Emergency

Manual -1

Particulars of organization, functions and duties

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

1. Aims and objectives of the organization

District Emergency Section, Collectorate, Dhenkanal.

District Emergency Section is governed under the Orissa Relief Code. The aims and objectives of the section is for administration of relief measures in the district due to natural calamities and other hazards like fire accident and chemical hazards. At present Govt. of India has been pleased to extend the definition of natural calamity to cover Tsunami, Lands slides, Avalanche, Cloud bursts and paste attacks in addition to the existing natural calamities such as Cyclone, Drought, Earth quake, Fire, Flood and Hail storm. Government has also makes all effort to save the people not to die of starvation. Similarly after reporting of casualties due to sun stroke and lightening, this was also not excluded.

The expenditure incurred for all these purposes are out of CRF/ NCCF grants.

2. Mission /Vision

The Sub-Collectors/ B.D.Os/ Tahasildars with their field functionaries are the reporting and executing agencies under the provisions of the ORC.

3. Brief history and background for its establishment.

Previously this State has no code on this score. Orissa was following the Bihar and Orissa famine Code, 1913. Having provision mostly to meet situation arising out of famine due to Drought and Flood. On the request of the Govt. of Bihar, Govt. of Orissa has consented for a reprint and with limited amendments the reprint was published in the year 1950. From the date of its publication, amendments and new provisions are being inserted in the Relief Code taking in to account the economic and object of relief to save life, property and their living generations. To monitor and liasioning with Govt. and field functionaries the post of SRC was created to deal with all such financial matters.

4. Organization charts.

District Emergency Officer.

Senior Clerk- 2

Junior Clerk -1

Peon -1

5. Allocation of business.

District Emergency Officer-

1. Submission of report and returns relating to Emergency Section.

2. Collecting in formations from field functionaries relating to Emergency

Section.

3. Preparation of consolidated reports to be submitted to higher quarters.

4. Endorsement of sanction of exgratia, redistribution of allotments

received under D.No.-3-2245-RANC towards different units of CRF/

NFCR grants to different agencies of the district.

5. Communication of information relating to natural calamities as per

orders of A.D.M./ Collector.

Head Clerk-

No Head Clerk has been allotted to district Emergency Section.

Sr. Clerk & Jr. Clerk.

The Senior and Junior Clerks are dealing with maintain ace of routine registers, correspondence relating to Drought, Flood, Fire accident etc. Dissemination and transmission of information to field functionaries and higher quarters as well. Approval of proposals and issue of guide lines for rescue and relief operations and monitoring the situations.

Class IV employee.

He is distributing local daks attending calls of OIC. Transmitting files, records etc. from DA to OIC and A.D.M./ Collector

6. Duties to be performed to achieve the mission.

1. Tahasildar- Conducting field enquiries in reported cases and joint enquiries with medical officers without documentary evidences in some cases like sunstroke, fire and lightening cases etc. Submission of report to higher quarters on the findings after enquiries and joint enquiries.

2. B.D.O.- B.D.Os have been declared as Zone Officer of their respective flood zones and executing agencies under the direct supervision of A.D.M./ Collector for different labour intensive and employment generating works. They have also been directed to detect distress persons who are in real need of food without getting any Govt. assistance and will issue GR cards then and there.

7. Details of services rendered.

This section is dealing with the following works.

1. Re-allocation of funds received from Govt. / SRC towards different units of CRF grant.

2. Proposals/ recommendations received through case records from Tahasildar/ Sub-Collector for sanction of exgratia in case of death due to sunstroke/ fire/ flood/ lightening/ hailstorm/ cyclone/ heavy rain etc.

3. Administration of emergent relief during Natural calamities/ Flood/ Fire/ Cyclone etc.

4. Forwarding of applications for sanction of financial assistance from CMRF and disbursement of sanctioned amount to the payees.

5. Distribution of relief materials in case of fire/ flood/ cyclone etc.

8. Citizens interaction.

No such interaction with citizens is felt necessary in this section. However, application received on different occasions like CMRF, House damage and allegations etc. are being informed to the applicants about the action taken.

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

1. District Emergency Section, Collectorate, Dhenkanal.P.O/ Dist. Dhenkanal.

10. Map of office location.

District Emergency Section is located in the Northern side corner of the old Collectorate Building near the ladder.

11. Working hours both for office and public.

The office is functioning from 10 AM to 5 PM. In case of exigencies the office is kept open for 24 hours.

12. Public interaction, if any.

Not required. In case of exigencies and alarming situations the DIPRO, Dhenkanal will be deployed for such announcement in expected areas.

Control Room at District level is functioning in the Collectorate Campus round the clock from April to October to receive messages on any unnoted situation.

13. Grievance redress mechanism.

All the grievance petitions received from applicant are being send to proper quarters for compliance and informed this office about the action taken.

In addition to the above since the District Red Cross Branch is attached to this Section, financial assistances are being provided to the needy poor people and treatment of patients.

Manual -2

Powers and duties of officers and employees

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

Powers and duties of officers and staff

Sl. No.	Designation of Post	Powers				Duties attached
Sl. No.	Designation of Post	Adminis-trative	Financial	Statutory	Others	Duties attached
1	District Emergency Officer	-	-	-	-	Rain fall report & other file work relating to Emergency Section.
2	Sr. Clerk	-	-	Maintenance of routine registers & files		Relating to drought, flood, cyclone, heat wave, starvation, hailstorm, rainfall etc.
3	Jr. Clerk	-	-	Maintenance of routine registers & files		Receipt, Issue, Stock & Store of relief materials with works District Red Cross Branch
4	Class IV	-	-	-	-	Delivery of Daks.

Note: Substantive powers and duties for each position may be defined.

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 I 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

Sl. No	Activity	Level of action	Time frame
1	To receive application and put a diary number	Counter Clerk	Same day
	To mark application to concerned Inspector
	To visit premises of applicant and verify the facts	Inspector	2-3 days
	To prepare report and submit to FSO		Same day
	To approve /reject application	FSO	1 day
	To prepare food card if approved and submit to FSO	Counter Clerk	Same day
	To sign and return card	FSO	Same day
	To deliver card to applicant	Counter clerk	Same day

Such charts may be prepared for major functions.

Flow process chart

1	Receipt of letters	Officer	On the same day subject to availability.
2	Marking of letters	- do -	- do -
3	Dairy	Handing over of daks to DAs.	- do -
4	Dealing Assistance	Maintainace of Log Book.	Same day in case of date line letters & within 3 days taking in to account the gravity of letters.
5	Reply drafting	D.As.	15 to 30 minutes each.
6	Information relating to letters	D.As.	As per requirement.

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

Sl. No	Activity	Time frame/ Norm	Remarks
	Diary of letter	3 minutes per letter
	Dispatch of letter	5 minutes per letter	Registered dak including entry in messenger book
	Typing job	30 pages per day
	Preparation of food card	50 food cards per day	Including entry in food card register
1	Dairy of letters	3 minutes per letters
2.	Issue	5 minutes per letters with submission to Central Dispatch.
3	Preparation of replies	3 to 5 letters for day in concerned file.

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

Sl. No

Name of the act, rules,

regulations etc

Brief gist of the contents

Reference No if any

Price in case of

priced publications

Orissa Relief Code

1. Relief & rescue operation during natural calamities such as cyclone, drought, flood, earthquake, hailstorm, fire, tsunami, landslide, cloud burst etc.

2. Sanction of ex-gratia due to death during natural calamities.

3. Sanction of financial assistances like HBA/ Sand-cast subsidy.

4. Forwarding of applications for CMRF assistances & disbursement of the same to the grantees.

As per provisions of Orissa Relief Code.

Orissa Records Manual

Routine registers & maintenance of files & registers etc.

As per provisions of Orissa Records Manual

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

Sl. No

Nature of Record

Details of information available

Unit/section where available

Retention period, where available

Ex-gratia case record

1. Ex-gratia case record No.4/05 Fire death of Mahura Naik

2. Case record No.5/05 sunstroke death of Chaitanya Pal.

3. C/R No. 6/05 sunstroke death of Bikal Behera.

4. C/R No. 7/05 sunstroke death of Balakrishna Jena

5. C/R No. 8/05 sunstroke death of Basanta Pradhan.

District Emergency Section

Till sanction.

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

Sl. No

Name and address of the Consultative Committees/bodies

Constitution of the committee/ body

Role and responsibility

Frequency of meetings

Dist. Level Natural Calamity Committee.

1. Collector &

Chairman

2. All Local MPs/ MLAs

3. All Dist. Level Line Deptt. Officers

4. All Dist. Level Officers.

5. All Sub-Collectors/ B.D.Os/ Tahasildars/ E.Os of U.L.Bs/

6. Chairman of Z.P/ P.S/ U.L.Bs/ N.G.Os

To suggest proposals for relief and rescue operation, implementation for smooth management of the works during natural calamities, enlighten local problems to commit and remedial measures thereof.

1.During February (Heat wave)

2. During May (Heavy rain & Flood)

3. During November (Crop cutting & assessment of crop loss & natural calamity)

District Level Scarcity Committee.

Dy. Director Agriculture/ E.E. L.I.Divn./ E.E. CESCO/ E.E. P.H.D./ E.E. RWS&S.

Review scarcity problem and precautionary measures to be taken.

As and when required.

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.

As per Government instruction in case of Drought / Drought like situation the Labour intensive works to be executed in drought prone areas should be in consultation with the Local MLAs / PRI Members as applicable.

Manual-8

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

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

List of boards, councils, committees etc.

Sl. No	Name and address of the body	Main functions of the body	Constitution of the body	Date of constitution
1	2	3	4	5

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.

No such Board, Council, Committees is functioning.

Manual-9

Directory of officers and employees

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

Directory

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)]

Sl. No	Name and Designation	Pay scale/Monthly remuneration
The above information may be supplied by Establishment Section, Collectorate, Dhenkanal

Note: Details about system of compensation provided in regulations may be given.

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

Nothing to report

Manual-12

The manner of execution of subsidy programmes

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

List of institutions given subsidy

Sl.

Name and

address of

the

institution

Purpose

for which

subsidy

provided

No of

beneficiaries

Amount

subsidy

Previous

years

utilization

progress

Previous years

achievements

Nothing to report

List of individuals given subsidy

Sl.

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

Nothing to report

Details of schemes under which subsidies are granted should be given.

Manual-13

Particulars of recipients of concessions, permits or authorizations granted

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

List of beneficiaries

Sl.

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

Nothing to report.

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.

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

IDRN data base available in website.

Relief & Rescue materials available with different agencies.

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	Information Counter
2	Website
3	Library
4	Notice board
	No information available

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

NIL

List of Assistant Public Information Officers

Sl. No

Designation of the officer designated as Assistant PIO

Postal address

Telephone No.

e-mail address

NIL

First appellate authority with in the department

Sl. No

Designation of the officer designated asfirst appellate authority

Postal address

Telephone No.

e-mail address

Demarcation of Area /Activities, if more than one appellate authority is there

District Magistrate & Collector, Dhenkanal

Collector, Dhenkanal P.O/Dist-Dhenkanal

(O)-225601

( R).226500

dm-dhenkanal@nic.in

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.

Dissemination of weather warning received from Indian Metrology Deptt. / Government Revenue Department to Sub-ordinate Offices for wide publicity and alertness.

Transmission of daily rainfall report and Weekly crop situation report to SRC/ Revenue Deptt. / R.D.C. (N.D.).

Emergency Section , Collectorate , Dhenkanal