Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

PART-I Administration

1.

Staff Patren:

In the report it was mentioned explaining the objective of the establishing the EDS and posts sanctioned and working. Further it was mentioned that Adhoc Rules have to be framed for appointments/filling  up of the posts in the department. 

Proposals for approval of Organizational structure and the mode of filling up of the posts in the office have been sent to Government vide lr.No.424/commr./e.Seva/04 dt.27.11.06 and orders are awaited.

The proposal of the  Commissioner, EDS is under consideration in consultation with the Finance Department.

IV

Personal Register

PRs are not maintained. It is stated that since the tappals are being registered through File Management System (FMS), the maintenance of PRs does not arise. It may be examined whether all the tappals/currents which are used to be recorded in the PR goes into the FMS and the purpose of maintenance of PRs serves by the FMS

As suggested by the inspection party, it shall be ensured that all the tappals/currents which are used to be recorded in PRs both into the FMS and the purpose of PRs served by FMS

No further remarks subject to verification in the next inspection.

X

Stock Register

The stock Registers for stationary and furniture are maintained. Purchases  above Rs.50,000/- were also made through quotations. The guidelines prescribed for purchase procedure have to be followed

Purchase of articles above Rs.50,000/- were made through quotations by following due procedure whenever urgent requirement is there. However, in future we will proceed for tenders if the purchases are over and above Rs.50,000/- by following the guidelines.

No remarks subject to verification in the next inspection.

XI

Vehicles:

5 hired vehicles are used., whereas government permission is only for 3 vehicles. It is stated that permission for 2 vehicles was sought from Govt. Commissioner, EDS is hiring the AC vehicle at the Rs.26000/- p.m.. As per existing orders of government, only Rs.14,000/- is admissible towards hiring charges. Hence, government approval is required for the extra amount paid.

Use of AC vehicle to the Commissioner, EDS was discontinued as per Govrt.Memo No.1211/IT&C/07 Dt.23.07.07 and a hired vehicle @ Rs.14,000/- pm is being used w.e.f.1.8.2007.Further, proposals have been submitted to govt. for allowing the use of Hired Vehicles @ Rs.14,000/- p.m. to other 2 D.Ds vide Lr.No.A/Veh./DDS/e.Seva/04,dt.16.5.07

The Commissioner, EDS has advised to follow the instructions issued vide G.O.Ms.No.256 GA (OP.II) Dept. Dt.3.6.1985 and G.O.Ms.No.314 GA (OP.II) Dt.12.6.85 for hiring of vehicles for 2 Dy. Directors vide Memo No. 1211/IT&C/2007, dt.2.8.2007.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

XII

Disciplinary Cases:

There are 17 cases in which the staff worked in e.Seva centers involved. Out of this, one person belongs to the 0/0.Commissioner, EDS and the rest of the persons belong to other departments i.e. municipalities, AP TRANSCO, HMWS&SB and Revenue Department. Besides departmental action, huge amounts of misappropriated/short remittance i.e.Rs.82,19,177/- are yet to be recovered from the delinquents. 

Proposals have been sent to Govt. for issue of orders extending the applicability of Revenue Recovery Act by treating the misappropriated amount as Arrears of Land Revenue and to proceed further in the recovery process from the delinquents. Orders of the Government are awaited in the matter.

The proposals of the Commissioner, EDS is under consideration in consultation of the Revenue Department.

XIV.

Inspection of e.seva Centers:

The Commissioner, EDS inspected the e. Seva centers in twin cities. The Superintendent and Asst.Secretary from o/o. The Commissioner, EDS conducted inspections in 14 Districts in the year 2005. During these inspections, the functioning of the centers was examined, the deficiencies were noticed, the receipts and expenditure and the transactions took place were rightly pointed out in the inspection notes. Follow up of action was taken up by addressing the Addl.Commissioner & Joint Collectors and Technology Partners. Inspection of e.Seva centers in the remaining Districts is desirable. Inspection at least once in a year will help in the efficient functioning of the centers

As suggested, the inspection of e.Seva Centers in the State shall be taken up shortly as per schedule

The Commissioner, EDS can write to State Audit Department to do inspection on administration function also based on questioner given by the Commissioner, EDS

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

PART-II ACCOUNTS PROCEDURE

1.

Cash and Cash Accounts:

Cash Chest: The cash chest containing two keys (No.58). Two keys are available with Superintendent who is incharge for cash chest. As per procedure laid down in instructions 21 under TR 11 of APTC, the duplicate keys are required to be kept in the Dist Treasury/Sub-Treasury. The Commissioner, EDS is advised to deposit the duplicate key in the Treasury as required under said rule.

As suggested, duplicate keys shall be kept in District Treasury/Sub Treasury as per procedure laid down in instructions 21 under TR 11 of APTC.

Further report is awaited.

Cash Balance/Permanent Advance: An amount of Rs.5000/- was sanctioned towards imprest to meet the expenditure for office of expenses etc., The imprest is being recouped once in three months intervals. The imprest last recouped in the month of 10/2006 and entire amount is lying un-utilized.

     But the Commissioner, EDS is drawing funds on A.C.Bills for meeting the expenditure towards office expenses etc., as and when required which is irregular. The A.C.Bills shall have to be drawn for contingent expenditure that requires the countersignature of the controlling authority as per procedure prescribed under S.R.18 T.R.16 of APTC read with Art.108 of APFC Vol.I but not regular contingent expenditure that is being followed by the office.

As suggested, permanent advance is now being used to meet the expenditure for office expenses etc.,

Further no AC bill shall be drawn hereafter unless for contingent expenditure with the counter signature of competent authority as per the procedure laid down under SR 18 TR 16 of APTC read with Art.108 of APFC Vo.I. Also, it is stated that no AC bill was drawn during current year 2007 till date.

No further remarks subject to verification in the next inspection.

Cash Book: The cashbook now being maintained in proper form. The transactions are also not in proper way as per procedure, consequently, the reconciliation at the end of the month with the bank is not being done properly and recorded in the cashbook. The amount is being drawn without debit voucher.

As suggested, no cheque received from PAO including cheques in favour of third party shall be entered in cashbook of DDO. Reconciliation with bank account shall be finalized and recorded in the cashbook with proper authentication and a copy may also be furnished to government. It is also stated that a debit voucher is being maintained as suggested.

Verification in next audit.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

Bank Accounts: At present the Commissioner, EDS is operating 5 five bank accounts for various transactions. Permission was not obtained from the Government for operating bank accounts with so many banks. However as per provisions of the G.O.Ms.No.16 dt.22.6.2004, the Director, e.Seva is permitted to enter into a detailed agreement with UTI in this regard duly taking into account all operational issues while finalizing the agreement he should take legal opinion and obtain necessary approval from government before signing the agreement.. But the Commissioner, EDS has replies that the original file dealt with is not traceable. Therefore the Commissioner, EDS has requested to trace out the file and furnish the reply.

Current accounts were opened with UTI Bank for pooling account, e.Seva funds security deposits and with Bank of India for DDO account, and district e.seva funds for the convenience to run e.Seva transaction. As regards ban transactions with UTI sanctioned in the referred G.O. the Commissioner, EDS has stated that the said agreement is expired during Sept.2006. As per the letter no.270/IT&C/Admn./2006 dt.7.3.2006 of the an EOI was called for to entrust banking operations to bankers. Axis bank emerged as successful banker in the bidding process and permission was accordedvide lr.No.359/Infra/1t&c/2007 dt.16.7.2007 to go head with the same. Accordingly, banking operations were entrusted to Axis bank and the agreement is under finalization. As soon as the agreement with Axis Bank is finalized the same shall be informed to the government and also a proposal may also be submitted to the Government to accord permission for continuing other accounts with both Axis and Bank of India. Agreement already signed with Axis Bank in July ‘07

Operational Costs: According to the provisions of G.O.Ms.No.16 dt.22.6.2004 and also as agreed by the UTI bank (a) all participating departments utilizing the services of e.Seva should open a collection account with UTI bank  to enable smooth and quick transfer of amounts collected in the e.Seva centers and also that (b) All participating departments shall not accept cash payments of Rs.5000/- and above at departmental counters and accept such payments only through cheques/pay orders. Therefore, the Cmmissioner,EDS  have been requested to furnish the whether the above procedures have been followed.

The Commissioner, EDS has replied that certain department like, Polic, Transco, Commercial Taxes, Civil Supplies and HMWS&SB opened current accounts with Axis Bank and other government departments like Municipal administration, Cyberabad police etc., will be requested to open accounts with Axis Bank. A meeting shall also be convened with all stakeholders of e.seva participating departments, Axis Bank, Technology Partners and Manpower agencies to finalize the issue of acceptance of payments above Rs.5000/- through cheque/payorder in lieu of cash and same will be intimated regarding the final action taken in this regard.

Verification in next audit

Register of Cheques: All the cheques/DDs received in the office shall be entered in the register of cheques in APTC Form 14. But the said register is not being maintained.

A register in APTS Form 14 is opened on 26.5.07 and all the details of cheques/DDS received are recorded.

No remarks subject to verification in the next inspection.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

Undisbursed pay register: Pay bill register is being maintained in the prescribed form and salaries are being credited to the bank a/c of staff. As far as Suppl.Claims such as D.A.arrears, LTC advances, Tour advances, and the PAO is issuing cheques in the name of DDO. The DDO is crediting the cheque in his current a/c and drawing the amount by self cheque and the amount is being disbursed rto the concerned by cash. Since, the DDO is disbursing the amounts in cash, the UD Pay register in APTC Form 20 is required to be maintained as per Sub Rule © under T.R.32 of APTC. But the same is not maintaining

A UD Pay register is already opened as per Sub Rule 4 under TR 32 of APTC.

No remarks subject to verification in the next inspection.

II

Permanent Advance:

An amount of Rs.5000/- was sanctioned towards Permanent Advance. Proper acknowledgement as required under Art.98 of APFC Vol.I is not being sent to the sanctioning authority. The imprest is not being recouped regularly and last recouped in 10/2006 and lying since then without utilization.

Previously,  expenses were drawn from e.seva funds to meet day to day and petty expenses and now as per the suggestion, permanent advance is being drawn from PAO as per above GO wef August 2007.

III.

Security Deposits:

One Superintendent who is holding custodian of cash dealing cheques books/cash has furnished Fedility Bond as Security from M/. United India Insurance Co., which is valid up to 6.10.2007 for Rs.50,000/- 

The Commissioner, EDS has replied that the Bond shall be renewed after its maturity i.e. after 6.10.2007.

The Commissioner, EDS is requested to furnish whether bond has been renewed beyond 6.10.07 and if so up to what date.

IV.

Pay Bills Register/Aquittance Register:

          No contra entries are being made in the original office copy of pay bills when ever arrears on account of increment or DA arrears or pay fixations arrears etc., are being drawn as per Sub Rule 14 under TR 16 of APTC Vol.I. 

    Signatures are being obtained in the Acquaintance register without date which is mandatory for maintenance of U.D.Pay Register properly.

Contra entries shall be made in the original office copy of pay bills when ever arrears on account of increment or DA arrears or pay fixation arrears etc., are being drawn as per Sub Rule 14 under TR 16 of APTC Vol.I Further a certificate to the effect that the proper Acquaintance has been obtained from the persons who are entitled to receive it shall also be recorded in the Acquaintance Register as required under SR 4 TR 32 of APTC Vol.I

Further Report is awaited.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

V.

Register of Last Pay Certificate:

The register is not being maintained.

It is submitted that register of last pay certificate is not maintained in this office but a copy of all the LPCs issued from time to time to the staff who left the office is kept for record. As suggested, a register is opened and details of LPC issued are noted.

No remarks subject to verification in the next inspection.

VI.

Reconciliation:

Register of reconciliation has not been maintained in proper form. The reconciliation with Accountant General/PAO is not being done regularly and properly. The reconciliation certificate is not being furnished to the Accountant General as well as Administrative Department.

A register of Reconciliation shall be maintained in proper form as suggested by the inspection party immediately. Reconciliation with PAO is completed up to July 2007 and reconciliation with AG is completed up to April 2006. It is submitted that reconciliation with PAO and AG shall be completed till Sept.2007 and the same shall be furnished to Government and Accountant General.

Further report is awaited.

VII.

BUDGET:

Proper watch register is not being maintained to obtain Utilization Certificates.

A register is maintained showing details of Budget allotment under each category i.e. Plan and Non Plan under different heads of accounts for each year. All expenditure particulars with bills number, date, token number, amount and payee particulars are recorded with proper authentication so as to ensure the payment particulars can be watched and monitored for each quarter of budget releases.

     However, as suggested, watch register as per Para No.19.3.1 of AP budget Manual to show details of budget estimates, budget authorizations, monthly expenditure and cumulative expenditure under each head of account shall be maintained and produced to inspection party. 

Further report is awaited.

IX.

A.G’s Audit:

   Watch Register is not maintained. There are 7 paras pending for the year 2005-06 and 27 paras pending for the year 2006-07. It is requested to furnish the replies to all pending paras to the Accountant General and see that the paras are settled.

Replies to outstanding paras for the year 2005-06 and 2006-07 are being drafted and furnished to Audit Party, which is not conducting audit.

Final action taken on the outstanding audit paras may be furnished.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

X.

Commercial Audit:

  As per the instruction of the Government, Commercial Audit was entrusted to M/s.VSPN & Co. Charted Accountant and audit was done up to 2003-04. Government have called for remarks of the Commissioner, EDS for the irregularities pointed out in the audit report. But the final report is yet to be received. The Commissioner, EDS is requested to expedite the action on the remarks as called for.

The next Commercial Audit from 2004-05 to 2006-07 is yet to be taken up. The Commissioner, EDS is requested to complete the Commercial audit from 2004-05 to 2006-07 and submit the audit report early.

Commercial audit for the year 2004-05 to 2006-07 was entrusted to M/s.Nekkanti Associates but the firm discontinued to work in the middle. The same shall be entrusted to another competitive firm and taken up immediately. Reply to Commercial audit report for the year up to 2003-04 shall be submitted to the government immediately in the due course.

Final action taken in entrusting the Commercial Audit  from 2004-05 to 2006-07 may be reported along with the replies for the audit remarks up to 2003-04 immediately

XI.

Register of Bills:

The register is being maintained in APTC Form 70 instead of APTC Form 70A. This may be revised.

At present register of bills is maintained in APTC Form 70 and as suggested, register shall be maintained in APTC Form 70A hereafter.

Further report is awaited.

XII.

A.C. Bills Register:

No AC bill watch register is being maintained in the prescribed proforma.

As suggested A.C.Bill watch register shall be maintained there after.

Further report is awaited.

XIV.

Reconciliation by the participating departments:

It is observed that the reconciliation by the participating departments is fallen in arrears from April 2006. It is therefore advised to bring into the notice of the concerned HoD and see reconciliation work is brought up to date.

Out of 19 EROs in twin cities reconciliation of 6 EROs is completed up to December 2006, despite several requests the participating departments are not turning up for reconciliation.  However, all the participating departments shall be reminded to take up the reconciliation with e.Seva at the earliest.

The concerned HoDs may be persuaded and see the reconciliation work is brought up to date. If necessary, the matter may be brought to the notice of the concerned administrative dept. of Secretariat for issuing necessary instruction from the government.

XV.

Manpower Charges:

 As per provisions of the G.O.Ms.No.499 dt.21.11.2003, the technology partners shall provide the Center Manager and Counter Operators in the Dist.e.Seva centers. But as seen from the records, the manpower charges are being met from the departmental

Tenders were invited from the Technology Organizatgions for each Zone in the State (except twin cities and R.R.Dist.) and expected rate per each transaction on BOMT Model in the Municipalities and lowest tender was accepted.  Accordingly, agreement was concluded on 19.5.2003 for all 6 Zones,

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

Funds. The reasons for incurring the expenditure by the department has been called for during the period of inspection with details up to which period, they have been paid and source of funds from which the expenditure was met. But the reply to this effect has not been furnished. Therefore the Commissioner, EDS is requested to furnish the details as called for.

and the entire project was launched on 1.6.2003 in the State. At that time, the scope of project was confined to installation of hardware like servers and clients, maintenance of systems on a turn key basis including supply of consumables, stationery, and cost electricity, telecommunications, water and house keeping for entire contract period. Providing of Manpower was not included in the tender document, hence it did not find place in the scope of project. Consequently, separate tenders were invited for providing manpower and agreement was concluded on 17.7.2003 for each zone separately. Further, the agreement was concluded for establishment of e.Seva centers under BOMT model in the municipalities only after approval of the award of notification by the Government through D.O.Lr.No.365/IT&C/2002 dt.10.1.2003.

         Further, it is inform that the G.O.Ms.No.499, dt.21.11.2003 was issued subsequent to the conclusion of BOMT and Manpower Agreements. Hence the orders of the government will be considered for implementation in future tenders i.e. after expiry of the tenure of present agreement.

XVI.

Transaction Charges:

As per Art.3.2.1 of Twins e.Seva agreement the payment of transaction charges are as follows:

a)               If the transaction of Utility or bill payments are below 3,60,000 for all TWINS centers in a month Rs.4.75 per transaction

.b)     If the transactions of Utility Bill payment in all TWIN centers in a month exceed 3,60,000 Rs.3.95 per transaction. In this regard it is requested to furnish the details of month wise/category wise No. of transaction charges, transactions charges collected, and transaction charges paid and balance to be paid for Twins e.centers.

The transaction charges as per agreed rates have been collected every month from participating departments either by deducting at source or by raising claims over them. After scruitiny of the bills submitted by the technology partners, payments shall be released as per agreed rates in the agreements every month. Further, the details on month wise/category wise no. of transaction charges, transaction charges collected and paid and balance to be paid for e.seva centers shall be furnished in due course.

Further report is awaited.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

XVII.

Sale of CET Examination Applications:

From the records it is observed that e.Seva centers are selling CET applications at the rates prescribed by the Convener and an amount of Rs.10/- per application per each CET examination is retaining by the e.Seva Centers. During the year 2007, 250735 were sold as against receipts of 364000 applications. Consequently Rs.5,14,51,400/- was collected towards cost of applications to be remitted to the convener and an amount of Rs.25,07,350/- (@ Rs.10/- per applications) was collected towards transaction charges and retained with e.Seva centers. The entire amount is lying with the Administrative Officer, e.Seva centers and the Administrative Officer is incurring CET applications and expenditure details are not transaction charges towards CET applications and expenditure details are not reflecting in the books of the Commissioner, EDS consequently, the office is not in a position to watch the expenditure details on the sale of CET applications.

    Therefore, the Commissioner, EDS is requested to examine the feasibility of getting back the entire transaction charges in the accounts of the Commissioner, EDS unlike opther transaction charges instead of kee;ping them with the Administrative Officer. If the Administrative Officer, requires any amount, The Commissioner, EDS can release the amount after assessing the nature of expenditure etc., Further, it is observed that there are no specific guide-lines defined any where by the Government, for incurring of the expr. From transaction charges retained with e.Seva centers. But the e.Seva centers are utilizing theses funds for various purposes.  In the absence of specific policy

During 2007, 251558 applications were sold against 3,66,600 receipts towards CET examinations at all e.Seva Centers in the State. In the Twin cities 60167 applications were sold where as in the districts 170521 applications were sold.

As regards transaction charges, Rs.10/- will be deducted by the EDS at source in respect of Twin Cities sales and the same amount is lying with pooling account. At district level, the transaction charges deducted by the Addl.Directors of e.Seva at source and the same amount is lying with district pool account. As there is no separate budget provision for district e.Seva and no commission on other transaction charges, the entire commission on CET applications sales has been utilizing by the district e.Seva for their operational expenditure.

According to the guidelines issued in G.O.Ms.No.24 IT&C Dept. Dt.31.3.2001, the department is permitted to collect the service charges directly and deposit in a P.D.account to be opened for the purpose. The department is also authorized to incur the maintenance expenditure drawing from the P.D.Account without treasury control to ensure the operations are self-sustained over entire state.  In the absence of adequate budget provision by the government, the EDS has been utilizing the transaction charges from the e.seva funds to incur the expenditure for operational purposes.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

decision by the government for utilization of public money may attract the provisions of Art.3 of Financial Code Vol.I. Therefore the Commissioner, EDS is requested to examine the issue and take policy decision as per rules.

XVIII.

RSDP Project:

The Commissioner, EDS has suggested certain solutions to prevent the misappropriations to CMD, AP TRANSCO,  Hyderabad vide letter No.45/Misappropriation/Gen.PM/RS/2007 dt.22.5.2007. The final action taken in this regard may be intimated.

There are 11 court cases pending with Hon’ble High Court, Hyderabad on the reasons: Overlapping caused due to setting up of another center by e.Seva affiliates. The status of cases may be furnished.

No reply has been received in the matter. Hence, the CMD, AP Transco has been reminded to expedite his reply soon after receipt of the reply from APTransco has been reminded to expedite his reply soon after receipt of the reply from AP Transco final action will be taken accordingly.

Regarding the 11 court cases pending in Hon’ble High Court of AP Hyderabad, it is stated that all the cases are pending under trail. Therefore suitable action will be taken soon after the order of the Hon’ble High Court is received.

XIX.

Conducting of PET & Written examination for recruitment of Dy.Inspector of Survey Test of Survey & Settlement Department:

The Commissioner, EDS has accepted the job of conducting the physical entrance test and written examination for recruitment for the post of Dy.Inspector of Survey Test. The Commissioner, EDS. The Commissioner, EDS has addressed the government (IT&C dept) vide lr.No.132/commr./EDS/SS&LR/2005 dt.6.10.2005 for instructions to conduct and complete the said recruitment process along with cost sheet arrived by the Commissioner, SS&LR. But the instructions issued by the government are not made available. However, the Finance (W&P) Dept. has released an amount of Rs.130.00 lakhs for conducting of recruitment process to the post of Dy.Surveyors in survey settlement and Land Record Department.

AS per Cashbook, Out of Rs.130.00 lakhs an amount of Rs.9750822 was incurred leaving balance of Rs.3249178.  

Reconciliation between UC furnished and ledger balance as below:

1. Balance as on 24.11.06

  ( date of sending of UC)   4324349

2. ADD: Reimbursement

    from Collector, Ananthapur

    on 12.1.07                        11597

3.LESS:cabin construction  1086768

    for Rs.72078/- & TDS for

    Rs.1539/- and Trn.Charges

    Paid to CMS for Rs.104626

  Balance as per ledger      3249178

The above balance is kept as informed by the Commissioner, Survey Settlement stating that the government prefer to file WP before the Hon’ble High Court against the order of the Hon’ble APAT.

EDS to settle the accounts at an early date and send compliance report.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

The Commissioner, EDS has furnished the U.C. to the Chief Engineer, I&CAD Godavari Lift Irrigation Scheme, Hanumakonda, Warangal stating that an amount of Rs.86,75,651/- was utilized leaving a balance of Rs.43,24,349/-. Hence, there is difference between the closing balance of cash book and U.C.furnished to the Chief Engineer, the discrepancy may be reconciled.

As seen from the details of expenditure produced for verification the following observations are made.

a.) An amount of Rs.2100000/- paid to all Dist. Collectors and Rs.200000/- was paid to the commissioner of Survey Settlement and Land Records for which details of expenditure were not made available. Necessary U.Cs along details of expenditure may be obtained.

b) Wherever advance payments were made, necessary U.Cs along with details of expenditure may be obtained from the concerned.

c) An amount of Rs.73617 was incurred towards payment for errection of cabin, which is not connected to the DSR Project.

d)  An amount of Rs.3469647 was incurred from these funds towards transaction charges, which were not connected to this project. Reasons for incurring this expenditure towards transaction charges may be furnished.

e)   In the Cash Book, it is seen that to whom favour the amount was drawn is not specified against each transaction.

f) The expenditure particulars furnished are not clear and therefore it is requested to furnish full details with support documents and justification for incurring the expenditure.

Further the Commissioner, EDS has informed the point wise replies as follows:

a) Letters have been addressed to all the Dist. collectors and commissioner, Survey Settlement and Land Records for submission of details of expenditure and UC for the amounts paid to them.

b) Utilization Certificates shall be obtained for the amounts, which are paid as mentioned above.

c) An amount of Rs.73,617/- was incurred towards payment for erection of cabin. As clarified by the DD (Projects) and who is the nodal officer for the project, the construction of cabin was necessitated to keep the valuable records, documents and files etc., till the publication of results.

d) An amount of Rs.34,69,647/- was paid towards transaction charges to CMS and RIL etc., on various dates from 15.12.05 to 1.3.07 was credited to DSR project account as per the orders of the Commissioner, EDS.

e) The details of payment to whom favour it is paid is recorded for each transaction in the Cash book.

f) All expenditure particulars with supporting documents and justifications for incurring the said expenditure shall be furnished immediately on receipt of expenditure details from all district collectors and the same shall be furnished to the government.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

XX.

Test Check of Accounts of the Rural e.Seva Center, Bhongir:

A Test Check was conducted at the rural e.seva center,Bhongir. On verification of the accounts it is observed that:

Ø       Cashbook is maintained in the proper form.

Ø       Cashbook transactions Are not posted date wise.

Ø       While drawing the amount debit voucher is not maintained with proper approval for drawal of money.

Necessary instructions are issued to all the Managers/Accountants in the district e.Seva centers to post cash book transactions date wise and also whenever funds are withdrawn a debit voucher should be prepared along with cheque with proper authorization of the competent authority.

The Commissioner, EDS is requested to verify whether the instructions issued are being followed or not during the inspection of the e.Seva centers.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

PART-III TECHNICAL (e.SEVA) PROCEDURE

I.

II

Agreements:

            Information pertaining to starting date of Centers, acceptance testing, Bill of materials at each location etc., are not maintained with respect to agreements entered to with Service Providers.  The information available is not complete and it has been observed that proper records are not maintained.

            Also no proper gate pass books are maintained for movement of material from each centre or from e-Seva..  Technical Support personnel deployment and their attendance records are not maintained.

            A record of acceptance testing done at the time of start of the centre and afterwards it was claimed that periodical visits were done for verifying the working.  No records are provided or available.  Also additional counters are opened and equipment deployed.  Proper records and dates were not available with the Technical Section.  At least additional equipment deployed list should be available with the Technical Department or records have to be maintained.  Also from GoAP funds any payments made on power, telephone, record of furniture-supplied records have to be maintained even if it is built on BOOT model.  Even though Technical up keep is the responsibility of the partner if periodical checks are made, it should be reflected by way of records. 

           There are no SLAs in the agreements made.  It is necessary to include in the new agreements made in future.

           Checking transaction times taken etc., were not conducted.  However, it is suggested to include transaction time taken as one of the parameters in the agreement.

           Even though up-gradation of the technology is the responsibility of partners periodical checking and maintenance of records is a must as it is a BOOT agreement.  Third Party Audit done and implementation carried out.  Records to be maintained and periodically to be reviewed.

           Even though the management and up-keep of the WAN is the responsibility of the Technology partners as the Leased lines and payment, demand note / payment all are carried out in the name of e-Seva, it is desirable and suggested to keep complete information on Leased lines, connectivity diagram centre-wise, district-wise and state-wide to be maintained along with the time validity.   Complaint books maintained at the centers if reviewed periodically remedial actions and complaint redressal records to be maintained.

 Observation - Rural e-Seva Centre at Bhongir

   It has been observed that at Bhongir Rural e-Seva Centre the Technology partner has not installed the fire and smoke alarm detector system and kept it in packed condition only.  It indicates that acceptance test is a must before starting the centres. Also gate passbook is not maintained and computer in the counter is not working.  Information on such items has to be gathered and kept track of by maintaining records.  The Bathroom facility is not maintained properly.  The Technical Servers room is not maintained properly and wires are hanging loosely and no proper fixing has been done.

The information pertaining to starting date of centre, acceptance testing is in accordance with the agreement. Regarding the bill of material a each location inventory has been complete4d and a copy of the said reply has also been submitted to the Government.

e.Seva project is built on a PPP-BOO model. The project is started with 9 centers w.e.f. 25^th Aug.2001. The telephone bills, connectivity charges and power bills for the project is met by the BOOT operator M/s.CMS Ltd.,. However government has paid for the manpower, furniture & interiors. The government expenditure is recorded property and dealt by the Administration Section of the e.Seva Project.

The new RFP envisages SLA for completing a transaction within 15 minutes. The SLA is being included in the new agreements as advised and the instructions will be noted for further guidelines.

The e.Seva software doesn’t have the facility to record the time stamp for each transaction. However in the present RFP bid document clear instructions/condit9ions imposed on the technology partners to specify time taken for each transaction. Further it is submitted that if the transactions penalties will be collected for such delay, which will also be, reflect in the software developed in the matter. By adopting this new technology, no intentional delay will be caused to the citizens and the service will also be improved. The time stamp is proposed to be captured for all transactions.

Regarding the up gradation of the technology although the responsibility lies with technology partners, necessary records will be maintained and periodical review will be done apart from periodic third party audits.

Further, in the new tender for Hyderabad the connectivity responsibility is with Government of AP and as suggested the complete information relating to the operational aspect of the project shall be maintained.  Further, a grievance module shall be introduced for handled grievance.

The present staff is not sufficient to conduct acceptance test before stating of the e.Seva. Suitable action is being taken to maintain logbook and to improve the other items of work.

It can be mitigated by going for third party certification or by outsourcing the task to an agency selected through process. In future

e.Seva through identified empanelled agencies can go for acceptance check  periodically. Permanent staff need not be thought of.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

III

Call Centre operations:

(i) Agreement: In the agreement the Clause adherence as per agreement is not checked or followed.  The number of operators provided and the number of seats provided are not matching.  Some equipments are reconfigured to act as servers and to generate reports etc., thereby there is short fall in the seats whereas a monthly rental of Rs.8,400/- is paid per seat and the cost of  the equipment reconfigured for servers is wasted.

(ii) No check on the facilities to be provided / obligations of the Service Provider.  No records maintained.

(iii) No calling line identification for any one of the phones receiving calls.  The amount paid for calls received is much higher than if the phones are put on monthly rentals - Incoming receive only for at least 20 lines and 10 lines can be on unlimited anywhere in AP call rental.  Uptime checks/records not available and to be maintained.

(iv) As per point 7 (iii) Rs.35,000/- has to be paid to the e-Seva and  no such payment record is available.

(v) There is a need to check outgoing calls.

(v vi) A logbook to be maintained for outgoing calls to control the unauthorized use.

(ii)&(ii): The Agreement clauses are being referred for adherence. A notice is served for breach of MoU clauses.

The operators are reduced from 42 to 24 and are being deployed in a staggered manner.

(iii) The Arya 130 EPABX is proposed to be replaced by Avaya system which will have the facility for real time performance monitoring the call logs (the incoming and the outgoing call) thereafter allow at random to check whether the call is answered politely or not.

(iv) The record pertaining to payment of Rs.35000/- paid by the Parishkaram operator M/s. Comvision is submitted for verifications.

M/s.Comvision has to pay Rs.35000/- per month to the Commissioner,EDS towards e.Seva share. The details showing the months and amount to be recovered from M/s.Comvision is as detailed below:

1) Oct.05 to Feb.06 &      3,15,000/-

April 06 to July 06

( 9 Months @ Rs.35000/-

per month.)

The said amount is being adjusted from the out of the amount payable to M/s.Comvision is detailed below:

Month     amount payable    Amount 

              To Comvision      to be

                                       Adjusted.

July 07       2,52,000         2,11,668

The remaining amount of Rs.1,03,332/- will be adjusted to e.Seva funds from out of the bills to be claimed in favour of M/s.Comvision

(v) &(vi) As suggested the outgoing calls register has been maintained.

All amounts recovered.

Para No.

Brief History of Para

 Reply furnished by the Commissioner, EDS

Further remarks of the Department.

IV

Observations – during visit to Call Centre:

        The seating arrangement is very inconvenient and not at all professional.  The Air conditioner is not working properly.  Lot of space is wasted and used as junk room to store cartons and metal frames etc., The Call Center is not isolated from general passages.

         For Telephone connectivity from Exchange to Call Centre, alternate routes are not there.  It is advised to go for alternate routes from the same exchange to avoid downtime.

It is proposed to relocate the call centre to an e.Seva centre for professional maintenance and up keep.