No.F.13/4/05/AR/ Dated: All Heads of Autonomous Bodies/Local Bodies/ Undertakings, Govt. of Delhi.

Transcription

1 GOVERNMENT OF NATIONAL CAPITAL TERRITORY OF DELHI ADMINISTRATIVE REFORMS DEPARTMENT 7TH LEVEL, C-WING, DELHI SECRETARIAT, I.P. ESTATE, NEW DELHI No.F.13/4/05/AR/ Dated: To All Principal Secretaries/Secretaries, Heads of Department, Govt. of NCT of Delhi. All Heads of Autonomous Bodies/Local Bodies/ Undertakings, Govt. of Delhi. Subject: Preparation and uploading of 17 manuals under RTI Act.2005 on the web site of Delhi Government. Review regarding. Sir/Madam, Your kind attention is invited to section 4 of the Right to Information Act, 2005 under which the work relating to preparation of 17 manuals has to be attended to by the Public Authority i.e. each Department or Agency. Accordingly, all Public Authorities (Departments/Autonomous bodies/agencies/bodies owned, controlled or substantially financed by Government / NGOs substantially financed by the Government) were requested vide this office letters of even number dated , , , , and to publish 17 manuals as prescribed under the Act and to upload the same on the website of Delhi Government as per templates circulated to all public authorities. Copies of the circulars and templates mentioned above are available on the website of AR Department at As per information available on the website of the Delhi Government, it was observed that some Departments / organizations as per list given overleaf have not yet complied with the above said statutory provisions. In view of the statutory provisions and instructions stated above, it is again requested to ensure that Departments / organizations, which have not yet completely uploaded all the 17 manuals, may do so immediately. These Departments and organizations may be asked to upload the same on the website of Delhi Government at within the next 15 days. All other Departments are also requested to review the 17 manuals and update them, as the information provided by them is almost a year old now. Sd/- ( DR. G. NARENDRA KUMAR ) SECRETARY (AR/IT)

2 List of Departments / Organisations which have not prepared / uploaded even a single Manual in the website of Delhi Government 1. Ahilya Bai Nursing College 2. Delhi Bhartiya Chikitsa Parishad 3. Delhi College of Art and Commerce 4. Delhi Dental Council 5. District and Sessions Judge Office 6. Gurudwara Election 7. Delhi Labour Welfare Board 8. Delhi Legal Services Authority 9. Mahatma Gandhi Inst. Of Integrated Rural Energy Planning and Development 10. NDMC (Engineer in Chief) 11. Delhi Nursing Council 12. Delhi Physiotherapy and Occupational Therapy 13. Delhi Pollution Control Committee 14. SPCA 15. Shivaji College 16. Bhagini Nivedita College 17. Rajdhani College. List of Departments / Organisations, which have not prepared / uploaded all the 17 Manuals in the website of Delhi Government 1. MCD (General Deptt) 2. LG Secretariat 3. Home Guard and Civil Defence 4. Education (DDE West A) 5. NDMC Welfare 6. Land and Building 7. Education (DDE SW A) 8. NDMC Property Tax 9. Meerabai Polytechnic 10. SCERT 11. Commission for OBC 12. NDMC Education Deptt 13. Delhi Cantonment Board 14. Arya Bhat Polytechnic 15. NDMC Personnel deptt 16. Guru Nanak Polytechnic 17. Deputy Commissioner (NE) 18. Bhai Parmanand Institue of Business Studies 19. NSIT 20. Kasturba Polytechnic 21. GB Pant Polytechnic 22. Ambedkar Institute of Technology 23. NDMC Enforcement Deptt 24. NDMC Commercial Deptt. 25. NDMC Architect Deptt

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6 GOVERNMENT OF NATIONAL CAPITAL TERRITORY OF DELHI ADMINISTRATIVE REFORMS DEPARTMENT 7TH LEVEL, C-WING, DELHI SECRETARIAT, I.P. ESTATE, NEW DELHI No.F. 13/4/05/AR/ Dated: To Principal Secretaries/Secretaries, Heads of Department, Govt. of Delhi Delhi/New Delhi. Heads of Autonomous Bodies/Local Bodies/ Undertakings, etc of Govt. of Delhi. (As per list enclosed) Subject: Parliament Question - Preparation and uploading of 17 manuals on the web site of Delhi Government. Sir/Madam, I am to draw your kind attention to section 4 of the Right to Information Act, 2005 and to this office letter of even no. dated relating to publication of 17 manuals by the Public Authority and to place them on the Website of Delhi Govt. A Parliament Question in this regard has also been raised in which proper reply could not be given due to incomplete work. It has been observed that the departments/units as per list enclosed have not yet uploaded their manual on the Delhi Govt. s website. 2. I convened a meeting on and to review the status but some of the departments did not even attend this meeting which is a matter of concern. 3. As already stated in our letter dated , that the big organizations having large number of divisions/zones/districts/field units may divide their manuals into two categories, one to be prepared centrally for the whole department where policy issues, powers, duties, norms, procedures followed in decision making etc. are to be recorded. The second category is such which can be efficiently prepared and maintained by field units/divisions etc. 4. Accordingly preparation of Manuals should be done in following manner: - A. All departments/agencies having no field units or branches or having only one PIO All 17 Manuals These should be prepared and uploaded by the PIOs who will also be declared as RTI Monitoring Officer. B. Departments/Agencies having field units/branches/divisions (other than MCD/NDMC/DJB/DSIDC/DTTDC) Manuals No. 1, 2, 3, 4, 5, 7, 8, 12, 14 and 16 Manual No. 6, 9, 10, 11, 13 and 15 These should be prepared centrally and uploaded by one of the senior most PIOs declared as RTI Monitoring Officer by the HOD These should be prepared by PIO of the fi eld units. In case there are two or more PIO in a field office then one of them may be declared as RTI Monitoring Officer by the HOD. C. MCD, NDMC, DJB, DSIDC, DTTDC. All 17 Manuals As they are having large number of independent departments, they may designate RTI Monitoring Officer for each department separately who would be responsible for preparation, uploading and updating of 17 manuals. Each manual should be uploaded as an independent entity for the respective department. 5. In case of small attached and subordinate offices/autonomous bodies, the HOD may decide whether their material will be completed in their own manual or these agencies are to do this exercise independently and action may be taken accordingly. 6. All the heads of departments and organizations are again requested to get the manuals prepared and upload the same on the Website of Delhi Govt. by 31 st December, 2005 positively. under intimation to A.R. Department. Yours faithfully, Encl: as above Sd/- (Prakash Kumar) Secretary (AR) 1 12/21/05

7 STATUS OF PREPARATION AND UPLOADING OF MANUALS UNDER RIGHT TO INFORMATION ACT 2005 As on Sr. No. Department Preparation of 17 Manuals under 4(1)(b) Dte. of Health & Family Welfare 1 A.U.Tibbia College and allied units NO REPORT Not Uploaded 2 Ahilaya Bai College of Nursing (LN NO REPORT Not Uploaded Hospital) 3 Board of Homeopathic System of Medicines NO REPORT Not Uploaded 4 College of Pharmacy (Delhi Institute of NO REPORT Not Uploaded Pharmaceutical Science and Research) 5 Delhi Bhartya Chiktsa Parshid. NO REPORT Not Uploaded 6 Delhi Dental Council NO REPORT Not Uploaded 7 Delhi Nursing Coun cil NO REPORT Not Uploaded 8 Delhi Pharmacy Council NO REPORT Not Uploaded Defaulter for Uploading on website 9 Delhi Physiotherapy & Occupational Therapy NO REPORT Not Uploaded Council 10 Dte. of Family Welfare Done Not Uploaded 11 Institute of Liver and Biliary Science (ILBS) NO REPORT Not Uploaded 12 Maulana Azad Dental College Done Not Uploaded 13 Rajiv Gandhi Super. Spec. Hospital, Tahirpur NO REPORT Dte. of Higher Education 14 Bhaskar Acharya College of Applied NO REPORT Not Uploaded Sciences 15 Delhi College of Art and Commerce Done Not Uploaded 16 Guru Gobind Singh Indraprastha University NO REPORT Not Uploaded Including Indira Gandhi Instt. of Technology( MIT) Power Department 17 Delhi E.Regulatory Commission Done Not Uploaded 18 Inderprastha Power Generation Co. Ltd.(GENCO) Under Process Not Uploaded TTE 19 Delhi Institute of Hotel Management and NO REPORT Not Uploaded Catering Technology. 20 Netaji Subhash Institute of Tech. Done Not Uploaded 21 Sharda Ukil School of Art NO REPORT Not Uploaded Law & Judicial 22 Delhi Legal Services Authority NO REPORT Not Uploaded 23 Distt.and Session Judge Office NO REPORT Not Uploaded 24 Law & Judicial NO REPORT Not Uploaded Environment Department 25 Delhi Pollution Control Committee NO REPORT Not Uploaded Registrar, Co-Operative Societies 26 Delhi State Co-operative Bank Ltd. NO REPORT Not Uploaded SC/ST Department 27 DSC Financial and Dev.Corp.Ltd. Done Not Uploaded Industries Department 28 DSIDC Ltd Done Not Uploaded GAD 29 Human Rights Committee for Arrestees Done Not Uploaded Labour Department 30 DLWB Done 31 DCWWB Education Department 32 NCC Done Not Uploaded 33 State Council of Educational Research and Done Not Uploaded Trg. AR Department 34 Office of the Loakayukta Under Process Not Uploaded 35 Commission for OBC Done Not Uploaded 36 Delhi Agriculture Marketing. Board. Done Not Uploaded 37 Delhi Jal Board Done Not Uploaded 38 Delhi States Aids Control Society. Done Not Uploaded 39 Delhi Wakf Board Done Not Uploaded 40 Gurudwara Election Done Not Uploaded 41 MIIREP & D, Alipur Done Not Uploaded 42 Tourism NO REPORT Not Uploaded 43 Urban Development Done, but not in order Not Uploaded LOCAL BODIES 1 Delhi Cantt. Board Under process. Not Uploaded 2 MCD Partially received Partially loaded on their own website 3 NDMC Done Not Uploaded (uploaded on their own website) 2 12/21/05

8 GOVERNMENT OF NATIONAL CAPITAL TERRITORY OF DELHI ADMINISTRATIVE REFORMS DEPARTMENT 7 TH LEVEL, C-WING, DELHI SECRETARIAT, I.P. ESTATE, NEW DELHI No.F.13/4/05/AR/ Dated: To All Pr. Secretaries/Secretaries/HODs Govt. of NCT of Delhi Delhi/New Delhi All Heads of Autonomous / Local Bodies, Undertakings Delhi/New Delhi Sub: Shortcomings in preparation of 17 manuals. Sir/Madam, As you are aware all the public authorities are required to prepare and upload 17 manuals to disseminate pro-active information under section 4 of the Right to Information Act, This exercise was required to be completed by 12 th October, A number of departments have still not placed the information on the website, which violates the mandatory provisions. An analysis of the manuals prepared by some of the departments and uploaded on the website has been got conducted through an independence agency. The findings of these agencies reveal that most of the departments have not put the required information in the respective manuals. Only 20% of the information has been given, by and large, and rest of the information has not been compiled and placed on the website in accordance with the templates circulated by this department. This will give half-baked information to the citizens, which may result in bringing bad name to the government. I had personally explained the requirement of each and every manual to the senior officers during 4 workshops conducted by me in this regard but still it appears that the information has not been compiled according to the requirements. All the Heads of Department are requested to kindly review the contents of each and every manual to be placed on the website, at their personal level, to ensure that the contents of these manuals are in accordance with the templates circulated. Specific attention needs to be paid to the following manuals, which are most important from the citizens point of view: - (i) (ii) (iii) (iv) (v) (vi) (vii) Manual-1: the particulars of its organization, functions and duties; Manual 2: - the powers and duties of its officers and employees; Manual 3: the procedure followed in the decision making process, including channels supervision and accountability; Manual 4: the norms set by it for the discharge of its functions; Manual 9: a directory of its officers and employees; Manual 15: the particulars of facilities available to citizens for obtaining information, including the working hours of a library or reading room, if maintained for public use; Manual 16: the names, designations and other particulars of Public Information Officers; The following other manuals also need to be prepared meticulously and placed on the website: - (i) (ii) Manual 5: the rules, regulations, instructions, manuals and records, held by it or under its control or used by its employees for discharging its functions; Manual 6: a statement of the categories of documents that are held by it or under its control;

9 (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) Manual 7: the particulars of any arrangement that exists for consultation with, or representation by, the members of the public in relation to the formulation of its policy or implementation thereof; Manual 8: a statement of the boards, councils, committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advice, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meetings are accessible for public; Manual 10: the monthly remuneration received by each of its officers and employees, including the system of compensation as provided in its regulations; Manual 11: the budget allocated to each of its agency, indicating the particulars of all plans, proposed expenditure and reports on disbursements made; Manual 12: the manner of execution of subsidy program, including the amounts allocated and the details of beneficiaries of such program; Manual 13: particulars of recipients of concessions, permits or authorizations granted by it; Manual 14: details in respect of the information, available to or held by it, reduced in an electronic form; Manual 17: such other information as may be prescribed. The Chief Secretary is likely to review the position of these manuals in the secondthird week of November, It is accordingly, requested that needful may please be got done urgently. Yours faithfully, (PRAKASH KUMAR) SECRETARY (AR)

10 GOVERNMENT OF NATIONAL CAPITAL TERRITORY OF DELHI ADMINISTRATIVE REFORMS DEPARTMENT 7 TH LEVEL, C-WING, DELHI SECRETARIAT, I.P. ESTATE, NEW DELHI No.F. 13/4/05/AR Dated: To All Principal Secretaries/Secretaries, Heads of Department, Govt. of Delhi Delhi/New Delhi. RTI TIME BOUND All Heads of Autonomous Bodies/Local Bodies/ Undertakings, etc of Govt. of Delhi. Subject: Preparation and uploading of 17 manuals on the web site of Delhi Government. Sir/Madam, I am to draw attention to section 4 of the Right to Information Act, 2005 and to say that the work relating to publication of 17 manuals has to be attended to by the Public Authority i.e. each department or agency. Accordingly each Public Authority (departments/autonomous bodies/agencies/bodies owned, controlled or substantially financed by government/ngos substantially financed by government) is required to publish 17 manuals as prescribed under the Act. It has been observed that bigger organizations having large number of divisions/zones/districts/field units, are finding it difficult to prepare some of the manuals centrally. Therefore 17 manuals can be divided into two categories, one to be prepared centrally for the whole department where policy issues, powers, duties, norms, procedures followed in decision making etc. are to be recorded. The second category is such which can be efficiently prepared and maintained by field units/divisions etc. Accordingly preparation of Manuals should be done in following manner: - A. All departments/agencies having no field units or branches or having only one PIO All 17 Manuals These should be prepared and uploaded by the PIOs who will also be declared as RTI Monitoring Officer. B. Departments/Agencies having field units/branches/divisions (other than MCD/NDMC/DJB/DSIDC/DTTDC) Manuals No. 1, 2, 3, 4, 5, 7, 8, 12, 14 and 16 Manual No. 6, 9, 10, 11, 13 and 15 These should be prepared centrally and uploaded by one of the senior most PIOs declared as RTI Monitoring Officer by the HOD These should be prepared by PIO of the field units. In case there are two or more PIO in a field office then one of them may be declared as RTI Monitoring Officer by the HOD.

11 C. MCD, NDMC, DJB, DSIDC, DTTDC. All 17 Manuals As they are having large number of independent departments, they may designate RTI Monitoring Officer for each department separately who would be responsible for preparation, uploading and updating of 17 manuals. An illustrative list of departments having more than one PIO is attached. All the heads of departments and organizations are requested to designate RTI Monitoring Officer and ensure that the 17 Manuals are prepared and uploaded on the website. The user ID and password has already been provided to PIOs. Names of RTI Monitoring Officer may also be communicated to A.R. Department. Encl: as above Yours faithfully, (Prakash Kumar) Secretary (AR)

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13 Manual 1 Particulars of organization, functions and duties [Section 4(1)(b)(i)] 1. Aims and objectives of the organization 2. Mission /Vision 3. Brief history and background for its establishment 4. Organization Charts 5. Allocation of business 6. Duties to be performed to achieve the mission 7. Details of services rendered 8. Citizens interaction 9. Postal address of the main office, attached/subordinate office/ field units etc. 10. Map of office location 11. Working hours both for office and public 12. Public interaction, if any 13. Grievance redress mechanism

14 Manual 2 Powers and duties of officers and employees [Section 4(1)(b)(ii)] Powers and duties of officers and staff S. No Designation of Post Powers Administrative Financial Statutory Others Duties attached Note: Substantive powers and duties for each position may be defined.

15 Manual 3 Procedure followed in decision-making process [Section 4(1)(b)(iii)] The procedure can be described both in narrative form and through Flow Process Chart. In narrative form the stages through which a proposal passes, the levels at which it gets examined and the final authority to which it has to go for approval may be explained. The Flow Process Charts can give a comprehensive process as may be seen from the following illustration of preparing a food card. Flow Process Chart for issue of Food Card S. No Activity Level of action Time frame 1 To receive application and put a Counter Clerk Same day diary number 2 To mark application to concerned Do Do Inspector 3 To visit premises of applicant and Inspector 2-3 days verify the facts 4 To prepare report and submit to FSO Do Same day 5 To approve /reject application FSO 1 day 6 To prepare food card if approved Counter Clerk Same day and submit to FSO 7 To sign and return card FSO Same day 8 To deliver card to applicant Counter clerk Same day Such charts may be prepared for major functions.

16 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. Some of the norms are indicated below as an illustration: Illustration S. No Activity Time frame/ Norm Remarks 1 Diary of letter 3 minutes per letter 2 Dispatch of letter 5 minutes per letter Registered dak including entry in messenger book 3 Typing job 30 pages per day 4 Preparation of food card 50 food cards per day Including entry in food card register

17 Manual 5 Rules, regulations, instructions, manuals and records for discharging functions [Section 4(1)(b)(v)] Prepare a list of rules, regulations, instructions, manuals and records for discharging functions available with the public authority for the smooth discharge of its functions. List of regulations, instructions, manuals and records S. No Name of the act, rules, regulations etc Brief gist of the contents Reference No if any Price in case of priced publications

18 Manual 6 A statement of the categories of documents that are held by it for under its control [Section 4(1)(b)(vi)] Details of the records available may be made in a statement form, wing wise, unit wise, branch wise and it may be got tabulated, indexed and catalogued. (An illustrative list is given below) A statement of the categories of documents held S. No Nature of Record Details of information available Unit/ section where available Retention period, available where

19 Manual 7 Particulars of any arrangement that exists for consultation 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 S. No Name and address of the Consultative Committees/bodies Constitution of the committee/body Role and responsibility Frequency of meetings Other procedures adopted for formal and informal consultations with the public may also be indicated such as Bhagidari, Jan Sunvai, interaction with resident welfare associations, etc. Other details whether the meetings are open to public, minutes are accessible to public etc may also be indicated.

20 Manual 8 A statement of boards, council, committees and other bodies constituted [Section 4(1)(b)(viii)] List of boards, councils, committees etc S. No Name and address of the body Main functions of the body Constitution of the body Date of constitution Date up to which valid Whether meetings open to public Whether minutes accessible to public Frequency of meetings Remarks Please attach copies of detailed notification /orders for their constitutions.

21 Manual 9 Directory of officers and employees [Section 4(1)(b)(ix)] Directory S No Name and designation Office Phone No E mail address

22 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)] S. No Name and Designation Pay scale/monthly remuneration Note: Details about system of compensation provided in regulations may be given.

23 Manual 11 The budget allocated to each agency [Section 4(1)(b)(xi)] Non-plan budget Major head Activities to be performed Sanctioned budget Budget estimate Revised estimate Expenditure for the last year Plan budget Name of the plan scheme Activities to be under taken Date of commencement Expected date for completion Amount sanctioned Amount disbursed/spent

24 Manual 12 The manner of execution of subsidy program [Section 4(1)(b)(xii)] List of institutions given subsidy S. No Name and address of the institution Purpose for which subsidy provided No of beneficiaries Amount of subsidy Previous years utilization progress Previous years achievements List of individuals given subsidy S. No Name and address of the beneficiary Purpose for which subsidy provided Amount of subsidy Scheme and Criterion for selection No of time subsidy given in past with purpose Details of schemes under which subsidies are granted should be given.

25 Manual 13 Particulars of recipients of concessions, permits or authorizations granted [Section 4(1)(b)(xiii)] List of beneficiaries S. No Name and address of the beneficiary Nature of concession/ permit/ authorization provided Purpose for which granted Scheme and Criterion for selection No of times similar concession given in past with purpose Note: Creation of database and its hosting on website should be done on priority basis for activities like issue of permits, issue of authorizations, grant of concessions, licenses etc.

26 Manual 14 Information available in an electronic form [Section 4(1)(b)(xiv)] Details of information S. 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

27 Manual 15 Particulars of facilities available to citizens for obtaining information [Section 4(1)(b)(xv)] Facilities available for obtaining information S. Facility available No 1 Information Counter 2 Website 3 Library 4 Notice board Nature of Information available Working hours

28 Manual 16 Name designation and other particulars of Public Information Officers [Section 4(1)(b)(xvi)] List of Public Information Officers S. No Designation of the officer designated as PIO Postal address Telephone No. address Demarcation of Area / Activities, if more than one PIO is there List of Assistant Public Information Officers S. No Designation of the officer designated as Assistant PIO Postal address Telephone No. address First appellate authority with in the department S. No Designation of the officer designated as first appellate authority Postal address Telephone No. address Demarcation of Area / Activities, if more than one appellate authority is there

29 Manual 17 Other information as may be prescribed [Section 4(1)(b)(xvii)] All other information as may be prescribed for dissemination shall be collated, tabulated, compiled, collected and provided in the form of manual from time to time.

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