departmental manual of general administration department

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Government of Himachal Pradesh.

General Administration Department , Departmental Manual &

Training Manual

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Contents Pages 1. Department’s Manual. 3-18

2. Training Module in respect of GAD. 19-20

3. Training Module for Directorate of 21-22

Hospitality & Protocol.

4. Training Module for Directorate of Estates. 23-25

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I.PARTICULARS OF ORGANISATION, FUNCTIONS AND DUTIES.: (A)Organization: The General Administration Department is the nerve centre of the State administration and it is listed as first Department of the Government. The Chief Minister is the Minister in-charge and this Department functions under the supervision and guidance of the Chief Secretary and the Administrative Secretary. The work in the General Administration Department is organized in 5 sections i.e. A, B, C, D, & E under the supervision of Branch Officers in the rank of Special/Additional/Joint/Deputy/Under Secretary(as the case may be). The staff structure in each section of GAD is as under:

1. Section officer 2. Suprintendent 3. Sr. Assistants 4. Clerks 5. Peon.

Besides above ‘A’ Section also have following Categories of Staff: 1. Supervisor(Staff Car) 2. Drivers 3. Mechanic. 4. Blacksmith. 5. Fitter. 6. HELPER.

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(B) Functions and Duties: Under the Business of the Government of Himachal Pradesh ( Allocation) Rules, 1971, the following functions have been assigned to the General Administration Department:

(a) General, Political & Miscellaneous 1. Annual Administration Report. 2. Correspondence with Government of India, other State Governments and

Foreign Governments. 3. Death of High Dignitaries—Action to be taken. 4. Discretionary grants. 5. Movement of Offices. 6. National Anthem. 7. National Integration. 8. National Security Rules. 9. Praman and Prashansa Patras. 10. Portraits of National Leaders. 11. Classification and re-classification of offices. 12. Re-organization of Administrative Units. 13. Security arrangements in offices. 14. Central and State Citizen Councils. 15.Residential as well as Office Accommodation for Government

functionaries and various offices in the State and creation and maintenance of Estates.

16. Estate Office and allotment of Government accommodation. 17. Governor’s Secretariat. 18. Governor’s Address to Vidhan Sabha. 19. Matters relating to and arising out of Statehood. 20. Matters relating to boundary disputes. 21. Problems arising out of the Re-organization of Punjab in 1966 including

integration and allocation of services and division of assets and liabilities.

22. Development of Inter-State Border Areas – Matters relating to. 23. All matters relating to International Border including development of

International Border Districts. 24. Indo-Tibetan Trade. 25. Northern Zonal Council Business. 26. Governor’s Conference Business. 27. Administrative Officers Conference. 28. Merger of enclaves with Himachal Pradesh. 29. Demands from various organizations including political parties.

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30. Secretariat staff and departmental cars. 31. Parliament Questions, Assembly Questions (Affecting more than one

department). 32. Matters relating to Political Sufferers. 33. Post-war Services Reconstruction Fund. 34. Rulers, their properties and privy purses. 35. Fortnightly Reports to the Government of India. 36. Postal, Telegraphs, Telephones and Wireless facilities in Himachal

Pradesh. 37. Administration of Himachal Pradesh Benevolent Fund. 38. Declaration of Gazetted and Local Holidays. 39. Independence Day, Republic Day, Himachal Day, Martyr’s Day,

U.N.O. Day and other Religious days—Celebration of. 40. Census. 41. Miscellaneous work. 42. Circuit houses and reservation of accommodation in such circuit houses

and rest houses as from time to time by the Government. 43. Re-organization of Administrative units etc. 44. Rationalization of Committees at State/ District level-Instructions

thereof. 45 District Relief Fund, Chief Minister’s Relief Fund and other funds

Collection of and other allied matters. 46. Honours and Distinctions (b) CONFIDENTIAL AND CABINET 1. Secret matters. 2. Meetings of the Cabinet and its Sub-Committees. 3. Allocation Rules and Rules of Business. 4. Ministers, Deputy Ministers, Chief Parliamentary/ Parliamentary

Secretaries— All question relating to. (c) HOSPITALITY AND PROTOCOL 1. Hospitality. 2. Protocol Matters. 3. State Guest. 4. Establishment budget and accounts matters.

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The allocation of work amongst the Sections of GAD is as under: GAD-A Section 1. Establishment of Drivers and workshop staff. 2. VVIPs guidelines and visits /declaration of State Guests and framing of

State Guest Rules. Instructions to Directorate of Hospitality and Protocol on above functions.

3.Purchase of Vehicles for the use of Hon’ble Chief Minister/Ministers/Secretariat Officers.

4. Arrangement of Helicopter services . 5. Warrant of Precedence 6. State Emblem of India 7. Death of High Dignitaries-Instructions 8. Flag Code of India 9. Declaration of holidays. 10. National/Distinctive flags . 11. Governors/Chief Ministers conference and Northern Zonal Council

Meeting/ Centre-State Relations/Inter State Council Meeting. 12. DCs/SPs Conference 13. All State level functions and observance of commemorative days. 14.Contingent expenditure on vehicles and on other GAD governed matters. 15. Arrangement of State luncheons and dinners. 16. Office Improvement & Record Management. GAD-B 1. Reorganization of administrative units i.e. Divisions /Districts/ / Sub

Divisions/ Tehsils/ Sub -Tehsils . 2. Boundary disputes. 3. Pension and other related matters of Ex-Rulers 4. Co-ordination work with regard to Census Operation. 5. High Official Reservation in Railways. 6. Postal and Telecom matters. 7. Establishment and other matters of Governor Secretariat. 8. Resident Commissioner’s office, New Delhi. 9. Chief Minister Relief Fund. 10. Work relating to Honours and distinctions with regard to conferment of :

State Awards (i) Himachal Gaurav Puraskar. (ii) Prerna Srot Samman Puraskar (iii) Civil Service Award and

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Correspondence relating to following awards of Government of India:- (i) Series of Padma Awards (ii) Jeevan Raksha Padak series of awards. (iii) Ashok Chakra Series of Gallantry awards.

11. Office Improvement & Record Management. GAD-C 1. Meetings of the Cabinet. 2. Constitution of Cabinet Sub-Committee(s) 3. Communication and Implementation of Cabinet decisions. 4. Appointment of Ministers/Parliamentary Secretaries and Foreign tours by

these dignitaries. 5. The Rules of Business of the Government of Himachal Pradesh,1971. 6.The Business of the Government of Himachal Pradesh

(Allocation)Rules,1971. 7. Acts and Rules concerning to Ministers/Speaker and Deputy Speaker,

Chief Parliamentary Secretary/Parliamentary Secretary and MLAs. 8. Summoning and prorogation of Himachal Pradesh Vidhan Sabha

Sessions. 9. Governor Address 10.Implementation of Election Manifesto. 11.National Integration/Quami Ekta Week. 12.Annual Administrative Report of General Administration Department. 13.Nomination of MPs/MLAs in various committees/Boards and

permissions thereof from respective Legislatures. 15.Establishment and other matters of H.P. Vidhan Sabha. 16.Ratification of Bills. 17.Chief Whips Conference. 18.Office Improvement & Record Management. GAD-D 1. H.P. Allotment of Government Residences (General Pool) Rules made

under Rule 45 of Fundamental Rules and interpretation thereof. 2. Procedure for allotment of Government accommodation. 3. Construction and maintenance of General Pool Residences. 4.Reservation of rooms in Himachal Bhawan/Sadan, New

Delhi/Chandigarh/H.P. State Guest House, Peterhoff Shimla/PWD Rest House Shimla and issue of instructions.

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4. Accommodation for Government offices , Administration of Estates and issuance of non-availability certificates(NAC).

5. Directorate of Estates. 6.Office Improvement & Record Management. 7. Liaison Department for construction of Mini Secretariat in the State. GAD-E “E” Section deals with the cases relating to the welfare of Freedom

Fighters and their dependents i.e. (i) Payment of Samman Rashi. (ii) Compensation of confiscated property of Freedom Fighters. (iii) Financial Assistance on the marriage of daughters/grand daughters

of Freedom Fighters. (iv) Grant-in-aid for funerals to the family on the death of Freedom

Fighters. (v) Health facilities to Freedom fighters and medical reimbursement

through Health Department.. (vi) 2% reservation to the wards of freedom fighters in the jobs in State

Govt. (vii) Reservation to the wards of Freedom Fighters in Engineering/

Medical/ Dental/ Ayurvedic Colleges. (viii) Free traveling facility in HRTC buses along with one attendant-

Issuing of Identity Cards . (ix) Redressal of grievances of Freedom Fighters and their dependents . (x) Rest House/ Circuit accommodation facilities at par with former

MLAs and MPs. (xi) Free accommodation facility during visits/meetings at Shimla. (xii)Instructions regarding inviting Freedom Fighters on National/ State/

District level functions. (xiii)Matters pertaining to Central Government Swatantrata Sainik

Samman Pension Scheme,1980. (xiv)Office Improvement & Record Management.

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II. THE POWERS AND DUTIES OF OFFICERS AND EMPLOYEES: The Organization of the Department indicates the hierarchy of various officers in the department. The powers and duties of the officers of the General Administration Department are as under :

1. SECRETARY: Chief Secretary/ Secretary is the Administrative Head of Department and is responsible for overall functioning of the Department.

2. SPECIAL SECRETARY/DEPUTY SECRETARY The Special Secretary/Deputy Secretary functions as Branch Officer of

the Sections of GAD (as the case may be) . These Officers are responsible for conducting the work of the Department in an efficient and time bound manner and assist the Administrative Secretary in framing policies and decision making .

3. Section Officer: He is the incharge of the Section and is responsible for overall supervision of the Section. He ensures that the work of the branch is conducted in an efficient and time bound manner and in case of contingencies alternative arrangements are in place. He acts as a link between Superior Officers and his Staff.

4. Superintendents: Superintendents supervises the work of dealing assistants and submits the same to Section Officers. In some cases the files are submitted to the Branch Officers directly by Superintendent just to cut-short the levels between the branch and decision making authorities.

5. Assistants/ Clerks: Assistants and Clerks are responsible for timely disposal of work allotted to them under the supervision of Superintendent / Section Officer. They are responsible to keep their respective Guard files / registers/ records update.

6. Supervisor (Staff Car): He is in-charge of GAD workshop and responsible for day today maintenance of GAD Vehicles.

7. Drivers: The Drivers are recruited to ply the GAD vehicles alloted to the Offices of Chief Minister/ Ministers and officers posted in Secretariat and other Officers.

8. Mechanic: The duty of mechanic is to attend the repair of vehicles. 9. Blacksmith: The blacksmithy work in the workshop is attended by the

Blacksmith. Minor denting & welding of vehicles is done by him.

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10. Fitter. The work of fitter is to do fitting & cutting of spare parts and accessories in the vehicles.

11. HELPER: The helper is to assist the technical officials during the course of repair of vehicles.

12. Peon: Peons are to assist in lifting and physical movement of Dak and Files.

III. THE PROCEDURE FOLLOWED IN THE DECISION MAKING

PROCESS, INCLUDING CHANNELS OF SUPERVISION & ACCOUNTABILITY

Standing orders are issued under Rule 26 and 27 of Rules of Business of the Government (issued vide office order No. GAD-(CC)1(A)30/2008, dated 5-5-2009) which defines the levels for decision making and disposal of work .

IV THE NORMS SET BY IT FOR THE DISCHARGE OF ITS

FUNCTIONS . The disposal of work in GAD is done as per norms prescribed under Office Manual of the Govt.

V THE RULES, REGULATIONS, INSTRUCTIONS, MANUALS ,

RECORDS HELD OR UNDER THE CONTROL OF THE DEPARTMENT OR USED BY THE EMPLOYEES FOR DISCHARGE OF FUNCTIONS.

Service Rules and Financial Rules are common for all Departments in the Government. Details of other documents held by different sections of GAD are as under:

GAD-A (i) R&P Rules of Drivers & Workshop staff whose establishment

is with GAD. (ii) Rules regulating to the use and maintenance of the Government

vehicles & conditions of service of Drivers in H.P. Secretariat. (iii) Livery Rules of Drivers & Workshop Staff. (iv)Himachal Pradesh State Guest Rules-1990(amended upto

November,2009.

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(iv)Instructions regarding Declaration of Public Holidays. GAD-B. (i) Compendium of Schemes /Guidelines for conferment of State

Awards i.e. Himachal Gaurav Puraskar , Prerna Srot Samman and Civil Service Awards.

(ii) Punjab Re-organization Act ,1966. (iii) Instructions & Record pertaining to C.M. Relief Fund. (iv) Inventories of Private Properties of the Rulers of States

Merged in Himachal Pradesh.

GAD-C (i) The Himachal Pradesh Legislative Assembly(Allowances and

Pension of Members) Act,1971. (ii)The Himachal Pradesh Legislative Assembly Members

(Removal of Disqualification) Act, 1971. (iii) The Himachal Pradesh State Legislative Officers, Ministers

and Members( Medical Facilities) Act, 1971. (iv)The Himachal Pradesh State Legislature

Proceedings(Protection of Publication) Act, 1977. (v) The Himachal Pradesh Legislative Assembly Speaker’s and

Deputy Speaker’s Salaries Act, 1971. (vi) The Salaries and Allowances of Ministers(Himachal Pradesh)

Act, 2000. (vii)The Himachal Pradesh Parliamentary Secretaries

( Appointment, Salaries, Allowances, Powers, Privileges and Amenities) Act, 2006.

(viii) The Rules of Business of the Government of Himachal Pradesh, 1971

(ix)The Business of the Government of Himachal Pradesh( Allocation) Rules, 1971.

(x)The Himachal Pradesh Ministers Traveling Allowances Rules,2000.

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(xi) The Himachal Pradesh Ministers Advance for Motor Car and House Building Rules, 2000.

(xii) The Himachal Pradesh Legislative Assembly Speaker’s and Deputy Speaker’s Traveling Allowance Rules, 1971.

(xiii) The Himachal Pradesh Legislative Assembly Speaker’s and Deputy Speaker’s Advance for Motor Car and House Building Rules, 2001.

GAD-D (i) H.P. Allotment of Government Residences(General Pool)

Rules, 1994 (Amended upto 30-08-2011) and instructions issued there under.

(ii) Construction and Repair of Estates in Shimla Town.

GAD-E (i) Charitable Endowment Act, 1890. ii) H.P. Swatantrata Sainiani Samman Rashi. Yojana-1985. iii) Scheme for the utilization of Freedom Fighters Welfare Fund. iv) Instructions regarding Financial Assistance to the daughters/

grand-daughters of Freedom Fighters. v) Instructions regarding Grant –in-aid for funeral rites of

Freedom Fighters. vi) Instructions regarding free travel facilities to Freedom Fighters

in HRTC Buses. vii) Instructions of Department of Personnel regarding 2%

reservations in Jobs to the wards of Freedom Fighters. viii) Instructions regarding Medical Re-imbursement facilities to

Freedom Fighters.

ix) Instructions regarding allotment of seats to the freedom Fighters in Professional Colleges i.e. Engineering/ Medical/ Dental/ Ayurvedic Colleges.

x) Swatantrata Sainik Samman Pension Scheme, 1980.

VI A STATEMENT OF THE CATEGORIES OF DOCUMENTS HELD OR UNDER THE CONTROL OF THE DEPARTMENT.

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GAD-A (i) Agreement with Aviation Companies to provide helicopter services to the State Government on wet lease. (ii) Agreement with Travel & Transport Companies for providing vehicles on lease to the Government departments. (iii) H.P.State Guest Rules. (iv) Agreements for Repairs/ Maintenance of GAD vehicles. (v) Death of High Dignitaries-Instructions thereof . (vi) VVIPs & Head of States,Foreign Governments-Instructions of

Ministry of Home Affairs and Ministry of External Affairs.

GAD-C (i) Annual Administrative Report of General Administration

Department. (ii) Manual of Acts and Rules in respect of Ministers, Himachal

Pradesh. (iii) Manual of Acts and Rules concerning the Himachal Pradesh

Legislative Assembly Speaker and Deputy Speaker. (iv)Manual of Acts concerning Members of Himachal Pradesh

Legislative Assembly. (v)Manual of Acts concerning Chief Parliamentary Secretaries/

Parliamentary Secretaries.

GAD-D (i) Proceedings of the House Allotment Committee meetings. GAD-E (i) Proceedings of the meetings of Board and its Sub Committee. (ii) Record of freedom fighters. (iii) State expenditure and Budget books pertaining to Swatantrata

Sainani Samman Rashi Yojna, 1985 . (iv)Instructions pertaining to facilities provided to Freedom

Fighters and their wards by other departments of the Government.

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VII THE PARTICULARS OF ANY ARRANGEMENT THAT EXISTS FOR CONSULTATION WITH OR REPRESENTATION BY THE MEMBERS OF THE PUBLIC IN RELATION TO FORMULATION OF POLICY OR IMPLEMENTATION THEREOF.

The scope of work in the General Administration Department does not involve any consultation with the public.

VIII A STATEMENT OF THE BOARDS, COUNCILS, COMMITTEES & OTHER BODIES CONSISTING OF TWO OR MORE PERSONS CONSTITUTED AS ITS PART OR THOSE BOARDS, COUNCILS, COMMITTEE AND OTHER BODIES ARE OPEN TO THE PUBLIC , OR THE MINUTES OF SUCH MEETINGS ARE ACCESSIBLE FOR THE PUBLIC.

Following Committees are constituted under the GAD , meetings

of which are not open to the public . Public will have ingress to the minutes only through State PIO.

GAD-B (i)State Level. Screening Committee for scruitinizing

recommendations received for State level Awards namely Himachal Gaurav, Prerna Srot Samman and Civil Service Award.

(ii) State Level Committee for making recommendations to Govt. of India for Padma Awards .

(iii)Committee for Settlement of /controversies arising between various Departments, State owned Boards/Corporation/ Universities & Public Enterprises chaired by Chief Secretary.

GAD-C: (i)Cabinet Sub-Committees. GAD-D : (i)House Allotment Committee. GAD-E. (i) H.P. Freedom Fighters Welfare Board.

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(ii)Sub-Committee constituted under H.P. Freedom Fighters Welfare Board.

IX A Directory of its officers and employees:

Designation Name Room No. (In H.P. Sectt.)

Phone Office

PBX (direct dialing code-0177-2880)

Phone Residence

Secretary Dr. Ajai Bhandari

E-330 26218892 622 2801902/ 94180-03300

Spl Secy. Sh. J.R. Katwal

E-121 2621007 610 2804288/ 94184- 84288

Dy. Secretary Sh. Harish Chander Negi

E-313 2622186 532 2620199/ 94180-77733

Section Officer,

GAD-A

Sh. Surinder Thakur,

E-32G 2626819 423 & 523 2835282

Section Officer GAD-B

Smt. Soma Sharma

E-227 - 424 2621612

Section Officer,

GAD-C

Sh. Madan Kaushal

E-06B 2620458 425 & 525 2628121

Section Officer,

GAD-D

Sh. Laxmi Kashyap

E-27G 2621044 426 & 830 2620341

Section Officer,

GAD-E

Sh. Achhar Singh Chauhan

E-9G - 428 2831921

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X THE MONTHLY REMUNERATIONS RECEIVED BY EACH OF ITS OFFICERS AND EMPLOYEES INCLUDING THE SYSTEM OF COMPENSATION AS PROVIDED IN ITS REGULATIONS.

The salaries and allowances of the employees of the General Administration Department are those as prescribed by the Finance Department from time to time for Himachal Pradesh Govermnent employees of different categories. The detail are as follows:

Sr.No. Post Pay Scale

1. Secretary Rs.37400-67000 (plus grade pay)

2. Special Secretary Rs.37400-67000 (plus grade pay)

3. Deputy Secretary Rs.15600-39100 (plus grade pay)

4. Section Officer Rs.10300-34800 (plus grade pay)

5. Superintendent Rs.10300-34800 (plus grade pay)

6. Superindent (Ex-Cadre) Rs.10300-34800(plus grade pay)

7. Senior Assistant Rs.10300-34800 (plus grade pay)

8. Junior Assistant Rs.5910-20200 (plus grade pay)

9. Clerk Rs.5910-20200 (plus grade pay)

10. Peon Rs. 4900-10680 (plus grade pay)

11. Supervisor Rs.5910-20200 (plus grade pay)

12 Driver Rs5910-20200 (plus grade pay)

13 Head Mechanic Rs5910-20200 (plus grade pay)

14 Mechanic Rs.5910-20200 (plus grade pay)

15 Fitter Rs.5910-20200 (plus grade pay)

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XI THE BUDGET ALLOCATED TO EACH OF ITS AGENCY INDICATING THE PARTICULARS OF ALL PLANS , PROPOSED EXPENDITURE AND REPORTS ON DISBURSEMENT MADE.

Being a Non-Plan department there is no allocation of budget under plan scheme.

XII THE MANNERS OF EXECUTION OF SUBSIDY PROGRAMMES INCLUDING THE AMOUNT ALLOCATED AND THE DETAILS OF BENEFI-CIARIES OF SUCH PROGRAMMES

There is no subsidy programmes to be executed by this department as only staff functions are done in GAD.

XIII PARTICULARS OF RECEIPIENTS OF CONCESSIONS, PERMITS OR AUTHORISATION GRANTED BY THE DEPARTMENT.

The Freedom Fighters / widows of Freedom Fighters are the recipients of Identity cards issued to them for free travel facility , alongwith one attendant, in HRTC buses.

XIV. DETAIL OF INFORMATION AVAILABLE OR HELD BY THE

DEPARTMENT REDUCED IN AN ELECTRONIC FORM: Information relating to General Administration Department can be

obtained from the designated Public Information Officer or on Government website i.e. www.himachal.gov.in/gad.

XV. THE PARTICULARS OF FACILITIES AVAILABLE TO

CITIZENS FOR OBTAINING INFORMATION, INCLUDING WORKING HOURS OF LIBRARY OR READING ROOM.

Citizens who want to obtain any information are free to meet Officers / officials of the department on any working day as per time schedules allowed to enter Secretariat premises. Common Library is available in Secretariat Premises and its control is with Secretariat Administration.

XVI. THE NAMES , DESIGNATIONS AND OTHER PARTICULARS

OF THE PUBLIC INFORMATION OFFICERS: Public Information Officers of GAD are as under :

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Sr. No.

Designation Telephone No Designated as

1. Dr.Ajai Bhandari, Secretary (GAD) H.P.Secretariat,Shimla-2

2621892 (O) 2880722 (O)

State Appellate Authority

2. Sh.J.R.Katwal, Special Secretary(GAD), H.P.Secretariat, Shimla-2.

2621007 (O) 2880710 (O)

State Public Information Officer

3 Sh. Surinder Thakur, Section Officer (GAD-A), H.P.Secretariat,Shimla-2.

2880423 Assistant Public Information Officer

4 Smt. Soma Sharma , Section Officer (GAD-B), H.P.Secretariat,Shimla-2.

2880424 Assistant PublicInformation Officer

5 Sh.Madan Kaushal, Section Officer (GAD-C), H.P.Secretariat,Shimla-2.


6 Sh.Laxmi Kashyap, Section Officer (GAD-D), H.P.Secretariat,Shimla-2.


7 Sh.Achhar Singh Chauhan, Section Officer (GAD-E), H.P.Secretariat,Shimla-2.


XVII SUCH OTHER INFORMATION AS MAY BE PRESCRIBED

AND THERE AFTER UPDATE THIS PUBLICATION EVERY YEAR.

To be considered whenever necessary from time to time -----------

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Training Manual

The Training Manual of General Administration Department (GAD) has been designed on the basis of training need analysis focusing on separate needs for different categories of employees working in the Department so that the work assigned to the Department be disposed off in an efficient and more effective manner. Training programmes / re-orientation Courses are necessary for skill development of the employees and to bring improvement in work culture in view of Global needs.

In GAD Training Module is only for Drivers and Workshop Staff. Directorate of Hospitality and Protocol & Directorate of Estates are extension offices of General Administration Department of the Government , therefore, the training modules of these directorates will be in conformity with Secretariat Administration Department . The training efforts will be made in following fields:

i) Office Procedure. ii) Noting and Drafting. iii) Office Improvement & Record Management. iv) Filing System v) Financial Matters. vi) Audit & Accounts vii) Advanced IT Skills. viii) RTI Act. ix) Personnel matters like DPCs; Seniority Lists; PMIS; Transfer Policy.

and Disciplinary Proceedings x) Development of Online application filing for house allotment and

online transmission of vacancy reports from Assistant Engineer/ Jr. Engineer concerned.

xi) Use of Uniforms. The Ministerial Staff posted in GAD falls under the establishment of

Secretariat Administration, therefore, training on above subjects is imparted to them as per schedule and contents devised by Secretariat Administration Department (SAD).

Training Module in respect of Drivers and Workshop Staff of GAD:

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Training Module has been framed: • To provide quality service. • To make them well conversant with new technology of automobiles. s

SR. No.

Name of Post Total Cadre Training Module Tentative Training Schedule

1. Drivers 79 1.Normal etiquette and Courtesy. 2. Enabling drivers to

carry out minor repairs of vehicles during movement.

3. Cleanliness and maintenance of vehicles.

4. Use of Uniform. 5. Filling up of log-books 6. Use of Computers.

Schedule to be fixed by HIPA on slot availability.

2. Workshop Staff

8 1.Managing workshop properly.

2. Repair and maintenance of new Models of vehicles.

3. Normal etiquette and Courtesy. 4. Preparing repair

estimates. 5. Use of Uniform. 6. Use of Computers to

have the latest knowhow about different types of Vehicles/Models.

Schedule to be fixed by HIPA on slot availability.

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Directorate of Hospitality & Protocol The Staff of Hospitality and Protocol Department will be provided training alongwith Secretariat Establishment since this Office is directly under the control of Secretary (GAD) and Spl. Secretary (GAD) is the Director Hospitality & Protocol. The movement of files is on single file from Directorate to these authorities. More over this office is intimately connected with the General Administration Department as all decisions pertaining to protocol taken at Govt. level are executed by the Directorate. Structure : Director (Hospitality and Protocol) is the Head of Department and is responsible for overall functioning of the Department. Assistant Director along with other ministerial staff such as Superintendent -Grade-II (1), Sr. / Assistants (2), Jr. Assistants (1), Clerk(1) assists the Director and is responsible for disposal of work in an efficient and time-bound manner. Training to staff is focused on following module:

Sr.No. Name of post Training module

1. Assistant Director

i) Training in Right to Information Act.

ii) Good Governance. iii) Disciplinary Proceedings. iv) Office Procedure and Financial

Administration. v) Communication & Presentation

Skill vi) Service Delivery . vii) Stress Management. viii)Basic & Advance Computer

courses.

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2. Superintendent Grade‐ii

i) Training in RTI Act. ii) Disciplinary Proceedings. iii) Office procedure and Financial

Administration. iv) Basic and Advance Computer Course. v) Formulation of Budget and Fiscal

Responsibilities and role of Audit in Financial Management.

3. Senior Assistant/ Junior Assistant/Clerks

i) Office Procedure. ii) Noting and Drafting. iii) Office Improvement & Record

Management. iv) Filing System v) Financial Matters. vi) Audit & Accounts vii) Advanced IT Skills. viii) RTI Act. ix) Personnel matters like DPCs;

Seniority Lists; PMIS; Transfer Policy. and Disciplinary Proceedings

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Directorate of Estates The Directorate of Estates is the custodian of Government Estates of the State. Structure : Director of Estates is the Head of the Department and is assisted by Estate Officer , Suprintendent (1), Sr. Assistants(6), Clerks (4), Process Server (1) and 3 other class four staff i.e Peon, Sweeper and Chowkidar. Responsibilities and Duties:

1.Director: The Director of Estates is the Head of the Department and

exercises all powers enjoined upon the HOD. He also exercises powers delegated to him as Collector under the provisions of HP Public Premises and Land (Eviction and Rent Recovery) Act,1971. Other functions like recovery and record of license fee, budget and accounts proposals and various returns to the Government are attended to by the Director of Estates.

2. Estate Officer (Gazetted Class-II) : The Estate Officer is the middle

level Officer , who assists the Director of Estates in the performance of his duties and responsibilities. He has also been delegated the powers of Head of Office and Drawing and Disbursing Officer. The inspections of Government Estates and accommodations will also be done by the Estate Officer. Besides he functions as Public Information officer of the department.

3. Suprintendent Grade-I (Gazetted Class-I): He assists the Director of

Estates in various functions .

3. Superintendent Grade-II: He is the Branch Incharge and is responsible for entire work of Estates Department regarding allotment of Government accommodation in Shimla. He shall perform the duty as Reader to Collector (Director of Estates) under provisions of Public Premises Act,1971. Being a ministerial staff head he will ensure the functioning of the Directorate is conducted as per mandate and charter of activities and no demand certificates , manuals, rules, instructions, guard files are updated.

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4. Senior Assistants/ Clerks: Senior Assistants and Clerks are responsible to maintain year-wise ledgers of rent recovery of various types of Government accommodation and other day to day work of the Department.

5. Process Server/ Peon: He performs the duties relating to the service of summons/ notices issued by the Collector (Director of Estates) .He is also responsible for delivery of Office Dak / monthly rent demands and carry Treasury Challans / pay bills and other contingent bills to Capital Treasury and deposit Government money in the Bank along with Cashier.

6. Sweeper: He is assigned the work for cleanliness of the Office.

7. Chowkidar: He performs the duties of care-tak er of the Directorate of Estate.

Training to the ministerial staff is focused on :

Sr.No. Name of post Training module

1. Estate Officer i) Financial Matters. ii) Audit & Accounts iii) Advanced IT Skills. iv) RTI Act. v) Personnel matters like DPCs;


vi) Development of Online application filing for house allotment and online transmission of vacancy reports from Assistant Engineer/ Jr. Engineer concerned.

vii) Use of ‘HALOMIS’ software.

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2. Superintendent i) Office Improvement & Record Management.

ii) Financial Matters. iii) Audit & Accounts iv) Advanced IT Skills. v) RTI Act. vi) Personnel matters like DPCs;


vii) Development of Online application filing for house allotment and online transmission of vacancy reports from Assistant Engineer/ Jr. Engineer concerned.

viii) Use of ‘HALOMIS’ software.

3. Senior Assistant/ Junior Assistant/Clerks

i) Office Procedure. ii) Noting and Drafting. iii) Office Improvement & Record

Management. iv) Filing System v) Financial Matters. vi) Audit & Accounts vii) Advanced IT Skills. viii) RTI Act. ix) Personnel matters like DPCs;


x) Development of Online application filing for house allotment and online transmission of vacancy reports from Assistant Engineer/ Jr. Engineer concerned

xi) Use of ‘HALOMIS’ software.

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departmental manual of general administration department

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