Advance Coaching Theory Eng -1-117-128 PDF

a. One member from each DRUCC. b. One member is nominated by GM. c. CCM, COM, PCE, CEE. 7. Functions – a. Suggestions for improvement and increase of passenger services and facilities provided by the Railway. b. To prepare annual program to provide amenities to...

a. One member from each DRUCC. b. One member is nominated by GM. c. CCM, COM, PCE, CEE. 7. Functions – a. Suggestions for improvement and increase of passenger services and facilities provided by the Railway. b. To prepare annual program to provide amenities to the passengers. Note: - This committee will not work for suburban section. CI/CP-2/1.17 Inspections, definitions and their objects, inspections of stations, Parcel office, Booking office, Reservation office, Goods shed and catering service. INSPECTIONS What is inspection? OR What is the objective of inspection? : 1. The principal object of inspection lies not only in detection of faults, lapses and irregularities already committed and steps taken to avoid them for recurrence.An inspection has multiple objectives having wide scope. 2. It also helps in efficient functioning, eliminating frauds and arresting leakage of revenue. 3. Inspection provides proper guidance and directions to staff for correct and concise way of doing jobs allotted to them. 4. It should ensure orderliness and discipline. Thus it acts as an effective control over the working of the stations with their area of control. Why Inspections? 1. Information:-To get the objective, independent, and impartial information regarding the condition of the system. 2. Action: - To take corrective steps to improve the system. 3. Follow up:-To ensure that corrections have been done successfully. Who should accompany you? 1. Station Manager. 2. Commercial Inspector. 3. Concerned Supervisor/manager. 4. Supervisors of other departments like Engg, Electric(G) and S&T Frequency of Inspection: 117 Every station including an out-agency, city booking office and tourist agency is required to be inspected by Commercial Officers/ Inspectors at specific intervals. The same may be done by CCM with a previous notice or on a programme basis. Station Inspection: General 1. Concourse area and circulating areas: To check whether the plan of concourse area, circulating areas is adequate to handle the exiting traffic. 2. Parking Facility: To see that adequate parking facility is available, there is no encroachments by the licensee or passengers. 3. A recto-refractive board of passenger amenities is available at the entrance of station so that passengers can easily locate their necessities. 4. Cleanliness: To check up whether a high standard of cleanliness and orderliness is being maintained at the station, platforms, in retiring rooms, waiting rooms, waiting halls, in catering establishments such as restaurants, refreshment rooms and in various booking and delivery offices, go downs as also in the bath-rooms and lavatories. 5. Pay & Use toilets: Check on display of name & address of Licensee, Period of contract, rate board. Physical check whether proper rate is taken. Cleanliness of toilets. Details of fines imposed and paid. 6. To check up whether the Commercial staff are fully conversant with the rules and regulations for performance of their respective duties. 7. To observe whether the Commercial staff is prompt, alert, civil and obliging, and that they pay adequate attention to the comforts and conveniences of the Rly users. 8. To examine if any loss or leakage of Rly revenues is taking place through avoidance misinterpretation or misuse of rules; 9. To examine and analyse the cause of diversion of traffic if any, to other means of transport; 10. To see if any improvements in the methods of working at the station are necessary to achieve efficiency and economy or to retrieve the traffic, if any, diverted to other means of transport; and 11. Availability of drinking water. 12. Seating arrangements, sufficient lights/fans, shed. 13. Availability of signage, TIB, CIB & Public Address system and whether these are functioning properly. 14. To observe whether Electronic Coach Guidance boards, Electronic Train indicator board is working properly. 15. To observe whether Announcement is being done properly. 16. To observe whether wheel chair is available in Dy.SS office. 118  17. Food stalls/tea stalls- Name and address of licensee, (if Licensed), period of contract, cleanliness & hygienic condition. 18. PCO Booth, Car Parking/two wheeler parking-Name& address of Licensee, period of contract. Display of rate Board. Physical check whether proper rate is followed and receipts issued. 19. Availability of Complaint-cum-suggestion book: public complaint and redressal of public complaints. Daily monitoring of complaints as per Complaint Management System. 20. Enquiry Office - Whether manned round the clock, PA System is properly working, announcement ismadeappropriately for guidance of passengers. Inspection of Booking office:- 1. Number of counters available in each shift. 2. Adequacy of windows separately for ladies and gents. Number of counters utilized in each shift (Stating categorically for ladies, Sr. Citizen, PH, MST/QST etc.) Utilization of counters during Peak & Lean time. 3. Timely opening of the windows. 4. Queue of passengers and queuing time. 5. Lighting arrangement of the booking windows specially at night. 6. Exhibition of time table and fare list board. Notice of hours of business. 7. Estimation of tickets. 8. Preparation and submission of indent. 9. Maintenance of tube, stock. Adequacy of stock. 10. Correction of fare. 11. Preparation of EFT, BPT etc properly. 12. Imprest cash. 13. Condition of equipment & accessories. 14. Link Failure Register (Reasons thereto). 15. Equipment failure, Power failure register etc. 16. Attendance of staff and Personal Cash Declaration Register (PCDR). Staff with Uniform & Badges, Log in/out time. 17. Availability of Thin client and Fare Repeater. 18. Special Cancellation Register. 19. Buffer stock of PCT. 20. Remittance of earnings through bank or otherwise, Cash Remittance Book, DTCS Book (if maintained acknowledgement from bank/accepting authority). 21. Security measure. 22. Station Returns. 23. NI Register/Statement. 119  24. OD pair register/statement for BPT issued through UTS. Action regarding inclusion of stations in Station pairs. 25. Station Outstanding, Admitted Debit, Objected Debit, shortage in booking. 26. Indisposed Error Sheet/Accounts Debit. 27. Cash withdrawn from Station Earnings. 28. Display of Statistical information within the office. 29. Inspection Register and action thereon. 30. Maintenance of Circular/Instruction file. 31. Check on physical/counter cash with booked cash. Inspection of PRS office: 1. Number of counters available. 2. Number of counters utilized, categorically for Ladies, Sr. Ctzn., PH etc. 3. Availability and attendance of staff, log in/out time, PCDR. 4. Number of requisitions per shift per counter. 5. Provision of extra counter during peak period/exigencies. 6. Whether counters are free from touts. 7. Availability of Hardware/Fare Repeater. 8. Failure Registers including link failure, power failure etc. 9. Check on Cancellation/ Special cancellation/Non-issue ticket register 10. Check on change of name application/file , change of name register. 11. Check on concessional vouchers, system BPT. 12. Maintenance of time/rule for Tatkal, block booking, Concessional ticket etc. 13. Check on physical cash & booked cash. 14. Ticket Roll and Roll continuity statement. 15. Cash Remittance Statement, acknowledgement thereto. 16. Display of statistical information within the office. 17. Maintenance of Circular/Instruction file. 18. Inspection Register & follow up action. 19. Check on requisitions – proper name, address and Phone 20. No. of intending passengers. 21. Check on Tabulation Sheets & recommendation for allotting Emergency Quota (where applicable) according to priority. 22. Use of supervisors ID for special application like cancellation/ reschedule/ short journey/ en- route diversionof train. 23. Check on Previous/done charts. 24. Outstanding position. Review of Outstanding, if any 120  25. Check of Balance Sheet. Inspection of Ticket checking office: 1. Attendance, deployment of staff, PCDR, uniform/badges of staff. 2. Physical verification of staff at booked place. 3. Day-to-day entry of individual earnings of staff in register along with EFT & Money Receipt issued. 4. Daily remittance/submission of EFT cash, short/excess deposit. 5. Stock of EFT book along with issue. Accountal of EFT to staff. 6. Monthly earning statement showing all details. 7. Reconciliation of cash shown in monthly earnings statement with booking office summary of TTE/TC Cash. 8. Cancellation and disposal of collected tickets, proper posting of Collected Tickets in the Register. 9. Conduct of various types of checks (through Duty Rosters). 10. Check on payment of consolidated TA to travelling Ticket checking Staff (Norms to follow). 11. Stock of Nippers and proper use of those. 12. Circular/Instruction file. 13. Inspection Register. 14. Display of statistical information within the office; 15. Proper manning of coaches by deployment of TTEs(where applicable); 16. Assistances of RPF whenever necessary; 17. TTE’s Rest Room/TTE’s lobby - working/stayingposition. Inspection of Luggage Office 1. To arrange sample test of outward packages for weight, free allowance as per ticket and proper charging. 2. To take inventory of all inward luggage and compare these regarding accountal, undercharges. 3. To consult the luggage delivery book. 4. To check the cloak room with charges. Inspection of Luggage / Parcel Office: 1. Attendance and availability of staff, PCDR. 2. Display of list of regular merchants with address & phone nos. 3. List of regular Inward/Outward commodity with current market value, where applicable. 4. Inspecting staff shall take inventory of Inward/Outward parcels on hand and shall compare with unloading tally book, delivery book, etc. 5. Delivery Register and undelivered packages/Commodities with date of arrival. 121  6. Weighment of each Parcel Package whether Inward or Outward and entry of that in the Re- weighment Register. 7. Preparation of Forwarding Notes with all details including full address of the Consignor/Consignees & preparation of PWB accordingly. 8. Collection of undercharges, WC & DC. 9. Issue of MGR. 10. Un-connected, un-claimed & un-disposed materials and action taken including sale notice & auction. 11. No. of times open delivery and assessment delivery made and follow up action to reduce the same. 12. Over-carried consignments with reasons. 13. Claim regarding Inward consignment. 14. Assessment for increasing outward traffic, utilization of loading quota. 15. Display of List of lease holders (SLR, AGC & VP separately) with address and contact no. 16. No. of train, VPs & AGCs & SLRs under lease with lease period. 17. Re-weighment& undercharges of leased materials. 18. Remittance of cash, acknowledgement thereof, Security measure. 19. Delivery of consignment without PWB & collection of value where applicable (memo delivery). 20. Approval of General Forwarding note by the competent authority and expiry date. 21. Check on mis-declaration of commodity. 22. Test check of weighing machines. 23. Damage & Deficiency Register. 24. Periodical Returns. 25. Circular/Instruction Register. 26. Inspection Register and follow up action thereon. 27. Check on physical cash vis-à-vis booked cash. 28. Packing, labeling & marking of parcel packages. 29. Outstanding position. Inspection of Retiring Rooms/ Dormitory: 1. Cleanliness: To check up whether a high standard of cleanliness and orderliness is being maintained in retiring rooms/ Dormitory. 2. To check up whether all passenger amenities are in good working condition. 3. To check the condition of bedroll and furniture. 4. Check the occupancy register and suggest measure to enhance the occupancy of Retiring rooms and dormitory. Inspection of Book Stalls: 1. In the book-stall it should be seen that- Adequate number of books and newspapers, both English and Hindi and regional language are available for sale. 122  2. No obscene picture or literature is put up for sale or otherwise exhibited. 3. No second hand books or any other literature is put up for sale. 4. Selling price has been indicated on each book and that is reasonable. 5. Other instructions issued by the administration are correctly followed. Commercial Publicity: 1. Sole advertisement/bulk right/cluster right. 2. Display of name of licensee, period of contract & date of expiry on the media of Advertisement. 3. Regular payment of license fee, any outstanding. 4. Any hoarding/board etc. creating obstruction to Passenger Amenities, smooth vision for Driver/Guards etc. 5. Any advertisement deterrent to Railways / national interest. 6. Assessment to increase more revenue. Inspection of static catering unit: 1. Attendance of staff, uniform, neatness & badges, PCDR. 2. FSSAI- Food Safety & Standards Authority of India license is valid or not. 3. Medical Certificate of all staff. 4. Exhibition of Menu list & Rate Charts. 5. Complaint & Suggestion Book. 6. Quantity & Quality of food, Quality Register, Test Check on taste of food. 7. Cover on food items & pure drinking water. 8. Availability of Janta Meal. 9. Cleanliness of kitchen & function of all gadgets. 10. Adequacy of utensils and cleanliness. 11. Daily Balance Register & Daily Transaction Ledger. 12. Wastage statements & Profit & Loss Account 13. Manager’s Order Book and Kitchen Order Transaction. 14. List of local purchases & cash transactions. 15. Bills and Cash Remittance statement. 16. In case of Base Kitchen, Hot Food Trolleys & facilities for 17. Bulk preparations are available or not. 18. Proper packing of supplied foods. 19. Utilization of LPG. Maintenance & AMC for LPG line. 20. Fire extinguishers & First Aid Box, validity of the same. 21. Whether any illegal use of highly inflammable kerosene 22. stove on platform and encroachment of platform area by 123  23. Unauthorized persons. 24. Display of comparative earnings. 25. Inspection Register & follow up action. 26. Complaint Book & follow up action. Inspection of Mobile catering unit: 1. Attendance of staff, uniform, neatness and badges, PCDR. 2. Prevention of Food Adulteration Act license is valid or not. 3. Medical Certificate of all staff. 4. Exhibition of Menu list & Rate Charts. 5. Complaint & Suggestion book. 6. Quantity & Quality of food. Quality Register, Test Check on taste of food. 7. Cover on food items & pure drinking water. 8. Condition of Pantry Car, cleanliness, centralized gas connection, fridge bottle cooler, deep freezer, hot cases. 9. Availability of Janta Meal. 10. Adequacy of utensils and cleanliness. 1. LPG storage under lock & key or not. 2. Fire extinguishers, First Aid Box with validity. 3. Provision & adequacy of stock including stock of Packaged Drin king Water – popular and prestigious brand of item or not. 4. Passenger’s response. 5. Check on unauthorized persons traveling on Pantry Car. 6. Indents to Base Kitchen (timely & proper or not). 7. Manager’s Order Book and signature of cook. 8. Kitchen Order Transaction- tallied with Manager’sOrder book. 9. Proper & timely preparation of Daily Transaction, Ledger, Profit & Loss account, wastage statement. 10. Cash receipts (Bill), remittance. 11. Checking of daily cash purchases to ensure stockeditems are not purchased. 12. Sales targets achieved or not. 13. Complaint Book & follow up action INSPECTION OF GOODS SHED Objects of Inspection 124 The principal object of inspection lies not only in detection of faults, lapses and irregularities already committed and steps taken to avoid them for recurrence. An inspection has multiple objectives having wide scope. It also helps in efficient functioning, eliminating frauds and arresting leakage of revenue. Inspection provides proper guidance and directions to staff for correct and concise way of doing jobs allotted to them. It should ensure orderliness and discipline. Thus it acts as an effective control over the working of the stations with their area of control. Frequency of Inspection Every station including an out-agency, city booking office and tourist agency is required to be inspected by Commercial Officers/ Inspectors at specific intervals. The same may be done by CCM with a previous notice or on a programme basis. Inspection of Goods Shed Books & Returns The following books and returns are required to be inspected to ensure effective working, correct maintenance of books and returns and also to improve the quality of work. The correctness of collection and proper accounting of all these receipts rest with efficient and prompt maintenance of these records – 1. Cash Remittance Note 2. Goods Cash Book 3. Weigh Machine Card and Weigh Bridge Card 4. Priority/Wagon Demand Register 5. Outward Invoice Books 6. Guard’s signature book for dispatch of wagons 7. Index – outward and inward 8. Register of SWA 9. Money Receipt Book for registration fees 10. Refund statement 11. General Money receipt 12. RMC Invoice Books and connected records 13. Wagon exchange book 14. Placement Memo 15. Loading book 16. Memo of Invoices 17. Inventory book 18. Unloading Book for wagon loads 19. Gate Pass and Register 125  20. Delivery book 21. MPA 22. Register of under and over charges 23. Outstanding Register 24. Collected Railway Receipt 25. Wharfage and Demurrage Returns 26. Weigh bridge Register 27. Crane Money Receipt and statement 28. Paid-On- Statement 29. Free Service Way Bill/Invoices 30. Balance Sheet 31. Advice of Internal checks 32. Error sheets and file 33. OCS Register 34. Reweighment Register 35. Tarpaulin and Rope Register 36. Shed sweeping Register (grains etc.) 37. Plot Plan Register 38. Credit Notes Register 39. Indemnity Note Register 40. Service stamp Register 41. Freight Forwarder traffic Record 42. Container Service Record 43. Guard’s book for placement of wagon in siding 44. Auction sale statement 45. Transit memo for returns 46. Old records register 47. Tariff, Manual, Rate lists, LRA, TRC etc. General Observations 1. Knowledge of rules 2. Knowledge of booking, handling, dispatch, storage and delivery. 3. Claim Prevention measure. 4. Measures to connect unconnected goods and disposal of unclaimed/undelivered goods. 5. False declaration of goods. 6. Step to clear station outstanding. 7. Maintenance of records. 126 8. Remittance of earnings and CR Note. 9. Leakage of railway revenue. 10. Analysis of diversion of traffic. 11. Improvement in the methods Inspections 1. Inventory of goods- check with relevant records, u/c unloading tally book. 2. Wharfage and Demurrage charges- Wagon transfer register, LU register & DB. 3. General inspection of shed to see the adequacy of facilities, safety and security. 4. Approach road, shed arrangement for booking and delivery, notices etc. 5. To ascertain mis-declaration by taking sample cases. 6. MGR is correctly prepared. 7. DDM register is correctly prepared. 8. Contract agreement for handling/out-agency/siding ……. Provided is preserved accordingly. 9. Priority register is maintained correctly as per rules. 10. Rules regarding labeling, sealing and riveting, E.P. Locking are complied with. 11. Inward and outward Index Register is properly maintained. 12. Invoices are regularly dispatched to destination and FA & CAO(T). 13. Possibilities for increasing traffic to be examined. Repacking & Transshipment Shed Inspecting office should see that- 1. There is no undue detention to stock or consignments. 2. There is proper system of work, distribution of staff and labour. 3. There is co-ordination between control and transportation staff. 4. The working hours are adequate and systematic. Public Complaints In order to ensure customer satisfaction and to improve the quality of service by Railway, complaints book is made available with the goods shed which shall be checked to see that – 1. It is regularly checked by the CS(G)/SM and proper action is taken. 2. Reference to letter from the competent authority regarding the disposal of the complaint is recorded in the book against each and 3. Notice regarding availability of Complain – Cum-Suggestion book is exhibited. Register of Recovery 1. The Register of recoveries from vendors, plot holders should be checked to ensure that there is nothing due or unrealized. The non-recovery or late recovery should be taken up and arrangement made for recoveries of the arrears without further delay. 127 2. The principal objects of an inspection lie not only in detection of faults, lapses and irregularities already committed but in steps taken for avoiding their recurrence. Books and Returns A list of books to be maintained and returns and to be submitted by station is given. It is essential on the part of Inspecting Officers, Inspector and the Station Master to check these books and returns. General Observations 1. To check up whether a high standard of cleanliness and orderliness is being maintained at the station, platforms, in retiring rooms, waiting rooms, waiting halls, in catering establishments such as restaurants, refreshment rooms and in various booking and delivery offices, go downs as also in the bath-rooms and lavatories; 2. To check up whether the Commercial staff are fully conversant with the rules and regulations for performance of their respective duties; 3. To check up whether rules for the booking, handling, dispatch, storage and delivery of various items of traffic, including explosives and other dangerous goods are being carefully observed; 4. To see whether the rules and instructions prescribed for prevention of, loss of or damage to consignments are properly observed; 5. To check up if adequate steps are taken for connecting the un connected packages; 6. To see whether adequate arrangements exist for prevention of leakage of Railway revenues through ticketless travel, mis declaration, under weighment or any other cause; 7. To see whether proper attention is being paid to the clearance of Station Outstanding; 8. To see that initial records and documents at station are maintained properly and in accordance with the extent rules and orders, and that the various returns are being submitted to the Traffic Accounts Office on due dates; 9. To see whether the procedure prescribe for handling, taking and making over of cash at the station being rigidly follow by the staff concerned under security arrangements appropriate for handling the cash and traveling cash safes at all stations; 10. To examine if any loss or leakage of Rly revenues is taking place through evasion, mis- apprehension or abuse of rules; 11. To examine and analyse the cause of diversion of traffic if any, to other means of transport; 12. To see if any improvements in the methods of working at the station are necessary to achieve efficiency and economy or to retrieve the traffic, if any, diverted to other means of transport; and 13. To observe whether the Commercial staff is prompt, alert, civil and obliging, and that they pay adequate attention to the comforts and conveniences of the Rly users. 128