Chapter - 9 ( Manual - 8 )

Procedure followed in Decision Making Process

9.1 What is the procedure followed to take a decision for various matters? (A reference to Secretariat Manual and rule of Business Manual, and other rules/regulations etc. can be made).

9.2 What are the documented procedures/laid down procedures/Defined Criteria/Rules to arrive at a particular decision for important matters? What are different levels through which a decision process moves?

A. PROJECTS DEPARTMENT
The procedure followed to take for various matters and documented procedures / laid down procedures defined criteria, rules to arrive at a particular decision for important matters and levels through which decision process moves is detailed as under :

9.3 What are the arrangements to communicate the decision to the public?
The schemes of NMDFC are implemented through the State Channelising Agencies (SCA) and the network of NGOs. Thus NMDFC does not get in direct touch with the beneficiaries. The decisions taken by NMDFC with regard to scheme implementation are communicated to the respective SCAs and NGOs from time to time.

9.4 Who are the officers at various levels whose opinions are sought for the process of decision making?
All the officers of the project division are involved in decision making process. The basic appraisal and recommendation is done at the level of Deputy Managers while it is scrutinised with comments at the level of Senior Manager & the General Manager.

9.5 Who is the main authority that wets the decision?
The final decision making rests with the Managing Director who has the delegated authority by the Board of NMDFC.

9.6 Please provide information separately in the following format for the important matters on which the decision is taken by the Public Authority.

B. FINANCE DEPARTMENT

9.1 Ultimate decision is taken by M.D. However, in cases where delegation of power is there, files are directly disposed off at the level where officer has the delegated power.
Where decision is to be taken by M.D., file is routed in the following manner:

9.2 As above.
b: As and when any information is sought by public from F&A wing the same is communicated through letters.

9.4 Opinon of SM(P&A), SM(P), SCS, SSA, General Manager (P) and Managing Director is obtained.

9.5 Managing Director

9.6 N.A.

C. MONITORING CELL

9.1 The EDP Grant-in-Aid proposals received from the different SCAs of NMDFC are processed and examined jointly by the Finance Wing and the Monitoring Cell which are scrutanised by the General Manager (P) and finally approved by the Managing Director.

All decisions involving a financial implication of less-than Rs. 10,000/- are approved by the Sr. Systems Analyst with due diligance and observance of codal formalities based on the recommendations of a Committee. The Committee usually consists of one officer each from the Projects Wing, Finance Wing and the Personnel and Administration Wing.

All decisions involving a financial implication of Rs. 10,000/- or more are recommended by the Sr. Systems Analyst which is based on the recommendations of a Committee. The Committee usually consists of one officer each from the Projects Wing, Finance Wing and the Personnel and Administration Wing. The recommendations of the Sr. Systems Analyst are examined and scrutanised by the General Manager (P) and finally approved by the Managing Director.

Except in case of emergency in all the other routine cases only Government agencies are engaged by the NMDFC

9.2 EDP-Grant-Aid Assistance Scheme (approved by the Board)
Circulars/Office Orders issued by the Managing Director

9.3 NIL

9.4 Committee (One Officer each from Projects Wing, Finance Wing, Personnel & Administration Wing
Sr. Systems Analyst
General Manager (P)
Managing Director

9.5 Managing Director

9.6

D. PERSONNEL & ADMINISTRATION DEPARTMENT

9.1 Ultimate decision is taken by the MD. However, in cases where delegated is power is there, files are directly disposed off at the level where officers have been delegated the powers. The procedure followed for decision making is as under :

9.2 The procedure is being followed as per the rules and regulations of the corporation in-force from time to time. The different level through which the decision process moves is already mentioned at point no. 9.1.

9.3 The communication means are by letters, fax, e-mail, telephone and other possible mode of communication.

9.4 Opinion of SM (P&A), GM and Managing Director obtained for process of decision making. The other officers of the P&A Deptt. are also involved in the process of decision making.

9.5 The final decision making rests with the Managing Director who has the delegated authority by the Board of NMDFC.

9.6 N.A.

E. CORPORATE SECRETARIAT

9.1 & 9.2 Decision making process and Channels of Supervision
The decision making process in respect of affairs of the Company may be categorized in the following two broad groups :-

a) Decision by the Board of Directors
b) Decisions taken in the day to day management of the affairs of the Company.

In respect of (a) above, the process of decision making are as under,

In respect of (b) above, the decisions are taken by the competent authority. Competent authority means the authority in whom authority is vested for taking decision on the matter. Managing Director, NMDFC is vested with authorities for taking care of day to day management of affairs of the Company. Also, certain specific authorities are delegated by the Board of Directors in favour of certain officers of the Company for discharging their duties in the course of day to day management of the Company's affairs. Managing Director is also empowered to authorise officers of the Company to exercise certain authorities in the course of discharging functions pertaining to / concerning affairs of the Company.

The decision making process in respect of (b) above are invariably recoded in concerned files of the Company. The movement of files and channels of command/ instruction and the flow of files are usually determined by the office order of the Company. There are functional heads, who submit files for approval/information/instruction etc. of competent authority through General Manager (Proj.)/directly to the Managing Director of the Company.

Managing Director, NMDFC may assign any duty to any officer of the Company as he may think fit from time to time notwithstanding anything contained in the office order or the established channels of command/instruction.

9.3 In the form of brouchers/pamphlets, personal audience and website.

9.4 Supervision and accountability
Every officer / executive of the Company is supervised by and accountable to the officer to whom he is to report. Every functional head and officer is accountable for the job responsibilities assigned to him by means of office order and other assignment reposed on him. Managing Director, NMDFC is overall in-charge of supervision of officers and executives of the Company and accountable for the overall affairs of the Company. Actions of Chairman and the Managing Director is subject to supervision by the Board of Directors.

Apart from the above, the affairs of the company are subjected to internal audit by independent agency, statutory audit and audits by comptroller and Auditors General of India.

Organisation chart of NMDFC as per Annexure-I.

The above chart indicates the decision making process in respect of affairs of the Company. The arrow marks indicate the flow of files in the process. The decision making authority vests with Managing Director and to a limited extent (as per approval of Board of Directors) with Sr. Manager, Managing Director may directly assign any duty to any of the officers / executives of the the Company as he may think fit, and it shall not be necessary for him to refer the matter through General Manager (Proj.). Chairman is a non official director and is the Chairman of the Board of Directors. He does not exercise executive powers.

9.5
1. Managing Director for day to day management of the affairs of the corporation.
2. Board of Directors in respect of our policy decisions and also in respect of all other matters for which specific delegation to Managing Director is not provided.