Centralisation of SBCO:
ALL INDIA SAVINGS BANK CONTROL EMPLOYEES UNION
Dear Comrades,
In response to our Union request to send your comments &
suggestions regarding the Recycling of SBCOs workshop, I have received so many
suggestions from you all through email and whats app. I appreciate your efforts
and it is come to understand that every one of you are suffering in present
setup and everyone wants accounts cadre set up under the control of Director of
Postal Accounts/Senior Accounts officer to discharge our auditing duties without
any intervention as an auditor.
In this regard, the Directorate has planned to
form a ten members committee including our General Secretary Sri.B.B.Sharma and Sri.Kesava Rao, AGS,
Sri.N.Sivakumar, ACS, Sri.Sanjeev Shawla, Delhi Circle, Sri.Davinder Singh,
Jaipur and Sri.Murali to discuss the
following agenda:-
1.
Centralization of SBCO either at Regional level or Circle level
2.
Redefining the SBCO works
3.
Prevention of frauds
4.
Up gradation of single handed SOs as double handed SO
5.
Revival of silent account process
6.
Centralized vigilance team
7.
Revised patter of AO [ICO] inspection
8.
Quadruplicating of SB work BO, SO, HO and DAP
9.
Implementation of CSI/FSI
10. Concurrent /Internal
audit as being followed in Banks
11. Preservation of vouchers
and follow up action for cashless transactions
12. Regarding some changes in
the present CBS role.
Importance
of centralization of SBCO work at Regional level.
After CBS,
the following are the main work of SBCO staff
a.
Receipt of vouchers and
checking
b.
Preparation of
consolidation
c.
LOT checking with MIS
server
d.
Raising of objections in
case of irregularities
In
the present set up, even after CBS, more
number of frauds is happening with the helf of local Head of offices and
Divisional Heads, the main reason, the staff of SBCO could not discharge their
auditing work properly with free mind and acute shortage of manpower. Since
they are working under the control of Postmaster and Divisional Heads, they
have to obey their directions during their performance of auditing work i.e.
frankly speaking the SBCO staff should not raise any irregularities and
objections, but in case of frauds, they have been ordered for recovery.
Hence,
in view of proper auditing performance to avoid frauds, it is necessary to
bring all the SBCO staff under one control of Accounts cadre officers at
Regional level and they must be allowed freely to discharge their auditing
works and identify the irregularities then and there immediately.
And
also, after formation of SBCO cadre in 1964, there is no major change in SBCO
setup. Now, almost CBS is implemented more than 99% of HOs/SOs, so that it is
necessary to change the paten of SBCO due to
the importance of Technology & vigilance and condition of staff
shortage.
In
this connection, our Union has given the following proposals to the committee
for review and final conclusion.
PROPOSALS TO THE SBCO RECYCLING
WORKSHOP – CHENNAI 30 & 31.05.2017
1.
Centralization
of SBCOs at Regional level under the Controlling authority from account cadre
Centralization of SBCOs - The main nature of work of SBCO is auditing
the SB transactions and in the present set up the SBCO staff could not attend
their auditing work independently and they have to work with the direction and
expectation of the Postmaster and Divisional Heads.
The following are suggested for
centralization of SBCOs.
a. All the SBCOs are to be centralized
Regional level under the control of Senior Accounts Officer /Director of Postal
Accounts..
b. Then only they could discharge their
auditing works properly and the frauds could be avoided
c. After centralization, some clusters
may be formed with 2 to 3 HOs as one cluster and the staff may be rotated once
in a year from one cluster to another cluster within Regional level.
d. Centralization of Circle level could
not be possible, since one problem is accommodation and another major problem
is preservation of records at one place is not a safety one.
e. The status of SBCO PAs must be
changed as Auditor as given proposal earlier for Cadre Restructure.
f.
Until
CSI/FSI, the daily sub account summary scan copy should be send to the
Centralized Unit by the Postmaster to cross check the consolidation journal.
After CSI/FSI, it is not necessary for which the consolidation journal will not
be necessary.
g. It is possible to make the
centralized Unit as a paperless Unit
2.
Cadre
Restructure – Creation of cluster and Supervisors [LSG, HSG I & II and NF
HSG-I} as per the norms vide Dte.Lr.No: No. 29-2/78-PE-I dated 16-1-1979 and No. 29-2/80-PE-I dated 30-8-1980
with change of designation as Auditor as given below:
PA - Junior Auditor [Entry level]
LSG - Senior Auditor – Grade-II [Grade
Pay-2800]
HSG-II - Senior Auditor – Grade I [Grade
pay-4200]
HSG-I - Chief Auditor [Grade pay-4600]
NF HSG-I - Section officer - [Grade pay-4800]
3.
After CSI/FSI, what is the roll of SBCO [ No
statistical return, cash agreement , Interest calculation and voucher checking]
4.
Sufficient
staff – Fill up all vacant post & redeployment of PAs from General line
5.
Time
factor for CBS work should be defined
6.
Preparation
of consolidation – may be discontinued after CSI & FSI
7.
Cash
book checking with consolidation journal figure - may be discontinued after CSI
& FSI.
8.
Other
than KYC, separate SB-3 should be obtained from the depositor for each scheme
and the same should be attached with closed voucher.
9.
The
daily SB transaction vouchers are sent to Centralized Unit directly instead of
Head Office
10. At present, in most of the Post
offices, the Pass book entry is being done by manual. It is one of the major
reasons for happening frauds. In nationalized banks, there is no manual entry
in the pass book other digital entry. In post office also, necessary action has
to be made for printing entry of the passbook by providing sufficient passbook
printer. Whenever asking in the counter, the only reply is pass book printer is
under repair and they make manual entry.
11. The fund transferred to the sub
offices from HO must be monitored by the Postmaster or Supervisor particularly
cheque payments, since in Coochbihar SO at West Bengal, it is not monitored by
the Postmaster and the Postmaster had given pressure to the SBCO staff to avoid
raising objections. After overruling the direction of Postmaster, the SBCO
staff raised objection, so that only the officials retired peacefully and got
pension benefits.
12.
Checking of vouchers with LOT view of Finacle server – while checking of 100% with LOT &
vouchers, signing of all vouchers
for having the check of TRAN ID, A/C number and amount is not necessary,
since it took long time process and will make confusion with sign for
percentage voucher checking. The signing
of vouchers for the verification with LOT may be withdrawn, since it is no
purpose while it is referred for 100% LOT checking
a.
In
all SBCOs, due to acute shortage of staff, it is not possible to keep the
voucher working into current position.
b.
After
CBS, the increasing work load has not been managed by diverting the surplus PAs
from SOSB branch, instead the surplus PAs are utilized in some other branches
of General Line.
c.
Unless
the percentage of voucher check will be changed, divinity this checking work
will be in arrears likewise ledger agreement in all SBCOs.
d.
The
following changes have to be made in the voucher checking to reduce the work
load and also to simplify the voucher checking
|
Category
|
Present checking
|
% of checking to be changed
|
|
|
SB/PPF/SSA
|
Vouchers of Rs.20000/- and
above for LSG and above offices
&
All vouchers for below LSG offices irrespective of amount
|
Vouchers of Rs.50000/- and above for LSG
and above offices
&
All vouchers for below LSG offices irrespective of amount
|
|
|
RD
|
All withdrawals
|
Withdrawals not necessary, since data is protected.
Closure only is sufficient
|
|
|
MIS/TD/SCSS
|
All
new accounts opened vouchers
for the amount of Rs.5 lakh and
above.
|
Same
|
|
|
ALL
CATEGORIES
|
ALL CLOSURES
|
|
|
|
|
VOUCHERS / CATEGORY
|
SB - 103
|
SB - 7
|
SB -
7A
|
|
DEPOSIT
|
WITHDRAWAL
|
CLOSURE
|
|
SB
|
Vouchers of Rs.20000/- and above for LSG and
above offices
&
All vouchers for below LSG offices irrespective of amount
|
ALL
|
|
PPF
|
Vouchers of Rs.20000/- and above for LSG and
above offices
&
All vouchers for below LSG offices irrespective of amount
|
ALL
|
ALL
|
|
SSA
|
Vouchers of Rs.20000/- and above for LSG and
above offices
&
All vouchers for below LSG offices irrespective of amount
|
ALL
|
|
RD
|
NIL
|
ALL
|
ALL
|
|
MIS
|
All new accounts opened vouchers
for the amount of Rs.5 lakh and above.
|
NIL
|
ALL
|
|
TD (ALL)
|
All new accounts opened vouchers
for the amount of Rs.5 lakh and above
|
NIL
|
ALL
|
|
SCSS
|
All new accounts opened vouchers
for the amount of Rs.5 lakh and above
|
NIL
|
ALL
|
|
v SBCO PA WILL PLACE
HIS/HER FULL SIGNATURE ON EACH VOUCHER CHECKED WITH SYSTEM
GENERATED LOT. [Proposal is given to withdraw the signing voucher since it is
being done for 100% vouchers]
v NO NEED TO MAINTAIN SEPARATE
VOUCHER CHECKING REGISTER
v
CHECK & SIGN THESE ABOVE PERCENTAGE VOUCHERS
ONLY & NEED NOT BE SIGNED ALL VOUCHERS
v
GENERAL CHECK OF
VOUCHERS – NEED NOT BE SIGNED
|
|
|
|
|
|
|
|
|
14. VOUCHERS BUNDLES & PRESERVATION – It should be classified as Two bundles one for
closures and other one for all remaining vouchers. The preservation of vouchers
may be reconsidered as given below due to insufficient accommodation in all HOs
a. All closed vouchers - Preservation period 5 years
b. All the remaining vouchers -
Preservation period 2 years [
Since data is stored in the main server, the preservation period may be reduced
as 2 years]
c. After centralization of SBCOs, one record office may be identified at
Regional level with the provision of record keeper.
15. Raising Objections and settlement - After raising objections, it will be brought to the notice
of Postmaster for further action and settlement. In case of more than three/six
months, it will be brought to the notice of Divisional Heads/Regional PMGs. The
period of intimation may be reduced as 2 months for Divisional Heads and 3
months for Regional PMGs to avoid abnormal delay in the settlement. In addition
to, the SPMs of sub office may be trained and put the responsibility to take
immediate action for settlement on receipt of OMs from the Postmaster
concerned.
16. Preparation of Interest Statement – Only very few sub offices less than 2 or 3 % are not
connected with SIFI network, so that the interest statement calculation has to
be done through sanchay post separately. These sub offices may be downgraded as
EDSOs and attached with nearby sub offices. The SB accounts of these sub
offices may be migrated in advance and the daily SB transactions may be
uploaded nearby sub offices. After the SIFY network, the EDSO may be upgraded
as sub office to function independently.
Due to this process, separate consolidation and manual entry in the
consolidation journal is not necessary. This process is already stated in AP
Circle.
17. Statistical Register - Will be
discontinued after CSI & FSI
18. Revival of Silent accounts – The recent frauds wee happened through the revival of
silent accounts, the main reason the Head of the office is permitted to revive
the silent account with their limited process. The only option to avoid frauds,
the revival should be done either at Regional level or Circle level, for which
the Postmaster should forward the revival application after the scrutiny of
routine process and it should be forwarded to the Region/Circle for approval
with revival sanction number automatically generated exclusive of Silent
account Revival. Due to this auto generation number, there may be no chance for
fraudulent revival.
19. Up gradation of all single handed sub offices as double handed office – In the CBS system, the checker
concept needs minimum two users, so that all the single handed SOs may be
upgraded as double handed sub offices by merging the nearest Sub office. In the
cadre restructure, all the double handed sub offices will be manned by LSG
Supervisor. And also, in preventive action of frauds, as a single official, the
frauds could be done easily since there is no other possibility for second
check. Om case, if the sub office is essential in that area, one BO may be
retained.
20. Circle/Pairing Units – Since more than 97% post offices are migrated with CBS, there is no
question of transfer. For the remaining offices also, it may be attached with
nearest sub offices ager migration of SB accounts to CBS. At present, the
Pairing Units are functioned with the same strength of staff to attend the
pending work. A Regional level or Circle level workshop may be arranged with
the Supervisor, SBCO and all the pending cases may be settled on the spot
itself. Justlike, in case of any pending with Central Pairing Unit, an all
India workshop may be arranged by calling all the Circle Pairing Unit Supervisors
in one spot. The PAs of the pairing Units may be redeployed with the needy
SBCOs.
21. Centralized Team of vigilance squad at Regional/Circle level – The team will review the heavy
amount of withdrawals and new accounts under the head of AAO with 4 auditors.
This team will review the heavy withdrawals, if necessary they may visit the
sub offices surprising for verification.
22. Periodical Inspection of AO [ICO] – After CBS, the present inspection method is not necessary
since almost all the offices are migrated with CBS. The inspection
questionnaire may be changed as one day inspection for all sub offices in
random basis and two days for Head offices.
23. Increasing work load in SBCO after CBS – most of the administrative officers are feeling
that the quantum of work is reduced after CBS, but it is not genuine.
a. The LOT checking with vouchers is
laborious process to check the same with system by scrolling the screen will
create eye pain with head ache. It is genuine and now most of the SBCO staff is
suffering with eye power and they are wearing eye glass for vision.
b. In the LOT screen, there is no check
box for cross check the vouchers to find out the omissions.
c. Now the percentage check of vouchers
is being increased, the SBCO has to check all vouchers of sub offices below LSG
level i.e. more than 60 % of SB transactions.
d. Most of the sub offices, the staff
strength is less than 50 to 60% and the work load is increased due to non
creation of post.
e. The no of accounts should be compared
with the last 10 years figures and now it is being increased three to four
times due to opening of more number of accounts with so many schemes and
special drives, but the staff strength is not increased or created.
f.
If
the Certificate work will be merged, the department has to face a serious
situation with lot of arrears in auditing work.
24. Suggestion for the prevention of frauds –
a. The Aathaar number must be registered
in existing and new accounts to identify the address of the depositor in case
of any frauds.
b. Now, most of the depositors are
having Cell Phones, so that their numbers or relative cell numbers have to be
registered compulsory and the SMS message must be sent to the depositor for
each and every transaction.
c. In sub offices particularly in rural
areas, the depositors pass books are retained at sub office itself, the
depositor has never seen the pass book for which the depositor is having full
trust with the SPM and they are paying and getting money only. Other than
closure, no pass book should be retained at sub office to avoid frauds.
d. All the withdrawals must be made
through ATMs. The department has to take action to supply ATM cards. Due to SMS
alerts, the depositor could ensure their credits and debits transaction.
e. Due to the digital cash less
transactions, there will be no frauds and also, the no paper vouchers will also
be reduced and the accommodation of vouchers will also be reduced.
f.
Ensure
the correct SQL user login, the DSM or one of the official may be authorized to
ensure the correct login.
g. All the single handed sub offices
must be upgraded as double handed SO to ensure the second user check.
h.
The
present auditing system is not safe, since the SBCO staff could not attend
their audit work liberally and they could not raise the objection properly due
to the intervention of Postmaster and Divisional Heads. The SBCO cadre must be
centralized under the control of accounts cadre DAP.
This proposal is submitted with vigilance motive
to make the Department with 0% frauds of SB transactions and improve the
efficiency of SBCO branch auditing work. This centralization proposal will not
incur any additional cost to the Department.
Thanking you, Sir.
Yours
faithfully,
Date:
29.05.2017 [BHARAT.B.SHARMA,
GENERAL SECRETARY]
