Note for Creation of Posts at head Quarter Corporate Office

The state government has clearly conveyed its intentions and motives to the general public by conceptualizing and formulating the R.C.S.C for effective implementation of Public Distribution System in the State. Emergence of this Corporation will not only enhance the distributing efficiency of P.D.S and Non P.D.S items to the target consumers in an effective manner but will minimize the flaws, leakages, loopholes and discrepancies which were previously witnessed in the mechanism of similar functioning operational bodies.

R.C.S.C’s main objective is to simplify the complex and tedious process of product distribution(P.D.S/ Non P.D.S) by evolving a systematized, sensitive and procedural operational structure so as to maximize the benefits for the target users. While performing the assigned objectives, Corporation also has to keep its health under a routine check by maintaining a minimum constant ongoing level of profitability to ensure its long run sustenance which in turn will benefit the state and the consumers..

Tasks Assigned To R.C.S.C (As In Cabinet Memo)

(a) Lifting, distribution and doorstep delivery of P.D.S items from the F.C.I godowns to the fair price shops.

(b) Marketing Non P.D.S items of daily use on reasonable price to the consumers through its network of fair price shops.

(c) Market intervention in case of exorbitant price rise of any essential commodity.

The initial setup of any Corporation is demanded to sensitively respond towards the dynamics of its working mechanisms. This responsiveness becomes the integral part of the corporation’s architecture. Thus it is important to realize that the purpose for which the Corporation is formed must be provided by the tools which caters to the customized needs of its methodologies. Any mismatch between the Corporations desired objective and channel through which it is attained will result in another traditional functioning body.

R.C.S.C, at its nascent state, is dependent on functioning mechanisms of old traditional distribution system. This dependence contradicts the basic principle on which the corporation was evolved and hence an independent working mechanism needs to be generated by the body itself so that the whole process could be monitored and dictated independently without an external constraint.

R.C.S.C is presently relying on the outsourcing of services from various external departments and institutions to conduct various operations because it is not fully capable and endowed by the resources required. As the magnitude of outsourcing increases the Corporation’s degree of dependence on extraneous variable factors also increases which acts as a major constraint in its growth. It not only limits the functioning parameters but also reduce the probability of its further expansion which was the main idea behind its conceptualization. Hence, to abate the complications and to minimize the complexes arising from the scattered web of

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outsourcing, a strong architecture is needed to build the Corporation in arrays such as : lifting, vigilance, transportation, procurement, system analysis, monitoring, marketing, branding, logistics, distribution, storage, quality analysis etc. Independence in functional and operational movement is a fundamental prerequisite for the Corporation to flourish and expand which will be attained only by creation of new posts internally.

The finalized structure of the corporation will work in a congruency at 3 levels, i.e, Corporate (state) level, District level and Tehsil level. The nature of the relationship shared between the functioning of these 3 tiers will define the degree of success in attainment of the tasks by the Corporation for which it was conceptualized and evolved. This 3 tier operational inter connectivity, if competent and adequate, will result in following characteristics:

Smooth channelization and facilitation of relevant information. Maintenance of a constant degree of functioning homogeneity which will ensure a

balanced distribution structure. Elimination of leakages, loopholes, data-mismatch, data overlapping and

inefficiency in the distribution cycle of the P.D.S/Non P.D.S. Systematized and procedural communication at various nodules at inter linkages

between these 3 levels will act as an important support system to develop a coherent, successful and profitable Corporation.

PROPOSALS FOR CREATION OF POSTS AT TEHSIL LEVEL

This level, in the actual sense, could be termed as the grass root functionary of the Corporation, not only in context of its functioning degree but also in relevance with the degree of accessibility it holds. The Govt has sanctioned offices at only 143 tehsils against a total No. of 244 tehsils in the State. For the rest of the tehsils, the nature of the Govt. sanction provided that existing RSWC managers should be given an additional charge of R.C.S.C Tehsil Inspectors. This order, till date, has not been complied with despite repeated requests made by the Corporation to RSWC.

R.C.S.C, thus, strongly demands independent creation of R.C.S.C offices at remaining 101 Tehsils as well (same as in 143 tehsils) due to reasons mentioned below :

1) R.C.S.C's operational functioning is yet dormant in these 101 tehsils.

2) Lack of administrative control of the Corporation on R.S.W.C managers.

3) The nature of the job of the inspectors demands a continuous mobility in their area to keep a strict vigil on PDS diversions and ensure timely distribution of P.D.S/ Non P.D.S to the F.P.S dealers. The existing work profile of the Warehousing managers will not allow them to have the mobility, flexibility and degree of vigilance which will adversely effect the working of the Corporation.

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Hence, it is requested to create the following mentioned posts at tehsil level Tehsil Inspector (101)Fourth Class Employees (101)

DISTRICT LEVEL

The district level offices of the Corporation are not operational as yet and the charge of District Managers at present has been given to D.S.Os as an interim arrangement. Thus, a review of assessment of need for creation of posts at District Level will be made at a later stage when D.M's will come in the direct point of contact with the functioning independence. Hence, no proposal for creation of posts is being made at this stage for District head offices of the Corporation.

PROPOSALS FOR CREATION OF POSTS AT CORPORATE LEVEL

The Corporate Office, operational at the top of the pyramid, will be responsible for the administrative and decision making aspects which will include

a) Monitor the functioning of all the units of the Corporation.

b) Policy formulation and decision making.

c) Administration of the subordinate offices.

d) Collection of data and statistics from the field functionaries.

e) Act as a channel between the state Govt. and the lower levels of the pyramid.

To accomplish the above mentioned tasks, various posts/cells need to be created at Corporate Head Quarters which is projected along with their work profiles as mentioned below:

(a) Company Secretary(b) Finance Cell(c) Marketing Cell(d) Human Resource Cell(e) Subject Specialist Managers(f) Clerical staff

Human Resource Management Cell

Need

(a) Recruitment of new employees in accordance with the required criteria of the corporation

H.R cell would be responsible for identification/selection of competent, efficient, skilful and apt candidates from the sea of applicants. This function includes evaluation of efficiency, estimating the degree of competency, understanding his/her psychodynamics in relation to the corporation's need, character evaluation, assessment of skills through various systematized and procedural recruitment modes.

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(b) Effective channelization of Employees strength

Human resource Cell is responsible to encourage, support and motivate the employees in an appropriate manner so as to maximize their strength and willingness to serve the corporation which in turn will result in increased profitability and efficiency in the region concerned.

(c) Providing support and guidance in various arrays of the work frame

Employees are constantly checked and guided in their respective field of jobs in an appropriate and effective manner so as to reduce conflicts and confusion and enhance productivity.

(d) Performance, conduct and behavioral management

H.R cell is liable for keeping charts and constant updates of employees' various aspects ranging from degree of performances to behavioral roles and conducts through structured tools of proper evaluation.

(e) Efficiency development of personnel through training, seminars, orientation and refresher courses to ensure a competent organizational design.

Role of H.R cell includes formation of a systematized, effective, smooth, skillful and suitable working atmosphere which is a result of a balanced organizational design in the concerned corporation which is attained by proper training and development of the new employees through procedural and effective training tools.

Besides the route role of recruitment, hiring and training the HR cell's work profile ranges to following aspects:

Organization development

Ensuring smooth inter-departmental communication

Performance Management and respective actions

Recommendation and providing inputs in policy formulation

Leadership and Team building for higher productivity

Grievance handling and its redressal

Despite the quantum of work as mentioned above, no post of E.D. Personnel has yet been created in the Corporation. It is requested that the post created as G.M., Transportation may be converted and designated as E.D. Personnel. The work of transportation can be given to General Manager, Marketing which later in this note, has been proposed to be re-designated as E.D., Marketing & Transportation.

Posts Proposed

Deputy G.M H.R (1)Manager H.R (2)

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PROPOSED CREATION OF POSTS FOR MARKETING CELL

Need

Marketing is an inseparable multi functionary component of the Corporation, whose tools, functions and services will be required and demanded by the department at various operational levels ranging from top to the bottom of the structure at various nodules. Its action will not only be limited to the strategic formulation or distributing capabilities but its domain will include the following

(1) Researching, assessing and understanding the need of the Corporation in accordance with the extrinsic and intrinsic macro dynamic environment and then formulating the guidelines and parameters for future action. It will not only optimize the product flow but will also reduce the degree of incongruity and complications which in turn will help the Corporation to attain a consumer friendly status. This optimized level will give directional degree of accuracy and line of action required to enable flexible decision making choices within Corporation.

(2) Deliverance of the values and the ideas associated with the product to the desired segmented market by understanding the need, requirement, dynamics, psychography and demographical attributes of its users. A proper awareness and product positioning are two important practices which will be exercised by the Marketing cell to attain quintessential level for both the segmented market and the Corporation.

(3) The role of Marketing cell is not only limited to selling the product and understanding of the consumer base but the wings of his/her work profile also include designing of the product personality for which an expert and creative outlook is needed to match up with the geographic, behavioral, psycho graphical and demographical attributes of the segmented market.

Eg: If the products image ( i.e. branding, basic lay out , design, conceptualization etc.) is not welcomed by the people, the probability of its decline increases in the long run, thus a creative and strong understanding of the product’s personality and it’s mechanism is required keeping the various facets of the segmented market into mind which too should be updated from time to time as per the need of the hour. For above mentioned functioning a trained performance of a skilled managerial unit is needed.

(4) Marketing cell performs an important function of ensuring proper procedural working amongst corporation’s various distribution channel in relevance of its products by establishing a cordial relationship with all the concerned units which includes: logistics, procurement units, transportations, delivery etc. This not only enhances a congenial operational activity but also reduces inters departmental conflicts by reducing the degree of probable complications which could’ve emerged in the absence of an adept supervision of a competent marketing cell. Thus a proper assessment and its effective channelization is demanded from the corporation for establishing a harmonious equation with its transporters, suppliers and finally the consumer for which the relevant posts are needed.

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Posts Already Sanctioned

General Manager Marketing (1) – (To be re-designated as E.D. Marketing & Transportation)

General Manager Transportation (1) – (To be converted and re-designated as E.D., Personnel)

Proposed Posts For Marketing Cell

Deputy General Manager Marketing (1)

Deputy Director, Marketing (1) – (On Deputation from Rajasthan Co-operative Society)

Manager Marketing (2)

FINANCE CELL

Need

a) Since the financial archicitectural layout of the corporation deviates from the standardized functioning of any traditional government office, a simple know-about or static approach will not be suffice in order to achieve the desired objectives.

b) The corporation will have an acute degree of dynamism both in context of monetary channelization and movement of other financial resources as compared to its other similar functioning competitive units and thus a specialized strike is needed in an effective manner to give the momentum and continuity for an effective sustenance.

c) Proper financial policies need to be formulated and then executed in accordance with the Corporation's requirement so as to induce a smooth and channelized facilitation of finances and minimize the bottlenecks, leakages and loopholes.

d) Since the goals of the newly formed Corporation needs sensitive and cautious phasal initiation in terms of money, the financial setup needs to:

Perform analyses to find profitable directions for the Corporation. Protect company's assets. Prepare for any unforeseen development. Plan finances so as to achieve desired objectives of the Corporation.

e) Financial setup will be assigned the task of formulation of financial strategies and policies based on the availability of resources , data and feedbacks from various units of the Corporation which will demand a quick decision making power, as time a cruscial aspect and needs to be catered carefully.

In A Nutshell

Finance Cell will be designed in order to perform and/or facilitate tasks and functions as mentioned below:-

(a) Systematized distribution of money to concerned units in accordance with their

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needs.

(b) Supporting the operational activities and inter-departmental functioning by providing adequate finances.

(c) Keeping a check on the monetary channel for any discrepancies, variations, blockages, leakages, redundancies or loopholes.

(d) Up gradation and updation of the policies and manner of executing as per the need of the Corporation's financial environment.

(e) Estimation, determination and generation of the finances by having an informative and balanced relation with all the units of the corporation hierarchy.

(f) Managing cash, keeping checks, laying necessary financial controls, establishing an optimum equational balance between finance allocations and the returns.

Posts Already SanctionedGeneral Manager Finance (1) - (To be re-designated as E.D. Finance)

Assistant Accounts Officer (2)

Accountant/Junior Accountant (2)

Additional Posts Proposed In Finance CellExecutive director Finance (1)

Deputy General Manager Finance (1)

Task Force Manager Finance (2)

The final picture of Corporation that will emerge after the creation of above mentioned posts is represented in the organizational chart at flag A.

CREATION OF POSTS OF SUBJECT SPECIALISTS:-

R.C.S.C is working within a complex arrangement of a densely interlinked structure which includes: suppliers, distribution channels, transporters, distributors, fair price shop owners, F.C.I, oil mills, logistic units etc. Thus there is an inseparable need of skilled managerial units to be assigned and perform designated task at each link of the whole channel.

Formation of the corporation has been projected as a futuristic body which will replace the conventional and orthodox channels of distribution by altering the traditional ways of their functioning and inducing dynamism in its operations to compete with the macro and micro environmental competitive factors. To achieve this stature a specialized team is required by the corporation which will co-ordinate on grounds of their expertise to accomplish a common cause.

At present R.C.S.C 's focal point of functioning revolves only around efficient deliverance 7

of P.D.S(food grains) which it procures from F.C.I and on K.V.S.S an intermediary for lifting, transportation and delivery of P.D.S food grain. This dependence, hinders the efficiency of the Corporations dealing and thus an intrinsic infrastructure is need to be build. The idea of disintermediation will soon have to be complied with the introduction of 'The Food Security Act 'after which R.C.S.C will be required to have its own system of procurement, storage, lifting, transportation and delivery. Corporation needs to build a strong setup to meet the challenges of the coming events which will not be feasible without an immediate start which includes training, planning, technology up gradation, data automation and subject expertise of various fields.

Along with all the above factors R.C.S.C is evolved to bring a shift in the working mechanism in the Non P.D.S items distribution channel so that it could not only compete with other similar functioning bodies but also gain a competitive advantage over them which will augment the qualitative aspects of the whole distribution channel making a consumer friendly atmosphere in the state.

In a nutshell

The subject Specialists are required to achieve :

a) Cost efficiency ( at all nodules in the distribution channel)

b) Time Efficient System (Strong featural advantage over the existing traditional system)

c) Minimizing Transportation damage

d) Sensitive responsiveness ( towards the consumers as well as the people of corporation)

e) Reasonable Pricing (An optimum combination between quality and price will be applied)

f) Quick response time (problems of transportation bottlenecks, logistic malfunction, consumer grievances will be handled carefully and quickly)

g) Consumer Friendly atmosphere ( corporation will not only limit its functioning to the final deliverance but will also entertain post-distribution-customer-feedbacks)

h) Up gradation of services and it’s good(R.C.S.C will metamorphosis it’s operational and functioning methodologies in accordance with changes of attributes and trends in the segmented market)

i) Technology friendly ( Technology will be induced at various stages of distribution channel and internet will be used as communicating platform which will result in cost affectivity, greater accessibility, accurate monitoring, on-time confirmations, better connectivity, on spot tracking, reduction in double dealing and overlapping, improved mapping skills, data consistency and reliability, manual entry elimination, standardization of activities, homogeneity in functioning etc)

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j) Quality assurance/ Quality control

k) Effective Storage/Inventory Management

l) Competitive Personnel Department

Posts Proposed for Subject Specialists from Different fieldsa) Manager Storage/Inventory (1)b) Manager Transportation and Logistics (1)c) Manager Quality Assurance and Quality Control (1)d) Manager Vigilance (1)e) Manager I.T/ System Analyis(1)

PROPOSED CREATION OF POSTS OF CLERICAL WORK FORCE

Need

The work profile of various interlinked departments at various levels operating within the Corporation in a structured manner to achieve desired objective will constitute the major portion of Corporations mechanic but it's final operational phase will not be achieved without an organized system operating systematically at the base of the pyramid.

The need of the above mentioned work force gains its strength from the fact that though, R.C.S.C functions and operates within framework of a Corporation it still holds a considerable degree of Governmental mode of functioning. In former parameters an apt clerical staff is required to perform below mentioned tasks :

a) Receipt dispatch

b) Stores and car taking

c) Bills and cash

d) Establishment matters

e) R.T.I matters and Assembly questions

f) P.U.C's relating to P.D.S (food grains, kerosene, sugar etc )

g) P.U.C's relating to Non-P.D.S etc

Posts Already Sanctioned

Stenographers (3)L.D.C's (3)

Proposed Posts

Office Assistant (1)U.D.C (3)L.D.C (6)

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CONCLUSIONThe final layout of the total posts proposed for creation at tehsil level & Corporate Head Quarter is as represented below:-

TEHSIL LEVEL :-

S.No. Particulars Posts Monthly Yearly

1. Inspectors 101 30,30,000 3,63,60,000 Assuming Rs. 30,000/- per Inspector a Month

2. Fourth

Class employees

101 7,57,500 90,90,000 As per Ex-Serviceman Society Rs. 7,500/- per employee

CORPORATE LEVEL :-

Name of posts Number of Posts PayScale G.PayCompany Secy. 1 15600-39100 5400D.G.M (Personnel) 1 15600-39100 5400

Dy. Dir. (Mkt. & Trans.) 1 15600-39100 6000(To be taken on Deputation from Raj. Co-operative Service)

D.G.M (Marketing) 1 15600-39100 5400D.G.M ( Finance) 1 15600-39100 5400Manager (Personnel) 2 9300-34800 4200Manager (Marketing) 2 9300-34800 4200Manager ( Finance) 2 9300-34800 4200ManagerTrans/Logi 1 9300-34800 4200Manager QA &QC 1 9300-34800 4200Manager Storage/inventory 1 9300-34800 4200Manager I.T 1 9300-34800 4200Manager Vigilance 1 9300-34800 4200 Office Assistant 1 9300-34800 3200U.D.C 3 5200-20200 2400L.D.C 6 5200-20200 1900TOTAL 25

Special Note :-

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The State Government vide its order dated 24.11.2010 has sanctioned three posts of General Manager namely :-

1. General Manager (Marketing)

2. General Manager (Transportation)

3. General Manager (Finance)

It is requested that these three posts of General Managers may be restructured and re-designated as mentioned below :-

1. Executive Director (Personnel) – Government has not sanctioned any post of General Manager or E.D. Personnel in the Corporation whereas RCSC, at its initial stage requires a lot of effort for creating a systematized, effective, smooth, skilful and suitable working atmosphere. Work regarding various training programs, seminar, workshop etc have to be organized for efficiency development of the staff and recruitments of new employees in accordance with the required criteria of the Corporation has also to be made. Hence, the post of G.M., Transportation may please be converted as E.D., Personnel.

2. Executive Director (Marketing & Transportation) – The post of General Manager (Marketing) may please be re-designated as E.D. (Marketing & Transportation) because transportation is an integral component of Marketing and a common senior official for marketing & transport would result in better administrative efficiency and effective problem solving.

3. Executive Director (Finance) – The present post of General Manager, Finance may please be re-designated as E.D. Finance.

Merely, re-designation of posts will not involve any financial implications.

Yearly Financial Implication of proposed posts

S.No. Particulars Posts

Amount (in Lacs)During

Probation Period

After Probation

Period1. Company Secretary 1 2.02 3.93

2. D.G.M. (Personnel) 1 2.02 3.93

3. D.G.M. (Marketing.) 1 2.02 3.93

4. D.G.M. (Finance) 1 2.02 3.93

5. Manager (Personnel) 2 3.13 6.30

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6. Manager (Marketing) 2 3.13 6.30

7. Manager (Finance) 2 3.13 6.30

8. Manager Transport/Logi. 1 1.57 3.15

9. Manager QA/QC 1 1.57 3.15

10. Manager Store/Inventory 1 1.57 3.15

11. Manager I.T. 1 1.57 3.15

12. Manager Vigilance 1 1.57 3.15

13. Office Assitant 1 1.20 3.03

14. U.D.C. 3 2.84 5.44

15. L.D.C. 6 4.39 10.51

Total 33.75 69.35

During probation period (2 years) financial implication of these posts would be Rs. 33.75 lacs per year and after probation period, financial implication would be Rs. 69.35 lacs per year.

The above mentioned expenditure would be met out from the income of fortified flour and Non-PDS items etc and hence no financial burden will accrue on Finance Department.

Hence, F.D. may kindly be requested to create the abovementioned posts to enable effective and congenial functioning of the Rajasthan State Food & Civil Supplies Corporation.

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