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SRIKAKULAM
VIZIANAGARAM

STIESTGODAVARI

fft=

Transmission Corporation
of Andhra Pradesh Limited
(A Govt.of AndhraPradeshundertaking)
VidyutSoudha,Hyderabad- 500 082.A.P.lndia
Off. : 040-23317657
Fax:040-23320565
Res. : 04O-23547244
E-mail : cmdaptransco@rediffmail.com

R a c h e l C h a tte rj e e , t.A .s.

Chairperson & Managing Director

FOREWORD
I amveryhappyto pentheforewordfor thisextremelyusefulmanual,detailing
the duties and responsibilitiesof all categoriesof employeesin distribution
companies,from the levelof ChiefEngineersdownto SectionOfficers.For effective
and efficient performanceof any organizationit is essentialfor eachemployeeto
haveclarityon his/herdutiesandresponsibilities.
The manualservesthis needand
I am surethat it will be a constantguide and supportto employeesto perform their
dutiesand responsibilitiesin the bestinterestsof the organization.
Knowledgeof dutiesand responsibilities,
while essential,is not the only
requirement.Along with such knowledge,theremust be a positivemindset.A
purposefirlmindset.A passionate
mindset.Eachemployeecanchooseto work day
after day in a routine and ordinarymanner,or can chooseto align the tasksand
dutiesat handwith purposeandpassion.If we want our organisation'sperformance
to be a magnificentstory of success,then we must realizethat eachof us are the
authorsand every day we have the opportunityto write a new page.The future of
our organizationis not a matterof chance;it is a matterof choice.It is not something
to be waited for; it is a thing to be achieved.
I congratulatethe Chairman& ManagingDirector and all thosewiro put in
painstakingefforts to bring out this manual,which will be useful for all utilities. I
wish eachand every employeehappy readingand a mindsetthat will bring great
successto the organization.
e4
Rachel Chftterjee

,,;l

( Ftll
\-

f
\ lr

\
-/

Eosfernpower Distribuilion

Compony
of A.p.Limired
D.No.30_14_9,
Near Saraswathipark

33:"ni'ffi3::}':*tri:iTo#o,o#u,u
Res. : 0891-2529695

Y.GopalaKrishnaMurthy, B.E.
Chairman& ManagingDirector

PRE

FACE

The PowerSectorReformshaveresultedin organisational

changes,interalia
by formation of DistributionCompanies,such as ours.
In presentscenario
operationalefficiencyandcommercialviability havebecome
benchmarks,for better
performanceorientation,responsibilityand accountability,
with an aim to further
betterCustomerService,overall.
As a part of the aboveReformsprocessunbundlingof the
into separatecorporationslike ApGENCO, APTRANSCO
havebeenformed. Consequently,
many Engineersand

erstwhileApSEB

& 4 Nos. DISCoMs

officers of Accountswing

from Generation
andTransmission,
havebeeninductedinto DISCoMs bv exercise
of Options.
In thisprocess'someambiguityin role perceptionamongst
Senior Engineers
hasbeennoticed;who arenot quiteawareof therespective
functionsto be discharged
at Discomlevel' This is a constraintwith likely adverse
effectson performance
in
day to day activities. Hence there is a need for clarity
regardingthe individuals
specificrole vis-a-vis perforrnance.
Againstthe abovebackground,and in orderto facilitate
betterperformance
Management,it was felt necessaryto have a compendium
of officers jobs and
duties detailing their respectivefunctions. As an exercise
in this direction; laid
down herewith are, the duties & responsibilitiesof various
officers at Corporate
office & field, starting from chief General Manager
to Asst. Ensineer /

Addl. Asst Engineer(i.e.,SectionOfficer)andalsoSAO to AAOs. Theseduties

& responsibilitiesare basically as approvedand communicatedby erstwhile
A.P.S.E.Bduring 1997.
While the duties are exhaustivein nafureand constitutenormal functions
only, as per laid down rules; any requiredfunctions,as entrustedby respective
superiorofficers from time to time are also to be carried out, in addition to their
dutiesmentionedherein.
It is hoped,that the abovecompendiumwould resultin strongperformance
orientationin theconcernedcadres,throughbefferIndividualPerformanceandteam
work, resultingin OrganisationalDevelopmenl

tl/lil@
y2

(Y.GOPALA
MURTHY)
KRTSHNA
DIRECTOR
& MANAGING
CHAIRMAN

EASTERN POWER DISTRIBUTION COMPANY OF A.P I,INIITED

CORPORATE OFFICE :: VISAKHAPATNAM
ABSTRACT
of Officers prescribedfunctions-- guidelines
Estt. APEPDCL- Duties& Responsibilities
issued- Regarding

D a t e :0 1. 1 1. 2 0 0 3

) s.No. 183
E . O . O( C G M ( H R D ) M

ORDER:
interaliaby formachanges,
The PowerSectorRefornishaveresultedin Organisational
operationalefticiencyand
such as ours. In presentscerrario
tion of DistribulionConrpanies,
respclnsibilorientation,
comnrerciall'iabiiityhavcbccomebenchmarks,for betterperformance
ity and accountability,with an airnto further betterCustomerSewicc, overall.

2.

it hasbeenfelt necessary
to cletail
To enablcour ol'ficersto work towardsaboveobjectives,

cadres,dorvrtto sectiottofficcrlcvel.'fhe
of officcrsin.r,,arious
andresponsibilities
the dLrties
attaclieddocurnentis an cxercisein this direction.It rnaybe added,that this docuntentis a
as alreadyin vogueandnow collated
collectronof approvedjob tasks,systemsandprocedures
into a compendium,for readyrefbrence,clarity and sirnplifiedpolicy administration.Itt any
to carryout any tasksallottedin company'sinterestentrustedby concerned
caseresponsibility
restswith the individualofficer.
superiors,
3.

may ensLlre
that the attached
FunctionalHeadsin CorporateOfficei Circle in-charges,

documentis madeavailableto the respectivecadres,forthwith.

4.

This orderwould comeinto forcewith imrnediateeffect.

( By )RDER ANDrN THENAMEOF A.P.E.P.D

C.L)

U////ila/,4/^/
*
*_-__y

(Y.GOPALA
K R I S H N AM I J R IT I Y )
CFIAIRMAN& MANAGINGDIRECTOR

IN APEPDCL
OF OFFICERS
DUTIES& RESPONSIBILITIES
Para No

CONTENTS

Page No(s)

DUTIES& RESPONSIBILITIES
OF:

,'
v

_l;;i

12
.. ..21.
""_..
2.4
27

z9_*
'2.4

31
"-*i - i36
'r.7
9l
'/-i.

"-'Aniii:iuie-t
*
nrrrieiiiie-2

Annexure-'14

Guidelinesto calculatethe linelossesfor 11 KV & LT system

,4-.

?ie-t

.--,4!-?1

EASTERNPOWERDISTRIBUTIONCOMPANYOF A.P LTD

CORPORATEOFFICE :: vtsaxnaParNmn

OFFICERS AND THEIR DUTIES

I.

CHIEF GENERAI, N{ANAGER (OPERATION)

1.
The Chief GeneralManageris the Chief Executiveof the operationwing in
corporateoffice and is Chief Advisor to the Chairman& I\{anagingDirector in the
and achievcments
of the Company'sobjectives.The Chief GeneralManager
development
is responsiblefor effrcient,effective,integratedand economicalfunctioningof the
in the operationwing of DISCOM with regardto distribution,saleof power
organization
achievingreturnof assets,deploynentof man power,properutilizationof materiais,etc.,
as per policieslaid down by the DISCOM,keepingin view the long rangeobjectivesand
plans. The Chief GeneralManagcrshallco-ordinateflow of materialsto variouspointsin
the circlesunderhis control optimizinginvcntoryensuringefficientuseof materialsby
suitableplanning,indenting,rvatchingreceiptsand issues,deployman power to extract
maximumoutputaspor policieslaid down by DISCOM,ntaintainbestindustrialrelations
with the employees
by followingDISCOM'spoliciesin servicematters,welfaremeasures,
works
Engineersof tl-recirclesunderhis control,guide
of Supcrintcnding
Coordinatethe
to thetransmission,
distribution
themandcloselymonitorvariousactivitieswitli reference
'uvorks,
the consumer
for implementation
of CapitalInvestment
including-monitoring
of DSM mcasurcsregularly.
servicing,billing andrevenuecollection,andimplementation
2.

The areasto be coveredare :

of targetsin releaseof services,revenue
Saleof energyand achievenrents
reviewof stuck-upandbumt metersand
billing andcollectionof revenues,
with specialemphasison high valueservices.
ensuringpromptreplacement
includingdisReview and ensuringprompt and effectivedisconnections
for more
mantlingof serviceswhich arecontinuouslyunderdisconnection
per
per
clause
26.I0
B.P,Ms.No.151,
dt: 25.8.1993
andas
than3 monthsas
of TermsandConditionsof supply.

a)

ldentifyrng areawhere pilferageis prevalentand taking stepsto eradicate

the sameby arrangingcontinuousraids and prosecutingthe offenders.
Eitsuringreview of meterreadings,attendingto exceptionalson top priority
with specialemphasison high valueservices.
.

Drawing up a programmeand implementingit for quick realisationof

arrearsofrevenue.
Ensuringhundredpercentcollectionsof currentmonth demandraisedand
at least2o/oof the alrearsin eachERO per month.

b) Operationand maintenanceof 33 KV 11 KV, L.T Lines, Sub-stationsand

patrollingof lines
DistributionandPowerTransformers.Ensuringscheduled
patrolling
pre-monsoon
and special
inspections,
consequent
to tripping.
timely tree clearancesand rectificationof faults for total avoidanceof
breakdowns.All equipmentat all sub-stationsto be kept in trim condition
and properly maintainedas per schedules.Stationbatteriesalongwith all
protectivefeaturesare to be ensuredfor providing protectionto lines and
equipment.AuxiliariessuchasFans,Pumps,O.L.T.CGears,Compressors
(whereavailable)areto be in working conditionalways.Specialattentionto
be takenon earthingsystemin sub-stationand recordingofearth resistance
for every6 months.
c)

review of low voltagepockets,and peak readings

Systemimprovements,
reachedon linesandpowertransformersandmakingproposals,for enhancements,new sub-stations,
installationof capacitorbanksandAVBs etc. Also
proposalstowardsreductionin systemlossesareto be madekeepingsystem
configurationin view.

d)

works suchasminor andmajor extensions.

Construction

e)

Rural electrification
and urbanextensions.

andfollow up of repairsandalso
Constantreviewof failureof equipments
avoidance
of
failures.
to take stepstowards

s)

ConductDistrict-wise,Division-wise,Sub-Divisionwise, Section-wise,
energyaudit,arrive
11 KV feeder-wise,
and Distributiontransformer-wise
at line losses,and take remedialactionsto plug the sourcesof lossesand
reducethem.The guidelinesfor calculationof line lossesfor 1I KV & Uf
vide Memo.CMD/EPDCL/VSP/GM(EAy
systemhavebeencommunicated
videAnnexure14.
F. 42lD.No. 2665103
dt 13.9.03enclosed

h)

Procurementof decentralizedmaterialsfor works.

i)

Budgetingandbudgetarycontrol,compilationof accountsin the Zone, preaudit,Reviewof circleP & L Account,DivisionalProfit & LossA./cto control cost and increaserevenuefor the companyto meetthe TargetSet in.

i)

Implementingpolicies,objectivesand programmesset up by the DISCOM,

monitoringprogressthereon and reportingto DISCOM.

k)

See that accidentsare avoided by reviewing all casesand ensuringthat

remedialactionsaretaken.

r)

Review of IntemalAudit/StatutoryAudit/CAG Audit findingsin the operational andrevenueareasand evolvenecessaryactionto avoid/minimizethe

occurenceof suchsituation.

m) Marketing / Market developmentfor demandincreaseor new demandwith

proper stiategy,Strictly follow the guideiinesenunciatedin the tariff orderof
APERC and also follow the directives of regulator, which may be
communicatedfrom time to time.
n)

for electrificationofun electrifiedhabitations

Ensuringpreparationof estimates
and get it sanctionedby REC.

o) Drawing up a programmefor inspectionof exceptionalservicesgeneratedby

CAT.
p) Ensuringthat the performancestandardsasenvisagedin the Citizencharterare
implemented.
obsoleteand scrapmateriallayingin
q) Ensuringthe disposalof unserviceable,
the stores.
the releaseof new serviceswith in scheduletime.
r) Ensurir-rg
& publicby conductingmeetings
s) Ensuringproperinteractionwith consumers
constitutionwise &
people
representatives,
(both
LT & HT),
with consumers
wise meetings.Obtainfeedback for properplanningof works.
sub-station
of directivesissuedby APERC everyyear.
t) Ensuringimplementation
u) To over seeperformanceorientationactivitiesof employeesby emphasizing
on individual performancefor organizationalgrowth. To over seewelfare
policiesandtrainingactivitiesto developemployeemotivationandemployee
satisfaction.
in hisjurisdictionduringtheirinspections
v) To inspectall call centresestablished
in that area.

3.

In order to achievethe aboveobjectives,the following statutoryfunctionsare

prescribed.
a) Inspectionof Field Offices:
i)

Inspectionof eachcircleoffice oncein ayear.

ii)

Inspectionof anyoneDivisionOfficein eachcirclein a yearselectingsuboptimalperformingdivision.

iii)

Inspectionof any one sub-divisionoffrcein eachcirclein a yearselecting

sub-optimalperformingsub-division.

. . iv)

Inspectionof any one SectionOffice in eachdivision in a year in respect

lists,
of revier,v
of meterreadings,promptoperationof disconnection
maintenanceof distributiontransforrners,and power transformers,review
in intemrptionregisters,recordsof sen,ices,L.T. Layouts,accountingof
etc.
meters,DemandDrails,work orderclosingand fuseoficalls registers,

v)

lnspectionof ElectricityRevenueOffices: OneERO in eacirCircle in a year

(A criticalReviewof all activities).Monthly review at his Headquarters
of arrears,etc.
on demandVs. CollectionandClearance

vi)

of any section(s) his remarksto be sent

Criticalreviewof exceptionals
to DISCOMs.

vii)

of ECC &
The Chief Engineer/operation
shouldreviewthe performance
CSCsinvariablyduringhis inspections.

b)

Inspectionof SPM sheds: Oncein a year.

c)

Inspectionof District Stores:Oncein 6 monthsfor disposalof unserviceable

and obsoletematerialfor generalupkeepof storesand accountsetc.

d)

Inspectionof Sub-Station:
and othe
i) 33KV Sub-station,
whereverrepetitivefailureof PowerTransfonners
occurs.
majorequipment

e)

Review of meter reading registers:

L.T. High valueservicesand all Industrialservices: Oncein ayear
Half yearly.
:
H.T. Serviceswith a CMD of lessthan 1000KVA
:
H.T. serviceswith a CMD of 1000KVA and above
Quarterly.

Inspectionof H.T Services:

in mcteringincluding
i) Above4 MVA - Oncein a yearandwheneverabnormalities
failure of meteringequipmentarereported.
ii) Others: Wheneverrepetitivecomplaintsarereceived.

good perfolrnance:
4. Yard Sticks:The followingyardsticksareprescribedfor reasonably
'fransformors
:
a) Distribution
failures.

Reducingthe lailureratc
andgradually
by 2% per aru1um
reduceto a minimurnof 5olo.

b) L.T Revenuearrears

Lessthan 15 daysdenrand.

c) 33 KV breakdowns

One per yearper feeder.

d)

11 KV breakdowns

Not more than 4 per yearper feeder

e)

Equipmentfailures,capacitor
banks,Power Transformers,
Switch Gear

Nil

Stuck-upmetersat L.T Services

Not exceeding0.5% of total SCsat

any tlme.

g)

Burnt meters

Nil

h)

H.T Metering defects

To be rectified within 7 days.

i)

Sub-TransmissionLosses

15ohover anyearto startwith and

graduallyreducethereafterIo l2o/o

j)

Collectionof L.T Revenue

100%of currentdemandplus
2o/oof arrears.

k)

Collectionof H.T revenue

100%andno alrearsexceptthose
involvedin litigationand
installments.

5.

Generallydirectsand supervisesthe maintenanceof the distributionsystem,ensures

that adequatesuppliesof spareparts,replacementsand maintenancesuppliesare
procedures
andsupervises
theirapplicationto ensure
on hand,reviewsmaintenance
in accordance
with good
are
maintained
DISCOM's
system
components
that the
electricutiI ity practice.

6.

maintenanceand operating
Recommendsthroughbudgetscapital,replacement,
expendituresfor the efficient operationand maintenanceof the power system.
Managesthe implementationof budgetswhen approved.

7.

on mattersof policy and proceduresin

to managenrent
Makesrecommendations
connectionwith operationalmattersin the DISCOM.

8.

on mattersaffectingoperationsandconstructiotr.
Liaiseswith consultants

9.

necessaryfor the dispatch

Directsand generallysupervisesthe telecommunications
power
system.
and control of the

i0.

Directs the developmentand introductionof advancedsub-stationand line

trucks and hot
constructiontechnology,including the useof hydraulically-quipped
line techniques.

11.

Providesoperationalexpertisefor all partsof the DISCOM.

12. Assistsin labournegotiationsand humanresourcemattersas required.

II. CHIEF GENERAL MANAGER / HUMAN RESOURCES

is responsible
for directing
The Chief GeneralManager/ HumanResources
the humanresourcesand personneladministrationfunctionsof the DISCOM. He
would be reportingdirectly to the Board and Chairman& ManagingDirector,
below:
areas enumerated
Specificallyhis responsibilities
Human Resourcefunctionwith focuson
1. Responsiblefor building a professional
Development,careerplanning,skill buildingchangemanagement
HumanResources
functionsandresponsibilities.
initiativesapartfrom the existingadministrative
personnelandrnanpowerdevelopment
to approvedadnrinistration,
2. Ensureadherence
norrns,servicerules,regulatiousandpolicies.
o1'trainitrg
activities
of trainingnecdsandco-ordination
for identification
3. Responsible
includingmaintenance
& updateof trainingrecordsand stattstics.
basedwork cultureirrthc companythrough
for buildinga performancc
4. Responsible
of targetbasedappraisaland incentivescltcmes.
designand implementation
of properliesand assets.
5. Ensurethe properutilizationand safekeeping
6. Ensurethe proper maintenanceand updateof employeedatabaseand personnel
records.
7. Ensurethe performanceof the lollowing HumanResourcesfunctions:
.
.
o
o
o
o
o

Implementtermsandconditionsof senrice
Developmanpowerplansandprojectionsbasedon businessplan and inputs
from other departmentsin the company
Monitor recruitment,transfer,promotion, deputationand retirement of
employees.
Developreward/recognitionschemesand careerpaths.
Managecompensationof employeesand administeremployeebenefitsand
varioustypesof loans.
Ensuretheproperimplementationof applicablelabourlaws& standingorders
and disciplineregulations.
Conductof organizationstudiesand updateof organizationstructure.

job responsibilities
for all positions
for developingand implementing
8. Responsible
including the staffingpatterns.

of a comprehensive
andestablishment
9. Responsiblefor automatingtheHR processes
Human Resourcelnformation System(HzuS).
10. Responsiblefor maintainingharmoniousrelationsbetweenemployeesand
management.
for all courtrelatedmatters,litigationsin consultationwith legalexperts
I 1. Responsible
as per the relevantact.
12.Responsiblefor all protocolrelatedmattersand interactionwith unionsand union
leaders.
13.Responsiblefor the welfare lneasureslike Medical, Sports,Recreation,House
keepingetc.,
III. CHIEF GENERAL MANAGER/ P & M M
The Chief GeneralManageriP&MM is responsibleto ensurethe effective
of equipmentandsparesof theprojects,operation
procurement
andmaterialmanagement
would
He
be reportingdirectly to the concemedDirector
and maintenancefunctions.
andChairman& ManagingDirector. Specificallyhisresponsibilitiesareasenumerated
below:
L Responsiblefor ensuringavailabilityof materialfor meetingconstructionand
O & M targetsand preemptingshortages.
2. Responsiblefor ensuringthat materials,spares,equipmentand machineryare
procured,receivedand storedeffectively.
for storesandpurchaseactivity.
3. Responsible
for ensuringthat the processof issuingmaterialis smoothso that the
4. Responsible
materialreachesthe end userin time.
for developingand implementingeffectivepolicieson purchaseand
5. Responsible
procurementas well as materialand inventorymanagement.
6. Responsiblefor reviewing and monitoringthe grossmaterialbudget,
7. Responsiblefor developmentaltemativevendorsand suppiiersfor vital imported
spares.
8. Responsiblefor effective co-ordinationof transportand custom clearanceof
materials.
9. Responsiblefor ensuringthe properdisposalof scrap.

10.Responsiblefor proper inspectionand quality control of the incoming material.

11. Responsiblefor ensuringthe developmentof competencein techno-managerial
aneasof materialmanagementin accordancewith organizational
requirements.
IV. CHIEF GENERAL MANAGER / PROJECTS & PLANNING
The Chief GeneralManager/ Projects& Planningis responsiblefor the planning
and designof constructionprojects. He would be reportingdirectly to the concerned
Director and Chairmanand ManagingDirector.Specificallyhis responsibilitiesare as
enumeratedbelow:
1. Responsiblefor presentingthe annualestimatesof operationworks and capital
expenditureto the Board of Directors.
2. Ensurea balancedand well-plannedexpansionof the distributionsystemto meet
the growing load requirementsand effectiveutilization of power, throughproper
systemplanning.
3.

Primaryliaisonbetweenthe organization
andkey contractors.

4. Responsible
for ensuringeconomicaldesignof substations,
transfonners,
linesand
otherfacilitiesthat complywith the requisitequalityand safetystandards.
5. Responsible
for supervising
the construction
of substations
anddistributionlines
and installationof transformersaccordingto the approvcdbudgetancltime
schedule.
6. Responsible
for ensuringavailabilityof the requiredmaterialandpre emptingany
materialshortage.
7. Responsible
for ensuringperiodicmonitoringof the inventorylevelsandtheirproper
usageasper projectplans.
8. Responsible
for ensuringthat the safetyrulesandregulationsarestrictlyfollowed
at the projectsites.
9. Responsiblefor ensuringthe developmentof competencein techno-managerial
areasrelatedwith projectsin accordance
with organizational
requirements.
10. Responsiblefor calling Tendersfor constructionof capital works & finalise the
tenderswith in the schedule.
11. Responsiblefor sendingthe monthly progressreport,regularinstructionsetc.,on
the activitiesof projectwing.

thereview of loadforecastsandeconomicanalyses
12. Directsandgenerallysupervises
in orderto determineparametersfor power systemdesign.
of generaldesigncriteria,policies
the establishment
13. Directsandgenerallysupervises
and standardsfor engineeringand constructionprojectsand reviewsand approves
alternatives.
major designsand equipn-rent
projectsfor
and review of proposedengineering
14. Directsand generallysupervises
to designstandards.
cost/benefitconsiderationsand adherences
fbr approvalof
the selectionandrecommendation
15. Directsandgenerallysupervises
consultants.
proposalsof engineering
preparesandcirculates
16. In consultationwith theChief GeneralManageriExpenditure,
economic and financial parametersto be used throughoutthe DISCOM in the
estimationof customercontributionsand in the
evaluationof capitalinvestments,
purchaseof equipmentsuchas transformers.
e akes
1 7 . I n c o n s u l t a t i o nw i t h t h e C h i e f G e n e r a l M a n a g e r / E x p e n d i t u r m
to the concemedDirector on the guidelinesfor the preparation
recommendations
of the DISCOM's five year forecastsand annualcapitaland operatingbudgetsand
commentson the forecastsandbudgetswhenthey areissued.
with APTransco
of majoragreements
in thenegotiation
18. AssiststheDirector/Projects
of elcctricpower
andwith major customersfor thepurchaseandsale,respectively;
and energy.
V. CHIEF GENERAI, MANAGER / COMMERCIAI, & RAC
the
for overseeing
The Chief GeneralManger/ Commercial& RAC is responsible
for thetariffs,
of theorganization.He is responsible
commercialandregulatoryaspects
licensingandlegalcomplianceof the DISCON,{.He would be reportingdirectlyto the
his responsibilities
DirectorandChairman& ManagingDirector.Specifically
concerned
below:
areas enunterated
1. Respolsiblefor developing,managingandexecutingall commercialarrangements
within the company.
Corporation.
2. Primaryliasonbetweenthe APERC,GovemmentandTransmission
3. Responsiblefor providing APERC with regulatorycompliancereports and
representingthe companyin variousAPERC hearings.
4, Responsiblefor ensuringthat all the requirementsrelatedto the executionof the
power purchaseagreementwith the transmissionorganizationare met in a timely
manner.
5. Ensuringlicensingandlegalcompliancewith all conditionslaid down by APERC.

6. Responsible
for fixing the tariff ratesand filing asper the guidelinesof APERC.
L

Responsible
for reviewingthe modellicenses.

8. Responsiblefor ensuringthat all therequirementslike regularreporting,responding

to one-timequeries,etc.,relatingto the regulatoryaffairsare fulfilled in time.
9. Overseeingaccuratepower forecasting.
10.Responsible
for designingnleasures
to makeDISCOM moreefficientin responding
to regulatoryrequirements.
11. Responsiblefor proactivelyrnonitoringthe ensuringcomplianceof all theregulatory
requirements
placeon DISCOMs.
12. Responsiblefor ensuringthedevelopmentof competence
in techno-managerial
areas
relatedwith regulatoryaspectsin accordancewith organizationalrequirements.
VI. CHIEF GENERAI, MANAGER / EXPENDITURE
Chief GeneralManageri Expenditureis the Chief FinancialOfficerof the Corporation.
He is responsible
for analysinganddirectingthe Corporation'sfinancialandtax planning.
Advisesmanagement
in consultation
with theChiefGeneralManager,Planning& Projects
in long rangeplanningstudies.Directsand controlsthe raisingof lor-rgtenl fundedand
short term capital. Plans,recommendsand monitorscorporateaccountingand internal
controlsystems.AdvisestheHead,DistributionCorporation
on corporate
risk management
policies,co-ordinates
andcompilescapitalandoperatingbudgets.
1. In consultation
with the Chief GencralManager,Planning& Projects,analyses
and
directsfinancialand tax planning.
2. Directsthesettingof financialobjectivesandtheraisingof longtenn fundedcapital.
3. Introducesand fostersaccountabilityand a commercialapproachgenerally
throughoutthe Corporationandparticularlyin this Department.
4. Contactsthe Corporation'sunderwritersand the hnancialconununityas required,
interpretsfinancialmarketrepoftsandrespondsto externalinquiriesfrom financial
analysis,ratingagencies,
banksandtrustcompaniesas a Corporaterepresentative.
5. Directs the raising of short term funded capital and negotiatesterms for such
borrowing.
6. Directsthepurchaseof securities
or otherexpenditures
for sinkingfund purchases.
policiesfor andmonitorsthe cashmanagement
7. Establishes
system.
8. Reviewsandrecommends
to the Head,DistributionCorporationimprovements
to
internalcontrol systemsand internalaudit practices.
9. Providesfunctionaldirectionto the accountingsectionsto ensurethe excellence
of
the Corporation'sfinancialreportingand compilationof financial datafor internal
and pubiishedreportsand their review beforerelease.

10

10.Directs and supervisesthe establishmentand maintenanceof management

information systemsand coordinatesthe purchaseand control of electronicdata
processing
equipment.
11. Ensuresthat all appropriategovernnrentreportsincluding tax retutnsare filed and
keepsmanagementir-rformedof pertinentchangesin this area.
12. Ensuresthat all financialbooks ofrecord arekept in safekeepingand arrangesfor
theirretentionanddestructionin accordance
withprescribedgovemmentregulations
and Corporatepolicy.
i3. Preparesevidenceand representsthe Corporationat regulatoryhearingsinvolving
tax, accounting,ratebaseand rateofreturn.
policy is implementedthrough
14.Ensuresthat the Corporation'srisk management
goodoperatingpracticesand the maintenance
insurancepolicies.
of the necessary
In consultationwith Corporation'sconsultants,
the CGM I Expr prepares,issues
Directstheprocessing
awardsof tendersfor insurance
coverages.
andrecommends
of insurance
claims.
15. In consultationwith the Chief GeneralManager,Planning& Projectsmakes
recommendations
to the Head, Distribution Corporationon the guidelinesfor
preparation
of theCorporation's
five yearforecasts
andannualcapitalandoperating
budgets,coordinates,compilesand commentson the Corporation'scapital and
operatingbudgetsto the Head,DistributionCorporation.
andhumanresourcemattersas required.
16.Assistsin labournegotiations
17.Acts as Director/ FinanceDistributionCorporationin his absenceif andwhen so
assigned.
18.Ensurethatthe informationrequiredfor ARR filing beforeAPERC is fumishedto
Chief GeneralManager/ RAC within the targetdate.
for the Company& alsofor theDivisionsandput
19.PrepareProfit & LossStatement
up to the Chairman& ManagingDirector of the DISCOM.
20. EnsureI00% revenuecollectionagainstdemand&.2% alrearsarecollectedevery
month.
21. Ensurethat the instructionscontainedin Chairman/APSEB/Hyd/TS/Meetings/
D.No.35ll97, dated22-12-97are strictlyfollowedby the Asst.AccountsOfficer/
In-chargeof ERO.
22. Responsible
for ensuringthe accountingof revenueandbusinessprocedureof the
of DISCOM and
Corporation and desired to safeguardgf money and p1_op_erty

11

VU. SUPERINTENDING ENGINEER ( OPERATION )

1.

The administrationof an Electricity Supply Systemin a district will be underthe

chargeof a SuperintendingEngineer. The SuperintendingEngineeris responsibleto the
Chief Engineerfor the administrationand generalprofessionalcontrol of the entiresystem
and of the officers of the DISCOM sub-ordinateto him. He is also responsiblefor the
efficient managementof the undertakingas a commercialconcernand in accordancewith
thecommercialpolicy laid down by the DISCOM. He will be responsiblefor thecommercial
propagandaand all other work carried out in the interestsof popularizing the energy
conservationprogramme.
2.

Recording of plans and drawings: The Superintending

Engineerof the System
shallkeepon recordin his office. The following plansor suchor them as arerequiredin his
system:
a)

Copiesof all standardplansofbuildings,completedplans,sectionsandelevations

of everybuilding underhis charge,the boundariesof the groundattachedto any
buildingsbeingdistinctlyshown.

b)

Detaileddrawingsincludingfoundations,wherepracticable,of all othercivil

works in the systemas actually completedand the boundariesof the ground
attachedto suchworks.

3.

The SuperintendingEngineeris empoweredto order transfersof Engineering

Establishment
uptothecadreof AssistantDivisionalEngineersandprovincialEstablishment
uptothecadreof JuniorAccountsofficerswith in hisjurisdiction.T h e S u p e r i n t e n d i n g
Engineer willhave full powers towards punishments to 'O&M' or
constructionestablishmentfor whom he is the appointingauthority. The Superintending
Engineeris alsocompetentto awardpunishmentsto O&M or constructionestablishment
to
whom the Divisional Engineer is appointing authority, if SuperintendingEngineerhas
finalized the enquiryreportof Divisional Engineer/Enquiries.He shall also exercisesuch
powersover the provincial staff as delegatedto him underthe Statutoryrules.
4.

He will review the registersof frnancialirregularitiesand commercialwork done

andwill bring to the notice,the casesof incompetence
or otherdisqualificationfor public

duties and in like mannerall instancesof extraordinaryzeal and ability. He will further
exercisesuchpowersof punishment,promotion,and control as areconferredon him under
the statutoryrules.
5.

A registerof incumbentsof chargesshallbe maintainedin the Circle Office showing

the periodof incumbencyof eachDISCOM offrcersor Accountsestablishment.
The

t2

Divisional Engineershall maintainsimilar incumbencyregistersin their offices in respect

of their subordinateexecutivestaff.
6. a) On assumingcharge,everyofficer shallmakeit his businessto acquainthimselfwith
the works andthe specialfeaturesof the itemsin his charge.The officer shallcount,weight
or measureselectedstoresin orderto testthe accuracyof their accountsandshouldminutely
examinetheworks in progtessasto their quality andasto their accordancewith the sanctioned
plans and estimates.He shall further to throughthe books,registersand ledgeraccounts
and report on any arrearsor confusionthat may come to his notice. The above are the
generalinstructionsrelatingto the functionsof eachofficer. If the relievingofficer fails to
bring to the notice of his superiorwith in a reasonableperiod (say, three months) any
deficiencyor defectin work, storesaccounts,etc.,taken over,he will be held responsible
for the sameso far as he was in a positionto ascertainit.
b) The relievedofficer shouldgive the relievingofftcer a memorandumshowingall the
works in hand,the ordersremainingto be compiledwith, andmatterof importancerelating
loadandotheritemsin his charge.All matterswhich particularly
to operation,maintenance,
requirethe attentionof the relievingofficer shouldbe detailedwith full explanationof any
peculiarity.
c) An offlrcermustnot delaymakingover chargeafterarrivalof the relievingofficer;
nor must he, without the permissionof his immediatesuperiorofficer, leave the station
beforethe arrivalof his successor.The relievingofficerwill takeup the expenditureof cash
and storesfrom and for the first day of the month during which the relief took place,and
submitthe next monthly accountsin the samemanneras if he hasbeenin chargeduring the
whole month. But the relieved officer remains responsiblethat proper explanationis
forthcomingfor transactionsduring his incumbency.
d) Wheneverthe transferof chargeis prolongedso that two DISCOM servantsmay
(SeeAudit
for the sameappointments
be entitledto drawpay andallowancessimultaneously
instructionsunder FundarnentalRule 107) the SuperintendingEngineershould intimate
to the DISCOM if the time takenis reasonableand the relievingofficer maybe considered
as on duty for the period. If, however,the SuperintendingEngineerconsidersthe time
taken in making over and receivingchargeto be excessive,the relieving officer must be
treatedas if he were on leaveor on joining time, etc.,asthe casemaybe, for asmuch of the
time as may be regardedas excessive.
In the caseof an executivechargebecomingvacantby the deathor suddendeparture
of the officer in-charge,the next seniorofficer of the DISCOM shouldassumechargeand
proceedwith the normal work.
IJ

(e) It is an objectof greatimportanceto secureasfar aspossiblecontinuityin procedure

or practice in regard to casesand mattets actually under settlementand to this end the
SuperintendingEngineerand Accounts Officer should make specialmention about such
mattersin their notesto successors.
N.B.: Forms of questionnaireshall be drawn up and issuedwith the approvalof the
SuperintendingEngineersfor guidanceof offrcerspreparingtransfernotes.
They should be merely taken as indicating the generallines on which transfernotes
shouldbe preparedand shouldnot be considered
to be exhaustive.
7.

It is the duty of the Superintending

Engineerto inspectthe importantworks in his

area,to satisfyhimselfthat the systemof management

is efficientandeconomicalandthat
the instructionsof the financialbranchasregardsworks, operation,stockand accountsare
strictlyobservedandthattheexecutiveandadministrative
work of thesystemis satisfactorily
performed.
8.

He shall satisfyhimself that the staffemployed(Provincialaswell asu'ork charged)

is actually necessaryand adequate.He will exerciseconcurrentcontrol with the Senior

AccountsOfficer and ensurethat the subordinateofficerswatch carefullythe expenditure
on works,operationandmaintenance
growthof loadandsalesof electricalenergy
expenses,
in the areaundertheir control.
9.

When submittingto the Chief Engineerany report, design or estimate,the

SuperintendingEngineerwill invariably statehis own opinion and recommendation.
10.

He is responsibleforthe engineeringfeaturesof designand the ratesin estimates

preparedor sanctionedby him.
11.

The SuperintendingEngineeris responsiblefor reportingwithout delay the

probabilityof anyexcessoverestimatesnot within his powersof sanctionandshouldarrange
for prompt revision of the estimateswhenevernecessary.
12.

In all accidentcasesthe Superintending

Engineerhasto criticallyanalysethedetailed

investigationreportssubmittedby the Divisional Engineer/Assistant

Divisional Engineer
and furnish his specific remarks discussingremedial measuresto be taken both
administrativelyand technicallyin order to preventreoccurenceof such accidentsalong
with compensationproposals,if any within 30 days from the date of accidents.The
SuperintendingEngineershouldimmediatelyreportto the Chief Engineerany seriousloss
of immovableproperlycausedby anyaccidentor unusualoccurrencewithin hisjurisdiction,
and ensurecomplianceof IE Ruleswhereverdeficiencies
arenoticed.
L4

Immediatelyafler work is finished the SuperintendingEngineerwill arrangeto

closeits accountandpreparethecompletionreportifrequiredby therules. In this comection
it will be his duty to seethat the works arenot protractedbeyonda reasonabletime and the
13.

completionreportsarenot unduly delayed.

The SuperintendingEngineerwill be in generalchargeof the purchaseof stores
and their disposalwithin his limits of his powersand subjectto storespurchasentles and
14.

instructionsissuedfrom time to time.

All intemrptionsof largeworks in progressor seriousstoppageto Electricalpower
Engineersaccording
serviceshouldbe reportedto theChief Engineerby the Superintending
to the orderswhich may be issuedby the Chief Engineerfrom time to time, the causesand
15..

probabledurationsof serviceintemrptionbeing duly explained.

While the SeniorAccountsOfficer of the circlewill be responsiblefor the direct
supervisionof all accountingwork relating to the undertakingand for all receiptsand
disbursements,anddirectchargeof theoperatingandrevenueaccountsof the undertaking.
Engineerwill retainhis generalresponsibilityfor the financialresults
The Superintending
shown and will exercisegeneralsupervisionover the SeniorAccountsOff,rcerswork in
16.

relationto them. The SeniorAccountsOfficerwill alsoact as a FinancialAdviserto the

Engirrccr.
Superintending
Engineershouldgeneraliysuperviseartdcontrol thc comcct
The Superintending
or collcctcclin thc clcctricsystem
of suchrevenueasis asscssed
andrealization
assessment
includingthe revenuedue to the Govcrnmctrt.Thc Scnior AccoutttsOfllcer will be
17.

and collcclionof thc rcvenucanclshallrttritttain

for the detailedassessment
responsible
suchrecordsand accountsfor the purposeasmay be prescribcd.
Engineerwill decideall casesof doubt involving
Note:-The Superintending
technicalinterpretationin the matter of billing for energysupplied. lf the
decisioninvolvesa deviationfrom any rule prescribedby DISCOM, orders
of the competentauthorityshouldbe taken. When meteringis in dispute,
with theprovisionsof the
however,the casewill be dealtwith in accordance
termsand conditionsof supplynotifiedby the DISCOM from time to time.
The formationof the accountsand revenueoffrce or the Circle office and the
controllingorganisationof the systemis intendedfor intensiveandeffectiveinternalcontrol
and to relievethe SuperintendingEngineerof the bulk of the accounts,revenueand allied
help andadvicefor the financialadministrationof
financialwork, giving him the necessary
the system.The SuperintendingEngineeris howeverresponsiblefor seeingthat the work
of the Circle office is efficientlyperformedand controlledby the SeniorAccountsOfficer
18.

and that the field officersobservethe instructionspromptly.

i5

19.
He shall personallyreview the monthly Financialprogressreportson the operation
of the various undertakingsand will comment on any marked variation in revenuesand in
operationor maintenance
expenses.
In additionhe shouldensuretimely collectionof service
line charges/development
chargesfrom the consumers/authorities
responsiblefor payment
for suchworks.
20.
The SeniorAccountsOfficer and the SuperintendingEngineershouldassisteach
otherin renderingthe managementof departmentalaccountsasperfectaspossible.To this
end, during inspections,the SuperintendingEngineeror the SeniorAccountsOfficer will
examinethe registersand other accountand measurement
books,the mode of preparation
of estimates,Contractor'saccountsand agreements,the systemof recordingplans and
papersand office work generally. He is expectedto communicatefreely and personally
with his officersand to advisethem in the performanceof their duties.
21.
The Superintending
EngineershallreviewMeterReadingRegistersofthe following
categoryof servicesand shall take immediateactionto safeguardthe DISCOM revenues.

i)

L.T Services(which arenot high value)

C a t .I I , I & V I I

Annually eachsection

L.T high value servicesand all industrial

services

Half yearly

ii i)

H.T serviceswith a CMD of lessthan

lOOOKVA

Quarterlyand checkreadings
for 10 servicesper month.

iv)

H.T Serviceswith a cMD of i000 KVA

and above

Checkreadingsfor all services

in one year.

ii)

22.
The Superintending
Engineershallreviewthe following exceptionreportsgenerated
the
by
PrivateAccountingAgency/In-house
computer,CAT cell. if the serviceis repeated
more thanthreetimes in a yearand shalltakeappropriateactionto safeguardthe DISCOM
revenues.
a)
b)
c)
d)
e)

s)
h)
i)

Disconnectedservicesshowingprogressivereadings.
Negativereadings.
Meter stuckup (H.T and L.T).
Meter burnt.
Servicesnot existing(HV).
Meter changes.
Low PF in caseof H.T services.
Maximum demandlow or high in caseof H.T Services.
Un metereddue to CTIPT or meterdefectsin H.T Services.

16

The SuperintendingEngineershall ensurethat the servicesunder disconnection

23,
for more than 3 monthsaredismantledafter due procedure'
The SuperintendingEngineershould conduct district wise, division wise, sub24.
division wise, sectionwise, 11KV feederwise, and distributiontransformerwise, energy
audit, arrive at line lossesand take remedial actionsto plug the sourcesof lossesand
reducethem.
Inspection of Offices and other than his office
a) lnspectionof eachdivision offrce .. Once in a year
b) lnspectionof ElectricityRevenueOffices .. One ERO per month
c) Inspectionof SPM sheds .. Oncein six months
d) lnspectionof 33/11KV sub-stations.. Oncein a year
e) Inspectionof District Stores... Oncein threemonths
f) lnspectionof H.T. serviceswith CMD of

i) above1000KVA & upto4 :

MVA

Oncein ayear and whenever

abnormalitiesin meteringincluding
are
lailureof meteringequipment
reported.

ii) Others

Wheneverrepetitivecomplaintsare
received.

The areasto be coveredare:

?(

(a) Administration: The officesof the AssistantDivisional Engineersandthe

SectionOfficers will be inspectedby the SuperintendingEngineeras and when
convenientand the office of the Divisional ElectricalEngineerswill be inspectednot
lessthan once a year. He will inspectedwhetherthe severalregistersand returnsare
properlymaintained,whethertheprogressreports,intemrptionreportsandloadrecord
statementsare concuffentlywritten up and whetherthe Divisional Engineersand the
Asst.DivisionalEngineersareexercisingtheir checksefficientlyanddischargingtheir
duties satisfactorily.He will further seethat the storesare properly maintainedand
obsoletematerialsarenot over stored,that not more thanthe requiredsparesandtools
andplant arekept in.

t7

(b) Technical & Commercial: He will seethat the distribution chartsand

plans and sketchesof the transmissionlines and sub-stationsand other buildings are
properly maintained;that the executionof operation,maintenanceand construction
works are properly executedas per approveddesignand plans: that intemrptionsare
properlyremediedand that the sub-stationsand equipmentsarewell maintained.
He will further see that the supply to HT consumersis well attendedto; that their
maximum demands,meteringarrangements
areall well inspectedperiodicallyandthat
importanttechnicalmattersarepromptly attendedto by the Asst.Divisional Engineers
and the Divisional Ensineers.
(c) Financial: From the commercialpoint of view, the financialaspectof the
undertaking is most important. The SuperintendingEngineershouldcheck,wherever
he considernecessarythe following points during his inspections:
That the HT power consumersservicesare periodically inspectedby the Assistant
Divisional Engineersandthe DivisionalEngineersto ensurecorrectrecordingof meters
so that loss of revenuemaynot occur; that the maintenancestaffand expenditureare
kept at the minimum that the collections(whereverattachedto sections)are properly
watchedthat the initial recordof accounts,work ordersare regularlymaintainedthat
the imprest accounts are correctlymaintainedand renderedto the Circle/Divisional
Office; that no unauthorizedworks, thoughin the interestof service,areexecutedthat
the accountsretums are periodicallyand correctlyrenderedthat measurementbooks
andotherinitial recordsareproperlymaintainedandwork ordersclosedasexpeditiously
aspossible.He shouldfrirthercheckat leasta few itemsof storeswheneverconvenient
and ensurethat the bin cards,ledgersetc.,are concurrentlypostedand the quantitative
balancesagree.
(d) Saleof energyand achievements
of targetsin releaseof services,revenue
billing and collectionof revenues,Review of stuck-upand burnt metersand ensuring
promptreplacement
with specialemphasison high valueservices.Reviewandensuring
prompt and effectivedisconnectionsincluding dismantlingof serviceswhich are
continuouslyunderdisconnection
for more than 3 monthsas per B.P.Ms.No.151,dt:
25.8.1993and asper clause26.10of Termsand Conditionsof supply.
Identifying area where pilferage is prevalent and taking steps to
eradicatethe sameby arrangingcontinuousraidsandprosecutingthe offenders.
Ensuringreview of meterreadings,attendingto exceptionalson top priority with
specialemphasison high value services.
Drawing up a programmeand implementingit for quick realisationof arrearsof
revenue.
Ensuringhundredpercentcollectionsof current month demandraisedand at
least2Yoof the arrearsin eachERO per month.
(e)
Operationandmaintenance
of 33 KV 11KV L.T Lines,Sub-stations,
andDistributionandPowerTransformers.Ensuringscheduledpatrollingof lines
and

18

specialpatrolling consequentto tripping, pre-monsooninspections,timely tree

andrectificationof faultsfor total avoidanceof breakdowns.All equipment
clearances
to be kept in trim conditionandproperlymaintainedasper schedules.
at all sub-stations
Stationbatteriesalong with all protectivefeaturesare to be ensuredfor providing
protectionto lines and equipment.Auxiliaries suchas Fans,Pumps,O.L.T.C Gears,
Compressors(whereavailable)areto be in working condition always.
(0 Systemimprovements,Review of low voltage pockets,and peak readings
new
reachedon lines andpowertransformersandmakingproposals,for enhancements,
proposals
towards
sub-stations,installationof capacitorbanks and AVBs etc. Also
in
view.
configuration
system
to
be
made
keeping
reductionin systemlossesare
(g)

Constructionworks suchas minor and major extensions.

(h)

Rural electrificationand urbanextensions.

(i)

Constantreview of failure of equipmentsand follow up of repairsand

alsoto take stepstowardsavoidanceof failures.

0)

11
ConductDistrict-wise,Division-wise,sub-divisionwise, section-wise,
KV feeder-wise,and DistributionTransformer-wiseenergyaudit, arrive at
line losses,andtakeremedialactionsto plug the sourcesof lossesandreduce
them.The guidelinesfor calculationof line lossesfor 11KV & LT system
IGM(FA)lF.42l
vide MemoNo. CN{d/EPDCLA/SP
havebeencommunicated
videAnnexure14
dt 13.9.03enclosed
D.No. 2665103

(k)

materialsfor works.
Procurementof decentrahzed

(l)

Budgetingand budgetarycontrol,compilationof accountsin the circle,

pre-audit.Review of circle P & L Account,Divisional Profit & LossA/c
to controlcostand increaserevenuefor the companyto meetthe TargetSet
in.

(m)

setup by theDISCOM,
policies,objectivesandprogrammes
Implementing
monitoringprogressthereon andreportingto DISCOM.

(n)

Seethat accidentsare avoidedby reviewing all casesand ensuring that

remedialactionsaretaken.

(o)

Review of InternalAudit/StatutoryAudit/CAG Audit findingsin the

actionto avoid/minimize
operationalandrevenueareasandevolvenecessary
the occurrenceof suchsituation.

(p)

Marketing/ Market developmentfor demandincreaseor new demandwith

proper strategy.

t9

(q)

Ensuringpreparationof estimatesfor electrificationof un electrified

habitationsand get it sanctionedby REC.

(r)

Ensuringthe releaseof new serviceswith in scheduletime.

(s)

Ensuringpreparationof estimatesfor electrificationof un electrified

habitationsand get it sanctionedbv REC.

(t)

Drawing up a programme for inspection of exceptionalservices

generatedby CAT.

(u)

ConductingCirclewise,Division wise,Sub-Divisionwise,Sectionwise
P & L statementsevery month and take remedialaction to plug the
revenuelosses.

(v)

Ensuringthat the performancestandardsas envisagedin the citizen

charterare implemented.

(w)

Ensuringdisposalof unserviceableabsoluteand scrapmateriallying

in the stores.

(")

Ensuringthe releaseof new serviceswith in scheduletime.

0)

(r)

Ensuringproperinter actionwith consumers& public by conducting

meetingswith consumers(both Uf & HT), people representatives,
constituencymeetings,sub-stationwise meetings. Obtain feed back
for properplanningof works.
Ensuringimplementationof directivesissuedby APERC everyyear.

(aa)#,"ffi
:3ffi
ffi ,1?:1l,"J,llT:
:l;:'::,11'.T:lJ:ff1'iTff
carriedout for employeemotivationand satisfaction.
(ab)

To inspectall call centresestablishedin his jurisdiction once in a

month and initiate stringentaction againstdefaulters.

26. The SuperintendingEngineeris responsibleto keep sufficientno. of healthyDTRs

in his headquartersfor replacementof failed DTRs. He shouldaffangetransportand
erectionof the DTRs at the cost of DISCOM only and shouldnot allow the consumerto
incur expenditurein this account. He shouldensurethat all failed DTRs arereplaced
afterthroughinspectionof connectedLI lines and DTRs structuresand rectify the
defectsbeforereplacingsick units. All the failed DTRs areto be replacedin urbanareas
with in I2 hoursand rural areaswith in 24 hours.

20

27.The SuperintendingEngineershould interact and obtain feed back from the

consumerson replacementof failed DTRs like whetherthe transforrnersarebeing
replacedwith in resolvedtime and the expenditurein replacingfailed DTRs being
incurred by any farmers/consumers.
VIII. SENIOR ACCOUNTS OFFICER
The Senior Accounts officer will work under the overall supervisionof the
Engineer.He will havecompletecontrolover the expenditureandrevenue
Superintending
branchesof the accountsorganizationof the circle. He will functionasa FinancialAdviser
to the SuperintendingEngineer,both in Revenueand Expendituremattersand assistthe
SuperintendingEngineer,to ensurethe efficientworking of the circle organization.
1.

The SeniorAccountsOfficer,Circle Offrce is responsiblefor:

a)

Preparationof Revenueand CapitalBudgetsof the Circle.

b)

Efficient RevenueAdministrationand control over expenditure.

c)

Accountabilityfor the total revenueand expenditure.

d)

Monitoring the performanceof both capitaland O & M expenditure'

e)

Compilationof Accounts including annual accountsin the circle in

accordance with the Accounting Standardsissuedby the Institute of
CharteredAccountants of India and the requirementof A.P. Regulatory
Commission.
Preparationof circle Profit & LossAccount as a Businessunit and
ensureDivisional Profit & LossAccount andreview of the sameon
monthly basisto control cost and increaserevuefor the companyto meet
the ARR targetset in by the Commission.
Ensureall taxesand leviesof State/CentralGovernment areproperlyand
accuratelyrecoveredfrom the Contractors/ Serrrice Providers/ Suppliers
/ Employeesasthe casemaybe anddepositedto the Governmentexchequer
within the stipulatedtime frame.

Int

Take appropriateaction on the findings of Internal Audit/Statutory Audit /

C.A.G Audit to avoid occurrenceof suchsituationin future'

21

i)

Reportthrough SuperintendingEngineer,OperationCircle on exceptional

item/eventsof concernhaving current/futurefinancial impact to the
Managementof the companyon monthlybasis.

j)

EnsureAssetsRegistersaremaintainedwith particularsin Circle/Divisional

Officersfor all movableaswell asimmovableAssets.A physicalverification
is also carriedout of the movableassetson appropriatemanneron yearly
basis. It is necessaryto take appropriateactionas per procedureofthe
broughtout in thephysicalverification
companyto dealwith anydiscrepancy

k)

l)

(m)

PrepareCash Flow for the circleson monthly/quarlerly/half-yearlyl

yearly basiswith actualand comparewith the forecastCashFlow
to control deviationsand improve cashmanagement.
Monthly reviewof collectionagainstServiceline Charges/Development
authoritiesfor the work
chargesrealizablefrom the consumers/appropriate
done/ in progress.

EXPENDITURE :
i)

For the correctmaintenanceof accountsand renderingmonthly accounts

promptly to Corporateoffice

ii) For the prompt submissionof all financialretumsto Director/Financeunder

his signature,particularlyexpenditureschedule,Financialprogressreportsand
DCB Statements.
i i i ) T h e S r . A c c o u n t sO f f i c e r w i l l c h e c k a n d p a s sa l l p a y m e n t se x c e e d i n g
Rs.30,000/-.
vi) While theAccountsOfficer (Expr.)will draw chequesuptoRs.50,000/-cheques
wili be signedby the SeniorAccountsOfficerwithout limit
aboveRs.50,000/Engineerfrom the responsibilityof passingbills
relievingthe Superintending
and drawing cheques.
v) The Senior Accounts Officer will have overall control over all branchesof
accountsof the circle(viz). Revenue,expenditureincludingstoresaccounts.
(n)

REVENUE:
i)

ii)

andprompt
for correctassessment
The SeniorAccountsOfficeris responsible
realisationof revenuesof the circle. He shouldpay specialattentionfor
applicationof correcttariff ratesto all serviceswith a view to eliminate
shortbilling etc.,by anangingeffectiveinternalchecks.He shouldalrange
to obtain meter readingregisters,test reportspromptly from the field and
arrangefor issueof CurrentConsumptionbills on due datesandensurethat
all servicesarebilled without default.
He shouldensurethat H.T bills areissuedby 26't'ofthe month for 1 MVA
and aboveand on 1" of succeedinsmonth for below 1 MVA services.A

22

monthlyreturnof bills issuedshallbe submittedto Chief GeneralManager

(E & A).

(o)

iii)

He will review all casesof arrearsoutstandingfor more than one month in

the caseof H.T. He will review consumptionof H.T consumersmonthly
with referenceto test reports,changeof meter,connectedloadsand additional loads,etc. and more than two monthsin the caseof L.T Services.

iv)

He should arrangefor the review of all casesof inadequacyof consumption

depositsand arrangefor their prompt collections.

v)

casesfor expediting
He shouldarrangefor the review of all disputed"/court
final decision

INSPECTIONS:
and
The SeniorAccountsOfficer will inspectthe Division Offices/Sub-Divisions
Sectionsand ElectricityRevenueOfficesasbelow.
i)

Division Offices
(Only in the caseof Divisions
where accountsaremaintained)

twice in a year

ii)

Sub-Divisionand SectionOffices

once ln ayear

iii)

ElectricityRevenueOffi ces

one ERO per month

During the courseof inspectionshe shouldcheckwhetherthe accountsandrecords

are maintainedon proper lines,payingparticularattentionto the maintenanceof
storesaccounts.
Copiesof Inspectionreportsshouldbe sentto the SuperintendingEngineer/Chief
GeneralManager(Expenditure)specificallypointingout gravefinancialirregularities and lapsesand suggeststepsto be taken for early regularizationoflapses and
irregularities.

(p)

POWERS:
The SeniorAccountsOfficer will have overall control of the Accountspersonnel
in the circle. He will be the countersigningauthorityfor the tour and transferT.A
bills of AssistantAccountsOfficer and AccountsOfficer. He will submithis tour
programmesand T.A bills to SuperintendingEngineerfor approvaland counter
signature.He will be the reportingofficer in respectof Annual Appraisal Reports
of AccountsOfficer and Asst. AccountsOfficer.
The SeniorAccountsOfficer may purchasestationeryarticlesnot exceedingRs.50/
- in eachcaseand incur contingentexpenditurenot exceedingRs.25l-at a time.

23

(q)

GENERAL:

i) The SeniorAccountsOfficer will be responsiblefor the reconciliationof all remittances(Revenueand Expenditure)madeinto the branchesof the banks. He will
alsoreconcilethe chequesdrawnby himself andby othersof the circle.He should
obtain necessarystatementsfrom the banksdaily and ensurethat all chequesand
DDs receivedare brought to account. He should pay specialattentionto audit
objection,inspectionreportsof Accountant Generaland InternalAudit and arrangefor their clearancevery promptly.

ii) The SeniorAccountsOfhcer shouldreview the initial accountsof the field and
ensuretheir correctmaintenanceandwill watchthe timely closingof work orders.
He will also be responsiblefor preparationof the annualaccountsin accordance
of the instituteof Charwith the Company'sAccountingpoliciesand Standards
at Circle level andthe
Regulatory
Commission
teredAccountantsof lndia andthe
prompt submissionto Audit to Head Quarlers.
ii i) The SeniorAccountsOfficer shouldgive prompt attentionto consumers'complaints and arange for prompt action.

iv) The SeniorAccountsOfficer shouldalrangefor timely supplyof adequate quantities of forms,stationeryledgers,registers,receiptbooks,meterreadingregisters

etc..to all oflices.
v) The Senior Accounts Officer i s responsiblefor seeingthat the accountsof the
systemarenot allowedto fall in alTears.
IX. ACCOUNTS OFFICER OXPENDITURE)
of all
for the reconciliation
is alsoresponsible
The AccountsOfficer(expenditure)
remittances(RevenueandExpenditure)madeinto thebranchesof the banks. He will also
reconcilethe chequesdrawn by himself and by othersof the circle. He should obtain
necessarystatementsfrom the banksdaily and ensurethat all chequesand DDs received
are brought to account. He should pay specialattentionto audit objection,inspection
reports of Accountant Generaland lnternal audit and affangefor their clearancevery
promptly.
l.

of the ElectricityDistributionCompany
As a commercialconcem,thetransactions
demandan effectivesystemof internaladministrativecheckconductedby an Officer of the Circle Office with an intimateknowledgeof its working andwith better
informationthanthatwhich canbe derivedfrom merecompiledaccountsanddocuments. The AccountsOfficer(Expr.)is therefore,appointedin the Circle Offlrce
for controlling accounts.

The AccountsOfficer (Expr.) shall be with sound experienceof the accountsand

administrativeoffice control.
.,^

3.

4.

The AccountsOfficer (Expr.)will be responsiblefor the direct supervisionof all

accountingwork relatingto the undertakingand for all receiptsand disbursements.
He will be in entireand direct chargeof expenditureof the undertaking.
His main functionsarebroadly classifiedbelow:Engineer'
a) Financialadviserto the Superintending
of
the
Circle Office Establishment.
b) Accountingand disbursingofficer
c) Officer in chargeof the intemalchecksof financialtransactionsincorporatedin
the accounts.

f.

Accounts Officer(Expr.)while being under the administrativecontrol of the

Engineerrendersaccountsto the Chief GeneralManager(Expr.&
Superintending
A/cs) through the SuperintendingEngineer and should act on Chief General
Manager(Expr.& A/cs) instructionsin all Audit andAccountsmattersin so far as
they do not interferewith commercialaccounts,andprinciples. He shallhavethe
statusand the generalpowersof an AssistantDivisional Engineerin addition to
othersapprovedby competentauthority.

6.

He will have full administrativecontrol over the Circle Office Accounts.

7.

The dutiesof the AccountsOfficer (Expr.) will be :

(a)

to superviseand be responsiblefor the maintenanceof financial accounts,

cost accountsas per costAudit Rules,and other statisticaldata,other than
purely technical,requiredby the DISCOM.

(b)

to supervisethe office routine,generallyand be the financialadviserto the

SuperintendingEngineerin all mattersaffectingthe system.

(c)

to supervisethe work of the priced accountsof storesmaintained.He will

checkthe stockaccountsincludingphysicalverificationof storeswherever
convenientand call for and deal with any excessesor deficits brought to
light during the annual stocktaking.

(d)

to assistand co-operatewith the field officers (Divisional Engineers)in

tracingandrectificationof all wastagesandleakagesincludingthosearising
or negligenceor oversightandreporton all suchitems
from mismanagement
to the SuperintendingEngineer.

(e)

to takechargeofbudgetarycontrolincludingthepreparationof thebudgets,
enquiryresulting
their reconciliationwith actualresultsandany subsequent
therefrom.

(0

to seethat soundfinancialandaccountsorganisationis maintainedthroughout

the circle.

(e)

to adviseon the financialaspectsof all importantcontracts.

(h)

to safeguardagainstfraud; andmalpracticeby proper intemal checksand

t
I

I
,
)

25

control.
8.
To ensurea financiallysoundadministrativeorganizationthe following testchecks
may be conductedby the AccountsOfficer (Expr.) in respectof factswhich are incorporatedin the accountsbooks and which form the basisfor proper expenditure.The checks
will includeamidstother items:
Occasionalinspectionof storeswherediscrepancies
are suspected.Suchchecks
will preservethe moral influenceand strengthof the organisationas a whole.
9.
The AccountsOfficer (Expr.) shouldpresentthroughthe Superintending
Engineer
a clearanalysisof the financialpositionof the undertakingas a whole so that the management may promptly take stepsto remedyany weaknessin the field organisation.
10. He will be responsiblefor the efficientworking of thevarioussectionsof the Central
Office comprising,Cash,Stores,Costing,Routine,Audit and the Generalsectiondealing
with the paymentand TravellingAllowancebills and alsothe storesand Work bills. He
will co-ordinate the work of varioussectionsand satisfyhimself that all the accounts,
recordsand ledgersare maintainedup to date, that all the priced ledgersof storesare
correctlymaintained.He shallreporton all outstandingandimportantpointsto the SuperintendingEngineer.
11.
It shall be his duty to reporton all excessover estimates,deviationsfrom the rules
andassistin taking stepsfor regularisation.He shallseethat all auditrequirementsaremet
in the maintenanceof accountsand shall obtainordersof the SuperintendingEngineerin
caseof differenceof opinion with the Audit Department.
It will be his duty to satisfyhimself that regulationsas regardsworks, stock and
12.
accountsare strictly observed;to watch and comparethe ratespaid for work and bring to
the notice of the superiorofficer any economiesseenfrom the accountsto be possible.
13.
He will be responsible
for thecorrectness
of theoriginalrecordsof cashandstores,
receiptsand expenditureand for submissionof completevouchersfrom the information
suppliedby the Field.
14.
He shall review the ledgersand registersperiodicallyand satisfyhimself that they
aremaintainedneatly and up-to-date.
15.
He shall be responsiblefor the punctualrenderingof the accountsof the circle as
separatelyrequiredby the Chief GeneralManager(ExpenditureandAccounts)/ Corporate
OfTice.
16.
The Accounts Officer (Expr.) is responsiblefor seeingthat the accountsof the
systemarenot allowedto fall into arrears;but if arrearsor confusionarisehe shallreportto
the SuperintendingEngineerwith his recommendations
for suchaction as is needed.
17,
Claims of all kinds of Circle OffrceEstablishmentexceptthosefor petty payments
to be madeout from imprestwill be checkedin the Circle Office and paid by cheques.

26

NOTE:
a) The AccountsOfficer (Expr.) will drawpaybills of all staffof the Circle Office
Establishmentand will be responsiblefor the maintenanceof servicebooks,
leaveaccounts,etc. He shouldseethat the sanctionedscalesarenot exceeded
without proper authoritY.
All travellingallowancebills will be checkedandpassedby him providedthey
by the ControllingOfficers'
arecountersigned
b) All othersbills exceedingRs.2,500/-Bills of suppliersfor stores,etc.,
Contractor'sbills on running accountupto Rs. 30,000/-will be checkedin the
Circle Office and paid by him. The checkshall be with referenceto the usual
Local PurchaseOrdersandsanctioned
agreement,
rulesof checkmeasurement,
etc.
estimates,
c) The AccountsOfficer (Expr.) shouldsubmitto the SuperintendingEngineera
delayed
bills (bothreceiptsanddisbursements)
monthlyreturnof outstanding
beyond the time limits prescribedwith brief explanationsior the delay and
stepstakento clearthe outstandingitems.
The AccountsOfficer (Expr.) of the Circle is generallyresponsible(underthe
18.
Engineer)not only for thefinancialregularityo f thetransacliorts
ordersof theSuperintending
coirectly
of thetransactions
ofthe accout-tts
of thewholeCirclebut alsofor themaintenance
in accordancewith the rules in force. He is furtherrequircdto sLrbmitthe accountsto the
Chief GeneralManager(Expenditure& Accounts).
The responsibilitiesof the checkof receiptsin thc DISCOM liesentirelywith the
19.
departmentalofficers. But a test audit of the receiptsof Electrical Underlakingsof the
DISCOM is conductedby the Accountant-General.
X. ACCOUNTS OFFICER i REVENUE,
All Circle offices are now being provided with Accounts Officer (Revenue)
1.
andreporton the functioningof the ElectricityRevenue
to inspect,co-ordinate
essentially
Engineer(Operation)and
officesin the Circle. While they areto assistthe Superintending
SeniorAccountsOfhcer in the efficient functioningof the Electricity RevenueOffices.
They have an importantrole in keepingthe Director (Finance)and the DISCOM through
the General Manager (Revenue)fully posted,without any delay, on all important
developments,defects,deficiencies,omissions,commissionsnot only in the Eiectricity
RevenueOffrcesandtheprivateagencies(Accountingandcollection)but alsoin all aspects
having relevanceto L.T revenueaspectsof the functioningof variousofficesin the circle
in thefumishingof testreports,meterreadings,
andin pafiicularthe sectionswhoseresponse
Spot billing, affectingdisconnections,etc.,has a direct impact on DISCOM's revenue.
The AccountsOfficer (Revenue)shouldconsiderhis basicresponsibilityto ensurethat,in
the matter of L.T billing, collectionsand accounting,there is consumersatisfactionand
protectionof DISCOM's interest.He shoulddischargethe responsibility entrustedin, by

27

a) lnspectionof Electricity RevenueOffices two per month and Sections(Revenue

relatedaspects)andRevenueCashiers,(Surpriseinspections)to coverthemat least

in an yearwith a quarterlyprogrammeof inspectionwith the approvalof SuperintendingEngineer(Operation).
b) Keep himself constantlyand regularlypostedwith all developmentsin theseoffices,haveinformationon the stateof records,progressof collection,performance
ofprivate agencies,computerization,bottlenecksin effectivecollectionandurgent
disposalof consumercomplaintsand issue suitabledirectionsthrough SuperintendingEngineer(Operation)and ensuretheir effectiveimplementation.
Genc) To keepthe Director(Finance),
throughChief GeneralManager(Expr.&A/cs)/
eral Manager(Revenue)
fully postedthroughreturnsprescribedbelow or anyother
informationand companywithout delay any directiongiven by him.
d)

The following monthly returnsshallbe submittedto Chief GeneralManager(Expr.&

by the 15thof the month"
A/cs)/GeneralManager(Revenue)
i)

Programmeof inspectionand datesof actualinspectiondonein the previous month includingparticularsof surpriseinspectionof revenuecashiers.

ii)

A resumeof the main pointsnoticedin theseinspectionsasper the inspection report issuedor otherwise,in respectof inspectionconductedin the
secondpreceedingmonth, with actiontaken.

iii)

Progressreporton engagingandperforrnanceof an computerizationby private accountingagenciesat the end of the previousmonth.

iv)

Report on the engagementand perforrnanceof eachof the private collection agenciesas at the end of the previousmonth.

v)

Spot light report on the high value,non-slabservicesin the proformaprescribedon receiptand registrationof separatemonthly list of new services
released,regularly in meter reading,billing, collection,enforcementand
review of Disconnectionlists and exceptionreports.

vi)

Exceptionreportsas per list enclosedon L.T Slab-Servicesincluding in

billed selices.

vii)

Salesand Revenuereturn.

viii)

Monthly DCB provisional.

ix)

Consumercomplaintsnot disposedoff for over one month.

x)

Reportson monthly co-ordinationmeetingsheld in the circle.

xi)

Any other prescribedreturn.

28

xii)

Shall review the working of EROs in detail at leastoncein 2 monthsand

apprisethe Divisional Engineerconcernedwith the reviervreport with a

XI. ASSISTANT ACCOUNTS OFFICER (CIRCLE OFFICE)

l.

a)

The AssistantAccounts Officer is appointedmainly to give relief to the

AccountsOfficer (Expr.). He will assistthe AccountsOffrcer(Expr.) in all
mattersand will take over from the AccountsOfficer (Expr.) such duties
and functionsand may be allottedto him by the SuperintendingEngineer.

b)

of the
He is the immediateofficer underAccountsOfficer.(Expr.)in-cl-rarge
circle office staff, will assistthe Accounts Officer (Expr.) and act
underhis ordersin exercisingadministrativecontroi over the Circle Office
staffunderhim.

c)

d)

(e)

He can correspondwith all officersof the systemdirect in accountsmatters

and in other matters,he will act on behalf of the SuperintendingEngineer
and AccountsOfficer (Expr) undertheir instructionsand authority.
The dutiesof the AssistantAccountsOfficer will be :
(i)

subjectto generalreviewby theAccountsOfficer(Expr')

to supervise,
and the SuperintendingEngineerto be responsiblefor the mainte
nanceoffinancial accounts,cost accountsand other statisticaldata
requiredby the administration.

(ii)

to assistthe AccountsOfficer (Expr.) in supervisingtl-reoffice rou

tine generally.

(iii)

to supervisethework of thepricedaccountsof the storesrnaintained.

(iv)

to assistthe AccountsOfficer (Expr.) in the matterof budgetary

control includingthe preparationof the budgets,their reconciliation
enquiryrcsultingthere{iom.
with actualresultsand any subsequent

(v)

To assistthe AccountsOfficer(Expr.)in seeingthat a soundfinancial

and accountsorganisationis maintainedthroughoutthe system.

(vi)

to assistthe AccountsOfficer (Expr.)in safeguardingagainstfraud.

The Asst. AccountsOfficer (Expr.)will be responsiblefor the efficient

working of the varioussectionsof the circle Office comprisingcash,
costing,routine audit, and generalsectiondealingwith the payment,and

travelling allowancebills and alsothe storesandwork bills. The Asst.Accounts Oflicer will be responsiblefor the proper work of ledger section,
accountssectionand storessection. The AccountsOfficer (Expr.) and the
Asst. AccountsOfficer will coordinatethe work of the varioussectionsunder their control andsatisfythemselvesthat all accountsrecordsandledgers
are maintainedupto date. The AssistantAccountsOfficer will be responsible to seethat all the pricedledgersof storesarecorrectlymaintainedand
that all outstandingpoints arebroughtto the noticeof the AccountsOfficer
(Expr.) and the SuperintendingEngineer.

(0

The AssistantAccounts Offrcer should bring to notice of the Accounts

Offrcer (Expr.) all excesses,over estimatesand deviationsfrom the rules
and regularisethem by obtainingordersof competentauthority.

(e)

The AssistantAccountsOfficer will exercisethe followins oowersin respectof passingof bills andpayments.
(i)

All work establishment

rolls of circle office countersigned
by the
passed
provided
AssistantDivisionalEngineers
will be
by him,
they
arecoveredby sanctions.

(ii)

All actualexpense
stal'fof Circle
bills of theO&M andconstruction
by the
Officewill be passedby him providedtheyarecountersigned
AssistantDivisional Engineerconcerned.

(iii)

All imprestsof circle office/Storesimprestholderswill be checked

and passedfor paymentif they are countersignedby the Assistant
Divisional Engineers.
The voucherswill be admittedby the AssistantAccounts Officer.
Any violation of the departmentalrules or extravagantexpenditure
shouldbe reportedto the AccountsOfficer and SuperintendingEngineer.

(iv)

for
Al1 otherbills e.g.storesbills, firms bills for articlespurchased
stocks,refunds of amountsrelating to L.T. Supply e.g. refund of
serviceconnectiondeposits,excesscollections,arrearsof wagesetc.,
will be passedby him upto Rs.2500/-for each bill subject to usual
L.P.Osand sanctionedestimatesand
rules of check-measurements,
check-measurement
of the AssistantDivisional Engineerwhen required.He will draw chequesupto Rs.10,000/-in respectof all types
of bills andbills of exchangeupto Rs.10,000/-.

(v)

He will conducta centper centcheckof the entrieson the payments

side of the cash book daily in addition to the check done by the
Junior AccountsOfficer. For this purposehe will be deemedto be
DisbursingOfficer within the meaningof paragraph165 of Andhra
PradeshPublic Works Account Code.

30

XII . ASST. ACCOUNTS OFFICER O.R.O.)

The Asst. Accountsofficer, in chargeof E.R.O. is responsiblefor correct
1.
andprompt realizationof revenueof the E.R.O.,Thedutiesand responsibiliassessment
ties communicatedin APSEB Memo. No. FA & CCA/A.O./R/A/NA/18/82dateo
shallbe follorved.
12-01-1982
XIII. DIVISIONAL ELECTRICAL ENGINEER ( OPERA*TION)
1.
Thetechnicalandexecutiveunit ofthe systemis thedivisionin chargeof aDivisional
ElectricalEngineerwho is responsibleto the SuperintendingEngineerfor the execution
of all technicalandfield worksin hisjurisdiction.TheDivisionalEngineer
andmanagement
is alsoexpectedto assistin thecommercialwork andto keephimselfandtheSuperintending
Engineerinformedof all commercial,industrialandrural development.He will co-operate
with the Senior Accounts Officer of the systemand give him all legitimatesupportin
renderingthe managementof the accountsof the Division asefficientaspossible.He will
be responsibleto seethat prompt attentionis paid by all his staff in complyingwith the
instructionsissuedfrom the Circle Office on all financialand accountingmatters.
2. A registerof incumbentsof chargesshallbe maintainedin the CircleOfficeshowing
the period of incumbencyof eachDISCOM officers,or Accountsestablishment.The
Divisional Engineershall maintainsimilar incumbencyregistersin their officesin respect
of their subordinateexecutivestaff.
3. a) On assumingcharge,everyofficer shall make it his businessto acquaiuthimself
with the works andthe specialfeaturesof the itemsin his charge.The officer shall count,
weight or measureselectedstoresin orderto testthe accuracyof their accountsand should
minutely examinethe works in progressasto their quality and asto their accordancewith
the sanctionedplans and estimates.He shall further go throughthe books,registersand
ledgeraccountsand reporton any arrearsor confusionthat may come to his notice. The
abovearethe generalinstructionsrelatingto the functionsof eachofficer. If the relieving
officer fails to bring to the notice of his superiorwith in a reasonableperiod (say,three
months)any deficiencyor defectin work, storesaccounts,etc.,takenover,he will be held
responsiblefor the sameso far as he was in a positionto ascertainit.
b) The relievedofficer shouldgive the relieving officer a memorandumshowing
all the works in hand,the ordersremainingto be compiledwith, and matterof importance
relatingto operation,maintenance,load and other items in his charge. All matterswhich
particularlyrequirethe attentionof the relievingofficer shouldbe detailedwith full explanation of any peculiarity.
c) An officer must not delaymaking over chargeafter arrival of the relieving
officer; nor must he, without the permissionof his immediatesuperiorofficer, leavethe

3l

stationbeforethe arrivalof his successor.The relievingofficer will takeup the expenditure

of cashandstoresfrom and for the first day of the month duringwhich the relief took place,
and submit the next monthly accountsin the samemanner as if he has been in charge
during the whole month. But the relievedofficer remainsresponsiblethat properexplanation
is forthcomingfor transactionsduring his incumbency.
d)
Wheneverthe transferof chargeis prolongedso that two DISCOM servantsmay
be entitled to draw pay and allowancessimultaneouslyfor the sameappointments( See
Audit instructionsunder FundamentalRule 107) the SuperintendingEngineer should
intimate to the DISCOM if the time taken is reasonableand the relieving officer may be
consideredas on duty for the period. If, however,the SuperintendingEngineerconsiders
the time taken in making over and receivingchargeto be excessive,the relieving officer
must be treatedas if he were on leaveor on joining time, etc.,as the casemay be, for as
much of the time as may be regardedas excessive.
In the caseof an executivechargebecomingvacantby the deathor suddendeparture
of the officer in-charge,the next seniorofficer of the DISCOM shouldassumechargeand
proceedwith the normal work.
e)
It is an objectof greatimportanceto secureas f;rr as possiblecontinuityin
procedureor practicein regardto casesand mattersactuallyundersettlementand to this
endthe Superintending
EngineerandAccountsOfficer shouldnrakespecialmenticlnabout
suchmattersin their notesto successors.
N.B.: Formsof questionnaire
shallbe drawnup andissuedwith the approvalof the
SuperintendingEngineersfor guidanceof officerspreparingtransfernotes.
They shouldbe merelytakenas indicatingthe generallineson which transfernotesshould
be preparedand shouldnot be consideredto be exhaustive,
4.
He will generallycontrol andwill appointandalsodismissin the caseof the O & M
establishments
for who he is the appointingauthority.
5.
The Divisional ElectricalEngineeris responsiblefor seeingthat propermeasures
are taken to preserveall the buildings and works in his charge. He must keep accurate
plans of all DISCOM lands borne on the registersof the DISCOM and ensurethat his
subordinatesare acquaintedwith the boundaries.
6.
All lands shouldbe demarcated,whereverthat has not been done, and this work
shouldbe carriedout by the subordinates
of the DISCOM in consultationwith the Officers
of the RevenueDepartment.
The Divisional Engineerof the systemshallkeepon recordin his offrcethe following
plans are suchof them as arerequiredin his system
7.

(a)

Accurateplans of all electricaland mechanicalequipmentin the system.

including
Maps showingdistributionsand the tappingatrangements
extensionsto existins feeders.
JZ

b)
c)

Copiesof all specificationsissued.

All estimatessanctionedfrom year to year.

He shouldreport immediatelyto the SuperintendingEngineerany seriousloss of

8.
immovablepropertycausedby any accidentor unusualoccurrencein accordancewith the
rulesin force as requiredby the Andhra PradeshFinancialCode.
He shouldconductinvestigationin all departmentalfatal accidentswithin five days
9.
and sendinvestigationreport within 15 daysfrom the dateof accidentto the Chief Engiand the SuperintendingEngineer.
neer/Operation,
10.
He is responsiblefor the Engineeringfeaturesof designsand the ratesin estimates
preparedor forwardedby him.
He is prohibitedfrom commencinganywork, or spendingany public funds with1l .
out, the sanctionof the competentauthorityor from making any other than trifling deviations from sanctioneddesignsin the courseof executionexceptin the caseof emergency.
All intemiptions of works in progressor to the electricpower serviceshouldbe
12.
Engineer,the probimmediatelyreporledby the Divisional Engineerto the Superintending
ablecausesand durationof suchintemrptionsbeing duly explained.
13.
The Divisional Engineersare in entirechargeof all the works in their jurisdiction
andto this endit is their dutv to seethat the administrationis financiallvsoundwithin their
areas.
14. a) Technical& Commercial: Theywill reviewtheregisterof works,checkmeasure
asmanymajor works aspossibleconcurrentlyasthe works areproceededwith ; satisfythat
the designsand specificationsare correctlyfollowed ; that deviationswherevernecessary
arebroughtto his notice for approvalby competentauthority.They shouldat leastinspect
oncein six monthsall the H.T. servicesin theirjurisdiction and reportto the Superintending Engineerany importantfeaturedetected.The commercialactivity of eachsub-division
is a main featurefor the developmentof load and the Divisional Engineersshouldensure
that this item is well realizedby the AssistantDivisional Engineersand sufficientprogress
in investigationmadeby them.
b) Financial : The AssistantDivisional Engineersareprimarily responsiblefor all
financialmatters,expenditureandrevenue.Howeverthe Divisional Engineersshouldduring their inspectionscheckthe initial recordsof all accounts,works, stores,spares,tools
and plant, imprestaccounts,measurementbooks, collections,petty cashbooks, etc., and
takeprompt actionto communicateto the SuperintendingEngineercaseswherevernegligence,or oversightwould result in loss of revenueor property,unprofitableoutlay, etc.
They shouldalsocheckthe registerof meters,historyof services,etc.The Divisional Engineersshouldbe primarily responsiblefor the spendingof appropriationsand seethat there
areno excesses
or lapses.
JJ

15.
He shouldcheckmeasureall importantworks like utilization of conductorsin his
areaand at least24 works in a year and maintain a registerfor the purposeandproduceit to
Audit.
16.
He should see that the initial accountsof works are properly maintainedby the
AssistantDivisional ElectricalEngineers/ SectionOfTicersand that the works accounts
arenot long kept openby the Field Offrcersto admit of slow creepingin of discrepancies
in
the accounts.
17.
The Divisional Engineershall review Meter ReadingRegistersof the following
categoryof servicesand shall take immediateaction to safeguardthe Revenuesof the
DISCOM.
a)

L.T. Services(which arenot high

value) Cat. I, II and VII

Half Yearly

b)

L.T. H.V. Servicesand all Industrial

: Quarterlyand check
readings40 per month.

c)

H.T. readings1000KVA & above

Monthly and check

readings
of all services
year.
in one

18. The DivisionalEngineershallreview the following exceptionlists generated

by the
PAA/In-housecomputer/CAl cell, if the servicesarerepeatedmore than 3 times in ayear
and shall take appropriateactionto safeguardthe DISCOM revenue.
Consumptiontoo high (over 120%of month) (H.V. Services)
Consumptiontoo low (below80% month)(H.V.Services)
Readingsnot furnished
Door lock
Disconnected
servicesshowingprogressive
readings(L.V. Services)
0 Negativereadings(L.V. Services)
s) Comparisonof consumptionfor similar units per HP
h) Meter stuckup (L.V)
i) Burnt (L.V)
i) Servicesnot exists(L.V)
a)
b)
c)
d)
e)

19. TheDivisionalEngineershouldconductsub-divisionwise,sectionwise, l1 KV feeder

wise anddistributiontransformerwise, energyaudit,arriveat line lossesandtakeremedial
actionsto plug the sourcesof lossesand reducethem. He should also furnish division
lossesto SuperintendingEngineer/Opnconcerned.The guidelinesfor calculationof line
lossesfor 11 KV & LT systemhave beencommunicatedvide Memo No. CMD/EPDCL/
VSP/GM(EAyF.42ID.No.2665103
dt 13.9.03enclosedvide Annexure 14
20.
The Divisional Engineeris the administrativeheadof the EROs.The Divisional
Engineer should conduct monthly coordinationmeetingswith ERO Staff and field
officers and these meetings should be purposeful and effective and should aim at
improvementof performanceand increasein revenuecollectionsof the division. The
34

Divisional Engineershouldalso inspect one ERO/sub-EROin a month to satisfyhimself

of revenue,
that the intemal checksprescribedfor variousactivitiesin billing, assessment
realisationof revenueetc. are strictly implemented. -z

The Divisional Engineershouldalso inspectall the sub-divisionofftcesonce in a

21.
year,33ll1 KV sub-stations
oncein six months,H.T. servicesupto 1 MVA asCMD oncein
six months and conductintensiveinspectionsby pooling up all the AssistantDivisional
Engineersand SectionOfficersof the Division for not lessthan four daysin a month. He
should also conductdetailedinvestigationof theft of materialcasesinvolving more than
Rs.5,000/-andupto Rs.i0,000/-.
The Divisional EngineershouldprepareP & L statementfor eachsection,sub22.
division and division everymonth.
23.
The Divisional Engineershould aftangereview of MRBs everymonth by the
changed
ADEs/AAEs to ensurethat the consumptionbilled for stuckup serviceslmeter
servicesis correctand sendthe report in the prescribedformat to AAO (ERO).
servicecentresestablishedin his
24. He shouldinspectall the call centres/customer
jurisdiction oncein fortnight and ensurethat the consumergrievancesare redressedwith
in the prescribedtime including releaseof new serviceconnectionsfrom existinglines
with in 48 hours.
25. The Divisional Engineeris responsibleto keep sufficientno. of healthyD'l'Rs in his
headquartersfor replacementof failed DTRs. He shouldarrangetransportand erectionof
theDTRs at thecostof DISCOM only andshouldnot allow the consumerto incurexpenditure in this account. He shouldensurethat all failed DTRs are replacedafter throughinspectionof connectedLT lines andDTRs structuresandrectify the defectsbeforereplacing
sick units. All the failed DTRs areto be replacedin urbanareaswith in 12 hoursand rural
areaswith in 24 hours.
26. The Divisional Engineershouldinteractand obtain feedback from the consumerson
replacementof failed DTRs like whetherthe transforrnersare being replacedwith in resolvedtime and the expenditurein replacingfailed DTRs being incurredby any farmers/
consumers.

35

XIVDIVISIONALENGIW

Circle Office :
The following are the dutiesand responsibilitiesof the Divisional Engineer
(Technical) to the SuperintendingEngineer.
a) The Divisional Engineer(Techl.)will look after the Technical,Commercial,
Purchase& AdministrationWingsofthe office of the Superintending
Engineer/
Operation.
b) The Divisional Engineer(Techl.)will effectively co-ordinatewith the other
Divisional Engineersin the field in respectof all importantmattersincluding
replacementof all types of defective meters,monitoring, replacementand
purchaseof sparesandrepairsof all typesof failedtransformersin co-ordination
with the Divisional Engineer/ M.R.T.
c) The District storeswill be undertheadministrativeandTechnicalcontrolof the
Divisional Engineer(Techl.) of operationcircles where storesis situatedin
Circle Headquarters,andin casethe storesarenot situatedat the Headquarters
of theOperationcirclesthetenitorialDivisionalEngineers/Operation
shallcarry
out the functionsof the Divisional Engineer/Technical
in order to effectively
check measure,judicious control in the issueof materials.He must send all
returnsin respectof the Storesto the concerned,Check-measurement
of Power
andDistributiontransforTners,
Meters,Switchgear,meteringcubicles,C.Tsand
P.Tsreceivedin the District storeswill however,be done by the Divisional
Engineers/ M.R.T of the respectiveCircles.
d) The DivisionalEngineer(Techl.),OperationCirclewill alsoexercisethePowers
exercisedby other field Divisional Engineersin respectof their functions.
e) The PersonnelOfficer in the Central Office will also work under the
administrativecontrol of The Divisional Engineer(Techl.).
0 He shouldconductsurprisechecksand ensurethat R & C ordersnotified by
the DISCOM from time to time are strictly implementedby the field
officers.

36

XV. DIVISIONAL ENGINEER (METERS & PROTECTION)

1.

H.T METERING:
a.

To draw a calendarof testingof all H.T servicesand seethat the periodical

testingof H.T servicesis implemented.He shouldensurethat the seasonal
loads like ice factories, khandasari,sugarfactoriesetc., are programmed
for testingduring the first month of the commencement
of the season.

b.

To attendpersonallyperiodicaltestingof meterswith CMD 1000KVA and

above.
To inspectall H.T servicewith a contracteddemand(CMD) 1 MVA and
aboveoncein six monthsandH.T serviceswith CMD above500 KVA but
below I MVA oncein ayearand ensurethat all the guidelinesgiven by the
DISCOM from time to time for upkeepof H.T servicesis implemented.

d.

To inspectall H.T serviceswheremeteringsystemis reportedfailure

and
get the defectivemeteringrectified and meteringrestoredwithin 24 hours
preferablybut not laterthan a period ofthree days.

e.

To attendpersonallythe testing and releaseof all new H.T servicesand

ensurethat all the guidelines issuedby the DISCOM from time to time for
upkeepof H.T servicesis implemented.

L.T METERING :
a.

To draw a calendarand ensureperiodicaltestingof L.T serviceswith C.T's

oncein ayear.

b.

To ensurethat all metersreceivedin storesis testedas per standards.

To procurerequiredsparesand arrangerectificationof all sick meters.

d.

3.

To maintainrolling stockof H.T meters,L.T meters,C.Ts,P.Ts,C.T-P.T

sets.

SUB-STATION:
To ensurethat all the relaysin the substationsare testedonce ln every year.
b.

To approvethe relay settingsat all33111KV substationsconsideringthe

fault levels and relay settingsapprovedby SuperintendingEngineer/Grid
Operationfor upstreamof the equipment.
an
)t

c.

To ensuretestingof all metersat the substationsoncein six monthsparticularly the energymeters for proper energyaudit.

d.

To test and commissionthe protectiveequipmentof all breakers,power

transformers,capacitorbanksetc.

e.

To test the vacuumcircuit breakerswith HV testkit oncein ayear.

f.

To inspectall sub-stationsonce in six months and check earthresistance

conditionof stationbatteries& chargersetc.,
XVI. DIVISIONAL ENGINEER ORANSFORMERS)

I.

POWER TRANSFORMER:
a.

breakers,etc.
To conductajoint inspectionof all failedpowertransformers,
and determinethe extentof damagesand cost of repairs.

b.

To ensurethat all the failed power transformersand other equipmentare

repairedwithin threemonthsfrom the dateof failurebypursuingwith companiesand headquarters.

c.

To arrangemovementofpower transformersandreplacementof powertransformers at the substation. To personally attend to handling of power

transformersof 5 MVA and abovecapacityduring loading,transportand
erectionetc.

d.

To inspectall the private power transformerrepairersfrequently,not less

than oncein two monthsand ensurequality of repairs.

e.

To ensurethat all the thermo metersof power transformersare working

correctlyand to arrangecalibrationof all the thermometersand checking
operationof buchotlzrelaysoncein ayear.

f.

To arrangefiltration of oil wheneveroil testingwarrantsit or at least once

in 5 years.

g.

To checkO.L.T.C oil conditionand replaceit if required.

h.

To attendthe oil leakagesand other complaintsof power transformer

promptly.

38

2.

DISTRIBUTION TRANSFORMER:
a.

3.

To maintaina rolling stockof distributiontransformersin Sub-Divisionand

affangefor surveyreportingof units which arenon-repairable.

b.

To ensurethat failed distributiontransformersarerepairedwithin 30 days.

c.

To checkup repairsof distributiontransforrnersat variouscontractorsand

SPM centersfor proper quality of repairsand also check up actualworks
andjoint inspectiondoneby Assistant
done with referenceto assessments
Divisional Engineersand ensurethat the correctweightsof coils replaced,
work done etc.

d.

To inspect all SPM centresand contractrepair units and ensurethat the

testing equipmentis in good working condition and testing of all the requiredtestsare performedas per standards.

SUB STATIONS:
a.

To investigatefailure of all equipmentlike power transformers,breakers

and capacitorbanks etc. by inspectingthe installationwithin 48 hours of
failure and senda detailedinvestigationreportto the headquarters.

b.

To inspectall substations
once in a quarterif the substationcapacityis 8
MVA and aboveand oncein six monthsfor lower capacitysubstationsand
senda detailedreporton the maintenanceof the equipmentand the substation.

c.

To ensurequarterly/Halfyearly/Annualmaintenanceschedulefor Power
Transformersare carriedout asper schedulevide Annexure I.
XVII. ASSISTANT DIVISIONAL ENGINEER

l.
An AssistantDivisional Engineeris in chargeof works, operation,distribution
(including commercialactivities)or construction,as the casemay be, in the areaassigned
to his chargeandhe is responsibleto the Divisional Engineer(or SuperintendingEngineer,
as the casemay be) for the efhcientdischargeand managementof the departmentalactivities in his area. He is alsoresponsiblefor furnishingto the Circle Office correctinfonnation anddatain respectof all frnancialmatters,budgets,expenditureandrevenuewhenever
called for.
2.
The Assistant Divisional Engineerwill be responsiblefor seeingthat the charge
transferreportsof SectionOfficer are completeand thorough in all respectsand should
ensurethat the newcomerperfectlyunderstands
his duties.
3.
Designsand estimatesfor all works proposedby him for replacements,
additionsor
improvementswill be preparedby the SectionOfficer and submittedto Divisional Engineer who will scrutinizeandsubmit them completeshapeto the Superintending

39

Engineers.Subjectto the rules and ordersin force from time to time the AssistantDivisional Engineeris personallyresponsiblefor methodical organizationof the operation,
maintenanceand constructionworks in his charge. He should seethat the department
vehiclesareproperlymaintainedand shouldchecktheir properuse.
The AssistantDivisional Engineerwill submit monthly progressreportsto the
DivisionalEngineer.
4.
Technical & Commercial : They shouldinspectthe variousworks and as many
of the serviceconnectionsas is possibleand seethat they are executedas per standard
designs.They shouldcheckmeasureall works costingover Rs. 2500 and all serviceconnectionscostingover Rs. 1,000/-during inspectionsand make a recordof all suchcheckAs many of the importantpower serviceconnectionsaspossibleshouldbe
measurements.
verified to see that the wiring connectionetc., areintact. All the registerspertainingto
Engineershouldbe reviewed
technicalreturnsdueto the Chief Engineeror Superintending
for maintainingup-to-date
required
and instructionsgiven to the Subordinateswherever
records.The returnof serviceconnectionsconnectedis an importantrecordto watch load
and shouldbe reviewedby the AssistantDivisionalEngineerduring each
developments
inspection.
The following recordsmaintainedby the field are the initial recordsof acFinancial :
countsand of greatfinancialimportance.The AssistantDivisionalEngineersshouldsee
that theseareproperlymaintainedand shouldreportall casesrequiringattentionandrectificationto the DivisionalEnsineers.
a) Cash : The AssistantDivisional Engineersshouldcheckthe imprestand
temporaryadvanceaccountsand satisfythat the expenditurewas necessary
or to the advantageof an
and no amounthasbeenspentunnecessarily
individual.
b) Stores : Forms and stationeryservicestampsand storesincluding spares
and tools and plant are as good as cash,the recordsare containingthe
numericalaccounts,bin cards,storesledgeraccountsshouldbe checkedin
respectof a few items at leastduring eachinspectionso that the main
importantitems may be verified completelyin the courseof the yearand
tracedand rectifiedwithout unduedelay.A reportshouldbe
discrepancies
madeto the A.O. whereverlossesare detectedfor pursuingactionby the
Circle Office.
c) Accounts : The AssistantDivisional Engineersare responsiblefor
appropriation,expenditureand revenueshouldthereforecheckthe initial
recordsof works accountsmaintainedby the SectionOffrce and shouldsee
that the estimatesand appropriationsarenot exceededor allowedto lapse;
that materialsdrawn for one work arenot utilized on anotherfor which no
appropriationis made,that the executionof works arenot delayedor
-.
protractedresultingin the postponementof revenueearningstage; that the
labour employedis no excessive,etc.
t the offices of the SectionOfficer in their areaoncei11.aThey will complete\ri
arewell maintained.T
the office resistersand

40

ensurethat the work of the subordinatesis correctand the technicaland filed work upto
date.They will go throughthe arrearslist of the SectionOffices as to
(a)
(b)
(c)

Correspondence
with consumers;
Correspondence
on technicalmatters;
Correspondence
on accountsandpendingreferencesofsuperior officers
( and the Circle Office) and seethat they are dealtwith expeditiouslyand
issuenecessaryinstructionsas to disposals.

5.
It will be the duty of the AssistantDivisional Engineerto regulateexpenditurewith
economyand he shouldin no caseexceedhis budgetallotmentsor the estimateamounts
without the ordersof the SuperintendingEngineerwhich shouldbe obtainedthroughhis
Divisional Engineer.
6.
If any excessis seento be unavoidableduring the progressof a work he should
submitdetailsto the Divisional Engineerpromptlywho will makehis recommendations
to
the SuperintendingEngineerfor extrafunds. Savingsforeseenshouldalsobe dealtwith in
a similar manner. Copiesof usual communicationsshouldbe sent simultaneouslyto the
Circle Office.
7.
He shouldinform all fatal accidentsdepartmentaland non-departmental
immediately after occuffenceof accidentsby meansof telegram/telephone/fax
to the concerned
authorities.The sameprocedureto be followed in caseof fatal accidentsto animalsalso.
He should submit preliminary reportson all accidentsdepartmentalfatal/non-fata1,
nondepartmentalfatallnon-fatalto the concernedauthoritieswithin 24 hours. He shouldalso
submitdetailedreportto C.E.I.G.Chief Engineer/Operation
concernedElectricalInspector, Superintending
EngineerandDivisional EngineerlBlecywithin 72 hours(3 days)in all
accidentscases. In departmentalnon-fatalcases,non-departmental
fatallnon-fatalcases,
he shouldsubmitwithin 15 daysinvestigationreportsto Chief Engineer/Operation
with
copiesto Superintending
EngineerandDivisionalEngineer.
8.
An AssistantDivisionalEngineerwill normallydealwith all technicaland commercialmattersin regardto all consumers
andsubtransmission
lines,but shouldobtainthe
ordersof DivisionalEr-rgineer
in imoortantmatters.
g.

He will checku,r"O
r.. thatthe instructions
from theCircleOfficearecompliedwith
promptly. He shouldensureprompt actionbeing takenon consumers'arrearsand disconnectionnoticesissuedby the AssistantAccountsOfficeriE.R.O.Any abnormalconditions
(includingarrears)will be reportedto the Divisional Engineerwho will reportto the SuperintendingEngineer,if necessary.

tO: Ih:,1r:ryt""t qir

s@ltKV-

inthorityto conduct
statutorv

-ilia[edwithoutconductinginspection.f@rtshouldbeconductedin the prescribedproformavide Annexure-2.

4l

11.
The AssistantDivisional Engineeris responsiblefor the generalcondition of the
tools,plant and storesin his areaandfor thepropermaintenanceanddue submissionof the
respectiveaccountsby his subordinates.He shall report on all excessesor surplusesand
take action on all unserviceableitems and for this purposereview the condition of tools,
plant and storesnot lessthan oncein a year.
12.
The Assistant Divisional Engineer shall review meter reading registersof the
following categoryof servicesand shall take immediateaction to safeguardDISCOM's
revenlle.
a)

L.T Services(which arenot high value)

Cat I, II and VII

b)

L.T High Valueservices

(Cat. I, il & VD and all industrials

c)

All HT servicesbelow 1000KVA

: Quarterly(and 100
checkreadingsPer
month.)
:

Monthly and check

readings40 per month
: Monthly readings

The AssistantDivisionalEngineershouldreview the following exceptionallists

13.
generatedby the PAA/in-housecomputer,CAT cell and affangeinspection, if the service
is repeatedmore than two times in a year,and shall take appropriateaction to inspectby
the DISCOM revenue.
himselfto safeguard
a.
b.
c.
d.
e.
f.
g.
h.
i.
j
k.
l.

Consumptiontoo high (over 120%of normal)

Consumptiontoo low (below80% of normal)
Readingnot furnished
Door lock
Discomectedsenricesshowingprogressivereadings
Negativereadings
Comparisonof consumptionfor similar units per HP
Meter stuck up
Meterbumt
Not existing
Meter Changes
Under disconnectionfor more than 3 monthsto be dismantled.

14.
a) The AssistantDivisionalEngineershouldconductSectionwise, 11 KV feederwise anddistributiontransformerwise, energyaudit,arriveat line lossesandtakeremedial
actionsto plug the sourcesof lossesand reducethem.He shouldaiso fumish sub-division
lossesto the Divisional Engineerioperationconcernedand to submit the action plan to
reducethe lossesto l5o/oon all rural feedersfirst phaseand less than7.5o/oin respectof
urban feeders.The guidelinesfor calculationof line lossesfor 11 KV & LT systemhave
beencommunicatedvide Memo No. CMd/EPDCL/VSP/GM(EA)/F.42/D.No.2665103dt
vide Annexure14
13.9.03enclosed
b) The AssistantDivisional Engineershouldinspect all33l11 KV sub-stationsin
his jurisdiction once in a quarter.
^.,

.tr:

) All hi
and a

a quarter
retum shallbe sentregularlybefore5thof the month succeeding

Chief Ensineer

id*ut

d) The AssistantDivisionalEngineershouldinspectthe SectionOfficesoncein a

vear.
e) The AssistantDivisionalEngineershouldreview 'A' fonrrregisteri.e.Pending

ServiceConnectionApplicationRegisteroncein a month.
The AssistantDivisional Engineershouldensurethat sealingof AB switches
of all HT servicesand terminalcoversof all meters.

s) He shouldattendall Courtcasesonbehalfof SuperintendingEngineer/Operation/

DISCOM.
h) He shouldconductdetailedinvestigationin respectof theft of materialcases

lessthan Rs.5,000/-.
He shouldconductVidyut Sadassulu
on everyMonday oncein a month in each
Mandal and he is responsiblefor redressalof ConsumerGrievancesasper the
citizen charter

i)

He shouldreview the representations

receivedin Janmabhoomi programme
and disposedof with in 30 days.

k) He shouldreview the intemrptionsto lndustrialconsumers/dedicated

feedersand take remedialmeasuresto bring down the intemrptionto
permissible
limits.
15. The Asst. Divisional Engineeris responsibleto keep sufficientno., of healthy
DTRs in his headquartersforreplacementof failedDTRs. He shouldarrangetransport
anderectionofthe DTRs at thecostofDISCOM only andshouldnot allow theconsumer
to incur expenditurein this account.He shouldensurethat all failed DTRs arereplaced
after through inspectionof connectedLT lines and DTRs structuresand rectify the
defectsbefore replacingsick units. Al1 the failed DTRs are to be replacedin urban
areaswith in 12 hoursand rural areaswith in 24 hours.
16. The Asst.DivisionalEngineeris responsible
to maintainECC and CSCs
establishedin this sub-division headquartersas per the guide lines issuedby the
Corporateoffice vide Memo No. CMD/APEPDCL/VSP/CGM(O&M)/D.No.
415
dated14-03-03.
17.
The Asst. Divisional Engineershould interactand obtain feed back from
the consumerson replacementof failed DTRs like whetherthe transfbrrnersare

A'

+J

beingreplacedwith in resolvedtime andthe expenditurein replacingfailedDTRs

being incurred by any farmers/consumers.

XVIII.
(SECTION OFFICER)
The SectionOfficer who may be an AssistantEngineeror Additional Assistant
1.
Engineerhasto assistsuperiorofficer who is normally an AssistantDivisional Engineerin
carrying out DISCOM works. The sectionOfficer will normally deal with all technical
lines and connectedequipment.
mattersin regardsto consurners,Sub-Transmission
The SectionOfficer is primarily responsiblefor :
pendingserviceconnectionappiications.
@ a ) Promptdisposalof

b) Taking meter readingsbefore 1Othof the month and sendthe meter readings registersto ERO by l lth of the month afterdue review,promptreplies
to the exceptionallists communicatedby P.A.A./In-housecomputer/CAT
cell ensuringthat the meter readingsin full shapeare made availableto
P.A.A./in-housecomputerby 20th at least.
c ) Takingcheckreadingslo/opermonth in caseof L.T services(which arenot

high value) Cat. I, II and III.

d) Taking monthly readings for all L.T high value servicesand all industrial
servicesin his jurisdiction.

e) Prompt action in disconnectingthe servicesincluded in the defaulterlist

and in returningthe Disconnectionlist with in the prescribeddate'

a0
l\-/

Prompt actionin arrangingto servethe CurrentConsumptionchargesbills

well before1stof everymonthin respectof servicescovto the consumers
eredin other than spotbilling system.

s) Ensuringthat accidentsare avoidedby providing safetyappliancesto all

O&M staff in his jurisdiction and in caseof accidents,he shouldreportthe

matterimmediatelyto the AssistantDivisional Engineer..

h) Conduct 11 KV feederwise and distributiontransformerwise, energyaudit, arrive at line lossesand takeremedialmeasuresto reducethem.

i) Prompt action in submittingthe collectionsmadethroughDemandDrafts

towardsServiceConnectioncharges,ConsumptionDepositsetc. to the
Division Office/ERO.
j)

Maintaining initial accountsof the work ordersreceived.

AA

++

k) Closingthe work orderspromptly.

1) Maintaining the account for the consumablesdrawn from Assistant
Divisional Engineer.
m) Maintenanceof all generalrecordsin office as indicatedin Appendix-X of
APSEB Manual Volume- II vide Annexure 12.
n) To carry out maintenanceof equipmentand lines as per the schedule,vide
Annexures'3' and'4'.
o) Ensuringthat guardingbetweenpower line and P&T lines are in existence
andthe following groundclearancesareto be maintainedfor the Over Head
lines as per Rule 77 of Indian ElectricityRules 1956.
Ground clearances:
Locationof the Line

Low & Medium Voltage

High Voltage

Acrossthe Street

5.8meters

6.1meters

Along the Street

5.5meters

5.8meters.

Lines erectedelsewhereother than the abovetwo cases:

,/

For low, medium& high voltage

linesupto and including11,000
volts, if bare

... 4.6 meters

II

For low, medium& high voltage

lines upto and including i 1,000
volts, if insulated

...4.0 meters

For high voltagelinesabove11,000 ...5.2 meters

volts.

IV

For extrahigh voltagelines

Shall not be lessthan 5.2 meters

plus 0.3 meter for every33,000
volts or part thereofby which the
voltageof the line exceeds33,000V.
Provided the minimum clearance
along or acrossthe streetshall not
be lessthan6.1 meters.
45

p) Conductpre-monsooninspectionfor both H.T and L.T

lines during the

month of April & May and rectify the defectsnoticed at the time of premonsooninspectionbefore commencementof monsoon.The items to be
inspectedduring inspectionare indicatedin Annexure '5'.

q) Contactingperiodicallythe consumersin various locationsto find out the

continuityof supply,voltageconditionsandallied problernsconnectedwith
supply.

r) Review of intemrptionsof all L.T and H.T lines, blowing of transformer

section/H.Gfuses and take remedial measuresto avoid re-occurrence
particularlyto Industrialconsumers/Dedicated
feeders.
s) Ensuringthat staysetsareprovidedwith guy insulators.
t) The SectionOfficer should prornptly attendthe Breakdownsof lines and
equipmentand the breakdownreportson lines should be as per the
A n n e x u r e s ' 6 ' a n d ' 7 ' . T h e m a i n t e n a n c er e g i s t e ro f d i s t r i b u t i o n
transformers,power transformers,and sub-stationequipmentmust be
reviewedas per the periodicalschedule.The failureof equipmentmustbe
reportedto AssistantDivisional Engineerimmediatelyso that the Assistant
DivisionalEngineermay submitthe reportswithin 24 hoursto the higher
authoritiesasDerthe Annexures'8' and '9'.

2.
The SectionOflicer shouldreviewthe following exceptionallistsgenerated
byPAA/
prompt
in housecomputer/CATcell andshouldtake
actionto inspectthe sameto safeguard
the DISCOM revenue.
a).

Readings:
Consumptiontoo high (over 120%or normal)
Consumptiontoo low (below 80% or normal)
Readingsnot furnished
Door lock
Disconnectionser.,rice
showingprogressivereadings
Negativereadings
Comparisonof consumptionfor similarunitsper H.P.

b).

Meter Defects:
Stuck up
Burnt
Servicesnot existing
Meter change

46

3.

The sectionofficer is personallyrespcnsibleto ensurequality in operation,mainte

nanceand constructionworks in his jurisdiction. The new serviceconnections
shall be releasedas per the standardsvide annexure 10A & 10B. He is statutory
authorityto conductinspectionsof LT lines

4.

The SectionOffrcershouldpreparethe handingover reportasper (Appendix XIV

of APSEB Manual Vol.II wheneverhe is transfened.)vide annexure 11.

GENERAL

Destruction of official records:- The recordsmay be destroyedafter the periods

l.
specifiedin Annexure 13, unless,in any case,a recordhas been speciallyorderedto be
kept for a longerperiod. As regardsrecordsnot includedin the Appendix,the sanctionof
the ChiefEngineershouldbe appliedfor annuallyin themonthof January.The AccountantGeneral should be consultedin respectof Audit recordsbefore applying to the Chief
Engineer.In orderingthe destructionof suchrecords,greatcareshouldbe exercisedthat it
is confinedto suchas arevalueless,but the following should,on no account,be destroyed:
(a) Recordsin connectionwith expenditurewhich is within the statuteof limitation.
(b)

Recordsin connectionwith expenditureon works not completedalthough

beyondthe period of limitation.

(c) Recordsof experimentsand observations.

(d) Recordsin connectionwith claims to serviceand personalmattersconnected
with personsin the service.
In the Office of the Divisional Engineerand the Central Office of a Systemfull
detailsof all recordsdestroyedfrom time to time shouldbe maintainedperrnanently.
2.

A registerof incumbentsof chargesshall be maintainedin the Circle Ofhce

showing the period of incumbencyof each DISCOM officers, or Accounts
establishment. The Divisional Engineershall maintain similar incumbency
registersin their offices in respectof their subordinateexecutive staff and
O & M staff.
>t***rl.

47

ANNEXURES

ANNEXURE- I
MA IN T E N A N CS
EC H EDULEFOR POW ERTRANSFORMERS

Sl.No.

I
1.

2.

3.
4.

5.

6.
tl
1.

2.
ilt
1.
2.

Nameof theworkto be carriedout

Persons
to
responsible
do thework

Persons
responsible
to
ensurethatit is
done

Quarterly:
Me a su re me notf l .R .va l uesof
DEI
transformer
with 2.5 KV meggerupto33
Transoformers
ADE / TRE
KV rating.Recordingof the values
the temperature
at which
specifying
measurements
are taken
DEI
alarmsby
ADE / TRE
Checkingof temperature
Transformers
shortingcontactsby operatingthe knob
or
Ch e cki n gth e co l o u ro f si licagel
AE / Operation ADE/ Operation
Ca l ci u mC h l o ri d ei n th e br eatherand
if
replacement
or reconditioning
necessary
DE/
ADE / TRE
Checkingof bucholtzrelayfor any gas
Transformers
collectionand testingthe gas collected
Testingof oil from tank and conservator
DE i TRE
ADE / TRE
for dielectricstrenght& filteringof oil
wheneverthe D.E strenghtunsatisfactory
between
Checkingof interconnections
pits
earth
and tightnessof boltsand nuts ADE / Protection D E / M & P
Half - yearly :
between
Checkingof interconnections
by air injectionensuringsctuationalarm ADE/ Protection D E / M & P
& trip

of
Measurement
of earthresistance
earth ADE / Preotection D E I M & P
individual
earthpitsandcombined
resistance
at allthe earthpits
Yearly:
Calibration
of oil & windingtemperature
ADE/ Protection D E / M & P
indicators
DE / TRE
ADE / TRE
Testingof oil in the conservator
and tank
for acidity

51

ANNEXURE - 2
INSPECTIONREPORTOF H.T. LINES AND L.T. LINES

Nameof InspectingOffrcer and Designation

2.

Datcof Inspection

3.

Nanreof H.T. lines

4.

If a rnainline, S.S.from which it is taken

off, if a spur line, nameof main feederand
tappingpole No.

5.

Lengthof line

6.

Voltageof operation

7.

MechanicalStrength

8.

a)

Type ofsupport

b)

Span

c)

No. of conductorscarriedwith their

sizes

d)

SagGiven

Clearances
a)

Maximum of Groundclearance

b)

Clearancesto buildingsnearline
horizontal-vertical

c)

Clearanceto Trees

d)

Clearanceto road level

e)

Clearancebetweenphaseand phase

fl

Whetheraccessibleto un-authorised
personswithout needof specialdevice

c)

ClearancebetweenH.T. and L.T.

if carriedon samepost

h)

Clearancebetweenpower and
guardline

i1

Clearancebetweenphaseand
metal part and strain point

52

9.

GuardingArrangements
a)

Is guardingprovidedbetweenH.T. and
L.T. carriedon samepoles

b)

Is guardingprovidedover

c)

Earthingof guardwire

d)

Size of guardwires-Mechanical
Strength

e)

Are the guardwires of suffrcientcurrent

carryingcapacityto conductfault
currentswithout fusins

10. Protection
a)

Protectionagainstlightning

b)

Earthing(Every 4thpole)

c)

Bridling providedat road crossings

d)

Any likelihood of gettingchargedat a

highervoltagesthan for which it
is designed

e)

f)

Strengthof Insulator
i)

Electrical

ii)

Mechanical

Protectionagainstbird faults if
any needed

g) lsolatingswitch or fuseprovided
I 1. General
a)

DangerBoards

b)

Any defectiveconstructionrequiringto
be rectified

53

ANNEXURE - 3
SCHEDULEFOR PATROLLING OF L.T., 11KV AND 33 KV LINES

Particulars
of line
with
voltage

Routine
patrolling

KesponslbllResponsi
ity of gettinl bility
reports ofcheck"
Testcheckingof submitting
itrg.
routinepatrol(not
repalr
ling25% of the resubmittinl work,
lines
reportsto
after
immediate repairs
higher
are
offrcer)and carried
carylng oul
out
repairwork restswitt
restswith

Cadre PeriodicityCadre Periodiciry

2

Allpole
linesJ.L.M, Fortnighty Line
distributions

man

400v

6
Oncein
two

Cadre Periodicitl
7
Line

Inspector

10
Section Line Annually
8

Officer

months

Allpole
linesLine

Monthly Section Three

above400V man

Officer months

Pre
monsoon
Inspection

Line

Inspec
- tor

Section SectiorAnnually

Inspector Officer Officer

uptoand
including
1l
KV
All polelines Line

Oncein

33KV

2 months

man

ADE

Oncein

Section

4 months

Officer

ADE

ADE Annually

Note:
1) Wheneverspecialpatrolling is done aftera trip out, routinepatrollingmay be
doneafter a fortnight from the dateof suchpatrol.
2) Premonsooninspectionof items,7,2 & 3 is to be takenup by staffindependent
of the regularO&M staff and finalisedin a shorttime so that rectificationcan
be carriedout beforethe monsoonsetsin. This is to be donebv actualclimbinc
up all the polesand towers.
3 ) While patrolling the instructionsissuedseparatelyshouldbe followed.
4) Testcheckingshouldbe conductedimmediatelyafterroutine patrol and large
type binocularsshouldbe used.
s) Wheneverthe Section Officer, AssistantDivisional Engineeror Divisional
ElectricalEngineerconductsthe test checkon the routine patrolling the party
shouldconsistof only the officer concernedanda peonif considerednecessary
and no body elseshall normally accompanythe party.

ANNEXURE-4
MAINTENANCE SCHEDULE FOR DISTRIBUTION TRANSFORMER.S

Sl.No.

Persons
responsible
to
do the work

Name of the work to be carriedout

Persons
responsible
to
ensurethat it is
done

Monthlv items:
a) MaintainingDistribution Transformeryard
and keepingthe earthpits tidy and watering
of earthoits.

Area L.M.

Area L.I.

b) Cleaningthe transformerincluding
the bushines

Area L.M.

Area L.i

c) Checkingup of oil level and reporting

Area L.M.

Area L.I.

d) Checkingfor oil leaksand reporting

Area L.M.

Area L.I.

e) Checkingof earthconnections

Area L.M.

Area L.I

f) Reconditioningbreatherto reactivating
andmaintaining
silicagelor replacement

Area L.M.

Area L.I.

g) Checkingthe L.T. fusesandrenewingthem

AreaL.M.

A r e aL . l

h) Toppingup of oil wherenecessary

AreaL.M,

AreaL.l

Quarterly items:
a) Renewingthe HG fuses

Area L.M.

Area L.I

if it is low

oil seal

tI.

L.I

A.D.E.

c) Measurementof load currentR-ph, Y-ph,

B-ph and neutral

A.E.

A.D.E.

d) Measurementof voltagesat the transformers

and at tail and of L.T. feedersand notins down

A.E.

A.D.E.

L.M.

L.I.

and
of insulationresistance
b) Measurement
recordingHV to E, LV to eafth,and HV to
LV with 1000V Meggerand recording
of the winding
alongwith temperature

RY

YB

RN
III

BR

YN & BN

Annual items
a) LubricatingAB switch and checkingfor
properoperation

55

b)

Checkingline and earthconnectionsat AB Switches

L.M.

L.I

c)

Checkingline and earthfor lighteningarrestors

L.M.

L.I

d)

Checkingconnectionsfor HV and LV bushings

L,M.

L.I.

and recordine

L.I

A.E.

Measurementof earthresistance

L.L

A.E.

including LV neutral
e)

Gettingoil samplestestedfor Breakdownand acidity

Clearancesfor Buildings:

Voltaseof the O.H. Line

Low and Medium Voltase

Verticalclearancewhen

Horizontalclearancewhen the line

the line passesabovethe

the line passesadjacentto

structure

the structure

2.5meters

1.2meters

High voltagelines upto

and including33,000V

3.7 meters

1.2meters(upto&
including11,000V)
2.0 meters(Above
ll KV & upto and including33 KV)

Extra High Voltagelines

3.7 meters* 0.3 meters

2.0 metersplus 0.3 meters

everyadditional33,000V

for everyadditional33,000V

or part thereof.

56

or part thereof.

ANNEXURE - 5
PRE - MONSOON INSPECTION
This is donebeforethe onsetof monsoonwhich is the severestoperatingseasonfor
the overheadlines. Iaspectionis doneby climbing eachsupportaftermakingthe linesdead
and effectivelyearthingthem. Defectsare rectified preferablythen and thereto ensurea
satisfactoryperformanceduring monsoon.
All the points enumeratedunder groundpatrolling are now effectivelytested,the
checkbeing visual at closequartersas well asby handlingof the equipment.
Items involving specialmethodsof inspectionare enumeratedbelow.
I. Insulators,conductors,and Fittings:
a) Check insulatorsfor cracksby ringing methods(with a woodenhammer),use
meggarmethodswhereverpossible.A checkfor defectsconcealedby thebinding, checkconditionof stiffenerandarmourtapecoveringin the caseof Aluminum conductorpin bindings.
b) Checkconditionof the conductorwithin the suspension
clarnpsby removing
the conductorfrom the clamp by meansof a chain or rope blocks in caseof
heavyconductorsandanybrokenstrandsin the outerlayerresultingfrom vibration will thenbe apparent.
Checktheconditionof inner layersof conductorat the suspension
clampfor broken
strandsdue to conductorvibrations.
To do this the conductoris grippedby the suspension
clamp at a point 8 or 9 inches
from notmal positionand a twist is appliedby meansof a specialwoodenlevel fixed to the
conductorat the corresponding
positionon the oppositesideof the normalpositionof the
clamp. Two or three fracturedAluminum strandsin the caseof heavy conductorsafter a
numberof yearsof servicewould not call for immediateaction,althoughthe fact must be
carefullyrecordedto ensurethat a furthercheckis madeat the next inspection.In the case
of small size conductorsit is desirableto replacethat sectionof the conductorand a new
lengthinsertedwith a joint on eachsideof the clamp. When fracturedstrandsare found a
specialexaminationof the vibration dampersis madeon the tower affectedand on those
immediatelyadjacent,and if all are found in good order,it may be assumedthat the vibration in thosespansis suchthat additionaldampersarenecessary.
Inspectparallelgrooveclampsfor signsof bad contact. Takethem in places.
Slight burning canbe dealtwith, by wire brushingthe conductorsand the.groovesof the
clamps,the whole being reassembled
after applyrngan inert greasehaving a high melting
point to the conductorsand the clamps,new clampsmust be fitted and, if thejumpers are

57

long enough,the conductorsmay be shortenedby cutting off the burnedends. Wherethis

is not possibleowing to clearances
beingtoo far reduced,one of the spansmust be lowered
and a new pieceof conductorjoined to providea newjumper of sufficientlength.If this is
not possiblein the time available,a shortlengthof conductor,may as a temporaryexpedient, be insertedin the number itself by using two parallel groove clamps,but the work
necessaryto eliminatethe secondclampsshouldbe undertaken.
Checkconditionof eyebolts,hooks,shackles,
pins,links,etc.,of the insulatorand
conductorfittings as a resultof conductorswing especiallyon lines in exposedlocation
running at right anglesto the directionof prevailingwinds, and for rust and corrosion.
Vibration dampers,Replacedampersif saggingof weightsis noticedin the caseof
stockbridgetype dampersandlooseness
of weightsat the stacksin the caseof othertype of
dampers.Tightenlooseclampingbolts.
Conduct/Examineconductorin mid-spansfor broken stands. Temporaryrepair
can be carriedout by binding with copperwind in caseof copperconductoror alluminium
tapesin the caseof A.C.S.R.conductors.When a largenumberof strandsarebroken,or
when the steelcore in the caseof A.C.S.R.conductoris damaged,a new lengthmust be
inserted.
CheckA.C.S.R.conductorfor corrosionwhich has spreadto inner strandsin the
caseof coastalareasdue to salt spraypenetratingthe alluminium strarrdsand settingup an
electrolyticactionbetweenthe steelcore and the alluminium in contractwith it. The conductorshouldbe replacedas earlyaspossiblein this case.
When corrosionis limited to outerstrandsonly as is usrralin rndustrralareasit is
rarelyso seriousasto warrantthereplacement
of the conductorsbelbrethe yearsof anticipatedlife have lapsed.
II. Pole mountedl secondaryDistribution sub-station:
The annualmaintenanceof the sub-stations
may be carriedout during the pre-monsooninspectionas per the approvedscheduleof maintenance.

58

-ANNEXURE

-6

PRELIMINARY REPORTON BREAKDOWNSIN RESPECTOF 33 KV & 11KV LINES

1. Name of the feederor equipment

2. Date of occurrence
3. Time of occurrence
4. Durationof intemrptions
5. Relay indicationsobserved
6. Causeof interruptionsand any special
observations

7 . Other feedersor equipmentaffected

8 . Whetheraltematesupplyavailedand if so
at what time and to what extent(i.e.) the
actualdurationof intemrptionto supply
during the period of breakdownto
variousfeedersshouldbe mentioned.

59

ANNEXURE.7
DETAILED REPORTOF BREAKDOWN OF 33 KV & 11KV I,INES
1.

Sketch

2.

Name of the feederand voltage

3.

Location of fault and its distances

from the sub-stations

4.

Type of fault

5.

Dateandtime of occuffence
a)Total durationof intemrption
of supply and importantloads
that have beenaffected

6.

Time takento sectionalise

the fault
a)As per approvedoperatinginstructions
b)As per actuals

7.

a)Time takento locatethe fault

b) Time takento rectify afterlocating
the fault
c) Time takento chargethe lines and to
restorenormalconditionsafter
rectificatiorr

'

8.

Sl. No.of the breaknownof the feeder

in the currentcalendar year

9.

Dateof patrollinglastdone

10.

Dateof pre-monsoon
inspection
lastdone

I l.

Whethertelephonecommunication
was availableand is in order?
If not, the reason

12.

Whetherbreakdownvan was readily

available?If not reason

13.

Did the protectiverelays

function properly?

14.

Whetherconditionsat the time of the

breakdownand the extentto which the
samecontributedto the occurrenceof
fault and the time taken for rectification

60

15.

16.

Whetherthe fault was due to:

a) Any defect in designor construction

b) Any lapsein maintenance

Suggestionsfor preventingrecurrence

Note : Detailedreportof breakdownof 33 KV lines shouldbe sentby the A.D.E. with in

15 days.

61

ANNEXURE- 8
PROFORMAOF PRELIMINARY REPORTON NAILUREOF TRANSFORMERS
On

At

I.

II.

Name Plate Particulars:

l.

Dateof failure

2.

Placeof failure

3.

Make

4.

SerialNo.

5.

Capacity

6.

VoltageRatio

7.

No.of phases

8.

Frequency

9.

ConnectionDiagram

lo.

Typeof cooling

11.

Vectorgroup

12.

Tapsavailable

13.

PresentTap

14.

Specification

I5.

Impedance
volts

Statistlcsof the Transformer

l.

Dateof first commissioning

2.

Whether11 KV &L.T. L.As areprovided

4.

Particularsof earthingdone
-Total
load connectedto the transformer

5.

-_!eak load reachedso far prior to failure

3.

6.

Periodfrom which it was at presentstation

7.

Capacityof HG fusesusedon HT & LT sidein SWG

8.

Capacityon main fusesused

9.

Wheathertransformerwas sick previously

62

t0. Observationsand operationscarriedout

before declaringit faulty and immediately
beforeisolatingit with meggervalues
11. L.P.O.particulars
12. Storesfrom which drawn
13. Action takento restorenormal conditions
of supply
t4. Wheastherthe transformerfailed within the
guaranteeperiod

SECTIONOFFICER

ASSISTANT DIVISIONAL ENGINEER

63

A N N EXURE.9
REPORTON FAILURE OF EQUIPMENT OTHER THAN TRANSFORMERS
1.

Name of the equipment

2.

Date of failure

3.

Name of the sub-station

4.

Name of the Division

5.

Full nameplateparticularsof
the equipment

6.

Date of first commissioning

7.

Detailsof protectionavailable

8.

Maximum load on the equipment:

in amps/MVA

9.

Weatherconditionsat the time :

of failure

10.

Resultsof line patrollingif the :

failure is accompaniedby line fault

1l .

Detailsof operationscarriedout :
before declaring the equipment
faulty.(The conditions immediately
before the failure and extract of
log book shouldbe furnished

12.

Action takento restoresupplyand :

normal conditions and time when
they were restored

13.

Is the failure within the guarantee:

period?If so, is the company
informed immediately?

14.

Probablecausesof failure

SECTION OFFICER/ASST. DIVISIONAL ENGINEER

64

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ANNEXURE- 1OB

,/

, - 2 4 @G . l . P | P E
oR
?5@P VC PIPE

u^)
o

METAL CLAD
KI.r. KAT
ARTH T ERMINAL

lro

A\[:

?q+]I

PO RCL AIFJ
CONNE C1I )R

,l c o N s u M f 8 ' S
INSTALL AI }ON

TO COhJSUMER'S
EARTH
lN

---,-

FROM EE.ARER wlRE

METER SOARO
TO MEIER rrr)DY
TO KtT- KA,r 80cn,
6.l. EOLT tt?6 xTJl

l\\,

I L

I. METER EOARO CAN BE OF

rEAK WOOO OR ANY SUITASLC
HARD wOOo

TO CONSUMR'S
AR TH

EARTH TERMINAL DETAILS

ALL DIMENSIONSin mm
SERVICE
CONNECTION
S I N G L EP H A S E
METERBOARD
66

ANNEXURE- 11
NOTESFOR GUIDANCEIN HANDING OVER CHARGE OF THE SECTIONOFFICER

Handingover Reportof

SectionOfficer

Handedover on

SectionOfficer

Takenover on

and submittedto AssistantDivisional Engineer

SectionOffrcer
PART I

Forwardedwith remarksinsideto Divisional ElectricalEnsineer

Asst.DivisionalEnsineer
Handingover reportof Sri
SectionOfficer on

PART I

Technicaland Commercial
(Here stateall importantmattersrequiringthe attentionof the incoming officer, on
technicalcommercialfield instructions,jurisdictions,etc.)
Registersof :
(1) Transforrners,
Capacity,etc.
(2) Towers,Poles,Streetlight fixturesetc.
(3) Telephonesand telephoneequipmenterected
(4) Plansand drawings
(5) Voltagetests,earthtests,and any other specialtests
(6) Maintenanceregisterof transformers
(7) Intemrptions,shutdownsetc.
NOTE: The outgoingengineermust takethe incomingengineerround the works and carefully explainthepresentpositionsregardingoperation,constructionandservices.He should
alsopersonallyintroducehim to the local magnates,importantconsumersand to prospective consumersrequiring attention.

67

Handing over Report of Mr.

SectionOffrcer
Handedover on

SectionOfficer

Taken over on and submittedto Asst.Engineer

SectionOflicer

PART II
Forwardedwith remarksinsideto DivisionalElectricalEngineer.
Asst.DivisionalEngmeer
Check in FinancialBranch
I
2
I
J

4
5
6
7
8
9
Divisional Engineer
SectionOfficer

Handingover report of Sri

on

PART II
1. CASH AND ACCOUNTS :
(a) Imprest cash(Permanent)
Numberof vouchersdisallowedin auditwhich havebeentreatedasreimbursement
and requiringresubmission.
ii. Voucherssubmittedfor recoupmentand recoupmentawaited.
iii. Imprestbalanceto be taken over and certified in the petty cashbook and in the
handingover notesalso.
i.

(b) Imprest cash(temporary)

Amount of temporaryimprestsreceived(with details)requiring closing, paid vouchersand
balanceto be paid with details

68

2. BILLS DUE FOR PAYMENTS. WHETHER PETTY OR FOR S.MALL PURCHASES,OR FOR CONTRACTORS OR FOR LABOUR.
1. Name of contractor,work, agreementnumberfor which bill hasto be prepared.
2. Number of part paymentsmade alreadyfor the abovewith referenceto measurementbooks,etc.
3. Bill, if any,returnedfrom the office with audit objections.
3. CONSUMPTION BILLS. SERVICE CONNECTIONS ETC..
l. Numberof bills receivedfor the month. Are all the bills for the monthreceived?
2. Numberof bills undeliveredto parties.
3. Go throughthe list of houseserviceconnectionconsumers.Is it up to date?
4. All the circulars on the duties and responsibilitiesof the Asst.Engineer/
Addl.Asst.Engineer
in connectionwith revenueto be takenover.
5. Item of balanceof serviceconnectioncostrecoverable.
from consumers.
6. Itemsof disconnected
servicesandin respectof which recoveriesareto be pursued.
7. Numberoiapplicationsfor domesticservicereceivedand for which estimateshave
not beenpreparedwith namesof parties.
8. Number of applicationsfor power servicesreceivedand for which estimateshave
not beenprepared.
9. Houseserviceconnectionnumbersfor which connectionshavebeensivenwithout
agreements
and DDs.
4. WORK ACCOUNTS :
1. Statementof work ordersfor which connectionshave beengiven but work order
closingis pendingand their amounts.Also work ordersover threemonthsold and
not closedwith notes.
2. Numbersof work ordersfor serviceconnections
in progressandtheiramountsand
expenditure.
3. Statementof work ordersappliedfor and not received.
5. TOOLS. PLANT AND STORES :
1. List of tools and plant in the personalaccountsof the Supervisor
2. List of tools and plants chargedto works and for which numericalaccountsare
beingmaintainedandreturnssentto CentralOffice periodically'andtheir condition
including last verification.

69

6. WORKS - WORK ORDERS :

a) EXTENSIONS:
Statementof work orders for which works have been completedand only work
orderclosingis necessaryand their amountsand expenditure.Remarks,if any,for
t h c i rc i o s i n g .
ii. Statementof work ordersin progressand their amountswith expenditureagainst
eachhead.
(a) How many of them arethreemonthsold and why not closed?
i.

iii. Statementof work ordersto be appliedor appliedfor andnot received.

iv. What estimatesare underpreparationor areto be proposed?
b) OPERATION AND MAINTENANCE :
againsteach.
i. Statementof work ordersissuedand expenditure
ii. Statementof work ordersappliedfor and not received.
iii. Statementof work ordersto be appliedfor.
7. MEASUREMENT BOOKS :
i.
ii.
iii.
iv.

Numberof booksissuedfor the sectionwith numbers.

Whetherany havebeensubmittedto office for audit and paynent
on the day
Numberof bookswith thejunior engineer,
Numberof field levelbookswith him

8. OFFICE AND GENERAL :

REGISTERS AND BOOKS :
a) The registersmaintainedare:(i)
Of landsand buildings(non-residentialand residential)
(ii)
Of Houseserviceconnectionmeters,whethertestedor not
(iii)
Of tools and plant, specialordinary spares,consumablearticles,office furnitureetc.
(iv)
Registerof consumerswith connectedload and tariff
(v)
Registerof fuse off calls
books.
(vi)
Registerof files, includingcircularfile andmeasurement
b) Books permanentlysuppliedto SectionOffices are
(i)
Ratesand conditionsof supplywith tariffs up to date
(ii)
(iii)
(iv)
(v)

70

c) Books for circulation receivedand dateson which they are due back to Central
Office
Date on
(i)
(ii)
(iii)
d). Balanceof servicelabelson handas per stampaccount,forms, and stationeryRs"
e). List of fixtures and furniture
(i) List of unansweredreferencewith numbersand subjectmatter
(ii) List of referencesfor which repliesaredue and shouldbe reminded
9) RETURNS :
Returnsdue to Division Office / Sub-DivisionOffice
a) Daily returns
(i)
(ii)
b) List of fixturesand furniture- contd.
Returns- Contd.
c) Monthly retums
(i)
(ii)
(iii)
(d)Quarterlyretums
(i)
(ii)
(iii)
(e)Annual retums
(i)
(ii)
(iii)
(f) Returnsof tools and plant
(g) Tent returns

7I

10. GENERAL :
The relievedofficer shouldgiven the relieving officer detailsregardinghis jurisdiction map showing the areaof the works, duties,etc., besideslist of staff, placing on
record generalcondition of the sectionwith full details regardingthe working accommodation of offtce, etc.
NOTE: The outgoingengineerwill be responsiblefor settlingpreviousaccountssatisfactorily. The incoming engineershouldcarefullycheckthe storeshandedover to him and
checkthe statement.
Handedover
RelievedSectionOfficer
Takenover
RelievingSectionOffi cer

72

12
ANNEXURE
PERIODICAL
RETURNSAND REGISTERS
List of registers and ledgers maintained in A Section,Sub-Division and Division Offices,
andB-CircleOffice.
SECTION.A
l. Section Office
Registerof Accidents
1
2
, Registerof Breakdowns
3 / Registerof Defaulterslist'
of D.Ds.andCheques
4
Register
5 , Registerof Defectivemeters
6 / Registerof Agreements(Revenue)
7
Registerof Agreements(Works)
and reconnections
Registerof disconnections
8
Registerof Drawalof materialsfor minorextentions
9
'10 Registerof Drawalofmaterialsfor majorextentions
Transformers
11 Registerof Failureof Distribution
Registerof Fuseoff calls
12
13 Registerof Feederinterruptions
Registefof MetersAccount
14
Registerof Meterreadings(Bi-monthly)
15
of Meterreadings(Monthly)
16 ^ Register
17,,/ Registerof New ServicesReleased
Maintenance
1B Registerof PowerTransformers
TransformerMaintenance
19 , Registerof Distribution
20J Registerof ServiceConnections
Registerof Surveyreports
21
22
Registerof ServiceConnectionand MinorExtensionEstimatessanctionby AE
23 , Patrolmendiary
24 J Registerof ServiceConnectionapplications
Registerof Estimatessanctionedby higherautorities
25
register
26
Registerof Equipmentmaintenance
27
Registerof Theftof energyand malpractices
28 , HistoryBookof Vehicles
2W Registerof Consumersgrievances
30 , Registerof Receiptand Despatch
sanction
31 J Registerof TemporaryServiceConnections
32
Registerof O&M materials
DC etc.)
improvements,
33
Registerof W.O.A.,Work Orders(Capital& Serviceconnection,
and pending
operated,closed
Registerof Landsand Buildings
34
of Services
35
Registerof Checkreadingsand Inspection
Officers
36
Registerof InspectionReportsof Inspecting
'T&P'
Registerof
37
'O&M'Estt/ FCR
38
Registerof PayBillsof
39
Registerof ActualexpensesStatements/ TA Bills
40
Registerof PaidHolidays
'M'
Books
41
Registerof
'Burnt'
meters
42
Registerof
and Misc.Expenses
43
i) Registerof Contingent
t)

44
45
46
47
48
49
50
5'l
52

ii) HouseRents
iii)PropertyTaxes
etc,
,iv)VehicleTaxesand Insurances
r' Registerof assessedconsumption
for stuckupand burntmeterservices
Circulars
file
Reglsterof CL applications
Registerof Theftof materials
Registerof MeterReadersObservation
Registerof Periodical
Testingof meters(includingstuckup meters)
Registerof providingseals
Registerof meterreadingsreview
Registerof linelosses

ll. Sub-Division Office

1
2
3
4
5
6 7
7J
8
,
9 J
10
11
12
13
14
15

Registerof Accidents
Registerof Agreements(Revenue)
Registerof Agreements(Works)
Registerof ActualexpensesStatements/ TA Bills
Registerof Breakdowns
Registerof Buildingsand Lands
Registerof Consumersgrievances
Registerof Checkreadingsand inspectionof services
Registerof AssessedConsumption
for Burntand Stuckup MeterServices
Registerof EstimalesSanctionedby HigherAuthorities
Registerof Failureof Distribution
Transformers
HistoryBookof Vehicles
Registerof InspectionReportsof InspectingOfficers
'M'
Registerof
Books
Registerof Misc.Expensesand ContingentExpenses
i)Telephones
ii) HouseRents
iii) PropertyTaxes
iv) VehicleTaxesand Insurancesetc.
16
Registerof Surveyreports
17
Registerof ServiceConnections
and MinorExtensionEstimatessanctionby ADE
'lB Registerof TheftEnergy
and
Malpractices
,
19 v Registerof TemporaryServiceConnections
sanction
20
Registerof TemporaryAdvances
'T&P'
21
Registerof
22
Registerof ConsumableMaterials
23
Registerof PayBillsof 'O&M'Estt/ FCR
24
Registerof Inwardand Outward
25
Registerof W.O.A.,Work Orders(Capital& Serviceconnection,
DC., lmprovements,etc.)
operated,closedand pending
26
Registerof Equipmentmaintenanceregister
27
Circulars
file
28
Registerof L.P.Os.
29
Registerof Destruction
of Records
30
Registerof Failureof PowerTransformers
31
Registerof W.E.sanctionby ADE
32
Registerof CasualLeaveapplications
33
Registerof Undispersed
Wages/ Salaries

74

34
Registerof Suits
35
Registerof Theftof materials
36
Registerof PaidHolidays
Registerof 'M' Books
37
38 ,Registerof linelosses
39..,/ Registerof meterreadingsreview
IIl. Division Office
a) CommercialSection:
1
2
3
4
5
6
7
B
9
10

Sanctioned
estimatesregister
Workingestimatessanctionregister
DC estimatessanctionregister
Filesestimatesshowingdatesof receiptand actiontakenregister
Registerof estimatessanctionedby SE and CE
AccidentsRegister
Registerof HT Services
Registerof linelosses
Registerof termination
of agreementsof LT services
Registerof reductionof loads
b) Technical Section:

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24

Equipment
Register
DistributionTransformerfailures
SDR Sanctions
Consumergrievances
,
Failureof equipment
Estimatesanctionregisteron repairsto vehicle
CourtCases
Registerof Contractors
K2 agreementregister
LS and nominationworksregister
Tenderreceiptregister
Registerof localpurchases
Instalment
of CC Chargesregister
Theftof material
Theftof energycasesand malpractice
cases
T&P Registers
Revisionof
CC Bills
Conditionof transformers
and structures
Railwaycrossings
Registerof breakdowns
Registerof Interruptions
Unusualoccurances
Registerof Landsand Buildings
Calendarof Returns
c) Administration Section :

1
2
3
4
5
6

Satationery
Register
StampAccountRegister
lncumbencyRegisters
FixedChargesRegisters
ActualExpensesRegister(TA Bills)
ReceiptRegister
/J

7
8
I
10
11
12
'13
14
15
16
17
'18
19
20
21

DespatchRegister
LettersRegisters
D.O. Lettersand Confidential
T&P Registers
PensionPaymentsthroughBanks
RoasterRegister
LegalExpensesSanctionRegister
FuneralExpensesSanctionRegister
PensionRegister
Register
Misc.Sanctions
BillsRegister(Misc.sanctions)
FestivalAdncesRegister
EducationAdvancesRegister
of Bus Passes
Reimbursement
Register
Apprentice
LongTermLoans(Marriage& Vehicles)Register
d) APS Section ;

'1
2
3
4
5
6
7
B
9
10
11
12
13
14
15
16
17
1B
19
20
21
22
23

Cheques& D.D.Register
RemittanceControlRegister
RemittanceRegister
partfinalRegister
G.P.FTemp.Advances& Non-Refundable
StaffRegister
Provisional/
G.P.F(RegularSubscription)
O & M StaffRegister
G.P.F(RegularSubscription)
Registerof BoosterScheme
Registerof LIC Recoveries
GroupsSavingLinkedInsuranceSchemeRegister(Prov.& O & M)
GrameenaJanathaPolicyRegister
Registerof Telephones
Registerof LLBs
PrivateAccountingAgenciesRegister
PrivateCollectionAgenciesRegister
PrivateBillServingAgenciesRegister
Registerof CheckMeasurement
Registerof lncomeTax
Registerof Rents
Registerof PropertyTax
Registerof LOA
Registerof TemporaryAdvances
Registerof PermanentlmPrest
Registerof DuplicateKeYs

1
2
3
4
5
6
7
8
I
10
11
12

e) Accounts Section.'
ConsumerOperationAccountsLedger
Work OrderRegister
O&M GeneralA/cLedger
EmploymentLedger
Closingof Work OrderRegister(ForTy.& DC Works)
GeneralLedger
Nc EJ Register
WO's EJ Register
TDAs,TCAs Register
Register(PersonalAccount)
A/c No:28.401
COL'sRegister
ServiceConnections
SuspenseRegisterwith Difference& Headof Accounts

76

sFcrro| - B
Circle Office
a) Administration Section :
Registerof Despatch
Registerof Receiptand Despatch
Registerof StampsAccount
PersonalRegister
of Suspensions
Register
i Roster
Registerof Appointments
Register
Incumbency
Registerof Probationers
Registerof W.Ps./ Suits
Registerof Sanctions(LegalExpensesetc.)
Registerof C.Rs./ A.A.Rs.
CasualLeaveRegister
AttendanceRegister
Registerof Theftof Materials
14
to D.E./ Enquiries
CasesEntrusted
of Disciplinary
15 Register
of Posts
16
Registerof Sanction& Continuance
17
Registerof Apprentices
18
Registerof Allegations
19
Registerof Dependents
Registerof Buildingsand Lands
20
21
Registerof Superannuation
22
Registerof Calenderof Returns
23
Registerof Trainingto Staff
24
Registerof Typewriters
25
Registerof TelephoneSanction
absentees
Registerof Un-authorised
26
1 b) Commercial Secfion;
1
EstimatesReceiptRegister
2
EstimatesSanctionRegister
Register
HT PendingApplications
3
Register
MinimumGuarantee
4
SpecialAnnual
Register
5
SPASchemes
MLA OptionsRegister
6
BackBillingCasesRegister
7
Writ PetitionsRegister
B
9
ConsumerGrievancesand VIP ReferencesRegister
c) LT RevenueSecfion.'
'l
Instalments
SanctionRegister

1
2
3
4
5
6
7
8
9
10
11
12
'13

2
3
4

Sanctionof 25o/oRebatethe SpecifiedNew Industries

LegalExpensesSanctionRegister
Billsof PAAs
Remuneration
d) HT RevenueSecfion

1
2
3
4
5

Ledger
Consumer's
AgreementsRegister
SecurityDepositRegister(Divisionwise)
CashBook
DDs Register

77

6
7
8
I
10
11
12
13

All FinancialLedoers
SuitsRegister
lnstalmentsRegister
25% Power RebateRegister
LegalExpensesSanctionRegister
SurchargeStatementRegister
BillsAnalysisRegister
T.E./ M.P.CasesRegister

a e) Technical Section:
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

SanctionedEstimates
WorkingEstimates
FieldEstimatesshowingdatesof receiptand actiontaken
Estimateof repairsto the vehicles
Tenders
Routeapprovals
AccidentsRegister
VehicleRegistershowingcompletehistory
Un-usualoccurances
Equipment
Register
Auditobjections
Works,agreementsand contracts
Buildings
and Lands
LibraryBooks
Drawings
( f) Purchase Secfion.'
1
SEs L.P.O.Register
2
CE I ZoneL.P.O.Register
3
C.E./ P&MML.O.O.Register
4
LimitedtendersenquiryRegister
5
OpentendersenquiryRegister
6
MaterialallotmentRegister
7
Receiptof materialsat StoresRegister
8
Tenderspecification
sold Register
9
Firmsunderblacklist Register
10 Vendorregistration
register
11 SealingplierallotmentRegister
g) Cash Section;
1
LOC Register
2
TemporaryAdvanceRegister
3
ProvincialAmanath
4
GeneralChitta
5
Cash Bookslndex
6
Cash Book
h) Pensions Secfion.'
'1
G.P.O.Register
2
PensionRegister(PPORegisters)
3
CommutationValueAuthorisation
Register
4
PensionPaymentRegister
i) CAS Secfion.'
1
GenerationLedger
2
FinancialLedger
3
Work OrderLedoer

78

j)A&C Section;
'1
2
3
4
5
1
2
3
4
5
6
1
1
2
3
4
I
2
3
4
5
6
7
8
I
10

TDA Register
TCA Register
PersonalAccountScheduleRegister
GPF finalwithdrawalRegister
AuditparasRegister
k) PRS Secfion.'
FCR
Pay Bill Register
Loansand AdvancesRegister
GPF SchedulesRegister
Registerof ServiceBooks
Calenderof Increments
I) Pricing Section.'
StoresLedger
m) APS Section:
E.J.Register
C.J.E.Register
PurchaseDay Book
L.O.A.Register
n) GeneralSection.'
StationeryRegister
PrintingRegister
RevenueRegister
BillsPassedRegister
TelephoneBillspassedRegister
ReceiptRegister(Tapals)
DespatchRegister(Tapals)
StampAccountRegister
L.P.O.Register
TendersOpeningRegister

sEcrrolv- G

S.rt/o.

List of Returns due to Board Office from field

From whom due & when
Name of the Return
DAILY

InterruptionReportof the VariousSub-stations

DE (T) CircleOfficeby Fax

Circlewise EnergyConsumption
& Demand

DE (T) CircleOfficeby Fax

Detailsof Dist.Transformersfailed and replaced

DE (T) CircleOfficeby Fax

Rollingstock of HealthyDist.Transformers

DE (T) CircleOfficeby Fax

L.T.RevenueCollectionReport

S.A.O./ C.O.

MONTHLY
1

ProgressReporton REC Schemes

Office
ADE/Commercial/Circle

StoresReconciliationReturn

SAO / CO

DCB ReportL.T.Revenue

SAO / CO

Local Body Arrearsreturn

SAO / CO

Govt. Departmentarrearsreturn

SAO / CO

DCB Reporton HT revenue

SAO i CO

11 KV feeder-wiseline losses

SE / Opn.

33 KV feeder-wiseline losses

SE / Opn.

79

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ANNEXURE- 13
DESTRUCTION
OF RECORDS
1. The periodicaldestructionof recordsshall be generallyregulatedaccordingto the
following broadprinciples.
Destructionof records

Periodof preservatio4

1. Board Proceedingsin routine

series,letters,memorandum,
endorsements,
telegramsand
tour programmes.

Five yearsfrom the year

to which they relate

2. Ledgerpapers

Three yearsfrom the

yearto which they relate

3. Call book, Arrearslists, Tapal

books,Circulationregisters,
Attendanceregisters,Tum lists
and similar registers

Three yearsfrom the

closeof the yearto
which they relate

4. Offrce orders

Forty yearsfrom the

closeof the yearto which
they relate

II. Furtherto the above,the particularsof other recordsand their period of preservationis
furnished here under.
PARTICULARS

PERIOD OF PRESERVATION

1. Accornmodation(F)
2. Accidents(F)
3. Accounts(monthly) (A)
4. Actual expenses
5. Acknowledgements(F)
6. AdministrationReports(F)
7. AdministrativeAccounts(F)
8. Adjustments- Office copies
9. Advances
a) Sanctions(F)
b) Miscelleaneous
10. Advertisementchargessanctionedto (F)
11.Advice of TDAs etc.(F)
12. Agreements(Works) (F)

88

Five years
rlve years
Three years
Two years
Two years
Permanent
Permanent
Three years
One year
Three years
One year
Three years
Threeyearsafter completion
of work

13.Agreements(Consumers)(F)
14.Allocation of charges(F)
15.Allotment - Application for modi{icationof (F)
16.Analysis(F)
17.Annual returnsand certificates(F)
18.Anti-malarialoperation(T)
19. Appointments(F)
20. Application (F)
21. Apprentices(F)
22. Appropriation(F)
23. Arrearslists (F)
24. Anearsnotices (Government)(F)
25. Arrearsnotices(Municipal) (F)
26. Attachment(F)
27. Auction (F)
28. Audit (Government)(F)
29. Audit slips
30. Award statements(F)
31. Changeof Addresses
(F)
32. Arrearsof wages(F)
33. BalanceSheet
Government(F)
34. Badges(F)
35.Bills Power:HT
LT
36. Purchases
bills
3 7 .B i l l s : Work bills
Transport(F)
Municipal (F)
38. Binding storesissuedbook, etc.,(F)
39. Books and periodicals(F)
40. Boring Trial pits (F)
41. Broadcasting(F)
42. Budget(F)
43. Budget,Part II schemes(F)
44. Buildings(F)
45. Cashbooks(F)
46. CashBalanceSheets(F)
47. Casualleave(F)
48. Capitalcost of buildings(F)
49. Centagecharges(F)
50. Changeover (T)
(F)
51. Checkmeasurements

One year after discharge

Three years
One year
TWoyears
Three years
Permanent
Three years
Three years
Three years
Three years
One year
Three years
Three years
One year after the amount
havebeenpaid
One year after audit
Three years
Three years
Three years
One year
Three years
Permanent

Five years
One year after audit
Three years
Ten years
Three years
Three years
One year
Three years
Permanent
Permanent
Three years
Three years
Permanent
Twenty years
Three years
One year
Permanent
Three years
Permanent
One year after audit

89

52. Chequesindentscounterfoil(F)
53. Chequebooks(F)
- Rules (Correspondence
54. Cinematography
Distribution (T)
55. Circulars(T and F)
56. Claims of contractors(F)
57. Commission(F)
(F)
58. Commercialcorrespondence
59. Completionreports(T)
60. Compensation(F)
61. Complaints(F)
62. Conditionsand rates(Conespondence)
63. Conditionsand rates(Booklet) (F)
64. Contracts(F)
65. Costdatalines(F)
66. Customsduty (F)
67. Capitalcost (F)
68. Consumersdocket(F)
69. Daily Reports(T)
70. Designation(F)
71. Demonstration(F)
(F)
72.Data statement
(F)
73. Depreciation(Conespondence)
74. Destruction(Register)(F)
(F)
75. Disconnection
76. Disreservation(vide forest)(T)
(F)
77. Depositcontributionworks (correspondence)
78. Deposits- Registerof security(F)
(F)
79. Deposits(Correspondence)
80. Distribution (T)
8 1 .D O ( F )
82. Dry weatherobservations(T)
83. Drawings(T)
84. ElectricityBoard (T)
85. ElectricityRules(T)
86. Energizingpower lines (T)
87. Establishment:a) BPs (F)
b) Return (F)
c) Correspondence
88. Estimates- Recordsection(T)
89. Electricalinspection(T)
90. Extensions(F)
91. Fencing(F)

90

One year
Ten years
Three years
Permanent
One year after final
settlement
Three years
Permanent
Permanent
Sevenyearsafter settlement
Two years
Three years
Permanent
Three yearsafter final
payment
Two years
Three yearsafter audit
Permanent
Permanent
Five years
One year
Threeyearsafter completion
of transaction
Permanent
Permanent
Permanent
Two years
Permanent
Three years
Five yearsafter return
Three years
Permanent
One year
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Five years
Five years
Permanent
Three years
Permanent
Permanent

Report(F)
92.FinancialProgress
(F)
93.Firmsbills
94.Furniture(F)
95,Fuseof calls(F)
96.Forms:a) Indents(F)
b) Distribution(F)
c) Costs(F)
97.Forest
e8.r,T.A.(F)
99.FirstAid (T)
matterof
100.Gazette(Portionscontaining
generalinterest)(F)
(T)
101.BoardDistribution
Scheme
102.GraphsandCharts(F)
andgeneralorders
103.Generalcorrespondence
(F)
on subjects
104.Handingoverpapers(F)
andhire(F)
105.Hirepurchase
106.Hospitals
107.Holidays(F)
(T)
108.Hydraulicparticulars
109.ImprestAccount(F)
(F)
110.ImprestAccountCorrespondence
111.lncomeTax
(F)
ll2. Indents
113.Industrialarea(F)
works(special)(T)
114.lnspection
(T)
works(electrical)
115.Inspection
(F)
(General)
116.lnsurance
ll?. Intemptionsto supply(T)
(T)
I 18. Investigations
(F)
119.InauguralCeremony
(F)
Bungalows
120.Inspection
121.Interest:G.Os.on loansandcapitaloutlay(F)
(F) 122.JungleClearance
123.Joumal(videbooks)(F)
(F)
124.I.andacquisition
contribution(F)
125.Leaveandpensionary
(F)
126.Leaveapplications
(F)
l2T.Ledgers
128.License(Lorry)(to beretainedtill the
lorryexists)(F)
129.LineLoss(T)
orders(F)
130.Localpurchase
(F)
131.LoadDevelopments
91

Five years
Three years
Permanent
One year after audit
Three yars
One year
Permanent
Permanent
Three years
Three years
Permanent
Permanent
Five years
Permanent
Three years
One year after completion
of transaction
Permanent
One year
Permanent
Three years
One year
One year
Five years
Permanent
Five years
Five years
Three years
Three years
Permanent
Three years
Permanent
Permanent
Five years
Permanent
Permanent
Permanent
Three years
Permanent
One year
Five years'
Three years
Permanent

(F)
I32.Load RecordStatements
133.Line Trouble(T)
134.List paperssentto camp (F)
135.Load Surveys(T)
136.Lorries(T)

Permanent
Five years
One year
Permanent
Three yearsafter the life of
the lorry
(F)
Permanent
137.Loans
Permanent
138.Maps and Layouts(T)
Permanent
(T)
139.Machinery
Five years
140.Maintenanceof buildings (T)
Three years
report
verification
Materials
supplied
141.
Permanent
e) (T)
| 42. Mathematical lnstruments(Correspondenc
Permanent
(F)
143.MedicalAid
Ten years
144.Measurementbooks (F)
(F)
Three years
(Correspondence
relating
to)
Measurement
books
145.
Five years
includingtesting)(T)
146.Meters(correspondence
Permanent
(T)
system
Meter
and
relay
147.
Three years
(F)
148.Meter cards(Correspondence)
(F)
One year after audit
149.Meter readings
One y6ar
sanctions(F)
150.Miscellaneous
(F)
Permanent
properties
151.Miscellaneous
(F)
One year
152. Miscellaneouscorrespondence
Three years
(F)
advances
153.Miscellaneous
Three years
154.Nominalmusterrolls (F)
Three years
(F)
155.Noticeboards
Permanent
156.News paper(Cuttings)(F)
Three years
(F)
157.Objectionstatements
Three years
(F)
158.Occupationstatements
Permanent
(F)
159.Office orders
Three yearsafter final action
160.Offenses(F)
of eachcase
Permanent
161.Operation(T)
(F)
One year after function
ceremony
162.Opening
Permanent
163.Ownership(F)
Permanent
(F)
164.Pamphlets
Five years
165.Painting(T)
Three years
(F)
166.Paybills audit
One year
167.Paymentfor miscellaneouscharges(F)
Five years
(F)
scheme
168.Pensionarycharges
Five yearsafter handingover
169.PersonalDepositAccounts(F)
Permanent
(F)
170.Personalfile
One year
171.Petitions(unimportant)(F)
years
Five
(T)
172.Photographs
Permanent
l73.PLIRules (F)
Five years
174.Posters(T)
Permanent
175.Powers(F)
gost
Permanent
(F)
176.Power

92

177.Powerhouse(T)
178.Power deliveredto works (F)
179.Progressreports,works (T)
180.Progressofexpenditure(F)
181.Progressof bill collections(F)
(F)
182.Propaganda
183.Professiontax (F)
184.Propertytax (F)
185.Publicservices(F)
186.Public Health Rules(F)
(F)
187.Purchases
188.Quarters(Occupation)(F)
189.Quotations(F)
190.Qualification(F)
(F)
191.Receiptbooks(correspondence)
192.Receiptbooks(F)
193.Refunds

Permanent
Five years
Five years
Five years
One year after audit
Permanent
One year
Three years
Permanent
Five years
Permanent
Three years
One year
Ten years
One year
Ten years
Three yearsafter finalizing
claim
Three years
Until write offis sanctioned
or the full due is recovered
Permanent
Three years
Permanent
Two years
Five years
Three years
Three years
Permanent
Three years
Five years
Five years
Three years
Permanent
Permanent
Five years
Permanent
Ten years
Three years
Permanent
Three years
One year
One year
Three years
Three yearsfrom date of
decision
One year after audit

194.Rents(F)
195.Recovery(F)
196.Reservefund (F)
197.Remittances(F)
198.Revenues(Register)(F)
199.Review(F)
200. Returns(Out going) (F)
201. Returns(incoming)(F)
202. Returnsestablishment(charges)(F)
203.Right of way (F)
204. Rubberstamps(F)
205. Sale(General)(F)
206. SecurityDepositsRegister(F)
(T)
207. Sanitaryarrangements
(T)
208. Serviceconnections
209. Showroom (T)
210. Shutdowns(T)
(T)
211.Specifications
212. Spares(T)
213. Scheduleof rates(T)
214. Statistics(F)
215. Stationeryaccounts(F)
216. Stampaccounts(F)
of accounts(F)
217. Statement
218. Stock(ReserveLimit) (F)
219.Suits(F)
220. Surcharge(F)

93

221. Surpluslist (T)

222. Suweys(T)
223. Suwey Reports(sanctionedby Superintending
Engineerand ExecutiveEngineers)(F)
224. Supplyof powers(T)
225. Supplyof power (Temporary)
226. Suspense
retums(F)
227. Stores miscelleaneous
(Correspondence)
(F)
228. Travellingallowance(F)
229. Tariff (F)
230.Taxes(F)
231.Technicalcirculars(T)
232. TelegraphAct (Modifi cations)(T)
233. Telegraphicaddresses
(F)
(F)
234.Telephones
235.Telephones
bill (correspondence)
236. Temporaryconnections(F)
237. Tenders(copieso0 G)
238. Tenitorialchanges(F)
239.Testing(T)
240. Theft (F)
241. Tools and plant (Returns)(F)
242.Tools and plant purchaseand sanctionof (F)
243. Tour program(F)
244.Towerplanning(T)
245. Transferofcharges(F)
246.Tum list
247. Treeclearance(General)(F)
248. Trunk Calls(F)
249. Visitors to headworks (F)
250.Warm clothing(F)
251.Watersupply(T)
252. Window Delivery(F)
253. Working instructionsCentralOffice (F)
254. Work orders- Government(F)
255. Work orders- Municipal (F)
256. Work orders- Workshops(F)
257. Work Establishment- Rolls (F)
258. Workmen'sCompensation- Returns(F)
The following recordsshouldon no accountbe destroyed.
i) Proceedings
of the "M.S." / "EOO" series
Minutes olthe Board Meetings(ConfidentialRecords)

Five years
Permanent
Three years
Permanent
One year after closeof
account
Three years
Three years
Three years
Permanent
Three years
Permanent
Permanent
One year
Permanent
Two years
One year after audit
One year
Permanent
Five years
Three yearsafter f,rnalaction
Three years
Five years
One year
Permanent
Three years
One year
Three years
One year
Three years
Six yearsafter supplyof
clothing
Permanent
One year
Permanent
Three years
Three years
Three years
Three years
Three years

ii) The destructionof recordsand registersshall be carriedout by the recordclerks after

obtainingthe ordersof the concernedAssistantSecretary.For this purposethe clerk will
make out a list of records to be destroyedin the month of Januaryand submit it to the
concernedAssistantSecretary.
iii) Beforethe recordsare destroyedactionshouldbe takenas follows:
a) The docketsheetswhich arein goodconditionshouldbe separatedfrom the recordsand
passedon to the Assistantin chargeof Stationaryfor being suppliedfor use again after
scaringout neatly,or pasting over, the original entries.
b) Such of the sheetsin the records as are written on one side only should similarly be
removedandpassedon to the Assistantinchargeof stationaryfor supplyas"Rough Slips".
c) The dummy slips in theserecordsbundleswhich are not fully written up should be
removedand usedagainin the recordbranchwith necessaryalterationsin the entriesmade
on them.
iv) Mode of destruction:-eachsheetof the recordbooksandpapersto be destroyedshould
be form into small bits and then sentto the wastepaperroom.
v) A registerof recordsdestroyedshall be maintainedby the recordsclerk who will enter
thereinparticularsof the recordsdestroyed.
vi) Precautionsagainstwhite antsand recordpests.
Wheneverwhite ants appearon the walls and doors of the record room, the effectedparts
shouldbe replasteredwith cement. Teakwood shelves,wooden almairahsand boxes in
which recordsarekept shouldbe paintedwith erudecreosoteor other suitableinsecticide
twice a year before and after the rainy season.Recordsaffectedwith insects/pestsshould
be segregatedfrom the rest of the recordsand fumigatedor repairedbefore restoredto their
originalplace.
Recordsand recordshelvesshouldbe regularlyand systematicallydustedand cleaned.

95

ANNEXL{RE- 14
EASTRENPOWER DISRIBUTION COMPANY OF A.P.LIMITED
CORPORATEOFFICE.VISAKHAPATNAM

2665 /03 Dated13-09-2003

Memo No: CMD/EPDCL/VSP/GM(EA)/F.42/D.No:
Sub: EPDCL- Calculationof Line Lossesfor llKV and LT System-Reg
arerequestedto recall the earlierinThe SuperintendingEngineers/Operation
structionsgiven during the Review Meetingson evaluationof Feederwise Technicaland
Commerciallosseson 11KV andLT System.However,regrettably,none of the Superinhas takeninitiative in this regardand not submitteda single
tendingEngineers/Operation
report so far. This has paramountimportancein determiningthe feederwise' Theft of Energy Component' and the task shouldbe taken up immediately.An illustrative example
'TechnicalReferenceBook' is enclosedherewith.
extractedfrom the
are instructedto
In view of the above,the SuperintendingEngineers/Operation
nominatea Nodal officer for this crucialtaskat their own discretionandsubmitfeederwise
report in full shapeto the CorporateOffice by 10-1I-2003positively.They are further instructedto note that no reminderwill be issuedon this subjectand stringentdisciplinary
actionwill be initiatedagainstnon-complianceinferringthat the concemedis not interested
in efficiencyimprovements.
The receiptof this Memo shall be acknowledged.

ll///l(;ilfu-

Encl : As stated.

v
Chairman&ManagingDirector
APEPDCL/Visakhapatnam
To
The SuperintendingEngineers/Operation
The Director/Operation
The Director/Projects
The Divisional Engineer/Tech./CMD-Peshi

96

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