v.o.chidambaranar port trust
TRANSCRIPT
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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V.O.CHIDAMBARANAR PORT TRUST
PROCESS FINANCE DEPARTMENT
SECTION MANUAL FOR ADVANCE SECTION
ISSUE NO : 00
DATE : 05.07.17
APPROVED BY (WITH SIGN)
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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INDEX SI.NO TITLE PAGE NO
1 Cover Page 1 2 Index 2
3 List of Recipients 3 4 Revision Sheet 4
5 Introduction/Quality Policy & Objectives 5
6 Benchmark 7 7 Abbreviation 8
8 SIPOC 9 9 Interested Parties 10
10 Tour Advance & LTC Advance 11
11 Tour Advance Bill & LTC Bill 12
12 House Building Advance 13
13 HBA - Sanction of Second Instalment 14 14 IInd Mortgage of House Building Advance 15
15 Release Hypothecation of HBA Documents 16 16 HBA Insurance Premium 17
17 Hypothecation of Vehicles. 18
18 Organisation chart 19 19 Risk Assessment and Risk Treatment 20
20 Key Performance Indicator 20 21 Action to Address Risk and Opportunities 20
22 Hazard Identification, Risk Assessment and Controls
21
23 List of Registers 22 24 Common-Follow up action on Internal Audit and NCR, Follow up
action on External Audit.
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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LIST OF RECIPIENTS
SI.NO NAME OF THE RECIPIENTS CONTROLLED COPY NO
1
SR.DEPUTY CHIEF ACCOUNTS OFFICER/ ACCOUNTS OFFICER GR.II
1
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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REVISION SHEET
1. ISSUE STATUS :
SI.NO
ISSUE NO
DATE REASON FOR REVISION
1
1
05.07.2017 Upgradation & Integration of
QMS(9001:2015),EMS(14001:2015),OHSAS(18001:2007)
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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SCOPE
Advance Section is dealing in regard to Passing of TA Advance & Bills, Home Town travel
concession, LTC Advance & Settlement of Bills, House Building Advance, Releasing of
Hypothecation of HBA and Conveyance.
IMS POLICY OF THE PORT
We are committed to provide seaport facilities and related support services for seaborne
transport facilities by –
Ensuring quality service to EXIM Trade, by adhering all legal requirements.
Protecting the environment including prevention of pollution.
Ensuring safety by preventing injury and ill health.
Continually improving the overall effectiveness of IMS through
Employee motivation and empowerment with social responsibility towards the progress of
the Nation.
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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IMS OBJECTIVE OF THE DEPARTMENT
QMS
Settlement of vessel and cargo related bills within 3 days including Holidays and other payment bills within the Benchmark prescribed in the manual if all data are in order.
EMS To ensure reduction of paper and to conserve energy OHSAS To ensure prevention of ill health and injury.
IMS OBJECTIVE OF THE SECTION
QMS
Sanctioning and settlement of all advances within the prescribed time.
EMS To ensure reduction of paper and to conserve energy OHSAS To ensure prevention of ill health and injury.
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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BENCHMARKS
Sl.No. ACTIVITIES TOTAL DAYS FOR BENCHMARK
1 Tour Advance 4 Working days
2 LTC/HTC – Permission / Advance 4 Working days
3 TA Bills of Employees 3 Working days
4 House Building Advance 3 Working days
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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ABBREVIATIONS
FA&CAO Financial Adviser & Chief Accounts officer
SRDY.CAO Senior Deputy Chief Accounts officer
SR.AO Senior Accounts Officer
A.O. GR.I Accounts Officer Grade I
AO Gr.II Accounts Officer Grade II
DA Dealing Assistant
Dept. Department
No. Number
Yrs Years
G.P.F. General Provident Fund
H.B.A. House Building Advance
T.A Tour Advance
L.T.C. Leave Travel Concession
H.T.C. Home Town Leave Travel Concession
WD Withdrawal
AD Advance
ICS Integrated Computer System
CE Chief Engineer
SAP Systems, Applications & Products
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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SIPOC
1.
2.
KPI
Officers/ Employees Application form Tour advance / LTC Advance
Scrutinizing the form
and forwardfor
approval
CASH Section
Officers/Employees Application form House Building Advance
verify with the
service book and
checklist list is
prepared
FA& CAO for
approval
26.07.2018
Source of Inputs (S) Inputs (I)Process /
Activity (P)Outputs (O)
Receiver of Output /
Customer (C)
SIPOC Rev No : 00
Rev Date :
Process Name: FINANCE-ADVANCE Process Owner: FA Date:
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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V.O.CHIDAMBARANAR Port Format No. VOC/IP, Issue No: 01, Date: 05.07.2017
Interested Parties
4.2 Understanding the requirements of the Interested parties Interested Parties Requirements
Cash Section Verified application form from Advance section
Officers/ Employees House building advance
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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Tour Advance & LTC Advance
Input / Ref. Documents Activities Responsibility /Out put
Receipt of Tour / LTC advance applications from Officers/ Employees
Scrutinising the TA/LTC application and submit for approval
Enter in the Register: Sanction order T CODE ZHR-PERSONAL_ CLAIMS
A.O.Gr.II pass the bill and send to Cash Section by Register
D A Finance
Computer SAP-T Code ZHR_ Personal_ claimsTour Advance request and
Sanction formOrder(LTR907A) LTC/HTC(LTT 220) Reports LTC Advance Sanction Order(LTR906A)
All Departmen
t
DA / AO.GR.II
DA / AO.GR.II
DA / AO.GR.II
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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Tour Advance Bill & LTC Bill
Input / Ref. Documents Activities Responsibility /Out put
Bills received are scrutinised if the bill amount is less than the advance drawn the balance remitted by cash through cash
receipt
Bills received in the full form will be entered in the Register
JAO authorise and pass the bill and send to Cash Section by Register : QA/ADV/RMT
D A
All Department (Less than)
All Department (More than)
Bills received are scrutinised if the bill amount is more than the advance drawn entry made in the Register and balance
amount if any, payment will be made through payment voucher A.O.Gr.II pass the bill and sent to Cash Section by Register
DA / AO.GR.II/
DA / AO.GR.II
Vouchers are prepared & sent to Cash Section for payment
Vouchers are sent to Accounts Audit & Budget Section and
payment made through salary
Through Cash Section
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INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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Computer & Conveyance Advance
Input / Ref. Documents Activities Responsibility /Out put
Send to competent authority for approval. Intimate to all departments of the allotted fund
A register(QA/ADV/RCC) is maintained for watching of expenditure within the limits of budget allotments.
Allotted fund is distributed to all departments by taking in to account of the staff strength of each department.
D A
DA / AO.GR.II/
DA / AO.GR.II
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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House Building Advance
Input / Ref. Documents Activities Responsibility /Out put
Send to Chief Engineer for Technical Sanction
Verify the Service Book with regards to Age, Basic Pay for
calculation of HBA, prepare and send the check list to concerned HOD for recommendation for approval
Receipt application from Officers/Employees and scrutiny the HBA document with reference to rules for deciding the
eligibility and the same send to Legal Adviser for legal opinion
Original Sale Deed hand over to AO.GR.II for safe custody
and the Title Deed send to FA&CAO for signature
All Department
DA / AO.GR.II/
DA / AO.GR.II
DA / AO.GR.II
DA / AO.GR.II/
CE
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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HBA – Sanction of Second Instalment
Input / Ref. Documents Activities Responsibility /Out put
After clearance for second instalment from CE. The employee has to produce encumbrance certificate for sanction of
second instalment.
Sanction Order for II Instalment is prepared and
passed the bill and send to Cash Section by Register : QA / ADV / RMT
Receipt application for HBA Second Instalment and send along with the HBA file to Chief Engineer/TPT for
verification and inspection.
D A
All Department
CE
DA / AO.GR.II
DA / AO.GR.II
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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II Mortgage of House Building Advance
Input / Ref. Documents Activities Responsibility /Out put
HBA file send to Chairman for approval
An undertaking will be received from the employee confirming
the purpose and send letters to banks / Financial Institution with original sale deed for sanction of loan on second Mortgage
Receipt of application for extension of the existing house.
All documents are verified with reference to HBA rules on Second Mortgage
D A Officer /
Employees
DA / AO.GR.II
DA / AO.GR.II
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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Release Hypothecation of HBA Documents
Input / Ref. Documents Activities Responsibility /Out put
Receipt of no due certificate the title deed with discharge certificate send to competent authority for signature in
each and every page of the title deed.
The Original sale deed kept in safe custody of AO GR.II is handed over to the official
with proper receipt and witnesses
Receipt of application for releasing HBA Hypothecation and forward the same to Pay Bill Section for
furnishing no due Certificate.
Officer / Employees
Pay Bill
DA / AO.GR.II
DA / AO.GR.II
DA / AO.GR.II
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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HBA Insurance Premium
Input / Ref. Documents Activities Responsibility /Out put
The amount recovered will be passed for payment and sent to Cash Section
Cheque received will be sent to the Insurance Company
Preparing a list of HBA annual insurance premium for all Officers / Employees for recovery. The recovery schedule
will be sent to Pay Bill Section every year during the month of December for recovery.
D A
Insurance Office
Pay Bill Section
Cash Section
DA / AO.GR.II
DA / AO.GR.II
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INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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Release Hypothecation of Vehicles
Input / Ref. Documents Activities Responsibility /Out put
Verification of application with Form35 with reference to vehicle number as per Registration Certificate (RC)
Book and send to Pay Bill for furnishing No Due Certificate.
On receipt of No Due Certificate the Hypothecation Form35 is signed and handover to the employee
for onward transmission to Regional Transport Officer.
Receipt of application for releasing of Hypothecation in respect of vehicles in Form35
Officer / Employees
DA / AO.GR.II/
DA / AO.GR.II/
DA / AO.GR.II
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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ORGANISATION CHART
FINANCIAL ADVISER & CHIEF ACCOUNTS OFFICER
SENIOR DEPUTY CHIEF ACCOUNTS OFFICER.
ACCOUNTS OFFICER GR.II
DEALING ASSISTANT
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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RISK ASSESSMENT AND RISK TREATMENT
RISK CONTROL METHOD/PROCESS Insufficient data Sufficient datas to be furnished
KEY PERFORMANCE INDICATOR: SANCTIONING AND SETTLEMENT OF ALL ADVANCES WITHIN THE PRESCRIBED TIME.
ACTION TO ADDRESS RISK AND OPPORTUNITIES We determined the risks and opportunities related to its environmental aspects (see 10.2),
compliance obligations (see 10.4) and other issues and requirements, SI NO
ASPECT IMPACT CONTROL METHOD
1 Consumption of electricity
Reduction in Natural resources
EMP/01
2 Consumption of paper Reduction in natural resources
OCP/01
Reference Standard Requirement
ISO 14001:2015, Clause: 6.1.1
V.O.CHIDAMBARANAR PORT TRUST
INTEGRATED MANAGEMENT SYSTEM MANUAL
ISSUE NO: 00 APPROVED BY DATE: 05.07.17
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Hazard Identification, Risk Assessment and Controls SI
NO
HAZARD RISK CONTROL
METHOD
1 Radiation Eye strain SOP/3
2 Electrocution Human Injury SOP/1
3 Dust Health hazard SOP/3
4
5 6 7 8
Leakage of cartridge Tin Tag puncturing Body joint pain Slippery Dust emission
Health hazard Human Injury Human Injury Human Injury Respiratory Disorder
SOP/1 SOP/1 SOP/3 SOP/3 SOP/4
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INTEGRATED MANAGEMENT SYSTEM MANUAL
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LIST OF REGISTER :
Sl.No. NAME OF THE REGISTER CODE NO. Retention Period
1 Bill Receipt Register for T.A QA/ADV/RBR 2 Years
2 Bill Register for L.T.C/H.L.T.C QA/ADV/RLT 5 Years
3 House Building Advance Register QA/ADV/RHB 15 Years