IT_LET3.pdf

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F.No. Z 11 Oi 1/0 1/2006-1T Government of India Ministry of Agriculture Department .of Agriculture

(IT Section)

Krishi Bhaw<l11. New Delhi Dated: 14^lh July, 2009

OFFICE MEMORANDUM

Subject: Po icy for providing IT Equipments to Officers ~nd staff of Department of Agriculture & Cooperation.

In partial modification to this Division's

a.M.

of yen number dated

.

04.07.06

regarding

providing IT

Apparatus

to Officers _~nd

tatT

of Department

of

Agriculture & Cooperation, it has been decided by the Nonns Committee in its meeting held on 26.02.09 to provide one PC to all dealing handslUDC/LDC of all Division minus the

number

which Divisional Head specially wants not to cover (for reason such as lack oftrailling, utility etc.):

2. It has also been decided that UPSs may be given as per need of PC/Printer's electrical load-either in distributed or partly, centralized manner (online) as per location constraints and economy. .,'/

This is for infonnation please.

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Aw~

_(Sukumar)

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Under Secretary (IT) Distribution:

I. All head ofDivisions in DAC.

2. Deputy Secretary (personnel)/Deputy Secretary (GA).

3. Sr. PPS to Secretary/AS (NKD)-for information.

4.

PPS to JS

(IT)-for infonnation.

5.

Guard tile.

No. 11021/1/200~1T

\

Government of India . Ministry ofAgriculture .

(Department ofAgriculture & Cooperation)

Krishi Bhavan, New Delhi.

Dated the 30^th June, 2006.

-ttl,; ^Cl:

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OFFICE MEMORANDUM

Subject: Policy for providing IT Equipments to Officers and staff of Department ofAgriculture & Cooperation. .

The uniersigned is directed to forward herewith a copy of the Policy guidelines for providing IT Apparatus to Officers and Staff of

/

Department of Agriculture & Cooperation for information and strict compliance.

Head of Divisions are requested to have the requirements of tJ:e Division(s) under their charge, assessed qs a. whole and intimated' to IT Division for

tM

consideration of^N01711S Committee.

Field Offices(Attached

Offices/

Subordinate Offices) shall procure IT Apparatus with their own funds, after obtaining {no objection certificate' from

rr

Division, and shall maintain. records as

per policy guidelines. i(

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c!\ ·itS ~

(ManolJCumar Pandey)

' I Director Distribution:

1. All Head of Divisions in DAC.

2. Deputy Secretary(personnelJ/Deputy Secretary(GA).

3. Sr. PPS to Secretary(A&C)- for iriformation..

4. PPS to AS(M) -for information.

5. PS to JS(lT) -for information.

6. US(IT)

7. Guard file/ SO(IT)

I

POUCY POR PRO'I;IDING IT EQUIPM NT TO

·OFFICERS AND STAFF OF DEPARTMENT o AGRICULTURE. COOPERAnON

GEfiERAL PROVISIONS

i~ tr

1. The request for computer hardware shall _~be considered consistent with the specific functional requIrement, particularly for . e-Governance, and extant Government Instructions.

2. Periodic survey and monitoring on the usage of computers / peripherals would be undertaken by the IT Division on Its own or In cooperation with other technical persons.

3. Internet connection shall be provided as per extant GOI Instructions.

4. Supply of IT equipment

at

the residence shall be governed by

.

extant GOl Instructions.

5. Whenever necessary, the IT resources shall be reallocated

I

redistributed by IT Division. .

6. For the present, procurement may be done 'through NICSI In addition to other processes conslstent with GFR, as may be decided by the Empowered Committee authorized to _{appr.~.ve functIQ~~l} requirement. However, In

the

long

run,

DAC may deVelop In-hoOse capabilities for tendering, Inspection, etc. of IT~Rulpment.

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NORMi

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7.

Officers of the rank of SO and above would be eligible for a Computer system (PC with CD Writer, Printer and UPS). Divisional Heads shall make sure

that

all Diarists In the Division have access to a computer system.

8. Officers of the rank of Director/Additional Commissioner and above would be eligible for a TFT monitor In computer system

provided In the office. .

9. Officers of the rank of JS and above would be eligible for a laptop.

10. Nodal Officer (IT) of each Division of DAC would also be provided with maximum one laptop on functional basls:.for use _by<~11 officers below JS lever of that DIvision. -~:..'

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1·1. TWQ laptops would bej

kept

with G.A~.S~lon for use as mey be needed, It fOr some reasOn laptop provided to ~mcers^of

tht?

renk of JS and above or Nodel Officers (IT) of different DiVisions I.~ not

readily available. . . > : .

12. Officers of the rank of Director and above In the DAe would also be eligible for a multi-functIonal printer with scanner and fax facility and a pen-drive. In case of Field Offices / Directorates, each functional

unit

would also b.e eligible for

a

mUlti-functional printer with scanner and fax facnlty. It Is anticipated that such a functional unit would be headed by officers of the rank of Under secretary or

above. . .

13. Officers of the rank of Deputy Secretary and above In DAC and Under Secretary. and above In Field Offices/Directorates would

be eligible for 21 pen-drive.

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14.

Officers below the rank of Deputy Secretary maY also ,be proVided pen-drive on functional Justification approved bY the Head of the Division.

15.

In urgent cases, assessment of, functional iequlrement. and.

flnallzatlon of specifications: $hall be done by tHe IT Division In consultation with NIC and with the approval of JS(IT).

IT

Division shall maintain emergency: $tockof PCs,· laptops, pen-drives, CD/DVD writer, USB hub'andconsumables, etc. as may be approved by the Norms Committee.

NORMS COMMmEE

16. The norms, Including specifications, for providing IT eqUipment to officers/staff. shall be approved by the follOWing Empowered Norms _Commltt~e keeping In _~mind the system being followed In a few other Departments In thlsregard :

I) Additional Secretary (fT) Chairperson

II) AS & FA .Member

III) JS (IT) Member

Iv) .JS (Admn.) Member

v) Representative of NIC Member

VI) Director (IT) Member-Secretary

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'f '~.

17. The Committee may co-opt/Invite other offlclais as needed.

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18. Hardware would be procured by IT DIvIsion for DAC H adquarters under the 'He"dquarters' component of IT DivIsion

scheme. '

19. ' Field Offices/Directorates (FOlD) of DAC shall procure IT eq'ulpment with their own funds. They shall also be responsible for Its maIntenance during and after warranty.

20. Each IT equipment zst HQs and FOlD would be gIven a unique Identification number, policy :for which shall be decided by the IT Division.

21. IT Division shall be responsible for publishIng and maIntaInIng Inventory of 211 IT equipment In DAC HQs on INTRADAC. Similarly, FOlD shall be responsIble for publishing and maintaining Inventory of _~ IT equIpment In respective offices on DACNET portal.

Inventory shall be published within four months of Issuance of th!!se

guidelines. .

22. The FOlD concemed would require no objection from IT DivisIon for each procurement so as

to

maintain,

the'

necessary uniformity. The proposals for the purpose shall be submitted to IT Division with the approval of the Division Head concerned.

APPROVAL OF FUNCTIONAl., REQUIREMENI

23. Functional requirement, ~onslstent with Govemmen

orderslnorms

approved by the Empowered Norms.",Commltte~:.~h.2111 be dedded by the DivIsion Head In respect/of the -Division Itself as well as FOlD being admlnlstel1!d by that _DI.vl~lon.

24. In cases InvolVing deviation fron) norms, the functional reqUirement for FOlD shall be approved by the following subject matter diVision E'Tlpowered IT Committee (SMD):

DIVisional Head concem~d ChaIrman

Director (FInance) Member

Representative of NIC Member

Director (IT) Member

Nodal Offlcer (IT) of Dlv~slon Member-Secretary concerned

25.

The Committee may InVite

I

co-opt other officials as needed.

26. Procurement of IT equIpment In FOlD will be approved by the Purchase Committee for procurement of IT eq'ulpment of the Office which would be ISSUing the purchase order. ^,I

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" 27. .. In respect

of procurement

for

DAC HQslnvolvlng deviation from

nOfms,

the following Empowered· IT Committee (ITO) shall approve the functional requirement:

(I) JS (IT) Chairman

(II) Director (Finance) Member

(nt) Representative of Division Member requiring IT equipment.

(Iv) Representative of NIC . Member

(v) Director (IT) Member

(vi) Under Secretary (IT) Member Secretary 28. The Committee may Invite / co-opt other officials as needed.

29. Procurement of ITeql,llpment for DAC Headquarters will be approved by the following Purchase Committee:

a. J

5 (IT) - Chairman

b.

Dlr(Fln) Member

c.

Dlr(IT) Member

. ::..: .q-"'~~

d.

DS(GA) Member e. Rep. of NIC Member·

f.

us

(IT)

-

^{Member~Secretary} \

30. All proposals requesting IT equipment shall be accompanied by full details of existing

IT

equipment .In the Division/Field Offlces/

Directorates and a certificate

to

be given by the Division Head concerned, which would certIfy that:

a) The existing IT equipment Is beIng fully and properly_,

utilized; . ,/ .:

b) IT eqUipment requested by,: the Division/Field Offlce/

Directorate Is essential for handling the work of the DIVision/Field Office/Directorate, particularly for Its e­

governance aetlvltle~; and,

The certificate Is· to be given by the Division Head concerned after personally satisfying himself In thIs

regard.

REPLACEMENT

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31. Requests for replacement shall be examined on need pasls and consistent with the approved eligibility crtter:la/norms.

32. PCs nd Laptops having RAM less than

128

MB would be considered for repl8cement In a phased manner.

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) 33.

Pes

havln less n 128 MB RAM currently provided

to "

employees In DAC below. \50 rank would also' be considered for replacem ntln a phased manner.

34. PCsand Laptops having RAM 128 MB or above could also be consld~red

tor

replacement If certified by NIC to be beyond ecOnomic repairs.

.35.

Fresh procurement may be done In

a

phased manner.

36. Each computer system shall be Issued In the name of the officer/staff concerned. In _~ OAC, officers/staff up to the rank of .Dlrector/AdditionalCommlSfiloner shall themselves sign such receipt. In respect .ofofflcers of the rank of JS and above, such receipt may be signed by their PS, Signing of receipt would also Indicate satisfactory Installation of computer systern/.· _~nd consistency with specifications. "."

37. In CAC, If officers

of

tile rank of Under Secretary and above

are

shifting rooms, they would also shift their computer system with them, under Intimation to _~IT Division. In all other cases, the officer/staff shall hand over, on proper receipt, the computer system to' another officer/staff of the same Division as mey be decided by the Divisional Head concerned, and serid'"a copY of the . receipt to IT Division for Itsre..allocatlon ^I

38.· NOe shall be obtained 'from IT Division before Issuance of LPC or release of pensionary benefits In respect of officers/staff In DAC.

39. Each Olvlslon shafl havQ a Nodal Officer (IT), who would be the nonnal contact point between

IT

Division and the Division

c o n c e r n e d . ' ,/./

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40. Any deviation from the· above policy... shall reqylre concurrence of IFD and approval of Secretary (A&C). ....~ I~' ^__~ ^ItJ

41. The policy may be reviewed from time to time. The first review shall be done after slx·months.

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