ANNEXURE 3.2.4: Process Flow Diagram
MUNICIPAL SYSTEM & PROCESS
- License Department :-
Functions : Issue, Renewal and Cancellation
Significant Points out of the Process are as Follows
- Time between receiving and delivery ;-
- Rickshaw / Van, Small entrepreneur, - same day
- If inspection required by PWD – three days
- Mainly 3 departments are involved in the license delivery powers.
Bottlenecks :-
Issue: Identification of unlicensed trade in the ULB area. Identification of
unlicensed rickshaw / van flying within ULB.
Proposal :
A regular staff required for vigilance of the above issues.
to all councillors and Ward Committee Secretary. Notice to be given before
Tax department.
Ideal Stage : Calculation of Commercial charges to be done in the same Dept.
2. Engineering Department :- Functions are distributed in 3 groups.
Services done are:
- Construction of Infrastructure
- Maintenance of Infrastructure
- Plan Sanction
- Illegal Construction Vigilance
- Grievance Management
- Calculation of Development Fees for using Trade License
- Municipal Property ( Bldg., Market)
Staffing Pattern
- 1 AE
- 2 SAE
- 2 Work Assistant
- 1 Lighting Supervisor
- 1 Typist
- 2 Clerks
- 12 Majdoors
Application for Building Plan Sanction
Bottlenecks :-
Significant Points :
- Average time required. for Bldg. Plan Sanction – 15 days
- 4 Departments are involved in Building plan approval
Issue :
Ideal Stage :
Submission and delivery should be done by the said Department.
3. Water Works :-
Functions are :
- House Connection
- Repairing and Maintenance
- Quality Testing
- Maintain house service accounts
Significant points :
- Total Time taken to give water connection is 10 days
- No. of Staff :
Technical – 2 Nos.
General – 2 Nos.
Others – 2nos.
Issues / Bottlenecks :
Application received at the beginning of the month have to wait long time for
the BOC meeting held at the end of the month which in tern takes around 40
days maximum to get a connection.
Proposal : BOC meeting held once in a week may be proposed for water conne-
ction.
4. Assessment Department :-
Functions :
- Mutation
- Intermediate assessment – which may comprise
- Change of Land use
- New Construction
- Addition / Alteration
- Review of valuation assessment / hearing
- General assessment – Done at every five year by central WB Valuation
Board and municipal apex body.
- Issue of certified copy of assessment.
- Building plan assessment and record maintain.
- Assessment for trade license.
Significant points :
- 10 days are required to complete a mutation process.
- It takes 3 days to prepare minutes of BOC resolution.
Issues/ Bottlenecks :
- time for completion of mutation.
- Excess time required for completion of mutation.
Proposal :
Mutation cases to be dealt in BOC meeting held once in a month.
A computer typist cum general clerk required for preparation of BOC meeting
minutes.
Ideal Stage :
Ideal Option :
5. Sanitary Department :-
Functions :
- Solid waste collection from house.
- Transportation of collected waste to dumping ground.
- Birth and death certificates.
- Issue of food license.
- National old age pension.(NOAP)
- Vector control measure.
A) Solid Waste Collection (Done for 5 hrs. a day)
Significant Points :
Solid waste collection in market place are done daily.
2 Nos. hand carts are engaged in each ward for collection. It almost takes
two days to complete a collection and dumping activity of the ward. There are
4 nos. of tractors for transportation from vats to dumping ground. At present
there are one driver and 2 nos. of collies per tractor.
Issues / Bottlenecks
- Staff shortage
- Vehicle shortage
- Time required for collection and dumping to be shortened preferable ion
regular basis.
- Sweeping of roads
Proposal:
- Qualified Engineers to be posted at the top.
- Night sweeping of road and afternoon cleaning of roadside.
- Sweeping and collection of door to door to be outsourced.
Ideal Stage :
Cleaning of roads twice a day.
B) Birth & Death Certificate
- Delivery of certificates takes 2 days
- For normal issue of certificates are done in 2 days at a charge of Rs. 30.
- For additional copy Rs. 15
Issue / Bottleneck :
- Staff shortage
- Required one clerical staff for smooth functioning.
Proposal :
- Computer record to be kept.
Ideal Stage :
C) NOAPS (National Old Age Pension)
Source of Fund :
Central Govt. --- 75%
State Govt. --- 25%
The fund is under the control of District Magistrate
Significant Points :
i) No. of departments involved = 4 Nos.
Establishment, Govt. of W.B., General Department, Cash Department
ii) It appears that total process taken 35 – 40 days.
Issue / Bottleneck :
- Order issued by EO involves a week time.
- Cash section takes a longer time to disbursed pension.
Ideal Stage :
D) Food License :
New Case : Time Required = One day
Issue : Constant vigilance is required regarding the trade of food within
the ULB area.
Proposal : Requirement of a food inspector .
Idea Stage :
E) Vector Control :
Significant Points:
It is done only in winter. 4 nos. men with machines are engaged to do the
work. (casual staff).
Issue / Bottleneck :
Control service provided by the ULB is irregular causing least effect on control.
Proposal :
To be done in a regular process by employing at least 2 staffs.
Ideal Stage : Fortnightly vector control.
Ideal Option :
Significant Points :
- Total time taken for preparation of the bill till final handover of the Cheque
is 16 days.
- No. of people involved are 2.
- One dept. is involved in the payment process.
Reasons :
In step 1 dept. clerk requires more time due to lack of supporting documents for processing the bill.
Due to BOC resolution required for payment the process in the 2nd. Step
generally takes 1 month depending on the date of BOC meeting.
( Application to bill amounts > Rs. 5,000/-)
Proposals :
Ideal Stage :
All supporting documents and MB should be produced with the bills for payment.
Ideal Option :
Payment to be released as soon as possible.
Remarks :
Departments / Accounts clerks are required.
Reasons : Specific Purchase Bill are not found and order are not given in time.
Ideal Stage : Regular production of Requisitions to CNC
Significant Points :
- Cashier is involved in the process.
- Total time taken to disburse payment is 2 days.
Works : Cash Collection, Miscellaneous Collection, Market rent Collection, Water User charge through Collector, Purchase of Revenue Stamp, Miscellaneous Payment
Bottleneck :
- Shortage of Collection
- Serving to household & demand notice remain pending for long due to shortage of staff.
Reason : Regular increase of no. of houses.
Ideal Stage : Total Computerisation.
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