A REPORT ON OBSERVANCE OF

Transcription

1 A Maharatna Company A REPORT ON OBSERVANCE OF VIGILANCE AWARENESS WEEK-2013 FROM TO AT COAL INDIA LIMITED

2 OBSERVANCE OF VIGILANCE AWARENESS WEEK-2013 FROM TO AT COAL INDIA LIMITED, KOLKATA In accordance with the directives of the Central Vigilance Commission, the Vigilance Awareness Week was observed in Coal India Limited, IICM- Ranchi, North Eastern Coalfields-Margherita & Regional Sales Offices across the country w.e.f to emphasizing the theme of Promoting Good Governance Positive Contribution of Vigilance. All the Functional Directors, HODs, ED-IICM, GM-NEC and RSM- Regional Sales Offices were timely intimated and apprised about the manner in which the week was to be observed. Accordingly, the awareness week was observed by organizing various activities in order to generate awareness, educate and discuss transparency among officials /stake holders as well as general public to arrest the root cause and threat of corruption and to promote good governance. 1. Inauguration On the inaugural day i.e. on 28 th October 2013 (Monday) the Vigilance Awareness Week commenced with the administration of Pledge at 11 AM by CVO, CIL to the employees at CIL, Vigilance Division at 15, Park Street, Kolkata. The message of the Hon ble President of India, Hon ble Vice President of India, Hon ble Prime Minister of India, Leader of Opposition in Lok Sabha and Central Vigilance Commission were separately recited by all officials of Vigilance Division who were present on the occasion. The Chairman, Functional Directors and Head of the Departments of Coal India Limited administered the pledge in presence of the officials posted in their respective Secretariat and Departments. The messages of dignitaries were read out. During this ceremony, all the executives and non-executives of different divisions were present which showed the inner urge on their part to be a part of movement to usher in a corruption free organisation. Similarly the administration of pledge and messages reading were also organized at Regional Sales Offices Situated at Ahmedabad, Bangalore, Chandigarh, Chennai, Delhi, Hyderabad, Jaipur, Ranchi, Lucknow, Mumbai, Patna ; North Eastern Coalfields Limited Margherita- Assam and its projects spread in Assam state and Indian Institute Of Coal Management Ranchi. 2. Wide Publicity Banners were displayed at prominent places including main entrance of CIL HQ at 10, NS Road, Kolkata; entrance /reception of Marketing Division, CIL, 15, Park Street; Entrance / Reception of Vigilance Division, CIL; Entrance / Reception of Office at 6, Lyons Range, Kolkata etc. Posters were specially designed and published for Vigilance Awareness Week and displayed in all the departments of CIL HQ at 10, NS Road; 15, Park Street & 6, Lyons Range -Kolkata. Also Posters were distributed to Regional Sales Offices Situated at Ahmedabad, Bangalore, Chandigarh, Chennai, Delhi, Hyderabad, Jaipur, Ranchi, Lucknow, Mumbai, Patna ; North Eastern Coalfields Limited Margherita, Assam ; Indian Institute Of Coal Management Ranchi and Subsidiary Companies of Coal India Limited situated in different parts of the country for display during the Vigilance Awareness Week. The posters were displayed at prominent places so as to catch the attention of Officers and employees and make them to think of the perceived need to fight corruption tooth and nail and cultivate transparency in all activities of organization.

3 During the period Vigilance Related slogans were circulated to registered mobile of Employees of Coal India Limited as SMS through CIL mass messaging system. 3. Employees Competitions For the employees of Coal India Limited at Kolkata Speech Competition was organized on the topic Corruption breeds inefficiency in an organisation on Also Quiz Competition on Corruption & Vigilance Related topics was organized on Also employees of Coal India Limited, IICM-Ranchi, NECMargherita & RSO participated in the activities organized as Essay writing competition in English on topic Good Governance is vital for organizational success, Essay writing competition in Hindi on topic भ रषरष ट च ष ट र सस सफल ह नस सस बसहतर ह,, ईमष ट नदष ट र सस असफल ह नष ट and Slogan Competition on Corruption and its effects ". In all the activities the employees of Coal India Limited actively participated, share their views and through quiz learnt a lot. Also suggestions from employees of Coal India Limited, RSOs, IICM - Ranchi & NEC- Assam were sought for System improvement for transparency in Organizational activities. The suggestions accepted for consideration relates only to rules, regulations, policies, manuals, procedures etc. covering all activities undertaken by the company. 4. Competitions for Wards and Spouses of Employees In addition to the activities for the employees of Coal India Limited Poster Making Competition on anti corruption topics was organized in three different categories for the wards of employees of Coal India limited and Essay Writing competition in either English or Hindi on topic Good Family Values Leads to Good Ethical Value OR अच स पष ट ररवष ट ररक मल ह ज वन मस अच स न,ततक मल कस कष ट रक ह, for the spouses of employees of Coal India Limited. The wards and spouses of employees of Coal India Limited were also allowed to participate in the slogan competition. 5. Group Discussions All the Head of Departments of Coal India Limited were requested to have a Group discussion on Promotion good governance through initiating e-governance with the officials posted at their department on from 11 Am to 2 PM with aim to enhance the derive the means for promoting good governance within their functions. The HODs were also requested to send a report and photographs (if taken) of the Group Discussion to CVO, CIL. Reports and photographs have been received and have been compiled and organized in latter pages. 6. Stake Holders Meet Stake Holders meet was also organized on Stakeholder s pertaining to Civil Engineering, Material Management, System Engineering, Engineering & Equipment, Clearing & Forwarding and Sales & Marketing Department attended the meet wherein their grievances redressed and system improvement suggestion for measures to promote good governance and enhance the level of transparency in commercial activities of the organisation were deliberated upon. During the event feedback with specific questionnaire related to transparency, fairness and customer satisfaction were obtained and compiled for presentation during open interactive session on Based on the interaction during the Stakeholders Meet, held on during the Vigilance Awareness Week the following actions are suggested for consideration: 1. Purchase Manual and other manuals like Contract Management Manual, Manual for Civil Engg. Works etc. are to be updated/revised based on past experience and various guidelines/circulars issued by different Govt. Department/Agencies.

4 2. E-procurement of goods and services must be implemented at the earliest with a view to increase transparency. This is also as per advice of CVC. A circular regarding 100% e-procurement of goods and services has already been issued by CIL management. Implementation of instructions already issued is to be ensured. 3. Technical Specifications are required to be revisited giving due consideration to technological advancements. The specification should be optimum to meet the requirement of the Company as well as encourage healthy competition. 4. All efforts should be made to be finalized the tenders within the initial validity period itself. 5. Uniform Eligibility Criteria for procurement of goods and services is required to be implemented across all subsidiaries of CIL. Any improvement/modification in the Eligibility Criteria may be suggested by any subsidiary company with proper justification to CIL for acceptance and implementation across all subsidiaries. Efforts may be made to bring uniformity in the Technical specifications of HEMMs/UGMMs also. 6. Release of payment within the prescribed time frame is to be ensured as any delay not only tarnishes the image of the Company but also invites complaints related to corruption. Needful actions are to be taken to monitor the compliance of First In First Out methodology in bill passing. 7. Matter may be taken up with bankers to expedite the confirmation of Bank Guarantee. 8. Overseas suppliers may be advised to supply the consignments in a proper packing which can withstand the rigors of handling at the ports and loading/unloading at various points. Suitable penal conditions may be stipulated in the Purchase Orders for improper/insufficient packing. 9. Proper monitoring is required to be done to fix up the responsibility of damage to consignments during transit (the supplier or the transporter). 7. Open Interactive Session Open Interactive Session with special emphasis on theme Promoting Good Governance Positive Contribution of Vigilance, was held from 2 PM to 5.30 PM at Williamson Magor Hall, BCCI, Kolkata on ; as concluding session of Vigilance Awareness Week As the last day of the Vigilance Awareness Week i.e being the public holiday at Kolkata. Sri K S Ramasubban, State Vigilance Commissioner, Govt. of West Bengal as Chief Guest, Sri Sujit Kumar Chatterjee, IPS (Retd.), Ex. DGP (Orissa) & Ex. CVO, CIL and Sri Sujit Kumar Sarkar, State Information Commissioner, Govt. of West Bengal were present as the Guest of Honour on the occasion. Sri S. Narsing Rao, Chairman, Coal India limited and Sri Manoj Kumar, Chief Vigilance Officer, CIL also shared the dias with the Guest Speakers. The following distinguished persons were also present at the occasion; Sri R Mohan Das, Director (Personnel & Industrial Relation), CIL Sri N Kumar, Director (Technical), CIL Sri B K Saxena, Director (Marketing), CIL Sri Abhijit Chatterjee, Director (Finance), CIL

5 Deliberations during the Open Interactive session on Welcoming the guests, the Chief Vigilance Officer, CIL pointed out that United Nations has pointed out that Good governance has 8 major characteristics. These are participatory, consensus oriented, accountable, transparent, responsive, effective and efficient, equitable and inclusive and follow the rule of law. He mentioned that the CVC has indicated that some of the ways Vigilance can contribute positively to Good Governance are: a) Increased transparency in public procurement b) Institutionalisation of best practices c) Advocating transparency and fairness d) Encouraging competition e) Leveraging of technology e-procurement, enterprise-wise computerization, f) Systemic changes He further suggested some measures to improve governance: a) Leveraging of technology- for greater transparency and improvement in quality of services. b) Reduction of discretions at various level through elaborate manuals, instructions, policies, practices c) Standardisation and benchmarking as well as quality control- goods & services d) Strong evaluation system user feedback e) Evolution of organizational ethics (value system) and adherence mechanism f) Grievance Redressal- Stake holders including employees g) Skill up-gradation and training h) Zero tolerance to corrupt practices He mentioned some of the measures that have been taken in Coal India to usher in greater transparency and accountability: a) E-procurement platform for entire coal India b) Greater use of technology for business process re-engineering like activation of coalnet/ibs, online systems for payment, recruitment, grievances attendance etc., electronic surveillance through GPS/CCTV/RFID etc. c) Process for revision of various manuals for procurement, contracts etc. has been initiated. Work is going on Store manual. d) 3rd party sampling and measurement of GCV. Sri K.S. Ramasubban, State Vigilance Commissioner, WB Vigilance is a management tool and management function. Chief Executive of the organization is head of Vigilance. Therefore, vigilance activities are positive contributor towards development of the organization and not negative one. If every employee has a CCTV inside their hearts, there would be no need of CVC or CVO. It is the duty of every official to analyze own activities. Everything is good governance and everything is positive if the actions are taken in the transparent way with accountability. Sri Sujit Kumar Chatterjee, IPS (Retd.), Ex. DGP (Orissa) & Ex. CVO, CIL The concept of good governance is an attribute of our constitution. When we, as a nation, pledged to uphold justice e, equality, fraternity assuring dignity, unity and integrity, we are hypothecated for good governance. Integrity means completeness, unity. It also stands for honesty, morality significant for the nation as in the life of each individual also. Virus of corruption is now deep routed. There are two aspects

6 which are to be strengthened a) Spiritual & Moral, b) Social & Administrative for reducing corruption. Following concerns should be attended to ensure greater transparency and good governance: a) Adequate Control Mechanism b) Systematic improvement including sensitizing public at large on various issues. c) Efficient, transparent administration. d) Pro-active functioning of vigilance. Sri Sujit Kr. Sarkar, State Information Commissioner, WB Position of our country is not encouraging in respect of level of dishonesty. Good governance is of prime importance today for accountability and transparency which will lead to less corruption. Role of vigilance is to point out the wrong actions and to guide also showing the ways of rectification. Desired level of vigilance should be achieved so that wrong doers are punished. RTI activities are supplementary to vigilance activities. It will help people to point out the places of corruption. Sri S. Narsing Rao, Chairman, CIL As the complexities of the company are so different, there is need for system improvement and process development. Most of the complaints are on procurement processes including favouritism, discretion etc. Vigilance can point out the infirmities exposed in an investigation which can be plugged with suitable steps. Interactive Session Sri Gairik Mukherjee, Asst Manager (Pers.), CIL Vigilance is viewed with a negative perspective though it may contribute positively to the organisation. Reply Sri K S Ramasubban Vigilance is admittedly a management function. Then how can it be negative in character? Like all other Departments are viewed to contribute to achieve the organizational goal, Vigilance also must be considered same way. Corruption weakens the management functions and obviously vigilance activities are destined to better and healthy management with transparency and morality. Vigilance activities are definitely positive and positive mind is needed to appreciate it. Sri P C Mishra, GM(System), CIL-HQ Sometimes vigilance is adamant for prosecution. If documentation is weak in any case, intention of the official should also be judged. Reply Sri K S Ramasubban There are certain cases where documentations are found to be weak. Now, intention should be reflected through notings and documentation. It may so happen that officials deviate and digress from the guidelines or rules for the sake of benefit of the company, but there should be clean reasoning and justification for such deviation. Otherwise, the invention becomes unclear. Every procurement action may not be similar in nature and the system should be developed so that there is less uncertainty. Sri Phallguni Guha, CGM(Coal Videsh) We need to look at the reasons why such things happened that for 2007 onwards situation deteriorated. CIL vigilance finds discrepancies in processing of proposals. There should be system to identify the lapses and preventive measures against these lapses. Reply Sri S K Chatterjee

7 This aspect is always in the vision of CVC/Vigilance wing of PSEs. Whenever any lacuna is observed in a system, vigilance division mentions it in the investigation report on the grey areas and suggests for system improvement. This is always an ongoing process. The Chairman, CIL advised to publish a booklet of case studies for benefit of all concerned. After the interactive session, Vigilance Corner page on CIL website was inaugurated. Apart from annual action plan, policy and circulars, it has facility for online filing of Vigilance Complaints including PIDPI complaint, online filing and viewing of Annual Property Return etc. The results of feedback taken from stakeholders of CIL consisting of vendors/purchasers/service providers on were also presented. The Chairman suggested that feedback from own employees should also be taken. Finally, Prizes and certificates were distributed to all winning participants in the competitions organized during the Vigilance Awareness Week Vote of Thanks delivered by Sri S K Shrivastava, General Manager (min)/vig, CIL

8 Pledge Administered by Sri Manoj Kumar, CVO, CIL at Vigilance Division, Coal India Limited Reciting the Messages of Hon ble President,Vice President,Prime Minister of India & CVC

9 Oath taking Ceremony and Reciting Messages on VAW-2013 at Different Departments of Coal India Limited

10 Stake Holders Meet on at Coal India Limited

11 Posters on Anti Corruption Drawn by Wards of Employees of Coal India Limited in Poster Competition

12 Some Selected Anti Corruption Poster in Exhibition Speech Competition is in progress at Vigilance Division, Coal India Limited

13 Quiz Competition is in progress at Vigilance Division, Coal India Limited Vigilance Awareness Week Celebrated at Indian Institute of Coal Management, Ranchi

14 Open Interactive Session on

15 Prize and Certificate Distribution

16 Posters Exhibited in Coal India Limited, IICM, NEC and Regional Sales Offices