The role and functions of Vigilance is in conformity with the CVC's special chapter on Vigilance for the PSUs. IRCTC being a service organization, Vigilance has also redefined its role and functions.

On the preventive and punitive side various measures considered by the Vigilance includes :

• Examination of the existing organization and procedures with a view to eliminate or minimize factors affording opportunity for corruption or malpractices.
• Identify the sensitive/corruption prone spots in the Corporation and keep surveillance on the officials posted on sensitive areas.
• Planning and enforcement of Surprise and Periodical Inspections, Surprise visits for detecting failures in quality and quantity, violation of agreements, rules and regulations indicative of existence of corruption or malpractices. This includes inspections at Food Plazas, Mobile Units, Departmental Units, Stores, etc.
• Maintain proper surveillance on officers of Doubtful Integrity/ Agreed List.
• Observance of Conduct Rules relating to integrity of the Officers, like (i) Annual Property Returns; (ii) Gifts accepted by the officials; (iii) Benami transactions; (iv) Regarding relatives employed in private firms or doing private business etc. or having business dealing with IRCTC.
• Speedy disposal of Vigilance cases.
• Assist and monitor various stages of disciplinary proceedings so that the disciplinary proceedings are brought to logical conclusion and guilty is punished in a schedule time frame.
• Coordination with CBI in Vigilance matters.
• Effective coordination with the CVC/ Railway Board on vigilance matters.
• Bringing awareness amongst staff and officers of IRCTC.

VIGILANCE WORKSHOPS/TRAINING COURSES:

As a part of preventive vigilance, the following Vigilance Workshops/Training courses in vigilance awareness were conducted during the years 2016, 2017 and 2018. The officers and staff have been made aware about the vigilance issues, shortcomings noticed during inspections and steps to be taken to improve the system.

2016

• Meeting with prominent e-ticket agents of Dehradun region was organized by CVO/IRCTC on 22.01.2016 in which they were made aware about various illegalities including the reported use of alleged automated software and also to minimize the grievances of general public.
• Meeting with prominent e-ticket agents of Gorakhpur region was organized by CVO/IRCTC on 08.02.2016 in which they were made aware about various illegalities detected during Vigilance checks. The agents also raised certain grievance/problems faced by them for necessary action on the part of IRCTC management and same was apprised to IRCTC management by CVO for further necessary action.
• A seminar on Catering Inspections- Common irregularities detected by Vigilance and role of inspection officials was organized at Kolkata on 03.03.2016 for employees of IRCTC/East Zone. The seminar was attended by 32 officials of East Zone.
• A seminar on topics related to role and function of Vigilance, Catering aspects, Tender & Contracts was organized at Regional Office, Bangalore on 11.03.2016 for employees of IRCTC/South Zone. The seminar was attended by 19 employees of Regional office, Bangalore.
• Meeting with Licensee of Food Plaza, Fast Food Units and Non Railway Catering units of Chennai region was organized by CVO/IRCTC on 23.05.2016 in which they were made aware about various irregularities detected during the checks and also advised to minimize the grievances of general public. The Licensees also raised certain grievance/problems faced by them for necessary action on the part of IRCTC management.
• Meeting with prominent e-ticket agents of Chennai region was organized by CVO/IRCTC on 23.05.2016 in which they were made aware about various irregularities like overcharging, delay in refunds including the reported use of alleged automated software and also to minimize the grievances of general public. Agents also raised certain grievance/problems faced by them for necessary action on the part of IRCTC management.
• A seminar on Procurement System & Procedure was organized by the Vigilance Department for the staff of IRCTC/WZ on 25.05.2016 to make them understand the method of procurement in Govt. Organizations and the possible pitfalls to be avoided. The workshop was conducted by Sh. G.S.Das, IRSS, DY. CCM/Central Railway. About 30 employees attended the workshop.
• One day camp on Internet Ticketing was also organized by IT department of South Zone at Chennai during Vigilance Awareness Week.
• On 03.11.2016 a workshop was organized for employees of IRCTC, North Zone in which Shri Manoj Kumar Sharma, Sr. DCM/Northern Railway and ex. DY. CVO(T)/NE Railway delivered lecture on the subject Preventive Vigilance.
• Workshops were arranged at Regional Office, Lucknow and Jaipur for E-ticketing & Catering Licensees wherein they were briefed regarding Dos & Donts in dealing with general public and to provide utmost service to the IRCTC customers.
• Workshops were arranged at Regional Office, Lucknow and Jaipur for E-ticketing & Catering Licensees wherein they were briefed regarding Dos & Donts in dealing with general public and to provide utmost service to the IRCTC customers.
• On 03.11.2016, a workshop was conducted by Shri Karamathulla Khan, Dy.CVO/South Central Railway on the topic Procedure for imposition of Penalties for IRCTC employees of South Central Zone.
• Vigilance Awareness Week - 2016 was observed in IRCTC Corporate Office from 31st Oct.2016 to 05th Nov.2016 in all its offices across the country. Various Competitions were organized for employees and skits were organized at Railway station to create awareness about Vigilance and various activities of IRCTC. During the week, around 3 Crore e-mails were sent to IRCTC e-tickets users apprising them about Integrity pledge of CVC, proper procedure and benefits of booking e-tickets and meals through IRCTC e-catering.

2017

• A Workshop/training programme on IRCTC Service conduct Rules, 2003 was organized at Kolkata on 02.05.2017 for employees of IRCTC/East Zone. The seminar was attended by workman cadre deputed at different departmental catering units of East Zone.
• A workshop/training programme on topics related to Sub agent verification and use of illegal software was organized at Zonal Office, Mumbai on 29.05.2017 for employees of IRCTC/West Zone.
• A Workshop on Personal Finance was organized at Secunderabad on 18.05.2017 for employees of IRCTC/South Central Zone. The workshop was attended by employees of IRCTC/South Central Zone.
(iv) A workshop/training programme on topics related to e-ticketing was organized at Regional Office, MMC, Chennai on 22.05.2017 for employees of IRCTC/South Zone.
• Meeting with prominent e-ticket agents of Lucknow region was organized by VO/NZ/IRCTC on 26.05.2017 in which they were made aware about Rules/Procedures for booking of e-tickets as well as the Do�s and Don�ts for booking e-tickets. Suggestions and problems faced by the e-ticket agents were also discussed.
• A Workshop/training programme on IRCTC Service conduct Rules 2003 was organized at Kolkata on 09.06.2017 for employees of IRCTC/East Zone. The seminar was attended by 2nd batch of workman cadre deputed at different departmental catering units of East Zone.
• A workshop/training programme on topics related to How to deal procurement matters and vigilance view was organized at Zonal Office, Mumbai on 23.06.2017 for employees of IRCTC/West Zone.
• A Workshop on GST was organized at Secunderabad on 23.06.2017 for employees of IRCTC/South Central Zone. The workshop was attended by employees of IRCTC/South Central Zone.
• A workshop/training programme on topics related to IRCTC Service conduct Rules 2003 was organized at Regional Office, MMC, Chennai on 24.06.2017 for employees of IRCTC/South Zone.
(x) A workshop/training programme on topics related to Irregularities in Catering Service was organized at Lucknow region by VO/NZ/IRCTC along with CVO/IRCTC on 19.06.2017. Suggestions and problems faced by the catering staff were also discussed with CVO".
• A Workshop/training programme on Service Conduct Rules 2003 was organized at Kolkata on 11.07.2017 for employees of IRCTC/East Zone. The seminar was attended by 3rd batch of workman cadre deputed at different departmental catering units of East Zone.
• A workshop/training programme on topics related to Catering related activities was organized at Regional Office, Ernakulam, on 26.07.2017 for employees of IRCTC/South Zone.
• A workshop/training programme on topics related to Catering related activities was organized at Regional Office, Bangalore, on 18.08.2017 for employees of IRCTC/South Zone.
• A workshop/training programme on topics related to Tender and Contracts was organized at Zonal Office, Chennai, on 27.09.2017 for employees of IRCTC/South Zone.
• A workshop/training programme on topics related to Catering related activities was organized at Regional Office, Bangalore, on 18.08.2017 for employees of IRCTC/South Zone.
• A Workshop/training programme on irregularities detected in catering units was organized at Kolkata on 12.09.2017 for employees of IRCTC/East Zone
• Vigilance Awareness Week - 2017 was observed in IRCTC Corporate Office from 30st Oct.2017 to 04th Nov.2017 in all its offices across the country. Various Competitions were organized for employees and skits were organized at Railway stations to create awareness about Vigilance and various activities of IRCTC. During the week, around 2.18 Crore e-mails were sent to IRCTC e-tickets users apprising them about Integrity pledge of CVC, proper procedure and benefits of booking e-tickets and meals through IRCTC e-catering. Total 17 Seminars/ workshops were conducted during the Vigilance Awareness Week

2018

• A workshop/training programme on topics related to “Procurement Systems & Procedures” was organized at Zonal Office, Mumbai on 30.01.2018 for employees of IRCTC/West Zone.
• A workshop/training programme on topics related to “Catering related activities” was organized at Regional Office, Bangalore, on 15.02.2018 for employees of IRCTC/South Zone.
• VO/SZ conducted a Training/Workshop at Zonal Office/Chennai on 14.03.2018 along with Dy. CVO on the topic IRCTC - VIGILANCE" and "Types of Catering activities in IRCTC".
• One day Workshop at Regional office Chandigarh on the topic “Vigilance Awareness “was organized by CVO/IRCTC on 13.04.2018.
• A Workshop/training programme on “Issues Pertaining to Mobile catering” was organized at New Delhi on 17.09.2018 for employees of IRCTC/North Zone.
• A Workshop/training programme on “Preventive Vigilance” was organized at Secundrabad on 19.09.2018 for employees of IRCTC/South Central Zone
• A Workshop/training programme on “Issues pertaining to Finance” was organized at Kolkata on 20.09.2018 for employees of IRCTC/East Zone
• A workshop/training programme on topics related to “Procurement and Tender Management” was organized at Zonal Office, Mumbai, on 25.09.2018 for employees of IRCTC/West Zone.
• Workshop on E-tendering was conducted on 30.10.2018 in the Corporate Office, New Delhi.
• Vigilance Awareness Week - 2018 -The Vigilance Awareness Week was organized from 29th Oct 2018 to 3th Nov 2018 as per CVC guidelines. The theme was “My Vision – Corruption Free India”. During this event, various seminars/workshops were organized for staff and officials in all offices and zones of IRCTC. Five grievance redressal camps were organized for citizens and customers that served as a forum to address common grievances and also to communicate about citizen rights to checkmate corruption. Skits and plays were organized at various railway stations for onlookers and passerby highlighting importance of e ticketing laying emphasis Dos and Dont’s, product marketed by IRCTC etc. The highlight of vigilance awareness week was to encourage all stakeholders to undertake Integrity Pledge.CVO visited west zone, Mumbai and participated in the Vigilance Awareness programme. Total 21 Seminars/ workshops were conducted during the Vigilance Awareness Week.

Implementation of Bill Tracking System at IRCTC for Monitoring of Payment of Bills to Supplier, Contractors, etc.

1. Surprise/Preventive Checks Conducted During The Years 2016, 2017 and 2018.

The details of the Checks conducted and fine imposed are as under:-

Year 2016:Total 103 checks were conducted as a result of which a fine of Rs. 18,80,986/- was realized from licensee(s)/e-ticketing agents. Major Penalty was imposed on 04 employees, Minor Penalty was imposed on 06 employees and Administrative action taken against 4 employees.

Year 2017:Total 117 checks were conducted as a result of which a fine of Rs. 51,57,990/- was realized from licensee(s)/e-ticketing agents. Minor Penalty was imposed on 03 employees and Administrative action taken against 8 employees.

Year 2018:Total 134 checks were conducted as a result of which a fine of Rs. 52,71,0073/- was realized from licensee(s)/e-ticketing agents. Major penalty recommended against 4 employee, Minor Penalty was imposed on 03 employees and Administrative action taken against 9 employees.

2. Systems Improvements undertaken:

As part of preventive vigilance, emphasis is so far laid to improve and correct the existing systems so as to reduce scope and opportunities for indulging in malpractices and pilferages. The following important efforts have been made:

• During the course of Decoy checks conducted on e-ticket agents, IRCTC Vigilance detected that most of the e- ticket agents were overcharging the passengers. Earlier, on report of such cases, the agent id used to be deactivated. On the recommendation of Vigilance, the competent authority issued and implemented a system improvement vide letter dated 11.03.11 as under.:
  • The agent/ sub-agent detected to be indulged in overcharging was directed to refund double the overcharged amount. This would encourage the passengers to lodge complaints and simultaneously discourage overcharging.
  • Immediate deactivation of the user ID and also blacklisting the agency found involved in overcharging. This would create a deterrent effect amongst defaulters.
  • A fine of Rs. 500 to 20,000/-, on the same pattern, as has already been decided by IRCTC in case of overcharging in catering units. This will discourage overcharging and simultaneously increase the revenue.
• On the basis of decoy checks conducted by the Vigilance team, it was seen that the actual fare indicated by IRCTC on booking of e tickets was being altered by the ticket booking agents by copying the ticket generated by IRCTC to a word file and then making the necessary changes. A recommendation for system improvement had been given that the Copy/selection/right click option should be disabled so that alterations cannot be made to the ticket. The recommendation was agreed to and the copy/selection/right click option on the ERS (Electronic Reservation Slip) which is generated on booking of e -ticket has been disabled wef 1st October, 2011.
• On recommendation of the Vigilance Department, now SMS is being sent to customers as soon as they book their e-tickets giving details of the fare and the service charge. This helps them to know if they are being overcharged by the ticket booking agents.
• During a CTE type check conducted on Tender for procurement of HDPE caps of Rail Neer Plant/Nangloi, following System Improvement were suggested and same have been implemented by the GGM/RailNeer Plant, Nangloi:
  • Quantity tendered and Quantity required at present should be discussed in the Tender Committee Minutes.
  • Last Purchase Rate (LPR) with PVC should first be updated upto the date of opening of the tender under consideration and then compared with the rate under consideration in the tender while discussing the reasonableness of rates in the TC Minutes.
  • Condition for pre-decided split ordering may be more comprehensively described in tender documents as per Railway Board's instructions on the subject.
• During Vigilance check on e-ticketing agents, it was found that agents are overcharging by the way of charging service charges on per passenger basis instead of per ticket. As suggested by IRCTC vigilance, a system improvement was undertaken by Internet ticketing department by mentioning on the Electronic Reservation Slip (ERS) that 'Service charges per e-ticket irrespective of number of passengers on the Ticket'
• Based on a Vigilance check in which it was detected that an outsource staff had been nominated as a member of tender opening committee, instructions have been issued with the approval of the Competent Authority that all tender related jobs should be handled only by employees of IRCTC. Outsourced/ contractual employees should not be involved at any stage of tendering /bill passing/bill payment work.
• On the basis of decoy checks and information gathered, it was recommended to the IT centre that the list of sub agents maintained by them should also show the date of registration to guard against re-registration of sub agents who have been black listed by the organization. The same has been accepted /implemented by Internet Ticketing department of IRCTC w.e.f. 04.07.2013.
• During a preventive check, some irregularities were found while availing leave by staff and maintaining the leave record at IRCTC units/Field units. To improve the same, following Systems Improvements have been implemented by Competent Authority:
  • Application for leave will be entertained in prescribed format mentioning the nature of leave period. Weekly rest, Saturday and Sunday, if any, preceding or succeeding the leave period should be clearly mentioned.
  • Compensatory rest will be availed by the unit in charges with prior permission of controlling authority of the unit.
  • Finance department will undertake regular audit of leave record in HRD section of Zonal /Regional Office.
• During a check conducted at DMRC Kiosks, following system improvements were recommended by Vigilance and accepted by Competent Authority:
  • If outsource staff is found indulging in cash manipulation or revenue loss to IRCTC, the loss incurred by him may be recovered from the service provider.
  • Preparation of an operational manual for functioning of these kiosks has also been processed.
• During Vigilance check on Bharat Darshan tourist train, following system improvements were suggested by IRCTC Vigilance for improvement of service in these tourist trains and same have been accepted by Competent Authority:
  • An imprest of Rs. 5,000/- may be given to every tour manager of Bharat Darshan or any RTP with Charter train. The imprest amount of Rs. 5,000/- can be reviewed subsequently after 6 months and the amount of imprest can be further changed (increased or decreased). As per SOP of Misc matters S. No- 12, GGM(E-8) is authorized to sanction imprest up to Rs. 10,000/-.
  • Special (nominated) SIM may be provided to each IRCTC employee working as Tour Manager/ Train Manager/ Asst. Tour Manager on-board on Bharat Darshan or RTP with Charter train.
  • Every train operated on RTP with Charter train or Bharat Darshan shall have a Tour Manager and an Assistant Tour Manager or more persons to be decided by Zonal Heads depending on the itinerary, duration, sensitivity of the operation, etc.
  • In each case, nomination of the staff /employee should be made at least 5 days in advance from the date of operation.
• During a vigilance investigation it was found that despite repeated advice for submission of APRs by HR department, some officials were still not submitting the APR on time. In order to enforce the submission of APR on time, HR department issued a system improvement that Vigilance clearance shall be denied to an official who fails to submit property return of the previous year by 31st January of the following year. This shall result in non-issuance of NOCs required for various matters.
• During a vigilance investigation it was found that despite repeated advice for submission of APRs by HR department, some officials were still not submitting the APR on time. In order to enforce the submission of APR on time, HR department issued a system improvement that "Vigilance clearance shall be denied to an official who fails to submit property return of the previous year by 31st January of the following year. This shall result in non-issuance of NOCs required for various matters".
  During Vigilance analysis of e-tickets booked through personal user IDs of different regions, Internet Ticketing Center of IRCTC were requested by IRCTC Vigilance to address the issue of junk data filled up by personal user while creating his/her personal ID on e-ticketing portal. Accordingly, the following measures have been taken by Internet Ticketing Center:
  • First two text boxes of address field have been made mandatory and last text box is optional.
  • The same values in three or two text boxes are not acceptable.
  • The repeated character values like xxxxx have been restricted.
  • The minimum length of each text box is 3 characters.
  • IRCTC has launched weekly and monthy draws for new users who book at least one ticket after registration. New users are being advised to fill complete and correct address, as in case they win an award, it will be dispatched to their filled in address only.
  • Field has been provided in user profile to update their Aadhaar Card Number which may help in locating the correct address at a later date. As on date, filling of Aadhaar Card Number is optional and cannot be made mandatory as all users may not have Aadhaar Card. 9,25,560 users have updated their Aadhaar Card Number in their user profile.
  • Filling of Aadhaar card number has been started in passenger request form of Tatkal reservation. This is also optional for the time being.
• During Vigilance checks conducted on E-ticketing agents, various irregularities like overcharging, not obtaining booking and cancellation request form, use of IDs at unauthorized location, use of personal IDs by agents etc have been detected. As e-ticketing agents are spread over across the country, it is not possible for vigilance division alone to curb/contain these irregularities. Therefore, IRCTC vigilance recommended a system improvement to Director (Tourism & Marketing) that, a direction may be issue to field functionaries of IRCTC to conduct regular checks in order to supplement the efforts of Vigilance division and to curb the malpractices. Accordingly instructions have been issued to zonal and regional offices to conduct preventive and decoy checks on the e-tickets agents vide letter No. 2014/IRCTC/ERTD/ITAF/118 dated 29.08.2014.
• (xiv) During a vigilance check it was found that service records of the transferred employees were still retained in the same zone instead of transferring them to the concerned zone. On suggestion of vigilance, GGM/HRD has issued instructions to all the zones of IRCTC that service records of those employees who have already been transferred/ will be transferred to various zones, may also be transferred to concerned zones to ensure their regular updation.
• On the basis of investigation of a complaint regarding poor quality of food served in a catering unit, following System Improvements have been recommended to catering department to facilitate the customers to lodge their complaints and same was accepted and implemented by catering department.
  • IRCTC Toll free Catering Complaint Number (1800111139) may be printed on all the bills generated for customers in all IRCTC Catering units.
  • The IRCTC Toll Free Catering Complaint number and e-mail id for lodging catering complaints may be prominently displayed at each catering unit.
• During a vigilance check it was found that Zonal and Regional field officers did not conduct the inspections in details, no fine/ D&AR action was recommended despite repeated irregularities found during inspection. IRCTC vigilance recommended that field officer of all the Zonal and Regional offices should conduct periodical check covering all the aspects and action on the irregularities noticed during the inspection, must be taken on record before next inspection. On the vigilance recommendation, instructions were issued to all zones to conduct regular inspections of the catering units by an official of level AM/Manager/DGM in detail, covering all aspects. Action on the irregularities noticed, must be taken on record before the next inspection.
• During a vigilance check, it was found that employees/ outsource were using same IDs for making payroll entries due to which responsibility for addition/deletion of entries could not be fixed. Accordingly, following System Improvement was suggested by Vigilance/IRCTC and same was implemented by Finance department, IRCTC.
  • Separate IDs have been issued to the employees of IRCTC who are dealing with payroll (Fin) department. However, it is not advisable to issue the separate ID for outsource employees as they are not covered under the DA & R rule of IRCTC. However, all the zones have been advised that the outsource employees are not to be utilized in data entry in payroll module.
  • In payroll module there is a separate function available called MOD (memorandum of differences). Any type of increase and decrease of salary can be checked through this function. The advisory note has been issued to all the zones regarding utilization of this function before releasing the salary every month in order to know the cause and effect of salary difference of each employee, if any.
• During a vigilance check it was found that there was difference in security deposit amount of IATA e-ticketing agents (Rs5000/-) and other e-ticketing agents (Rs. 20000/-). IRCTC vigilance recommended a system Improvement for collection of same security deposit of Rs. 20000/- from all agents including the IATA e-ticketing agents so as to recover fine of Rs. 20000/- as per IRCTC Internet ticketing policy for irregularities committed by agents. Accordingly, the Security Deposit for IATA e-ticketing agents has also been enhanced to Rs. 20000/-.
• During the course of a vigilance check it was found that, weighing and measuring instruments/equipments installed in the Central Kitchen, Noida were found un-calibrated, which is mandatory as per the Metrology Act, 2009, Govt. of India and as per notification dated 31.03.2011 of Govt. of NCT of Delhi. Accordingly, a system improvement was recommended to Director/CS to get all the weighing and measuring instruments/equipments calibrated and certified by the concerned state government department. Instructions regarding same have been issued to the concerned departments of IRCTC.
• During vigilance checks, it was detected that Food Plaza / FFU licensees were indulging in unauthorized e-catering in trains. As IRCTC has entered into the business of taking order for delivery of meals in trains through E-Catering, Competent Authority was requested to take action in the matter. Accordingly, instructions have been issued to all FP/FFU operators who wish to effect delivering service in train, should only be done through IRCTC e-catering with proper authorization and through no other channel whatsoever. If any FP/FFU Licensee is found to be making delivery in train other than communicated through IRCTC e-catering, same would be considered as Breach of Terms and Condition of contract and action as deemed fit by IRCTC will be initiated against the licensee.
• On the basis of irregularities detected during a vigilance check, GGM/DCS has reiterated the following to all the zones:
  • All the on board catering staff shall carry a valid travelling authority and medical fitness certificate
  • Permanent roll or muster shall be maintained in the form of an attendance register by on board catering manager for the catering staff deployed in the train.
• During a check conducted by Vigilance division, it was noticed that at catering units of IRCTC, there was no ceiling limit for private/personal cash carried by staff on duty. Based on vigilance recommendation, it has been fixed that the monetary ceiling for private/ personal cash for stationery staff as Rs. 1500/- and Rs. 4000/- for mobile staff up to level of Chief Supervisor, who handle cash and hold imprest amount.
• During a vigilance check, some system deficiencies were observed in the existing pattern of Tender opening. Accordingly,following System Improvements were suggested by Vigilance/IRCTC and same were implemented by Infra department, IRCTC:
  • Introduction of a column of discount in tender document is under consideration. The same will be implemented in consideration with finance department.
  • The pattern of marking/ encircling of the rates have been modified in line with Indian Railway instruction for tender opening.
  • IT deptt. has been advised for preserving the tender notice after due date of opening.
• During vigilance checks, it was detected that Food Plaza / FFU licensees were indulging in unauthorized e-catering in trains. As IRCTC has entered into the business of taking order for delivery of meals in trains through E-Catering, Competent Authority was requested to take action in the matter. Accordingly, instructions have been issued to all FP/FFU operators who wish to effect delivering service in train, should only be done through IRCTC e-catering with proper authorization and through no other channel whatsoever. If any FP/FFU Licensee is found to be making delivery in train other than communicated through IRCTC e-catering, same would be considered as Breach of Terms and Condition of contract and action as deemed fit by IRCTC will be initiated against the licensee.
  • The facility of API integration of websites (IRCTC and vendor/aggregator) for the purpose of booking of e-catering orders on vendors/aggregators website is withdrawn.
  • For all vendors and aggregators associated with the project have to shut down website, mobile application and call centre for taking orders for delivery in trains and at stations.
  • The sole website for booking meal orders to be delivered in trains/at stations would be IRCTC E-catering website.
  • All orders for delivery in train would bear the order number issued by IRCTC only.
• During preventive check conducted on Fast Food Units, it has been observed that no alternate arrangement of supply of electricity was made and in case of irregular electricity supply, bills were not being generated and online sales were not being reported. Same was intimated to GGM/LCS for system improvement. In this regard, GGM/LCS advised to all the zonal GGMs vide letter 05.08.2016 to issue instructions to all the licensees of Food Plazas and Fast Food Units under their jurisdiction to have alternate electricity supply arrangement, so that online reporting of sale may not get hampered during power failure and also advised to incorporate same in the tender condition in the forthcoming tenders of Zones.
• To reduce the opportunities of corruption through promoting cashless transactions, a system improvement has been suggested to CMD/IRCTC regarding provision of various digital modes of transactions such as E-Wallet, Aadhar Enabled payment systems (AEPS), Unified payment Interface (UPI), Swipe machines (POS machines) for debit/credit cards, wireless card swipe machines etc. may be considered at all the catering units (static and mobile) under the jurisdiction of IRCTC. The availability of the digital modes of transaction in the catering units may be prominently displayed and the consumers may be encouraged to make digital payments.
• On recommendation of IRCTC vigilance following system improvement regarding loading and dispatch of finished goods from Railneer plant, Nangloi has been implemented:
  • For all vendors and aggregators associated with the project have to shut down website, mobile application and call centre for taking orders for delivery in trains and at stations.
  • For loading beyond office hrs (9.30 to 18.00 hrs) and in holidays, minimum two staff shall be deployed for the work. No loading shall be done without the presence of atleast two staff of IRCTC and in the absence of CFA representative.
  • A permanent staff (Supervisor/Loading & Dispatch) of IRCTC, shall be given responsibility of supervision of daily loading/dispatch and inventory of finished goods. Supervisor/Loading & Dispatch shall be responsible for physical stock of finished goods.
  • As per written loading requisition for particular truck to be loaded conveyed by CFAs representative. DEO/Invoicing shall prepare the invoice and Supervisor loading & dispatch shall ensure same quantity has been loaded in the truck.
  • Invoice and gate pass shall be prepared by DEO, verified by Excise Executive and signed by Supervisor/Stores or Supervisor loading/dispatch. In the absence of anyone, supervisor/executive verifying and signing authority shall be same.
  • Security guard shall also check the quantity of goods loaded in the truck against invoice quantity before passing of truck from gate of the plant. Security shall maintain outward register for material movement passing out from security gate, stamp outward with signature. Date and serial number of outward register shall be affixed on invoice/ gate pass.
  • Supervisor/Loading & Dispatch shall check the physical condition of the trucks before start of loading.
  • Reconciliation of finished goods stock shall be done on daily basis by the Supervisor/Loading & Dispatch and further it shall be carried out jointly with finance and Supervisor store once in a month.
  • Proper record of materials loaded in the truck. Detail of truck no, quantity loaded batch no/date of material invoice no. GRN of transporter and road permit no. Shall be maintained as per Annexure-II
• During the course of CTE conducted on the tender of Raineer PET perform, some deficiencies were observed and the following system improvements have been implemented:-
  • Proper analysis is carried out based on the consumption pattern and projected production targets at the time of preparation of estimate for procurement of raw material/packing material. Such estimated demands in terms of quantity are incorporated in the tender document and tender are floated. The financial quotes submitted in the tender are compared with the last purchase rate and reasonability of the rates is determined before finalization of the tenders.
  • The existing SD/EMD clauses in tender documents of IRCTC holds as advised by corporate office.
  • Tenders are finalized by RNP/Palur within the stipulated validity period mentioned in the tender document. In case of any such requirement for extension validity of offers, the same will be carried out after recording it in the minutes of the tender committee with the approval of tender accepting authority.
  • RNP/Palur is following the tender documents in use at RNP/NNO and Corporate office. The conditions pertaining to the PVC clauses as per the tender document are scrupulously being followed. Guidelines regarding the review of PVC clause, have been issued by corporate office.
  • Preform tenders are falling within the purview of corporate office.
  • Records for rejection of raw materials at the each machinery processing stage including blowing lines are maintained. The details therein are reckoned at the time determining the penalty amount to be deducted from the monthly bills duly abiding by contract conditions.
  • Common procedure order issued by corporate office vide mail dated 24.01.2017 (Letter No. 2003/IRCTC/RN/1 Pt. IX dated 11.01.2017) enumerates the procedure to be followed for receiving and issue of raw material by all four Plants of IRCTC and the same are being followed by RNP/Palur.
  • The price variation clause (PVC) has been reviewed by the competent authority of IRCTC at corporate office and all the future tender will be invited with revised PVC clause. As per the revised clause
    Whenever the basic rate of resin is varied the revised price of PET perform will be calculated & shall be effective from the date of resin rate revision
    i.e. the revised price of the perform for the dispatches will be calculated by IRCTC on every revision of basic rate of resin.
  • There is no rejection of pre-forms at blowing machines due to poor quality of pre-forms, during the contract period. The rejection during production process is mainly on account of power failure, mal-functioning of blowing machines (excluding rejection on power failure account), filling machine and other handling damages for which rejection limit of 1.5% has been provided in O&M contract. In pre-forms supply contract, since no rejection has taken place, hence, no joint investigation by representatives of supplier and the purchaser was carried out. The provision of 1% limit in tender does not serve any purpose, hence, will be deleted in future tenders.

System Improvement carried out during the year 2018.

• On recommendation of IRCTC Vigilance, A penalty levying policy based on the complaints received from the passengers in Rajdhani / Shatabdi / Duronto has been issued by the management.
• As a result of Vigilance instructions, record retention schedule is being revisited by the administration. Further, provision for a record room has been made by giving contract to outside agency i.e. M/s Securus Records Management Private Limited.
• ON recommendation of IRCTC vigilance, IRCTC management has implemented the e-tendering for calling tenders for award of temporary licenses for provision of onboard catering services in various trains w.e.f. May-2018 wherein all the service providers are required to participate in tendering process through online mode only.
• On recommendation of IRCTC Vigilance, criteria of empanelment have been revised and the documents submitted by the prospective licensees are being scrutinized as per the criteria laid down in the EOI document.

3. IMPLEMENTATION OF INTEGRITY PACT:

To ensure transparency and healthy competitiveness in public procurements/ contracts, IRCTC has adopted Integrity Pact. Under mentioned Independent External monitors have been appointed in IRCTC with the approval of CVC:-

(a) Shri Parvez Hayat ,IPS (Retd.)

4. IMPLEMENTATION OF WHISTLE BLOWER POLICY:

The Whistle Blowers Policy, which was adopted by the organization in Oct, 2011, was further modified and put up on the website (www.irctc.com).