“Raksha Mantri Awards for Excellence” for the year 2021
OFFICE OF THE CGDA
ULAN BATAR ROAD PALAM, DELHI CANTT — 110010
Dated : 25th March, 2021
All Principal Controller & equivalents
All Controllers & equivalents
Sr. Dy. CGDA (AN) (Local)
Subject : “Raksha Mantri Awards for Excellence” for the year 2021.
Please find enclosed a detailed “Motivation Scheme for the Defence Accounts Department” for the Year 2021.
2. The process of selecting awardees for the year 2021 at the level of Principal Controllers/Controllers etc. may be completed by 15th June, 2021. For “Raksha Mantri Awards for Excellence” to be decided by the CGDA, the nominations may be forwarded in the prescribed format, both in soft and hard copy form (3 copies) and mailed on the email Id [email protected] latest by 06th July, 2021. Citation/write up of project work done (in not more than 100 words), two passport size photographs, bio data (in not more than 100 words) and a write up in bullet form (in not more than 50 words) in respect of each nominee/team may also be forwarded while forwarding the nominations to HQrs Office. All Principal Controllers/Controllers & equivalents are advised to follow the guidelines laid down in para 2 of HQrs office Circular No. Coord/13005/RMA/Augment dated 03.12.2019, wherein it has been mentioned that MoD (Fin) has emphasized that the selection criterion for award may be “thrust on innovative ideas and out of box action and not routine efficiencies’’.
3. It is further requested that the time schedule prescribed above may be strictly adhered to; failing which, it may not be possible to consider the nominations received after the closing date.
4. The detailed guidelines of the scheme may be given wide publicity and placed on websites etc. The scheme has also been placed on the CGDA’s website at www.cgda.nic.in. The expenditure on the scheme would be booked in the DAD-Pay and Allowances head.
5. For PIFA/IFA offices a separate circular will be issued by IFA wing of HQrs office.
Encl : As above.
Motivation Scheme for the Defence Accounts Department
The need for adequately motivating officers and staff at all levels of the Central and State Governments has been engaging the attention of the Government for some time.
Keeping this in view, the Government of India have introduced Prime Minister’s Awards for excellence in Public Administration in order to recognize extraordinary and innovative work done by officers of the Central and State Governments individually, or as a group or as organizations. A similar motivation scheme had been introduced in the DAD to motivate staff and officers to excel in their work. It has also been felt that instead of the HQrs office directly involving itself in the activity of nomination/ selection of individuals doing meritorious work, general guidelines could be provided to the Controllers to decide the Awards at their level while the HQrs office makes use of the database available with the Controllers to decide the Awards at All India Level.
II. LEVELS AND SCALE OF AWARDS
2.1 It is necessary to first identify the level of admissibility of the Awards. The broad parameters governing this are as follows:
a) Two Awards for the Best Official and/ or Team of Officials (upto the Sr.AO level and including Clerks/ Auditor/ SA/ AAO/ AO/ SAO) would be decided and given by each Pr. Controller/ Controller/ CFA (Fys) which will be regulated as per Annexure-I & Annexure-II enclosed.
b) There would be 02 Awards each for main office of PCA(Fys) Kolkata & the organisation of CIA (Fys).
Note: In exceptionally deserving cases, maximum number of awards to be given by a Principal Controller/Controller etc. under 2.1(a) & (b) could be enhanced to three with the prior approval of the HQrs. office. In such cases all the three entries would have to be forwarded to the HQrs. office latest by 06th July, 2021 for a decision.
(c) There would be 05 Awards for the offices under IFA set up as per distribution below :-
(i) 2 Awards for ARMY IFAs consisting of 21 IFAs (Annexure-lll) which includes BR, R&D, CIDS and their field offices.
(ii) 2 Awards for AIR FORCE IFAs consisting of 8 IFAs (Annexure-lll) and their field offices.
(iii) 1 Award for NAVY IFAs consisting of 6 IFAs (Annexure-lll) and their field offices.
Addl.CGDA (IFA) shall be the Nodal Officer to decide the Awards for the offices of IFAs, which shall be regulated as per Annexure-lll enclosed.
(d) 05 Awards shall be given to the officers and staff of HOrs office upto SAO level [refer para 2.1(a)]. The distribution of Awards is:
Audit & Accounts Section – 01 Award
Admin Section – 01 Award
EDP Section – 01 Award
HRD Section – 01 Award
IFA Section – 01 Award
Provided that the number of awards in any of these Sections could be increased to two subject to the condition that the total number of Awards remains 05.
e) Raksha Mantri Awards for Excellence
03 entries will be selected and Awards given on an all India basis by the Hon’ble Raksha Mantri from amongst the winners already shortlisted by the Pr. Controllers/ Controllers/ IFAs/HQrs. office.
f) 02 Awards have been kept reserved in HQrs. office in order to adjust the same in case Principal Controllers/Controllers etc. recommend more than allotted two nominations in accordance with note below sub paras 2.1(a) & (b).
2.2.1 For Awards at Principal Controller/Controller & – Rs. 20000 each equivalent/HQrs. Office level The Awards will be in the form of cash Awards to be presented by the CG DA/ AddI.CGDA(IFA)/ Pr. Controller/ Controller etc. on DAD Day each year. The Cash Award would be accompanied by a trophy duly embossed with the name of the Awardee(s) and a certificate mentioning the outstanding work done by the individual or group of individuals and a badge for each individual.
2.2.2 Raksha Mantri Awards for Excellence – Rs. 40000 each The Awards will be in the form of cash Awards to be presented by Hon’ble Raksha Mantri on DAD Day each year. The Cash Award would be accompanied by a trophy duly embossed with the name of the Awardee(s) and a certificate mentioning the outstanding work done by the individual or group of individuals and a badge for each individual.
METHODOLOGY OF SELECTION FOR THE AWARDS
3.1 Selection for the best official Award would be largely based on nominations made by the immediately superior authority. Sr. Auditors/ Auditors/ Clerks etc. would be nominated by the AAO, the latter would be nominated by the SAO/ AO concerned while the SAO/ AO will be nominated by the Group Officer. For the Team of officials, recommendations will be made by the concerned Group Officer/ JCDA/ Addl. CDA in the Main Office directly overseeing the functional area concerned.
3.2 Parameters for appraising outstanding work have been drawn up in Section IVbelow and are generic in nature. These are illustrative criteria pertaining specifically to departmental work. Exemplary work done in these and other related areas should also be taken into consideration at the time of deciding the Awards. Principal Controllers/ PIFA/ Controllers/ HQrs. office are free to take into account any other relevant areas as well while considering meritorious work for the Awards. However, it would need to be ensured that the performance parameters are quantifiable so that decisions are by and large objective.
3.3 A Committee headed by the Addl.CDA./Addl.CFAM.CDA/ Jt.CFA etc. and comprising four other officers for the Pr. Controller/ Controller level Awards, two of whom would be IDAS officers, may be nominated by the Pr.CDA/ CDA/ CFA etc. in respect of the offices listed at Annexure–I & Annexure II to assess the suitability of various individuals for the Awards. The Committee would make appropriate recommendations in the prescribed form for nomination (placed at Appendix) to the Pr. CDA/ CDA/ CFA etc., whose decision would be final. Notwithstanding the stipulation at Para 3.1, it shall be open for the Committee headed by the Addl. CDA/ Addl. CFA/ JCDA/ JCFA etc. to take cognisance of any outstanding item(s) of work done by individual(s) or teams in main office and sub-offices and make suo-motu recommendations to the Pr. Controllers/ Controllers.
3.4 For the Main Office of PCA (Fys), the Awards may be decided by the PCA (Fys) Kolkata on the recommendations of the Committee to be chaired by CoA (Fys) and comprising three officers (atleast 2 IDAS officers). For the organisation of CIA (Fys), the Awards may be decided by the CIA (Fys) on the recommendations of the Committee to be chaired by Addl.CIA/ JCIA and comprising three officers (at least 2 IDAS officers). For offices under IFAs as listed at Annexure-Ill, the awards to be decided by AddI.CGDA (IFA) shall be based on the recommendations of national level Committee, comprising three IFAs nominated by the AddI.CGDA (IFA), in the prescribed form of nomination (Appendix). The senior most of the nominated IFAs shall be the Chairperson of the Committee, who shall nominate one of the other IFAs on the Committee as Member Secretary. The Secretariat for the Committee will be provided by the Member Secretary under the overall guidance of the Chairperson. The same process as in para 3.1 would be adopted for nominations and it shall be open for the Committee(s) to take cognisance of any outstanding item(s) of work done by the individuals or teams in main office and sub-offices and make suo-motu recommendations to the Addl.CGDA (IFA), PCA(Fys) and CIA (Fys).
3.5 For the awards for Sections in HQrs. Office, following arrangement shall be made:
3.6 For the Awards to be decided on an all India basis, nomination will be sent by the PCsDA/ PCA (Fys)/ CIA (Fys)/ CsDA/ CFAs/ HQrs. Office, etc. to the Jt.CGDA (AT-Coord) in the prescribed self contained proforma as per Appendix enclosed by the 06th July, 2021.
3.7 Since the Awards are to be necessarily given away on 1st October, i.e. on DAD Day each year, each PCDA/ PCA(Fys)/CDA/CFA(Fys)/ CIA (Fys)/ Hors. Office etc. will draw up their time schedule in such a manner that the Awards for each of the categories is finalised by 15th June, 2021 positively.
IV. PARAMETERS PROPOSED FOR APPRAISING MERITORIOUS WORK
4.1 Parameters for nominating / deciding the Awards as suggested below are illustrative and not exhaustive. The HOls Office suggests a list of such parameters based on which the Controllers may be free to re-orient the guidelines to suit their organisations. However, the performance parameters would need to be quantifiable so that decisions are by and large objective. Some suggested parameters are as follows:
Substantial audit objections and/ or useful financial advice leading to necessary reflection in crucial Audit Reports such as the MFAI/ IAR. If the same have led to overall system improvement, necessary note should be taken.
Special drive leading to clearance of old outstanding demands and advances.
Special initiatives leading to special focus on generally neglected areas of work such as record management – exceptional maintenance of files and documents viz. proper indexing, pagination, binding and stacking of records, retention of only current records, following of stipulated time schedules for retention of records etc.
Extensive use and dissemination of information through electronic tools such as PC and WAN. Promoting greater use of such tools should be taken due note of.
Introduction of novel interactive methods including development of appropriate software for settlement of grievances.
Outstanding efforts in the implementation of automated systems in the Department. Notable contribution by programmers in the EDP side, especially in generating workable software.
Special efforts undertaken in training and O&M matters such as developing innovative training modules, audio visual and distance learning packages, compilation of rules, regulations and executive instructions etc.
Remarkably original innovations/ ideas for improvement in functions. Best course designs/ course materials.
Extraordinary work done in the sphere of clearance of suspense accounts, settlement of DID schedules etc.
Successful implementation of EDP packages on the Factories accounts side leading to more accurate estimates being worked out in respect of factory accounts and superior audit practices being adopted.
Outstanding performance studies leading to substantial issues being raised.
Some parameters for !FA offices are proposed as under:
• Expenditure clearance of proposals for procurement.
• Critical examination of the expenditure proposals.
• Application of Rules, Regulations and procedures while examining the expenditure proposals.
• Transparency in the working.
• Responsiveness to the needs of the clients.
• Savings achieved as a result of Financial Advice during examination of proposals.
4.2 Due recognition needs to be given to outstanding performance in any of the above areas, particularly in hard stations. Officers and staff involved in detecting and preventing frauds and/ or achieving substantial savings would also be given due recognition, The high achiever(s)/ awardee(s) may be given appropriate attention by their profile being reflected in departmental publications, websites etc. While making recommendations to the Pr Controller/ Controller/ Principal IFA, the Committee will ensure that the individual(s) recommended are clear from the vigilance angle, maintain satisfactory public conduct and have a clean image. The APARs of the individuals should be above general benchmarks and they must be regular as well as punctual in attendance.