AISBCEU(WB)

Revised Voucher Checking: Effort of AISBCEU

 M E M B E R S   A T T E N T I O N

DATE: 08.08.2016

Dear Comrades,

Recently, Our Union had a meeting with Sri.Sachin Kishore, Director [CBS] & Smt.Manju Pillai,  DDG [FS] at the Directorate during June/July-2016. In the meeting, I, Our Union CHQ President Sri.R.K.Tandon and Sri.Kesava Rao, AGS met the senior officers and discussed the CBS problems & given suggestion to reconsider the roll of SBCO particularly voucher checking and other issues VIDE Letter No: AISBCEU/CHQ/59 DT: 20.06.2016 & No : AISBCEU/CHQ/SBCO VOUCHER CHECK/66-2016 Dated 12.07.2016.

After our discussion, the FS section arranged a video conference with seven circles to analyze our proposals and now orders were issued - vide the addendum – II of SB-Order No: 14/2015 Dt: 04.08.2016, regarding change of Roll of SBCO in the backdrop of CBS implementation, it is stated that “ on receipt of references from various Circles and SBCO Associations. The competent authority has decided to replace the Annexure to the above said order. Revised annexure is attached”.

In this order,  ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II, 3. Overview of  work of SBCO

7

i) General check of vouchers ii) Checking of Vouchers with System Generated LOTs-  Rule – 11 & 15

i) Will be carried out as prescribed in Para 5. ii) Will be carried out as prescribed in Para 5 for the following type of vouchers:- (a) All Closure vouchers of all schemes. (b)  All RD & PPF Loan disbursement vouchers. (c)   All vouchers of Savings, PPF and SSA of the amount of Rs.20000/- and above for LSG and above offices and all vouchers of Savings, PPF and SSA in respect of other offices irrespective of any amount. d)   All new accounts opened vouchers for the amount of Rs.5 lakh and above.

In our SBCO wing, there is two Unions, one in the name of AISBCE Union with 70% membership & other one in the name of AIPSBCOE Association with 15% membership. Still now, the facts of two Unions are not clear to the higher officers at Directorate and Circle Offices. Hence, while issuing the ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II vide SB Order: 14/2015 Dt.04.08.2016, it is mentioned by mistake as Associations.

a.     Actually, AIPSBCOE Association did not take this voucher checking issue with Dte. Copy of their letter addressed to their GS is enclosed for your kind information.

b.     Our AISBCE Union had taken this matter with Directorate, the suggestions which were given in our Letter Dt: 12.07.2016 is approved with some changes as given above. The copy of our Union letter is enclosed for your kind information to compare it with Dte.orders.

c.      Now, the AIPSBCOE Association which is one of the sisters Union of NFPE wants to share our Union achievement as their achievement. In that case, if the Directorate mentioned as SBCO Association, then it is OK – instead it is mentioned as Associations [In plural] for which they thought that both Unions are Association, since the Directorate is not aware about the two Unions in SBCO wing. However, it will be taken with DDG FS to avoid such confusions in future.

       Hence, members are requested to go through the enclosed both Union/Association letters to confirm the true factor and our Union had written several letters to the Directorate with various problems after CBS and the same is published in the Union Website and Bulletins issued almost every month. Hence, all members are requested not to believe the false information of, AIPSBCOE Association. In the past three years, they have not achieved anything for SBCO staff. In case of any achievements, they may publish it in their website.

[P.A.MHATHRE, GENERAL SECRETARY]

  Below are the two documents for your clarification about the truth.

1.  AISBCE Union letter Dt: 12.07.2016

 2. AIPSBCOE Association. Dt: 11.06.2016   

     

ALL INDIA SAVINGS BANK CONTROL EMPLOYEES UNION

(Service union under Dept. of Posts)

CHQ UNION WEBSITE: http://www.aisbceu.blogspot.in/

[HQ-NO: B-105, JAY DWARAKA CHS LTD, NEW AYARE ROAD, DOMBIVALI [E], DT, THANE-421201

MAHARASTHRA  CIRCLE]

R. K. TANDON         PRESIDENT O/O CPMG, U.P.CIRCLE LUCKNOW-226001 CELL: 09415025900, 09616500831          Email: rakeshshobha@gmail.com

P.A.MHATRE GENERAL SECRETARY SUPERVISOR, SBCO MUMBAI CENTRAL HO-400008 CELL: 09819188067 Email: prakashamhatre@gmail.com

K.R.DESHMUKH TREASURER SBCO, AKOLA HO-444001 MAHARASTHRA CIRCLE CELL: 8485812990

No : AISBCEU/CHQ/SBCO VOUCHER CHECK/66-2016 Dated 12.07.2016

To,

Smt. Manju Pillai

DDG (FS)

Department of Posts

Dak Bhavan, Samsad Marg

New Delhi 110 001

            Sub : Proposal for revised norms for SBCO voucher checking with system ledger- Reg

Ref :      1. Rule amended vide D.G Posts letter No. 5-2/99-SB dated 5.3.2003

                                2. SB Order No. 14/2015 and subsequent letter No. 25-11/2016 – SB Dated  10/11.05.2016,  

                                 25.05.2016, 10.06.2016 and SB Order No. 05/2016 dated 21.06.2016

3. This union letter No : AISBCEU/CHQ/2015/62   Dated 25.06.2016

Respected Madam,

                This is regarding the new proposal for voucher checking under CBS scheme in all SBCO Units in continuation of our earlier proposal Dt: 25.06.2016. It is kindly requested  to consider it in view of the following difficulties caused to SBCO staff in implementation of SB order No. 14/2015 dated 19.10.2015 and subsequent letter No. 25-11/2016 – SB Dated 10/11.05.2016,  25.05.2016, 10.06.2016 and SB Order No. 06/2016 dated 21.06.2016.

1. This union had already explained to your good self that, as on today only 40% staff of the sanctioned strength is working in SBCO.  Since 1984,  there is no creation of posts and all the vacant posts due to retirement have not been filled up properly, but work load has increased three times and many schemes are launched. Most of the posts are abolished in ADR plan.

2. Still today MIS server is inaccessible most of the time and  day,  our man power is put in waste in these processes.

3. Due to shortage of staff in Post Office counter side the Divisional Heads have not provided SB SO staff to SBCO in most of the offices.  Despite the two repeated instructions issued by the Directorate vide SB Order: 14/2015 and 06/2016 with responsibility put with Divisional Heads to ensure that SBCO staff is comparing LOT generated through MIS server with the vouchers received from SO/HO. Wherever, there is shortage of staff in SBCO, necessary help should be provided from Post Office staff to SBCO (spared from SBSO branch) to complete voucher checking.  The entire orders on staff re deployment was not implemented and not redeployed the staff by the Divisional Heads, the Orders of Directorate is only a paper order. Comparing to work load a minimum of two to five PAs is required for every offices.

4. In spite of demand of this union for fixing the time factor in computerized environment there is no action at all.

                In this critical situation, the necessity arises to review the earlier order issued by the Directorate in connection with voucher checking vide Lr.No: 5-2/99-SB dated 5.3.2003 and reiterated the same in SB order: 14/2015 as given below:-

3.         Overview of Proposed work of SBCO – Voucher checking with system ledger copy

SL	PRESENT NATURE OF WORK	After implementation of CBS		Postal Manual of SB Control
7	General check of vouchers & checking of vouchers		Will remain continued as at present		Rule – 11 & 15

                At present, sufficient security has been provided in the CBS operation as given below:

1. Data security is provided in the main server and no one can access the data file.
2. At the end of counter transactions, a menu [HISCOD] will be operated to initiate Day end process, and later on in mid night, change of date menu will be initiated by the CPC, Chennai.
3. After the day end process of first stage, the consolidation for each scheme will be generated in Finacle production server [HFINRPT] and the same will be sent to SBCO along with vouchers.
4.  On receipt of returns from SB branch on the next working day with consolidation for each scheme and office, the SBCO PA will generate fresh consolidation of each scheme from Finacle production server [HFINRPT] and compare the print out received from S.Os with system generated consolidation.
5.  Both the consolidations should be tallied with SO Daily Account and SO Summary. Bundle of HO will be received from APM (SB) of HO Counter and amount shown in the consolidation should also be tallied with fresh consolidation generated from Finacle production server [HFINRPT] and HO Summary.
6. In the middle of the above process, i.e. after the generation of consolidation for SB category, in case of any irregular transactions by any officials,  the consolidation which was already generated after day end process will vary in the next day process at SBCO branch. Now, all the SBCO staff is alerted to cross check the figures of deposits and withdrawals between the consolidations generated from SB branch and from SBCO branch in every day morning.
7. SBCO staff should sign in each and every voucher after tallying with LOT generated through the system in token of having checked TRAN ID, Account number and Amount
8. In case of any discrepancy between the both consolidations of SB & SBCO branch or with SO Daily account/Summary, the same is not supported with copy of error book it should be reported  immediately by In-charge, SBCO to Divisional Head.
9.  In addition to the above security, our Union suggests that the revival of silent account process done at Head Office must be centralized in Circle level to obtain approval from CPC.
10. Under SB Order: 14/2015. It is stated that no manual   entry   in Passbook   is to   be  written   (except   default   fee/Rebate/TDS)     and pass books should be updated through Passbook printer only. But, this instruction is not followed in all HOs and the counter clerk makes the last transaction entry only in the Passbook with a reason that the passbook printer is under repair. In Post Offices, most of the depositors are illiterate and innocent and they may not be aware about their credits in their account. There is lot of chances for non-credits of the deposit amounts in their account due to non-operation of pass book printer.

In the above mentioned security options except the last two cases mentioned in (i) & (j), the SBCO branch has taken more care with consolidation and 100% LOT checking with account no, TRAN ID, Account number and Amount in r/o all schemes. Now the noting of DLT/BAT is withdrawn. Hence, the voucher checking work with system mentioned in earlier order No. 5-2/99-SB dated 5.3.2003 may be withdrawn, instead the following checks may be considered as given below:

CATEGORY	DETAILS OF VOUCHER CHECKING              FOR HO/SO
SB [Noting of DLT & BAT in VRs are withdrawn]	All Closures/withdrawals of Rs.25000/- & above All transactions having over corrections either in amount &account no
PPF/NSS	All Closures/withdrawals of Rs.25000/- & above All transactions having over corrections either in amount &account no
TD	All closures All transactions having over corrections either in amount &account no Yearly interest need not be checked , since annual interest is automatically generated in the system and already interest table have preloaded in the system
MIS	All closures All transactions having over corrections either in amount &account no Monthly interest need not be checked, since rate of interest is already preloaded in the system and the annual interest will be generated automatically.
RD	All part withdrawal and  closures All transactions having over corrections either in amount &account no Refund of interest, interest recovered on defaulted installments or on withdrawals repaid and rebate paid on advance deposits need not be checked since it is automatically generated in the system.
SCSS	All Closures All transactions having over corrections either in amount &account no Quarterly interest need not be checked, since rate of interest is already preloaded in the system and the quarterly interest will be generated automatically.
SSA	Withdrawal, pre-mature closures/closures All transactions having over corrections either in amount &account no

    Since the interest is preloaded in the system for all categories, the checking of monthly/quarterly/annual interest and closure calculation is not necessary for all closures of all categories. The other checks of Principle amount and routine check will be carried out.

                     Since, the noting of BAT/DLT was withdrawn, the above prescribed checks are sufficient. The intention of the CBS is to maintain the paperless office and avoid duplication work. Hence, the preparation of LOT in HO/SO was withdrawn and the SBCO staff is directed to check the vouchers with the LOT generated from system. Just like, it is necessary to change the voucher checking process also, for example the monthly interest for MIS category is automatically generated in the system. Just like, the RD deposits will be the same for the next 60 months. 

                This union therefore requests your good self to consider the proposed revised norms and order revised checking of vouchers, otherwise there will be mess in the work for which SBCO staff should not be held responsible in the absence of in-sufficient staff and acute shortage position in all SBCO branches.             Thanking you, Madam.

 (P. A. Mhatre, General Secretary)

 

Letter of No. AIPSBCOEA /HQ /02 / 2016                      Dated : 11.06.2016 

 To

Comrade VIRENDRA TEWARY,

General Secretary,

All India Postal SBCO Employees Association,

1^st floor, North Avenue Post office building,  New Delhi 110 001. 

Dear comrade,

Sub: Working procedure of SBCO in CBS environment – Harassment of SBCO cadre -reg

Ref: SB orders, instructions issued by the DTE on CBS working procedure.  

            Our Circle Association wants to record its anguish over the issuance of SB orders / instructions by the DTE which severely affects entire SBCO cadre. 
             With around 40% shortage of staff in SBCO cadre, our staff are striving hard to complete their day to day works but not considering the ground realities, DTE is going on issuing various orders / instructions for SBCO for working in CBS environment. 
             In every order so far issued, DTE categorically directs the Administration down to the Divisional level to provide adequate staff from operative side to SBCO which is not at all carried out by most of the Divisions. In the latest instructions issued on 10.06.2016, DTE   changes its tone from providing staff to SBCO to request the Divisional Head to provide help to SBCO as though we are from outside the Department of Posts. The DTE actually does not recognize our Role in safeguarding the interests of Govt as well as Public money at large. Hence, they intend to issue various orders which are practically not possible to carry out by SBCO. Hereunder is some of the examples. 

1     1. In SB order 14/2015 dated 19.10.2015, orders issued on checking of LOT (viewed from Finacle) with  respect to voucher, General checking and checking of vouchers will continue as at present. Another important change is preparation of consolidation journal of all schemes directly by SBCO 

 2.      Vide para 2.5 of SB order 14/2015, responsibility of tallying vouchers with LOT shown in the system is entrusted with Counter PA and Supervisor of Post office.           
         By this order, SBCO officials are working hard to generate consolidation, LOT for tallying and checking the vouchers from the time old computer systems and peripherals that are not commensurate with the technology used for Finacle. Barely for few minutes in a day , the Finacle server opens but almost no report could be generated. Exceptionally if generated, the same could not be viewed in Finacle.  We are compelled to work without proper training in this situation but when a fraud is unearthed, the Administration immediately questions SBCO officials without going to the officials who are directly responsible for the commitment of fraud and officers who are responsible for monitoring the proper functioning of offices in CBS Finacle.

Suspension of innocent SBCO official in connection with fraud in Karaikudi HO is one of the worst example for this. 

             In this situation, DTE has issued another set of directions as “ Further steps to be taken to prevent frauds in CBS offices “vide memo no. 25-11/2016-FS-CBS dated 19.06.2016 which added fuel to the fire. 


 Point no.7 in this order speaks  “SBCO staff should sign in each and every voucher after tallying with LOT generated through the system in token of having checked Trans ID, Account no. and amount”.  Point no.8 in this order speaks “ SBCO should also see the value date in LOT and if any value date of more than 3 days of the LOT date is used, objection should be raised if no error book entry of approval of competent authority is not attached with the vouchers”. 
 These points 7 and 8 are quite contrary to the orders issued in SB order 14/2015. Considering the point no 7 and 8 as mentioned above,  we can not understand 
 1.What role is entrusted to the Supervisory officers such as  SPM / APM of operative side for the transactions in CBS offices then

2.Whether SBCO is  continuing as audit wing of DOP or becoming the operative staff of DOP. 

 Carrying  out the instructions contained in point 7 and 8 is humanly not possible as 
 1.      One PA SBCO has to check around 600 transactions in a day in respect of Trans ID, value date , Account no. and amount with respect to the  LOT viewed from Finacle from  MIS server which could not be opened  in almost all the time in a day or if  generated, report could not be viewed practically.  Besides, one PA SBCO has to do other works such as generation of Consolidation of  schemes and to tally with SO daily account, SO summary and HO summary, General check of vouchers etc., 
 2.      As per instructions contained in para 4 of  DTE order 25-11/2016-SB dated 11.05.2016, “SBCO should first tally vouchers of old / pending dates whenever MIS server access is available”. This clearly indicates how MIS server opens and admission of Department on the inadequate access of MIS server.  With this major handicap, Department instructs SBCO officials to check all the transactions and sign every voucher which is humanly impossible. 
 For the best implementation of CBS, we suggest

1.To entrust the primary work of generation  of consolidation of all schemes from Finacle software and to tally the figures with respect to SO summary and HO summary  with the SOSB group of HO and forwarding to SBCO as in earlier practice since continuance establishment of SOSB group at HO is inevitable by the orders issued on 10.06.16 

 2.In order to curb fraudulent activities, Mobile no. of depositor or one of the person authorized by depositor  can be incorporated in the CIF ID of each depositor so that SMS alert shall be sent after every transaction. If need be, charges shall be levied for this from depositor.  

Our Circle Association declares that while we, the SBCO officials, are ready to

render 100% co- operation to the Administration for the successful implementation of CBS Finacle in all the Post offices, we request our GS to putforth the following to the Administration for consideration and orders. 

 1.   Workout correct Time factor for each and every work of SBCO  and ensure providing adequate man power based on this.

2.      Provide computer systems that meet over the functioning of CBS Finacle software

3.      Provide adequate practical training to all SBCO officials including Supervisory cadre

4.   Change the Administrative control of SBCO from Divisional Head to the Regional DPS with the sub-ordinate control of AO ICO SB

5.      Absolve SBCO officials from the frauds committed by the operative staffs and others 

Our Circle Association sincerely appeals to our General Secretary to take up the issue with Directorate and do the needful at the earliest.  

Asst.General Secretary