rti- parliamentary affairs departmentdocuments.gov.in/or/10782.pdf · parliamentary affairs...

PRO-ACTIVE DISCLOSURE OF INFORMATION RELATING TO PARLIAMENTARY AFFAIRS DEPARTMENT UNDER

RIGHT TO INFORMATION ACT, 2005.

Manual 1 Particulars of Organization, functions and duties

[Section 4(1) (b)(i)] 1. Aims and objectives of the Organisation:

To deal with legislative matters and the matters relating to the Cabinet.

Proper monitoring of the Cabinet decisions as well as business in the Assembly and exercising adequate guidance and supervision over other Departments of Government.

2. Mission / Vision:

Provide professional support to the Council of Ministers, Cabinet and

Legislative business of the Government in an efficient manner. 3. Brief history and background for its establishment:

Setting up of an independent department for handling Parliamentary

Affairs was a long felt need. The successive All India Conferences of the Whips has been recommending from time to time for setting up of an independent Department of Parliamentary Affairs in each State in the pattern of the Department of Parliamentary Affairs at the Centre.

Previously, Legislative matters and mattes relating to the Cabinet were

being dealt with in one of the Branches of the General Administration Department. It was in charge of one Joint Secretary assisted by one Under Secretary and they held this charge in addition to the other branches in the Department. Apparently it had not been possible on their part to devote full time and attention to the legislative matters and Cabinet matters. The result was that decisions of the Cabinet as well as business in the Assembly could not be properly monitored and adequate guidance and supervision could not be exercised over other Departments of Government.

It was necessary to improve the working of the Department in monitoring

Cabinet and legislative matters. In that view of the matter creation of an independent Department of Parliamentary Affairs was engaging the attention of Government and after careful consideration it was decided by Government to create an Independent Department of Parliamentary Affairs vide G.A. Department Resolution No.5351 (E) Gen dated 13.3.1990.

1

4. Organisational Chart: MINISTER

| COMMISSIONER-CUM-SECRETARY

| DEPUTY SECRETARY

| UNDER SECRETARY

| SECTION OFFICERS

5. Allocation of business Branch Subject 1) Governor’s Establishment and O.L.A.

State Subjects 1 Appointment and leave of Governor. 2 Staff of Governor. 3 Speaker’s Salary and Allowances Act and Rules 4 Deputy Speaker’s Salary and Allowances Act and Rules. 5 Orissa Legislative Assembly Members’ Salaries and

Allowances Act and Rules. 6 Matters connected with powers, privileges and amenities of

Speaker, Deputy Speaker, Leader of Opposition, Government Chief Whip and Government Deputy Chief Whip and Members of Assembly.

2) Chief Minister’s & Ministers

Establishment

State Subjects 1 Chief Minister’s Establishment. 2 Ministers: a) Their appointment and allocation of business among them. b) Their salaries, allowances and privileges. c) Establishment of Personal staff of Ministers.

3) Establishment of Leader of Opposition/ Govt. Chief Whip/ Government Deputy Chief Whip.

State Subjects 1 Appointment of Govt. Chief Whip/Govt. Deputy Chief Whip 2 Establishment of Personal Staff of Leader of Opposition/ Govt.

Chief Whip/Govt. Deputy Chief Whip.

4) Legislative State Subjects 1. Summoning and prorogation of the Assembly. 2. Programme and co-ordination of legislative and other official

business of the Assembly. 3. Functioning of informal consultative committees of Members

of the Assembly and Parliament for various Departments of Government.

4. Implementation of assurances given by Ministers in the Assembly.

2

5. Liaison with other Departments on Legislative matters. 5) Council of Ministers and Cabinet.

State Subjects 1. Works connected with the transaction of Business of the

Council of Ministers. 2. Monitoring of decisions of the Cabinet. 3. Cabinet Sub-Committee.

6. Duties to be performed to achieve the mission

As prescribed in the Secretariat instructions/executive instructions issued from time to time.

7. Details of services rendered

Personal establishment of Members of Council of Ministers and their staff. 8. Citizens interaction

xxxx xxxx xxxx 9. Postal address of the main office, attached/subordinate office/field units etc.

Parliamentary Affairs Department, Orissa Secretariat, Bhubaneswar – 751001

10. Maps of office location

1st Floor, Northern Tower Annex Building, Orissa Secretariat, Unit-V, Bhubaneswar

11. Working hours both for office and public

10.00 A.M. to 5.00 P.M 12. Public interaction, if any

xxxx xxxx xxxx 13. Grievance redress mechanism

Minister

Secretary

Deputy Secretary

Under Secretary

3

Manual 2 Powers and duties of officers and employees

[Section 4(1)(b)(ii)]

Powers and duties of officers and staff

4

Manual 3

Procedure followed in decision-making process [Section 4(1) (b)(iii)]

All communications are initialed and dated by the Officer receiving them, after having them stamped by the office stamp. After the intermediate officers, viz. Deputy Secretary and Under Secretary have seen the communications they are sent to the Section Officer concerned. At this stage of perusal of darks the officers give directions, wherever necessary, as to the line of action which they like office to take. The Section Officer then sends the communication to the Diarist with proper classification such as ‘A’, ‘B’ & ‘C’ and after noting on them the names of the Assistants to deal with them. The Diarist then enters them in the Diary Register marking on them the diary number and makes them over to the dealing Assistant concerned. The initials of the Assistants are taken in the appropriate column of the diary as an acknowledgement of receipt of the papers. Then the dealing Assistant enters the receipts marked to him in the Log Book and examines the cases and puts up them on the required dates to the Section Officer and when no date is mentioned, within three days of the receipt of the cases. The Section Officer then improves and amends actions on cases put up to him by Assistants and submits them to officers and if Government orders are required, he gives an indication accordingly. The cases are sent by the Section Officer direct to the Officers concerned. Cases marked to the Senior Officers are sent to them direct by the Junior Officers concerned. Cases returning from the Senior Officers are seen by the Junior Officers who puts them up before their return to office. Cases returning from the Minister go direct to Commissioner-cum-Secretary for information before further action is taken on them. When cases are received back with orders or remarks by the Governor or by the Chief Minister they are at once sent to the Minister in charge for his information.

8

The cases to be submitted to Governor/Chief Minister/Minister/Minister of State

for approval are indicated in the Orissa Government Rules of Business made under

Article 166 of the Constitution of India.

Manual 4 Norms set for the discharge of functions

[Section 4(1)(b)(iv)]

Details of norms and standards set out can be given in respect of various activities. Sl. No.

Activity Time frame/Norm Remarks

1 Classification of receipts

‘A’ – Which requires more than two hours for disposal.

‘B’ – Which requires more than one hour and less than 2 hours for disposal

‘C’ – Which requires less than one hour for disposal.

xxx

2 Disposal of receipts of an Assistant.

1250 ‘B’ class receipts per year An ‘A’ class receipt is equivalent to two ‘B’ class receipts and each ‘C’ class receipt is equivalent to half of a ‘B’ class receipt

3 Putting up a case by an Assistant.

Within 3 days of the receipt xxx

4 Diarizing of letters by a Diarist

15,000 letters during a year Xxx

5 Typing of letters by a Typist

4,000 letters during a year xxx

Manual 5

Rules, regulations, instructions, manuals and records for discharging functions [Section 4(1) (b)(v)]

List of regulations, instructions, manuals and records Sl. No.

Name of the act, rules, regulations etc.

Brief gist of the contents

Reference No. if any

Price in case of priced

publications 1 The Orissa Legislative

Assembly Speaker’s Salary and Allowances Act, 1960

Salary and Allowances of Speaker of Orissa Legislative Assembly

Orissa Gazette Ext./4.1.1961 OA

No.24 of 1960

Not priced publication

2 The Orissa Legislative Assembly Deputy Speaker’s

Salary and Allowances of Deputy Speaker of Orissa Legislative

Orissa Gazette Ext./30.12.1954

-do-

9

Salary and Allowances Act, 1959

Assembly OA No.25 of 1959

3 The Orissa Minister’s Salary and Allowances Act, 1952

Salary and Allowances of Hon’ble Chief Minister/ Ministers / Ministers

of State/Deputy Ministers

Orissa Act 20 of 1952

-do-

4 The Orissa Legislative Assembly Member’s Salary, Allowances and Pension Act,

1954

Salary , Allowances and Pension of Members of Orissa Legislative

Assembly

Orissa Act XIX of 1954

-do-

5 The Orissa Ministers’ Traveling Allowances Rules,

1964.

T.A/D.A. of Ministers including Chief Minister of Orissa

Erstwhile P & S Department Notification

No.7325-I-9/63/ Gen. Dated 8.5.64

-do-

6 The Orissa Ministers’ Motor Car Advance Rules, 1967.

Advances for purchase of Motor Car of Ministers, Minister of State and

Deputy Ministers

Erstwhile P&S Department Notification

No,.21137/Gen dtd.31.11.1967

-do-

7 The Orissa Legislative Assembly Deputy Speaker’s Motor Car Advance Rules,

1968.

Advances for purchase of a Motor Car for Deputy Speaker of Orissa

Legislative Assembly


No.11566/Gen dtd. 15.6.68

-do-

8 The Orissa Legislative Assembly Members’ Drawl

of Traveling Allowances and Daily Allowances Rules,

1957.

T.A./D.A. of Members of Orissa Legislative Assembly

Home Department Notification

No.14534-A, dtd 21.9.57

-do-

9 The Orissa Legislative Assembly, Members’ Accommodation in

Inspection Bungalows Rules, 1962.

M.L.A.’s accommodation in Inspection Bungalows.

Erstwhile P & S Department

Notification No. 5992/Gen dated

23.4.62

-do-

10 The Orissa Legislative Assembly Members’ Salary

and Allowance (Deduction of House Rent and other charges) Rules, 1957.

Deduction of House rent and other charges such as electric charge, water rent, furniture rent, damage or loss of Government property etc. in respect

of Government quarter occupied by a member of Orissa Legislative

Assembly.

Home Departm ent

Notification No. 1127 – A dtd.

30.1.1957

-do-

11 The Orissa Legislative Assembly Members’

(Medical Attendance) Rules, 1965.

Medical attendance to Members of Orissa Legislative Assembly.

Erstwhile P &S Department

Notification No. 25590 – Gen

dtd. 31.12.1965

-do-

10

12 The Orissa Legislative Assembly Ex-Members’

Pension Rules, 1979.

Pension to Ex-Members of Orissa Legislative Assembly

Erstwhile P & S Department Notification

No.9528 dated 21.03.1979

-do-

13 The Orissa Legislative Assembly Members’ Family

Pension Rules, 1988.

Family Pension to the Members of Orissa Legislative Assembly

G.A. Department Notification

No. 6512-Gen dtd 23.2.1988

-do-

14 The Orissa Legislative Assembly Members’ Jeep, Motor, Cycle, Scooter or Alike Vehicles Advances

Rules, 1986.

Advances for Jeep, Motor cycle, Scooter or alike vehicles

G.A. Department Notification No.

7877-Gen dtd 9.5.1986

-do-

15 The Leader of Opposition of the Orissa Legislative Assembly’s Staff and

Privileges Rules, 1968.

Provision of staff and privileges to the Leader of Opposition of Orissa

Legislative Assembly


No.17670-O&M dt.25.9.1968

-do-

16 The Govt. Chief Whip and Govt. Deputy Chief Whip of

the Orissa Legislative Assembly’s staff and

privileges Rules, 1969.

Provision of staff and privileges to the Government Chief Whip and

Government Deputy Chief Whip of Orissa Legislative Assembly.

Erstwhile P&S Department

Notification No. 19451-O&M dtd

14.10.1969

-do-

17 Orissa Legislative Assembly Members’ Telephone Facilities Rules, 1964.

Telephone facilities to Members of Orissa Legislative Assembly


No.13510/Gen dtd. 31.8.1964

-do-

18 Orissa Governor’s Secretariat Service(Recruitment) Rules,

1974.

Recruitment and constitution of cadre of the staff of the Governor’s

Secretariat

Orissa Gazete No. 7 dtd.15.2.74,

Part-III-A

-do-

19 Book Circular No.47

Relationship between members of Parliament and Legislature and

Government Servants

P.A. Department Circular No.

8021/PAD dtd. 30.07.2002

-do-

20 Code of conduct for Ministers

Code of conduct for Minister(both union and State) currently in vogue

P.A. Department Letter

No.8452/PAD, dtd. 20.11.2003

-do-

11

Manual 6

A statement of the categories of documents that are held by it for under its control [Section 4(1) (b) (vi)]

A statement of the categories of documents held.

Sl. No.

Nature of Record

Details of information available

Unit/Section where

available

Retention period, where

available 1 Proceedings of the meetings

of Cabinet/ Council of Ministers

Contains decision of the Cabinet/ Council of Ministers from the date of establishment of P.A. Department as well as past records.

PA – I (O.E.) Permanent

2 Address of the Governor of Orissa to Orissa Legislative Assembly (Financial year wise)

Contains briefly the policies, programs and areas of success and the objectives of the State Government in different fields of its activities.


3 Report on the activities of the P.A. Department (Financial year wise)

Contains the activities as well as achievements of the P.A. Department during a financial year.


4 Budget of the P.A. Department (Financial year wise)

Contains estimates of expenditure for the establishment of Governor’s Secretariat/ Establishment of Council of Ministers/ Establishment of P.A. Department for a Financial year.


5 C.C.Rs. of the Sr. Assistant, Jr. Assistant, Typists, Diarists & Drivers of the Department

Contains confidential reports on the work of the employees

PA – I (O.E.) Till retirement of the Employee

concerned

6 Service book of the employees working in Chief Minister’s establishment (other than A.I.S. Officers)/ Minister’s establishment/ P.A. Department.

Contains the records of service rendered by the employees under Government


12

Manual 7

Particulars of any arrangement that exists for consultations with or representation by the members of the public in relation to the formulation of its policy of

implementation [Section 4(1) (b) (vii)]

Details of consultative committees and other bodies with which

consultations are held.

Not relevant to Parliamentary Affairs Department.

Manual 8 A statement of boards, council, committees and other bodies constituted

[Section 4 (1)(b)(viii)]

List of boards, councils, committees etc.


Manual 9 Directory of Officers and employees

[Section 4 (1)(b)(ix)]

Sl. No. Name and Designation Office Phone No. E-mail address PARLIAMENTARY AFFAIRS DEPARTMENT

1 Shri T.K. Pandey, IAS, Commissioner-cum-Secretary

2404884 2782 (PABX)

2 Shri Bana Bihari Jena, OAS-I(S.B), Deputy secretary

2406923 2611 (PABX)

3 Shri Ashok Kumar Sahu, O.S.S. Under Secretary

2612 (PABX)

4 Shri Raghabananda Rout, Section Officer, Level – I

2613 (PABX)

5 Shri Maheswar Sahoo, Section Officer, Level - II

2614 (PABX)

OFFICE OF THE CHIEF MINISTER 1 Shri Bijaya Kumar Pattanaik,I.A.S. 2536682

13

Principal Secretary to Chief Minister 2164 (PABX) 2 Shri Manoranjan Saran,

Special Secretary to Chief Minister 2535604

2166 (PABX)

3 Shri Pramod Kumar Mohanty, Private Secretary to Chief Minister

2536762 2165 (PABX)

4 Shri Paresh Ch. Nayak, Joint Secretary to Chief Minister

2401733 2167 (PABX)

5 Shri D.P. Dhal, Deputy Secretary to Chief Minister

2391206 2168 (PABX)

6 Shri D.K. Das, Deputy Secretary to Chief Minister

2391742 2169 (PABX)

7 Shri B.P. Mohanty, P.R.O. to Chief Minister

2400902 2170 (PABX)

8 Dr. A.K. Mishra, Officer-on-Special Duty to Chief Minister

2405550 2172 (PABX)

OFFICE OF THE MINISTERS/MINISTERS OF STATE 1 Shri L. Rath,

Private Secy. to Minister, S.T & S.C. Dev., M&BCW, Excise

2536975 2182 (PABX)

2 Shri S.C. Sahoo, P.S. to Minister, Steel & Mines, Parliamentary Affairs

2536941 2179 (PABX)

3 Shri A.K. Tarenia, P.S. to Minister, Higher Education, P.G. & P.A.

253665 2176 (PABX)

4 Shri A.C. Behera, P.S. to Minister, Finance

2536910 2175 (PABX)

5 Shri A.K. Pani, P.S. to Minister, R.D., Industries & Law

2536962 2178 (PABX)

6 Shri G. Sethi, P.S. to Minister, W& C.D.

2530650 2197 (PABX)

7 Shri P.C. Mohanty, P.S. to Minister,F & A.R.D., Textile & Handloom

2536751 2174 (PABX)

8 Shri P.R. Giri, P.S. to Minister, Agriculture

2536972 2181 (PABX)

9 Shri K.C. Mishra, P.S. to Minister, Energy, Tourism, I.T.

2536952 2173 (PABX)

10 Shri H. Nayak, P.S. to Minister, P.R., Culture

2536940 2180 (PABX)

11 Shri P. Mohapatra, P.S. to Minister, H&FW

2536642 2189 (PABX)

12 Shri B.K. Nayak, P.S. to Minister, Revenue,

2536916 2187 (PABX)

14

F.S. & C.W 13 Shri A.C. Mishra,

P.S. to Minister, Works, Housing 2536980

2184 (PABX)

14 Shri P. Swain, P.S. to Minister, U.D., P.E.

2536930 2185 (PABX)

15 Shri B. Bahinipati, P.S. to Minister(s) (Ind.),S.T. & S.C. Dev. (S.T. Dev.)

2536020 2195 (PABX)

16 Shri A.K. Choudhury, P.S. to Minister(S) (Ind.), Commerce & Transport

2536860 2177 (PABX)

17 Shri B.N. Bhoi, P.S. to Minister(S)(Ind.), Labour & Employment

2536651 2186 (PABX)

18 Shri K. Panda, P.S. to Minister(S)(Ind.), Science & Technology, Water Resources

2536948 2193 (PABX)

19 Shri P.L. Behera, P.S. to Minister(S),(Ind.), I&PR, Sports & Youth Services

2536620 2191 (PABX)

20 Dr. T. Pradhan, P.S. to Minister(S),(Ind.), Co-operation

2536926 2192 (PABX)

21 Shri D.P. Behera, P.S. to Minister(S),(Ind.), School & Mass Education

2536931 2183 (PABX)

OFFICE OF THE LEADER OF OPPOSITION/GOVT. CHIEF WHIP/ GOVT. DEPUTY CHIEF WHIP.

1 Shri J.R. Das, P.S. to Leader of Opposition

2536957 2536653

2 Shri M. Mishra, P.S. to Government Chief Whip

2536795 2391352

(Assembly)

3 Shri P.K. Nanda, P.S. to Govt. Deputy Chief Whip

2534880 2390582

(Assembly)

15

Manual 10 The monthly remuneration received by each of the officers and employees, including

the system of compensation as provided in the regulations

[Section 4(1)(b)(x)]

16

Manual 11 The Budget allocated to each agency

[Section 4(1) (b)(xi)

Non-Plan Budget (TRS – Thousand Rupees)

Major head

Activities to be performed

Sanctioned budget (TRS)

Budget estimate (TRS)

Revised estimate (TRS)

Expenditurefor the last

year (TRS)

2012 Governor

Establishment cost of Governor’s Sectt.

2,36,39 2,36,39 2,38.,58 1,85,81

2013- Council of Ministers

Establishment cost of Council of Minister

2,50,14 2,50,14 2,44,69 1,82,75

2052-Sectt- General Services

Establishment cost of Parliamentary Affairs

Department

5,18,37 5,18,37 5,34,24 4,43,83

Plan Budget

Name of the Plan scheme

Activities to be

undertaken

Date of Commencement

Expected date for

completion

Amount Sanctioned

Amount disbursed/spent

Nil

32

Manual 12 The manner of execution of subsidy program

[Section 4(1)(b)(xii)]

List of institutions given subsidy


Manual 13 Particulars of recipient of concessions, permits or authorizations granted

[Section 4 (1)(b)(xiii)]


Manual 14 Information available in an electronic form

[Section 4(1)(b)(xiv)]

Details of information Sl. No.

Activities for which electronic data

available

Nature of information available

Can it be shared with

public

Is it available on website or is being used as back end data base

1 Briefs on the decisions of the

Cabinet/Council of Ministers

Contains decision of the Cabinet/Council of

Ministers from 17.05.2004 onwards

Yes Yes

Manual 15

Particulars of facilities available to citizens for obtaining information [Section 4(1)(b)(xv)]

Facilities available for obtaining information

Sl. No.

Facility available

Nature of Information Available

Working hours

1 Website 1. Briefs on decisions of the Cabinet/ Council of Ministers 2. Manual No. 1, 2, 3, 4, 5, 6, 9, 10, 11, 14, 15 & 16 Under section 4(1)(b) of Right to Information Act, 2005.

10.00 a.m. to 5 p.m.

2 Notice Board Tender call Notices And Quotation call Notices 10.00 a.m. to 5 p.m.

33

Manual 16 Name designation and other particulars of Public Information Officers

[Section 4(1)(b)(xvi)]

List of Public Information Officers Sl

No.

Designation of the Officer designated

as PIO

Postal address

Telephone No.

E-mail Address

Demarcation of Area/

Activities, if more than one PIO is

there Deputy Secretary

to Government, Parliamentary

Affairs Department

Parliamentary Affairs Department, Orissa

Secretariat, Bhubaneswar-751001

2406923 2611

(PABX)

-- --

List of Assistant Public Information Officers

Sl

No.

Designation of the Officer designated as

PIO

Postal address

Telephone No.

E-mail Address

Under Secretary to Government,

Parliamentary Affairs Department

Parliamentary Affairs Department, Orissa

Secretariat, Bhubaneswar-751001

2612 (PABX)

--

First Appellate authority with in the Department

Sl

No.

Designation of the Officer

designated as PIO

Postal address

Telephone No.

E-mail Address

Demarcation ofArea/Activities,

if more than one appellate authority is

there. Commissioner-

cum-Secretary to Government, Parliamentary

Affairs Department

Parliamentary Affairs Department,Orissa Secretariat,

Bhubaneswar- 751001

2404884 2782

(PABX)

[email protected] --

34

Manual 17 Other information as may be prescribed

[Section 4(1)(b)(xiv)]

Not relevant to parliamentary Affairs Department

35

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