1 preventive vigilance 4.7. what is vigilance 2 keeping a watch to maintain the integrity of an...
TRANSCRIPT
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PREVENTIVE VIGILANCE
4.7
What is Vigilance
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KEEPING A WATCH TO MAINTAIN THE INTEGRITY OF AN ORGANISATION,
ITS PROCEDURES AND ITS EMPLOYEES
OUR FOCUSOUR FOCUS
PREVENTION OF FRAUDS & LEAKAGE OF REVENUE
4.7
Why Vigilance
• Vigilance means Watchfulness• Vigilance to be given a rightful place in the
Management.– If the vigilance set up is effective, it will certainly
ensure the functioning of the other segments
34.7
Why Vigilance…
• `Vigilance’ is liked neither by an honest officer nor a dishonest officer, yet its absence will be harmful to the organization. – In the long run, it will be in the good health of the
organization.• The purpose of vigilance is not to wait for
lapses to be committed and then try to conduct post mortem.
• Purpose is to prevent lapses from happening.
44.7
Types of Vigilance
Preventive VigilanceHelps us to avoid commission of offences by
officials through proper surveillance. Calls for constant review of rules, procedures
and practices. Helps management to get optimum results
from the different activities. Punitive Vigilance
Takes care of enforcing necessary punishment after the irregularity/fraud is detected.
54.7
Components of Preventive Vigilance
• Identification of areas where surveillance is necessary
• Maintenance and preservation of records/data• Carrying out visits and inspections from Vigilance
angle• Formation of vigilance squads and surprise visits
64.7
Components of Preventive Vigilance…..
• Analysis of visit/inspection reports and identify new areas requiring surveillance
• Review of Rules and Procedures based on the above analysis
• Implementing suggestions based on review
74.7
List some of the Vigilance Activities
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PreventiveExamination of procedures to remove loopholesRegular and surprise inspections Monitoring the activities of the employees through returns
DetectiveInvestigation of complaints or any other informationregarding Irregularities
PunitivePunishment to the guilty4.7
Vigilance Tools available
• Surprise Visits – to Post Offices and Mail Offices• Annual Inspections – Questionnaire • Squad Visits – Divisional, Regional and Circle• Review at various levels and follow up • Review of Rules and Procedures based on DLIR/CLIRs• Complaints from customers• Verification of high value withdrawals and Money
order
94.7
Areas for Preventive Vigilance
Financing of post offices and RMS units Savings Bank and Savings Certificates Money orders Mails Inspections/visits Buildings and their security Computerized office Miscellaneous
104.7
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Financing and Accounting
• Realistic fixation of cash balance• Critical review of – Daily accounts– ECB– SPM’s Monthly Report– Review of BO abstract & MO paid statements
4.7
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Financing and Accounting…
• Surprise verification of cash balances of SBPA, Treasurer, Stamp vender
• Duplicate key of safe not to be kept in treasury• Examination of safe custody of insured articles
and cash bags/account bags
4.7
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Financing and Accounting…
• Safe custody of stamps and seals• Transfer of cash as per rules• Escorting cash conveyance• Avoid unnecessary cross remittance• Observance of limit of cash remittance
4.7
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Financing and Accounting…
• SO account and SO daily account should be prepared by SPM personally
• Whether transit items of remittance are being watched personally by SPM/PM
• Special attention on security arrangement of cash chests and treasury
4.7
Savings Bank/Savings Certificates
• Adding of interest in PB– GDSBO’s should collect and send it to AO – Special Error book of PBs not received for entry of
int– The list of PBs not received for entry of int by 30th
June
154.7
Savings Bank/Savings Certificates
• Defaulted RD accounts– Notice to be sent to depositor of those a/cs where
there is more than 3 defaults– List of RD accounts selected at random of 10-12 to
be sent to IPs for verification• Verification of withdrawals of Rs.10000/ and above
in SB accounts at BO and Single-handed SOs.
164.7
Savings Bank/Savings Certificates…
• Cent per cent verification of accounts in one or two single handed offices under each HO
(SB accounts only)• Watch register to monitor the credits of PRSS• Register of undelivered pass books• Maintenance of index registers for SB-26, SB-28
and NC 4a receipt books
174.7
Savings Bank/Savings Certificates…
• SB/SBCO Objection Registers– Cases of minus balances– Un posted items in SB/RD
• Stock register of blank pass books– Invoices of Pass books– Duplicate Pass books– Spoiled/defective pass books
184.7
Savings Bank/Savings Certificates…
• MPKBY RD schedules– Prescribed format should be used– Each schedule to be assigned serial number in
format X/Y/L• X – Month• Y – Serial number• L – Last serial number
– SBCO to check continuity
194.7
Savings Bank/Savings Certificates…
• Savings Certificates– Checking of NC-4(a) by inspecting officers– Checking of unsold certificates by Inspecting
officers – Maintenance of NC 12(a) register– Checking of invoices
204.7
Money Order
• Source of Money order should be only– Registered list/SO daily a/c/SO slip– e-Money Order
• High value Money Order list properly filed• Verification of Money orders paid– IP – 25 per month (minimum)– MO – 50 per month (minimum)
214.7
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Mails
• Proper checking of articles posted for dispatch– Letter Box– Bulk Mails– Franked articles– RNPs/Periodicals/Printed Books
• Monitoring of mails received for delivery– Unpaid articles– Breach of condition in
RNP/Periodicals/Printed Books
4.7
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Mails..
• Register of unpaid articles received for delivery– Letter/Postman postage account
• Checking of accountable articles received for delivery– Before issuing to Postmen– After receipt of returns• Remarks on returned articles• Verification of MOs paid
4.7
Inspection/visit
• Should be surprise• Verification of pass books during
inspection & visit• SB-46 notice to depositors• Checking of stock of pass books and
certificates• Verification of money orders paid
244.7
Building
• Security of building to be ensured– Night watchman– Police patrolling– Attached quarters – Lock and key – watching
• Cash chest/Iron safe
254.7
Computerized office
Ensure accounting of entire counter collectionSupervisor to take shift report for entire dayEnsure total collection incorporated in PO
accountCorrection in shift report/cancelled shift report –
viewed suspiciously Ensure that postage paid in cash is not
booked under prepaid option264.7
Computerized office…
Ensure correct tariff is configured in POS Ensure none of system is working in stand-
alone mode Ensure password security Ensure daily back up is being taken and kept
in the custody of Supervisor Power supply/back up – to avoid loss of data
274.7
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Preventive vigilance- Misc.
• Adequacy of security bonds– Treasurer– C – class SPM– Gramina Dak Sevak
• Critical review of Inspection Reports and Visit Reports
• Avoiding unauthorized persons in PO premises
4.7
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Preventive vigilance- Misc….
• Observance of tenure of officials dealing with cash
• Vulnerable POs be identified and their periodical surprise visit
• Single hand SPMs should not be posted on rotation from one single hand office to another.
• Postmaster or treasurer not availing leave.
4.7
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Exercise
4.7
314.7