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Abbreviation

ShortForm FullformAAY AntyodayaAnnaYojanaACNote AcceptanceNoteACH RiceforAdrutChildrenHomeACSO AssistantCivilSuppliesOfficerADM AdditionalDistrictMagistrateARcumACNote AnalysisReportcumAcceptanceNoteAP AnnapurnaAPL AbovePovertyLineARCS AssistantRegistrarofCooperativeSocieties

BC BulkConsumer(InstitutionalConsumerslikeST/SCHostels,Jail,SportsHostels,SC/STHostelrunbyNGOetc)BC BankersChequeBDO BlockDevelopmentOfficerBMC BhubaneswarMunicipalCorporationBPL BelowPovertyLineCMR CustomMilledRiceCollector CollectoroftheDistrictCSO CivilSuppliesOfficerCSOcumDM CivilSuppliesOfficercumDistrictManagerCWC CentralWarehousingCorporationDC DeliveryCertificateDD DemandDraftDDS DealerDepositSlip(ofFPSRetailers)DLLP DistrictLevelLiftingPlanDM DistrictManagerofOSCSCLtdDPO DistrictPanchayatOfficerDRCS DistrictRegistrarofCooperativeSocietyDSC DepartmentalStorageCentreDSS DepartmentalStorageSystemDSWO DistrictSocialWelfareOfficerDWO DistrictWelfareOfficerEO ExecutiveOfficer(ofUrbanLocalBody)FCI FoodCorporationofIndiaFPS FairPriceShopFPSACNote FairPriceShopAcceptanceNoteFS&CWDepartment FoodSupplies&ConsumerWelfareDepartmentFSD FoodStorageDepot(ofFCI)FY FinancialYearGP GramPanchayatGPcumACNote GatePasscumAcceptanceNote(forBulkConsumers7C)

GPcumDNGatePasscumDispatchNote(fortransportofRice/SugarfromoneDepottoanother5A)

GPcumTP GatePasscumTransitPass(fortransportofPDSitemtoFPSRetailers)

ShortForm FullformGRS GramRojagarSevakH&TC Handling&TransportContractorIS InspectorofSuppliesJS JoganaSahayak(SupplyAssistant)

KBKUndivideddistrictsofKalahandiBalangirKoraput(KBK)Districts[now8DistrictsofKalahandi,Nuapada,Balangir,Subarnapur,Koraput,Nawrangpur,Malkangiri,Rayagada]

KMS KharifMarketingSeasonLAMPCS LargersizeAgriculturalMultiPurposeCooperativeSocietyLO LiftingOfficerMD ManagingDirectoroftheOSCSCLtdMFPS ModelFairPriceShopMI MarketingInspectorMIS MonitoringInformationSystemMV MobileVanschemeofOSCSCLtdMVI MotorVehicleInspectorNEFT NationalElectronicFundTransferNFSA NationalFoodSecurityAct2013NGO NonGovernmentalOrganizationNREGS NationalRuralEmploymentGuaranteeSchemeNSBTGunny NewStandardBTwillGunny

OPDSControlOrders OdishaPublicDistributionSystem(Control)2008andOPDS(Control)AmendmentOrder2013OSCSCHO OdishaStateCivilSuppliesCorporationLimitedHeadOfficeOSCSCLtd OdishaStateCivilSuppliesCorporationLimitedOSWC OdishaStateWarehousingCorporationPACS PrimaryAgriculturalCooperativeSocietyPDS PublicDistributionSystemPEG PrivateEntrepreneurs GuaranteePI ProcurementInspectorPLAccount PersonalLedgerAccountPoA PowerofAttorneyPRI PanchayatiRajInstitutionPVReport PhysicalVerificationReportRC RationCardRCMS RationCardManagementSystemRDP RiceforDifferentlyablePerson

RN ReceiptNote(issuedbydepotasacknowledgementofreceiptofstockincaseofDepottoDepottransfer5B)RO ReleaseOrder(forRice2C)RORC RiceforOliveRidleyConservationRR RailwayReceiptissuedbytheRailwayGoodsShedRRC RiceReceivingCentreRRCcumDSC RiceReceivingCentrecumDepartmentalStorageCentreRTO RegionalTransportOfficerSAcumDEO SalesAssistantcumDataEntryOperatorSAcumGA SalesAssistantcumGodownAssistantSCMS SupplyChainManagementSystemSLHTC StateLevelHandling&TransportContractor

ShortForm FullformSLLP StateLevelLiftingPlanSMS ShortMessagingServiceSRC SpecialReliefCommissionerST&SCHostel ScheduledTribe&ScheduledCasteHostelSZD SugarZonalDepot

TC TransitChallan(issuedbyCustomMillerfortransitofRicefromMilltoRRC/RRCcumDSC/FCI6A)UC UtilisationCertificate

ULB UrbanLocalBody(includesNAC,Municipalities&MunicipalCorporation)VR VerificationReportW.I. WelfareInstitutionWFP WorldFoodProgramme(ofUnitedNations)WLC WagonLoadingChartWSHG WomenSelfHelpGroup

Concepts&Usage

Subject DefinitionAnalysisReportCumAcceptanceNotecumofCustomMilledRice(CMR)

It is a document of transaction and is generated by the receivingdepot on acceptance of CMR from the customMiller after qualitycheck&weighment.

AuthorizationLetterforBulkConsumers

The Head of the Bulk Consumer Institution issues the letterauthorizingtheperson/officialwholiftsthestocksfromtheRRCcumDSConproductionoftheletter.

BulkConsumer(BC)depositSlip

It is a document which is used by the BC at RRCcumDSC forprovidingdetailsaboutthecommoditiestobe lifted,costdepositedand for receiving acknowledgement from the Depot against thedeposit.

CMRTransitChallan Thedocument ispreparedby theCustomMiller for transitofCMRfromMilltoDepot(RRCorFCI)onechallanforonevehicle

DC

DeliveryCertificateisadocumentgeneratedbytheDistrictOfficeofCSOcumDMon thebasisofVerificationReportof theMillby theAuthorized Officer. It is issued to a CustomMiller for delivery ofmilledriceatthedesignatedDepotofFCI&OSCSC.ItisalsoissuedbytheDistrictrepresentativesorotherStateagencies.

DD/BC/PO/NEFT ThesearethemodeofdepositfacilitatedfortheFPStodepositcostoffoodgrain&sugar.

RetailerDepositSlipThe Slip is a document which is used by FPS at RRCcumDSC fordetailing the commodities to be lifted, cost deposit details andreceivingacknowledgementfromtheDepotagainstthedeposit.

DistrictLevelLiftingPlan(DLLP)Rice

Theplan ispreparedbytheDistrictOSCSCOfficeonamonthlybasisforintradistricttransferofstock&receiptoninterdistricttransferofstock.

Driage LossofweightduetodryingofMoistureContentingrain(paddy)

DSC/RRCcumDSC

The depots used by theOSCSC Ltd at strategic locations(usually atBlock level for storage of foodgrains) are termed DepartmentalStorageCentre (DSC) or RiceReceivingCenter cumDepartmentalStorageCenter(RRCcumDSC).

DSSGovernment entrusted OSCSC Ltd with the responsibilities ofhandling,storageandissueofPDSstockstoFairPriceShopandthusitwascalledDepartmentalStorageSystem.

FIFO

First In First Out As grain is prone to weight loss & qualitydeteriorationincourseoflongstorageduetomoisturecontentinitthereby forming heat inside stacks, it is pertinent for a Depot toadopttheprinciplewhileissuingstocksoffoodgrainonFIFObasisi.e.Stockreceivedfirsttobeissuedoutfirst.

FPSAcceptanceNote Thedocumentis generatedbythedispatchingdepotonissueofstocktoFPSonwhichtheFPSacknowledgesreceiptofstock.FinancialYear(FY) 1stofAprilto31st ofMarch.GatePasscumAcceptanceNote(forissueofStocktoBulkConsumers)

ThedocumentisgeneratedbythedispatchingdepotonissueofstocktoBulkConsumer.

GatePasscumTransitPassforlevelII

ThedocumentisgeneratedbythedispatchingdepotonissueofstocktoFPSfromRRCcumDSC.

GatePasscumTransitPass Thedocumentisgeneratedbythedispatchingdepotwhichfunctions

Subject DefinitionforlevelII(FCI) as RRCcumDSC in the same premises of FCI/CWC/OSWC (Stock

belongs toFCI)on issueofstock toFPS i.e.DirectLevelIIoperationinsteadofLevelI&LevelIIoperation.

GatePasscumTransitPassforlevelII(ST)

The document is generated by the dispatching depot for issue ofstocks as per transfer request to a nearby depotwhen rice is notavailableatthedispatchingdepot.

GatePasscumDispatchNote

ThedocumentisgeneratedbythedispatchingdepotonissueofstocktootherDepotbyRoad/RailMovement.(ForCommodityDispatchedbyroad/toRailwayGoodShed/Siding/Station)

Infestation Foodgrainaffectedbypest/insects

KMS KharifMarketingSeason:TheKharifMarketingSeasonfortheperiod1stofOctoberto30thofSeptember.

Lifting&Offtake

Lifting: Stock of Rice (Other than received fromMillers),Wheat&Sugarmade available at DSC against the district allotment for themonth.Offtake:StockdistributedtotheconsumersatFairPriceShopfortheallotmentmonth.

MandatoryDeclarationIt isadocumentpreparedand furnishedbyaFPSRetailer regardingtransactionofPDScommoditiesduringamonthindicatingtheClosingBalance.

NEFTApplicationForm TheNEFT application form isusedby FPS for electronic transferofcostofPDSstockstoCorporationaccount.PallaBag EmptyGunnybagusedforcollectionofspillagefromstackParkhi Poker(LocallyknownasBoma)usedfordrawalofsample

PowerofAttorney(PoA) ThedocumentisprescribedforexecutionofregisteredPoAbyH&TContractordelegatingpowerstoactonhis/herbehalf.

ReceiptNote ThedocumentisgeneratedbyreceivingdepotonreceiptofstockfromotherDepotbyRoad/RakeMovement.

ReceiptNoteforReturn The document is generated by the receiving depot on receipt ofreturnstockfromFPS/BC/BDO/OtherGovt.Agency.

ReleaseOrder TheOrder is issuedbytheDistrictOSCSCOfficeforreleaseofstocksfromRRC/RRCcumDSC/SugarZonalDepot.

RRC

StoragedepotsusedbyOSCSC Ltd for storageof rice is calledRiceReceiving Centre (RRC).RRCs are being used for storage of surplusCMR to feed the deficit RRCcumDSCs in the district aswell as tootherconsumingdistricts.

SchemeTransferNote The document is generated by the inspector of supplies/marketinginspectoronschemetransferofstockdoneatFPSlevel.

SpecimenSignatureofFPSRetailers

The document is prepared by Inspector of Supplies/ MarketingInspector In Charge of Block/ULB for FPS Retailers under theirjurisdiction.

StackCard It is a card displayed on the body of the stack detailing the stackhistory

StateLevelLiftingPlan(SLLP)

State Level Lifting Plan is prepared atOSCSC HeadOffice level onmonthly basis indicating the district allotment and its arrangementfromdifferentsourcesincludingFCI,interdistrictmovementetc.

StockTransferAcceptanceNote

ThedocumentisgeneratedbytheLiftingOfficeranddepotinchargeofreceivingdepot

TransferRequest TransferRequestadocument throughwhichadeficitRRCcumDSCrequests other nearby surplus RRCcumDSC within a radius of 10

Subject DefinitionkilometerstoissuecertainquantityofstocktoitstaggedFPSthroughLII H & T Contractor as per the allotment of FPS & against thedepositsreceivedfromFPS.

StorageGain StorageGain is gain caused in graindue to absorptionofmoisturetherebygaininweight.

StorageLoss StorageLoss isshortagecausedduringstorage&handlingoperationinthedepot

VerificationReportVerificationReportisadocumentpreparedbytheAuthorisedOfficer(AO) In Charge of RiceMills after physical verification of stock ofpaddy&riceinthemill.ItisusuallysubmittedeveryweekbytheAO

WagonLoadingChart

Wagon Loading Chart is a document prepared at the rake loadingpointby theH&TContractorunder thesupervisionof theRailwayGoods Supervisor and under the supervision and validation of therepresentativeofDispatchingCSOcumDM.

WagonUnloadingChart

Wagon Unloading Chart is a document prepared at the rakeunloadingpointbytheH&TContractorunderthesupervisionoftheRailwayGoodsSupervisorandunderthesupervisionandvalidationoftherepresentativeofDispatchingCSOcumDM.

I N D E X Sl No

Chapter Serial Section Subject Head

At Page No

1 1 Departmental Storage System 1.1 Introduction 1 1.2 New Initiatives under End to End Computerisation (ETEC) 4

2 2 PDS Stock Management 2.1 Allotment 7 2.2 Preparation of SLLP & DLLP 7 2.3 Deeming Provision 9 2.4 Actual Lifting of Stocks 9 2.5 Receipt & Storage of CMR at the RRC cum DSC 12 2.6 Arrangement for Feeding the FPS 13 2.7 Monitoring and Supervision 17 2.8 Delivery of stock to FPS 19 2.9 Delivery of stock in fraction 20 2.10 Lifting by Bulk Consumers/Institutions for PDS 21

2.11 Engagement of Jogana Sahayak (or Supply Assistant) in GPs 22

2.12 Transactions at CWC/OSWC Depots functioning as RRC/RRC-cum-DSC 22

2.13 Quality Testing/Joint Sampling of Stocks 23

2.14 Quality Testing during Receipt of CMR from Custom Millers 24

2.15 Weighment 25 3 Fund Management under DSS 3.1 Financial Arrangement by District OSCSC Office for Lifting of PDS Items 27

3.2

Deposit by Fair Price Shop: Manual Method through Demand Draft (DD)/Bankers Cheque (BC)/Pay Order (PO)

28

3.3 Online Deposit by Fair Price Shop (NEFT through Axis /ICICI Bank Module) 29

4 Accounting & Documentation of Transaction 4.1 Dispatch of Stocks to other districts/ other RRC-cum-DSCs of own district. 32

4.2 Receipt of stock at RRC/ RRC-cum-DSC 33 4.3 Receipt of stock from H & T Contractors (State Level & Level-I) 34

4.4 Receipt of stock through railway rake at receiving district 34 4.5 Documents at DSC for issue of Stock to Fair Price Shops 35 4.6 Documentation at the District Office 36 4.7 Documentation in Base RRCs/RRC-cum-DSCs 37 4.8 Register to be maintained by the H & T Contractor State Level, Level I & II 39

4.9 Submission of Report & Returns by In RRC /RRC-cum-DSC I/C 39

4.10 Report and Returns to be submitted by District Manager to Head Office 40

5 5 Computerization 5.1 e-Governance 41 5.2 m-Governance 43 5.3 Other Initiatives 47

I N D E X Sl No

Chapter Serial Section Subject Head

At Page No

6 6 Roles and Responsibilities of all Stakeholders 6.1 Role of FS & CW Department, Govt. of Odisha 49 6.2 Responsibilities of OSCSC Head Office 49 6.3 Role of Collector 49 6.4 Role of Sub Collector 50

6.5 Role of ADM/Sub-Collector (in charge of TPDS of ULB) and BDOs of Blocks 51

6.6 Role of District Manager, OSCSC 52

6.7 Duties & Responsibilities of Assistant Manager (Accounts)/Accounts Head of District OSCSC Office 54

6.8 Role of ACSO In Charge of Sub divisional Civil Supplies Establishment 55

6.9 Role of Inspector of Supplies/Marketing Inspector/ ACSO in-charge of Block & ULB 55

6.10 Duties and Responsibilities of RRC/RRC-cum-DSC In Charge 57

6.11 Duties and Responsibilities of Lifting Officer 58

6.12 Duties & Responsibilities of Authorized Officer of OSCSC Ltd at CWC/OSWC Depots 60

6.13 Duties & Responsibilities of Quality Analyst 60 6.14 Duties & Responsibilities of SA-cum-DEO/SA-cum-GA 62 6.15 Duties & Responsibilities of Dusting Operator 63

6.16 Duties & Responsibilities of Security Guard/Night Watchman 63

6.17 Duties & Responsibilities of H & T Contractor Level-I 64 6.18 Duties & Responsibilities of H & T Contractor Level-II 65 6.19 Duties & Responsibilities of State Level H & T Contractor 66

7 7 Miscellaneous 7.1 Relief Operation Procedure 67 7.2 Exigencies 69 7.3 Stack Operation under SCMS 71

7.4 Periodical Physical Verification of RRC/ RRC-cum-DSC/ CWC/ OSWC 72

7.5 Supply of New Standard B Twill (NSBT) Gunny Bags to RRC/ RRC-cum-DSC/ CWC/ OSWC 73

7.6 Grievance Reporting & Redressal Mechanism 76 7.7 Transparency Portal 77

7.8 Timeline for various activities under DSS for an allotment month 78

7.9 List of Annexure 79

ListofTables

TableNo

Subject Chapters/Clause

Table1 CodeofPDSitems/SchemeforNEFT 3.3Table2 ListofStakeholdersregistered&coded 5.1Table3 CodesofPDSitems/SchemesforCBMGov

module5.2

Table4 DocumentsrelevantforLiftingOfficer 6.11Table5 Timelineforvariousactivitiesforanallotment

month7.8

Table6 ListofAnnexure 7.9

Chapter-1 Departmental Storage System

1.1. Introduction

1.1.1. Departmental Storage System (DSS) with Doorstep Delivery of PDS commodities The State Government, in accordance with the recommendations of Justice

Wadhwa Committee appointed by Honourable Supreme Court, has introduced

Departmental Storage System (DSS) combined with doorstep delivery of food stuffs with effect from 1st April, 2012 in the entire State. This system is a replacement of Private Storage Agency(dealing with food items) and is being operated by the Odisha

State Civil Supplies Corporation (OSCSC). Under the system, the Departmental Storage Centre (DSC) of OSCSC has been made the centre of activity. It receives stocks from different sources, manages its stock scientifically, does proper inventory

management and issues stocks to Fair Price Shops for onward distribution to

consumers.

1.1.2. Institutional Arrangements As on 31st July2014 there are 262 Depots of OSCSC Ltd. (either owned or hired)

functioning in the State out of which 250 depots have been earmarked as Departmental

Storage Centres (DSCs) and are also called as Rice Receiving Centre-cum-Departmental Storage Centre (RRC-cum-DSC). Fair Price Shops of Block(s) and ULB(s) have been tagged to the RRC-cum-DSCs depending upon the capacity of the

Depot, monthly allotment of food grains required for the concerned Block/ULB and

distance in between the deport & the Block/ ULB

RRC-cum-DSCs receive rice from various sources (Mills, other State Agencies,

other Districts & FCI depots), wheat from FCI Depots & Sugar from Sugar Zonal

Depots. DSC I/C (In-Charge), usually a Procurement Inspector, is to ensure scientific storage of stocks with proper inventory management. S/he is responsible for distribution

of PDS items to Fair Price Shop Retailers tagged to the DSC as per their allotment and

on receipt of cost of PDS items. As bigger & scientific depots constructed under various

schemes are being made available to OSCSC, a large number of smaller depots are

being de-hired and therefore the number of RRC cum DSCs in use is reducing and is

likely to reduce further.

1

The big depots of OSCSC (either hired or owned) in some of the major surplus

districts have been earmarked as Base RRCs. Base RRCs receive Custom Milled Rice (CMR) only from the custom Millers out of the paddy procurement made by

OSCSC Ltd. These Depots transfer rice to deficit RRC-cum-DSCs inside the district as

well as to other consuming districts by road & railway rakes.

The District administration is responsible for appointing Handling &

Transport(H&T) Contractors (of Level-I&Level-II categories) through a transparent bidding process at district level for transportation of PDS stocks from FCI/ Base RRC/

Sugar Zonal Depot to RRC-cum-DSC (by Level-I) and from RRC-cum-DSC to FPS

Retailer point (by Level-II). While the Level-I Handling & Transport Contractor feeds the

RRC-cum-DSC with various PDS items, the Level-II Handling & Transport Contractors

are responsible for transportation of PDS items from RRC-cum-DSC to FPS point.

OSCSC Head Office appoints StateLevel Handling & Transport Contractors for handling and transportation of rice from Surplus to deficit districts. The State Level H &

T Contractors carry out inter-district transfer of rice stock as per the State Level Lifting

Plan (SLLP) prepared by Corporation Head Office.

1.1.3. Computerisation of the RRCs & DSCs Introduction of computerisation of all transactions in RRC- cum-DSCs has been

done with help of a web based application Supply Chain Management System (SCMS). Master database of Rice Mills, H & T Contractors, Base RRCs/RRC-cum-

DSCs and FPSs etc has been created to implement the SCMS application. The Base

RRCs (12) and RRC-cum-DSC (250) have been assigned with unique depot code for

this e-Governance application.

All transactions starting from receipt of stocks, scientific storage with inventory

management and issue of stocks against allocation and deposit by the FPS Retailers for

transport to the doorstep of FPS are being done online in 129 RRC cum DSCs (out of

250) as on 15th July2014 through SCMS application in Online & Offline mode. The

computerization of about 60 more depots is planned to be completed by end of

October, 2014. Remaining 60+ depots do not have electricity connection and may have to be de-hired. A user manual for SCMS application has been prepared for circulation

among the concerned officials and staffs of OSCSC Ltd and FS & CW Department.

2

1.1.4. Online allocation of PDS items to FPS A database of all the 28590 FPS Retailers (as on 15th July2014) has been

created by online registration, field verification & authorization. A unique 8-digit code

has been assigned to each of the above FPS Retailers. This database was being used

for allocating PDS items for each Fair Price Shop Retailers by the BDOs/ Sub

Collectors/ ADMs online for their Block/ULB every month from August2012 till

June2014. However, from July14, CSOs are generating same for the FPS Retailers at

District level for each of the Blocks/ULBs in their District.

If there is any change in the assignment of ration card of one FPS to another or

tagging of a Fair Price Shop due to suspension/ cancellation of license or resignation by

a Retailer, same is notified by the concerned Inspector of Supplies/ Marketing Inspector/

Asst. Civil Supplies Officer to the Civil Supplies Officer. These information is updated in

the database at CSO level by end of every month. Instructions for modifying the FPS

database as per changes made in the field have been issued to all districts. The

procedure for preparation of online FPS allotment order has been illustrated in Chapter 2of these Guidelines.

1.1.5. Online deposit Online deposit of Cash by FPS (NEFT through AXIS/ ICICI Bank Module):

OSCSC has introduced online deposit of cost of PDS items by FPS though NEFT using

AXIS Bank/ ICICI Bank module. About 30% FPS are already using this module for

depositing the cost Rest FPS are depositing the cost of PDS items though Bank Draft/

Bankers Cheque. Stock is issued at DSC on generation of MIS Report in OSCSC

website (www.oscsc.in) and FS & CW Departments website (www.foododisha.in).

Provision of online deposit helps the FPS retailers to deposit as per their own

convenience and not to come down to DSC to deposit the draft for issue of PDS stock.

Secondly, instant credit of fund to OSCSC A/c and easier reconciliation is possible by

such online transaction. FPS retailers are being encouraged to use the bank modules to

cash transfer as it is not only convenient and cheap for them but also easy for account

reconciliation later.

3

http://www.oscsc.in/http://www.foododisha.in/

1.2. New Initiatives under End to End Computerisation (ETEC)

1.2.1. Digitization of Ration Cards Digitization of Ration Cards and collection of Biometrics has been completed in

Rayagada district with the help of the World Food Program (WFP) between 2007-2011.

At present Smart Card/Bar coded ration card and Point of Sale (PoS) devices are being used in 33 FPS in 3 ULBs and 6 rural locations of Rayagada block in which 30,478 families are getting their entitlements against Biometric validation every month.

The Project is being managed from State Data Centre, OCAC. The PoS-based solution

is being extended to more rural FPSs and those located at GP headquarters. Use of

biometric smart cards/ bar coded ration cards has made the PDS transactions at FPS

very transparent. All the transactions are tracked by the website www.pdsodisha.gov.in.

At present, the MIS reports of these transactions are seen under login. However, soon

many of these would be available in the transparency portal of the departments website

www.foododisha.in.

Government of Odisha has decided, as a part of implementation of the

National Food Security Act 2013, to use NPR Database to identify Priority

Household beneficiaries in Odisha. It is planned to be implemented in three phases; in

the first phase, the identification will be done in Bhubaneswar Municipal Corporation

(BMC) & Bhubaneswar Block. In second phase, the identification would be done in

remaining Blocks & ULBs of Khordha district along with all ULBs across the State & the

District headquarter Blocks of rest 29 districts. In the third & last phase, balance 275

Blocks of the State will be covered.

1.2.2. Supply Chain Management System: As mentioned earlier, the Food Supplies and Consumer Welfare Department,

Government of Odisha and OSCSC Ltd have taken up computerization of PDS supply

chain in the State in order to bring transparency in the system. Initially, emphasis has

been given to computerize all Departmental Storage Centres (RRC-cum-DSCs) of

OSCSC Ltd. RRC-cum-DSC is the nerve centre of supply chain which receives grains

from the FCI, Base RRC, Zonal Depot and Rice Mills sends the PDS item to Fair Price

Shop for final distribution to targeted beneficiaries.

On one hand, transaction-based Supply Chain Management System application

has been installed to function in offline and online modes to capture each & every

4

http://www.pdsodisha.gov.in/http://www.foododisha.in/

transaction at the DSCs. On the other hand, SMS alerts on lifting and transfer of stocks

to Fair Price Shops are being sent to registered consumers in following format:

34.35 Q Rice dispatched for Maa Singhabahini WSHG (2904W009) FPS from Panisiali Depot at 11.09 AM on 02/03/14 by vehicle OR03D4610.

1.2.3. Mobile Governance for Stock Management at Depots: RRCs/RRC-cum-DSCs of OSCSC Ltd have been registered and assigned with

specific depot code of two alpha & six numeric characters. Transaction of a day (Days

abstract Receipt & Issue) is being sent by the Depots through a fixed format SMS to

9437000359 from the registered mobile number of the In Charge Officer of RRC/RRC-cum-DSC on a daily basis. This helps in creating a database of stocks of

various commodities in the depots across the State with minimum effort. However, after

complete computerization of PDS supply chain, the SMS reporting will be phased out

from the Depot stock reporting

1.2.4. FPS Closing Balance: Similarly, considering the challenges of internet connectivity in remote locations

for online transactions, the Fair Price Shops have been asked to report closing balance (CB) of PDS items under various schemes in a fixed format SMS and send it to 9437000359. This reporting is based on the Mandatory Monthly Declaration form (Annexure-1A) submitted by them to the MI/ IS/ACSO who are to authenticate the same within stipulated date (i.e 5th of the month) so that online allotment order can be

generated. The online allotment order takes into account the Closing Balance and adjusts the allotment accordingly. As & when the FPS retailer starts using PoS devices

to record transaction at FPS, this can be discontinued. When all transactions at FPS are

captured through PoS devices at all locations, this can be discontinued completely. But

that may take 2-3 years to happen at all locations.

1.2.5. Transparency Portal: FS & CW Department and OSCSC have hosted some of the information in the

web portals at www.foododisha.in and www.oscsc.in for awareness of general public. However, as the level of computerisation increases, more and more information would

be hosted for citizens.

Once digitisation of ration cards is completed, the Ration Card Management System (RCMS) would be hosted in the portals and all ration card related services

5

http://www.foododisha.in/http://www.oscsc.in/

would be made available to citizens. Citizen participation is being ensured to bring in transparency by providing stock dispatch information through SMS alerts to the

stakeholders (PRI members and the citizens who have registered their mobile phone

numbers in the transparency portal) at the time of dispatch to FPS retailers. More and

more citizens are to be encouraged to register their mobile phone numbers with the

concerned FPS to get SMS alerts when stocks are moved to that FPS.

1.2.6. Grievance Redressal : The vulnerable sections of consumers which do not have access to electronic

medium for posting their grievances related to PDS distribution, have been provided

with a toll free helpline number 155335called Sanjog Helpline through which they can register their complaint. Consumers can also register their complaints online in the

web portal. The registered complaints are attended and tracked by the responsible

officials at Government/OSCSC level on a daily basis and necessary follow up actions

are taken for addressing the grievances immediately.

Now there is a national PDS toll free number 1967. Steps are being initiated to integrate that number as a toll free Helpline number, so that PDS beneficiaries can

easily log their complaints. Simultaneously, efforts are on to integrate the personnel

information system of the Department with the helpline for a system based response

and up-scaling when a grievance is not solved at a particular level.

6

SLLP By 9th of

Preceding Month

State level

allotment By 7th of

Preceding Month

Chapter-2 PDS Stock Management

2.1 Allotment

2.1.1 Online Allotment Orders

FS & CW Department makes online allotment of Rice and Wheat under different

schemes like AAY, BPLand APL etc. on monthly basis. This allotment is to be made by

the Department by 7th of preceding month for the allotment month for different schemes. Based on the schematic allotment orders, the Districts are to generate FPS

wise allotment orders for each Block/ULB by 10th of the preceding month for the allotment month (i.e. by 10th May 2014 for allotment of June, 2014). A sample of online

schematic Allotment Order (issued at State level) is at Annexure-1B& that of FPS wise allotment order (issued at District level) for a Block/ULB is at Annexure-1C.

2.1.2 Ration Card Management

The online registration of FPS Retailers has brought out the details of various

PDS items dealt by individual Fair Price Shop. The same information has been

integrated into the application software to generate MIS reports. Therefore, it is very important to update the FPS changes like new assignment/deletion of cards or tagging/ suspension/ cancellation of license of the FPS retailer into the system at the District/ Block/ ULB level through login every month by last date of the month. This will eliminate mistakes regarding allocation. Detailed instructions in this regard

have already been issued by FS & CW Department which needs to be followed without

fail.

2.2 Preparation of SLLP & DLLPs

2.2.1 State Level Lifting Plan (SLLP) by OSCSC Head Office

Basing on the allocation released by FS & CW Department, stock requirement in

consuming districts and required stock liquidation from surplus districts, the OSCSC

Head Office will prepare online State Level Lifting Plan by 9th of the preceding month for the allotment month for movement of PDS items through State Level and Level - I H & T Contractors. For preparing the SLLP (Rice) the district will furnish RSR-2 (Rice

Stock Report) indicating the requirement at the district basing on the opening stock at

the different RRC-Cum-DSC,DC pending for receipt of CMR from millers as on 1st-Day

7

DLLP By 11th of Preceding

Month

of the preceding month. For preparing the SLLP of wheat, the physical stock of wheat at

beginning of preceding month in each District as per the WSR-2 and anticipated lifting

as per previous SLLP & anticipated off-take during the preceding month is to be taken.

The SLLP rice Plan shall also indicate plan for Road & Rail movement of stocks. The

SLLP will be prepared as per format at Annexure-2A (For Rice) & 2D (For Wheat).

2.2.2 District Level Lifting Plan by districts (DLLP):

Online District Level Lifting Plan will be prepared by all districts basing on the

State Level Lifting Plan by 11thof the preceding month. The District level lifting plan is to be made taking inter account the State Level lifting plan. If any quantity of Rice is

purposed to be lifted from say District A to District B in the SLLP, the District B has

to honour that allocation and redistribute it among the RRCs-cum-DSCs of the District

B to meet its PDS needs. By adhering to the SLLP targets, both the objectives of

meeting the PDS needs of consuming District (B) and the liquidating stocks of surplus

District (A) can be met. The surplus district (A) shall liquidate stock following FIFO

principle, treating all the depots of the district as one unit.

The District Office shall prepare the District Level Lifting Plan prudently so as to

minimize the transportation cost so that maximum quantity of PDS item is transported

with minimum cost.The format for District Level Lifting Plan is at Annexure-2B (For Rice) and Annexure-2E (For Wheat).

The DLLP would also take into account the pending delivery certificates with the

custom Millers for receiving rice against RRCs or RRC-cum-DSCs of the District. The

pending DC quantity of a Depot at the end of the month shall be treated as anticipated

receipt during the next month with an addition of 25% anticipated quantity e.g. Example: If a Depot has 2400 Quintals of rice to be received against pending DCs at the beginning of the preceding month, the anticipated receipt of the Depot during the preceding month shall be treated as (2400+ 25% of 2400=) 3000 Quintals. This information is required to be taken into consideration while preparing the DLLP.

Lifting plan of Wheat from F.C.I. as per Government allotment and as per SLLP

of Odisha State Civil Supplies Corporation shall be made by the district in the format

Annexture-2E indicating the FSD (FCI) from which wheat will be lifted along with the

8

RO By 15th of Preceding

Month

name of Level-I H & T Contractor. Rice (if required) along with wheat may be received

from FCI Depots located in the district or from nearby districts. It may be noted that

Government of India has instructed recently to complete lifting from FCI depots for PDS

allocations of an allotment month by the last day of the preceding month. That means

the wheat allocations for month of August14 which is to be lifted from FCI depot has to

be lifted by 31st July2014 failing which the balance allocation would lapse.

Lifting plan of sugar shall be prepared by the District OSCSC Office based on

Government allotment and the distribution order of OSCSC Head Office for lifting of

sugar from Zonal Depot through H & T Contractor Level-I. Sugar may be received from

Sugar Zonal Depot of OSCSC located at Bhubaneswar (Mancheswar), Balasore,

Bargarh, Rayagada and Ganjam (Jagannathpur). It may be noted that Sugar distribution in PDS has been discontinued since June, 2013 by Government of Odisha until further orders.

2.3 Deeming Provision

In case of non-communication of allotment by concerned authorities as

mentioned in paragraphs 2.1 & 2.2 by the above datelines, the last months allotment will be taken as allotment for current month and accordingly OSCSC Head Office and the CSO-cum-District Manager of the district shall proceed in making sub-allotment

& lifting plan respectively.

2.4 Actual Lifting of Stocks

2.4.1 Issue of Release Order (RO) for Rice by dispatching districts

On receipt of the State Level Lifting Plan and District Level Lifting Plan, the CSO-

cum-DM Office of the Dispatching (Source) District shall prepare Release Orderby 15th of the preceding month as per Release Order format at Annexure-2C for lifting and transportation of stocks. The Release order would indicate the quantity of rice to be

dispatched, the destination depot of the receiving District (if possible) and the State

Level H&T Contractor to be engaged for carrying the Stock. In some cases, where the

State Level H & T Contractor has not been finalised/ appointed, the receiving Districts

may engage Level-I H & T Contractor to transport rice.

9

2.4.2 Role of Lifting Officer

The CSO cum District Manager of the receiving district shall depute one Lifting

Officer (LO) in the rank of ACSO/I.S./M.I./P.I. for lifting of stocks from the depot(s) of

source District or FCI by road(or railway rake) to feed the RRC-cum-DSCs of his/her

district . The Lifting Officer should be rotated at every 4 to 6 month interval so as to

ensure effectiveness of the LOs and to break the monotony of repetitive work. The

Lifting Officer shall:

A. do the joint sampling of stock (L.O. & Depot in charge) to be received from the RRC-cum-DSC/CWC/ OSWC& FCI (03 copies of sample from the stacks-

One each sealed sample to be retained by the Depot, Lifting Officer & H & T

Contractor).

B. select Stack basing on FIFO principle and sample analysis report C. be a witness to 10-100% weighment of stock as the case may be. D. ensure proper documentation of dispatches made and proper execution of

R.O.,

E. submit daily/Consolidated reports and returns to the consignee district office, F. handover the stock to the H & T Contractor in person or to the registered

Power of Attorney (PoA) holder authorized by the H & T Contractor ; G. liaison with the concerned H & T Contractor for logistics arrangement for

timely lifting of stocks;

H. prepare a Stock Transfer(ST) Acceptance Note (one for one receiving depot as per Annexure 5E) in four copies showing details of PDS item sent during the day, quantity, vehicle details and dispatching & receiving depot

details. The last vehicle of the day carrying stock from dispatching depot to

the Receiving depot will carry 3 copies of the ST AC Note. One will be kept

by the in-charge of receiving depot (2nd copy). 1st copy would be returned to

the lifting officer through the same H & T Contractor. 3rd copy would be

retained by the H & T Contractor for billing purpose. It may be noted that the

LO is to make one Stock Transfer AC Note for one receiving depot forall thestocks transferred during one day.

I. send one SMS corresponding to one Stock Transfer AC Note in the prescribed format to 9437000359 by 12 midnight of the day of transfer.

10

J. Submit a copy of the executed RO to the consignee district offices/he shall indicate the total quantity lifted duly signed by LO & RRC In charge on the

back side of the RO.

Both the source district and receiving district shall ensure lifting from the source

point and transportation to and receipt of stocks at the destination point in between 16th to 30thof preceding month for the allotment month. Fifty percent (50%) of such inter-district transportation of rice shall be completed by 22nd of the preceding monthand balance 50% shall be transported by end of the preceding month. OSCSC Head Office would monitor the inter District lifting and transportation of stock on a daily basis.

Stock shall be dispatched and received as per the DLLP and RO. Normally there should

not be any deviation of the SLLP & DLLP so as to maintain adequate stocks for PDS at

all RRC cum DSCs.

Rice may be received from Millers of the District. The CSO cum District Manager

shall suitably tag custom millers of his district to RRC-cum-DSCs considering the

distance from the Mills and as per requirement of the tagged Block/ULB to the RRC

cum DSC to avoid double handling. Sometimes, the rice may be received from other

State agencies as per the specific office orders of the OSCSC Head office.

2.4.3 Dateline for Lifting & Transportation of Rice & Wheat: The District Manager shall complete the transportation of Rice from Base

RRCs/FCI depots (where ever necessary) and wheat from FCI depots through State

Level and Level-I H&T contractors to RRC-cum-DSCs between 16th to 30th of preceding month so as to ensure that the supply of PDS allocation to FPS can start from 20th of the preceding month. 2.4.4 Lifting & Transportation of Sugar

The CSO cum District Manager of the Nodal District of Sugar Zonal District shall

issue Release Order for release of sugar from Zonal Depot to the receiving districts as

per distribution order of OSCSC Head Office.

2.4.5 Dateline for Lifting & Transportation of Sugar Date-line for completion of lifting of Sugar by Level-I H&T contractors to RRC-

cum-DSCs will be fixed by the District Administration as per availability of sugar stock in

Zonal Sugar Depots.

2.4.6 Delivery of stock to Authorised person of H & T Contractor The Officer in charge of Base RRC/RRC-cum-DSC and the Lifting Officer

deputed by the Receiving District CSO cum DM shall only deliver the stock the H & T

11

Contractor of his/her Authorised Representative. The Authorised Representative needs

to be registered through a Power of Attorney (PoA) instrument in the format prescribed at Annexue-8. They shall not deliver the stock to any person who has not been authorised as such by the concerned H & T Contractor through a registered

Power of Attorney (PoA) to avoid fictitious trade and misappropriation. Stock delivery & acceptance shall be recorded in the Acceptance Register

prescribed under Odisha Public Distribution System (Control) Amendment Order-2013

communicated vide Govt letter no 3999 dated 4/3/14 (Annexure-10).

2.5 Receipt& Storage of CMR at the RRC cum DSC: 2.5.1 From Millers

Officer I/C of RRC cum DSC shall receive Custom Milled Rice (CMR) from the

custom millers of OSCSC on the strength of computerized Delivery Certificate (DC),

Advance delivery program issued by the District OSCSC office and CMR Transit

Challan (as at Annexure-6A). A sample copy of DC is at Annexure-6C. (It may be noted

that the Annexure-6C is a new inclusion).

Receipt of rice shall be made after sample analysis (as per analysis and

sampling method prescribed by Government of India/State Government/OSCSC) and

on proper weighment. Receipt of rice shall be properly documented and accounted for

in the prescribed registers and books. The received stock shall be properly stacked

inside the chamber of RRC, numbered and be kept in a countable position. On

acceptance of rice after quality analysis, weighment shall be made and Acceptance

Note-cum-Analysis Report of CM Rice as per Annexure-6B shall be prepared and

issued to the Custom Miller. 2.5.2 Receipt of Rice from other RRCs

Depot to depot movement of Rice (through State level or Level-I H&T

Contractors) shall be done on the strength of Release Order (R.O.) issued by the

District OSCSC office. It is to be issued by the Dispatching district CSO for inter District

transfers or the District CSO for intra District transfers of rice. It shall be documented in

Gate Pass-cum-Dispatch Note (Annexure-5A for road movement & Annexure-5C for

railway rake movement).It may be noted that One Gate Pass-cum-Dispatch Note is to

be issued for one vehicle.

12

2.5.3 Quality checking for disputed stock In case of any quality complaint regarding the stocks received at the RRC cum

DSC from other RRCs, i.e. if it doesnt conform to the FAQ norms, the disputed stock is

to be kept separate in the depot. The Depot I/c may inform both the CSOs and OSCSC

HO immediately about such poor quality. A team constituted by OSCSC HO from the

District Quality Control Cells / State Quality Control Cell would examine the stock within

7 days of such dispute and give their final clearance for acceptance or rejection.

Necessary steps should be taken accordingly for disposal of the disputed stock. In case

of rejection of stock, the responsibility shall be fixed on concerned officials. 2.5.4 Computerized Supply Chain Management System

Where ever the Supply Chain Management System application has been

implemented at a depot, the entire transaction at the depot shall be done through

computer either in offline or online mode. All documents and registers including the

Analysis report cum Acceptance Note of CMR as in Annexure 6B shall be generated

from the system.

2.5.5 Treatment of Stock in Depots During storage of rice in the chamber, prophylactic (Preventive) and curative

treatment of stock shall be done periodically to keep it free from infestation. Spillage

shall be collected regularly and accounted for correctly. 2.5.6 Principle of issue at the RRC cum DSCs

PDS Stock stored in RRC/RRC cum DSC shall be issued on basis of FIFO (First

In First Out) principle. The oldest stock received at the depot should be issued before

any new stock is issued. The stack formation & demolition in a Depot shall be done on

basis of FIFO principle. Stock shall be issued on joint sampling, with the concerned

Depot I/c, Lifting Officials and H & T Contractors as the signatories.

2.6 Arrangement for Feeding the FPS: 2.6.1 Allotment Order by Districts

Basing on the online allocations made by FS & CW Department for various

schemes, the CSO-cum-District Manager of the district will make online FPS Retailer-

wise distribution order based on State level schematic allocations by 10th of preceding

month for the allotment month for each Block & ULB. The Fair Price Shop wise

distribution orders for each block/ULB shall be available in the Transparency portal for

the concerned PI/MI/ IS/ ACSOs to download and take follow up action. A copy of the

FPS Distribution Order By 10th of Preceding

Month

13

above distribution order is to be sent by email to the ADM/Sub Collector/BDO with cc to

ACSO/Inspector of Supplies/MI/PI by the Civil Supplies Officer cum DM by 10th of the

preceding month. 2.6.2 Deposit of cost of PDS items by FPS Retailer

FPS Retailers are to deposit the cost of PDS items as per the distribution order of

CSO-cum-District Manager by 17th of the Preceding month for the allotment month. If a FPS Retailer fails to deposit by 17th of the Preceding month, then ADM/Sub Collector/BDO would make alternate arrangement for distribution through a nearby FPS

Retailer so as to ensure smooth functioning of Public Distribution System in the area

serviced by the concerned Retailer on 17th itself. The CSO-cum-District Manager shall

be intimated regarding the new arrangement by 18thof the Preceding month so that the tagging can be updated online with a revised order keeping the rest of the distribution

order intact.

The deposit by FPS Retailers can be done either by Demand draft drawn in favour of DM, OSCSC Ltd, ________ District or through NEFT under the Bank Module (AXIS Bank). It may be noted that ICICI Bank has offered to provide similar services

(since May2014) for FPS Retailers at a lesser commission. Few Districts have been

allocated to ICICI Bank so that the services of two banks can be compared and

accordingly further decision can be taken. The NEFT module has been integrated with

the Supply Chain Management System application so that DSC In charge can now see

the deposit of a FPS Retailer in the bank online, download the MIS report and then

issue stock in favor of the FPS retailer.

2.6.3 Issue of allotted stocks from DSC & delivery at the FPS

The RRC-cum-DSC to which the FPS has been tagged, shall issue PDS stocks

to the concerned FPS on the strength of following:

1. FPS-wise Distribution Order of CSO-cum-District Manager for the allotment

month of concerned Block/ ULB,

2. The deposits made by FPS in shape of Demand Draft (DD)/Bankers

Cheque/ Bankers Cheque (BC) & Pay Order (PO) drawn in favour of District

Manager, OSCSC Ltd and

Deposit by FPS

By 17th of Preceding

Month

14

3. The FPS Retailers Deposit Slip (DDS) at Annexure-3A/ or through Online deposit through NEFT (Annexure-4)

4. MIS Report generated from the website www.foododisha.in / www.oscsc.in for online deposit through NEFT.

Important Note:The RRC-cum-DSC I/c shall be responsible for pre deposit of cost before issue of PDS item(s) to any FPS.

PDS Stock stored in RRC cum DSC shall be issued on basis of FIFO (First In

First Out) principle. RRC-cum-DSC shall issue stock on proper weighment,

documentation of prescribed records and registers and after joint sampling of stock with

the H & T Contractor (L-II).Lifting from DSC & delivery at the FPS shall be made in

between 20th of preceding month and 4th of the allotment month. The Level-II H & T

contractors shall feed the FPS by delivering PDS stocks at their door step within this

period. The H & T Contractor Level-II shall lift, transport and deliver the stock at the FPS

doorstep on proper weighment and acknowledgement. Stock shall be delivered to the

H&T Contractor (L-II) through the Gate Pass-cum-Transit Pass (Annexure-7A) and with

the FPS Acceptance Note (Annexure-7B).

2.6.4 Tagging of Quota from one FPS to another

In case of tagging of quota of any FPS due to irregularity or misappropriation or

non-deposit of cost, the concerned ACSO/Marketing Inspector/Inspector of Supplies of

the Block/ULB shall immediately intimate to RRC-cum-DSC about the FPS tagged and

get the FPS Distribution Order modified accordingly at the District Civil Supplies office

for issue of stocks to the tagged FPS for distribution to consumers in time.

2.6.5 Stock issue only to H&T Contractor (L-II) or authorized Representative:

It will be the duty of the FPS retailer or his representative to go the DSC and the

receipt the PDS stock from DSC in charge in person after checking the quality and

weight at the DSC itself.However, if the FPS retailer or his representative do not turn off

at the DSC,stock for Fair Price Shop shall be issued by RRC cum DSC In charge to H &

T Contractor (Level-II) either in person or through his/her Authorised Representative

identified through Power of Attorney (PoA) executed in format at Annexure-8. Stock

issue to H & T contractor & acceptance by FPS shall be recorded in the Acceptance

Issue & Delivery Between

20thof preceding

month and 4th of

the allotment

month

15

Register under Odisha Public Distribution System (Control) Amendment Order-2013

communicated vide letter no 3999 dated 4/3/2014 (Annexure-10).

2.6.6 Delivery of PDS Stock only to FPS Retailer or authorized representative:

H & T Contractor Level-II shall deliver the PDS stock meant for a FPS retailer

either to him/her in person or his/her representative, whose Specimen Signature duly

countersigned by the concerned IS/MI/ACSO available with him. It shall not be delivered

to any other person to avoid fraudulent transaction.

The ACSO/IS/MI of the Block/ULB shall obtain Specimen Signature of the FPS

retailer and his/ her authorised Representative in the format at Annexure-7D/ and make a copy available to the RRC-Cum-DSC in charge. The Level-II H & T Contractor or

his/her representative shall carry a copy of Annexure-7D having specimen signature of

FPS retailers/ their authorized representatives duly countersigned by concerned

IS/MI/ACSO for checking the same before making delivery PDS Stocks at the doorstep

of Fair Price Shop retailer .

RRC-cum-DSCs where Supply Chain Management System application has

been installed, PDS stock shall be dispatched after all the transaction are made either in

online mode or offline mode in the system. The Gate Pass (Annexure-7A) and FPS

Acceptance Note (Annexure-7B) shall be generated from the system.

2.6.7 Route Chart for door step delivery

Transportation of stock shall be made by Level-II H & T Contractor as per the

approved route chart for timely delivery of stock to FPS and to check possible diversion

of stock. The District Civil Supplies office shall prepare a route chart for Level-II

operation and distribute to all concerned after approval of Collector.

2.6.8 Vehicles carrying PDS Stock

Each vehicle carrying the PDS stock to FPS retailer shall carry a copy of Gate

Pass-cum-Transit Pass (GP-cum-TP) and separate FPS Acceptance Notes (FPS AC

Notes) in three parts for each of the FPS retailers for whom stock is being carried by the

vehicle.

16

,........................................... ............................................................ ............................................................ (Office No. of CSO): ...........................

Toll Free Number:155335

RRC/RRC-cum-DSC In charge shall ensure during issue that Level-I/ Level-II H

& T contractors display a Uniform Banner/flex on the vehicles carrying PDS stocks,

displaying information in Navy Blue letters over White background as illustrated below:

2.7 Monitoring and Supervision 2.7.1 Submission of Declaration

Each Fair Price Shop Retailer shall submit the mandatory declaration between 1st

to 3rd of the succeeding month for the transactions of the allotment month to the

concerned Inspector of Supplies/MI/ACSO. This declaration is absolutely necessary for

making future distribution/allocation to the Fair Price Shop. The Declaration needs to

submitted by a FPS Retailer for August2014 by 3rdSeptember14. The information in the

Declaration would be used to determine the allocation for the month of October14 of

that Fair Price Shop. A sample format of the Declaration to be furnished by the FPS Retailer is at

Annexure-1A. The declaration would have to be signed by any two RLAC Members/

PRI Members in case of Blocks and two WLAC members in case of ULBs as a proof of

distribution. 2.7.2 Updating the CB information of Declaration

The closing balance information furnished in the Declaration by the FPS retailers

are to be updated in the system immediately the concerned MI / IS/ ACSOs latest by 5th

of succeeding month. This will enable the system to calculate District, Block/ ULB wise

FPS allocations for next allotment month. To help the officials to update the closing balance information in the system, an

m-Gov application has been developed. Under this application, the FPS Retailer has to

Mandatory Declaration

by FPS To be

submitted by 3rd of

the succeeding

month

Upadating of CB of

FPS by 5th of

subsequent month

concerned IS/MI/ACS

O

17

send the Closing Balance (CB) information of the stock under various schemes by a fixed format SMS to 9437000359, between 1stto 3rdof succeeding month based on the information submitted in the month end mandatory Declaration. The closing balance of

FPS will be validated online by the concerned MI / IS/ ACSOs in their login latest by 5th of the succeeding month based on the month end mandatory Declaration submitted by the Fair Price Shop retailers. All field officers (MIs / ISs/ ACSOs) have been provided

with Laptops recently. They are to use the laptops to update the closing balance with

their login & Password from month of September2014 for October allocations. District

Civil Supplies Officer offices may provide them data cards or reimburse cost of their

monthly connectivity charges.

2.7.3 Field verification of Fair Price Shops: The concerned MI / IS/ ACSOs shall have to physically verify 25% (Minimum

fifteen) of Fair Price Shops and their declarations during the succeeding month. The

verification shall be made in such a manner that the verification of all the FPS Retailers

of the Block/ULB are completed in 4 months cycle. The supervisory ACSO of the sub-

division shall make physical verification of 5% (Minimum twenty) Fair Price Shops every

month in Block/ULB under his jurisdiction in the succeeding month. This apart, the

Collector or Sub-Collector or BDO may authorize other officers for verification of Fair

Price Shops and their declarations at random. CSO may personally verify 10 FPS in a

month in different Blocks/ ULBs in the district. An Inspection module is being made so

that inspection reports can be fed online by the field officers directly from the Fair Price

Shop locations. All field officers of the Department & PIs shall be provided with Digital

Signatures shortly for authentication & security of transactions in the net. 2.7.4 Review in Monthly Meeting

The concerned ACSO/ Inspector of Supplies/Marketing Inspector shall submit the

Verification Report of checking made on the Declarations by end of the succeeding

month to concerned Administrative authorities with a copy to CSO in the format as

detailed at Annexure-1D. This practice may continue till the online inspection module is

developed & deployed. The CSO shall submit his inspection reports to Collector for

information and further action. The physical verification report of the Fair Price Shops

shall be one of the agenda items in the monthly District Supply Field Staff meeting

which is usually convened in the first week of a month.

CB SMS by FPS

By 3rdof succeeding

month

25% Verification

of FPS Declarations of allotment month in the next month

by M.I./I.S/ACSO

18

2.8 Delivery of stock to FPS 2.8.1 Weighment

Stock shall be delivered to FPS on 10% sample weighment. Bags shall be

selected at random by the FPS Retailer/Authorised Representative for weighment at the

time of receipt from H & T Contractor Level-II. If the FPS retailer is not satisfied with the

10% weighment, s/he can opt for 100% weighment. In such a case, 100% weighment

shall be made by H & T Contractor Level-II for which labour will have to be arranged by

FPS retailer at his/her cost. 2.8.2 Acknowledgement of Delivery at Fair Price Shop

On delivery of stock at the FPS, the H & T Contractor (L-II) shall obtain signature

of the FPS Retailer/Authorised Representative on FPS Acceptance Note (Annexure 7B)

as acknowledgement regarding receipt of stock on proper weighment and also obtain

signature of two ration card holders as witness. H & T Contractor Level-II shall ensure that the stock is received by the FPS

Retailer and the signature of the FPS Retailers on the FPS Acceptance Note match with

the specimen signatures of the said FPS Retailer / authorized representatives. Similarly,

the In Charge Officer RRC-cum-DSC shall also verify the signature of the FPS Retailers

in the FPS Acceptance Notes submitted by H & T contractor Level-II. In case of mis-

match the DSC in charge shall report the matter to the CSO-Cum-DM and MI/IS.

The District OSCSC Office shall not reimburse transportation charges to the H &

T Contractor if the signature on FPS Acceptance Note does not match with that of the

specimen signature of the FPS Retailer. Concerned MI/IS shall enquire in to the matter

& take follow up action

2.8.3 Situation due to new arrangement of FPS Retailer In case any new arrangement of FPS Retailer is made due to suspension,

termination, tagging, non deposit or new appointment; proper intimation with specimen

signature to that effect shall also be given to RRC-cum-DSC I/C and H & T Contractor

Level-ll by the concerned IS/MI/ACSO who will be held responsible if any PDS stock is

not delivered to any FPS Retailer for want of Specimen Signature.

2.8.4 Distribution of PDS items at FPS points The beneficiaries will get their entitled PDS items between 5th to end of the

allotment month. Normally, the PDS commodities would be distributed on pre fixed

specific dates, but there could be some local variations which may be managed with the

Distribution at FPS

Between 5th to endof

the allotment

month

19

approval of the Collector and with public notification/ intimation. The Fair Price Shop is

to remain open throughout the month. The Fair Price Shop retailer may sell items other

than PDS items like pulses, edible oil, salt, spices, soap, detergents etc. to increase its

profitability and viability.

2.9 Delivery of stock in fraction 2.9.1 Delivery of fraction quantity by RRC-cum-DSC:

H & T Contractor Level-II may carry PDS items meant for one or more FPS in

one vehicle. The total quantity required to be dispatched may be in fraction of 50kg.

This fraction quantity will be packed separately in once used gunny bags and delivered

to the H & T Contractor(L-II). The cost of once used gunny bags and labour charges for packing of fraction

stock will be borne by OSCSC. The In Charge Officer RRC/RRC-cum-DSC shall

purchase the once used gunny bags for delivery of fraction quantity observing the

prescribed procedure of OSCSC Ltd.

2.9.2 Issue of PDS stock to MFPS (Model Fair Price Shop) or Maitree Shops: The MFPS shall be tagged to the nearest RRC-cum-DSC by the District

Manager. The PDS items shall be delivered at the MFPS through H & T Contractor

Level-II as per the allotment order of CSO-cum-District Manager. However, where

mobile vans are available with the District Manager and are in running condition, stock

shall be delivered at the MFPS through Mobile Van only.

Stocks shall be issued to MFPS on pre-deposit of cost only. The RRC-cum-DSC

shall entertain deposit from MFPS either in shape of Demand Draft along with FPS

Retailers deposit slip or through online deposit through NEFT transfer before issue of

stock. The revolving fund available with MFPS shall be utilized for deposit of cost. In

case of online deposit, the stock shall be issued on the strength of generated MIS

report. 2.9.3 Utilisation of Mobile Van (MV) of OSCSC under DSS Operation:

The District Manager shall utilize mobile vans for lifting of stock from Base RRC,

FSD (FCI) or Sugar Zonal Depots situated within the district under Level-I & Level-II

operation. The District Manager shall ensure efficient utilization of Mobile Van available

with him. Handling cost, in case of delivery through mobile van, shall be fixed on

approval of Collector.

20

The approved TC under Level I & Level-II operations against the quantity of PDS

commodities transported should be accounted for in concerned mobile van account and

Profit & Loss (PL) account shall be drawn and reviewed on a monthly basis as per the

procedure prescribed by the OSCSC Ltd. Mobile vans shall not be allowed to function as alternative FPS retailer to

distribute food grains to the consumers on routine basis except in exigencies when

alternative options are not available. Such distribution shall be discontinued forthwith

after alternative arrangements are made for distribution through FPS at the earliest.

2.10 Lifting by Bulk Consumers/Institutions for PDS 2.10.1 Online Registration

Bulk Consumer institutions in the context of PDS are welfare institutions those

who get subsidized rice only. Some get Re1/kg rice, some get it at Rs6.30 per kg while

others get rice at APL rate (Rs9.30/kg). Such institutions have to get their institutions

registered online along with number of beneficiaries at www.foododisha.in and submit

their registered bar coded printout to the concerned District Level Officer (DLOs) like the

DWO, DSWO etc for field verification. The concerned DLO shall submit the verified

registration form to the CSO for authorization in the system and issue of unique codes

for the Bulk Consumers.

2.10.2 Allotment Once the authorization of Bulk consumer is done online, the allotment order

would be generated through the online system. The CSO-cum-District Manager shall

make Block/ULB wise separate allotment order for the Bulk consumers getting

subsidized rice, based on State level allotment order as per sanctioned strength of the

inmates in the concerned institution.

2.10.3 Lifting: The Bulk Consumers/Institutions shall be tagged to the nearest RRC-cum-DSC

(similar to Fair Price Shops) to lift the allotted stock. The Bulk Consumers shall lift

stocks from the concerned RRC-cum-DSC, at their own arrangement, after depositing

the cost of allotted stock through Demand Draft along with the Deposit Slip similar to

that of FPS Retailers Deposit Slip as per Annexure-3B or through Online deposit 2.10.4 Documentation for issue of stocks to BCs

The In Charge Officer RRC-cum-DSC shall issue stock to the authorized person

through a Gate Pass-cum-Acceptance Note (GP-cum-AC Note). A copy of the same is

21

http://www.foododisha.in/

at Annexure-7C. The Bulk Consumer institution shall make authorization as per the

format at Annexuure-3C for any representative to receive the stock on behalf of the

institution.

2.11 Engagement of Jogana Sahayak (or Supply Assistant) in GPs

With doorstep delivery, the GPs which are dealing with PDS, are expected to

earn substantial amount from FPS Retailer commission @ Rs. 20/ quintal in addition to

the sale of gunnies. This commission amount is likely to go up shortly. They are to

engage a full time Jogana Sahayak (JS or Supply Assistant) to deal with PDS

exclusively (similar to that of GRS for NREGA) with about Rs. 4000/- monthly

honorarium. To be able to engage an exclusive Jogana Sahayak (JS) or Supply

Assistant, a GP must have a minimum monthly quota of 100-150 Quintals of PDS items.

Accordingly, Sub-Collector/ BDOs may tag adequate number of ration cards under

various schemes to them for being able to engage a JS for efficient management of

PDS.

2.12 Transactions at CWC/OSWC Depots functioning as RRC/RRC-cum-DSC:

2.12.1 Receipts:

Receipt of stock from Level-I H & T Contractors (from Base RRCs or FCI depots)

and receipt of CMR from Custom Millers of OSCSC is the responsibility of OSWC/CWC

whose depots have been hired by OSCSC for functioning as RRC/RRC-cum-DSC. The

Depot In-charge of such CWC/OSWC Depots shall ensure proper quality & weighment

of stock received for exact quantity. OSWC/CWC Depot In-charge shall keep all the

records & registers for receipt of stock. They shall use the online/offline Supply Chain

Management System application for all transactions at the depot.

2.12.2 OSCSC Manpower at OSWC/CWC depots

District Manager would post one Procurement Inspector as In-charge of

RRC/RRC-cum-DSC functioning at the CWC/OSWC Depot taking care of the issue of

PDS stock to FPS retailers through Level-II H&T Contractor. One SA-cum-DEO or SA-

cum-GA shall also be posted to assist the DSC I/C Officer as per availability of staff.

S/he shall make joint testing of moisture at the time of receipt, storage and issue of

stock for storage loss purpose.

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2.12.3 Responsibility of RRC-Cum-DSC in-charge:

1. He or she would be responsible for issue of PDS Stocks to Level-II H & T

Contractor for doorstep delivery at the FPS on pre-deposit of cost. 2. S/he shall receive thedrafts along with FPS Retailer deposit slip from the

FPS. In case of on-line deposit, s/he shall generate MIS report before issue

of stock of online deposit. 3. S/he shall issueloading slip to depot In-charge of CWC/OSWC for dispatch

of stock through Level-II Handling & Transport Contractor, basing on

distribution order and deposits received. 4. S/he shall issue of Gate Pass-cum-Transit Pass for each vehicle loaded

with stock(Annexure-7A) & for preparation of FPS Acceptance Note for each FPS as per Gate Pass-cum-Transit Pass (Annexure-7B).

5. S/he shall maintain registers & records relating to FPS on payment received and stock issued & reconciliation of stock issued to H & T Contractor Level-II

& stock delivered at FPS. 2.12.4 Arrangement when FCI Depot & DSC are in the same premises

The DSC in charge shall be designated as Lifting Officer for the FCI depot. S/he

shall ensure lifting as per District Level Lifting Plan. The necessary documentation for issue of stock to the FPS shall be done in DSC

premises without double handling. The stock shall be delivered on issue of Gate Pass-

cum-Transit Pass (Annexure-7A FCI) and FPS Acceptance Note (Annexure-7B). The District Manager shall post one Procurement Inspector/Marketing

Inspector/Inspector of Supplies as Authorised Officer at a CWC/OSWC depot even

where there is no Level-II operation i.e. in the base RRCs. The Authorized Officer along

with the concerned CWC/OSWC authorities shall carry out joint moisture testing of

stock received and issued in the depot and record in prescribed register. The Authorised Officer along with the concerned CWC/OSWC authorities shall

also make joint reporting of requirement of gunny bags as per the prescribed procedure.

2.13 Quality Testing/Joint Sampling of Stocks: 2.13.1 Testing during Lifting

1. Rice & Wheat shall be lifted from FCI/ CWC/ OSWC through joint sampling by the Lifting Officer & FCI/CWC/OSWC officials.

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2. Rice from Base RRC shall be lifted through joint sampling by the Base Rice Receiving Center I/C and the Lifting Officer. The sealed sample bags shall

be handed over at receiving RRC-cum-DSC by the H & T Contractor for

cross checking during receipt. 3. Rice from RRC-cum-DSC shall be lifted after sampling by RRC-cum-DSC

I/c. Such sampling shall be made in presence of the Level-II H & T

Contractor or his authorized representative. The sealed sample bags shall

be handed over at the concerned receiving FPS by the H & T Contractor for

cross checking during receipt of stock at their point. 4. Sugar shall be lifted from Sugar Zonal Depot on joint sampling by Lifting

Officer and Sugar Zonal Depot I/C.

2.14 Quality Testing during Receipt of CMR from Custom Millers: 1. Quality testing will be ensured by Quality Analyst or RRC/RRC-cum-DSC

I/C on receipt of CMR from custom millers in presence of Miller or his

authorized representative. This is a key activity at the RRCs as maximum

shortage occurs due to poor quality check at the time of receiving the stock

from the Millers.

2. It is to be noted that this is the first point of entry of Rice into the supply chain. If the quality check at this point is proper, the same quality will be

maintained throughout and there would be very little cause for complaint on

quality of rice later.

3. Sampling procedure as per BIS (Bureau of Indian Standard) sampling

method shall be done by In Charge Officer RRC-cum-DSC/Quality Analyst

while receiving CMR from custom millers. Rice conforming to the

specifications (FAQ) as communicated by Government of India/FS & CW

Department and OSCSC shall be received.

4. Lot-wise quality analysis shall be done for CMR received directly from

Custom Millers to determine different refractions. Same shall be recorded in

the Rice AC Note or in the online entry screens of SCMS software.

5. Value Cut: For CMR received from the Custom Millers with Moisture Content (MC) between 14% to 15% there shall be value cut. Detailed guidelines regarding value cut and storage loss have been issued by

OSCSC Head office which should be followed scrupulously. The list of lots

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against which value cut to be imposed at district office shall be reported

separately to District OSCSC office.

6. For all commodities including CMR received under inter/intra depot transfer,

joint sampling of stock under receipt shall be applied.

2.15 Weighment: 2.15.1 Weighment while lifting from FCI Depots:

Stock shall be lifted on 100% weighment from the Depot. If no weigh bridge is

available in the Deport, same shall be organized within 5 km from the Depot.

2.15.2 Weighment while lifting from OSCSC Depots: 1. Where there is weighbridge, stock shall be lifted on 100% weighment on

weighment slip. The specimen copy of the weighment slip is prescribed at

Annexure-9A

2. In case there is no weighbridge in the depot, the weighment will be made at

the weighbridge available within 5 KMs of the depot by H & T Contractor at his/her cost. The list of such weigh bridges shall be notified by the District

Manager, with approval of the Collector, depot-wise in advance for benefit of

all concerned.

3. In case weighbridge is located beyond 5 KMs of the RRC cum DSC, the weighment will be made, if so directed, at the nearest weighbridge by the H

& T Contractor and transportation charges for the additional distance (to &

fro) shall be borne by OSCSC.

4. The weighment slip shall be generated and preserved for one year from the

date of generation in shape of guard file for future reference &verification.

The weighment slip for receipt & issue of stock shall be maintained

separately.

5. Basing on weighment slip and weight check memo, one weighment register

(At Annexure PDS-8) shall be maintained.

2.15.3 Standard weight of rice bags received at RRC/RRC-cum-DSC from Millers: 1. Stock received shall be of standard weight of 50 kg net i.e. excluding weight

of empty gunny bags.

2. Variance beyond 250 grams in a bag of 50 kg will be treated as non-standard bag. Ensuring receipt of standard bag i.e. 50 kg net is very

25

critical for the subsequent supply chain. This may be ensured by all RRCs/RRC-cum-DSCs while receiving CMR from the millers.

3. It may be noted that rice comprises of 75% of entire Public Distribution

System items. Ensuring receipt of standard bags at the RRCs from Millers

would reduce the numerous complaints on less weight bags sent to Fair

Price Shops.

2.15.4 Weighment of sample bags at the RRC/RRC-cum-DSC during Receipt & Issue in absence of Weighbridge:

1. In case weighment at weighbridge is not possible, a sample weighment of

10% of the stock shall be made in electronics/manual weighing machine

(Platform model) at RRC-cum-DSC in the weight check memo. The

specimen copy of weight check memo is prescribed at Annexure-9B.

2. Sample bags shall be drawn at random from periphery and inside layers so

that sample bags will be representative of the whole consignment.

3. The average net weight of sample bags shall be multiplied with total number

of bags in the consignment to determine the total weight of the stock.

4. The weight check memo shall be preserved for one year from the date of

generation in shape of guard file for future reference & verification. The

weight check memo for receipt & issue of stock shall be maintained

separately.

2.15.5 Weighment of Empty gunny bags carrying the stock during Receipt:

1. While receiving stock from the custom millers, the In Charge Officer of RRC-

cum-DSC shall make test weighment of at least 10% sample empty gunny

bags from the lot to ascertain the weight of empty gunny bags.

2. This exercise shall be done in order to ascertain standard weight of gunny

as well as to derive per bag standard weight of rice and standard weight of

the complete lot.

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Chapter - 3 Fund Management under DSS

3.1 Financial Arrangement by District OSCSC Office for Lifting of PDS Items The District Manager of the district shall make requisition for funds to the OSCSC

Head Office for deposit with F.C.I for lifting of Wheat & Rice (if required), in case fund is

not available with the District Manager. Such requisition shall be made by 9th of the

preceding month of allotment month.

OSCSC Head Office shall make available funds by way of CC sub-limit to the

district within 03 days of requisition. Financial arrangement with FCI shall be completed

by 13th of the preceding month of allotment month.

3.1.1 Deposit of cost of Wheat & Rice at FCI/Online through RTGS from Cash Credit Sub-Limit : Advance to FCI Account shall be booked and this account shall be credited on

passing of purchase entries for the quantity of stock lifted, through journal at the end of

the month. The funds required for payment of bills of H & T Contractor both Level-I & Level-II

shall be met from the cash credit sub-limit (CC Limit) allowed to the district by OSCSC

Head Office. Payments shall be released to the contractors directly from CC Limit.In no

case the funds shall be transferred to current account.

H & T Contractors both Level-I & II shall prefer bills to the DM, OSCSC and

payment of bills shall be made following guideline issued from OSCSC HO vide letter no

12978 dated 5/7/13.

(It may be noted that the District Manager is not required to make financial arrangement for lifting of rice from other district transported through H & T Contractors engaged by OSCSC Head Office and for lifting of Sugar from Zonal Depot of Sugar)

3.1.2 Deposit of cost of Sugar with Mills:

In case lifting of sugar is to be made from sugar mills within the state, the District

Manager shall deposit the cost of sugar with the sugar mill. Funds required shall be

provided by the Corporation Head Office on requisition. For deposit of cost of sugar in

27

the sugar mill located inside the state, Advance to sugar mill shall be debited and this

account shall be adjusted on actual lifting of stock.

3.2 Deposit by Fair Price Shop: Manual Method through Demand Draft (DD)/Bankers Cheque (BC)/Pay Order (PO) The FPS Retailers shall deposit cost of Rice/ Wheat / Sugar through Demand

Draft / Bankers Cheque /Pay Order in favour of District Manager, OSCSC Ltd of the district which shall be payable where the District Managers Office is located.(For

example: For District Manager, OSCSC Ltd, Koraput, it should be payable at Jeypore for Koraput district FPS Retailers)

The FPS Retailers shall deposit the Demand Draft along with a Retailers Deposit Slip detailing the PDS items (scheme wise) for which the cost is being deposited along with quantity, rate and amount for each item. The Retailers Slip will

also have Bank draft/ Bankers Cheque/Pay Order details and will be submitted in

duplicate. The In Charge Officer RRC-cum-DSC shall acknowledge the receipt on the

second copy & return it to the FPS Retailer while retaining the first copy for record. The

content of the Retailers Deposit Slip will be verified with the Distribution order of the

District Civil Supplies Office for the FPS before issue of stock in its favour.

One Bank Draft may be made by the FPS Retailer for all the PDS items as per

his/her allocation. The details of PDS items scheme wise shall be mentioned in the

Retailers Deposit Slip. A sample copy of same is at Annexure-3A.

The drafts from FPS Retailers Deposit shall be collected by the RRC-cum-DSC

I/C and these should be checked to ensure that the DDs are drawn in favor of District

Manager OSCSC Ltd, correctly, valid & are in order.

However, if the RRC-cum-DSC is not located within a Block or ULB but is feeding

their FPS, the Inspector of Supplies/Marketing Inspector of the concerned Block/ULB

may receive the DDs along with Deposit Slip from the FPS Retailers. The Demand

drafts and Deposit Slips collected by the MI/IS shall be deposited by next day at the

concerned RRC-cum-DSC on proper acknowledgement so that stocks to the FPS

through H & T Contractor (Level-II) can be issued. The RRC-cum-DSC I/C shall deposit

the DDs collected from the retailers on weekly basis to the District Manager of OSCSC.

All the deposits by demand draft / pay order / bankers cheque received at District

office shall be deposited in the bank on the same day or on the next day.

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For reconciliation of the bank account, the drafts received should be segregated

drawer bank wise and deposited in the bank, recording the same in Draft Deposit Register. The amount of draft deposited on each day shall be accounted for in the

Cash Book crediting Sales A/C XXXXXXXXX (Commodity & Scheme).

The sales proceeds so collected & credited to the bank account of District

Manager shall be remitted to the Account of OSCSC Head Office immediately online.

District Manager shall issue standing instructions to the bank for such online remittance to the cash credit account of OSCSC Head Office to avoid delay and idling of

funds in the bank.

The bank statement at the end of each month is to be reconciled with Draft

Deposit Register to check if all the drafts deposited are credited to the account.

Important Note: All field functionaries of OSCSC should discourage the FPS Retailers to deposit through Manual Method of deposits (DD/BC/PO) where there is NEFT deposit facility to avoid paper transactions, to ensure instant remittance and easy reconciliation.

3.3 Online Deposit by Fair Price Shop (NEFT through Axis /ICICI Bank Module):

3.3.1 Opening of account in CBS branch: For online deposit through the Bank Module, the FPS Retailer needs to open an

account in a CBS branch of any Commercial / Cooperative/ Rural Bank located his/her

Block/ULB. The list of all CBS branches in the District shall be circulated to the

Blocks/ULBs by the District Managers for dissemination of same among FPS Retailers.

3.3.2 Using the Bank Module: NEFT format shall be used by the FPS Retailer for transferring requisite funds

from his/her account to that of the District Manager, OSCSC upon which the FPS

Retailer gets an Acknowledgement from the bank. The Retailer shall use the unique 8-digit code of his/her Fair Price Shop to fill up the NEFT format. The NEFT operation

takes about one hour to transfer the funds to OSCSC account. The FPS Retailer shall

give the appropriate 2-digit product code in the NEFT format to indicate the PDS item for which s/he is transferring funds. A sample copy of the NEFT format is at Annexure-4.

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The codes assigned to various PDS items for FPS Retailers & Bulk Consumers

are as under.

Table-1

Product Code

PDS Item

Scheme

10 Rice All Rice for FPS Retailer 11 Rice AAY 12 Rice BPL 13 Rice APL KBK 14 Rice BPL Additional/Ad hoc/Special 15 Rice BPL/AAY for Poor Left out (PLO) 16 Rice Rice for RORC 17 Rice Annapurna 18 Rice Rice for Differently able Persons (RDP) 30 Wheat APL 40 Sugar BPL/AAY

3.3.3 MIS Reports MIS reports on Bank Module would be generated on real time basis in the home

page of OSCSC. All the Stakeholders (like FPS Retailers, Block/ULB, RRC/RRC-cum-

DSCs, Sub-Division, District and OSCSC HO) can view this report in the transparency

portals of the OSCSC website (www.oscsc.in) and Department website

www.foododisha.in.

As internet facility is available in all Blocks/ULBs and District OSCSC Offices, the

MI or IS will be responsible to download the list of FPS Retailers who have deposited

through NEFT (on line) along with the commodities. S/he will be responsible to

authenticate the same with his/her signature and send it to the concerned In Charge

Officer RRC-cum-DSC on every alternate day. If a FPS Retailer usesItem Code 10 meant for rice under all schemes being dealt by him/her, then s/he would submit the

details of scheme, quantity and amount for each through Retailer deposit slip along with the NEFT transaction number (UTR Number). In fact all Fair Price Shop retailers

who deposit through NEFT may provide the NEFT transaction number in the Deposit

slip for reconciliation. (All FPS retailers may be encouraged to use item code 10 while filling up NEFT form to save on the transaction costs in the Bank).

30

http://www.oscsc.in/http://www.foododisha.in/

Steps have been taken to integrate the outputs of Bank NEFT module to the

Supply Chain Management System application online. The depots which are operating

online are now able to verify the FPS Retailer deposits for the PDS commodities within

one hour of deposit or so.

The In Charge Officer RRC-cum-DSC shall issue Stock for delivery at FPS

through Level-II H & T Contractor on the basis of above downloaded & authenticated

computer generated MIS report showing proof of payment by the FPS Retailer.

In case there is a failure of Internet at the Block/ULB for long time, the Axis

Bank/ICICI Bank at the District HQ shall provide hard copy of the Block-wise and FPS

Retailer-wise deposits to District Managers office for facilitating issue of PDS items to

FPS retailers on requisition on every 3rd day starting from 15th of the preceding month. State Nodal Officer of these two banks may inform their District branch heads accordingly.

The amount deposited (sale proceeds) shall be credited to the Account of District

Manager, OSCSC online through Axis Bank & ICICI Bank Modules. The name of FPS,

FPS Code number, scheme, Commodity, quantity, amount deposited, & allotment

month will be available in the customized MIS reports which are to be downloaded at

the end of each day at district office for record.

The NEFT deposit as appearing in the bank account is to be reconciled with the

sales statement received from RRC-cum-DSC. At the end of each day, accounting entry

shall be passed in the Bank Book crediting Sales Account XXXXXXXXX (Commodity)

on the basis of report downloaded from website.

Reconciliation of Sales Account & Quantity delivered to FPS by RRC-cum-DSC

shall be made at the end of the month by the District Office. The bank statement at the

end of each month is to be reconciled with NEFT deposit to check if all the deposits are

credited to the account.

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Chapter-4 Accounting & Documentation of Transaction

4.1 Dispatch of Stocks to other districts/other RRC-Cum-DSCs of own district: The Base RRC/ RRC-cum-DSC I/C shall generate Gate Pass-cum-Dispatch

Note (Annexure-5A) in triplicate for each vehicle carrying rice stock to

(a) Other districts through State Level H & T Contractor engaged by OSCSC

Head Office,

(b) Other RRC-cum-DSCs of the same district through Level-I H &