dzong khag adm in istration

87 Pages·2017·5.97 MB·Tagalog

STANDARD OPERATTNG PROCEDURES (SOp)
DZONG KHAG ADM N ISTRATION
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TSI RANG, SEPTEM BER 2O:I.5.
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Table of Contents l
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lnlrgduptign
Objectives
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I-':GffilL.
,imtlffiHgus:
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Procedure for new birth registration 2
Procedure for death reporting 2
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Procedure for changing the head ofhousehold J
Procedure for new CID/SRP card processing )
Procedure for obtaining household information and family details 4
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Procedure for loss of CID/ Special Residence Permit 4
Procedure for name change and date of birth correction
5
Procedure for census transfer within gewog
5
Procedure for census transfer within Dzongkhag
6
Procedure for Inter-Dzon gkhag census transfer
6
DCRCO Service forms
7
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2.
LAND RE€ORD:
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Procedure for obtaining ownership certificate
8
Procedure for clearance certificate for land mortgage
8
3 Procedure to obtain approval for rural house construction 9
t Procedure for omission case 9
Procedure for registered land exchange with GRF l0
Procedure for conversion of wet land to khimsa
10
Procedure on lease of GRF land for TsamdroiPasture land and sokshing 11
I Procedure to lease land for commercial agriculture farm l1
Procedure to lease land for development activity
11
Procedure after endorsement by the NLC for lease of Tsamdro/Pasture development,
activity
sokshing, commercial agriculture farm and development 12
mining
T Procedure for leasing GRF land for 13
transaction
Procedule for rural land ru
Procedure for land acquisition and substitution of registered land 16
T 3-,'ffiiB
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Procedure for obtaining environmental clearance (EC)
17
Procedure for Renewal of environmental clearance
18
Procedure for site visit
18
T Procedure for compliance monitoring t9
Different types of Forms/guidelines (IEE forms) t9
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Procedure for claims of civil servants-pay bills aa
JJ
TA/DA claims Procedure
34
Procedure to pay personal advance
34
Procedure to pay rural life insurance claims
34
Procedure to make bill payment agaitrst suppliers (Goods)
' 35
Procedure to make payment against contraciors (Works)
35
Procedure for budget preparation
35
Procedure for mid-term budget review
35
Procedure for retirement benefits claims
36
Procedure for ad-hoc budget requisition (Disaster)
36
Procedure for ad-hoc budget requisition (External funding)
36
Procedure for ad-hoc budget requisition (GDG)
36
Procedure for budget re-appropriation
36
Procedure for reporting
Procedure for recruitment (Operational, GSP and ESP as per delegated authority) 38
Procedure of broad banded promotion processing
38
Procedure for casual and earned leave
39
Procedure for tendering
39
Procedure for procuring
39
Procedure for bill payment
40
Procedure for Damphu Hospital Services
40
'Procedure for reception counters 4t
Admission procedure
47
Discharge procedure
47
Post discharge procedure
48
Maternity services
48
Community Health Unit
51
Medical store unit
51
Emergency response and ambulatory service
52
Outreach services standard
53
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Procedure for Performance Management System (PMS) 54
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Procedure for Annual work Plan I 54
Procedure for inter and intra transfer ofeducation staffs , 54
Procedure for monitoring school admission 54
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Procedure education staff welfare scheme (ESW) and semso 54
Procedure for student Placement 55
Kidu Recipient 55
Procedure contract extension and renewal 55
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Procedure for farm road construction 55
Procedure for irrigation channel construction and renovation 55
E Procedure for farmer's capacity building 56
Procedure for agriculture input service 57
conversion
Procedure for land I 58
lr CMU Machine hire 59
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Procedure for establishment of community forest (CF) management 60
h Procedure for plantation management 60
Procedure for NWFP management 60
Procedure for nursery raising and management 60
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Procedure for culling/disposal of old breeding bull 61
Procedure for establishment of new artificial insemination center 6t
h procedure for Community Artificial Insemination Technician(CAlT)selection. 61
Procedure for establishment of MPU/\4CCIDSC 62
Procedure for formation of diary farmers' group 62
F procedure for poultry farm registration with national poultry development center 63
Procedure for goat farming developrnent- establishment of commercial farm 63
Procedure for pasture development 64
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Procedure biogas construction 64
Procedure for registration of DFG with DAMC 65
Procedure for primary co-operatives with DAMC 66
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Procedure for survey, design, drawing and costing 66
Procedure for tender opening, evaluation and award of work 66
I Procedure for work implementation 67
Procedure for allotment of number for measurement book (MB) 67
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Procedure for recording of detailed measurement 69
Procedure for recording of MB for final payment 70
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Procedure for construction bill s verification
, 7l
Procedure for handing taking of work I
Procedure for release of retention money '\ 7T
Procedure to approve construction within municipality 72
Procedure for preparing Five Year Plans (fYP) 712)
Procedure for FYP Mid-term review (MTR)
Procedure for preparing annual work plan 73
73
Procedure for monitoring and evaluation
Procedure for submitting progress report 73
Procedure to regularize ad-hoc plans in the FYP IJ
Procedure to chinge plan (re-appropriate) activities 74
Procedure to co-ordinate sector co-ordination meeting 74
procedure for ICT problem reporting by Gewog/BHU/Schools 74
procedure for probiem reporting by stafflsector heads and nearby offices under the
75
j urisdiction of administration
Procedure for up-gradation of internet bandwidth 75
75
Procedure for DT
ffi
76
Procedure for land kidu
Procedure for processing citizenship kidu 76
procedure for processing living allowance for senior citizen 76
Procedure for processing allowance for Gyalpoi Tozey 76
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77
Procedure for revenue collection and deposit
77
Procedure for collection ofrural taxes
Procedure for rural insurance (Life and House) 77
Procedure to seek approval for Lhakhang construction 77
78
Procedure for Chortens/Mani Dungkhor construction
78
Procedure to procure religious items
procedure to seek uppror-ul for construction and maintenance of religious
78
infrastructure at the Rabdhey Dratshang
procedure for compilation and publication of Annual Dzongkhag.tPti::itti
Procedure to validate, assure sound definition, conceps and classif,tcation lbr
79
statistical data collection
pror.aur. to provide technical assistance to Dzongkhag sectors and gewogs 79
79
Procedure for consumer price collection
Procedure
80
Procedure to seek legal advice
80
Procedure to investigate case
shed procedure to be followed in carrying oS l gi-'.el operation in a
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qualitY Public service delivery'
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improving striveJio-rir,i"r" objectives of the government to improve public services
Dzongkhag
[v Jii*irriSoPs of atl the Dzongkhag sectors'
The objectives of SOPs:
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An effectitvoe tshoeP p eino pthlee aDrzeo ncgaktheares.d on ?tim11e usla?iiis.:ta?ci^t6-r*i#[ tw:?ith-? a"c"c,:o*u':nit;a[blliflfitiy and
services io quick service deriveries
i,:l"lf,Ll:r:'il""?ff"r1'E9"1'"i,1i,'i: llllfTfAfments
,* iJrored and customer satisfaction maintained'
It includes measures to:
(i) Establish a set of procedure to avail services from various sectors housed
i, it Dzongkhag administration; and
(ii) prov"i de a framework for the management to improve public services .
efficientlY and effectivelY'
An effective sop can ensure transparency, which will effectively address and mitigate
the following rfi's[k,s0: between the service
?'I''n miscommunication ?q.qt-111?Lt:lldits
p;id"iand the cu-stom.e.rs i1tr.9 ?=:igllig;
(ii) [f"]!T[H;'";"r;; and senerar pubnc
T,*t-""*'li*1*eratives
*f,if" ,riiling the services from the Dzongkhag'
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Procedure for new birth registration:
1. Download Birth Registration Form (BCRS-BR-O1) from
the
www.mohca.qov.bt;
2.
Duly comptete filting up the BCRS-BR_O1 Form;
3. At the bottom of the form - Signature of both the parents is
mandatory along with the signature of Head of the Household,
where the child census is to be registered;
4. The Chiwog Tshogpa and the Gup have to thoroughly verify and
authenticate the citizenship credential of the parents of the new
born child;
5'
Seal and signature of the Gup/Dzongkhag Civil Registration and
Census Officer (DCRCO).
Documents required for new birth registration:
1.
Notification of birth (if born in HospitayBHu), whole set of Health Card except the
immunization chart growth rate;
2.
Identification documents of parents i.e., clD copy of both the parents;
3'
Copy of marriage certificate, otherwise endorsement from the Chiwog Tshogpa &
Gup' Gup's endorsement is compulsory, if birth is certified by respective Chiwog
Tshogpa;
4- Consent frorn Head of Househotd (it is rrrandatory if ilae crlitd's census is to be
registered with a person, other than either of the parents;
5.
One legalstamp to be affixed.
Procedure tor death reportingi
1.
Download Death Reporting Form (BCRS-DR-01) from
the
www.mohca.qov.bt.;
2.
Duly complete filling up the BCRS-DR-01 Form, including the Name
and signature of the requestor;
3.
The signature and seal of Gup and DCRco must also be completed in
all respect
Documents required for death reporting:
1. CID / SRP coPY of the requestor;
2. A copy of the Death certificate, confirming his/her death issued by the Medical;
3. Officer in Hospital /HA in BHU, if the death occurred within the health facilities;
4. Original CID/SRP card of the deceased to be surrendered to DQRCO Office;
5. Chiwog Tshogpa statement confirming the death duly endorsed by the respective
Gup, if the person is death out of health facilities;
6. No objection letter required, if the census registration of the insurance claimer is
not in the same household with the deceased person and
7.
One legal stamP to be affixed.
Procedure for changing the head of household:
1. Download the form Head of the Household Form (BCRS-HoH-01) from
www.,m.ohca.q.ov.bt.
2. Duly complete filling up the BCRS-HoH-01 Form;
3. Signature of the Gup / DCRCO and Dzongdag'
Documents required for change of head of the household:
1. No objection certification on the form / Letter from the concerned family members
above 18 Years, having the census registration in the same household confirming
that there is no objection in the nomination of the new Head of the Household in
their Household;
2, Legal Stamp to be affixed individually confirming the nomination of the new
Household members.
Procedure for new CID /SRP card processing:
1. Download form -(BCRS-CID-01) for new Citizenship ldentity Card
processin g from wrarvY. mghca,.qov' bt;
2. Duly complete the BCRS-C|D-O1 Form;
3. Two no. of Passport size photograph duly verified at the back side of
passport bY the GuP;
Affix legal stamP;
4_
5. Citizenship credential authentication by respective Gup;
b. Verification of the citizenship credential of the person in the record by
the DCRCO and endorse bY Dzongdag;
7. The CID / SRP card printed at Ministry will be delivered to public once
the dzongkhag receives the card.
Procedure for obtaining househord information and famiry detairs:
1.
Download form
-BCRS_SAF_,1 from wvlqr.mohcd.qov.bt:
2. Duly comptete fiiling up BCRS-Snr_9ffi
3. The Househord information and famiry j'bt"ir, wiil not be issued to a
4. Name, signature and contact no. of the applicant.
for
Procedure reporting toss of crD/
speciar
Residence permit
(sRP):
1.
Downtoad form
2 -BCRS_LOST-01 the @;
lrom
Duty comptete filting up BCRS_LOST_01 foill--
3'
4' Lost report from the RBp / Gup and the authority concerned;
The respective Dzongkhag wiil verify records, td;ilgraph
and
fonrvard to the Ministry for printing;
5.
1 Passport photograph & legal.i.*p;
6. verification of the records by the DCRCO and endorsement
by
Dzongdag
7. The crD / sRp card printed at Ministry wiil be derivered to pubric once
the Dzongkhag receives the card.
Replacement of the CID/ SRp cards:
1.
Downtoad form _BCRS-REP_01 fro, @
2.
Duly complete BCRS_REP-O1Form.
Documents required for CID/SRp replacement
1.
One Passport photograph;
2.
One Legat Stamp;
3'
bNye eAdg teon pcrieosd u/c eG ourpigsin aanl dcl Dsc/shRoPol sc acredr taiftoicnagi ew iftoh rt hsetu sdeernvtisce a nLedt toetrh/ceerr tirfeicleavtiaonnt
documents;
4. Signature of DCRC;
5. Signature of Dasho Dzongdag.