DECISION MAKING STRUCTURE – KERALA CIRCLE

Chief Postmaster
hhh- General

Postmaster General Director of Accounts (Postal)

Director Postal Services

CO/ROs Divisions

SSPOs/SSRMs/
APMG/AD/AO
SPOs/SRMs

ASP/IP Sub Divisional

ASP/IP ASP/IP

Office Section
Superintendent Supervisor SPM/PM PA/SA

PA
PA/Sorting
Compiler

Postman
 CHANNEL OF SUBMISSION OF CASES AND APPROVING AUTHORITY

1. BUDGET

1. Broadly identify categories of subjects or Projection and allocation of funds.

types of cases handled by the Section .

2. The chain of officials/officers who process PA AAO (Budget) AO 

these cases. DPS (HQ) CIFA CPMG

3. Level of final disposal

(a) Distribution of Plan funds

Plan funds received from Directorate are distributed to section officers.

PA AAO (Budget)

(b) Non plan funds and Loans & Advances from Directorate .

PA AAO (Budget) AO  DPS(HQ) CIFA  CPMG.

(C) Projections of funds to Directorate

PA AAO (Budget) AO  DPS(HQ) CIFA  CPMG.

 2. PMU

a. Categories of Subject b. The chain of c. Level of final disposal

officials/ officers who
process these cases
1. Daily monitoring of
performance of Project PA AD(PMU) DPS(HQ)/ CPMG
Arrow post offices
2. Branding Activities of PA AD(PMU) RIFADPS(HQ)
Project Arrow post CIFACPMG
offices
3. Leave cases of PAs in
PMU Section
(a) Casual Leave (a) PA (a) AD(PMU)
(b) All other kind of (b) PA AD(PMU) (b) APMG(Staff)
leave

4. RTI Cases
(a) RTI Requests (a) PA (a) AD(PMU) (CPIO)
(b) RTI Appeals (b) PA  (b) DPS(HQ) (Appellate
AD(PMU) Authority)

3. ACCOUNTS & PENSION

Drawing and disbursing of Pay and allowances of Circle Office

Identified
officials/officers
categories of
Stepping up of Pay
subjects or
Medical Re-imbursement cases where relaxation of CS (MA) Rules,
types of cases
1944 requires.
handled by the
Sanctioning of Medical Advances
(a) A&P Section
Sanctioning of House Building Advances
pertaining to
Processing of pension cases of Circle Office officials / Officers of
HQ Region.
Southern Postal Region
The chain of
officials/officers
(b) OA→SS→AO&RIFA →DPS (HQ)→CIFA→CPMG
who process
these cases
 received
through
Divisional
heads
→Stepping up of Pay of senior OA→SS→AO&RIFA →DPS
official (HQ)→CIFA→CPMG
→Medical Re-imbursement
OA→SS→AO&RIFA →DPS (HQ)
cases where relaxation of
→CPMG
CS(MA) Rules, 1944 requires.
→Sanctioning of Medical OA→SS→AO&RIFA →DPS
Advances up to Rs. 2 Lakhs (HQ)→CPMG
→Sanctioning of Medical OA→SS→AO&RIFA →DPS
Advances above Rs. 2 Lakhs (HQ)→CIFA→CPMG→Directorate
→Sanctioning of House OA→SS→AO&RIFA →DPS (HQ)
Building Advances →CPMG
Level of final
(c) →Processing of pension cases of
disposal
Circle Office officials / Officers OA→SS→AO&RIFA →DPS (HQ)
of Southern Postal Region
→ Drawing and disbursing of
Pay & allowances, Medical
Reimbursement claims, OA→SS→AO for Non-Gazetted
Children Education Allowances officials.
claims, Travelling Allowances
claims, Leave Travel Concession OA→SS→AO→DPS (HQ) for
claims, Personal computer Gazetted officer.
advance, Fixation of pay of
Circle Office officials/officers.
4. MAILS

1. Cases handled by the ,Mails,Technical and SD branches are:

(i) Project implementation.(MNOP)

(ii) Mail monitoring and management.
(iii) Monitoring /payment of bills for conveyance of speed post/ordinary mails by
air.
(iv) Preparation of PINCODE register and allotment of PINCODE.
(v) Matters relating to RMS sections/haulage charges
(vi) Matters realting to delivery of Mails
(vii) Matters relating to seasonal mails such as X’mas/New Year greetings,
Examinations, Rakhi, Election mails etc.
(viii) Matters relating to Departmental MMS, exclusive MMS, Inspection
vehicles.
(ix) Half yearly enumaration of mails.
(x) Matters relating to CSD – Procurement of postal stamps and stationery
(xi) Write off sanction to stamps, postal stationery and RPD.
(xii) Matters relating to registered Cable TV operators.
(xiii) Preparation of Annual Administration Report.
(xiv) Printing of telephone directory.
(xv) Matters relating to Police Guard duty and cash escort.
(xvi) Matters relating to service tax and CENVAT.
(xvii) Matters relating to letter boxes, post box and post bags.
(xviii) UPU letter writing competition
(xix) Licence to Registered news papers.
(xx) Licence to Franking machines
(xxi) Cheque Truncation System
(xxii) Matters relating to PSD( receipt of tender and finalisation for printing of
forms and procurement of stationery and uniforms)
(xxiii) Matters relating to local purchase of divisions.
(xxiv) Union matters relating to the above subjects.
(xxv) Policy matters relating to the above subjects.
(xxvi) RTI Cases relating to the above subjects.
 2. The chain of officials/officers who process these cases & Level of final disposal
- The concerned Dealing Assistant submits the files to the Assistant Director
through SS and SAS/ASP. Based on the financial and administrative
powers the files are submitted to RIFA/DPS and CIFA/CPMG for approval.

5. SAVINGS BANK

The chain of officials/

Categories of subject or
Sl. officers who process Level of final disposal
No types of cases handled in
these cases
the section

Circulation of SB orders PA  ASP (FS)

1 DPS(HQ)  CPMG
and its dealing AD(PMU)
(a) Redressal of SB
Complaints
PA  ASP (FS) (a) DPS(HQ)
2 (b) Redressal of PG
AD(PMU) (b) DPS(HQ)  CPMG
Portal Complaints/ VIP
cases
DPS(HQ) (Upto Rs.75000/-
PA  ASP (FS) )
3 Settlements of SB claims
AD(PMU) CPMG (above Rs.75000/-
to Rs.1,00,000/-)
Monitoring and
PA  ASP (FS)
4 mobilization of Various SB DPS(HQ) / CPMG
AD(PMU)
Schemes
Matters related to India PA  ASP (FS)
5 DPS(HQ) / CPMG
Post Payment Bank. AD(PMU)
Union matters relating to PA  ASP (FS)
6 DPS(HQ) / CPMG
above subject. AD(PMU)
Policy matters relating to PA  ASP (FS)
7 DPS(HQ)  CPMG
above subject. AD(PMU)
(a) AD(PMU) (CPIO)
(a)RTI Requests PA  ASP (FS)
8 (b) DPS(HQ) (Appellate
(b)RTI Appeals AD(PMU)
Authority)
PA  ASP (FS)
9 Parliament Questions DPS(HQ) / CPMG
AD(PMU)
Leave cases of ASP/ PAs in
10 SB Section (c)PA  ASP (FS) (c) AD(PMU)
(c) Casual Leave (d) PA  ASP (d) APMG(Staff)
 (d) All other kind of leave (FS)
AD(PMU)

6. TECHNOLOGY
7. INVESTIGATION

8. IR/VR
 9. ESTABLISHMENT

All matters relating to

1. Opening of Post Offices

2. Review of Establishment of POs with respect to staff hour/ work hour are done by
the Establishment PA. File is routed through ASP (Estt & Plg) for further orders of
AD (Estt. & Plg).
ASP (Estt. & Plg) will review the cases of Divisions on the above subject and
record the findings in the Note Sheet for further disposal of the concerned group
officer. AD (Estt), the group officer, will thoroughly check the details on the subject
note and record his observation for the orders of Director/ CPMG

Other Establishment matters:

1. Dealing of GDS matters

2. Establishment policy matters on Pay Commission, DA etc.
3. Rules relating to Casual Labourer, Part-time Casual Labourer, maintaining data
of Post Offices (Planning) etc. are also being detailed by PA Establishment and
the files routed through ASP to AD for recording decision. Then the Asst.
Director submits these files to DPS / CPMG for orders.

10. RECRUITMENT

All the matters relating to recruitment in connection with

1. Centralized and decentralized examination

2. Keeping relevant recruitment rules and updating them
3. Conducting exams as per schedule and
4. Dealing compassionate appointment cases

Files are being dealt by the Pas Recruitment Section. The next stage is AD (Rectt).
Finally it is submitted for the orders of DPS/CPMG
11. LEGAL CELL