GOVERNMENT OF INDIAMINISTRY OF RAILWAYS

(RATLWAY BOARD)* *** rt

No.2004/TG-V1 O/P/HHT Pt.

Principal Chief Commercial Managers,AII Zonal Railways

(Shelly Srivastava),.,..',, .,r '

Director Passen ger.g{arketingRailway Board

New Delhi, dated 11.12.2018

cAo/PTS,IRCA Building,State Entry Roadn

New DelhiMD/CRIS,Chanakyapuri,New Delhi

(COMMERCTAL CTRCULAR NO. 68 OF 2013)

Sub: Procedure Order for Hand Held Terminals for TTEs.

A project to introduce Hand Fleld rerminals (HHT) on Indian Railways forcomputerised on-board ticket checking and aliotment of vacant berths has beenconceptualised and tested and is ready fbr roll out on all India basis. CAO/pTS hasbeen nominated as the nodal agency for the imprementaiilon bfthe project.

2. The detailed Procedure order for Hand Held, iJminuts for TTEs has beenfinalised and approved and is enclosed for information.

3. Zonal Railways are reqllested to iss.gei necessary instruitions to all concernedaccordingly. i

,,,,, ,- .,,..

4. This issues with the concuiren[i oicars directorate of Railway Board.

,Ut\' \..!g(Virrffa llarera)

Director E(C&m)Railway Board

NATIONAL FEDEMTION OF, INDIAN MILWAYMEN (N. F.I.R,)

Dated: I6/12/2018

f::1,,:;f;;ikT!:,!l::;:';:;:tr,;{:#:,'!;:,'; *, Generat secretaries or zonat unions or NFrR ror inrormation and -21-

A.

PROCEDURE ORDER FOR HAND HELD TERMINALS FoR TTEs

Salient fcatures of Reservation I{ules

1. A passenger can secure reservation as per ARP of the fi'ain from any pRS counter ortll'ough IRCTC website or through an authorised agerrt of IRCTC.

2' Reservation charts are prepared at least 4 hours before the scheduled deparlure of thetrain. Thereafter, the available accommodation is open for booking across pRS countersas well as on internet till preparation of second reservation chart. The timings ofpreparation of second reservation chart are decided by Zonil Railways dependilg-uponthe distance of the charting location and the platform fiom which the tiain is scheduled todepart. This time can be between 30 rninutes and 5 minutes before the scheduled/re-scheduled time of departure of the train. If second reservation charts are not taken our upto 5 minutes before the schedulecVrescheduled departure of the train, system wiilautomatically finalise the charts and vacant accommodation is transferred io the nextlemote location.

3' A consolidated report called as Captaincy Report on Coach-wise non-turned uppassengers, vacant accommodation, any other instance worth reporting like deflcientcoach fittings etc, obtained from each TTE, is to be subrnitted-by the TrailSuperintendent / Captain of the ffain at the TTEs Lobby.

Existing r4atrual procedure vis-a-vis proposed procedure for checking ofResen'ed Passengcrs through HHT by the TTIIs:

B.

(EXISTING MANUALPROCEDURE)

(PROPOSAD PROCEDURE F'OR HHTAPPLICATION)

1. Reporting for Duty and signing-on for Dufy

1.1 The train manning TTEs reports atthe TTEs Lobby for duty,

Signing-on is done in the signing-on register manually by each TTE

The TTEs will report for duty at the TTEs Lobby.The TTE will sign-on in the TTE lobbyapplication as well as in the manual register.

Names of the TTEs and Conductor will getimplicitly displayed as.per the duty roster for therespective train for the assigned day and date.

.,Declarafion of Private Cash

2.1 Tlie TTE declares his private cash

in the private cash register as wellas on EFT book.

The TTE will declare his private cash in the TTElobby application as well as on the EFT book.

Personal detalls of the TTE including the privatecash declared at the time of Sign On Duty inTTE's Lobby application will a.lso get reflected inthe HHT Device of the concerned TTE.

3. Allocation of Coaches

3.1 The Cohductor/Captain/TSallocates coaches to the TTE's and

in some Railway coaches are

allocated by CTl/Roaster

Conductor/Captain of the Train will assign CoachNumters to the respective TTEs in TTEs Lobbvapplication.

TTEs shall ensure that their correct IdsAllame are

led in the system as it in turn would have directbetiring in performing the duty on the assignedlrain and also preparation of TA and Night DutyAllowance etc.

ln the event of last minute non-turning up of anyTlE or replacement thereof, Train Supdt./Captainof the train will be able to re-assign the Coachesand/or replace the narne of the non-truned upTTE with the one performing duty in lieu thereofin the I{HT device. It will in turn updare rheposition in the TTEs Lobby application.

4. Handing over of charts

4.1 Reservation charts for each Coachare delivered to the respective TTEincluding the 2"d chart.

TTEs will download reservation charts of their.assigned coaches/train onto the HHT after thesecond charting is completed using either GPRSSIM's on their I{HT devices or tlrough Wi-Fi inthe lobby..

The cancellations of reselations made afterdownloading the charts onto the HHT device willalso get reflected on the IIHT on an howly basisand name of the passenger will be shown in red.

5. Cheching the Coaches

s.1 The TTE checks the turned uppassengers as per the PNR Numberindicated on the Ticket &,

Passenger ID and' match theparticulars with the reservationchart. Passengers having correctticket & ID particulars are marked?.s,fourld on the reservation chart,

For the non-ilrrned up passengers

'rNTrr is recorded against theirSeat/Berth Number.

After physical verification of passenger as per thePNR and ID, TTE will mark presence/turnecl upstatus of the passenger in the reservation chartavailable in the HHT.

TTE will mark turned up/ non-turned up status inHHT as per actual available number ofpassengers against the booked PNR numbers.

6. Allotmcnt of Vacant borths and Preparation of Captaints report

6.1 Vacant berths after chart

preparation are fo'ansferred to nextremote location. The TTE can allotsuch berths only upto the next

remote location.

Vacant accommodation, if any, after preparation

of second reservation chalt would implicitly get

transferred to the next remote location, TTEs on

train can book such vacant accommodation onlyup to next remote location,

6.2 The berths vacant due to non-twnup of passengers are allotted toRAC/Partially Waitlistedpassengers on priority upto the

destination station of NT passenger.

Accommodation found vacant due to non-tutningup of .passenger can be re-allotted by ticketchecking staff'only upto destination station of thenon-turned up passenger or upto next temote

whichever is later.

Allotment can be made in the f.ollowing order i.e.

first to RAC and then to partially waitlistedpassengers.

6.3 There is no provision forcommunication of vacant berths

between the two TTEs of same

train.

Details of the non-turned uppassengers and finally vacant

accommodation after

accommodating RAC / wait listedpassengers on boarcl in hain isprepared by each TTE includingany other matter worth reportingand made over to the Captain of the

train.

The Tlain Captain consolidates

such details in the Captain's Report

anci makes over at the TTE's Lobbyof the duty completion beat.

In case the duty cornpletion beat

station happens to be the traindestination station, then reservation

charts of all the coaches are be

deposited at the TTEs lobby along

with Train Captains Report.

After accommodating

confirmed passengers,

all RAC/partiallythe TTE will send

communication elechonicaily through HHT to the

Concluctor/Captain regarding the remaining

vacant accommodation, if any:

a. Vacancy in the final reservation chart

and/or

b. . Non-turning up of passengers

The TTEs will also send communication to theConductorlCaptain of the train electronicallytfuough HHT device regarding the details ofMC/partially waitlisted passengers leftunadjusted in his/her coaches due to non-availability of vacant accommodation.

Allotment of vacant accommodation to the leftover RAC/parlially waitlisted passengers as perpriority will be done by the Conductor/Captain ofthe train based on final vacancy position of all tirecoaches rnalned by all the TTEs of his/ her team,

through HHT device.

A prompt of such allotment will pass from theHHT device of Conductor/Captain of the train tothe FII-IT clevice of the conceinecl TTE in whosecoach the passengel is presently seated/available

so that he may guide the concerned passengers toshift to the coach where accommodation has been

allotted to them.

The TTE of the coach in whose coach ttie

passeqgers got shifted will mark them turned

up/non-turned up in the HI{T device. Thereafter

the TTE will send the final vacancy position to

the Conductor/Captain of the train for

consolidation of the vacancy position.

f

Subsequently, any accommodation left vacant can

be allotted to WT & travel authority holders

(pass, wanant) by the ticket checking staff.

I{owever, accommodation found vacant due to

non-turning up of passenger can be re-allotted by

ticket checking staff only up to destinatiqn station

of the non-turnect up passenger or upto the next

remote whichever is later.

Conductor/Captain of the train will communicate

to the next Remote location through FIHT device/

PRS server Finally consolidated class-wise and

coach-wise vacant accommodation, which in turn

would update the cument vacancy availability

position of the next remote location zurcl willupdate the.waitlisted passengers implicitly at that

very time and also at the time of preparation offinal reservation charts of that rernote location,

After tlansferring the vacancy position to PRS ofthe next remote location, TTE of the train will not

be allowed to book such vacant accommodation

to any passenger beyond the next remote location.

The HHT device will also have the followinsprovisions -

i. Shifting of passenger from one berth toanother in same or other coach,

ii, In case of late boarding, change/modificationin chart in regald to actual boarding point,

iii. Change 'of destination, in the event ofalighting of passengers short of bookeddestination,

7 EDR lteport

7.1 List of non-turned up passengers is

fed in 'Web Enabled Coaching

Refund System's (WECRS) EDR

Module for updation of EDR whichin turn facilitates in srant of refund

on unwed reserved tickets.

List of Non-tuming up passengers wouldimplicitly update the EDR status in the CoachingRefund Application as I{FIT' application is also

integrated with the Web Enabled CoachingRefund application for auto updation of EDRwhich in turn will faciiitate grant of refund onuntravelled tickets. There will be no need toprepare EDR.

I Other Feat'ures of HIIT

8.1 TheTTE of the coach can also communicate to the conductor regarding:

a. No water in any coach

b. No electricity in any Coach

c. Deficient Coach Fittingsd. Non-supply of bed rollse, Toilet / Coach requiring cleaningf. Patient P*seggl:gryll!4g health care, etc.

8.2 In the event of communicatiorl device failure, the following proceclure will be

observed-

a' The charts of ai1 the coaches axe visible on the device of all theCaptain/TSs/TTEs, though, they may only work on the charts pertaining to thecoaches manned by them, Data once synced, is updated on the devices of allCaptainlTSs/TTEs.

b. In case of failure of one device, the synced information is available on otherdevices on the train. The Captain of the hain may re-assign the coaches of thefailed device to some otlier TTBs/devices.

c. [n case the Captain's device fails, he can take over the device of anv otherTS/TTE by signing on the device with his ID.

d. A toll free numbel shall be provided at the Help Desk manned round the clock toassist all the'FII-IT users in the event of any sort of failure or clevice becomingfatrlty which will be attended to if possible through remote connectivity usingGPRS enabled SIM and if that is not possible then at the lobby where the TTE issigni.ng off.

8.3 The functionality of Excess Fare Ticket (EfT) generation and ena6iing of payrnents

through POS machirre will be incorporated in the Phase-II of the I{I-IT for TTEs project.

9. Possession/Handling of HHT and Codal Life

9.1 Each TTE and Train Supdt./Captain will be provided with a ffipersonal equipment on trains. In case, the staff is expected to be away from cluty for

longer period, the device shall be deposited with the lobby In-charge.

9;2 Procedure to deal with the loss of HHT device

i. The staJf whose I{HT device has been lost will immediatelt i"pi"fiG s"m" !.the CTl/Incharge and will register FIR at the nearest police station. CTl/Inchargeshall ensure that the lost device/devices are made inoperative with immediateeffect in co-ordination with CRIS,,

ii. The Divisional office will shall arrange to notifu the loss through RailwayGazette.

iii. The staff will have to subrnit the following cost of the HI-IT ctevice:

a. Lost during l".year- 80% of cost

b. Lost during Ztti year-60%o of cost

c. Lost during 3'd year-4}%oof cost

d. Lost during 4tn yeu-3}%o of coste. Lost after 4t" year- 20% ofcost

iv. In addition to the cost of the clevice, a committee should be constitutedcomprising of ACM of the concerned division and AAO flom Traffic Accounrsoffice who shall rnake amangement to conduct enquiry based on FIR andrelevant collateral evidence/documents to ascertain the cause of loss.

v, The committee shall examine the material on record including outcome of thegazette notification, service record of the employee during the last three yearstaking into account the irregularities cornmittecl by him.

vi.F.nquiry report of the committee should be put up to DRM within one month ofits constitution. In case negligence is establishecl on part of the employee, majorpenalty D&AR action shall be initiated.

9.3 There shall be a r,varranty of 03 years on the device with two y@Provision shall also be made to rectify the failure/faulty HFIT ievice of any TTE at theTTE's Lobby where the concerned TTE will approach f.or sign off. The conterned TTEsr'vill deposit the faulty HHT device in the lobby (TTEs HQ) at tfie time of signing of. Iffault arises on a moving train, the concerned TTE will hand over the device in m" toUUy(TTE FIQ at the time of signing off. A complaint will be registered with the Helpdesk/directly to the vendor who will collect ancl repair/replace the hulty device witirin Z+houls as per the conditions of procedure framed for repair of faulty HHTs.

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