BIS/DGO(0)/0 5 July 0 Bureau of Indian Standards CENTRAL MARKS DEPARTMENT-II(LEGAL) Subject: Adherence to time norms for Grant of BIS Certification Marks licence. Adherence to time norms is essential for delivering quality service to our clients. Due to delay in GOL the adherence of time norms gets defeated and violates the directions of Bureau given in its meeting dated 0 0 0 (refer circular no. BIS/DGO(353)/0 dated 0 March 0). It has been time and again reiterated that the attitude of BIS officers towards the applicants/licensees should be that, without compromising on the quality of the product and its conformance to the Indian Standard in any way, BIS officers should help the manufacturers and give proper guidance to them so that they can produce products conforming to the Indian Standards. The basic methodology of bringing more manufacturers under the fold of BIS is to encourage them to apply for BIS licence and provide them timely service. This shall also increase the supply of availability of quality goods in the market for the consumers.. DG has reviewed pending application status of all BOs and has expressed his strong displeasure over the large number of pending cases in all BOs especially for Mandatory products. DG has desired that DDGRs shall review the status of all applications on daily basis and ensure proper implementation of guidelines by all BOs where applications are pending beyond the specified norms of GOL. A number of guidelines have already been issued for time bound actions namely (i) Scrutiny of application, (ii)undertaking PI/verification visits, (iii)sending samples to Sample cells, (iv)grant of licence, etc. for compliance by BOs. However, delays have been observed on the part of BOs at various stages. 3. Major points identified where delays generally occur are (i) Scrutiny of application, (ii)undertaking PI/verification visits, (iii)sending samples to Sample cells, (iv)issuance of TRs by T&Cs, (v) review based on compliance of DV, vi) grant of licence, etc. DG has directed that BOs shall adhere to time norms at each stage without fail and ensure that the CMMS data is upto date at all times for proper monitoring. In order to minimize delays at various stages of licence granting procedure and have a better tracking system DG has approved further guidelines as below: a. Clear allocation of work to Inspecting Officer (IO) by Head BO in handling of applications: Head BO shall allocate the work amongst the Inspecting officers on the basis of Technical discipline (FCT, EEE, MCM) so that each of the officers has approx. 5 licensees and also allot the geographical area for grant of new licences. The papers from the Facilitation counter (Single Window system) shall be directly sent to the concerned officer without the same being routed through Head-BO. A system should be put in place by Head-BO so that the complete information of recording of application is available to him daily for monitoring and supervision. The work related to an application shall be in totality dealt by the concerned Inspecting Officer under supervision of Head BO. The Inspecting officer is free to obtain technical/administrative inputs from any other officer, but shall not handover the GOL related work to anybody else. b. Scrutiny of application: Applications after being recorded at Facilitation counter shall reach the officer who has been allocated the work at (a) above immediately without delay. Applications shall be scrutinised strictly as per norms and applicant informed about deficiencies in the
application well before the date of preliminary inspection. Applicant shall be advised to ensure compliance and make information/documents available during visit for verification. No other documents/information shall be insisted for before PI. c. PI by IO: IO concerned shall undertake the PI not later than the norms specified in guidelines. Under no circumstances PI shall be postponed unless specifically requested by the applicant to do so. Such requests for postponement (upto 5 days) shall be allowed once only and in case the applicant still shows lack of preparedness for PI, the application shall be summarily rejected. However the applicant is free to resubmit the application after payment of necessary fees as and when he is ready for PI. The IO visiting the factory shall undertake all possible tests during the visit so that conformity to maximum no of parameters can be established and BIS is in a position to clearly ascertain the firms capability to produce conforming goods. It should be the responsibility of IO that all discrepancies are clearly conveyed and understood by the applicant before leaving the factory premises of the applicant and obtain written acknowledgement so that timely corrective actions can be taken by him. d. Sending samples to T&C: IOs must carry the necessary test requests at the time of PI and ensure that the samples are delivered to the Sample Cell as per the approved guidelines and acknowledgement of the Sample cell obtained. All T&Cs shall be required to acknowledge the receipt of the sample at their end to the Sample Cell of BO. e. Submission of IR by IO: IO shall also ensure that IRs are submitted timely after the PI so that the same can be reviewed for its correctness especially the Factory-testing report, DV report issued by the IO and firms capability to produce conforming goods. In case on review Head-BO feels that some additional information/action are essential for processing the case, he shall issue instructions so that all deficiencies and actions are conveyed to the applicant through a supplementary DV (communication informing supplementary deficiencies). The timely completion of these actions shall be monitored by Head-BOs so that no GOL cases are kept pending due to deficiencies in PI/IR or lack of timely communication of deficiencies to applicant for him to take actions, etc so that GOL is possible immediately on receipt of TR. f. Verification visits for compliance/verification of deficiencies/pending actions: This should be undertaken only when absolutely essential. IO shall plan for verification of pending actions wherever required so that licence can be granted as and when TR is received. There should not be any afterthought subsequent to deficiencies/discrepancies conveyed by Head-BO/IO to applicant after the review. IO shall not wait for receipt of TR for undertaking verification visits or for obtaining suitable clarification on the DV report or otherwise in respect of the case. The aim of IO in processing the case should be such so as to have the application case ready for GOL once the TR is received. g. Grant of licence: The final stage of licence granting process can have two situations depending on the status of receipt of TR- i. When TR is received: The case shall be immediately processed for GOL as per norms specified. IO shall put up the case to Head-BO for GOL. The file shall not be marked to
any other officer for any scrutiny/review and all deficiencies shall be cleared between IO and Head-BO within 3 working days. ii. When TR is not received even after specified time norms are over and no actions are pending on the part of firm: As per Note of sub-clause.9. of OMPC all tests which require more than one month of testing time are to be treated as long duration tests and for all such cases to be processed for GOL without waiting for the long duration TR. Unless and until specific instructions about testing time are there from PP&C(T&C) for individual products, the testing time for samples shall be considered as 5 days. The period of counting 5 days shall start from the date of receipt of sample as per the acknowledgement to be sent by T&Cs to the concerned BO. Since factory testing has already been carried out and BO has satisfied itself about the ability of applicant to produce goods conforming to relevant standards, BOs shall grant the licence provisionally wherever the Test report is not received within 5 days of it being handed over to respective T&Cs. The applicant shall be asked to submit an undertaking that in case of non-conformity of independent sample, the licence shall be processed for cancellation. BO shall review the case on receipt of TR. In case TR is found failing in any requirements the licence shall be put under stop marking and case initiated for cancellation of the licence. h. Notice for rejection of application: In case of lack of preparedness by applicant for verification visit even after BIS has informed of its intention for the same or for submission of clarifications sought by BIS, notice for rejection of application shall be issued giving him days time to complete pending actions/submit clarifications as per BIS requirements.. It is necessary that BOs shall adhere to time norms. 5. DDGRs are expected to review all applications on daily basis and send data to CMD-III(CA&M) through e.mail as per the format enclosed at Annex-A. DDGRs shall personally intervene in such cases where cases are likely to exceed time norms.. This issues with the approval of DG. -sd/-. (K Anbarasu). DDG(Certification) Ref : CMD-II (Legal)/ Copy to: ADG(AP) CVO DG Sectt All DDGs/Heads at HQs/ROs/BOs/SBOs/All T&Cs Head ITSD - for hosting on BIS website 3
Annexure-A DAILY REPORT PENDING APPLICATIONS AS PER TATKAL PROCEDURE Sl No Date: Total No of applications pending from previous day pending beyond time norms on previous day 3 No of fresh applications recorded today No of applications withdrawn by the applicant today 5 No of licences granted today 7 8 9 No of applications rejected (other than withdrawal by applicant) today Total no of applications pending at the end of the day pending beyond time norms Classification of applications pending beyond time norms (at Sl No 8) based on cause of delay RO: BO BO BO3 BO BO5 BO BO7 9.A 9.B 9.C 9.D 9.E 9.F No of cases where Preliminary Inspection is not done with in 5 days of recording No of cases where IR not submitted with in 5 working days of inspection by IO to BO No of cases where sample is not deposited in the Laboratory with in 5 working days of preliminary inspection No of cases where TR is not received with in 30 days of acknowledgement by T& C No of cases where GOL is not put up by IO with in 0 days of receipt of TR No of cases due to any other reasons (details) Note: The figure shown against Sl No 8 should be equal to the sum of figures at Sl No 9.A to 9.F Note: In case of multiple reasons of delay in the same application, show it under the reason contributing to maximum delay out of 9.A to 9.F
DAILY REPORT PENDING APPLICATIONS AS PER SIMPLIFIED PROCEDURE Sl No Date: Total No of applications pending from previous day pending beyond time norms on previous day 3 No of fresh applications recorded today No of applications withdrawn by the applicant today 5 No of licences granted today 7 8 9 9.A 9.B No of applications rejected (other than withdrawal by applicant) today Total no of applications pending at the end of the day pending beyond time norms Classification of applications pending beyond time norms (at Sl No 8) based on cause of delay No of cases where Preliminary Inspection is not done with in 5 days of recording No of cases where IR not submitted with in 5 working days of inspection by IO to BO RO: BO BO BO3 BO BO5 BO BO7 9.C No of cases where GOL is not put up by IO with in 7 days of receipt of IR (when there are no DV/pending actions from the applicant) No of cases where GOL is not put up by IO with in 90 days from date of recording (where 9.D there are DVs/pending actions from the applcant) 9.E No of cases due to any other reasons (details) Note: The figure shown against Sl No 8 should be equal to the sum of figures at Sl No 9.A to 9.E Note: In case of multiple reasons of delay in the same application, show it under the reason contributing to maximum delay out of 9.A to 9.E 5
DAILY REPORT PENDING APPLICATIONS AS PER NORMAL PROCEDURE Sl No Date: Total No of applications pending from previous day pending beyond time norms on previous day 3 No of fresh applications recorded today No of applications withdrawn by the applicant today 5 No of licences granted today 7 8 9 9.A 9.B 9.C No of applications rejected (other than withdrawal by applicant) today Total no of applications pending at the end of the day pending beyond time norms Classification of applications pending beyond time norms (at Sl No 8) based on cause of delay No of cases where Preliminary Inspection is not done within days of recording No of cases where IR not submitted within 7 working days of inspection by IO to BO No of cases where sample is not deposited in the Laboratory within 7 working days of preliminary inspection 9.D No of cases where TR is not received within 30 days of acknowledgement by T& C 9.E 9.F No of cases where GOL is not put up by IO within 30 days of receipt of TR No of cases due to any other reasons (details) RO: BO BO BO3 BO BO5 BO BO7 Note: The figure shown against Sl No 8 should be equal to the sum of figures at Sl No 9.A to 9.F Note: In case of multiple reasons of delay in the same application, show it under the reason contributing to maximum delay out of 9.A to 9.F