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SRIKAKULAM

VIZIANAGARAM

STIEST GODAVARI

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Transmission Corporationof Andhra Pradesh Limited(A Govt. of Andhra Pradesh undertaking)Vidyut Soudha, Hyderabad - 500 082. A.P. lndiaOff. : 040-23317657 Fax:040-23320565Res. : 04O-23547244E-mail : cmdaptransco@rediffmail.com

Rachel Chatter jee, t .A.s.Chairperson & Managing Director

FOREWORDI am very happy to pen the foreword for this extremely useful manual, detailing

the duties and responsibilities of all categories of employees in distribution

companies, from the level of Chief Engineers down to Section Officers. For effective

and efficient performance of any organization it is essential for each employee to

have clarity on his/her duties and responsibilities. The manual serves this need and

I am sure that it will be a constant guide and support to employees to perform their

duties and responsibilities in the best interests of the organization.

Knowledge of duties and responsibilities, while essential, is not the only

requirement. Along with such knowledge, there must be a positive mindset. A

purposefirl mindset. A passionate mindset. Each employee can choose to work day

after day in a routine and ordinary manner, or can choose to align the tasks and

duties at hand with purpose and passion. If we want our organisation's performance

to be a magnificent story of success, then we must realize that each of us are the

authors and every day we have the opportunity to write a new page. The future of

our organization is not a matter of chance; it is a matter of choice. It is not something

to be waited for; it is a thing to be achieved.

I congratulate the Chairman & Managing Director and all those wiro put in

painstaking efforts to bring out this manual, which will be useful for all utilities. Iwish each and every employee happy reading and a mindset that will bring great

success to the organization.

e4Rachel Chftterjee

,,;l \ Eosfern power Distribuilion( Ftll ) Compony of A.p. Limired\- f -/ D.No. 30_14_9, Near Saraswathi park\ lr 33:"ni'ffi3::}':*tri:iTo#o,o#u,u

Res. : 0891-2529695

Y. Gopala Krishna Murthy, B.E.Chairman & Managing Director

PRE FACE

The Power Sector Reforms have resulted in organisational changes, interaliaby formation of Distribution Companies, such as ours. In present scenariooperational efficiency and commercial viability have become bench marks, for betterperformance orientation, responsibility and accountability, with an aim to furtherbetter Customer Service, overall.

As a part of the above Reforms process unbundling of the erstwhile ApSEBinto separate corporations like ApGENCO, APTRANSCO & 4 Nos. DISCoMshave been formed. Consequently, many Engineers and officers of Accounts wingfrom Generation and Transmission, have been inducted into DISCoMs bv exerciseof Options.

In this process' some ambiguity in role perception amongst Senior Engineershas been noticed; who are not quite aware of the respective functions to be dischargedat Discom level' This is a constraint with likely adverse effects on performance inday to day activities. Hence there is a need for clarity regarding the individualsspecific role vis-a-vis perforrnance.

Against the above background, and in order to facilitate better performanceManagement, it was felt necessary to have a compendium of officers jobs andduties detailing their respective functions. As an exercise in this direction; laiddown herewith are, the duties & responsibilities of various officers at Corporateoffice & field, starting from chief General Manager to Asst. Ensineer /

Addl. Asst Engineer (i.e., Section Officer) and also SAO to AAOs. These duties& responsibilities are basically as approved and communicated by erstwhile

A.P.S.E.B during 1997.

While the duties are exhaustive in nafure and constitute normal functions

only, as per laid down rules; any required functions, as entrusted by respective

superior officers from time to time are also to be carried out, in addition to their

duties mentioned herein.

It is hoped, that the above compendium would result in strong performance

orientation in the concerned cadres, through beffer Individual Performance and team

work, resulting in Organisational Developmenl

tl/lil@y 2

(Y.GOPALA KRTSHNA MU RTHY)CHAIRMAN & MANAGING DIRECTOR

EASTERN POWER DISTRIBUTION COMPANY OF A.P I,INIITEDCORPORATE OFFICE :: VISAKHAPATNAM

ABSTRACT

Estt. APEPDCL - Duties & Responsibilities of Officers prescribed functions -- guidelinesissued - Regarding

E.O.O (CGM(HRD)) Ms. No. 183

ORDER:

Date: 01 .11 .2003

The Power Sector Refornis have resulted in Organisational changes, interalia by forma-

tion of Distribulion Conrpanies, such as ours. In present scerrario operational e fticiency and

comnrercial l'iabiiity havc bccome bench marks, for better performance orientation, respclnsibil-

ity and accountability, with an airn to further better Customer Sewicc, overall.

2. To enablc our ol'ficers to work towards above objectives, it has been fe lt necessary to cletailthe dLrt ies and responsibi l i t ies of off iccrs in.r,,arious cadres, dorvrt to sectiott off iccr lcvel. ' fhe

attacl ied docurnent is an cxercise in this direction. It rnay be added, that this docuntent is a

collectron of approved job tasks, systems and procedures as already in vogue and now collatedinto a compendium, for ready refbrence, clarity and sirnplified policy administration. Itt any

case responsibility to carry out any tasks allotted in company's interest entrusted by concerned

superiors, rests with the individual officer.

3. Functional Heads in Corporate Officei Circle in-charges, may ensLlre that the attached

document is made available to the respective cadres, forthwith.

4. This order would come into force with imrnediate effect.

( By )RDER AND rN THE NAME OF A.P.E.P.D C.L)

U//// ila/,4/^/ **_-__y(Y .GOPALA KRISHNA MIJRI T IY )

CFIAIRMAN & MANAGING DIRECTOR

DUTIES & RESPONSIBILITIES OF OFFICERS IN APEPDCLPara No CONTENTS Page No(s)

DUTIES & RESPONSIBILITIES OF:

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Annexure-'14 Guidelines to calculate the line losses for 11 KV & LT system

EASTERN POWER DISTRIBUTION COMPANY OF A.P LTDCORPORATE OFFICE :: vtsaxnaParNmn

OFFICERS AND THEIR DUTIESI. CHIEF GENERAI, N{ANAGER (OPERATION)

1. The Chief General Manager is the Chief Executive of the operation wing incorporate office and is Chief Advisor to the Chairman & I\{anaging Director in thedevelopment and achievcments of the Company's objectives. The Chief General Manageris responsible for effrcient, effective, integrated and economical functioning of theorganization in the operation wing of DISCOM with regard to distribution, sale of powerachieving return of assets, deploynent of man power, proper utilization of materiais, etc.,as per policies laid down by the DISCOM, keeping in view the long range objectives andplans. The Chief General Managcr shall co-ordinate flow of materials to various points inthe circles under his control optimizing invcntory ensuring efficient use of materials bysuitable planning, indenting, rvatching receipts and issues, deploy man power to extractmaximum output as por policies laid down by DISCOM, ntaintain best industrial relationswith the employees by following DISCOM's policies in service matters, welfare measures,Coordinate the works of Supcrintcnding Engineers of tl-re circles under his control, guidethem and closely monitor various activities witli reference to the transmission, distributionincluding-monitoring for implementation of Capital Investment 'uvorks, the consumerservicing, billing and revenue collection, and implementation of DSM mcasurcs regularly.

2. The areas to be covered are :

a) Sale of energy and achievenrents of targets in release of services, revenuebilling and collection of revenues, review of stuck-up and bumt meters andensuring prompt replacement with special emphasis on high value services.Review and ensuring prompt and effective disconnections including dis-mantling of services which are continuously under disconnection for morethan 3 months as per B.P, Ms.No.151, dt: 25.8.1993 and as per clause 26.I0of Terms and Conditions of supply.

ldentifyrng area where pilferage is prevalent and taking steps to eradicatethe same by arranging continuous raids and prosecuting the offenders.

Eitsuring review of meter readings, attending to exceptionals on top prioritywith special emphasis on high value services.

. Drawing up a programme and implementing it for quick realisation ofarrears ofrevenue.

Ensuring hundred percent collections of current month demand raised andat least 2o/o of the alrears in each ERO per month.

b) Operation and maintenance of 33 KV 11 KV, L.T Lines, Sub-stations andDistribution and Power Transformers. Ensuring scheduled patrolling of linesand special patrol l ing consequent to tr ipping. pre-monsoon inspections,timely tree clearances and rectification of faults for total avoidance ofbreakdowns. All equipment at all sub-stations to be kept in trim conditionand properly maintained as per schedules. Station batteries along with allprotective features are to be ensured for providing protection to lines andequipment. Auxiliaries such as Fans, Pumps, O.L.T.C Gears, Compressors(where available) are to be in working condition always. Special attention tobe taken on earthing system in sub-station and recording ofearth resistancefor every 6 months.

System improvements, review of low voltage pockets, and peak readingsreached on lines and power transformers and making proposals, for enhance-ments, new sub-stations, installation of capacitor banks and AVBs etc. Alsoproposals towards reduction in system losses are to be made keeping systemconfiguration in view.

Construction works such as minor and major extensions.Rural electrification and urban extensions.

Constant review of failure of equipments and follow up of repairs and alsoto take steps towards avoidance of failures.

Conduct Distr ict-wise, Division-wise, Sub-Division wise, Section-wise,11 KV feeder-wise, and Distribution transformer-wise energy audit, arriveat line losses, and take remedial actions to plug the sources of losses andreduce them. The guidelines for calculation of line losses for 1 I KV & Ufsystem have been communicated vide Memo. CMD/EPDCL/ VSP/GM(EAyF. 42lD.No . 2665103 dt 13.9.03 enclosed vide Annexure 14.

Procurement of decentralized materials for works.

Budgeting and budgetary control, compilation of accounts in the Zone, pre-audit, Review of circle P & L Account, Divisional Profit & Loss A./c to con-trol cost and increase revenue for the company to meet the Target Set in.

Implementing policies, objectives and programmes set up by the DISCOM,monitoring progress there on and reporting to DISCOM.

See that accidents are avoided by reviewing all cases and ensuring thatremedial actions are taken.

Review of Intemal Audit/Statutory Audit/CAG Audit findings in the opera-tional and revenue areas and evolve necessary action to avoid/minimize theoccurence of such situation.

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m) Marketing / Market development for demand increase or new demand withproper stiategy, Strictly follow the guideiines enunciated in the tariff order ofAPERC and also fol low the directives of regulator, which may becommunicated from time to time.

n) Ensuring preparation of estimates for electrification ofun electrified habitationsand get it sanctioned by REC.

o) Drawing up a programme for inspection of exceptional services generated byCAT.

p) Ensuring that the performance standards as envisaged in the Citizencharter areimplemented.

q) Ensuring the disposal of unserviceable, obsolete and scrap material laying inthe stores.

r) Ensurir-rg the release of new services with in schedule time.

s) Ensuring proper inter action with consumers & public by conducting meetingswith consumers (both LT & HT), people representatives, constitution wise &sub-station wise meetings. Obtain feed back for proper planning of works.

t) Ensuring implementation of directives issued by APERC every year.

u) To over see performance orientation activities of employees by emphasizingon individual performance for organizational growth. To over see welfarepolicies and training activities to develop employee motivation and employeesatisfaction.

v) To inspect all call centres established in his jurisdiction during their inspectionsin that area.

3. In order to achieve the above objectives, the following statutory functions areprescribed.

a) Inspection of Field Offices:

i) Inspection of each circle office once in ayear.

ii) Inspection of any one Division Office in each circle in a year selecting sub-optimal performing divi sion.

iii) Inspection of any one sub-division offrce in each circle in a year selectingsub-optimal performing sub-division.

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iv) Inspection of any one Section Office in each division in a year in respectof revier,v of meter readings, prompt operation of disconnection lists,maintenance of distribution transforrners, and power transformers, reviewin intemrption registers, records of sen,ices, L.T. Layouts, accounting ofmeters, Demand Drails, work order closing and fuse oficalls registers, etc.

v) lnspection of Electricity Revenue Offices: One ERO in eacir Circle in a year(A critical Review of all activities). Monthly review at his Headquarterson demand Vs. Collection and Clearance of arrears, etc.

vi) Critical review of exceptionals of any section (s) his remarks to be sentto DISCOMs.

vii) The Chief Engineer/operation should review the performance of ECC &CSCs invariably during his inspections.

b) Inspection of SPM sheds : Once in a year.c) Inspection of District Stores: Once in 6 months for disposal of unserviceable

and obsolete material for general upkeep of stores and accounts etc.

d) Inspection of Sub-Station:i) 33KV Sub-station, wherever repetitive failure of Power Transfonners and othe

major equipment occurs.e) Review of meter reading registers:

L.T. High value services and all Industrial services: Once in ayearH.T. Services with a CMD of less than 1000 KVA : Half yearly.H.T. services with a CMD of 1000 KVA and above : Quarterly.

0 Inspection of H.T Services:

i) Above 4 MVA - Once in a year and whenever abnormalities in mctering includingfailure of metering equipment are reported.

ii) Others : Whenever repetitive complaints are received.4. Yard Sticks: The following yard sticks are prescribed for reasonably good perfolrnance:

a) Distribution 'fransformors : Reducing the lailure ratcfailures. by 2% per aru1um and gradually

reduce to a minimurn of 5olo.

b) L.T Revenue arrears : Less than 15 days denrand.

c) 33 KV breakdowns : One per year per feeder.

d) 11 KV breakdowns : Not more than 4 per year per feeder

e) Equipment failures, capacitor : Nilbanks, Power Transformers,Switch Gear

0 Stuck-up meters at L.T Services : Not exceeding 0.5% of total SCs atany tlme.

g) Burnt meters : Nil

h) H.T Metering defects : To be rectified within 7 days.

i) Sub-Transmission Losses : 1 5oh over anyear to start with andgradually reduce thereafter Io l2o/o

j) Collection of L.T Revenue : 100% of current demand plus2o/o of arrears.

k) Collection of H.T revenue : 100% and no alrears except thoseinvolved in litigation andinstallments.

5. Generally directs and supervises the maintenance of the distribution system, ensuresthat adequate supplies of spare parts, replacements and maintenance supplies areon hand, reviews maintenance procedures and supervises their application to ensurethat the DISCOM's system components are maintained in accordance with goodelectr ic uti I i ty practice.

6. Recommends through budgets capital, replacement, maintenance and operatingexpenditures for the efficient operation and maintenance of the power system.Manages the implementation of budgets when approved.

7. Makes recommendations to managenrent on matters of policy and procedures inconnection with operational matters in the DISCOM.

8. Liaises with consultants on matters affecting operations and constructiotr.

9. Directs and generally supervises the telecommunications nece ssary for the dispatchand control of the power system.

i0. Directs the development and introduction of advanced sub-station and l ineconstruction technology, including the use of hydraulically-quipped trucks and hotline techniques.

11. Provides operational expertise for all parts of the DISCOM.

12. Assists in labour negotiations and human resource matters as required.

II. CHIEF GENERAL MANAGER / HUMAN RESOURCES

The Chief General Manager / Human Resources is responsible for directingthe human resources and personnel administration functions of the DISCOM. Hewould be reporting directly to the Board and Chairman & Managing Director,Specifically his responsibilities are as enumerated below:

1. Responsible for building a professional Human Resource function with focus onHuman Resources Development, career planning, skill building change managementinitiatives apart from the existing administrative functions and responsibilities.

2. Ensure adherence to approved adnrinistration, personnel and rnanpower developmentnorrns, service rules, regulatious and policies.

3. Responsible for identification of training necds and co-ordination o1'trainitrg activitiesincluding maintenance & update of training records and stattstics.

4. Responsible for building a performancc based work culture irr thc company throughdesign and implementation of target based appraisal and incentive scltcmes.

5. Ensure the proper utilization and safekeeping of properlies and assets.

6. Ensure the proper maintenance and update of employee database and personnelrecords.

7. Ensure the performance of the lollowing Human Resources functions:

. Implement terms and conditions of senrice

. Develop manpower plans and projections based on business plan and inputsfrom other departments in the company

o Monitor recruitment, transfer, promotion, deputation and retirement ofemployees.

o Develop reward/recognition schemes and career paths.o Manage compensation of employees and administer employee benefits and

various types of loans.o Ensure the proper implementation of applicable labour laws & standing orders

and discipline regulations.o Conduct of organization studies and update of organization structure.

8. Responsible for developing and implementing job responsibilities for all positionsincluding the staffing patterns.

9. Responsible for automating the HR processes and establishment of a comprehensiveHuman Resource lnformation System (HzuS).

10. Responsible for maintaining harmonious relations between employees andmanagement.

I 1 . Responsible for all court related matters, litigations in consultation with legal expertsas per the relevant act.

12. Responsible for all protocol related matters and interaction with unions and unionleaders.

13. Responsible for the welfare lneasures like Medical, Sports, Recreation, Housekeeping etc.,

III. CHIEF GENERAL MANAGER/ P & M M

The Chief General ManageriP&MM is responsible to ensure the effectiveprocurement and material management of equipment and spares of the projects, operationand maintenance functions. He would be reporting directly to the concemed Directorand Chairman & Managing Director. Specificallyhis responsibilities are as enumeratedbelow:

L Responsible for ensuring availability of material for meeting construction andO & M targets and preempting shortages.

2. Responsible for ensuring that materials, spares, equipment and machinery areprocured, received and stored effectively.

3. Responsible for stores and purchase activity.

4. Responsible for ensuring that the process of issuing material is smooth so that thematerial reaches the end user in time.

5. Responsible for developing and implementing effective policies on purchase andprocurement as well as material and inventory management.

6. Responsible for reviewing and monitoring the gross material budget,

7. Responsible for development altemative vendors and suppiiers for vital importedspares.

8. Responsible for effective co-ordination of transport and custom clearance ofmaterials.

9. Responsible for ensuring the proper disposal of scrap.

10. Responsible for proper inspection and quality control of the incoming material.

11. Responsible for ensuring the development of competence in techno-managerialaneas of material management in accordance with organizational requirements.

IV. CHIEF GENERAL MANAGER / PROJECTS & PLANNING

The Chief General Manager / Projects & Planning is responsible for the planningand design of construction projects. He would be reporting directly to the concernedDirector and Chairman and Managing Director. Specifically his responsibilities are asenumerated below:

1. Responsible for presenting the annual estimates of operation works and capitalexpenditure to the Board of Directors.

2. Ensure a balanced and well-planned expansion of the distribution system to meetthe growing load requirements and effective utilization of power, through propersystem planning.

3. Primary liaison between the organization and key contractors.

4. Responsible for ensuring economical design of substations, transfonners, lines andother facilities that comply with the requisite quality and safety standards.

5. Responsible for supervising the construction of substations and distr ibution l inesand instal lat ion of transformers according to the approvcd budget ancl t imeschedule.

6. Responsible for ensuring availability of the required material and pre empting anymaterial shortage.

7 . Responsible for ensuring periodic monitoring of the inventory levels and their properusage as per project plans.

8. Responsible for ensuring that the safety rules and regulations are strictly followedat the project sites.

9. Responsible for ensuring the development of competence in techno-managerialareas related with projects in accordance with organizational requirements.

10. Responsible for calling Tenders for construction of capital works & finalise thetenders with in the schedule.

11. Responsible for sending the monthly progress report, regular instructions etc., onthe activities of project wing.

12. Directs and generally supervises the review of load forecasts and economic analysesin order to determine parameters for power system design.

13. Directs and generally supervises the establishment of general design criteria, policiesand standards for engineering and construction projects and reviews and approvesmajor designs and equipn-rent alternatives.

14. Directs and generally supervises and review of proposed engineering projects forcost/benefit considerations and adherences to design standards.

15. Directs and generally supervises the selection and recommendation fbr approval ofproposals of engineering consultants.

16. In consultation with the Chief General ManageriExpenditure, prepares and circulateseconomic and financial parameters to be used throughout the DISCOM in theevaluation of capital investments, estimation of customer contributions and in thepurchase of equipment such as transformers.

17 . In consu l ta t i on w i th the Ch ie f Genera l Manager /Expend i tu re makesrecommendations to the concemed Director on the guidelines for the preparationof the DISCOM's five year forecasts and annual capital and operating budgets andcomments on the forecasts and budgets when they are issued.

18. Assists the Director/Projects in the negotiation of major agreements with APTranscoand with major customers for the purchase and sale, respectively; of elcctric powerand energy.

V. CHIEF GENERAI, MANAGER / COMMERCIAI, & RAC

The Chief General Manger / Commercial & RAC is responsible for overseeing thecommercial and regulatory aspects of the organization. He is responsible for the tariffs,licensing and legal compliance of the DISCON,{. He would be reporting directly to theconcerned Director and Chairman & Managing Director. Specifically his responsibilitiesare as enunterated below:1. Respolsible for developing, managing and executing all commercial arrangements

within the company.

2. Primary liason between the APERC, Govemment and Transmission Corporation.

3. Responsible for providing APERC with regulatory compliance reports andrepresenting the company in various APERC hearings.

4, Responsible for ensuring that all the requirements related to the execution of thepower purchase agreement with the transmission organization are met in a timelymanner.

5. Ensuring licensing and legal compliance with all conditions laid down by APERC.

6. Responsible for fixing the tariff rates and filing as per the guidelines of APERC.L Responsible for reviewing the model licenses.8. Responsible for ensuring that all the requirements like regular reporting, responding

to one-time queries, etc., relating to the regulatory affairs are fulfilled in time.9. Overseeing accurate power forecasting.10. Responsible for designing nleasures to make DISCOM more efficient in responding

to regulatory requi rements.1 1 . Responsible for proactively rnonitoring the ensuring compliance of all the regulatory

requirements place on DISCOMs.12. Responsible for ensuring the development of competence in techno-managerial areas

related with regulatory aspects in accordance with organizational requirements.

VI. CHIEF GENERAI, MANAGER / EXPENDITURE

Chief General Manager i Expenditure is the Chief Financial Officer of the Corporation.He is responsible for analysing and directing the Corporation's financial and tax planning.Advises management in consultation with the Chief General Manager, Planning & Projectsin long range planning studies. Directs and controls the raising of lor-rg tenl funded andshort term capital. Plans, recommends and monitors corporate accounting and internalcontrol systems. Advises the Head, Distribution Corporation on corporate risk managementpolicies, co-ordinates and compiles capital and operating budgets.

1. In consultation with the Chief Gencral Manager, Planning & Projects, analyses anddirects financial and tax planning.

2. Directs the setting of financial objectives and the raising of long tenn funded capital.3. Introduces and fosters accountabil i ty and a commercial approach generally

throughout the Corporation and particularly in this Department.4. Contacts the Corporation's underwriters and the hnancial conununity as required,

interprets financial market repofts and responds to external inquiries from financialanalysis, rating agencies, banks and trust companies as a Corporate representative.

5. Directs the raising of short term funded capital and negotiates terms for suchborrowing.

6. Directs the purchase of securities or other expenditures for sinking fund purchases.7. Establishes policies for and monitors the cash management system.8. Reviews and recommends to the Head, Distribution Corporation improvements to

internal control systems and internal audit practices.

9. Provides functional direction to the accounting sections to ensure the excellence ofthe Corporation's financial reporting and compilation of financial data for internaland pubiished reports and their review before release.

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10. Directs and supervises the establishment and maintenance of managementinformation systems and coordinates the purchase and control of electronic dataprocessing equipment.

11. Ensures that all appropriate governnrent reports including tax retutns are filed andkeeps management ir-rformed of pertinent changes in this area.

12. Ensures that all financial books ofrecord are kept in safekeeping and arranges fortheirretention and destruction in accordance withprescribed govemment regulationsand Corporate policy.

i3. Prepares evidence and represents the Corporation at regulatory hearings involvingtax, accounting, rate base and rate ofreturn.

14. Ensures that the Corporation's risk management policy is implemented throughgood operating practices and the maintenance of the necessary insurance policies.In consultation with Corporation's consultants, the CGM I Expr prepares, issuesand recommends awards of tenders for insurance coverages. Directs the processingof insurance claims.

15. In consultation with the Chief General Manager, Planning & Projects makesrecommendations to the Head, Distribution Corporation on the guidelines forpreparation of the Corporation's five year forecasts and annual capital and operatingbudgets, coordinates, compiles and comments on the Corporation's capital andoperating budgets to the Head, Distribution Corporation.

16. Assists in labour negotiations and human resource matters as required.

17. Acts as Director / Finance Distribution Corporation in his absence if and when soassigned.

18. Ensure that the information required for ARR filing before APERC is fumished toChief General Manager / RAC within the target date.

19. Prepare Profit & Loss Statement for the Company & also for the Divisions and putup to the Chairman & Managing Director of the DISCOM.

20. Ensure I00% revenue collection against demand &.2% alrears are collected everymonth.

21. Ensure that the instructions contained in Chairman/APSEB/Hyd/TS/Meetings/D.No.35ll97 , dated 22-12-97 are strictly followed by the Asst.Accounts Officer /In-charge of ERO.

22. Responsible for ensuring the accounting of revenue and business procedure of theCorporation and desired to safeguard gf money and p1_op_erty of DISCOM and

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VU. SUPERINTENDING ENGINEER ( OPERATION )

1. The administration of an Electricity Supply System in a district will be under thecharge of a Superintending Engineer. The Superintending Engineer is responsible to theChief Engineer for the administration and general professional control of the entire systemand of the officers of the DISCOM sub-ordinate to him. He is also responsible for theefficient management of the undertaking as a commercial concern and in accordance withthe commercial policy laid down by the DISCOM. He will be responsible for the commercialpropaganda and all other work carried out in the interests of popularizing the energyconservation pro gramme.

2. Recording of plans and drawings: The Superintending Engineer of the Systemshall keep on record in his office. The following plans or such or them as are required in hissystem:

a) Copies of all standard plans ofbuildings, completed plans, sections and elevationsof every building under his charge, the boundaries of the ground attached to anybuildings being distinctly shown.

b) Detailed drawings including foundations, where practicable, of all other civilworks in the system as actually completed and the boundaries of the groundattached to such works.

3. The Superintending Engineer is empowered to order transfers of EngineeringEstablishment upto the cadre of Assistant Divisional Engineers and provincial Establishmentupto the cadre of Junior Accounts officers with in his jurisdiction. T h e S u p e r i n t e n d i n gEng inee r w i l l have f u l l powers t owa rds pun i shmen ts t o 'O&M ' o rconstruction establishment for whom he is the appointing authority. The SuperintendingEngineer is also competent to award punishments to O&M or construction establishment towhom the Divisional Engineer is appointing authority, if Superintending Engineer hasfinalized the enquiry report of Divisional Engineer/Enquiries. He shall also exercise suchpowers over the provincial staff as delegated to him under the Statutory rules.

4. He will review the registers of frnancial irregularities and commercial work doneand will bring to the notice, the cases of incompetence or other disqualification for publicduties and in like manner all instances of extraordinary zeal and ability. He will furtherexercise such powers of punishment, promotion, and control as are conferred on him underthe statutory rules.

5. A register of incumbents of charges shall be maintained in the Circle Office showingthe period of incumbency of each DISCOM offrcers or Accounts establishment. The

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Divisional Engineer shall maintain similar incumbency registers in their offices in respectof their subordinate executive staff.

6. a) On assuming charge, every officer shall make it his business to acquaint himselfwiththe works and the special features of the items in his charge. The officer shall count, weightor measure selected stores in order to test the accuracy of their accounts and should minutelyexamine the works in progtess as to their quality and as to their accordance with the sanctionedplans and estimates. He shall further to through the books, registers and ledger accountsand report on any arrears or confusion that may come to his notice. The above are thegeneral instructions relating to the functions of each officer. If the relieving officer fails tobring to the notice of his superior with in a reasonable period (say, three months) anydeficiency or defect in work, stores accounts, etc., taken over, he will be held responsiblefor the same so far as he was in a position to ascertain it.

b) The relieved officer should give the relieving offtcer a memorandum showing all theworks in hand, the orders remaining to be compiled with, and matter of importance relatingto operation, maintenance, load and other items in his charge. All matters which particularlyrequire the attention of the relieving officer should be detailed with full explanation of anypeculiarity.

c) An offlrcer must not delay making over charge after arrival of the relieving officer;nor must he, without the permission of his immediate superior officer, leave the stationbefore the arrival of his successor. The relieving officer will take up the expenditure of cashand stores from and for the first day of the month during which the relief took place, andsubmit the next monthly accounts in the same manner as if he has been in charge during thewhole month. But the relieved officer remains responsible that proper explanation isforthcoming for transactions during his incumbency.

d) Whenever the transfer of charge is prolonged so that two DISCOM servants maybe entitled to draw pay and allowances simultaneously for the same appointments (See Auditinstructions under Fundarnental Rule 107) the Superintending Engineer should intimateto the DISCOM if the time taken is reasonable and the relieving officer maybe consideredas on duty for the period. If, however, the Superintending Engineer considers the timetaken in making over and receiving charge to be excessive, the relieving officer must betreated as if he were on leave or on joining time, etc., as the case maybe, for as much of thetime as may be regarded as excessive.

In the case of an executive charge becoming vacant by the death or sudden departureof the officer in-charge, the next senior officer of the DISCOM should assume charge andproceed with the normal work.

I J

(e) It is an object of great importance to secure as far as possible continuity in procedureor practice in regard to cases and mattets actually under settlement and to this end theSuperintending Engineer and Accounts Officer should make special mention about suchmatters in their notes to successors.

N.B.: Forms of questionnaire shall be drawn up and issued with the approval of theSuperintending Engineers for guidance of offrcers preparing transfer notes.

They should be merely taken as indicating the general lines on which transfer notesshould be prepared and should not be considered to be exhaustive.

7. It is the duty of the Superintending Engineer to inspect the important works in hisarea, to satisfy himself that the system of management is efficient and economical and thatthe instructions of the financial branch as regards works, operation, stock and accounts arestrictlyobserved and that the executive and administrative work of the system is satisfactorilyperformed.

8. He shall satisfy himself that the staff employed (Provincial as well as u'ork charged)is actually necessary and adequate. He will exercise concurrent control with the SeniorAccounts Officer and ensure that the subordinate officers watch carefully the expenditureon works, operation and maintenance expenses, growth of load and sales of electrical energyin the area under their control.

9. When submitt ing to the Chief Engineer any report, design or estimate, theSuperintending Engineer will invariably state his own opinion and recommendation.

10. He is responsible forthe engineering features of design and the rates in estimatesprepared or sanctioned by him.

11. The Superintending Engineer is responsible for report ing without delay theprobability of any excess over estimates not within his powers of sanction and should arrangefor prompt revision of the estimates whenever necessary.

12. In all accident cases the Superintending Engineer has to critically analyse the detailedinvestigation reports submitted by the Divisional Engineer/Assistant Divisional Engineerand furnish his specif ic remarks discussing remedial measures to be taken bothadministratively and technically in order to prevent reoccurence of such accidents alongwith compensation proposals, if any within 30 days from the date of accidents. TheSuperintending Engineer should immediately report to the Chief Engineer any serious lossof immovable properly caused by any accident or unusual occurrence within his jurisdiction,and ensure compliance of IE Rules wherever deficiencies are noticed.

L4

13. Immediately afler work is finished the Superintending Engineer will arrange toclose its account and prepare the completion report ifrequired by the rules. In this comectionit will be his duty to see that the works are not protracted beyond a reasonable time and thecompletion reports are not unduly delayed.

14. The Superintending Engineer will be in general charge of the purchase of storesand their disposal within his limits of his powers and subject to stores purchase ntles andinstructions issued from time to time.

15.. All intemrptions of large works in progress or serious stoppage to Electrical powerservice should be reported to the Chief Engineer by the Superintending Engineers accordingto the orders which may be issued by the Chief Engineer from time to time, the causes andprobable durations of service intemrption being duly explained.

16. While the Senior Accounts Officer of the circle will be responsible for the directsupervision of all accounting work relating to the undertaking and for all receipts anddisbursements, and direct charge of the operating and revenue accounts of the undertaking.The Superintending Engineer will retain his general responsibility for the financial resultsshown and will exercise general supervision over the Senior Accounts Off,rcers work inrelation to them. The Senior Accounts Officer will also act as a Financial Adviser to theSuperintending Engirrccr.

17. The Superintending Engineer should generaliy supervise artd control thc comcctassessment andrealization of such revenue as is asscssed or collcctccl in thc clcctric systemincluding the revenue due to the Govcrnmctrt. Thc Scnior Accouttts Ofl lcer wil l beresponsible for the detai led assessment and collccl ion of thc rcvenuc ancl shall rt tr i t t tainsuch records and accounts for the purpose as may be prescribcd.

Note:-The Superintending Engineer wil l decide al l cases of doubt involvingtechnical interpretation in the matter of billing for energy supplied. lf thedecision involves a deviation from any rule prescribed by DISCOM, ordersof the competent authority should be taken. When metering is in dispute,however, the case will be dealt with in accordance with the provisions of theterms and conditions of supply notified by the DISCOM from time to time.

18. The formation of the accounts and revenue offrce or the Circle office and thecontrolling organisation of the system is intended for intensive and effective internal controland to relieve the Superintending Engineer of the bulk of the accounts, revenue and alliedfinancial work, giving him the necessary help and advice for the financial administration ofthe system. The Superintending Engineer is however responsible for seeing that the workof the Circle office is efficiently performed and controlled by the Senior Accounts Officerand that the field officers observe the instructions promptly.

i 5

19. He shall personally review the monthly Financial progress reports on the operationof the various undertakings and will comment on any marked variation in revenues and inoperation or maintenance expenses. In addition he should ensure timely collection of serviceline charges/development charges from the consumers/authorities responsible for paymentfor such works.

20. The Senior Accounts Officer and the Superintending Engineer should assist eachother in rendering the management of departmental accounts as perfect as possible. To thisend, during inspections, the Superintending Engineer or the Senior Accounts Officer willexamine the registers and other account and measurement books, the mode of preparationof estimates, Contractor's accounts and agreements, the system of recording plans andpapers and office work generally. He is expected to communicate freely and personallywith his officers and to advise them in the performance of their duties.

21. The Superintending Engineer shall review Meter Reading Registers ofthe followingcategory of services and shall take immediate action to safeguard the DISCOM revenues.

i) L.T Services (which are not high value)Ca t . I I , I&V I I

L.T high value services and all industrialservices

H.T services with a CMD of less thanlOOO KVA

H.T Services with a cMD of i000 KVAand above

Annually each section

Half yearly

Quarterly and check readingsfor 10 services per month.

Check readings for all servicesin one year.

22. The Superintending Engineer shall review the following exception reports generatedby the Private Accounting Agency/In-house computer, CAT cell. if the service is repeatedmore than three times in a year and shall take appropriate action to safeguard the DISCOMrevenues.

Disconnected services showing progressive readings.Negative readings.Meter stuck up (H.T and L.T).Meter burnt.Services not existing (HV).Meter changes.Low PF in case of H.T services.Maximum demand low or high in case of H.T Services.Un metered due to CTIPT or meter defects in H.T Services.

i i)

i i i )

iv)

a)b)c)d)e)0s)h)i)

16

23, The Superintending Engineer shall ensure that the services under disconnectionfor more than 3 months are dismantled after due procedure'

24. The Superintending Engineer should conduct district wise, division wise, sub-division wise, section wise, 11 KV feeder wise, and distribution transformer wise, energyaudit, arrive at line losses and take remedial actions to plug the sources of losses andreduce them.

Inspection of Offices and other than his office

lnspection of each division offrce .. Once in a year

lnspection of Electricity Revenue Offices .. One ERO per month

c) Inspection of SPM sheds .. Once in six monthsd) lnspection of 33/11 KV sub-stations .. Once in a yeare) Inspection of District Stores ... Once in three monthsf) lnspection of H.T. services with CMD of

a)b)

i) above 1000 KVA & upto 4 :MVA

Once in ayear and wheneverabnormalities in metering includinglai lure of metering equipment arereported.

Whenever repetitive complaints arereceived.

ii) Others

The areas to be covered are:? (

(a) Administration: The offices of the Assistant Divisional Engineers and theSection Officers will be inspected by the Superintending Engineer as and whenconvenient and the office of the Divisional Electrical Engineers will be inspected notless than once a year. He will inspected whether the several registers and returns areproperly maintained, whether the progress reports, intemrption reports and load recordstatements are concuffently written up and whether the Divisional Engineers and theAsst. Divisional Engineers are exercising their checks efficiently and discharging theirduties satisfactorily. He will further see that the stores are properly maintained andobsolete materials are not over stored, that not more than the required spares and toolsand plant are kept in.

t7

(b) Technical & Commercial: He will see that the distribution charts andplans and sketches of the transmission lines and sub-stations and other buildings areproperly maintained; that the execution of operation, maintenance and constructionworks are properly executed as per approved design and plans: that intemrptions areproperly remedied and that the sub-stations and equipments are well maintained.He will further see that the supply to HT consumers is well attended to; that theirmaximum demands, metering arrangements are all well inspected periodically and thatimportant technical matters are promptly attended to by the Asst. Divisional Engineersand the Divisional Ensineers.

(c) Financial: From the commercial point of view, the financial aspect of theunder taking is most important. The Superintending Engineer should check, whereverhe consider necessary the following points during his inspections:That the HT power consumers services are periodically inspected by the AssistantDivisional Engineers and the Divisional Engineers to ensure correct recording of metersso that loss of revenue maynot occur; that the maintenance staffand expenditure arekept at the minimum that the collections (wherever attached to sections) are properlywatched that the initial record of accounts, work orders are regularly maintained thatthe imprest accounts are correctly maintained and rendered to the Circle/DivisionalOffice; that no unauthorized works, though in the interest of service, are executed thatthe accounts retums are periodically and correctly rendered that measurement booksand other initial records are properly maintained and work orders closed as expeditiouslyas possible. He should frirther check at least a few items of stores whenever convenientand ensure that the bin cards, ledgers etc., are concurrently posted and the quantitativebalances agree.

(d) Sale of energy and achievements of targets in release of services, revenuebilling and collection of revenues, Review of stuck-up and burnt meters and ensuringprompt replacement with special emphasis on high value services. Review and ensuringprompt and effective disconnections including dismantling of services which arecontinuously under disconnection for more than 3 months as per B.P. Ms.No.151, dt:25 .8 .1993 and as per clause 26.10 of Terms and Conditions of supply.

Identifying area where pilferage is prevalent and taking steps toeradicate the same by arranging continuous raids and prosecuting the offenders.Ensuring review of meter readings, attending to exceptionals on top priority withspecial emphasis on high value services.Drawing up a programme and implementing it for quick realisation of arrears ofrevenue.

Ensuring hundred percent collections of current month demand raised and atleast2Yo of the arrears in each ERO per month.

(e) Operation and maintenance of 33 KV 11 KV L.T Lines, Sub-stations,and Distribution and Power Transformers. Ensuring scheduled patrolling of linesand

18

special patrolling consequent to tripping, pre-monsoon inspections, timely treeclearances and rectification of faults for total avoidance of breakdowns. All equipmentat all sub-stations to be kept in trim condition and properly maintained as per schedules.Station batteries along with all protective features are to be ensured for providingprotection to lines and equipment. Auxiliaries such as Fans, Pumps, O.L.T.C Gears,Compressors (where available) are to be in working condition always.

(0 System improvements, Review of low voltage pockets, and peak readingsreached on lines and power transformers and making proposals, for enhancements, newsub-stations, installation of capacitor banks and AVBs etc. Also proposals towardsreduction in system losses are to be made keeping system configuration in view.

(g) Construction works such as minor and major extensions.

(h)

(i)

0)

(k)(l)

(m)

(n)

(o)

Rural electrification and urban extensions.

Constant review of failure of equipments and follow up of repairs andalso to take steps towards avoidance of failures.

Conduct District-wise, Division-wise, sub-division wise, section-wise, 1 1KV feeder-wise, and Distribution Transformer-wise energy audit, arrive atline losses, and take remedial actions to plug the sources of losses and reducethem. The guidelines for calculation of line losses for 11 KV & LT systemhave been communicated vide Memo No. CN{d/EPDCLA/SP IGM(F A)lF.42lD.No. 2665103 dt 13.9.03 enclosed vide Annexure 14

Procurement of decentrahzed materials for works.

Budgeting and budgetary control, compilation of accounts in the circle,pre-audit. Review of circle P & L Account, Divisional Profit & Loss A/cto control cost and increase revenue for the company to meet the Target Setin.

Implementing policies, objectives and programmes set up by the DISCOM,monitoring progress there on and reporting to DISCOM.

See that accidents are avoided by reviewing all cases and ensuring thatremedial actions are taken.

Review of Internal Audit/Statutory Audit/CAG Audit findings in theoperational and revenue areas and evolve necessary action to avoid/minimizethe occurrence of such situation.

Marketing / Market development for demand increase or new demand withproper strategy.

(p)

t9

(q) Ensuring preparation of estimates for electrification of un electrifiedhabitations and get it sanctioned by REC.

(r) Ensuring the release of new services with in schedule time.

(s) Ensuring preparation of estimates for electrification of un electrifiedhabitations and get it sanctioned bv REC.

(t) Drawing up a programme for inspection of exceptional servicesgenerated by CAT.

(u) Conducting Circle wise, Division wise, Sub-Division wise, Section wiseP & L statements every month and take remedial action to plug therevenue losses.

(v) Ensuring that the performance standards as envisaged in the citizencharter are implemented.

(w) Ensuring disposal of unserviceable absolute and scrap material lyingin the stores.

(") Ensuring the release of new services with in schedule time.

0) Ensuring proper inter action with consumers & public by conductingmeetings with consumers (both Uf & HT), people representatives,constituency meetings, sub-station wise meetings. Obtain feed backfor proper planning of works.

(r) Ensuring implementation of directives issued by APERC every year.

(aa)#,"ffi :l;:'::,11'.T:lJ:ff1'iTff :3ffi ffi ,1?:1l,"J,llT:

carried out for employee motivation and satisfaction.

(ab) To inspect all call centres established in his jurisdiction once in amonth and initiate stringent action against defaulters.

26. The Superintending Engineer is responsible to keep sufficient no. of healthy DTRsin his head quarters for replacement of failed DTRs. He should affange transport anderection of the DTRs at the cost of DISCOM only and should not allow the consumer toincur expenditure in this account. He should ensure that all failed DTRs are replacedafter through inspection of connected LI lines and DTRs structures and rectify thedefects before replacing sick units. All the failed DTRs are to be replaced in urban areaswith in I2 hours and rural areas with in 24 hours.

20

27.The Superintending Engineer should interact and obtain feed back from the

consumers on replacement of failed DTRs like whether the transforrners are beingreplaced with in resolved time and the expenditure in replacing failed DTRs beingincurred by any farmers/consumers.

VIII. SENIOR ACCOUNTS OFFICER

The Senior Accounts officer will work under the overall supervision of theSuperintending Engineer. He will have complete control over the expenditure and revenuebranches of the accounts organization of the circle. He will function as a Financial Adviserto the Superintending Engineer, both in Revenue and Expenditure matters and assist theSuperintending Engineer, to ensure the efficient working of the circle organization.

1. The Senior Accounts Officer, Circle Offrce is responsible for:

a)

b)

c)

d)

e)

Preparation of Revenue and Capital Budgets of the Circle.

Efficient Revenue Administration and control over expenditure.

Accountability for the total revenue and expenditure.

Monitoring the performance of both capital and O & M expenditure'

Compilat ion of Accounts including annual accounts in the circle inaccordance with the Accounting Standards issued by the Institute ofChartered Accountants of India and the requirement of A.P. RegulatoryCommission.

Preparation of circle Profit & Loss Account as a Business unit andensure Divisional Profit & Loss Account and review of the same onmonthly basis to control cost and increase revue for the company to meetthe ARR target set in by the Commission.

Ensure all taxes and levies of State/Central Government are properly andaccurately recovered from the Contractors / Serrrice Providers / Suppliers/ Employees as the case maybe and deposited to the Government exchequerwithin the stipulated time frame.

Take appropriate action on the findings of Internal Audit/Statutory Audit /C.A.G Audit to avoid occurrence of such situation in future'

Int

21

(m)

i) Report through Superintending Engineer, Operation Circle on exceptionalitem/events of concern having current/future financial impact to theManagement of the company on monthlybasis.

j) Ensure Assets Registers are maintained with particulars in Circle/ DivisionalOfficers for all movable as well as immovable Assets. A physical verificationis also carried out of the movable assets on appropriate manner on yearlybasis. It is necessary to take appropriate action as per procedure ofthecompany to deal with any discrepancy brought out in the physical verification

k) Prepare Cash Flow for the circles on monthly/quarlerly/half- yearlylyearly basis with actual and compare with the forecast Cash Flowto control deviations and improve cash management.

l) Monthly review of collection against Service line Charges/Developmentcharges realizable from the consumers/appropriate authorities for the workdone / in progress.

EXPENDITURE :i) For the correct maintenance of accounts and rendering monthly accounts

promptly to Corporate officeii) For the prompt submission of all financial retums to Director/Finance under

his signature, particularly expenditure schedule, Financial progress reports andDCB Statements.

i i i ) The Sr . Accounts Of f icer wi l l check and pass a l l payments exceedingRs.30,000/-.

vi) While the Accounts Officer (Expr.) will draw cheques upto Rs.50,000/- chequesabove Rs.50,000/- wili be signed by the Senior Accounts Officer without limitrelieving the Superintending Engineer from the responsibility of passing billsand drawing cheques.

v) The Senior Accounts Officer will have overall control over all branches ofaccounts of the circle (viz). Revenue, expenditure including stores accounts.

REVENUE:

i) The Senior Accounts Officer is responsible for correct assessment and promptrealisation of revenues of the circle. He should pay special attention forapplication of correct tariff rates to all services with a view to eliminateshort billing etc., by ananging effective internal checks. He should alrangeto obtain meter reading registers, test reports promptly from the field andarrange for issue of Current Consumption bills on due dates and ensure thatall services are billed without default.

ii) He should ensure that H.T bills are issued by 26't'of the month for 1 MVAand above and on 1" of succeedins month for below 1 MVA services. A

(n)

22

iii)

iv)

v)

monthlyreturn of bills issued shall be submitted to Chief General Manager(E & A).

He will review all cases of arrears outstanding for more than one month inthe case of H.T. He will review consumption of H.T consumers monthlywith reference to test reports, change of meter, connected loads and addi-tional loads, etc. and more than two months in the case of L.T Services.

He should arrange for the review of all cases of inadequacy of consumptiondeposits and arrange for their prompt collections.

He should arrange for the review of all disputed"/court cases for expeditingfinal decision

(o) INSPECTIONS:The Senior Accounts Officer will inspectSections and Electricity Revenue Officesi) Division Offices

(Only in the case of Divisionswhere accounts are maintained)

Sub-Division and Section Offices

Electricity Revenue Offi ces

the Division Offices/Sub-Divisions andas below.

: twice in a year

once ln ayear

one ERO per month

ii)

i i i)

(p)

During the course of inspections he should check whether the accounts and recordsare maintained on proper lines, paying particular attention to the maintenance ofstores accounts.

Copies of Inspection reports should be sent to the Superintending Engineer/ChiefGeneral Manager (Expenditure) specificallypointing out grave financial irregulari-ties and lapses and suggest steps to be taken for early regularization oflapses andirregularities.

POWERS:

The Senior Accounts Officer will have overall control of the Accounts personnelin the circle. He will be the countersigning authority for the tour and transfer T.Abills of Assistant Accounts Officer and Accounts Officer. He will submit his tourprogrammes and T.A bills to Superintending Engineer for approval and countersignature. He will be the reporting officer in respect of Annual Appraisal Reportsof Accounts Officer and Asst. Accounts Officer.

The Senior Accounts Officer may purchase stationery articles not exceeding Rs.50/- in each case and incur contingent expenditure not exceeding Rs.25l- at a time.

23

(q) GENERAL:

The Senior Accounts Officer will be responsible for the reconciliation of all remit-tances (Revenue and Expenditure) made into the branches of the banks. He willalso reconcile the cheques drawn by himself and by others of the circle. He shouldobtain necessary statements from the banks daily and ensure that all cheques andDDs received are brought to account. He should pay special attention to auditobjection, inspection reports of Accountant General and Internal Audit and ar-range for their clearance very promptly.

The Senior Accounts Ofhcer should review the initial accounts of the field andensure their correct maintenance and will watch the timely closing of work orders.He will also be responsible for preparation of the annual accounts in accordancewith the Company's Accounting policies and Standards of the institute of Char-tered Accountants of lndia and the Regulatory Commission at Circle level and theprompt submission to Audit to Head Quarlers.

The Senior Accounts Officer should give prompt attention to consumers' com-plaints and arange for prompt action.

The Senior Accounts Officer should alrange for timely supply of adequate quan-tities of forms, stationery ledgers, registers, receipt books, meter reading registersetc.. to all oflices.

i)

ii)

i i i )

iv)

v) The Senior Accounts Officersystem are not allowed to fall

responsible for seeing that the accounts of thealTears.

isin

IX. ACCOUNTS OFFICER OXPENDITURE)

The Accounts Officer (expenditure) is also responsible for the reconciliation of allremittances (Revenue and Expenditure) made into the branches of the banks. He will alsoreconcile the cheques drawn by himself and by others of the circle. He should obtainnecessary statements from the banks daily and ensure that all cheques and DDs receivedare brought to account. He should pay special attention to audit objection, inspectionreports of Accountant General and lnternal audit and affange for their clearance verypromptly.

As a commercial concem, the transactions of the ElectricityDistribution Companydemand an effective system of internal administrative check conducted by an Of-ficer of the Circle Office with an intimate knowledge of its working and with betterinformation than that which can be derived from mere compiled accounts and docu-ments. The Accounts Officer(Expr.) is therefore, appointed in the Circle Offlrcefor controlling accounts.

The Accounts Officer (Expr.) shall be with sound experience of the accounts andadministrative office control.

l .

)

. ,^

3.

4.

The Accounts Officer (Expr.) will be responsible for the direct supervision of allaccounting work relating to the undertaking and for all receipts and disbursements.He will be in entire and direct charge of expenditure of the undertaking.

His main functions are broadly classified below:-

a) Financial adviser to the Superintending Engineer'b) Accounting and disbursing officer of the Circle Office Establishment.c) Officer in charge of the intemal checks of financial transactions incorporated in

the accounts.

Accounts Officer(Expr.) while being under the administrative control of theSuperintending Engineer renders accounts to the Chief General Manager(Expr. &A/cs) through the Superintending Engineer and should act on Chief GeneralManager(Expr. & A/cs) instructions in all Audit and Accounts matters in so far asthey do not interfere with commercial accounts, and principles. He shall have thestatus and the general powers of an Assistant Divisional Engineer in addition toothers approved by competent authority.

He will have full administrative control over the Circle Office Accounts.

The duties of the Accounts Officer (Expr.) will be :

(e)

to supervise and be responsible for the maintenance of financial accounts,cost accounts as per cost Audit Rules, and other statistical data, other thanpurely technical, required by the DISCOM.

to supervise the office routine, generally and be the financial adviser to theSuperintending Engineer in all matters affecting the system.

to supervise the work of the priced accounts of stores maintained. He willcheck the stock accounts including physical verification of stores whereverconvenient and call for and deal with any excesses or deficits brought tolight during the annual stocktaking.

to assist and co-operate with the field officers (Divisional Engineers) intracing and rectification of all wastages and leakages including those arisingfrom mismanagement or negligence or oversight and report on all such itemsto the Superintending Engineer.

to take charge ofbudgetary control including the preparation of the budgets,their reconciliation with actual results and any subsequent enquiry resultingthere from.

to see that sound financial and accounts organisation is maintained throughoutthe circle.

to advise on the financial aspects of all important contracts.

to safeguard against fraud; and malpractice by proper intemal checks and

f .

6.

7.

(a)

tII,)

(b)

(c)

(d)

(0(e)(h)

25

control.

8. To ensure a financially sound administrative organization the following test checksmay be conducted by the Accounts Officer (Expr.) in respect of facts which are incorpo-rated in the accounts books and which form the basis for proper expenditure. The checkswill include amidst other items:

Occasional inspection of stores where discrepancies are suspected. Such checkswill preserve the moral influence and strength of the organisation as a whole.

9. The Accounts Officer (Expr.) should present through the Superintending Engineera clear analysis of the financial position of the undertaking as a whole so that the manage-ment may promptly take steps to remedy any weakness in the field organisation.

10. He will be responsible for the efficient working of the various sections of the CentralOffice comprising, Cash, Stores, Costing, Routine, Audit and the General section dealingwith the payment and Travelling Allowance bills and also the stores and Work bills. Hewill co-ordinate the work of various sections and satisfy himself that all the accounts,records and ledgers are maintained up to date, that all the priced ledgers of stores arecorrectly maintained. He shall report on all outstanding and important points to the Super-intending Engineer.

11. It shall be his duty to report on all excess over estimates, deviations from the rulesand assist in taking steps for regularisation. He shall see that all audit requirements are metin the maintenance of accounts and shall obtain orders of the Superintending Engineer incase of difference of opinion with the Audit Department.

12. It will be his duty to satisfy himself that regulations as regards works, stock andaccounts are strictly observed; to watch and compare the rates paid for work and bring tothe notice of the superior officer any economies seen from the accounts to be possible.

13. He will be responsible for the correctness of the original records of cash and stores,receipts and expenditure and for submission of complete vouchers from the informationsupplied by the Field.

14. He shall review the ledgers and registers periodically and satisfy himself that theyare maintained neatly and up-to-date.

15. He shall be responsible for the punctual rendering of the accounts of the circle asseparately required by the Chief General Manager (Expenditure and Accounts) / CorporateOfTice.

16. The Accounts Officer (Expr.) is responsible for seeing that the accounts of thesystem are not allowed to fall into arrears; but if arrears or confusion arise he shall report tothe Superintending Engineer with his recommendations for such action as is needed.

17, Claims of all kinds of Circle Offrce Establishment except those for petty paymentsto be made out from imprest will be checked in the Circle Office and paid by cheques.

26

NOTE:a) The Accounts Officer (Expr.) will draw paybills of all staff of the Circle Office

Establishment and will be responsible for the maintenance of service books,leave accounts, etc. He should see that the sanctioned scales are not exceededwithout proper authoritY.

All travelling allowance bills will be checked and passed by him provided theyare countersigned by the Controlling Officers'

b) All others bi l ls exceeding Rs.2,500/- Bi l ls of suppliers for stores, etc.,Contractor's bills on running account upto Rs. 30,000/- will be checked in theCircle Office and paid by him. The check shall be with reference to the usualrules of check measurement, agreement, Local Purchase Orders and sanctionedestimates, etc.

c) The Accounts Officer (Expr.) should submit to the Superintending Engineer amonthly return of outstanding bills (both receipts and disbursements) delayedbeyond the time limits prescribed with brief explanations ior the delay andsteps taken to clear the outstanding items.

18. The Accounts Officer (Expr.) of the Circle is generally responsible (under theorders of the Superintending Engineer) not only for the financial regularity o f the transacliortsof the whole Circle but also for the maintenance ofthe accout-tts of the transactions coirectlyin accordance with the rules in force. He is further requircd to sLrbmit the accounts to theChief General Manager (Expenditure & Accounts).

19. The responsibilities of the check of receipts in thc DISCOM lies entirely with thedepartmental officers. But a test audit of the receipts of Electrical Underlakings of theDISCOM is conducted by the Accountant-General.

X. ACCOUNTS OFFICER i REVENUE,

1. All Circle offices are now being provided with Accounts Officer (Revenue)essentially to inspect, co-ordinate and report on the functioning of the Electricity Revenueoffices in the Circle. While they are to assist the Superintending Engineer (Operation) andSenior Accounts Ofhcer in the efficient functioning of the Electricity Revenue Offices.They have an important role in keeping the Director (Finance) and the DISCOM throughthe General Manager (Revenue) fully posted, without any delay, on all importantdevelopments, defects, deficiencies, omissions, commissions not only in the EiectricityRevenue Offrces and the private agencies (Accounting and collection) but also in all aspectshaving relevance to L.T revenue aspects of the functioning of various offices in the circleand in pafiicular the sections whose response in the fumishing of test reports, meter readings,Spot billing, affecting disconnections, etc., has a direct impact on DISCOM's revenue.The Accounts Officer (Revenue) should consider his basic responsibility to ensure that, inthe matter of L.T billing, collections and accounting, there is consumer satisfaction andprotection of DISCOM's interest. He should discharge the responsibility entrusted in, by

27

a)

b)

c)

d)

lnspection of Electricity Revenue Offices two per month and Sections (Revenuerelated aspects) and Revenue Cashiers, (Surprise inspections) to cover them at leastin an year with a quarterly programme of inspection with the approval of Superin-tending Engineer (Operation).

Keep himself constantly and regularly posted with all developments in these of-fices, have information on the state of records, progress of collection, performanceofprivate agencies, computerization, bottlenecks in effective collection and urgentdisposal of consumer complaints and issue suitable directions through Superin-tending Engineer (Operation) and ensure their effective implementation.

To keep the Director(Finance), through Chief General Manager(Expr.&A/cs)/ Gen-eral Manager(Revenue) fully posted through returns prescribed below or any otherinformation and company without delay any direction given by him.

The following monthly returns shall be submitted to Chief General Manager(Expr.&A/cs)/General Manager(Revenue) by the 15th of the month"

i) Programme of inspection and dates of actual inspection done in the previ-ous month including particulars of surprise inspection of revenue cashiers.

ii) A resume of the main points noticed in these inspections as per the inspec-tion report issued or otherwise, in respect of inspection conducted in thesecond preceeding month, with action taken.

iii) Progress report on engaging and perforrnance of an computerization by pri-vate accounting agencies at the end of the previous month.

iv) Report on the engagement and perforrnance of each of the private collec-tion agencies as at the end of the previous month.

v) Spot light report on the high value, non-slab services in the proforma pre-scribed on receipt and registration of separate monthly list of new servicesreleased, regularly in meter reading, billing, collection, enforcement andreview of Disconnection lists and exception reports.

vi) Exception reports as per list enclosed on L.T Slab-Services including inbilled selices.

vii) Sales and Revenue return.viii) Monthly DCB provisional.ix) Consumer complaints not disposed off for over one month.x) Reports on monthly co-ordination meetings held in the circle.xi) Any other prescribed return.

28

l .

xii) Shall review the working of EROs in detail at least once in 2 months andapprise the Divisional Engineer concerned with the revierv report with a

XI. ASSISTANT ACCOUNTS OFFICER (CIRCLE OFFICE)

a) The Assistant Accounts Officer is appointed mainly to give relief to theAccounts Officer (Expr.). He will assist the Accounts Offrcer (Expr.) in allmatters and will take over from the Accounts Officer (Expr.) such dutiesand functions and may be allotted to him by the Superintending Engineer.

b) He is the immediate officer under Accounts Officer.(Expr.) in-cl-rarge of thecircle off ice staff, wil l assist the Accounts Off icer (Expr.) and actunder his orders in exercising administrative controi over the Circle Officestaff under him.

c) He can correspond with all officers of the system direct in accounts mattersand in other matters, he will act on behalf of the Superintending Engineerand Accounts Officer (Expr) under their instructions and authority.

d) The duties of the Assistant Accounts Officer will be :(i) to supervise, subject to general review by the Accounts Officer (Expr')

and the Superintending Engineer to be responsible for the maintenance offinancial accounts, cost accounts and other statistical datarequired by the administration.

(ii) to assist the Accounts Officer (Expr.) in supervising tl-re office routine generally.

(iii) to supervise the work of the priced accounts of the stores rnaintained.

(iv) to assist the Accounts Officer (Expr.) in the matter of budgetarycontrol including the preparation of the budgets, their reconciliationwith actual results and any subsequent enquiry rcsulting there{iom.

(v) To assist the Accounts Officer (Expr.) in seeing that a sound financialand accounts organisation is maintained throughout the system.

(vi) to assist the Accounts Officer (Expr.) in safeguarding against fraud.

(e) The Asst. Accounts Officer (Expr.) will be responsible for the efficientworking of the various sections of the circle Office comprising cash,costing, routine audit, and general section dealing with the payment, and

(0

(e)

travelling allowance bills and also the stores and work bills. The Asst. Ac-counts Oflicer will be responsible for the proper work of ledger section,accounts section and stores section. The Accounts Officer (Expr.) and theAsst. Accounts Officer will coordinate the work of the various sections un-der their control and satisfy themselves that all accounts records and ledgersare maintained upto date. The Assistant Accounts Officer will be respon-sible to see that all the priced ledgers of stores are correctly maintained andthat all outstanding points are brought to the notice of the Accounts Officer(Expr.) and the Superintending Engineer.

The Assistant Accounts Offrcer should bring to notice of the AccountsOffrcer (Expr.) all excesses, over estimates and deviations from the rulesand regularise them by obtaining orders of competent authority.

The Assistant Accounts Officer will exercise the followins oowers in re-spect of passing of bills and payments.(i) All work establishment rolls of circle office countersigned by the

(iii)

Assistant Divisional Engineers will be passed by him, provided theyare covered by sanctions.

All actual expense bills of the O&M and construction stal'f of CircleOffice will be passed by him provided they are countersigned by theAssistant Divisional Engineer concerned.

All imprests of circle office/Stores imprest holders will be checkedand passed for payment if they are countersigned by the AssistantDivisional Engineers.

The vouchers will be admitted by the Assistant Accounts Officer.Any violation of the departmental rules or extravagant expenditureshould be reported to the Accounts Officer and Superintending En-gineer.

Al1 other bills e.g. stores bills, firms bills for articles purchased forstocks, refunds of amounts relating to L.T. Supply e.g. refund ofservice connection deposits, excess collections, arrears of wages etc.,will be passed by him upto Rs.2500/- for each bill subject to usualrules of check-measurements, L.P.Os and sanctioned estimates andcheck-measurement of the Assistant Divisional Engineer when re-quired. He will draw cheques upto Rs. 1 0,000/- in respect of all typesof bills and bills of exchange upto Rs.10,000/-.He will conduct a cent per cent check of the entries on the paymentsside of the cash book daily in addition to the check done by theJunior Accounts Officer. For this purpose he will be deemed to beDisbursing Officer within the meaning of paragraph 165 of AndhraPradesh Public Works Account Code.

(ii)

(iv)

(v)

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XII . ASST. ACCOUNTS OFFICER O.R.O.)

1. The Asst. Accounts officer, in charge of E.R.O. is responsible for correctassessment and prompt realization of revenue of the E.R.O.,The duties and responsibili-ties communicated in APSEB Memo. No. FA & CCA/A.O./R/A/NA/18/82 dateo12-01-1982 shall be fol lorved.

XIII. DIVISIONAL ELECTRICAL ENGINEER ( OPERA*TION )1. The technical and executive unit ofthe system is the division in charge of aDivisionalElectrical Engineer who is responsible to the Superintending Engineer for the executionand management of all technical and field works in his jurisdiction. The Divisional Engineeris also expected to assist in the commercial work and to keep himself and the SuperintendingEngineer informed of all commercial, industrial and rural development. He will co-operatewith the Senior Accounts Officer of the system and give him all legitimate support inrendering the management of the accounts of the Division as efficient as possible. He willbe responsible to see that prompt attention is paid by all his staff in complying with theinstructions issued from the Circle Office on all financial and accounting matters.

2. A register of incumbents of charges shall be maintained in the Circle Office showingthe period of incumbency of each DISCOM officers, or Accounts establishment. TheDivisional Engineer shall maintain similar incumbency registers in their offices in respectof their subordinate executive staff.

3. a) On assuming charge, every officer shall make it his business to acquaiut himselfwith the works and the special features of the items in his charge. The officer shall count,weight or measure selected stores in order to test the accuracy of their accounts and shouldminutely examine the works in progress as to their quality and as to their accordance withthe sanctioned plans and estimates. He shall further go through the books, registers andledger accounts and report on any arrears or confusion that may come to his notice. Theabove are the general instructions relating to the functions of each officer. If the relievingofficer fails to bring to the notice of his superior with in a reasonable period (say, threemonths) any deficiency or defect in work, stores accounts, etc., taken over, he will be heldresponsible for the same so far as he was in a position to ascertain it.

b) The relieved officer should give the relieving officer a memorandum showingall the works in hand, the orders remaining to be compiled with, and matter of importancerelating to operation, maintenance, load and other items in his charge. All matters whichparticularly require the attention of the relieving officer should be detailed with full expla-nation of any peculiarity.

c) An officer must not delay making over charge after arrival of the relievingofficer; nor must he, without the permission of his immediate superior officer, leave the

3 l

station before the arrival of his successor. The relieving officer will take up the expenditureof cash and stores from and for the first day of the month during which the relief took place,and submit the next monthly accounts in the same manner as if he has been in chargeduring the whole month. But the relieved officer remains responsible that proper explanationis forthcoming for transactions during his incumbency.

d) Whenever the transfer of charge is prolonged so that two DISCOM servants maybe entitled to draw pay and allowances simultaneously for the same appointments ( SeeAudit instructions under Fundamental Rule 107) the Superintending Engineer shouldintimate to the DISCOM if the time taken is reasonable and the relieving officer may beconsidered as on duty for the period. If, however, the Superintending Engineer considersthe time taken in making over and receiving charge to be excessive, the relieving officermust be treated as if he were on leave or on joining time, etc., as the case may be, for asmuch of the time as may be regarded as excessive.

In the case of an executive charge becoming vacant by the death or sudden departureof the officer in-charge, the next senior officer of the DISCOM should assume charge andproceed with the normal work.

e) It is an object of great importance to secure as f;rr as possible continuity inprocedure or practice in regard to cases and matters actually under settlement and to thisend the Superintending Engineer and Accounts Officer should nrake special menticln aboutsuch matters in their notes to successors.

N.B.: Forms of questionnaire shall be drawn up and issued with the approval of theSuperintending Engineers for guidance of officers preparing transfer notes.

They should be merely taken as indicating the general lines on which transfer notes shouldbe prepared and should not be considered to be exhaustive,

4. He will generally control and will appoint and also dismiss in the case of the O & Mestablishments for who he is the appointing authority.

5. The Divisional Electrical Engineer is responsible for seeing that proper measuresare taken to preserve all the buildings and works in his charge. He must keep accurateplans of all DISCOM lands borne on the registers of the DISCOM and ensure that hissubordinates are acquainted with the boundaries.

6. All lands should be demarcated, wherever that has not been done, and this workshould be carried out by the subordinates of the DISCOM in consultation with the Officersof the Revenue Department.

The Divisional Engineer of the system shall keep on record in his offrce the followingplans are such of them as are required in his system

7. (a) Accurate plans of all electrical and mechanical equipment in the system.Maps showing distributions and the tapping atrangements including

extensions to existins feeders.

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b) Copies of all specifications issued.c) All estimates sanctioned from year to year.

8. He should report immediately to the Superintending Engineer any serious loss ofimmovable property caused by any accident or unusual occurrence in accordance with therules in force as required by the Andhra Pradesh Financial Code.

9. He should conduct investigation in all departmental fatal accidents within five daysand send investigation report within 15 days from the date of accident to the Chief Engi-neer/Operation, and the Superintending Engineer.

10. He is responsible for the Engineering features of designs and the rates in estimatesprepared or forwarded by him.

1l . He is prohibited from commencing any work, or spending any public funds with-out, the sanction of the competent authority or from making any other than trifling devia-tions from sanctioned designs in the course of execution except in the case of emergency.

12. All intemiptions of works in progress or to the electric power service should beimmediately reporled by the Divisional Engineer to the Superintending Engineer, the prob-able causes and duration of such intemrptions being duly explained.

13. The Divisional Engineers are in entire charge of all the works in their jurisdictionand to this end it is their dutv to see that the administration is financiallv sound within theirareas.

14. a) Technical & Commercial : They will review the register of works, check measureas many major works as possible concurrently as the works are proceeded with ; satisfy thatthe designs and specifications are correctly followed ; that deviations wherever necessaryare brought to his notice for approval by competent authority. They should at least inspectonce in six months all the H.T. services in their jurisdiction and report to the Superintend-ing Engineer any important feature detected. The commercial activity of each sub-divisionis a main feature for the development of load and the Divisional Engineers should ensurethat this item is well realized by the Assistant Divisional Engineers and sufficient progressin investigation made by them.

b) Financial : The Assistant Divisional Engineers are primarily responsible for allfinancial matters, expenditure and revenue. However the Divisional Engineers should dur-ing their inspections check the initial records of all accounts, works, stores, spares, toolsand plant, imprest accounts, measurement books, collections, petty cash books, etc., andtake prompt action to communicate to the Superintending Engineer cases wherever negli-gence, or oversight would result in loss of revenue or property, unprofitable outlay, etc.They should also check the register of meters, history of services, etc. The Divisional Engi-neers should be primarily responsible for the spending of appropriations and see that thereare no excesses or lapses.

J J

15. He should check measure all important works like utilization of conductors in hisarea and at least 24 works in a year and maintain a register for the purpose and produce it toAudit.

16. He should see that the initial accounts of works are properly maintained by theAssistant Divisional Electrical Engineers / Section OfTicers and that the works accountsare not long kept open by the Field Offrcers to admit of slow creeping in of discrepancies inthe accounts.

17. The Divisional Engineer shall review Meter Reading Registers of the followingcategory of services and shall take immediate action to safeguard the Revenues of theDISCOM.

a) L.T. Services (which are not highvalue) Cat. I, II and VII

b) L.T. H.V. Services and all Industrial

c) H.T. readings 1000 KVA & above

: Half Yearly

: Quarterly and checkreadings 40 per month.

: Monthly and checkreadings of al l servicesin one year.

18. The Divisional Engineer shall review the following exception lists generated by thePAA/In-house computer/CAl cell, if the services are repeated more than 3 times in ayearand shall take appropriate action to safeguard the DISCOM revenue.

Consumption too high (over 120% of month) (H.V. Services)Consumption too low (below 80% month) (H.V.Services)Readings not furnishedDoor lockDisconnected services showing progressive readings (L.V. Services)Negative readings (L.V. Services)Comparison of consumption for similar units per HPMeter stuck up (L.V)Burnt (L.V)Services not exists (L.V)

19. The Divisional Engineer should conduct sub-division wise, section wise, l1 KV feederwise and distribution transformer wise, energy audit, arrive at line losses and take remedialactions to plug the sources of losses and reduce them. He should also furnish divisionlosses to Superintending Engineer/Opn concerned. The guidelines for calculation of linelosses for 11 KV & LT system have been communicated vide Memo No. CMD/EPDCL/VSP/GM(EAyF.42ID.No.2665103 dt 13.9.03 enclosed vide Annexure 14

20. The Divisional Engineer is the administrative head of the EROs. The DivisionalEngineer should conduct monthly coordination meetings with ERO Staff and fieldofficers and these meetings should be purposeful and effective and should aim atimprovement of performance and increase in revenue collections of the division. The

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a)b)c)d)e)0s)h)i)i )

Divisional Engineer shou