MANUAL-3
Procedure Followed in Decision Making Process
[Section-4 (1) (b) (iii)]
The procedure can be described both in narrative form and through flow process chart. In narrative form the stages through which a proposal passes. The levels of which it gets examined and the final authority to which it has to go for approval may be explained.
Narrative Form:
When a latter or file is sent to the Department, it is received by the Central Diarist of the Department in the first instance except in the case of letter or file addressed to the official concerned by name or by designation. The central Diarist is used to send the letter or the file to the concerned branch officer for kind perusal. The Branch Officer, in turn, send the same to the concerned section with his remarks if any for further section. The S.O. used to classify the letters or file as "A" "B" or "C" grade taking into consideration. The gravity and contents of the subjects and marks it in the name of the concerned D.A. on the same day with his remarks if any. There after, it is diariesed by the Diarist of the section in the name of the concerned D.A. after making necessary entries in the Diary Register about the receipt, contents etc. of the letter of file so as to facilitate its reference at a latter date and hand it over to the concerned D.A. on the same day. The D.A. opens a new file if the case is a new one and submits the letter in the relevant file after examining the case in detail in accordance with the rules and regulations required Where under with specific suggestion to the Section officer within a period of three days from the date of receipt by him. In case, it is of immediate nature warranting instant attention of the higher authorities. The D.A. is required to submit the same on the same day of receipt of the letter or file. The S.O. after examining the case in detail submits the file to his Branch Officer with his views.
The decision making process begins from the level of the Branch Officer and onwards as per the delegation of powers made by the head of Department to its Subordinates. Not time limit has been prescribed in the existing rules and Regulations and Executive instructions, in vogue for the authority in the process of decision making.
The flow process charts can give a comprehensive process as may be seen from the following illustration of preparing a food card.
Flow Process Chart for issue of Food Card:
|
Sl.No
|
Activity
|
Level of action
|
Time Frame
|
|
1
|
To receive application and a diary number
|
Counter Clerk
|
Same day
|
|
2
|
To mark application to concerned inspector
|
Do
|
Do
|
|
3
|
To visit premises of applicant and verify the facts
|
Inspector
|
2-3 days
|
|
4
|
To prepare report and submit to FSO
|
Do
|
Same day
|
|
5
|
To approve /reject application
|
FSO
|
1 day
|
|
6
|
To prepare food card if approved and submit to FSO
|
Counter Clerk
|
Same day
|
|
7
|
To sign and return card
|
FSO
|
Same day
|
|
8
|
To deliver card to applicant
|
Counter clerk
|
Same day
|
