No. 25-11/2016-FS-CBS
Ministry of Communications & IT
Department of Posts
Financial Services Division
Dak Bhawan, Sansad Marg,
New Delhi-110001
To,
All Head of Circles/Regions
Subject: Instructions for smooth functioning of POSB operations and prevention of frauds in CBS Post Offices.
Respected Sir/Madam,
This is regarding monitoring and implantation of various instructions issued vide SB Order No. 5/2016 dated 21.06.2016 to prevent irregularities/frauds in CBS Post Offices. The competent authority has reviewed the instructions issued so far and decided to issue fresh instructions on the subject which are detailed below:-
- Training to IP/ASPs and Divisional Heads: It is requested that all Sub Divisional/Divisional Heads should be given training by User Champions in WCTCs on the subject of provisions in finacle CBS for viewing of different reports and transaction inquiry. The staff (including IP/ASP) handling financial services and vigilance branches in Circles/Regions and Divisions should also be given the above training. The training should be followed by one day hands-on by visiting one of the nearby CBS Post Office by the trainees.
- Access to finacle for Sub Divisional/Divisional Heads: All Divisional and Sub Divisional offices should be provided access to finacle CBS application and finacle login IDs should be obtained for all Sub Divisional/Divisional Heads from CEPT Chennai through Circle CPCs. Divisional Heads should randomly check the leave records of the officials with login/logout reports in finacle.
- Security of Passwords: Vide point 1 of SB Order No. 5/2016 dated 21.06.2016, it was informed that administrative officers should take disciplinary action against staff who have been found sharing passwords. It is once again reiterated than on noticing of sharing of passwords irrespective of the fact that it resulted in loss/fraud etc. responsibility to be fixed and disciplinary action should be taken by the disciplinary authorities to curb such practice.
- Checking by SBCO and Training to SBCO staff: (i)vide point no. 4, 5& 14 of the SB Order No. 5/2016 dated 21.06.2016, instructions were issued on verification of LOTs consolidation and vouchers by SBCO with the finacle CBS application and responsibility of Divisional Heads for ensuring the comparison of LOT generated through MIS server with the vouchers by SBCO. It has been observed that in many SBCOs necessary hardware, operating system(OS), access to finacle (Production and MIS server) as well as adequate staff has not been provided. Divisional heads should review access of the finacle to SBCO staff and ensure that Finacle access is provided in all the systems at SBCO. It is further reiterated that providing adequate hardware, operating system(OS) and finacle access to SBCO staff in Head Post Offices shall also be responsibility of the Divisional Head. Vide point No. 13 of SB Order No. 5/2016 dated 21.06.2016, instructions were issued for providing training to all SBCO staff at WCTCs by User Champions for End user/Supervisor module and Auditor training by Infosys or User Champion and this should be insured. Compliance to the providing training to SBCO staff and necessary amenities mentioned above should be completed within 30 days of receipt of this letter.(ii) It has been observed that in spite of issuing instructions vide para 4 7 5 of SB Order No. 5/2016 very few SBCO staff is accessing finacle CBS application. To ensure that the SBCO staff is accessing finacle for completion of their duties, Divisional Heads should generate login/logout reports of Head Post offices under their jurisdiction randomly from fincale CBS application and take necessary action against the officials who are not accessing the application despite having access to finacle.
- Review of SBCO Work: All the Divisional Heads should review the SBCO work on fortnightly basis and mention the same in Divisional Head's fortnightly diary.
- Tallying of Cash with finacle Teller account and training to Treasurer: It has been brought to the notice of this office that despite of issue of instructions vide point no. 6 of SB Order No. 5/2016 many counter PAs are still not tallying physical cash with their finacle teller account. Is is further requested that Divisional Heads should ensure that supervisors/treasure (wherever there is a separate treasurer) should be held responsible for implementation of the above instructions. For the purpose of the involvement of treasurer, the staff posted as treasurer should be given training at WCTCs by user champions for the activity of monitoring finacle teller accounts of counter PAs.
It is requested that compliance on the above instructions should be insured by the circles and a compliance report may be sent to the undersigned by 1st August 2016 for submission to the competent authority.
Manju P Pillai
DDG(FS)
