IFMS Saral must be uploaded by 7th of each month - BDOs must check personally

We have issued several letters on the subject, requesting BDOs to switch over to IFMS software for maintenance of monthly accounts of Panchayat Samity and also to upload Form 27 on www.wbprd.gov.in  on time. While going through the uploaded Form 27, it is noticed that most of the BDOs are not uploading the Saral form on website, while some of them have not yet started IFMS despite repeated directions. It is time and again clarified that treasury verification is not required before uploading the data. Therefore, delay in uploading on this account should not be done.

• In four blocks IFMS has not yet been started. BDOs may see the status from the website. No bill shall be allowed to be passed by treasury from October 2009 onwards if Form 27 is not uploaded.
• There are certain scheme balance shown in the cash book without any expenditure for last few months, more than a year in some cases. Decisions of Panchayat Samity if required must be expedited and fund should be spent.

Management of BDO Office database - all BDOs must take stock of MIS and Office management to face challenges

I am drawing the attention of SDOs and BDOs to the need for effective data management and information dissemination/ accessibility on rural development schemes from block office, to prevent blockage of BDO chamber by genuine information seekers. Can one imagine that with new policy of disbursement of IAY, Pension funds from Block, through institutional system, instead of GPs from next month onwards, office of BDO is likely to be bombarded with lots of information seekers; most of them violently pressing for information and queries on status of their pension cases/ IAY cheque. In most probability, majority of those visiting the BDO office shall try to enter BDO chamber and expect direct reply. Imagine GPs shirking their responsibilities for obvious reasons and directing people to BDO office if they have any queries regarding these schemes. What is the solution?

I shall suggest some of the steps as noted below if BDOs wants to works in peace.

1. Establish dedicated MIS cell with sufficient space and information counter for public access to information. If required upgrade sitting arrangements and construct counters/ sheds for public. Ask BIO, CA and other MIS personnel to sit at a place together.
2. Provide more computers, may be purchase new out of NREGA administrative cost and connect all computers by LAN. All database on BPL, IAY, Pensions must be available in this cell in such a form which can be easily accessed and query based. BDO must personally check that RHS database is updated, individual details on IAY for three years, IAY permanent wait list, IGNOAPS, AAY, Other department pensions etc as per module provided is entered in the RHS 3.0.0.
3. Additional hard disk/ storage devices can be provided to MIS cell for back up.
4. Provide two telephone lines to this cell with one line having broadband facility. If BSNL BB is not available, suscribe any service provider with monthly bill not exceeding Rs 1000 pm.
5. There should be training to MIS staff and others sitting in the cell as to how to share information with public.
6. Prepare formats for monthly scroll of pensions, advice to bank/ post office etc so that the huge volume of preparing pensions bills from block can be handled smoothly. Please note that any delay in payment shall invite troubles to BDO office.
7. Jt BDO can be given the responsibility of coordinating the public information related matters.

BDOs must also ensure publication of BPL with page certificate and certification as per revised approval by 10th October 2009 and send two copy each at GP, district head quarter for records.

NFBS - check pending applications at block or GP

In one of the blocks I visited today, fund for 15 cases was found as unspent balance in the PS accounts. On query it is known that 28 cases are pending for decision, some of the cases two to three years old. PS is in dilemma as to whether old cases can be sanctioned or not. It is clarified that all cases, whether old or new, can be considered by Panchayat Samity provided the application for the NFBS was filed by next of kins within six months of death. Such application filed on plain paper or at GP can also be considered, provided the beneficiaries are otherwise eligible as on date.

We are in a position to release more funds if sanction of the case is reported to DPRDO. BDO and Sabhapati are requested to disburse the dues of the beneficiaries in next three weeks. Disbursement can be done on first come first serve basis against sanctioned cases.