GOVERNMENT OF KERALA PERSONNEL & ADMINISTRATIVE REFORMS DEPARTMENT THIRUVANANTHAPURAM ON POLICE DEPARTMENT 2013 PREPARED BY P & A R (AR-VII) DEPARTMENT WORK STUDY REPORT ON THE POLICE DEPARTMENT CONSISTING OF Shri. T.J. UNNIKRISHNAN Shri. M.U. BIJU Shri. P. BHUVANACHANDRAN NAIR (Section Officers) Shri. T.S. SHAJI Shri. S.SUJITH Smt. D. RASHMY Shri. M. SALIM (Assistants) SUPERVISED BY Shri. P. ASOK KUMAR (Under Secretary) GUIDED BY Smt. R. SREEKALA DEVI (Additional Secretary) Shri. I. MOHAMED SAKEER (Joint Secretary) APPROVED BY SATYAJEET RAJAN Principal Secretary P&ARD WORKSTUDY REPORT ON POLICE DEPARTMENT- MINISTERIAL 2 Table of Contents WORKSTUDY REPORT ON POLICE DEPARTMENT- MINISTERIAL 3 Chapter-1 INTRODUCTION 1.1 A professional, trained, skilled, disciplined and dedicated Police System is essential in the State of Kerala. It is to protect the integrity and security of the State and to ensure the Rule of Law with due transparency and by giving due regard to life, property, freedom, dignity and human rights of every person in accordance with the provisions of the Constitution of India. It is necessary to make the police capable by giving adequate statutory powers and responsibilities to exercise the powers and discharge the duties effectively. 1.2 Kerala State Police (KSP) was formed on 1st November, 1956 with the motto “Mridu Bhave Dhrida Krutye – soft temperament, firm action. Royal Travancore Police, Cochin State Royal Police and Malabar Special Police of Madras Presidency were the predecessors of Kerala State Police. 1.3 The Police Force is a service functioning category as a part of the administrative system. It is subject to the Constitution of India and the laws enacted therein to ensure that all persons enjoy the freedom and rights available under the law by ensuring peace and order, integrity of nation, security of State and protection of human rights. To enforce the law impartially and to protect the life, liberty, property, human rights and dignity of all persons in accordance with the law are the main functions of Police. The Police Department comes under the direct control of the Department of Home Affairs, Ministry of Kerala State headed by the Home Minister. The State Police Chief (SPC/DGP) is the head of Kerala Police with its headquarters at Thiruvananthapuram, the State Capital. The Police Organisation in the State is primarily governed by Kerala Police Act (Act 5 of 1961). This Department has strength of 56240 employees with two categories viz. Executive and Ministerial. The Ministerial Staff in the Police Department is entrusted with the administrative work and the WORKSTUDY REPORT ON POLICE DEPARTMENT- MINISTERIAL 4 executive with maintenance of Law and Order. 1.4 Kerala Police underwent tremendous changes in the last decade and the Strength of the executive staff has been increased and the activities of the Police have broadened. In the changed Scenario, however, hardly any change in the Strength, promotional prospects or their welfare measures has been brought to the Ministerial Wing of the Police Department. The strength of ministerial staff was fixed during 1995 based on the work study report of Personnel and Administrative Reforms Department and the strength is almost same even now. The duties of the police force are no longer confined to law and Order and Crime Investigations alone. Kerala Police has entered into several new Schemes and Missions. The Police have to face new challenges like Cyber Crimes, hi-tech Crimes and new generation Crimes including issues connected with demographic changes. The new projects such as Student Police Cadet, Janamaithri, Coastal Police, NRI Cell, Citizen Help Desk, Kadalora Jagratha Samithi, Disaster Management, Police Canteen, Service Act etc have increased the burden of the Police force in general. This has led to tremendous increase in the work load of the ministerial staff. Genesis of study 1.5 Three work studies were conducted earlier in the CPO/DPO of Kerala Police for assessing the work load of Ministerial staff and to prescribe a ratio for fixing the ministerial staff strength. 1.6 First work study which was conducted in 1970 proposed a ratio of 1:60 i.e., one clerk for every 60 executive staff for City Police Offices and 1:40 for District Police Offices. Second study, held in 1986 proposed a ratio of 1:51 in CPO and 1:47 in DPO. Ministerial staff strength was re- fixed vide G.O.(Ms) 159/94/Home dated 5/10/94 in the wake of a Third study conducted by P&ARD which proposed a ratio of 1:42. 1.7 The representatives of the Ministerial Staff (Kerala NGO Association) WORKSTUDY REPORT ON POLICE DEPARTMENT- MINISTERIAL 5 in Police Department submitted a memorandum before the Hon'ble Chief Minister of Kerala demanding re-fixation of the number of Ministerial Staff proportionate to the increase in the number of executive staff. They have been requesting that the strength of the executive staff in Police Department was increasing tremendously. But the strength of the ministerial staff had not been changed accordingly. They have also requested that all the recommendations of the previous work study report conducted by Personnel & Administrative Reforms Department in 1995 have not been implemented so far. 1.8 The Director General of Police has requested the Government to enhance the strength of the ministerial staff in the Police Department in proportion to the strength of the executive staff as the strength of the latter was enhanced considerably during the last two decades. The Home Department in the Administrative Secretariat as per the orders of the Honourable Chief Minister transferred the file (U.O.(F)No.83204/H2/2011/Home) to Personnel & Administrative Reforms (AR-VI) Department for conducting a work study in the matter. Later, the task of conducting the work study was handed over to the study team in Personnel & Administrative Reforms (AR-7) Department. 1.9 A Preliminary discussion with the Director General of Police regarding the work study was conducted by the study team headed by the Additional secretary on 1.6.2012. At the discussion it was pointed out that the Kerala Police has undergone tremendous changes in the past decade and the strength of the executive has increased and the sphere of activities of the Police force has broadened. However, in the same period, there was hardly any change in the ministerial staff strength. Kerala Police has entered into several new schemes and missions. This has increased the burden of the Police in general including the ministerial staff. The Police Department follows Police Manual for office business which is different WORKSTUDY REPORT ON POLICE DEPARTMENT- MINISTERIAL 6 from other Departments. The work of Police is strategically important and has to be completed within the prescribed time limit. Reports and proposals have to be furnished to State Government, Ministry of Home Affairs etc. on short notice. Now the ministerial staff have to work beyond office hours and also during holidays to meet the deadlines. This has increased the stress level of ministerial staff of the police. 1.10 On the basis of the discussion with the DGP, the study team conducted a Pilot study in 5 selected offices of the police Department having different functions to assess the work load of the ministerial staff and to evolve the methodology to be adopted in the data collection and its analysis. The offices selected were the District Police Office, Thiruvananthapuram Rural, CBCID EOW-I, Kollam, Inspector General of Police, Ernakulam Range and two sections viz. G & U in the Police Head Quarters, Thiruvananthapuram. After the pilot study in these sample offices, the Work Study Team submitted a brief report before the Government. On the basis of the report it was decided to conduct a detailed study in the Police Department. Terms and References of the study 1.11 As per the decision taken during the preliminary discussion, it was decided to conduct a comprehensive work study with reference to the following terms; i) Examine the present system of processing the file system and to verify whether any modification/alteration in the present system is needed. ii) Examine the feasibility of sanctioning additional posts if any required as per the work load as revealed from the study. iii) Re-delegate the powers to the officers of the department and to verify whether the delegation of powers is exercised properly for the smooth functioning of the Department. iv) Suggest suitable remedial measures for meeting the challenges of WORKSTUDY REPORT ON POLICE DEPARTMENT- MINISTERIAL 7 the fast changing society. 1.12 In the light of the Pilot study conducted in the offices mentioned above the Study team is fully convinced that the work load of the ministerial staff in the Police Department has increased manyfold as the strength of the executive staff has been increased many times. Moreover, new schemes came into force and many new laws that have to be implemented by the Police Department were introduced. It may be seen that in most of the seats workload calculated is much more than 1700 man hours which is fixed as the normal work load of a seat as per the existing norms. Hence it is decided to conduct a comprehensive work study to re- fix the staff strength of the ministerial staff. 1.13 Out of the 55 Offices of various levels (in which ministerial staff are working) 29 offices were selected for the detailed work study and data collection. The selection was done according to the category, nature of the work performed and geographical and other peculiarities. 1.14 The Work Study Team selected the Police Head Quarters, 15 District Police Offices, Additional Director General of Police North Zone, Kozhikkode, Office of the Additional Director General of Police, Crimes Thiruvanathapuram and three sub units coming under the Additional Director General of Police, Crimes, Office of the Inspector General of Police,Ernakulam, Thrissur & Kannur Ranges, 4 Battalions viz, Malabar Special Police, Kerala Armed Police Battalions 2nd & 3rd, Rapid Response and Rescue Force, Pandikkad, Office of the S.P.