PRO-Member Convener.

½ yearly.

4 District Level Monitoring Committee Meeting for Health & Family Welfare.

Collector-Chairman Suptd.of Police-Member DI&PRO-Member Drugs Inspector-Member Food Inspector-Member CDMO-Member Convener

As desired by the Committee.

5 Requirement Rally for Defence & Para Mili- tary service.

Collector-Chairman Suptd.of Police-Member A.D.M.-Member CDMO-Member Ex. Engineer(PH)-Member E.O.NAC-Member DI&PRO-Member D.E.O.-Member Convener.

As desired by the Committee.

6 District Website Maintenance Committee.

Collector & D.M-Chairman PD,DRDA-Member CDMO-Member DAO-Member DI&PRO-Member Dist.Planning Officer-Member District Statistical Officer-do- District Tourist Officer &

As and when required by the Chairman

Culture Officer-Member Dist. Informatics Officer- Member Convener

7 Hindu Kustha Nivaran Sangha District Branch.

Collector-President CDMO-Vice President PD,DRDA-Vice President Sub-Collector-Member DI&PRO-Member DSWO-Honorary Secretary.

As desired by the Committee.

Manual 8

A statement of boards, council, committees and other bodies constituted

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

List of boards, councils, committees etc

Sl. No

Name and address of the body Main functions of the body

Constitution of the body

Date of constitution

1 2 3 4 5

1 District Level Monitoring Committee for Private Television Channel.

2 Republic Day Meeting.

3 Independence Day Meeting.

4 District Level Monitoring Committee Meeting for Health & Family Welfare.

5 Requirement Rally for Defence & Para Military Service.

6 District Website Maintenance Committee.

7 Hindu Kustha Nivaran Sangha District Branch.

Date up to which valid

Whether meetings open to public

Whether minutes accessible to public

Frequency of meetings

Remarks

6 7 8 9

No No

Please attach copies of detailed notification/ orders for their constitutions.

Manual 9 Directory of officers and employees

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

Sl. No

Name and designation Office Phone No

E-mail address

1 Sri Manas Ranjan Biswal, D.I. &. P.R.O,Boudh 222326 dipro.boudh

@rediffmail.com

2 Sri Laxmidhar Naik,Jr.Clerk-cum-Librarian - -

3 Sri Rabi Narayana Pattnaik, Jr-Clerk. - -

4 Sri Akshya Kumar Mahakud ,Peon-cum-N.W - --

5 Sri Satya Narayana Behera,Literate Peon - -

6 Sri Sisira Kumar Bagh,Night Watcher

Manual 10

The monthly remuneration received by each of the officers and employees, including

the system of compensation as provided in the regulations

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

Note:-Details about system of compensation provided in regulations may be

given.

Sl.

No

Name and Designation Pay scale/Monthly

remuneration

Pay

1 Sri Manas Ranjan Biswal, D.I. &.P. R.O.,Boudh Rs.9300/-to 34800/- Rs.17,220/-

2 Sri Laxmi Narayana Nayak,Jr.Clerk-cum-Librarian Rs.5200/-to 20200/- Rs.10,950/-

3 Sri Rabi narayana Patnaik, Jr-Clerk. Rs.5200/-to 20200/-

Rs.9,210/-

4 Sri Akhashya Mahakud ,Peon-cum-N.W. Rs.4440/-to 7440/-

Rs.7,580/-

5 Sri Satya Narayana Behera,Literate Peon Rs.4440/-to 7440/- Rs.7,950/-

Sri Sisira Kumar Bagh, Night Watcher. Rs.2550/-to 3200/- Rs.4,440/-

Manual 11 The budget allocated to each agency

[Section 4(1)(b)(xi)] Non-plan budget

Major Head Activities to be performed

Sanctioned budget (Allotment received for 2008-2009)

Budget estimate

Revised estimate.

Expenditure for the year

D.No.25-2220-I&P -60-others-106-FP -0321-District Organisation.

25-2220-60-106- 0321-06001

Pay-136

DP-147

DA-156

HRA- 403

RCM-516

T.A-000

2,73,000/-

1,05,000/-

1,56,750/-

19,000/-

1,000/-

6,000/-

3,01,000/-

1,51,000/-

1,88,000/-

23,700/-

--

--

2,61,000/-

1,30,000/-

1,50,000/-

18,000/-

--

--

2,63,569/-

90,821/-

1,53,893/-

17,955/-

1,000/-

6,000/-

25-2220-60-106- 0321-08001

Telephone-154 6,000/- -- -- 6,000/-

25-2220-60-106- 0321-08001

Motor Vehicle-

397

18,000/- -- -- 10,368/-

25-2220-60-106- 0321-08001

Electricity-074 5,000/- -- -- 1,069/-

25-2220-60-106- 0321-08001

Contigency-506 11,240/- -- -- 11,229/-

25-2251-00-090- 0705-01003

F.A.-560 15,000/- -- -- 15,000/-

25-2220-60-106- 0321-21033

A.V.Unit-000 2,000/- -- -- 2,000/-

25-2220-60-106- 0321-01003

Arrear Pay-855 1,30,000/- -- -- 1,12,947/-

D.No.25-2220-I&P -60-others-001-

Pay-136 90,000/- 90,000/- 1,00,000/- 89,542/-

Direction & Administration-0618-01003- Hqrs.Organisation.

DP-147

DA-156

HRA- 403

RCM-516

41,000/-

63,250/-

5,800/-

500/-

45,000/-

66,000/-

7,000/-

--

50,000/-

67,000/-

7,500/-

--

34,276/-

57,102/-

5,786/-

500/-

25-2220-60-001- 0618-06001

T.A-000 1,000/- -- -- 1,000/-

25-2220-60-106- 1128-08001

Computer

Materials-506

20,000/- -- -- 20,000/-

25-2250-800-1310 -78072

Car Festival-000 2,000/- -- -- 2,000/-

25-2250-789-1310 -78072

Spl.Celebration-

000

48,000/- -- -- 48,000/-

25-2220-60-106- 1022-08001

Exhibition &

Photo blow up-

506

19,000/- -- -- 19,000/-

25-2220-60-796- 1306-08001

Song & Drama 3,000/- -- -- 3,000/-

25-2220-60-001-0618-01003

Arrear Pay-855 62,000/- -- -- 48,268/-

Plan Budget

Name of

the plan

scheme

Activities to

be under

taken

Date of

commenceme

nt

Expected date

for completion

Amount

sanctioned

Amount

disbursed/

Spent

- - - - - -

Manual 12 The manner of execution of subsidy programme

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

List of institutes given subsidy

Sl.

No

Name and

address of the

institution

Purpose

for which

subsidy

provided

No of

beneficiaries

Amount

of

subsidy

Previous

Years

utilization

progress

Previous

Years

achievements

-Nil-

List of individuals given subsidy

Sl.

No

Name and address

of the beneficiary

Purpose for

which subsidy

provided

Amount

of

subsidy

Scheme and

Criterion for

selection

No of time

subsidy given

in past with

purpose

-Nil-

Details of schemes under which subsidies are granted should be given.

Manual 13 Section 4(1)(b)(xiii)]

Particulars of recipients of concessions, permits of authorizations granted List of beneficiaries

Sl.

No

Name and address

of the beneficiary

Nature of

concession/permit/

Authorizations

provided

Purpose for

which

granted

Scheme and

Criterion for

selection

No of times

similar

concession

given in past

with purpose

-Nil-

Note: Creation of database and its hosting on website should be done on priority basis for

activities like issue of permits, issue of authorizations, grant of concessions, licenses etc.

District Information & Public Relations officer

Boudh

Manual 14 Information available in an electronic form [Section 4(1)(b)(xiv)]

Details of information

Sl.

No

Activities for which

electronic data

available

Nature of

information

available

Can it be

shared with

public

Is it available

on website of

is being used

as back end

database

-Nil-

Manual 15 Particulars of facilities available to citizens for obtaining information

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

Facilities available for obtaining information

Sl. No

Facility available Nature of information available

Working hours

1 2 3 4

1 Office Notice Board Functions of duties of different sections and officers in charge and staff

10 AM to 5 PM

2 Information Centre -do- 7 AM to 10 AM 4 PM to 8 PM

Manual 16 Name designation and other particulars of Public Information Officers

[Section 4(1)(b)(xvi)] List of Public Information Officers

SlNo

Designation of the officer designated as PIO

Postal address

Telephone No.

E-mail address Demarcation of Area/ Activities, if more than one PIO is there

1 District Information & Public Relations Officer, Boudh.

At/Po-Boudh(Old Block Chhak) Dist-Boudh.

222326 dipro.boudh

@rediffmail.com

--

First Appellate Authority With In The Department.

Sl. No

Designation of the officers designation as PIO

Postal address

Telephone No.

E- mail address

Demarcation Area/Activities, if more than one PIO is there.

1 Deputy Director,I&PR (SD) Berhampur

At/po-Berhampur District- Ganjam

06811- 2209703

Manual 17

Other information as may be prescribed

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

All other information as may be prescribed for dissemination shall be collated, tabulated, compiled, collected and provided in the form of manual from time to time.

N;B: The Information furnished in the Manual 1 to 17 is subject to addition and

modification as and when required.