A FRAMEWORK FOR TRANSPARENCY AUDIT
1. Organization and Function
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S.
No.
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Item
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Details of disclosure
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Particulars
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1.1
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Particulars of its organization, functions and duties
[Section 4(1)(b)(i)]
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(i)
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Name of the Organization and its website
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Zila Sainik Welfare Office
www.chandigarhsainikwelfare.org
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(ii)
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Head of the organization
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Zila Sainik Welfare Officer (ZSWO)
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(iii)
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Vision, Mission and Key objectives
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The vision of this office to look after the welfare of Serving/ex-servicemen/widows & dependents. This office is maintain a Sainik Rest House also. The objective is to provide optimum accommodation to ex-servicemen (ESM).
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(iv)
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Function and duties
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ZSWO is performing the duties of Head of Office /DDO. The function and duties of other staff is at Annexure-I. The main function of this office is as under:-
· To issue of ex-servicemen identity card
· To sponsor names of ex-servicemen for employment purpose in Govt./Pvt Sector.
· To provide various types of financial assistance to ex-servicemen/widows.
· To issue various types of certificate to the wards of ex-servicemen/widows.
· To process family pension cases
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(v)
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Organization Chart
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· Secretary (Home Secretary)
· Deputy Commissioner(HOD)
· Zila Sainik Welfare Officer (HOO) - 01
· Senior Assistant (In Addn Supdt) - 01
· Junior Assistant - 01
· Clerks - 02
· Field Investigator - 01
· Welfare Organiser - 01
· Driver - 01
· Class- IV - 02
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1.2
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Power and duties of its officers and employees [Section 4(1) (b)(ii)]
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(i) Powers and duties of officers (administrative, financial and judicial)
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Financial power of Zila Sainik Welfare Officer is upto
Rs 8000/- and DC(HOD )is upto Rs 75 lakh
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(ii) Power and duties of other employees
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Enclosed as per Annexure-I
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(iii) Rules/ orders under which powers and duty are derived and
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As per norms
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(iv) Exercised
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Enclosed as per Annexure-I
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(v) Work allocation
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Enclosed as per Annexure-I
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- 2 -
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1.3
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Procedure followed in decision making process [Section 4(1)(b)(iii)]
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(i) Process of decision making. Identify key decision making points
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Copy enclosed as per Annexure-II
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(ii) Final decision making authority
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Secretary
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(iii) Related provisions, acts, rules etc.
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As per policies issued by the Record offices and Kendriya Sainik Board.
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(iv) Time limit for taking a decisions, if any
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As per Annexure-II -do-
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(v) Channel of supervision and accountability
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1.4
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Norms for discharge of functions [Section 4(1)(b)(iv)]
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(i) Nature of functions/ services offered
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Pension cases, Gallantry awards, Scholarships, education grants etc
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(ii) Norms/ standards for functions/ service
delivery
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As per Annexure-II
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(iii) Process by which these services can be accessed
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off line
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(iv) Time-limit for achieving the targets
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As per Annexure-II
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(v) Process of redress of grievances
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Applications are being forwarded to the concerned department for redressal
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1.5
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Rules, regulations, instructions manual and records for discharging functions [Section 4(1)(b)(v)]
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(i) Title and nature of the record/ manual/instruction.
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Manual for ex-servicemen
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(ii) List of Rules, regulations, instructions manuals and records.
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Central Civil Services Rules & GFR
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(iii) Acts/ Rules manuals etc.
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As per policies issued by the Records offices and Kendriya Sainik Board.
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(iv) Transfer policy and transfer orders
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Following the orders of Department of Personnel
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1.6
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Categories of documents held by the authority under its control
[Section 4(1)(b) (vi)]
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(i) Categories of documents
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Records of ex-servicemen
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(ii) Custodian of documents/categories
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Dealing Assistant
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1.7
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Boards, Councils, Committees and other Bodies constituted as part of the Public Authority [Section 4(1)(b)(viii)]
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(i) Name of Boards, Council, Committee etc.
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Zila Sainik Board & Grievances committee for redressal of grievances of ESM
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(ii) Composition
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President, Vice President, Member & Secretary
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(iii) Dates from which constituted
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04.11.2022
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(iv) Term/ Tenure
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Two Years
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(v) Powers and functions
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To discuss points for welfare of
Serving/ex-servicemen/widows
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(vi) Whether their meetings are open to the
public?
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No
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(vii) Whether the minutes of the meetings are
Open to the public?
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No
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(viii) Place where the minutes if open to the public are available?
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NA
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1.8
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Directory of officers and employees
[Section 4(1)
(b) (ix)]
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(i) Name and designation
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Copy enclosed as per Annexure-III -do-
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(ii) Telephone , fax and email ID
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- 3 -
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1.9
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Monthly Remuneration received by officers & employees including system of compensation [Section 4(1)
(b) (x)]
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(i) List of employees with Gross monthly remuneration
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Copy enclosed as per Annexure-IV (Basic pay for the month of Mar 2024)
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(ii) System of compensation as provided in its regulations
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As per Central Civil Services Rules
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1.10
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Name, designation and other particulars of public information officers
[Section 4(1)
(b) (xvi)]
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(i) Name and designation of the public information officer (PIO), Assistant Public Information (s) & Appellate Authority
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Mohan Singh Rana, Sr Asst (CPIO) Mob 9988813437
Mrs Palika Arora, PCS
ZSWO (Appellate Authority) Mob 9815809223
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(iii) Address, telephone numbers and email ID of each designated official.
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0172-2701947
ranamohan24@yahoo.co.in
kundra15ak@gmail.com
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1.11
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No. Of employees against whom Disciplinary action has been proposed/ taken
(Section 4(2))
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No. of employees against whom disciplinary action has been
(i) Pending for Minor penalty or major penalty proceedings
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Nil
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(ii) Finalised for Minor penalty or major penalty proceedings
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Nil
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1.12
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Programmes to advance understanding of RTI
(Section 26)
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(i) Educational programmes
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Nil
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(ii) Efforts to encourage public authority to participate in these programmes
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Nil
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(iii) Training of CPIO/APIO
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Time to time training are
being organized by Chd. Admn.
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(iv) Update & publish guidelines on RTI by the Public Authorities concerned
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Nil
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- 4 -
2. Budget and Programme
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S.
No.
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Item
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Details of disclosure
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Particulars
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2.1
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Budget allocated to each agency including all plans, proposed expenditure and reports on disbursements made etc. [Section 4(1)(b)(xi)]
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(i) Total Budget for the public authority
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Copy enclosed as per
Annexure-V
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(ii) Budget for each agency and plan &
programmes
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- do-
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(iii) Proposed expenditures
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-do--
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(iv) Revised budget for each agency, if any
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-do-
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(v) Report on disbursements made and place where the related reports are available
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-do-
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2.2
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Foreign and domestic tours during 2022-23
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(i) Budget (Allotted for TA/DA for FY 2023-24)
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Rs 25,000/-
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(ii) Foreign and domestic Tours by ministries and officials of the rank of Joint Secretary to the Government and above, as well as the heads of the Department.
a) Places visited
b) The period of visit
c) The number of members in the official delegation
d) Expenditure on the visit
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Nil
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(iii) Information related to procurements
a) Notice/tender enquires, and corrigenda if any thereon,
b) Details of the bids awarded comprising the names of the suppliers of goods/ services being procured,
c) The works contracts concluded – in any such combination of the above- and
d) The rate /rates and the total amount at
which such procurement or works contract is to be executed.
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Nil
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2.3
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Manner of execution of subsidy programme [Section 4(i)(b)(xii)]
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(i) Name of the programme of activity
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NA
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(ii) Objective of the programme
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NA
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(iii) Procedure to avail benefits
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NA
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(iv) Duration of the programme/ scheme
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NA
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(v) Physical and financial targets of the
programme
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NA
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(vi) Nature/ scale of subsidy /amount allotted
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NA
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- 5 -
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(vii) Eligibility criteria for grant of subsidy
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NA
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(viii) Details of beneficiaries of subsidy
programme (number, profile etc)
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NA
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2.4
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Discretionary and non-discretionary grants.
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(i) Discretionary and non-discretionary
grants/ allocations to State Govt./ NGOs/other institutions
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NA
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(ii) Annual accounts of all legal entities who are provided grants by public authorities
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NA
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2.5
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Particulars of
recipients of concessions, permits of authorizations granted by the public authority [Section 4(1) (b) (xiii)]
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(i) Concessions, permits or authorizations
granted by public authority
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NA
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(ii) For each concessions, permit or authorization granted
a) Eligibility criteria
b) Procedure for getting the concession/ grant and/ or
permits of authorizations
c) Name and address of the recipients given concessions/
permits or authorisations
d) Date of award of concessions
/permits of authorizations
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NA
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2.6
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CAG & PAC
paras
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CAG and PAC paras and the action taken reports (ATRs) after these have been laid on the table of Administrator, U.T., Chandigarh.
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No audit para is FY 2023-24
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- 6 -
3. Publicity Band Public interface
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S.
No.
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Item
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Details of disclosure
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Particulars
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3.1
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Particulars for any arrangement for consultation with or representation by the members of the public in relation to the formulation of policy or implementation there of
[Section 4(1)(b)(vii)]
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Arrangement for consultations with or representation by the members of the public
(i) Relevant Acts, Rules, Forms and other documents which are normally
accessed by citizens
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NA
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(ii) Arrangements for consultation with or representation by
a) Members of the public in policy formulation/ policy implementation
b) Day & time allotted for visitors
c) Contact details of Information & Facilitation Counter (IFC) to provide publications frequently
sought by RTI applicants
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NA
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Public- private partnerships (PPP)
(i) Details of Special Purpose Vehicle (SPV), if any
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NA
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(ii) Detailed project reports (DPRs)
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NA
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(iii) Concession agreements.
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NA
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(iv) Operation and maintenance manuals
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NA
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(v) Other documents generated as part of
the implementation of the PPP
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NA
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(vi) Information relating to fees, tolls, or the other kinds of revenues that may be collected under authorization from the
government
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NA
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(vii) Information relating to outputs and
outcomes
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NA
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(viii) The process of the selection of the
private sector party (concessionaire etc.)
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NA
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(ix) All payment made under the PPP project
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NA
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3.2
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Are the details of policies / decisions, which affect public, informed to them [Section 4(1) (c)]
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Publish all relevant facts while formulating important policies or announcing decisions which affect public to make the process more interactive;
(i) Policy decisions/ legislations taken in the previous one year
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Policies are being made
by Army HQ and Record
Offices.
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(ii) Outline the Public consultation process
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Nil
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(iii) Outline the arrangement for consultation before
Formulation of policy.
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Nil
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- 7 -
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3.3
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Dissemination of information widely and in such form and manner which is easily accessible to the public
[Section 4(3)]
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Use of the most effective means of communication
(i) Internet (website)
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All important information
relating to this office are
regularly uploaded on
official website
www.chandigarhsainik
welfare.org and displayed
on the Notice Board
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3.4
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Form of accessibility of information manual/
handbook [Section 4(1)(b)]
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Information manual/handbook available in
(i) Electronic format
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whole information of this
office is availabl on official
website
www.chandigarhsainikwelfare.org
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(ii) Printed format
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Information Brochure
Available with this office
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3.5
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Whether information manual/ handbook available free of
cost or not [Section 4(1)(b)]
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List of materials available
(i) Free of cost
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Yes
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(ii) At a reasonable cost of the medium
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NA
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- 8 -
4. E. Governance
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S.
No.
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Item
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Details of disclosure
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Particulars
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4.1
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Language in which Information Manual/Handbook Available
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(i) English
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English
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(ii) Vernacular/ Local Language
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NA
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4.2
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When was the information Manual/Handbook last updated?
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Last date of Annual Updation
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The information on the website and manual/Hend Book are frequently updated.
|
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4.3
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Information available in electronic form [Section 4(1)(b)(xiv)]
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(i) Details of information available in
electronic form
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www.chandigarhsainikwelfare.org
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(ii) Name/ title of the document/record/ other
information
|
Whole information of
the office is available
on website
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(iii) Location where available
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As above
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4.4
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Particulars of facilities available to citizen for obtaining information [Section 4(1)(b)(xv)]
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(i) Name & location of the facilities
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Zila Sainik Welfare Office information is available off line and on line mode on website www.chandigarhsainikwelfare.org Zila Sainik Welfare Office, U.T, Sector 21-D, Chandigarh Phone No 0172-2701947
|
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(ii) Details of information made available
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(iii) Working hours of the facility
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(iv) Contact person & contact details (Phone, fax email)
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4.5
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Such other information as may be prescribed under section 4(i) (b)(xvii)
|
(i) Grievance redressal mechanism
|
Grievances committee
constituted
|
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(ii) Details of applications received under
RTI and information provided
|
20 Applications received and disposed off during FY 2023-24
|
|
(iii) List of completed schemes/ projects/
Programmes
|
NA
|
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(iv) List of schemes/ projects/ programme
underway
|
NA
|
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(v) Details of all contracts entered into including name of the contractor, amount of contract and period of
completion of contract
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NA
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(vi) Annual Report
|
NA
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(vii)Frequently Asked Question (FAQs)
|
NA
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- 9 -
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(viii) Any other information such as
a) Citizen’s Charter
|
Enclosed as per
Annexure-VI
|
|
|
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c) Six monthly reports loaded on the website or not
|
Yes
|
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d) Performance against the benchmarks set in the Citizen’s Charter
|
NA
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4.6
|
Receipt & Disposal of RTI applications & appeals
|
(i) Details of applications received and disposed
|
14 Applications received and disposed off during FY 2023-24
|
|
(ii) Details of appeals received and orders issued
|
Nil
|
|
4.7
|
Replies to questions asked in the parliament, if any. [Section
4(1)(d)(2)]
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Details of questions asked and replies given
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Nil
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- 10 -
5. Information as may be prescribed
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S.
No.
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Item
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Details of disclosure
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Particulars
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5.1
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Such other information as may be prescribed
|
(i)
|
Name & details of
(a) Current CPIOs & First Appellate Authority (FAAs) Earlier CPIO& First Appellate Authority (FAAs) from 1.1.2015
|
Current CPIO and AA
Mohan Singh Rana(CPIO)
Mob : 9988813437
Mrs Palika Arora, PCS (AA)
Mob : 9815809223
|
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(ii)
|
Details of third party audit of voluntary disclosure
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Yes, Third party audit carried out on 19.04.2024
|
|
|
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(a) Dates of audit carried out
(b) Report of the audit carried out
|
|
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(iii)
|
Appointment of Nodal Officers not below the rank of Joint Director/ Additional Director
|
Sh. Harbans Singh
01.05.2017
Clerk
|
|
|
|
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(a) Date of appointment
(b) Name & Designation of the officers
|
|
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(iv)
|
Consultancy committee of key stake holders for advice on suo-motu disclosure
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NA
|
|
|
|
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(a) Dates from which constituted
(b) Name & Designation of the officers
|
|
|
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(v)
|
Committee of PIOs/FAAs with rich experience in RTI to identify frequently sought information under RTI
|
No
|
|
|
|
|
(a) Dates from which constituted
(b) Name & Designation of the Officers
|
6. Information Disclosed on own Initiative
|
S.
No.
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Item
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Details of disclosure
|
Particulars
|
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6.1
|
Item / information disclosed so that public have minimum resort to use of RTI Act to obtain
information
|
On line as well as off line
|
www.chandigarhsainikwelfare.org
|
ANNEXURE – 1
(The powers and duties of the officers and employees)
Name of the Department/Board/Corporation/Institution/Office : Zila Sainik Welfare Office
U.T, Chandigarh
|
Sr. No
|
Name of the post
|
Powers and duties (in brief)
|
|
1
|
Zila Sainik Welfare Officer (Z.S.W.O.)
|
Head of Office. Drawing & disbursing officer. To look after the welfare of Serving/Retired defence personnel and their dependents (which involves re-employment, pension cases, Gallantry Awards, Administrative, attestation documentation & other related problems being faced by the ex defence personnel). Designated as Appellate Authority under RTI Act 2005.
|
|
2
|
Sr. Asst
|
To look after all office work as Superintendent and dealing with establishment, confidential/policy files, court cases and to attend the visitors. In the absence of Z.S.W.O., Sr Asst is authorized to sign routine nature of dak/certificates/ex-serviceman identity cards. He is also assigned the duty to sign the cheques all type of accounts maintained by ZSWO and SRH (Sainik Rest House) jointly with ZSWO . Also performing the duties of CPIO.
|
|
3
|
Jr. Asst
|
Deals with pension cases, process the papers of Gallantry Awards/Discarded vehicles. To arrange exam of RIMC, Dehradun twice a year.
|
|
4
|
Clerk
|
Deals with budgetary allotments of plan & Non plan, salaries of staff office, contingencies, and other official accounts.
|
|
5
|
Clerk
|
To maintain all trust funds such as AFFD Fund, Special Fund for reconstruction and rehabilitation of ex-servicemen, Chandigarh Defence & Security Relief Fund. To monitor the investment in FDRs and maintain the records. Designated as Nodal Officer under RTI Act 2005.
|
| |
|
|
|
ANNEXURE – 1(Contd)
2
|
6.
|
Field Investigator
|
To issue ex-servicemen/widows Identity Cards. Field duties such as any kind of verification as asked by the units/Records Office and visit his allotted area to meet old age ESM/widows to know about their well beings and if they facing any problem to put his full effort to sort out the same.
|
|
7
|
Welfare Organiser
|
Managing the employment cell for re-employment assistance to ESM. On receipt of requisition the ex-servicemen’s name sponsored for job in Govt/Public Sector/Pvt Sector/Bank. To maintain records of registration and placement of ESM. Field duties such as any verifications as asked by the units/Records Office. Receipt and dispatch duties.
|
|
8
|
Driver
|
- To drive official vehicle and its maintenance.
- Maintenance the Car Diary and Repair Register.
|
|
9
|
Peon (outsourcing basis)
|
To distribute the local dak and to attend the duties given him from time to time.
|
|
10
|
Safaiwala
|
To keep neat and clean office promises.
|
ANNEXURE – II
(The procedure followed in the decision making process, including channels of supervision and accountability)
Name of the Department/Board/Corporation/Institution/Office : Zila Sainik Welfare Office
U.T, Chandigarh
|
Sr. No
|
Nature/Type of work
|
Level at which the case is initiated (Name of the post)
|
Name of the post which deal with the case before the decision making authority
|
Level at which decision is made. (Name of the post)
|
Time limit for taking decision, if any
|
|
1
|
Gallantry Awards
|
ZSWO
|
DC
|
Home Secretry
|
On complition of documents within 02 Months
|
|
2
|
Issue of certificate of various types of ESM/widows
|
Welfare Organize
|
ZSWO
|
DC
|
02 Hours
|
|
3
|
Field verification
|
Welfar Organizer/ Field Investigator
|
Sr Asst
|
ZSWO
|
03 Days
|
|
4
|
Pension cases to be submitted to concerned Records Office
|
Clerk
|
Sr Asst
|
ZSWO
|
On complition of documents within 01 Day
|
|
5
|
Issue of Identity Cards
|
Field Investigator
|
Sr Asst
|
ZSWO
|
02 Hours
|
|
6.
|
Processing of applications of ESM to KSB of various types of schemes
|
Welfare Organiser/
Field Investigator
|
-
|
Z.S.W.O.
|
* Same Day
|
* On acceptance of application on-line by Kendrya Sainik Board(KSB)
ANNEXURE – III
(Directory of the officers and employees)
Name of the Department/Board/Corporation/Institution/Office : Zila Sainik Welfare Office
U.T, Chandigarh
|
Sr. No
|
Name of the officer/employee
|
Designation
|
Telephone
Number (O)
|
|
1
|
Mrs Palika Arora, PCS
|
Z.S.W.O
|
0172 – 2701947
9815809223
|
|
792
|
Sh. Mohan Singh Rana
|
Sr. Asst.
|
9988813437
|
|
3
|
Sh Pawan Kumar
|
Field Investigator
|
9646093743
|
|
4
|
Sh. R.P. Singh
|
Jr. Asst.
|
9855194422
|
|
5
|
Sh Harbans Singh
|
Clerk
|
8725900054
|
|
6
|
Sh. Vishwajeet Sahrawat
|
Clerk
|
8295501367
|
|
7
|
Sh Chhaju Ram
|
Welfare Organiser
|
9779302444
|
|
8.
|
Sh. Pawandeep Singh
|
Driver
|
7018238075
|
|
9.
|
Sh. Raju Thapa
|
Peon
|
8360059385
|
|
10.
|
Sh Mukesh Kumar(
|
Safaiwala
|
8894361977
|
ANNEXURE – IV
(Monthly remuneration received by the officers and employees)
Name of the Department/Board/Corporation/Institution/Office : Zila Sainik Welfare Office
U.T, Chandigarh
|
Sr. No
|
Name of the officer/employee
|
Monthly emoluments
(Rupees)
|
|
1.
|
Mrs Palika Arora, PCS
Directro Social Welfare with additional charge of ZSWO
|
-
|
|
2
|
Sh. M.S. Rana , Sr Asst
|
Rs 66000/-
|
|
3
|
Sh Pawan Kumar, Field Investigator
|
Rs 28200/-
|
|
4
|
Sh. RP Singh, Jr Asst
|
Rs 52600/-
|
|
5
|
Sh. Harbans Singh, Clerk
|
Rs. 51500/-
|
|
6.
|
Sh. Vishwajeet Sahrawat, Clerk
|
Rs 47000/-
|
|
7.
|
Sh Chajju Ram, Welfare Organiser
|
Rs 30712/-
|
|
8.
|
Sh. Pawandeep Singh Driver
|
Rs 21700/-
|
|
9
|
Sh. Mukesh Kumar, Safaiwala (Outsourcing)
|
At DC Rates
|
|
10.
|
Sh Raju Thapa, Peon (Outsourcing)
|
At DC Rates
|
Note : Monthly emoluments as per the last month’s salary bill i.e. for the month of Mar 2024.
ANNEXURE - V
(Budget allocated to each of its agency, indicating the particulars of all
Plans, acutal expenditures and reports on disbursements made)
Name of the Department/Board/Corporation/Institution/Office : Zila Sainik Welfare Office
U.T, Chandigarh
|
Sr. No
|
Head/Item of the budget
|
Final Expenditure
during the year
(2023-24)
Amount in thousands)
|
Disbursement (2023-24)
|
|
1
|
Salaries
|
4623
|
The Payments are Made through ECS
|
|
2
|
Wages
|
659
|
|
3
|
Rewards
|
41
|
|
4
|
Medical Treatment
|
0
|
|
5
|
Allowances
|
2549
|
|
6
|
Leave Travel Concession
|
0
|
|
7
|
Training Expenses
|
0
|
|
8
|
Domestic Travel Expenses
|
0
|
|
9
|
Office Expenses
|
810
|
|
10
|
Rent, Rate & Taxes
|
46
|
|
11
|
Digital Equipment
|
123
|
|
12
|
P.O.L.
|
55
|
|
13
|
Repair and Maintenance
|
35
|
|
14
|
Scholarship/Stipends
|
0
|
|
15
|
Other Revenue Expenditure(WWV-II)
|
540
|
|
16
|
Stipend for RIMC Cadets
|
0
|
|
17
|
Incetive grant of one lac to the cadets on commissioning in defence services
|
0
|
|
|
|
|
|
Annexure -VI
CITIZEN’S CHARTER
|
S.
No.
|
Name of Service being provided
|
Given Time Limit for delivery of each service (Working days)
|
Designation of the designated officer
|
Designation of the Appellate Authority
|
Designation of the second Appellate Authority
|
Remarks, if any
|
|
(1)
|
(2)
|
(3)
|
(4)
|
(5)
|
(7)
|
(8)
|
|
1.
|
Gallantry Awards
(Financial benefits subject to submission of all documents)
|
02 Months
|
ZSWO
|
DC
|
Home Secy
|
-
|
|
2.
|
Issue of certificate of various types of ESM/
widows & their dependents
|
02 Hours
|
Welfare Organizer
|
Sr Asst
|
ZSWO
|
-
|
|
3.
|
Field verification
|
03 Days
|
Welfare Organizer/ Field Investigator
|
Sr Asst
|
ZSWO
|
-
|
|
4.
|
Pension cases to be submitted to concerned Records Office
|
01 Day
|
Clerk
|
Sr Asst
|
ZSWO
|
-
|
|
5.
|
Issue of Identity Cards
|
02 Hours
|
Field Investigator
|
Sr Asst
|
ZSWO
|
-
|
| |
|
|
|
|
|
|
|