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TAMILNADU STATE HEALTH TRANSPORT DEPARTMENT

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THIS DISCOURSE IS DELIVERED BY S.VARADHARAJAN., B.E., WORKSHOP SUPERINTENDENT REGIONAL WORKSHOP-MADURAI TAMILNADU STATE HEALTH TRANSPORT DEPARTMENT PHONE: 0452 2533496 CELL : 9443584746 e.mail: directorate.tnshtd@nic.in e.mail: rwsmdu.tnshtd@nic.in Website: www.tnhealth.in

Introduction


TamilNadu State Health Transport Department was formed in 1981 as a separate Directorate for the economical maintenance of vehicles in the Health and Family Welfare Department and to ensure its maximum utilisation. utilisation.

It undertakes repairs and maintenance of motor vehicles attached to the various Directorates of Health and Family Welfare Department (i.e) Directorate of Public Health and (i. Preventive Medicine, Directorate of Medical and Rural Health Services, Directorate of Medical Education, Directorate of Family Welfare , Directorate of Drugs Control and Directorate of Indian Medicine and Homoeopathy. Homoeopathy. 5

Administrative Setup
 This Department has under its control  7 Regional Workshops,  9 District Workshops,  5 Mini Workshops and  1 Reconditioning Unit.  In addition to the above, a unique feature of

this Department is the functioning of 29 Mobile Workshops that are placed all over the State.
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TAMIL NADU STATE HEALTH TRANSPORT DEPARTMENT

DIRECTORATE REGIONAL / DISTRICT / MOBILE WORKSHOP DETAILS

RC UNIT

RWS CHENNAI

RWS VELLORE

RWS SALEM

RWS COIMBATORE

RWS TRICHY

RWS MADURAI

RWS
TIRUNELVELI

DWS CHENGALPATU

DWS VILUPURAM

DWS DHARMAPURI

DWS ERODE

DWS

DWS
THANJAVUR

DWS
PUDUKOTTAI

DWS
VIRUDHUNAGAR

DWS

OOTY

NAGERCOIL

MWS
CHENNAI (N) CHENNAI (S) CHENGALPAT TIRUVALLUR KANCHIPURAM

MWS VELLORE TIRVANNAMALAI

MWS SALEM DHARMAPURI

MWS TIRUPUR ERODE OOTY

MWS TIRUCHI PERAMBALUR THANJAVUR

NAGAPATTINAM

MWS MADURAI DINDUKAL

MWS TIRUNELVELI
SANKARANKOIL

SIVAGANGAI RAMNAD THENI

VIRUDHUNAGAR

VILUPURAM KRISHNAGIRI CUDDALORE

TUTICORIN NAGERCOIL

Head Quarters of 7 Regional Workshops. Thiru.T.S.Sugirtha Pon Jeba Selvin Workshop Superintendent, Regional Workshop (Health) Near Race Course, Guindy, CHENNAI.32 PHONE OFF: 044-22350 0264 2.Thiru S.Natarajan Workshop Superintendent, Regional Workshop (Health) Keelelmanavoor Post, Vellore -632 013, PHONE OFF: 0416-2291549 3. .Thiru K.Shanmugam Workshop Superintendent, Regional Workshop (Health) Hasthampatty, Salem 7. PHONE OFF: 0427-2418031

Headquarters of 9 District Workshops. Thiru N.KASAVAN District Workshop(Health) Chengalpattu Medical College Campus, CHENGALPATTU 603 010. PHONE:044-27427686

Headquarters of 29Mobile Maintenance Units. Chennai (S) Chennai (N) Chengalpattu Kancheepuram Tiruvellore

Thiru District Workshop(Health) 19/C, Mampalapattu Road Villupuram - . PHONE:04146-220084

Vellore Cuddalore Villupuram Tiruvannamalai

Thiru S.Ramesh Arthur Walter District Workshop(Health) Netaji By Pass Road Govt. Hospital Compound Opp. G M Theatre Dharmapuri PHONE:04342-2232805 Thiru S.Venkatesan District Workshop(Health) Govt Headquarters Hospital Complex Erode PHONE:0424-2266563

Salem Dharmapuri. Krishnagiri

4. .Thiru V.Dhanakodi Workshop Superintendent i/c Regional Workshop (Health) 219, Race Course Road, Coimbatore 641 018 PHONE OFF: 0422-2220 453

Tiruppur Erode

Thiru N.Murugan District Workshop(Health) Jail Hills, Ooty, The Nilgiris Dist. PHONE:04243-2449998

Udhagamandalam,

5. Thiru S.Varadharajan, Workshop Superintendent Regional Workshop (Health) Collectorate Campus, Madurai 625 020 PHONE OFF: 0452-2533496

Thiru S.Mohan District Workshop(Health) Collectorate Campus, Virudhunagar PHONE:04562-252915

Madurai Theni Ramnadapuram Sivagangai Dindigul Virudhunagar

6. Thiru N.Radahakrishnan Workshop Superintendent Regional Workshop (Health) Sembattu Post, Near Airport, Trichy 620 007 PHONE OFF: 0431-2340244

Thiru S.Ravi District Workshop(Health) Thanjavur Medical College Campus, Thanjavur 613 004. PHONE:04362-246067 Thiru S. Raj Manohar District Workshop(Health) DMS Quarters Thirumailam Road, Opp. District Court, Pudukottai PHONE:04322-2232809

Tiruchirappalli, Perambalur Nagappattinam Thanjavur

7. Thiru S.Kuthalingam Workshop Superintendent i/c Regional Workshop (Health) Govt. Medical College Students Hostel Campus, Maharaja Nagar, High Ground, Tirunelveli 627 011. PHONE OFF: 0462-2580254

Thiru A.Palvarnam Pillai District Workshop(Health) Govt.Hospital for Thoracic Medicine Complex Ranithottam, Nagercoil 629 201. PHONE:04652-227529

Tirunelveli Sankarankoil Nagercoil. Thoothukudi

Functions of TNSHTD
For maximum utilization of Health and Family Welfare Department vehicles and to maintain the Vehicles in an Economical Manner. To minimize Premature wear and tear usually caused by improper handling and use. Technical Information monitoring, Identification and Codification of vehicles, Off-road analysis, prevention and reduction of cost on Offvehicle repairs through systematic and timely preventive maintenance.

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Advising the vehicle using officers for timely re-treading of tyres. reData gathering and advising vehicles users to arrange for systematic disposal of vehicles which have served long and thereafter become unun-economical for further retention. To ensure effective control over the utilization of spare parts of the vehicles and also over the cost of operation. Imparting Apprenticeship training to I.T.I. Certificate holders, Diploma holders and B.E. Graduates sponsored by the Director of Employment and Training, TamilNadu and the Director of Apprenticeship Training, Government of India. This Department is having a capacity for imparting Apprenticeship training for 17 B.E. Graduates, 29 Diploma holders and 45 I.T.I. Apprentices in a year.
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Periodical Servicing and Repairs Executed By TNSHTD

1) The Mobile Workshops attached to this Department (that are provided with a vehicle, basic tools and essential spares) render periodical servicing and undertake minor and 2nd line repairs at your doorsteps. The tour programme of the Mobile Workshops are sent to you in advance once in 6 months. 2) If the nature of repairs in a vehicle are beyond the limits of the Mobile Maintenance Units, the Vehicle using Officer will be requested by the concerned Foreman of Mobile Maintenance Units to admit the vehicle to the nearby Regional workshop or District Workshop. The Vehicle using Officer along with Form No. IV (Prescribed by the Government) and a letter listing the defects to be rectified would admit the vehicle in the District / Regional Workshop. No vehicle would be admitted in the Workshop without the consent of the Vehicle Owning Officer. Officer. 12

3) All repairs executed and all spares replaced (including petty items such as washers, screws and nuts that would cost less than a Rupee) are recorded and intimated to the Vehicle using Officer by means of a Job Done Memo. Further, all the details are also entered in the PartPartII log book (that would be in the custody of Vehicle using Officer). Thus the Workshops in this Department always functions in a transparent manner. manner. The vehicle will be delivered from the Workshop only after the concerned Driver issues a Satisfactory completion of repairs Certificate . 4) All tyres and batteries that have covered the norms prescribed by the Government are immediately replaced by this Department. The details of new tyres and batteries issued (along with Make and Tyre No.) are recorded in the Part-II log book of the vehicle for your Partreference. All steps have been taken in this Department to ensure that no vehicle is kept off road for want of a tyre or battery. battery.

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II. REGISTRATION


All new vehicles are purchased as per the rates fixed by Director General of Supplies and Disposals (DGS&D) Certain new vehicles allotted to Health and Family Welfare Department are being received and registered by the Director, Tamil Nadu State Health Transport Department and sent to various beneficiaries as per Government orders. In such cases, if the ownership and R.C .books are in the name of the Director, Tamil Nadu State Health Transport Department, the Vehicle Using Officers have to take immediate action to have the ownership changed to their names. All Government owned vehicles used for Government purpose, unconnected with commercial enterprise are exempted from insurance against third party risks. All vehicles belonging to any non commercial Government Department, are exempted from payment of tax leviable, under the Tamil Nadu Motor Vehicles Act. As per G.O.Ms.No 1375,dated 14.08.1985,Health & Family welfare Department, all vehicles attached to Health and Family Welfare Department are exempted from payment of Motor Vehicle Tax. Particulars of all new vehicles received along with R C book copies have to be sent to the nearest District/Regional Workshop of Tamil Nadu State Health Transport Department in order to include the vehicle in the fleet strength for maintenance. maintenance.

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III. Servicing of New Motor Vehicles



To claim any benefit under the terms of warranty (provided by the vehicle manufacturers) free inspection services at the stipulated mileage /period should be availed. Free inspection services would be rendered by the authorized dealers. The stipulated mileage /period and the details of Dealers could be found in the Operators Manual supplied along with the New Vehicles. The Vehicle Using Officers should ensure that all free services are availed. On completion of all free inspection services, Tamil Nadu State Health Transport Department would render further periodical services in the vehicle.

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IV. LOG BOOK

All Vehicle Using Officers have to maintain the following vehicle Records. LOG BOOK PART I It shall be maintained in the printed book supplied by the Director of Stationery and Printing. No Log Book other than printed ones shall be used. One Book should be used for each vehicle and when the vehicle is transferred to another officer, all the Log Books relating to that vehicle, shall also be transferred to that Officer. After every trip, the Officer making use of the vehicle shall record the trips made in the Log Book and initial it himself with his designation. The purpose for which the vehicle is used shall be recorded clearly. Vague entries such as official, Local trips shall be avoided. Monthly fuel performance of the vehicle shall be worked out at the end of each month and entered in the Log Book as per the Abstract noted below. 16

 

Part I - Log Book Abstract

1.Speedometer reading at the beginning of the month: 2.Speedometer reading at the end of the month: 3.Total kms utilized during this month: 4. Fuel Balance at the beginning of the month: 5.Fuel filled in during the month: 6.Fuel consumed during the month: 7.Fuel balance at the end of the month: 8.Average KMPL: 9.Total Engine oil consumed:

V.U.O Signature

The Minimum standards of fuel performance ie., the average KMPL (Kilometres per litre) fixed by the Government is furnished below:below:Petrol vehicles: vehicles: 1.Ambassador Car Mark: - IVIV2.Ambassador Car fitted with ISUZU Engine Diesel vehicles: vehicles: 1. Jeep 2.Matador/T. Traveller 3.T. Sumo/ T.Spacio 4.HM4.HM-RTV 5.Tata/Leyland bus 9-11 11 11-12 1110-11 104 5. 8 to 9

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LOG BOOK PART II  Entries of all replacements including the expenditure on repairs must be entered in Part II Log Book and attested by the Vehicle Using Officers.  Entries of periodical servicing and repairs executed by the Tamil Nadu State Health Transport Department will be made and attested by the concerned officials of Tamil Nadu State Health Transport Department  Legible entries of the tyres, tubes, retreading of tyres and batteries must be made in the pages allotted there for.  All particulars with regard to the identification of the vehicle i.e., chassis no., engine no.,etc., no.,etc., must be entered in the pages 1 to 3 of the Part II Log Book.  A cumulative total of the expenditure incurred on the repairs and replacements have to be made at the end of the each page of the Part II Log Book.  V. P O L PASS BOOK: [FUEL PASS BOOK]  This Register is maintained for the purpose of accounting in the fuel drawn , for making payment to the suppliers and to watch the ceiling.  Fuel Pass book can be obtained from the Office of the Transport Commissioner, Chepauk, ChennaiChepauk, Chennai-5.  How to get the Fuel Pass Book? :  Vehicle using officer should send a requisition letter to the Transport Commissioner, Chepauk, ChennaiChepauk, Chennai-5 by duly enclosing a copy of the R.C. book and a copy of 19 the vehicle allotment letter.

VI. DEALING WITH ACCIDENTS All Accidents shall be promptly reported to the following officers by Vehicle using officers.
1)

2) 3)

4)

5)

His/Her District officer. Concerned Head of the Department. The Workshop Superintendent/Assistant Engineer of the Regional/ District Workshop of Tamil Nadu State Health Transport Department and The Director, Tamil Nadu State Health Transport Department, Chennai-32. ChennaiWhere the accident turns out to be proved as a Fatal Accident the above officers must be informed telegraphically followed by the accident report with three copies of Photos taken in three different angles.
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Apart from the above Officers, the matter must be reported to the nearest Police Station for their investigation. The progress of the Police Investigation of the case, if any, filed before a Court of Law shall be watched and detailed report sent to the Head of the Department, from time to time. At the earliest, a report in duplicate containing the following have to be sent to the District/Regional Workshop of Tamil Nadu State Health Transport Department.
1) Vehicle using Officers report regarding the accident and subsequent administrative action taken with sufficient details of the accidents and injuries to persons involved. 2) An Undertaking from the Vehicle Using Officer stating that administrative action would be taken to recover the cost of the damages from the Defaulters depending upon the Police Investigation report and the Departmental Enquiry findings 3) Concerned Drivers Statement 4) Copy of FIR received from the Police Department 5) Motor Vehicle Inspectors report 6) A Photostat copy of R C Book 7) Photos of the Accident Vehicle taken in three different angles. 8) If any third person has travelled in the vehicle at the time of accident - a statement of the concerned person with regard to the accident 9) No Objection Certificate from the concerned Police Authority to rectify the defects in the vehicle and a clearance to the effect that the vehicle is not required for further investigation. investigation.

VII. MAINTENANCE
Repairs are mostly due to neglect of maintenance. maintenance. Drivers daily and weekly maintenance Schedule is shown below: below:
DAILY MAINTENANCE SCHEDULE (FOR DRIVERS)
1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) Wash and Clean thoroughly inside and outside of the vehicle. Clean windscreen glass and window glass. Check and top up water in the Radiator. Check and top up Engine oil level in the Engine and Brake oil level. Check fan belt for proper tension. Check up for any oil and water leak. Check steering, gear linkages(for loose connections) and rectify if there are any defects. Check all lights and replace defective bulbs. Check air pressure in tyre and maintain correct pressure( including spare wheel). Check functioning of all gauges in the dash board. Check Fuel level and ensure that it is always kept in sufficient Qty (minimum 10 litres) in the vehicle to avoid starting trouble.
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WEEKLY MAINTENANCE SCHEDULE (FOR DRIVERS) 1. Check electrolyte level in the battery and if required top up with distilled water . 2. Check wheel nuts for correct tightness and check wheels. 3. Check engine for proper running condition and check and if necessary tighten engine bed bolts, 4. Check Radiator bolts and tighten if necessary .Check Radiator hose and if necessary it may be replaced. 5. Check air cleaner for proper fitment and replace oil at the specified kilometres. 6. Grease water pump if necessary. 7. Oil bonnet hinges, door hinges, brake & clutch linkages. 8. Lubricate accelerator pedal shaft, brake & clutch pedal shaft and steering linkages. 9. Check brake oil level in Master cylinder. 10. Check and if necessary tighten gear box bed bolt . 11. Check and if necessary lubricate universal joints and centre joint bearings .

12) Examine spring shackles and hangers for looseness and tighten. If needed, lubricate the same. 13) Check shock absorber linkages, bushings and replace if necessary. 14) Clean , lubricate and tighten battery terminals. 15) Check windows and side glasses for proper movements. 16) Check wiper blade and its functions.

Duties and Responsibilities of Vehicle Using Officers



Ensure that the Daily/Weekly maintenance schedule and other maintenance procedures are carried out by the driver. Watch the expenditure on repairs and maintenance and ensure that the ceiling limit prescribed by the Government as per G.O.MS.No. 983/Home (Tpt IV) Department Dated 03.08.2004 is not exceeded. Make sure that the drivers make arrangements to change Engine oil, carry out servicing, rotate the tyres at the prescribed kilometerage. Ensure that the fuel efficiency (KMPL performance) is not below the norms fixed. If the fuel efficiency is below the prescribed limit the reasons for the same may have to studied and corrective action has to be taken.
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In G.O.MS.No.1375, Dated 14.08.1985, Health and Family Welfare Department, the Government have exempted Health and Family Welfare Department vehicles from the Payment of Motor Vehicle Tax. Make sure to obtain yearly tax free endorsements in the RC book of vehicles. Maintain Log book part I & II and other records connected to vehicle properly and update the same daily. Ensure that the operational ceiling fixed for fuel is not exceeded. It is mandatory to regularly obtain Fitness Certificate for Ambulances/Mortuary/Heavy Vehicles/Goods Carrier. Ensure that the Fitness Certificate for the above said vehicles are obtained every year. It is clarified that for all vehicles registered as Ambulance, Fitness Certificate has to be obtained (even if it is a Family Welfare Post Partum Vehicle).

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Financial Powers delegated to the Vehicle Using Officers

1. In the Government Order G.O.Ms.no.006/ (Transport H2) Dept., dt 04.1.2000, the Government have provided separate funds at the disposal of the Vehicle Using Officers to incur expenditure towards petty and minor repairs such as servicing, battery charging, Tube Vulcanising, electrical repairs, tyre retreading Vulcanising, etc.. The total expenditure that could be incurred per year on Light Motor Vehicles is Rs.2,800/- and for Heavy Motor Vehicles is Rs.6,000-/ and the split Rs.2,800/Rs.6,000up details of the said expenditure that could be incurred have been furnished below. In the Government Order G.O. Ms. no. 983 / Home (Transport IV) Dept., dt 03.08.2004, the Government have directed that a sum of Rs.750/- for Light Rs.750/Motor Vehicles and Rs. 1200/- for Heavy Motor Vehicles for petty and minor 1200/repairs could be incurred by the Vehicle Owning Officer at the time of emergencies. It has been directed that the frequency of such repairs shall not be more than once a month and the total expenditure shall be within the overall ceiling limits fixed therein. The Vehicle Using Officers have been permitted to incur the said expenditure without referring to the maintenance Department. Department.
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2.

G.O.Ms.no.006/ (Transport H2) Dept., dt 04.1.2000

SL NO

Classfication

Light Vehicles Heavy Vehicles in Rupees

in Rupees

Servicing
Minor repairs : Battery charging Tube Vulcanizing Replacement of Electrical items, Fan Belt, Oil filter, attending Radiator leakage and other minor repairs

400

600

1500

3150

Tyre retreading TOTAL

900 2800

2250 6000

VIII. CONDEMNATION OF VEHICLES



The proposal for Condemnation has to emanate from the Vehicle Owning Officer. Condemnation Proposals have to be sent by the Vehicle Using Officers in Forms I & II (prescribed by the Government) to the concerned Regional/ District Workshop of TamilNadu State Health Transport Department. The norms for normal condemnation of the Departmental vehicles is furnished below:below:29

CONDEMNATION
As per G.O.MS.No.2275, Home (Transport-E) Department, the norms (Transportfor normal condemnation of State Govt. Vehicles is given below
S.NO

Type of Vehicle Petrol driven Vehicles Diesel driven Vehicles Motor cycles

In plains 10Years(or) 2 lakh kms whichever occurs later. 10Years(or) 2.1/2 lakh kms whichever occurs later 6.5Years(or) 80,000 kms whichever occurs later 10 Years

In Hilly Areas 8Years(or) 1.5 lakh kms whichever occurs later 8Years(or) 2 lakh kms whichever occurs later 5 Years(or) 65,000 kms whichever occurs later 10 Years

1 2 3 4

Trailer

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As per Govt. Lr No. T/11016/12/97/TPT dt. 7th Govt. No. T/11016/12/97/TPT dt. November 1997 norms for normal condemnation of Govt. Govt. of India Vehicles (Family Welfare) is given below
Sl. No

Type of Vehicle
Heavy commercial motor vehicles

Distance to be covered
4,00,000 kms

Period to be served
10 years

Light Motor Vehicles 1,50,000 kms fitted with engine up to 20 H.P(RAC)

6 years

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REPLACEMENT OF TYRES & BATTERIES

 




The Tyres and batteries are not only major accessories but also very costly when compared to other component of the vehicles. Hence, it should be ensured that it is maintained well. Government as stated below have fixed certain minimum norms for the replacement of these accessories. Battery: As per G.O.Ms.No 186 Home (Transport IV) Department dated 24.01.1980, a battery could be condemned and replaced when it has covered a distance of 18,000 kms or a period of 24 months. Tyres : Norms for retreading and replacement of tyres (Nylon) is given below:
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NORMS FOR RETREADING AND REPLACEMENT OF TYRES (NYLON)

Sl no Type of vehicle Distance to be covered before retreading (kms) Distance to be covered after Retreading (kms) City 26,050 Mofussil 15,200 Distance to be covered after II retreading (kms) Distance to be covered after III retreading (kms) Total kms to be covered for replacement

City 1 Tyres fitted to bus Tyres fitted to lorries and tracks, etc Tyres fitted to Jeeps Matador, Car,Std. 20 Vans Motor Cycles 43,400

Mofussil 23,850

City 26,850

Mofussil 12,150

City 16,650

Mofussil 9,700

City 1,06,950

Mofussil 60,900

34,000

19,900

22,109

13,300

17,700

10,600

14,100

8,500

87,900

52,300

29,000

20,000

17,800

13,350

14,200

10,650

11,400

8,550

72,400

52,550

24,450

12,200

14,400

7,750

11,550

6,200

9,250

5,000

59,650

31,150 33

It is reiterated that TamilNadu State Health Transport Department is there to assist you in the proper maintenance and operation of your vehicles. Please utilize its services to your best advantage.

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Thank You
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