Role of MP-4 Civ

MP-4(Civ) is the nodal agency for all aspects of personnel management of Civ personnel serving in lower formations of the Army i.e. Army units/Estts. The role of MP-4 (Civ) entails the under mentioned responsibilities, briefly:

(a) Formulation, promulgation and monitoring of personnel policies regarding: Recruitment, seniority, promotion, pay & allowances, settlement of terminal benefits and other concessions.

(b) Manpower Planning: Release of vacancies, adjustment of surpluses and deficiencies, compassionate postings and appointments.

(c) Discipline and Vigilance cases: Processing of appeal, review and revision petitions from Civ employees.

(d) Cadre management of Civilian Assistant Security Officers (CASOs).

(e) JCM activities – Planning & organizing AHQ JCM III Level Council Meetings, maintaining and implementing decisions taken at all levels of JCM Councils, including Ministry of Def and National Council

(f) Industrial Relations – Implementation of Labour Laws, maintenance of harmonious industrial relations and Labour Welfare in Army Units/Estts.

Within Army HQ, MP-4(Civ) deals with 24 Line Dtes, who are controlling civs in their Units/Estts, in obtaining information on the implementation of various policies concerning the Defence civilians in the various Army Units/Estts. These Line Dtes are:

• E-in-C’s Br/EIC

• OS-10 A(ii)

• QMG Br/ST-12

• Mech Forces(Pers)

• MP-8(I of R)

• Adm & Coord

• APS 2 B

• MI Dte/MI-20

EME Civ-3 RV Dte Sig-4(C) DGMS-3B Mil Farm-1 AG/PM-5 Recruiting 5(OR)(b) Recruiting 6B DSC JAG Army HQ Army AD (Pers) Inf 6(Pers) SD-7(Adm Civs) Arty-7D Q/Mov/D MT-7

Organizational Structure – MP-4 (CIV)

MP-4(Civ) is headed by DDG (CP) who also functions as Member-Secretary of AHQ JCM III Level Council chaired by AG. There is a complement of 13 officers divided into 4 functional groups comprising 6 sections.

Charter Of Duties Of MP-4(CIV)

Personnel Policy Matters – MP-4 (Civ) disseminates the personnel policies of DOP&T and MOD to Army Units/Estts, from time to time, for implementation. Wherever required, MP-4 (Civ) obtains policy clarifications from MOD and DOP&T on points raised by Units/Estts through their Line Dtes. Personnel policy matters are implemented by Line Dtes concerned in the manner outlined in the succeeding paragraphs.

Recruitment – Recruitment actions are carried out by OC Units/Estts as per Recruitment Rules (RRs) framed for the respective category/trade of the post. An SOP indicating procedural guidelines for direct recruitment for Group ‘C’/’D’ civilian posts is given in Appendix-II.

Compassionate Appointments – Line Dtes for Group ‘C’/’D’ controlling Arms/Services hold Quarterly Boards in respect of applications from NOK of the deceased civilians/soldiers. Since there are far fewer vacancies than the number of applicants for compassionate appointment, the criterion applied is ‘poorest of the poor’. The policy guidelines/procedure for compassionate appointments are laid down in Ministry of Personnel, Public Grievances and Pension (Department of Personnel and Training) OM No. 14014/6/94-Estt (D) dated 09 Oct 98, as amended from time to time (copy enclosed). The procedure for grant of compassionate appointments is given in Appendix-III.

Promotions – Promotions are carried out by the ‘Competent Authority’/Promotion Board in the Line Dte or Unit/Estt, as prescribed in the respective Recruitment Rules (RRs) for the category/trade of the post to which promotion is to be made.

ACP Scheme – ACP Scheme was introduced by Govt for Group ‘C’/’D’ and Group ‘A’ isolated posts wef 01 Aug 92 for financial up gradation after 12/24 years, if no promotion is granted. ‘Average’ ACRs are acceptable for grant of ACP against higher pay scales of non-selection posts.

Disciplinary Cases of Group ‘C’/’D’ employees posted in the Army Units/Estts – Based on the provisions of CCS (CC&A) Rules, 1965, MOD have prescribed Disciplinary Authority, Appellate Authority, and Revisionary Authority in respect of Group ‘C’/’D’ employees of Army Units/Estts. The gist of the delegated disciplinary powers is as given in Appendix-IV.

AG/MP-4 (Civ) is responsible for the process of Revision Petitions received from Line Dtes and putting up the Revision Petitions to VCOAS in respect of Group ‘C’/’D’ civilians (other than Group ‘D’ under DGMS (Army)) and to AG in respect of Group ‘D’ employees under DGMS (Army) for orders.

Leave Policy – Non-industrial employees (e.g. clerical trade) are governed by CCS (Leave) Rules, 1972. Leave of Industrial employees are governed by AI 1995/54. Non-industrial employees are entitled to accumulate a maximum of 300 days for encashment at the time of retirement. Industrial employees are allowed accumulation up to 180 days only and a case for provision for accumulation of 300 days in their case is under consideration by National Council of JCM (under DOP&T) and Govt of India. Details of leave entitlement are given in Appendix-V.

CASO Cadre – CASOs are Group ‘B’ gazetted officers deployed in Ord Depots, AB Wksps of EME, DGQA Estt and ESDs of E-in-C’s Branch. Against the authorised strength of 44, we have only 27 CASOs held. In EME Wksps and the Ord Depots, the mode of recruitment is 100% by direct recruitment through UPSC and in DGQA Estts and ESDs, the mode of recruitment is 50% by promotion and 50% by direct recruitment.

Release of vacancies of civs - Basically, the recruitment action is done by OC units/Cadre of Estt under the control of respective Line Dtes. Therefore, prior to 1984, vacancies arising out of retirement were filed up by direct recruitment by Unit/Estt. In 1984 the Govt enforced ban on direct recruitment. Subsequently, in partial relaxation of the ban, Govt, in 1987 and 1988, released a meager number of vacancies for the Army. In 2001 Govt released 11,390 vacancies, which were released by MP-4(Civ) in two Phases (with 5659 vacancies (i.e. 50%) in each phase, subject to abolition of 15242 vacancies ordered by MOD and revision of PE/WE by respective Line Dtes. Under ADRP Scheme from Apr 2000, vacancies approved by MOD are allocated to Line Dtes who in turn further sub-allocate them to specific units/estts against critical category/trades at their discretion.

Optimisation of Direct recruitment to Civ posts under ADRP scheme - On 16 May 01, DOP & T introduced ADRP Scheme which envisages a 10% cut of total sanctioned strength over the last five years from 2000. Under the scheme, only 1/3 of DR vacancies arising in a year can be filled up by direct recruitment and the remaining 2/3 will be abolished. A case taken up for exemption from ADRP in respect of Army Civ posts was rejected by Committee of Secretaries in Apr 04. However, the case was resubmitted to MOD for consideration by the Cabinet Committee. Meanwhile, MOD has enforced ADRP Scheme for 2000-01 and 2001-2002 and 2002-03. The Screening Committee for ADRP 2003-04 was held by MOD on 07 Oct 05. ADRP for the year 2004-05 is due.

Manpower of MES – It is pertinent to mention that in so far as ‘manpower’ aspect is concerned, E-in-C’s Br deals directly with MOD for provision of civilian vacancies under ADRP Scheme. Therefore, ADRP for MES is dealt with by E-in-C’s Br themselves. However, MP-4 (Civ) is responsible for the ADRP of non-MES civs (civs under Corps of Engr) in Bengal Engr Gp, Bombay Engr Gp, MEG, and CME Pune.

Database maintained by MP-4(Civ) (b) for Civ manpower- This exercise commenced in 31 Oct 2003 under directions of JS (E). PEs/WEs of units/estts under Line Dtes was checked with SD-6 to determine authorized strength. The exercise was finalized on 31 Oct 04. Accordingly, state of manpower (excluding MES)as on 31 Oct 04 is as follows:-

Ser No Group Authorised Held Shortfall Shortfall in %age
(a) Group A 558 254 304 54.5
(b) Group B 1207 720 487 40.3
(c) Group C 49281 36077 13204 26.8
(d) Group D 74361 55121 19240 25.8
(e) Total 125407 92172 33235 26.5

The above data is presently being updated by AG/MP-4 (Civ).

Surplus Cell – As per AO 22/2001, AG/MP-4 (Civ)(b) functions as the Central Surplus Cell for estts under Army, Navy, Air Force, and ISOs. Its functions are as under:

• Adjustment of staff rendered surplus due to abolition of an Estt or revision of authorization in PE/WE against deficiency existing in Defence estts.

• Issue of NAC (non-availability certificate) for filling up of residual deficiency as per existing Govt orders.

• Processing of applications submitted by Group ‘C’ ‘D’ employees seeking posting on compassionate/mutual grounds in Defence estts at choice stations.
A copy of AO 22/2001 is at Appendix VI.

Pay and Allowances - The under mentioned issues under pay and allowances are dealt with by MP-4 (Civ):

• Pay of Defence civilians as per FR 19 and various orders issued by DOP&T/MOF etc – Dissemination thereof.

• Various allowances like DA, HRA, CCA etc admissible to Defence civilians as per orders issued by DOP&T/MOD etc – Dissemination thereof.

• Allocation of HBA funds to Line Dtes at AHQ.

• Entitlement of liveries to Defence civilians as per orders issued by DOP&T/MOD – Dissemination thereof.

GPF (CS) Rules – Orders pertaining to subscription and grant of advance, issued by DOP&T etc. – Dissemination thereof.

CGEIS 1980 – Dissemination of orders issued by DOP&T etc.

• Superannuation Pension and Family Pension granted to Defence civilians as per CCS (Pension) Rules 1972 and various orders issued by DOP&T etc – Dissemination thereof.

• Terminal Benefits like DCRG, Leave Salary etc granted to Defence civilians on retirement/death/missing cases as per orders issued by DOP&T etc – Dissemination thereof.

• New Pension Scheme for employees joining service wef 1.1.2004 – Dissemination of orders issued by DOP&T, MOF etc.

• Issue of time-bar sanctions for payment of arrears of pay and allowances under Rule 189 of FR Part I.

Conservancy Safaiwalas – ‘Conservancy Safaiwalas (Gp ‘D’) are deployed by Stn HQ under the administrative control of SD-7 who is the Line Dte concerned for this category. Conservancy Safaiwalas are meant for cleaning toilets, drains. They are different from ‘Safaiwalas who are meant for cleanliness of Unit premises. The strength of Conservancy Safaiwalas is around 23300. Their recruitment by Stn HQ continued even during ban but the MOD stopped the recruitment since 2001 on the advice of CDA/CGDA. As a result it is a dying cadre as the existing strength will be wasted out on their normal retirement. Since, this category has been on the supplementary Estt to PE, they are not shown in Manpower data maintained by MP-4(Civ) (b). Therefore, even under ADRP, no vacancy is sanctioned by Govt for this category. Prior to 2001 this category was administered by SD-7 and MP-4(Civ) was giving approval of Board proceedings from Stn HQ. On 21 Jul 04/26 Aug 04, the entire subject of conservancy Safaiwalas was transferred to SD-7 Section which is to administer this category through their Admin Cell (MOD/D (GS) with JS (E). MP-4(Civ) is no longer responsible for any aspect of this category. The MOD advised QMG’s Br/LWE to go in for outsourcing in future in consultation with SD-7.

JCM Scheme – Central Govt introduced JCM Scheme in all Deptts in 1968 to promote harmonious relations between Govt and the employees and to secure greater measure of cooperation between Govt and general body of employees in matter of common concern and to ensure efficiency of public services through collaborative endeavour. Under the scheme, the following bipartite forums (which are of non-statutory nature) have been provided for negotiation between the Govt and its employees.

(a) National Council (JCM I Level) headed by Cabinet Secy on issues affecting employees of more than one Ministry.

(b) Depttl Council of MOD (JCM II Level) chaired by Def Secy on issues generally affecting employees under three Services and other Def estts. AG represents Army as Official Side Member.

(c) Army HQ JCM III Level Council- chaired by AG on issues concerning Civ employees in the Army units/estts including MES Estt.

(d) JCM IV Level – chaired by OC units/Comdt of estts of Army on local issues affecting the civs of units/estts. Meetings are held every month. JCM IV Level Council is formed under a Departmental order.

The three meetings of III Level JCM for every quarter are as follows:-

(a) Steering Committee –chaired by DDG (CP) to screen draft ‘Agenda Points to admit worthy points if any for agenda.

(b)   Main Meeting – Chaired by AG to discuss Agenda points admitted by the Steering Committee. The Staff side members submit their ‘Mention Points in writing and speak briefly on salient issues brought out therein. Generally, no discussion takes place on these points. After the Main Mtg, these points are referred to respective Line Dtes for progress and reply to Staff Side Member and also intimation of progress to MP-4(Civ) (JCM).

(c) To resolve the Mention Points submitted by the Staff Side, an Addl Meeting takes place under the Chairmanship of ADG MP prior to each Main Meeting.

The composition of Army JCM III Level for the 11th Term is as follows:-

Chairman –AG

Official Side Staff Side
E-in-C, DG OS, DG EME, DGST, DDGMF, DFA (AG) 5 Reps - AIDEF (Recog.Fed)
DDG (CP) as Member Secy other DGs/ADG as 5 Reps - INDWF(Recog.Fed)
Co-opted members including ADG RVS, ADGSD 5 Reps - BPMS(Recog.Fed)
  3 Reps-13(Recog. Assns (by rotation)

The 11th Term has since been extended by MOD till 30 Apr 2006 . Action for constitution of a new Council for the 12th Term, consequent on the elections on 02 Sep 05, is in hand.

Industrial Relations: - MP-4(Civ) has LWC(C) who is from CLS (Central Labour service) Min of Labour. LWC (C) is assisted by 26 CLS officers designated as DLWC/ALWC posted in 27 units comprising Ord/Amn Depots (under OS Dte) and ABW Wksps (under EME). LWC (C) monitors industrials relations in Units/Estts and resolves industrial disputes. LWC (C) also deals with grant of recognition of Unions and Associations under the rules laid down by MOD in 1996. The cases for recognition of unions are processed from unit level through the Line Dtes and LWC examines/recommends the case to MOD for Govt approval for recognition. LWC (C) monitors two types of bipartite forums:-

(a) Statutory Fora – (i) Works Committee under Industrial Disputes Act, 1947 if 100 or more workmen are employed. Meetings held once in three months. Workers reps are elected by unions/employees. And management reps are nominated by OC units. (ii) Canteen Managing Committee formed under Factories Act 1948. Workers reps are elected and management reps are nominated.

(b) Non-statutory Forum – Welfare Committees are formed under departmental orders, where the strengths of civs is less than 100 and Works Committee cannot be established under ID Act. All members of Official Side and Staff Side are nominated by OC units/Comdt of Estt at his discretion.

(c) LWC(C) advises on application of labour laws and redresses the grievances and resolves industrial disputes referred to by the units/estts through Line Dtes. LWC also inspects units/estts and send reports to Min of Labour about the functioning of ALWCs/DLWCs.

Trade Union activities are prohibited in areas specified under SRO 17-E. Similarly, under Govt letter of 1972, trade unions are prohibited in Mil Hospitals , Training Estts, Ports and Embarkation Units.

Nodal Women Cell – In the units/Estts of Army around 7770 women (as reported in 2002-03) Women Cells are functioning in Army Units/Estts and HQ Commands. MP-4(Civ), a nodal Women Cell functions under DDG CP. The charter of the Cell is to disseminate/implement directions of National Commission for Women and the Govt policy or prevention of sexual harassment and the implementation of Supreme Court directives on this aspect. An Annual Report on functioning of Women Cells as obtained from Command HQs for monitoring purposes.