Review of Staff Working at Store Unit at Matunga

CENTRAL RAILWAY

REVIEW OF STAFF WORKING AT STORE UNIT AT MATUNGA

Officers & Inspectors

Officers Inspectors Shri. Rajesh Sahani Shri Santosh Handore SECY (PG)/HQ WSI/BB

Shri. A. K. Gupta Shri Swapnil Awale DWSO/BB WSI/HQ

Shri R. Subramanian Shri Akbar Sayed Dy. Secretary & APIO WSI/BB

Officers & Inspectors

Officer Supervisors Shri. Bajrang Lal Agarwal Shri.P M Bhosekar Dy.CMM/MTN Ch.OS(EST)

Shri.Arvind Hatmode Ch.OS(Gen)

SYNOPSIS OF THE STUDY

Study Number : WSCR/Stores/HQ/2/17-18

: : Review of staff working at Store Name of Study Unit Matunga.

Approved by : AGM

Department : Stores

Division : Mumbai

Date of Commencement : 08-06-2017

Date of Completion : 10.11.2017

Date of Submission : 06.03.2018

No. of Recommendations : 01

Sanctioned Strength : 399

No. of Men studied : 205

No. of vacancies : 194

No. of posts identified surplus : 52

Financial Implication(Tentative) : Rs. 2,45,37,240

INDEX

No. Contents Page No.

Acknowledgement, Terms of Reference, Authority And 1 04 Methodology

2 Summary of Recommendations 05

3 Chapter – I Introduction 06

4 Chapter – II Existing Scenario 08

5 Chapter – III Critical Analysis 32

6 Chapter – IV Recommendations & Suggestions 33

7 Chapter – V Financial Implications 34

Acknowledgement

The work-study team takes this opportunity to express heartily thanks to Shri Bajrang Agarwal, Dy.CMM/CWE for the valuable guidance provided by them for successful completion of study.

The work study team also likes to thanks all Chief Office Superintendent of various sections and all Chief Depot Material Superintendent & Depot Material Superintendent of various wards for the guidance rendered to the work study team for early completion of the study. The work-study team is also thankful to other staff of all depot who rendered guidance to the team in conducting the study.

Authority and Term of Reference

The work-study on “Review of staff working at Store Unit Matunga” has been included in work-study Program 2017-18 with No. WSCR/Stores/HQ/2/17- 18.

The term of reference for the given work-study is “Review of staff working at Store Unit Matunga”.

Methodology

The work-study team has adopted the strategy as under:

1. Collection of data of details of existing staff strength, workload, allotment of duties, existing/New procedures to carry out the work.

2. Discussion in details with supervisors & other staff of store department regarding existing scenario.

3. Critical analysis of the data collected.

SUMMARY OF RECOMENDATION

Sr. Page Recommendations and Suggestions No. No.

Recommendations 1: 52 posts of Group C Staff/ 1 33 erstwhile Group D staff may be surrendered.

CHAPTER 1 INTRODUCTION

Store depots are of considerable importance for smooth functioning of the workshops as timely supply of required materials and spare parts are very much essential for the unit to achieve the targeted out-turn. The responsibility of planning, processing, liaison, inspection, and stocking etc of the required materials and prompt supply of the same to various shops, besides accounting of the receipts and issues is lying with the attached store depot.

Objectives of Material Management: The following are concepts of good Material Management:- a. To ensure timely availability of required material for production, maintenance requirements b. To maintain uninterrupted material supplies at minimum cost c. To minimize purchase/product cost and reduce percentages of obsolesce of inventories. d. To reduce material/product costs through standardization, value analysis and import substitution, indigenization, EOQ analysis and other material management techniques e. To maintain public accountability at all stages of transaction f. Efficient control of inventories to reduce working capital g. To suggest measures to prevent deterioration of materials and to eliminate losses, pilferages maintain shelf life. h. Timely disposal of surplus, non-moving, not-required and unwanted materials

In modern era, where Integrated Materials Management Information System (iMMIS) with online facility is being provided in all stores depots of Indian Railways.

In view of the above factors, the work-study on “Review of staff working at Store Unit Matunga” has been included as a annual study for the year 2017- 18, with the approval of AGM.

The Carriage Workshop, Matunga was set up in 1915 as a repair workshop for broad gauge and narrow gauge coaches and wagons of the erstwhile Great Indian Peninsular (GIP) Railway. The workshop primarily serves the Carriage Workshop Matunga and in addition to this it also serves Vidyavihar Car Shed, Kalva Car Shed, Sanpada Car Shed, Diesel Loco Shed Kalyan, and Electrical Loco Shed Kalya.

The Stores Depot, MTN is functioning under the administrative control of Dy.CMM/CWE who is assisted by 1 SMM and 2 AMM. This stores depot is mainly catering the Carriage & Wagon Workshop, Matunga for supply of spare parts and other materials required for day-to-day working. The administrative control of Stores depots under SMM/VVH, AMM/EMU/SNPD, AMM/EMU/KLW, AMM/DCL/KYN, SMM/ELS/KYN is also under Dy.CMM/CWE.

Purchase of Stock items is normally done through concerned section of Controller of Stores office, CSTM which is based on the requirement as per AAC finalized by the CWM/MTN in consultation with the WAO/MTN.

Materials are received in Store Depot/MTN by trucks, trains or by hand delivery and are checked first for correctness of quantity and quality as per Purchase order issued by COS office. The materials are inspected by Store/technical inspectors and DCOS/ACOS to check whether the materials received are as per specifications etc indicated in the PO.

The step-wise procedure for purchase of Stock items through COS/CSTM is as under:-  Preparation of estimate sheets of items  Verification of quantity by associated accounts unit i.e. WAO/MTN  Forwarding of the vetted figures to COS  Clubbing of demands of all depots and vetting by FA&CAO  Floating of tender enquiries at HQ  Opening of tenders and acceptance  PO sent to HQ finance for pre-check  PO released for firm by HQ  Receipt of material at MTN  Inspection of material  After acceptance, preparation of RO and material handed over to ward. If rejected, material is returned to the firm.  Taken on bin cards  Storage and issue of material

On accepting the material as per specifications, Receipt order (RO) is prepared and the materials are transferred to the concerned wards where necessary entries are made in the records. Similarly material when issued to the shops, the transaction is recorded in the wards. Sometimes, material is issued to different Store depots also through depot transfer.

CHAPTER 2 EXISTING SCENARIO

Sanctioned Strength of Group C staff and erstwhile Group D staff of Stores Deport Matunga and Other Depots falling under its jurisdiction is given in following tables dated,

Group 'C' Staff Depot/ Bill Unit S/S MoR Vac MTN 2040 124 81 43 MTN 2100/2102 28 10 18 VVH 2043 26 12 14 KVLA 2046 13 9 4 DSL 2038 16 12 4 ELS 2045 31 16 15 SNPD 2094 19 11 8 Total 257 151 106

Croup 'D' Staff MTN 2040 30 13 17 MTN 2100/2102 212 103 109 VVH 2043 19 11 8 KVLA 2046 8 6 2 DSL 2038 6 8 -2 ELS 2045 26 17 9 SNPD 2094 8 4 4 Total 309 162 147

Detailed sanctioned strength of sanctioned posts along with On roll staff and vacancies thereof at Store Depot Matunga is given in following tables respectively,

Sanctioned Sr. Category Man On Roll Vacancy Strength 1 CDMS 16 18 -2 2 DMS 10 9 1 3 Ch.OS/OS 54 36 18 4 Sr.Clerk/Jr Clerk 26 9 17 5 Steno 5 1 4 6 Typist 4 1 3 7 Tech Insp. 4 2 2 8 WELF 1 0 1 9 MCM 1 1 0 10 ML Driver 3 3 0 11 M/Checker 1 0 1 12 Messenger 7 2 5 13 Peon 14 5 9 14 Safaiwala 4 4 0 15 TADK 1 1 0 16 WW 1 0 1 17 Hamal 1 0 1 18 Mali 1 1 0 19 Carpenter 6 1 5 20 T/ET Driver 9 1 8 21 Crane Driver 2 3 -1 22 B. H. Painter 6 3 3 23 Slinger SK 5 2 3 24 Packer 2 0 2 25 Yard Porter 2 0 2 26 Jamadar 21 3 18 27 Mazdoor 41 10 31 28 Steam Cr F/M 1 1 0 29 Khalasi 145 88 57 Total 394 205 189

For Administrative Purpose stores office of workshop has been divided into various sections and wards. The list of sections and wards is as under,

Section for Ministerial and Administrative activities,  Establishment section  General Section  PPS  Co-ordination section  Ledger 1 Section  Ledger 2 Section  Ledger 3 section  Ledger 4 Section  Ledger 5 Section  Ledger 6 Section

Section for Stores receipt and issuing activities

 Ward-1 – wheel, axle, EMU, rexin items  Ward-2 – bearing, pipes, rubber, abrasive papers etc  Ward-3 – oil, grease, tools, acids, chemicals items  Ward-4 & 14 – electrical fittings , winding wires, electrical wires, torches, carbon brush  Ward-5 – cotton waste, nut, bolts etc  Ward-6 – steels items  Ward-9 & 10 - plywood Sheet, paint, thinner, spirit etc  Ward-11 – scrap items  W16 Ward – EMU items

Details of these sections in terms of the activities performed in these sections, and workload along with sanctioned strength is given in ensuing Paragraphs. Critical analysis of the workload and available manpower at each section is done by work-study team on the basis of discussion with supervisor of the sections and needbased requirement of manpower.

Establishment Section

Duty List:

. Over all in-charge of all Pay Bills Units of all Matunga Unit . Reservation matter of SC/ST/OBC of Group "D" staff including PHP. . D&AR matters of Group ‘D’ employees. . MACPS. . Audit Paras. . PNM matters. . Court matters. . Budget statement for Salary and Allowances. . Work related with WCA and ex-gratia payment. . Overall supervision and major correspondence. . Follow-up of Compassionate Ground Appointment cases and preparation of note. . To maintain Service Records of all Matunga Unit staff. . Issue of Passes and PTOs. . To deal with the matters related with i-Pass and Computer applications. . To generate various statistical statements related with Pay & allowances, manpower planning, forty statement, Seniority list of Group "D" staff. . Settlement/Pension & other post retirement benefits of staff under Matunga Unit. . Bonus, Income Tax. Arrears, fixation of staff under MTN Unit. . Work of NPS of respective bill Units. . Re-fixation of retired staff (Pre-2016) cases of concerned pay bill unit. . To ensure Staff Welfare measures. . Forwarding of PF advance, ECC Bank loan, Leave Application, leave Encashment, SBF, application of Concerned Bill unit. . Preparation of scale check statement of respective Bill Unit . To maintain daily attendance register summary of attendance and other relevant records of Special CL, CCL etc. . . To maintain Service-Records of respective bill unit in case of promotion, fixation, transfer, penalty, awards and increments. . To ensure File Management in the sequence of financial year. . Any other work assigned by the Administration.

Work Load: Establishment section is responsible for preparation of Pay Sheet for 313 staff pertaining to Store Depot Matunga. In addition to this section is also responsible of various activities performed by personal department. The distribution of workload is done activity wise among the staff of sections. Staff wise nominated activity is given in following table,

Sr. No of Category Deployment No Staff  Overall supervision and major correspondence Preparation of pay sheet of Gazzetted staff (8 Officers),  Dealing with court matters,PNM  Preparation of audit para regarding to COS 1 Establishment matters etc. 1  Liasoning officer to staff matter related to SC,ST & OBC staff of MTN,VVH,KLWA,KYN(DSL)KYN(ELS)& SNPD workshop  Preparation of pay sheet of 312 Class- III COS 1 staff.  D&AR matters of Group ‘D’ employees  Working on i-Pass for preparation of Pay OS 1 sheets of 312 staff.  Dealing with settlement cases, pension OS 1 2 issues.  Work related with WCA and ex-gratia OS 1 payment.

 Looking after Time keeping, maintain 3 Sr. Clerk 1 Service Record & Leave record of staff  Issue of Pass/ PTO, issue of medical cards, 4 Jr. Clerk 1 identity cards & RELHS cards etc. 5 Khalasi 2  Misc Works Total 9

Critical Analysis: Following points were highlighted to Work Study Team during the discussion with Staff at Establishment section.  Requirement of Welfare Inspector  Requirement of Messenger  Requirement of additional Group ‘D’ staff

Work Study team has found that provision of Welfare Inspector is justified at Establishment Section for activities like appointment on compassionate ground etc.

Further, considering the workload of movement of files and documents between stores and Headquarter, provision of 1 messenger and 1 additional Khalasi is also considered needbased and justified

Need Based Requirement: On the basis of Duties and Workload pertaining to this section and critical analysis thereof the needbased requirement of staff viz-a-viz existing manpower available at section is given in following table,

Sr.No. Designation Existing Proposed 1 Ch.OS/OS 5 5 2 Sr.Clerk/Jr Clerk 2 2 3 Welfare Insp. 0 1 4 Messanger 0 1 5 Khalasi 2 3 Total 9 12

General Section

Duty List:

. Preparation of proposal of Works Programme. . Maintenance of dead stock items pertaining to Main Office Building. . Collecting PCDO data from Ledgers/Wards and compiling the figures. . Non-stock requisition received from CWM/MTN is send to concerned ledger for non-stock certification. . Controlling of dispatch of dak/mails. . Receipt of Dak, Railway Receipt. Parcel. Tenders, Postal / Courier letters. . Collection of stationery from Byculla Depot, Uniform and General Items from CRD. . Distribution of stationery and uniform. . Preparation of requisition for collection of material from Depot. . Preparation of demand for purchase of material. . Cash purchase of stationery items. . Verification of bearer letters. . Deposit of cash to MTN station and cash remittance details to PFA/CSTM. . Deals with Telephone and its bills received are sent to WAO/MTN for making payment . Posting of Class IV staff/peon in main office. Building. . Preparation of Work Order to be placed on CWM/MTN and Byculla. . Placing demand for postal stamp to PPS and after receipt of pay order, collection of stamp from GPO. . To overall look after cleaning of Main Office Building and toilets. . Laundry work.

. Maintain library. . Calibration and stamping of weighing machine/Oil tankers. . Furnishing PNM reply of agenda pertaining to Civil/M&P works. . Condemnation of Dead Stock Items and sending it to scrap section. . Preparations of gate pass for repairs of computers. . Repairing of electrical fixture/gadgets of main office building. . Purchasing of toner for facsimile machine, computer ribbon and cartridge. . Chasing with SSE (W)/MTN for repairs of civil work pertaining to main office. . Furnishing information of departmental Annual Report. . Collection of time table, wall calendars. . Issue of notification of independence/Republic Day celebration. . To make arrangement for send-off/retirement programme. . Correspondence with Municipal Corporation regarding mosquito, rodents. . Provision of Fire Extinguisher. . To make arrangement for Newspaper and making necessary payments. . To ensure File Management in the sequence of financial year. . Any other work assigned by the Administration.

Work Load: Workload pertaining to this section is of variable nature, i.e. quantum of workload may increase or decrease at times. Also the works of this section are very crucial considering the urgent nature of these works.

Deployment of Existing staff at this section is as under,

Sr. No of Category Deployment No. Staff

1 COS 1 Over all incharge

2 Steno 1 Working with Sr.DMM/MTN Working on Computer for day today 3 Typist 1 correspondence and typing work. 4 Messenger 1 For correspondence with local stores.

Utilized for cleaning work in the area of 5 Safaiwala 4 SMM office premises and approach road. 02 khalasi is utilized for office working. 03 khalasis utilized for correspondence 6 Khalasi 5 work with other stores depots and COS office,stationary collection from byculla, Curry road

Critical Analysis: It was revealed during the discussion there is a requirement of one additional clerical staff for correspondence regarding various activities pertaining to this section. Work study team considers it necessary that one additional clerical staff may be provided to assist Ch.OS in day to day activities.

Sr.No. Designation Existing Proposed 1 Ch.OS/OS 1 1 2 Sr.Clerk/Jr Clerk - 1 3 Steno 1 1 4 Typist 1 1 6 Peon 3 4 7 TADK 1 1 8 Messanger 1 1 9 Safaiwala 4 4 Khalasi 5 6

Total 17 20

PPC Section

Duty List:

. Scrutiny and Registration of Demand. . Put up file to concerned Officer for approval of LT/WB/ST. . Tender uploading in IREPS site. . Tender opening with concerned Officer and Accounts Department. . Scrutiny of Tender and file put up to the concerned Officer as per tender value. . File sent to shop for TS and RR. . Correspondence with Vendors and Shops. . Purchase Order after Acceptance of Tender by Officer. . PO sent to firm by post and Email . Modifications, if any. . To ensure File Management in the sequence of financial year. . Any other work assigned by the Administration.

Work Load:

The distribution of workload is done activity wise among the staff of sections. Staff wise nominated activity is given in following table,

Sr. No of Category deployment No. Staff 1 OS 1 Scrutiny & Scrutiny and Registration of Demand

2 OS 1 Correspondence with Vendors and Shops Tender uploading in IREPS site. 3 OS 1 File Management in the sequence of financial year. 4 Khalasi 2 Assisting in Correspondence, File Movement etc

5 Khalasi 1 Office work

The workload of this section in terms of Demand notes dealt at this section is given in following table,

Sr. Year No of Demand notes and Po dealt No. 1 2015-16 1593 2 2016-17 2296 3 2017-upto 31/08/2017 1099

Critical Analysis: For assessment of need based requirement at this section Work Study team has taken into consideration the deployment of staff and number of Demand notes & PO dealt year wise. Also, during the discussion with supervisors of the section it was noted that the workload in terms of demand notes has been increasing in last year.

It was also revealed during the discussion that the purchase power of Matunga Store Depot is increased manifolds in recent times. This will require more number of staff in this section.

Considering the above, Work study team is of the opinion of that; one clerical staff in addition to existing staff may be provided for this section.

Need Based Requirement: On the basis of Duties and Workload pertaining to this section and critical analysis thereof the need based requirement of staff viz-a-viz existing manpower available at section is given in following table,

Sr.No. Designation Existing Proposed 1 Ch.OS/OS 3 6 2 Sr.Clerk/Jr Clerk 1 4 3 Khalasi 3 6 Total 7 16

Yard Section

Duty List:

. Ensure opening and closing of the section. Cleaning of the section. . To maintain all M &P items & vehicles including survey of M&P items, RTO passing, purchasing spare parts etc. . To ensure timely collection of parcels from parcel depots, stores depots and other Railways. . To maintain muster of Class-IV staff. . To assign duties to motor Lorry Drivers. . Ensuring timely submission of Receipts Vouchers to receiving section. . Maintenance of dead stock registers of yard section. . Proper utilization of contract lorry and keeping proper record for payment of bills. . All correspondence related to yard section suggested by yard’s staff/CDMS/Yard. . Documentation of ISO 9001-2008, ISO14001-2004 & OHSAS 18001-2007 related to stores. . Preparation of Depot IMS Audit. . Attending IMS meeting. . Clearance of purchase suspense at PFA/CSTM . Training to Railway Trainees-CSMD/DMS/SSE/SE of other Railway Training Institute of field visit. . Training to Stores depot staff on different modules of stores. . Survey of dead surplus staff items. . Taking necessary measures for clearance of non moving items. . To ensure File Management in the sequence of financial year. . Any other work assigned by the Administration

Work Load: The major workload assigned to this section is to arrange vehicle for receipt and dispatch of material from and to various depots. Arrangement of Staff for operation of this vehicle and assisting staff for handling of material is incidental to this.

At present the number of vehicle at this Section is as under,

Vehicle Number of Vehicle Tractor 1 Fork Lift 2 Crane 1 Staff Car 1

One truck is available on Hiring basis along with 4 staff for handling of material.

Staff from this depot is also provided to representatives of other workshops arrived to receive the material from Matunga Store Wards.

Critical Analysis:

On the basis of discussion with In-charge of this depot, work study team has noted following,  Existing supervisory and clerical staff is sufficient against workload.  There is a requirement of one additional slinger staff for ensuring proper loading/unloading.  One additional T/ET driver may be provided for manning of existing vehicles.  There is a requirement of khalasi staff to cater the workload related to loading/unloading of material at different locations/wards. Considering the workload a gang of six khalsi may be provided in additional to existing staff.

Need Based Requirement: On the basis of Duties and Workload pertaining to this section and critical analysis thereof the need based requirement of staff viz-a-viz existing manpower available at section is given in following table,

Sr.No. Designation Existing Proposed 1 CDMS 2 2 2 Ch.OS/OS 1 1 Sr.Clerk/Jr 3 1 2 Clerk 4 T/ET Driver 1 4 5 ML/Fork Driver 3 3 6 Slinger SK 1 2 7 Mazdoor 3 3 8 Khalasi 11 20 Total 23 37

Receiving Section

Duty List:

. Opening and closing of the section. . To maintain DRR Register and clearance of pending DRRs and enry of DRR in iMMIS. . To ensure inspection of materials received in receiving section. . To ensure preparation of RO within prescribed time period. . To ensure disposal of rejection cases as per extent rules. . To conduct joint inspection. . To maintain recovery register of rejected materials. . Correspondence with headquarter for DP extension and other modification of PO. . To ensure correspondence with the firm for GC/TC & required papers for inspection of the items. . Signing of RO & rejection advice prepared in receiving section. . To maintain overall cleanliness of premises. . Overall in charge of receiving section, which includes monitoring of other CDMS/DMS, ministerial staff’s day to day work. . Compliance of various reports, such as audit report/inspection report etc. . To generate various reports such as DRR pending reports ,rejection recovery cases etc. for monthly PCDO as asked by administration. . To ensure File Management in the sequence of financial year. . Any other work assigned by the Administration

Work Load: The deployment of staff is done activity wise which is as under:

No Sr. Category of deployment No. Staff 1 CDMS 1 Incharge 2 CDMS 1 CDMS R-1 3 CDMS 1 CDMS R-2 4 Ch.OS 1 Rejection and corrospondance 5 OS 2 Progress 6 Jr.Clerk 1 RO Cell

At present there are 07 Khalasi/Majdoor staff is being utilized for receiving, staking, checking and dispatching of material.

The workload in terms of DDR’s, Manual and iMMIS is given in following Table:

No of DDR's at Receiving Section Receipt COS L.P. O.Rly S&W RR 2014-15 3063 320 220 241 209 2015-16 3435 620 130 208 189 2016-17 4307 313 125 149 215 2016 upto 29.09.17 1177 116 98 104 121 20

Average 3602 418 158 199 204

Critical Analysis: Considering the workload and requirement of additional staff as proposed by CDMS, Work Study Team as arrived to the conclusion that 02 additional clerical staff for various works related to DDR entries, RO, Rejection and progress may be provided in this section.

Considering the quantum of workload in material handling 04 additional Khalsi staff may be provided at this section for smooth operation.

Need Based Requirement: On the basis of Duties and Workload pertaining to this section and critical analysis thereof the need based requirement of staff viz-a-viz existing manpower available at section is given in following table,

Sr.No. Designation Existing Proposed 1 CDMS 3 3 2 Ch.OS/OS 3 4 3 Sr.Clerk/Jr Clerk 1 2 4 Tech Insp. 2 2 5 Jamadar/Mazdoor/Khalasi 8 12 Total 17 23

WPR Section

Duty List: . Overall in-charge of the section. Responsible for all works pertaining to Receipt of Material from Vendors till the issue of Material to the shop. . Opening and closing of the Section. Cleaning of the section. . To receive the material against PPC & COS Non-stock orders, stacking& labeling of the same. . To maintain DRR Register and Clearance of pending DRRs and entry of DRR in iMMIS. . To connect the concerned file and put up to TI for inspection. . After acceptance of material, issue to concerned shop on challan. . Material to be sent to various shops for practical fitment suitability on approval as advised by competent authority. . Material to be sent to C&M Lab for testing where necessary. . To generate various reports, such as DRR pending reports, rejection, recovery cases, etc. for monthly PCDO & as asked by the Administration. . To ensure File Management in the sequence of financial year.

. Any other work assigned by the Administration.

Work Load: Work load in terms of non stock receipt order from COS and PPS is given in following table,

Sr. Month Local COS Rejected No Items Items 1 Apr 140 02 16 2 May 129 02 04 3 June 212 09 02 4 July -- 10 02 5 August 117 09 01 6 September 7 October

Workload at this section consists of file preparation for receipt of non stock items against PPS and COS. Staking, inspection and labeling of non stock items is also done at this section.

Present deployment of staff at this section is as under:

No Sr. Category of deployment No. Staff 1 DMS 1 In charge/Receipt of material 2 Ch.OS 1 iMMIS RO for both PCC & COS Bills, rejection/approval 3 CDMS 1 register Bills, rejection/approval 4 Sr.Clerk 1 register

At present there are 04 Khalasi/Majdoor staff is being utilized for receiving, staking, checking and dispatching of material.

Critical Analysis: Based on the discussion with in-charge of section work study team has noted the following points.

 Existing CDMS/DMS staff is sufficient against workload.  Existing Clerical staff is sufficient against workload.  There is a requirement of 02 technical inspectors in this section at present the requirement of technical inspectors is being fulfilled by TI’s of Work Shop.  02 additional Khalasi may be provided for smooth handling/staking of material.

Need Based Requirement:

On the basis of Duties and Workload pertaining to this section and critical analysis thereof the need based requirement of staff viz-a-viz existing manpower available at section is given in following table,

Sr.No. Designation Existing Proposed 1 CDMS/DMS 2 3 2 Ch.OS/OS 1 2 3 Sr./Jr. Clerk 1 2 4 Tech Insp. - 2 5 Khalasi 4 10 Total 8 19

Return Scrap Section

Duty List:

. Opening and closing of the Section. . Ensure opening and closing of the ward on time. . To supervise the receipt of material taken by DMS and kept in proper location. . Supervise the preparation of lot by DMS and entering in Lot Register with all details. . General supervision of the RS Section staff. . To supervise and witnessing the delivery of scrap material. . To maintain general cleanliness of RS Section. . Joint Inspection of the Lots with Sr.ISA . To ensure the creation of the lot in iREPS site on time. . Check and signing of the Bid Sheet, DO and completion reports. . Check and sign of the gate pass, sale issue note and payment challan. . Monthly PCDO, Auction statement and other reports needed by Department as and when required. . To ensure the proper and smooth correspondence with other sections and departments. . To ensure file Management in the sequence of financial year. . Any other work assigned by the Administration.

Work Load:

Work load in terms of scrap disposal and other activities performed at this section is given in the table below,

Quantity Disposed In year Description 2014-15 2015-16 2016-17 Turning Boaring 643.59 850 650 Melting 334.686 1103.075 560.1 Wheel Disc (RWF) 2062.91 3389.5 1902.875 Axles (RWF) 168.885 484.39 417.165 Depot Ferrous Scrap 227.745 302.954 804.856 Other Misc. Oil & Wood 0 0 0 Ferrous CI Scrap 0 0 0 Machinery 10 101.08 221.025 Scrap Battery 721.72 1179.864 1829.709 Electrical Misc Scrap 691.951 1724.379 3809.803 Total 4861.697 9153.242 10195.533 Non-Ferrous 73.385 208.694 206.649 Grand Total 4935.082 9361.936 10402.182

Critical Analysis:

During the discussion with in-charge of depot following points were noted,

 There is backlog in scrap disposal,  The RS section is earmarked for disposal for electrical items of entire Central Railway,  Handling/Stacking of material requires more group ‘D’ staff,

Considering the above work study team opines that temporary arrangement of additional clerical staff may be done for clearance of backlog. Further, one additional clerical staff may be provided to facilitated the timely disposal.

03 khalasis may be provided in addition to existing 10 staff this will be sufficient for handling/Staking of material.

Need Based Requirement:

Sr.No. Designation Existing Proposed 1 CDMS 1 1 2 DMS 2 4 3 Ch.OS/OS 1 2 4 Sr.Clerk/Jr Clerk 1 1 5 Khalasi 10 15 Total 15 23

Gate Section

Duty List:

. Ensure that Security Clerk is present every day at the Gate. . Attendance of Class-IV staff of time office/gate. . Assigning Roster duty to all CDMS/DMS of the Depot and ensure that Roster duty is carried out by them every day. . Lawn care/maintenance of garden and equipments. . Repair and maintenance of water pump, Fountain motor, cleanness of fountain tank, underground drinking water tank, heritage gallery, ensuring there is water supply. . Carrying out activity/work, fabrication Work, through IOW, CWM/MTN. to ensure license renewal of spirit, diesel & kerosene tank. . Assigning work to carpenters, Painters, gardener as instructed by the Administration. . Attending to the complaints of Ward Section. . Clearance of Audit Para. . Preparation for flag hoisting for national events. . Submission of Monthly PCDO and to see that Stock Sheets are cleared by the Ward Keeper. . To ensure File Management in the sequence of financial year. . Any other work assigned by the Administration

Work Load:

Workload at this section consists of file preparation for receipt of non stock items against PPS and COS. Staking, inspection and labeling of non stock items is also done at this section.

Present deployment of staff at this section is as under:

Sr. No of Category deployment No. Staff 1 CDMS 1 In charge Carpentry work in stores as well as Work 2 Carpenter 1 shop Painting work at Stores MTN, COS office and 3 Painter 4 Heritage gallery at CSMT. 4 Mali 1 Gardening work at Stores MTN. Opening, Closing & Sealing of gates of Stores 5 Khalasi 2 MTN (total 9 gates) including Canteen gate, Time Office gate and main gates. 6 Khalasi 1 Operating of water pump. 7 Khalasi 1 Office work. 8 Khalasi 2 Cleaning of office premises etc.

Critical Analysis:

During the discussion with in-charge of depot following points were noted,

 CDMS gate is to look after maintenance of garden and equipment and simultaneously carry out civil work/fabrication work through IOW/MTN.  CDMS gate is also responsible for license renewal of kerosene, spirit & diesel tank.  CDMS gate has also to ensure presence of security check at every gate, attendance of class-IV staff of Time office/Gate, assigning roster duty to all CDMS/DMS of the depot, attending the complaints of Ward/Section, submission of PCDO, ensuring file management etc.  Considering this there is a requirement of clerical staff to deal with correspondence work as well as upkeepment of office record, clearance of audit para, liaisoning with local bodies etc.  Requirement of clerical and khalasi staff,  Handling/Stacking of material requires more group ‘D’ staff,

01 clerical staff may be provided to deal with all office related correspondence work and liaisoning work.

03 khalasi may be provided for helping maintenance of garden and premises, water pump operation and miscellaneous work.

Need Based Requirement: On the basis of Duties and Workload pertaining to this section and critical analysis thereof the need based requirement of staff viz-a-viz existing manpower available at section is given in following table,

Sr. No. Designation Existing Proposed 1 CDMS 1 1 2 Sr.Clerk /Jr. Clerk 0 1 3 MCM Painter 1 1 4 Mali 1 1 5 Carpenter 1 5 6 B.H.Painter 3 6 7 Khalasi 6 9 Total 13 24

Ledger Section

Duty List: . Monitoring of Stock items. . Submission of demands on HQ as and when required. . Submission of Stocking Proposal on HQ with Registration. . Submission of demands on PPS for Local Purchase for critical stock items. . Submission of Non-Stock requisition duly certifying and registering them. . Up-dation of daily and weekly critical stock position of items in system. . Chasing of files over the phone and by letters for early supply of critical items. . To co-ordinate collection of critical stock items from other Depots and other Railways by placing PO on them. . Submission of PCDO every month to General Section. . Correspondence with HQ for change in AAC description etc, cancellation of PO, amendment in delivery period, etc. . Corresponding with HQ for change in status of items like NRI. . Updating of remarks column in iMMIS regarding early procurement of the items, change in AAC status, etc. . Efforts to maintain stock position of stock item above BDL . Submission of Work Orders on CWM/MTN as and when demanded. . Maintaining of out-of-stock items at a minimum level by regular chasing firms for early supply, arranging collection from other Depots, Railways or by arranging local Purchase. . Interaction with Officers regarding critical stock items. . To ensure File Management in the sequence of financial year. . Any other work assigned by the Administration.

Work Load: Work load of ledger section in terms of items assigned to them is given in following table,

Change Major Non Not Under Ledger Safety Vital Closed Of Live NRI Head VS Specified Closure Ward Ledger (L1) 30 839 0 66 29 148 283 73 405 25

Ledger (L2) 31 824 5 15 12 89 304 71 310 82

Ledger (L3) 33-38 538 0 76 29 297 70 39 167 70

Ledger (L4) 40-45 593 8 14 36 58 184 76 294 39

Ledger (L5) 46-79 480 0 7 43 90 100 49 267 24 22-29, Ledger (L6) 314 0 1 50 104 77 19 153 12 80-93

Critical Analysis: While discussion with supervisor’s work-study team has noticed that the existing provision of staff for ledger posting and maintenances of records iMMIS is sufficient. However, for maintenance of various manual records, registers and workload arising of sudden variation in quantum of work 02 additional clerical staff may be provided commonly for 6 ledger group, meeting records and computer cell.

Further, it was revealed that existing group ‘D’ staff is not sufficient to cater the workload of all ledger groups, therefore one khalasi may be provided in addition to the existing group ‘D’ staff.

Need Based Requirement: On the basis of Duties and Workload pertaining to this section and critical analysis thereof the need based requirement of staff viz-a-viz existing manpower available at section is given in following table,

Store Wards

Store wards are mainly responsible for storage of received material and issuing the same to consignee. Store wards are divided in various segments based on the material handled by them. Following are the wards functioning in MTN Store Depot:-

 Ward-1 – wheel, axle, EMU, rexin items  Ward-2 – bearing, pipes, rubber, abrasive papers etc  Ward-3 – oil, grease, tools, acids, chemicals items  Ward-4 & 14 – electrical fittings , winding wires, electrical wires, torches, carbon brush  Ward-5 – cotton waste, nut, bolts etc  Ward-6 – steels items  Ward-9 & 10 - plywood Sheet, paint, thinner, spirit etc  Ward-11 – scrap items  W16 Ward – EMU items

Duty List: . Opening and. closing of the Depot/ Ward. . Material collections from Receiving Section and proper stacking wards & preservation of material in ward. . To ensure and maintain the cleanliness of the Ward. 28

. To ensure proper issue tickets, deliver the proper material to consignee. . To ensure proper posting In Bin cards and posting/entry in iREPS. . To submit the stock verification. . To monitor shelf life and high value items. . To ensure departmental and accounts Stock Verification. . Disposal of Surplus Stores, non-moving and inactive items. . To ensure valuable items in a strong room in proper manner. . To ensure proper safety and fire protection arrangements. . To ensure all PL tag for all items are placed on the items. . To coordinate with the consignee of Workshop/Divisions. . To ensure the work from Ward/Depot clerk, Allotted to him as under- a) Correspondence in issue/receipt vouchers, sending reminder for receipt copies, which have not received within two months. b) Preparing of Issue of Notes/Challan/Receipt/Gate pass/Periodical returns. . Registration of requisitions and maintenance of registers, etc. . To allocate the work of Class-IV staff in the Ward. . To ensure File Management in the sequence of financial year. . Any other work assigned by the Administration. Work Load:

Existing distribution of staff in store wards is as under,

Store Ward Sr. Designation 04, 09, 12, No. 1 2 3 5 6 7 8 16 Total 14 10 15 1 CDMS 1 1 1 1 1 2 1 8 2 DMS 1 1 1 1 4 3 Ch.OS/OS 1 1 1 1 1 1 1 7 4 Sr.Clerk/Jr Clerk 0 5 T/ET Driver 0 6 Crane Driver 3 3 7 Slinger SK 1 1 8 Jamadar 1 1 9 Mazdoor 1 1 3 5 10 Steam Cr F/M 1 1 11 Khalasi 2 3 3 2 3 1 3 4 2 3 5 31 Total 5 4 4 5 5 6 5 8 8 4 7 61

The Main workload of store ward is pertaining to receipt and issue of store material, ward wise items of issued and receipt is given in following table,

2014-15 2015-16 2016-17 Year Receipt Issue Receipt Issue Receipt Issue Ward No - 01 696 798 454 665 404 607 Ward No - 02 704 3350 957 2817 553 2558 Ward No - 03 651 3248 587 2723 579 2446 Ward No - 04 192 1238 147 895 163 798 Ward No - 14 84 494 94 423 99 392 Ward No - 05 165 3103 180 2832 209 2732 Ward No - 06 N.A. N.A. N.A. N.A. 129 383 Ward No - 07 529 1347 393 1209 390 1044 Ward No - 08 995 3308 870 3415 897 2880 Ward No - 09&10 233 2235 192 1341 141 1112 Ward No - 12&15 377 1884 337 1491 272 1142 Ward No - 16 481 2007 455 1891 431 1253

In addition to this proper storage of material is also another workload pertaining to the wards. Numbers of items earmarked ward wise are given in following table,

Sr. Description 04, 09, 12, 1 2 3 5 6 7 8 16 No. Items 14 10 15

1 Total Items 124 313 214 293 99 39 144 609 67 109 273

2 Safety Items 2 17 0 5 2 0 0 19 0 14 16

3 Vital Items 0 14 19 0 6 3 0 4 2 5 16

4 Live Items 87 240 131 283 99 20 0 0 43 105 273 A Category 5 8 18 16 6 0 6 19 26 9 12 7 Items B Category 6 15 56 44 25 5 12 34 73 15 37 61 Items C Category 7 64 166 71 262 86 10 91 510 23 56 166 Items Under 8 6 25 19 3 0 9 0 0 17 0 0 Closure 9 NRI Items 31 48 4 7 0 3 0 17 2 0 1

Critical Analysis:

During the discussion of work study team in-charge of these depots, it was noticed that the existing deployment of CDMS/DMS in each ward is sufficient for activities pertaining to in-charge. However, for posting of inventory in iMMIS, maintaining various registers and other clerical activities one Clerical staff is consider need based for each ward. At present at ward no.03, 06, 12/15 there are no clerical staff provided, it is considered that 03 staff of clerical cadre, 01 each in these three wards may be provided.

Handling of material is another area where wards are facing a shortage of manpower. It was noticed that each ward is having some heavy items which cannot be handled by one or two khalasis. At present this handling is done by adhock arrangement of hiring staff from other wards. It is recommended that sufficient number of Khalasi may be deployed at each ward. For this purpose 10 more Khalasi is addition to existing on roll staff in store wards may be provided. The distribution of these Khalasi staff may be done as per the quantum of load and variation thereof.

There is a requirement of 01 additional slinger staff in ward-06 for ensuring proper and safe loading/unloading.

Need Based Requirement: Considering the duties assigned to store wards, workload in terms of receipt, issue and storage of material and the detailed critical analysis done by work study team ward wise need based requirement of manpower sufficient to cater the workload is given in following table,

Sr.No. Designation Existing Proposed 1 CDMS 8 8 2 DMS 4 4 3 Ch.OS/OS 7 7 4 Sr.Clerk/Jr Clerk 0 7 5 T/ET Driver 0 0 6 Crane Driver 3 3 7 Slinger SK 1 2 8 Jamadar 1 1 9 Mazdoor 5 5 10 Steam Cr F/M 1 1 11 Khalasi 31 43 Total 61 81

CHAPTER 3 CRITICAL ANALYSIS

Based on Critical analysis of requirement of posts at various wards and sections, as done in previous paragraphs, the summary of the same is reproduced below,

CDMS(Co.)/ Return

Establishment General Receiving PPS Yard Gate Ledger Ward Sr. WPR Scrap Total Designation No. Need Need Need Need Need Need Need Need Need Need Need Existing Existing Existing Existing Existing Existing Existing Existing Existing Existing Existing Based Based Based Based Based Based Based Based Based Based Based 1 CDMS 0 0 0 0 0 0 2 2 3 3 0 1 1 1 1 1 0 0 8 8 15 16 2 DMS 0 0 0 0 0 0 0 0 0 0 2 2 2 4 0 0 0 0 4 4 8 10 3 Ch.OS/OS 5 5 1 1 3 6 1 1 3 4 1 2 1 2 0 0 8 8 7 7 30 36 Sr.Clerk/Jr 4 Clerk 2 2 0 1 1 4 1 2 1 2 1 2 1 1 0 1 0 3 0 7 7 25 5 Steno 0 0 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 6 Typist 0 0 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 7 Tech Insp. 0 0 0 0 0 0 0 0 2 2 0 2 0 0 0 0 0 0 0 0 2 4 8 WELF 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 9 MCM 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 0 0 0 0 1 1 10 ML Driver 0 0 0 0 0 0 3 3 0 0 0 0 0 0 0 0 0 0 0 0 3 3 11 M/Checker 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 12 Messanger 0 1 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 0 0 1 3 13 Peon 0 0 3 4 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 4 14 Safaiwala 0 0 4 4 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4 4 15 TADK 0 0 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 16 WW 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 17 Hamal 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 18 Mali 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 0 0 0 0 1 1 19 Carpenter 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 5 0 0 0 0 1 5 20 T/ET Driver 0 0 0 0 0 0 1 4 0 0 0 0 0 0 0 0 0 0 0 0 1 4 Crane 21 Driver 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 3 3 3 22 B.H.Painter 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 6 0 0 0 0 3 6 23 Slinger SK 0 0 0 0 0 0 1 2 0 0 0 0 0 0 0 0 0 0 1 2 2 4 24 Packer 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 25 Yard Porter 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 26 Jamadar 0 0 0 0 0 0 0 0 1 0 0 0 0 0 0 0 0 0 1 1 2 1 27 Mazdoor 0 0 0 0 0 0 3 3 1 0 0 0 0 0 0 0 0 0 5 5 9 8 28 St. Cr F/M 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 29 Khalasi 2 3 5 6 3 6 11 20 6 12 4 10 10 15 6 9 0 1 31 43 78 125 Total 9 12 17 20 7 16 23 37 17 23 8 19 15 23 13 24 8 13 61 81 178 268

As per the summary details shown above, there is needbased requirement of 268 Posts at Matunga Store Deport against the existing deployment of 178 staff. Provision of Leave Reserve is calculated at 12.5% for 268 posts. Hence, the needbased requirement of posts including Leave Reserve is 302 posts (268 needbased + 34 LR) against the sanctioned strength of 394 posts.

Further, for variation of workload arising of any unforeseen circumstances in future, it is considered rational to keep some staff as buffer. For this purpose work study team has considered that 10% staff of total staff required may be sufficient. Calculation of required staff including provision of 10% staff for unforeseen circumstances is given in following table,

Sr. Description Posts 1 Total Required 268 2 Leave Reserved at 12.5% of (1) 33.5 3 Total Staff Required (1) + (2) 302 4 Additional posts for unforeseen 10% of (3) 30 5 Grand Total (3) +(4) 332 6 Sanctioned Strength as on 394 7 Surplus Staff (6) – (5) 62

As it can be seen from the table above, there is a surplus of 62 posts at Matunga Store despite the provision of needbased staff, Leave Reserve and 10% additional staff for unforeseen circumstance.

Further, it was revealed that during the course of work study 10 posts of Group ‘D’ staff have been transferred to various Divisional Store Offices, reducing the overall sanctioned strength by 10 posts.

Based on the above, it is recommended that 52 posts of Group C and erstwhile Group D staff, as indentified surplus by Work Study Team, may be surrendered for right sizing of staff and optimum utilization of staff.

Recommendations 1: 52 posts of Group C Staff and erstwhile Group D staff may be surrendered.

CHAPTER 4 FINANCIAL IMPLICATION

The tentative financial implication due to surrender of posts will be as under,

No of Grade Mean Value Total Money Value Designation Pay Band Posts Pay Pay (Annual) Per year(Rs.) Group C staff and Earlstwhile 52 5200-20200 1800 4,71,870 2,45,37,240 Group D staff

Total 2,45,37,240

Note: The above financial implication is subject to actual surrender of posts.