O&M Studies Guidance

10 Questions

Who will normally receive dak outside office hours if marked immediate and addressed by name?

The addressee himself at his residence

How will dak with urgency grading be dealt with?

Separated from other dak and dealt with first

Who will open all covers, except those addressed to Ministers/Officers by name or those bearing a security grading?

The CRU/IFC

What will the CRU/IFC do after opening the dak?

Check enclosures and indicate on the dak, if any, item found missing

How will communications received through emails in the Department be dealt with?

Downloaded centrally by the Department by a designated person

Where will all physical Dak be received in eFile?

In the Receipt inbox of Receipt Section

Who will download communications addressed to Ministers/Officers by name?

The Ministers/Officers themselves or their personal staff

In what cases will the dak be received outside office hours by the officer designated by the Ministry / Department concerned?

When there is no arrangement for a night duty clerk

What will happen if an item is found missing after opening the dak?

The CRU/IFC will indicate on the dak, if any, item found missing

What will happen to dak that does not have urgency grading?

It will be dealt with together with other dak

Study Notes

O&M Studies and Ministry/Department Guidance

For O&M studies, Ministries/Departments will be guided by the Department of Administrative Reforms and Public Grievances.
The units will be guided by the Staff Inspection Unit of the Department of Expenditure for work measurement studies.

Integrated Headquarters of Ministry of Defence

The Integrated Headquarters of Ministry of Defence includes Army Headquarters, Naval Headquarters, Air Headquarters, and Defence Staff Headquarters.
They will be associated with the formulation of policies concerning the Defence of India and the Armed Forces of the Union.
They will provide executive direction for policy implementation and exercise delegated administrative and financial powers.

Attached and Subordinate Offices

Attached offices provide detailed executive directions and serve as a repository of technical information.
They advise the department on various aspects of matters dealt with by them.
Subordinate offices function as field establishments or agencies responsible for policy execution.
They include statutory corporations like Airport Authority of India, Food Corporation of India, and Central Warehousing Corporation.

Information and Facilitation Counters (IFCs)

IFCs provide services to clients/customers, including:
- Information on services, programs, schemes, and relevant rules and procedures.
- Facilitating optimal, timely, and efficient service delivery in a transparent manner.
- Information on service quality standards, time norms, and hierarchical set up of Public Grievance Redress Machinery.

Officials and their Roles

Special Secretary/Additional Secretary/Joint Secretary: vested with maximum independent functioning and responsibility in their wing.
Director/Deputy Secretary: responsible for disposal of government business and holds charge of a Secretariat Division.
Under Secretary: in charge of a Branch, exercises control, and disposes of cases as per delegated powers.
Desk Officer: examines and submits cases independently, has decision-making power, and signs Orders, Financial Sanctions, and affidavits.
Section Officer: responsible for supervising Section activities, distributing work, training, and maintaining discipline and team spirit.
Personal Staff Members of Officers: responsible for preparing executive summaries, managing personal sections, and providing leadership.

Dak Handling and Communication

Dak marked "immediate" and addressed by name will be received by the addressee at their residence outside office hours.
Dak will be received by designated personnel or the night duty clerk outside office hours.
Communications received through emails will be downloaded centrally by the Department and forwarded to the Central Registry.
In eFile, all physical Dak will be received through eOffice in the Receipt inbox of the Receipt Section.