Minutes of the IV AO/AAO GE/BSO Conference held at CDA Chennai on 25th and

24 Pages·2010·0.11 MB·English

CIRCULAR
No.E1/Gen/Corrs.
Office of the CDA,
Teynampet, Anna Salai,
CHENNAI-18.
Dated: /12/2010.
TO: AO, GE STM/MH
AO, GE, Chennai
AO, GE, Avadi
AO, GE (AF) Tambaram
AO, GE (NAVY), Chennai
AO, GE (Factories) Avadi
AAO, BSO, Avadi
AAO, AGE (I), R&D, Avadi
AAO, BSO, Chennai
AAO, BSO, Tambaram
UA, DEO, Chennai
AO, GE (NAS), Arakkonam
AO, GE (Army) & AF, Coimbatore
AO, GE (AF), Sulur
AAO, AGE (I), Agrani
AAO, BSO, Coimbatore
AAO, GE (AF), Thanjavur
IA Section, Local

SUB: Minutes of the Conference held on
25/10/2010 & 26/10/2010

* * *

Minutes of the 4th AO/AAO GE/BSO Conference held at the Office of the CDA,
Chennai on 25/10/2010 & 26/10/2010 has been hosted in the CDA Chennai Web Site for
your information and further necessary action. The feedback report may be submitted on
or before 7/1/2011.

Sd/-
(V.KRISHNAMURTHY)
DY.CDA(E)
Copy to:
Officer incharge - With a request to host the Minutes of the
EDP, Conference in the Web Site.
LOCAL

Sd/-
(V.KRISHNAMURTHY)
DY.CDA(E)
MINUTES OF THE 4th AO/AAO GE/BSO CONFERENCE HELD AT
THE OFFICE OF THE CDA, CHENNAI ON 25/10/2010 & 26/10/2010.

The conference was inaugurated by Ms. Anuradha Mitra, IDAS, Controller, on
25th October 2010. The list of Officers who attended the Conference is in the Annexure
‘A’.

In her inaugural address, CDA stated that the reasons for holding the Conference
was to review the progress of the AO, GEs and share/exchange views and also interact
with counter parts in Main Office. This time AAO BSOs & UADEO were also invited to
the Conference as all the works are interconnected with GEs. CDA stated that during her
inspection of various offices after upgradation of AAO GE Offices she found that the
level of knowledge of staff on MES was below par. She stressed the need to update our
knowledge of MES Manuals and Regulations. With the upgradation of AO, GEs, the
responsibilities of offices’ have increased and mistakes done will not be easily condoned.
AO, GEs have to function as Financial Advisers to the GE s as well advise them on how
to spend their budgets optimally. Sound advise, proper scrutiny and audit of bills,
scrutiny of contracts, store audit of Sub Divisions etc are some of the essential functions
of AO GEs which need to be improved. She also emphasized that due attention should
be given to revenue matter especially recovery of outstandings on account of rent from
Private Parties by the AO BSOs.

GO (E) in his welcome address to the participants stated that the conference is
mainly held to know the problems faced by AO/AAO GE /BSO in their day to day work
and suggestions if any, to solve the problems faced while carrying out the work. Any
lacuna in functioning of the AO/AAO GE/BSO will reflect on the functioning of Main
Office. Thereafter he invited the AO/AAO GE/BSO to make their Power point
presentations on the status of work in their offices.

……2
-- 2 --

During the Power Point presentation of work status, some important points were
discussed and decisions taken. The same are given in Annexure ‘B’.

Besides the above, two EDP Presentations on installation and operation of Schedule
III and AO GE package developed by EDP to all the AOs GE were demonstrated . CDA
directed all AOs/AAOs to try the new packages and come back with their feedback. CDs
of the Schedule III package were handed over to all the AOs GE for installation.

Admin points were discussed next. Regarding shortage of manpower, CDA
stated that the workload status furnished by all AO/AAO GE will be examined for
posting of additional man power. She assured that action will be taken to give computer
training to the staff as requested by them. But as per the existing records, 100% of the
staff of CDA Chennai is computer literate and AO GEs should extract the work from
them.

Some of the important targets set were:-

1. ALL GEs to switch over to NEFT for making payments to
contractors/officers/staff by 31/12/2010 and AO GE s to expedite such
transactions to e-payment.
2. MES Audit Cell would fix the mandays for carrying out Sub Division Audit to
all AO, GEs and all AO/AAO GEs to carry out Sub division audit
compulsorily before 31/1/2010.
3. All the AO/AAOs GE were asked to forward calculation sheets fixing the All-
in-Cost rates for water to Main Office.

Targets and Case Studies fixed by CDA to AO/AAO GEs/BSO are given in the
Annexure ‘C’.
….3
-- 3 --

The Minutes of the Valedictory Function given in – Annexure ‘D’.

The summing up of the points/issues discussed in the Conference was done by
DCDA(E) and given in Annexure ‘E’.

At the end CDA expressed her happiness that all the SAO/AO GEs, AAO/BSOs
showed visible improvements in many areas of work particularly the fact that escalation
payments were completely stopped and sub-divisional audit had been commenced.

The Conference was concluded with a Vote of Thanks by SAO(E).

Sd/-
(V.KRISHNAMURTHY)
DCDA(E)
ANNEXURE ‘A’

In attendance from Main Office:

S.No Name Designation
1 Shri. V. Krishnamurthy DCDA (E Sn)
2 Shri. C.Someswaran ACDA (IA & RSC)
3 Shri. D.S. Vishwanathan SAO (E)
4 Shri. C.Natarajan, SAO (MES Audit Cell)
5 Shri. H.Ramakrishnan AO (RSC)
6 Shri. V.Nallasivan AO (IA)
7 Ms. Rekha Vijayaraghavan AAO E I
8 Ms. V.Bhuvaneswari AAO, E II
9 Shri. A.Anandaraj AAO E III

Participants - SAO / AO / AAO – GE / BSO

S.No Name/Designation Office
1 Ms. V.Vasantha, SAO AO, GE STM/MH
2 Shri. K.Nagarajan, SAO AO, GE, Chennai
3 Shri. K.V.Sheshadri, SAO AO, GE, Avadi
4 Shri. R. Mohan, AO AO, GE (AF) Tambaram
5 Shri. Sivaguru, AAO AO, GE (NAVY), Chennai
6 Shri. Pon Mariappan, AAO AO, GE (Factories) Avadi &
AAO, BSO, Avadi
7 Shri. T.Tenarsu, AAO AAO, AGE (I), R&D, Avadi
8 Shri. P.Muthuraman, AAO AAO, BSO, Chennai
9 Shri. R.Manjula Devi, AAO AAO, BSO, Tambaram
10 Shri. Balasubramanian, AAO UA, DEO, Chennai
11 Shri. A.R.Sathyanarayana, AO AO, GE (NAS), Arakkonam
12 Shri. P.Miralidharan Pillai, AO AO, GE (Army)
& DSSC Wellington
13 Shri. A.Raman, AAO AAO, BSO Wellington
14 Ms. Chitra Mahendran, AO AO, GE (ARMY) &
AF, Coimbatore
15 Shri. K.P.R.Pillai, AO AO, GE (AF), Sulur
16 Shri. M.Ramesh, AAO AAO, AGE (I), Agrani
17 Shri. Vijayan T.K., AAO AAO, BSO, Coimbatore
18 Shri. Duraiswamy, AAO AAO, GE (AF), Thanjavur
ANNEXURE “B”
(IMPORTANT DECISIONS TAKEN)

 Sub Division Audit – Arrears in audit to be completed by 31-01-2011 and RSC to
conduct a refresher course to AO/AAO GE staff.

 Recovery of water charges at Rs.3.75 per 1000 value of work done requires in-
depth examination by MES Audit Cell for referring the matter to HQrs.

 By 30-11-2010 implementation of NEFT payment in GE’s Office is to be
confirmed.

 Post Audit of Cash Assignment Cash Book by E Section of MO – Matter to be
referred to HQrs. Office.

 All CP Vouchers and DIDS outstanding to be cleared by the end of this financial
year.

 ISA Vouchers - Availability of funds not applicable. To be booked immediately
through PM.

 Register of Buildings to be maintained with immediate effect.

 GE’s to be insisted to work out all in Cost rate for 2009-10 by 31/12/2010.

 Final Bills should not be paid before settlement of MO observations.

 Accounts section of Main Office to liaise with SBI, HVF Avadi branch for early
implementation of NEFT payments in AGE(I) R&D, Avadi.

 Advance payment of rent by private parties can be accepted.

 SAO MES Audit cell to investigate the issue regarding less recovery of water
charges from Type V Quarters at Avadi..

 An additional copy of A-in-Ps is to be enclosed while forwarding DOs for
extension of time to Main Office for effective audit.

 There should not be any delay in scrutiny of the contracts and any delay by more
than 4 weeks to be included in ARWE report.

 Tender Advertisements to be placed in the Websites.

 CEs contracts periodicity to be watched in the Admin Approvals.

 A register to be maintained by the AOs GE to check the completion date of the
works and whether final bills are submitted within 3 months of completion.

 Initiation of Part A & Part B to be completed within 12 months from the date of
completion of work. AO GEs to ensure the same.

 Cash Assignment registers IAFW 277 is to be compulsorily maintained by AOs
GE as some fraud has taken place in one area. O&M inspection team will watch
the same in their visit.

 In term contracts (T.C.), there is variation in percentage accepted in the different
GEs of same area. The same to be checked and placed under objection.

 SIOs to be taken more seriously by GE/BSO - LAO/RAO/AO GE to liaise with
them for prompt reply.

 DAD responsibility of acknowledgement awaited cases in AAC – Copy of Top
List to be forwarded to Main Office for taking up the issue Demi-Officially with
CDA(O)/PAOs.

 Irrecoverable amounts outstanding under 6A of AAC – SAO MES Audit Cell to
review.

 DEO, Chennai to be instructed to submit Public Fund Cash Book to AAO DEO
for Audit.

 Recovery of Water charges from PBORs at Wellington – To be recovered @ Rs.
70/- as proposed by BSO.

 Administrative control of AAO BSO Wellington - AAO BSO will be under the
administrative control of AO GE Army & DSSC, Wellington.

 Consequent on introduction of MPS, Rent Bills to be prepared on monthly basis.

 All AAOs BSO to give a report on the amount of revenue generated in a year in
respect of their BSO. They should make special efforts to identify Revenue
generation areas.

 M&O Contracts - . GEs to be advised to go in for outsourcing through CA/IFA
instead of concluding M&O contracts for which they do not have any authority.

 A report is to be rendered by all AO/AAO GE to MO regarding contract for
supply of Bazaar materials.

ANNEXURE “C” - TARGETS

A. Targets fixed by GO(E):

1. Two MFAI Cases
2. One Financial Advise case
3. 100% clearance of CP Vouchers by the close of the financial year.
4. 100% clearance of TBOs by the close of the financial year.
5. 100% clearance of ISA vouchers by the close of the financial year.
6. Completion of Part ‘A’ & Part ‘B’ within 12 months of physical completion.
No work should find a place in MER after 12 months of Physical completion
of works.
7. Store Audit of sub-divisions should be completed by 31.1.2011.
8. Register of Buildings should be updated.
9. Fixation of All-in-Cost rates for the ear 2009-10 by 31.12.2010.

B. Case Study:

1. Smt.Chitra Mahendran, AO: Term Contract in respect of
.Coimbatore/Sulur/Wellington
2. Shri R.Mohan, AO; Term Contract of Chennai/Tambaram/MH Avadi
3. Shri Raman, AAO: Study of Rebate in License fee to private parties

C. Targets fixed by GO(IA):
GO(IA) requested all the AO, GEs to forward the calculation sheets fixing the all in cost
rates for water to be sent to Main Office for examination.
ANNEXURE ‘D’

MINUTES OF THE VALIDICTORY FUNCTION OF AO/AAO
GEs/BSOs CONFERENCE HELD ON 26TH NOV 2010 AT 1600 HRS

The valedictory function of O/AAO GE/BSO conference was held at 4.00 PM on
26th October 2010. Brig. Sanjeev Jain, CECZ, Shri Manoj Kumar, CWE(N) & Col.
Manish Das, CWE(Army) were invitd as Special Guests.

CDA expressed her thanks to the Officers for accepting the invitation and for
attending the valedictory function. She mentioned that the presence of the Officers in the
Conference would help to know their views and understand the problems of Executive.
Thereafter, Shri V.Krishnamurthy, IDAS, DCDA presented the summary of the two days
deliberations in a Power Point Presentation was made by DCDA highlighting the
important issues which needed to be addressed by the MES. He also brought to the notice
of CECZ important observations and lacuna found while auditing the documents in Main
Office and also some of the difficulties faced by the AO GEs.

CDA informed the CECZ that the objective of the presentation was not a fault
finding session. The important objections raised during audit are brought to the notice of
them so that the same can be sorted out at the earliest. She thanked CECZ for the
cooperation extended from MES side. She observed that escalation payments had
completely stopped and specially credited the role of CE CZ for extending co-operation
for minimizing the number of escalation cases. CDA also raised the issue of All in Cost
rates for Water and Electricity, which have not been revised after 2007-08, with a request
to CE CZ to look in to the matter. She explained that time taken for passing the final bills
was slightly more in Main Office than the other bills due to detailed checks to be carried
out.She also informed the CE that CGDA’s Office is working out a complete automated
system for MES works.

Some of the AO GEs addressed certain questions to the CE:-

1. Smt. Vasantha, AO, GE STM stated that she has been receiving letters from
CWE requesting cooperation for closing the Punching Media by 25th and audit
of MERs also by 26th for which she expressed the difficulties faced in doing
so.

2. Shri Sathyanarayana, AO GE Arakkonam informed CWE(N) that he has been
receiving the Cash Books for audit very late in his office for past 6 months.

3. Smt Chitra, AO, Coimbatore stated that as consolidated MERs are being
received, she is finding it difficult to audit the MERs in time.

4. Problems faced by all AO, GEs in booking of expenditure on a/c of Supply
orders, placed by one GE and payment made by another GE were brought to
the notice of the CECZ.
…..
-- 2 --

In his address to the AO GEs/AAOs BSOs, CECZ thanked CDA for
giving an opportunity to be a part of this august gathering. He stated that for the
first time he has seen so many AOs GE together. He stated that GE is one of the
most important institution of creation and maintenance of infrastructure to all the
three Services and AO, GE forms an essential part of this basic component. All
the GEs of the entire country combined together are responsible for delivering all
the projects concluded even at the highest level. He stated that AOs GE play an
important role in contributing to the maintenance, upkeep of the entire
infrastructural developments. They are the pillars of the GEs Office. There are
issues where GEs and AOs GE should move in the same direction and work hand
in hand by which they can bring about a big saving to the State, which should be
the spirit of the audit. He advised AOs GE to ensure efficiency, speed and quality
in execution of work. They should not be speed breakers but facilitators for the
GEs working in the spirit of audit. He stated that Mr.V.Krishnamurthy and some
of the AOs GE had raised a number of issues and he would like to take this
opportunity to bring the Executive perspective to the issues raised. He requested
AO GEs to pass the bills/RARs at the earliest as many of the contractors are
depending on the amount they get for their completion of works. He also
expressed the difficulties faced by MES due to staff shortage.

SAO(E) proposed Vote of Thanks.