PREVENTIVE Vigilance

1. Postmaster’s program PREVENTIVE Vigilance

2. Why Vigilance • Vigilance connotes Watchfulness • Vigilance to be given a rightful place in the Management. • One of the essential components • As important as segments like Finance, Personnel, Technical and Marketing. • If the vigilance set up is effective, it will certainly ensure the functioning of the other segments

3. Why Vigilance… • `vigilance’ is liked neither by an honest officer nor a dishonest officer, yet its absence will be harmful to the organization. • In the long run, it will be in the good health of the organization. • The purpose of vigilance is not to wait for lapses to be committed and then try to conduct post mortem.

4. Types of Vigilance • Preventive Vigilance • Helps us to avoid commission of offences by officials through proper surveillance. • Calls for constant review of rules, procedures and practices. • Helps management to get optimum results from the different activities. • Punitive Vigilance • Takes care of enforcing necessary punishment after the irregularity/fraud is detected.

5. Components of Preventive Vigilance • Identification of areas where surveillance is necessary • Maintenance and preservation of records/data • Reporting to Divisional Superintendent for taking necessary action • Implementing suggestions & instructions issued by DO

6. Areas for Preventive Vigilance • Financing of post offices • Savings Bank and Savings Certificates • Money orders • Mails • Buildings and their security • Computerized office • Miscellaneous

7. Financing and Accounting Realistic fixation of cash balance Critical review of BO Daily accounts Issue of ECB Review of BO abstract & MO paid statements

8. Financing and Accounting… Surprise verification of cash balances of SBPA, Treasurer, Stamp vender Duplicate key of safe not to be kept in treasury Examination of safe custody of insured articles and cash bags/account bags

9. Financing and Accounting… Safe custody of stamps and seals Transfer of cash as per rules Escorting cash conveyance Avoid unnecessary cross remittance Observance of limit of cash remittance

10. Financing and Accounting… SO account and SO daily account should be prepared by SPM personally Transit items of remittance are being watched personally by SPM Special attention on security arrangement of cash chests and treasury

11. Exercise - 1

12. Savings Bank/Savings Certificates • Adding of interest in PB • BO should collect and send it to AO • Special Error book of PBs not received for entry of interest to be maintained • The list of PBs not received for entry of interest by 30th June to be prepared and sent to Inspector for verification

13. Savings Bank/Savings Certificates… • Defaulted RD accounts • Notice to be sent to depositor of those a/cs where there is more than 3 defaults • List of RD accounts selected at random of 10-12 to be sent to IPs for verification • Verification of withdrawals of Rs.5000/ and above in SB accounts at BO and Single-handed SOs.

14. Savings Bank/Savings Certificates… • Watch register to monitor the credits of PRSS • Register of undelivered pass books • Maintenance of index registers for SB-26, SB-28 and NC 4a receipt books

15. Savings Bank/Savings Certificates… • SB/SBCO Objection Registers • Cases of minus balances • Un posted items in SB/RD • Stock register of blank pass books • Invoices of Pass books • Duplicate Pass books • Spoiled/defective pass books

16. Savings Bank/Savings Certificates… • MPKBY RD schedules • Prescribed format should be used • Each schedule to be assigned serial number in format X/Y/L • X – Month • Y – Serial number • L – Last serial number • SBCO to check continuity

17. Savings Bank/Savings Certificates… • Savings Certificates • Checking of NC-4(a) by SPM before closing D/A to ensure all the receipts have been accounted • Checking of unsold certificates by SPM and send the memo to HO once in a month • Note the balance of Certificates in the remarks column of Issue journal to facilitate maintenance of NC 12(a) register at HO • Checking of invoices and continuity of their numbers

18. Exercise - 2

19. Money Order • Source of Money order should be only • Registered list/SO daily a/c/SO slip • E Money Order • High value list properly filed • Verification of Money orders paid vouchers while taking returns

20. Mails Proper checking of articles posted for dispatch Letter Box Bulk Mails Franked articles RNPs/Periodicals/Printed Books Monitoring of mails received for delivery Unpaid articles Breach of condition in RNP/Periodicals/Printed Books

21. Mails.. Register of unpaid articles received for delivery Postman postage account Checking of accountable articles received for delivery Before issuing to Postmen After receipt of returns Remarks on returned articles Verification of MOs paid

22. Building • Security of building to be ensured • Night watchman • Police patrolling • Attached quarters • Lock and key – watching • Cash chest/Iron safe

23. Computerized office • Ensure accounting entire counter collection • Supervisor to take shift report for entire day • Ensure total collection incorporated in PO account • Correction in shift report/cancelled shift report – viewed suspiciously • Ensure that postage paid in cash is not booked under prepaid option

24. Computerized office… • Ensure correct tariff is configured in POS • Ensure none of system is working in stand-alone mode • Ensure password security • Ensure daily back up is being taken and kept in the custody of Supervisor • Power supply/back up – to avoid loss of data

25. Preventive vigilance- Misc. Adequacy of security bonds Treasurer Gramina Dak Sevak Avoiding unauthorized persons in PO premises

26. Exercise - 3

27. Thank you