Divisional office functions

1. Divisional office functions An overview

2. Introduction • Divisional office is the administrative office of the Superintendent/Sr. Superintendent of RMS • Controls the Railway Mail operations of the RMS Division • The head of the division is assisted by supervising officers and office assistants in administering the division

3. List of branches in D.O • Staff branch – B branch • Establishment – C branch • Sorting – D branch • Buildings & Accommodation – F • Mails – G • Accounts – J • Investigation (Inquiry) – K • Complaints • Inspection • Union • Stock – II • Miscellaneous – Z • Despatch Rule 637 of PO Manual Vol II

4. Supervising officers • ASP (HQ) i.e. ASRM (DO) – • supervises all branches • General office management

5. Introduction to branches

6. Staff • Maintains the personal files of • SSRM/SRM, ASPs, Inspectors and other supervisory and clerical staff • Processes leave application of these cadres and issues leave memo • Maintenance of rosters • Maintains Gradation list of the division for the divisional cadre up to SA, Mail Guards, Mailmen, GDS Mailmen (if available) • Processes the recruitment of SAs and calculates vacancies thereof • Processes the transfers of divisional cadre staff • Processes the retirement cases – voluntary and superannuation • Processing Rule 38 cases • Processes resignation • Processes promotion and co-ordinates DPC • Processes cashier appointments and follows up securing FG bond • Processes small family norm cases • Processes review of service of officials completing 50 years of age and 30 years of service • Assists the divisional head in conducting various examinations • Timely Submission of relevant reports and statements to RO/CO

7. Establishment (Revision) • Maintenance of establishment register for all posts • Periodical review of establishment of Mail Offices / Sections / TMOs / HROs / SROs / ROs • Review of temporary posts if any • MDW approval • Abolition and creation processing posts / offices • Review of the allowances of GraminDakSevaks (if any) • Change of jurisdiction of subdivisions • Timely Submission of relevant reports and statements to RO/CO

8. Buildings & Accommodation branch • Periodical maintenance of buildings through railway / civil / electrical wing • Processes allotment of staff quarters • Maintaining register of rented / departmental / railway buildings / rest houses • Periodical follow up of expiry of lease of rented buildings • Processes FRAC cases • Review of Mail Van accommodation • Verifies the bills relating to buildings and processing for book adjustment in respect of bills for railway buildings • Follows up court cases relating to lease, encroachment etc., • Timely Submission of relevant reports and statements to RO/CO

9. Accountant • Control over expenditure • Maintains budget statements • Processing of claims – TA, LTC (permission also), ROMC, OTA, honoraria and incentives • Attends to audit inspections and submits compliance to Audit Inspection Reports • Processes pension cases • Countersignature of NPC bills • Conducting Pension Adalat and follow up of issues • Timely Submission of relevant reports and statements to RO/CO

10. Investigation (Inquiry) & Complaints • Maintenance of fraud and loss register • Maintenance of Punishment register • Maintenance of suspension and POD register and periodical review of the cases • Monitoring of Investigation in fraud cases • Settlement of claims if any • Processing major and minor penalty proceedings and inquiries • Processing appeals and petitions • Review of Daily Reports of HSAs / ROs & Dairies of IP / ASPs • Follow up of criminal cases • Dealing with the complaints of customers • Handling of web based customer grievance handling • Timely Submission of relevant reports and statements to RO/CO

11. Sorting & Mails • Review of Mail & Sorting arrangements • Issue of DMSL and NHB to mail offices / sections • Maintenance of updated sorting lists • Implementation of arrangements ordered in MSOs / SMOs / RO Memos & updating of DMSL • Issue of Due bag / LB statements • Follow up of contractual MMS mail contracts • Monitoring of Mail Movement • Review of Weighment system • Calculation of Mail Subsidy of Railways • Timely Submission of relevant reports and statements to RO/CO

12. Inspection & Union • Approval of inspection programs • Maintenance of inspection register and follow up of the programs • Review of IRs and follow up of compliance • Official language implementation • Dealing with the issues of welfare, unions / associations • Timely Submission of relevant reports and statements to RO/CO

13. Stock(J) • Maintenance of stock & stock register and history sheets of various machines • Local purchase and supply of sundry items • Asset register updation • Inspection vehicle (if any) – maintenance, consumables • Disposal of old records and scraps • Timely Submission of relevant reports and statements to RO/CO

14. Miscellaneous & Despatch • Dealing with the issues like RTI not covered in other branches • Despatch of mails • Timely Submission of relevant reports and statements to RO/CO

15. Business development • Monitoring implementation of guidelines • Follow up of achievement of targets on BD products • Submission of periodical statements

16. Technology branch • Maintenance of technology infrastructure • Follow up of AMC • Supply of consumables • Follow up of technology implementation • Follow up of continuity of operations