CH14-Drafting of Reports
CH14-Drafting of Reports
Chapter 14
Lesson Plan:
• Concept of Committee: pros & cons
• Generic tips for committee reports
• Tender Evaluation report
• Scrapping of assets report
• Executive Promotion Policy DPC report
• FRAC report
Disadvantage of committee
• The committees are also known to cause excessive delays in decision making and
in taking action.
• Frequently, an absence of a clear cut authority and responsibility for results, the
committee tends to take decision that represents compromise between dissenting
views rather than an optimal balance of conflicting requirements.
• In some situations, where one member or a small group is significantly more
powerful than others, some people may impose their decision on the committee.
In this way the more powerful members gain power beyond the intended limits.
Apart from following the generic tips, the tender evaluation report should detail the
following:
• Any clarifications sought, discrepancies noticed, bids rejected by Tender Opening
committee etc.
• Compliance to all mandatory eligibility conditions has to be checked and
certified.
• These conditions are in general specified under the head ‘eligibility conditions’. It
is usually specified that non-fulfilment of any such condition will lead to
summary rejection of bid.
• Criteria used for evaluation of bids have to be as specified in the tender document.
• While assessing the reasonability of rates the basis of arriving at such result need
to be mentioned.
• In evaluation of financial bid, committee needs to confirm in its recommendation
that rates are reasonable & competitive.
• In case of single bid being evaluated, the conditions as specified by BSNL CO
must be checked for compliance and indicated so in the report.
• While preparing the report, compliance to CVC guidelines must be ensured.
• In case, negotiations are recommended as per CVC guidelines, the reasonable
rate/ assessed by the committee along with reasons for doing so also needs to be
mentioned in the report.
The equipment/items procured in BSNL like switching, transmission, line and wires,
cables, instruments, vehicles, computers, electrical items (including fans, air-conditioner,
water coolers etc), battery and power plants etc are required to be scrapped once the life
of these items is complete as these items are no longer in use and unnecessarily occupy
precious space. Moreover we can easily purchase new equipment/item against the
scrapped ones.
The lives of various telecom assets in BSNL has been re-fixed by BSNL vide letter no
8-39/2001-PHM dated 05-09-2001 of BSNL Corporate office.
The concerned unit under which the equipment/item is to be scrapped prepares the list of
the equipment/item, to be scrapped. The unit in charge should ensure that the
equipment/item to be scrapped is of no use within the unit where it is working and even
within the whole BSNL. This later point is ensured by circulating a list of the equipment
to all the field units with a clear request to place a demand of any of the equipment/item
which is being scrapped. Sufficient time is given for this request. If some field unit
requests for some of the equipment/item, that is diverted.
Pursuant to absorption of Group “B” level officers of various services/cadres into BSNL
w.e.f. 01.10.2000, BSNL management finalized a time bound executive promotion policy
in respect of Group “B” level executives to meet their career aspirations in the company
(Ref: Letter no. 400-61/2004-Pers.I dated 18.01.2007 from Jt. DDG (Pers.), BSNL C. O.,
New Delhi and subsequent clarifications issued on the subject). As per this scheme a
screening committee has to examine the eligibility of executives and give
recommendations accordingly. Following issues have to be thoroughly understood,
examined and substantiated by the committee members in their report.
Upgradation criteria:
• Review: The review for all executives meeting the qualifying service conditions
will be done every year on 1st October. On being found fit, the IDA scale
upgradation will be effective from the due date i.e. date on which the executive
fulfills the qualifying service condition for upgradation to next higher IDA scale.
• (ii) Fitness: The fitness of the eligible executive will be judged by a prescribed
screening committee on the basis of performance rating of ACRs, subject to
necessary disciplinary /vigilance clearance and no punishment is current.
• (iii) Performance ratings in ACRs: The ACRs of the previous 5 (five) years
shall
• be taken into consideration for assessing the fitness of eligible executives on the
basis of following criteria:-
SC/ST No Adverse
2 SDE to Sr. SDE OC No Adverse, not more than two Average
Compulsory Training: Every executive whose pay scale is upgraded to next higher IDA
scale will have to compulsorily undergo two weeks training for being eligible for drawal
of second increment in the upgraded IDA scale. The training is to be completed within
two years from the date of issue of such upgradation order failing which the concerned
executive will not be eligible for consideration of next IDA scale upgradation even if
he/she is due for upgradation otherwise.
General principles:
• On being found fit for IDA scale upgradation, fixation under FR 22 (I) (a) (1)
shall be allowed.
• (ii) Time bound IDA scale upgradation are not linked with the availability of the
posts.
• (iii) For the purpose of counting the service in current IDA scale for any time
bound upgradation, technical break periods in the adhoc arrangements ordered by
DOT/DTS/DTO/BSNL C. O. will be treated as continuous for the limited purpose
of counting of current IDA scale service only without any other benefit, monetary
or otherwise.
• (iv) IDA scale granted to any executive by virtue of any local officiating
arrangement will not count for the purpose of IDA scale upgradation.
• (v) Review, as on 1st October every year, is to be done at Circle level for all
disciplines.
• (vi) Consequent to upgradation of IDA pay scale, there will be no change in
substantive status, designation and duties & responsibilities of the executive,
unless ordered in any specific context.
• (vii) Under the policy, no claim what-so-ever can be made by comparison on
grounds of seniority, class, community, cadre, stream etc. Further, except as
provided in the policy, no claim will lie on account of any of the other provisions
of FRSR in the context of pay scale, pay fixation, substantive status etc.
The establishment/HR section or concerned section of the Circle office will submit
following documents for the consideration of the committee:-
• Appropriate notices should be sent to the landlords well in time as per the general
prescribed notice periods for such actions as per the signed agreement. Such
compliances are essential for safeguarding the B.S.N.L’s interest.
• As the signed lease deeds are required to be got registered, it may be useful if the
advertisement for accommodation also makes it clear that the lease deed will be
got registered expeditiously by the landlord at his own expenses.
• As non-payment of rent can even result into eviction and other penalties,
expeditious action should be taken for payment of rent regularly as per rules and
relevant guidelines.
• The figures of 15% and 24% increase in rent after expiry of three years lease
mentioned under para 3 are the upper limits. The increase in rent proposed by the
units should be based on the existed market trend in that area. However as per
normal practice the payment of rent at enhanced rate should be subject to signing
and executing a fresh lease deed by the landlord.
• In cases of hiring building which have other occupants and/or building centrally
airconditioned and/or building having lifts facility, the Clauses concerning to the
above given in Annexure A may be suitably incorporated in the Standard Lease
Agreement (SLA) document. (Reference B.S.N.L C.O. order No- BSNL/15-
1/SR/NB?2001 dt. 23.03.2004).
All cases involving payment of rent beyond the power of AMs/Dy.GM (TDM)
shall be assessed by a Circle Assessment Committee comprising of
Officer in Dy.GM rank [Chairman]
I.F.A [Member]
Executive Engineer (Civil) [Member]
The Assessment of rent on the basis of capital cost should be made by the E.E (Civil) and
this should be given due consideration while taking into account other conditions such as
prevailing rentals etc.
availability of municipal water supply, electricity etc. and other facilities in the
building. Merits and demerits of the accommodation offered will have to be
clearly brought out in the minutes.
• he reasonableness of rent of the accommodation offered for rent is to be made
with reference to prevailing rent for similar accommodation in the area.
5.0 Point to be observed for hiring Land for GBT and BTS
Fair rent assessment committee was constituted vide PGMT, Chandigarh order
No………………….. dt……………………..for the fair assessment of rent for hiring
accommodation for Telephone exchange at town………………………… Following
members of the committee met on …………….at………
1. Shri ABC DGM…………………………, Chairman
2. Shri DEF CAO……………………………Member
3. Shri GHI EE(C)………………………….Member
4. Shri JKL DE (plg.)…………………….Member coordinator.
Total four offers were received in response to advertisement in newspapers. All the
sites offered for the rent were visited by the committee members on
………………and their technical suitability is evaluated as under-
The opened financial bids and comparative statements were put up by the
member coordinator to the committee for consideration.
The lowest offer of Shri XYZ………., site at …………..is Rs. 30,000/- p.m. Fair rent
assessed by the EE (C) is Rs 24,000/- p.m. Therefore, the lowest offered rate is higher
than that assessed by EE (C). The committee invited the party for negotiation of offer.
After vigorous persuasion, the party has agreed to accept the reduced rent at Rs. 26,000/-
p.m.
The prevailing market rates as enquired by the member coordinator were found to be in
the range of Rs 26,000/- p.m to Rs 28,000/- p.m for the same carpet area in the near
vicinity. Moreover, this offered site is located at the main road and in the center of highly
populated area. The fair rent assessed by EE (C) is based on certain standard calculations
as per codal provisions but the prevailing market rate in that vicinity cannot be ignored
while assessing the fair rent. Moreover, the reduced rent is quite close to the prevailing
market rate as well as to the standard fair rent assessed by EE (C).
Recommendations:-
Therefore, in view of above, the committee recommends for acceptance of rent @ Rs
26,000/-per month for the building of Shri XYZ……..at……………..for a minimum
period 3 to 5 years.
sd sd sd
..……………………… ………………………
……..……………………
DEF GHI JKL
C.A.O (member) EE (C) (member) D.E (plg.)
(member)
sd
…………………………………….
ABC
DGM (Chairman)
Conclusion: Only few cases have been discussed in this handout. No format can be
perfect. Reports will differ depending on the knowledge & style of writing of committee
members, the type of audience for whom the report is written, the nature of subject etc.
Following the best practices of report writing minimizes the chance of wrong
interpretation and also improves the probability of outcome expected from the report.
Question:-
1. What Is Committee?
2. Where the advantage?
Disadvantage of committee system?
3. Describe five tips for committee report?
4. What are the criteria of scrapping of any item?
5. What are the document which should be annexed with the minutes of
meeting in case of Executive Promotion Policy?
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