WORK STUDY ON THE REVIEW OF STAFF STRENGTH

OF PEON CATEGORY AT THE

HD. QRS. COMMERCIAL DEPARTMENT.

EFFICIENCY CELL,
(PLANNING & WORK STUDY),
GARDEN REACH, KOLKATA – 700 043.

STUDY NO. EFF/893

 SYNOPSIS

1. Name of the work study Work study on review of staff strength of Peon category at
the Headquarters Commercial Deptt.

2. Terms of reference There are 90 officials of Peon category for catering to 395
Gr-C staff and 15 officers at the HQ Commercial deptt.
Considering such high percentage (22%), the competent
authority had advised to undertake a study for reviewing the
actual requirement of Peon category.

3. Aim To assess the requirement Peon category at Hd. Qrs. Comml

deptt considering the ratio of Peons to on-roll staff strength.

4. Projected manpower Redeployment of 30 staff from Peon category and

re-deployment/ surrender. subsequently surrender. Surrender of 2 ‘vacant’ post.

5. Anticipated/projected The annual savings on account of surrender of 30 posts

savings subsequent to redeployment = Rs. 118,64,160/-
The annual savings on account of surrender of 2 ‘vacant’
post = 7,90,944 /-
Total savings per annum = Rs. 126,55,104/-

6. No of recommendations Five.
made

7. Critical analysis The study has been analyzed taking into consideration the
present workload and the overstaffing of Peon category with
such high percentage (22%) i.e. 90 officials of Peon
category for catering to 395 Gr-C staff + 15 officers at the
HQ Commercial deptt. The CDO office to be brought under
Genl Admn deptt as it caters to all the departments.

8. Recommendations Rec–I : The total number of Peons for catering to the

HQ Comml deptt be limited to 60.
Rec–II : The status quo of these two staff (1 Vig/GRC +
1 RRB/Kol) may be maintained as such.
Rec–III : The CDO section may be brought under the
purview of Genl/ Admn. with an option being given to
the existing staff either to switch over to General
Administration or return back to Commercial deptt.
Rec–IV : The 2 vacant posts be surrendered outright.
Rec-V : The surplus 30 men-on roll to be suitably
redeployed in other departments and the resultant
vacant posts to be surrendered.

9. Department concerned Commercial.

 CONTENTS

Chapter Description Page No.

I Introduction 1

II Staff strength & Duties 2

III Existing system of working 3 to 7

IV Critical analysis 8-9

V Recommendation 10-11

VI Financial evaluation 12
 -1-

CHAPTER-I

1.0 INTRODUCTION

INDIAN RAILWAYS, the premier transport organization of the country is the largest rail
network in Asia and the world's second largest, under one management. The Indian Railways
have added a great extent to the nation’s prosperity and have knit up the country as well. The
railways are much a Govt. concern rather than a commercial enterprise. Viewed in the
context of human resource planning, Indian Railways is presently on the threshold of major
technological changes. Some categories of staff are likely to become surplus, there may be
shortage in few categories and some new categories may get born with substantial inputs in
areas like electrification, communications, computerization, etc. in due course of time.

In the recent past, various factors have contributed to the decrease in workload at the
Headquarter’s Commercial branch. The primary factors being trifurcation of SERly,
discontinuing part booking of wagons thereby introducing full wagon load booking, on-line
booking of RRs, reduction in claim cases due to leasing of VP/ VPUs/ Parcel van, internet
based booking of tickets through IRCTC, mobile apps, JTBS; modification in the rules for
cancellation of PRS tickets, implementation of FOIS/COIS, etc. There has also been a sharp
decrease in the activities of the wagon tracers. With the development of telecommunication,
locating any document and getting copy of the same has become very easy.

These factors have resulted in a decrease in the on-roll strength of the Commercial
department, as a whole.

With a view to improve Manpower productivity, work culture and staff morale, Rly.
Bd’s vide RBE No. 117/2008 & No 2013/TT-I/7/6/1 dt. 21.01.2013 had recommended for
imparting training to the existing Gr-D staff and re-designate them (Peons, Duftary, Jamadar,
Jr. G/Opt, Farash, Chowkidar, Safaiwala, Mali etc) as MULTI-TASKING STAFF.

In the present scenario, there is a need for slimming of the organization at certain
points and to make provision for staff at other areas, where necessary, thereby improving the
financial health of the organization.

It is seen that there are presently 90 peons for catering to 395 Gr-C staff and 15
officers i.e. 22%.

The present study has been undertaken to review the actual requirement of Peons in
the Hd. Qrs. Commercial department with regard to the present work load in the current
scenario.

During the course of study, the study team had intended to give proper weight age to
all the relevant aspects to make the study more realistic in the current changed scenario.
 -2-

C H A P T E R – II

2.0 STAFF STRENGTH & DUTIES :

2.1 The distribution of Peons’ category in the Hd. Qrs. Commercial deptt is as follows:-

Desgn CLAIMS GENL & RRO OKB & RSBO GRAND

TOTAL
S/S O/R VAC S/S O/R VAC S/S O/R VAC S/S O/R VAC
Hd. Peon 21 21 0 44 35 9 5 4 1 70 60 10
Peon 5 5 0 15 21 -6 2 4 -2 22 30 -8

2.2 As per DOP&T’s O.M. No. AB-14017/6/2009-Estt(RR) dated 30.04.2010 (Annex-

II), circulated by Rly. Bd., the indicative list of duties of Multi-Tasking Staff
(erstwhile Group-D posts of Peons, Duftary, Jamadar, Junior Gestetner Operator,
Farash, Chowkidar, Safaiwala, Mali etc) is as follows:-

(a) Physical maintenance of records of the section

(b) General cleanliness and upkeep of the Section/Unit
(c) Carrying of files and other papers within the building
(d) Photocopying, sending FAX etc
(e) Other non/clerical work in the Section/Unit
(f) Assisting in routine office work like diary, dispatch etc, including on computer
(g) Delivering of dak (outside the building)
(h) Watch and ward duties
(i) Opening and closing of rooms
(j) Cleaning of rooms
(k) Dusting of furniture etc
(l) Cleaning of building, fixtures etc
(m) Work related to his ITI qualification, if it exists
(n) Driving of vehicles, if in possession of valid driving license
(o) Upkeep of parks, lawns, potted plants etc
(p) Any other work as assigned by the superior authority.
 -3-

C H A P T E R – III

3.0 EXISTING SYSTEM OF WORKING:

The Hd.Qrs Commercial department is divided into the following sections:-

3.1 RTI Cell : All RTI related applications are forwarded to the respective sections of
Comml deptt for receiving information as desired by the applicant. Some cases not
relating to Comml deptt are also transferred to the respective PIOs of other deptt/division.
On reeipt of the concerning reply, the same is intimated to the applicant with necessary
documents, if applicable. The workload for photocopying the documents is around 50 to
60 nos per day. Then the files are to be sent to the concerning officer for signature/
approval/ orders. Finalized letters are sent to the dispatch section for onward transmission
to the applicant/ RTI Cell at GRC. As the number of new cases are in huge quantities, the
brown paper has to be cut to size for using as back cover due to limited availability of file
covers. The peon is also deputed to hand over the letters to the concerning sections within
the building and also chase for replies from the different sections… as RTI cases are time
bound. Peon - 1

3.2 Accounts Section : Issuing of Pay orders, preparation of Budget, Adjustment memos,
Raising of Freight debit & Cost debits related to Steel & Coal, Entertainment bill of
officers, Mentioning of ID, Allotment of fund or preparation of Pay orders of Franking
machines. Peon – 1

3.3 Establishment Section : Maintenance of all muster rolls, D&AR Cases, APAR cases,
Transfer and posting, Works related to cadre restructuring, Settlement, Termination of
service, VR, Card Pass ID, Medical Card, Sparing of sports officials, Reply to Audit
observations, Election duty, TA Journals, All letters forwarded to competent authority,
Works related to PREM, etc. The duties of Peon are handing over the circulars, files,
letters etc., to various deptts and acknowledgement thereof, maintenance of records,
filing of different papers, collection of store materials and other works as assigned. Peon
- 1.

3.4 CS Section (CKP) : This section deals with works related to claims against Perishable
parcels, Hard Parcels, Departmental & Defence cases. The approximate average intake is
10 cases and the same number of disposals per month. The duty of the peon is to hand
over the files, letters, etc., to the concerned officers/ sections, hand over the different
letters to the dispatch section, collection of store material and other official works as
assigned. Peon-1.

3.5 Coal Section (TNEB, WBPDCL) & Misc Section : All claim cases related to coal are
dealt in this section. The approx average intake is 18 and disposal is 25 per month. The
duty of the peon is to bring the cases to the Accounts office/GRC, E.Rly, Collect letters
from Receipt section and hand over letters to Comml dispatch Section and CCM Office,
and also to Typing Section.
 -4-

All Claim cases related to Private parties such as Adhunik Metallics Ltd, Adhunik Alloys
& Power Ltd., Tata Sponge Iron, Tata Power, ACC Ltd, Jindal Steel & Power Ltd.,
Bokaro Power Supply & Co. Pvt. Ltd., are dealt in this section. The approximate average
intake is 20 cases and disposal 10 cases per month. The duty of the peon is to hand over
the files, letters, etc., to the concerned officers/ sections, hand over the different letters to
the dispatch section, collection of store material and other official works as assigned.
Peon-1.

3.6 Steel Coal & Decree Cell : All cases related to Steel Plants at BKSC, ROU,
IISCO/BURN & Tata Steel. Average intake is 18 to 20 per month and disposal 23 to 25
per month. Due to inadequate Xerox machines, photocopying is undertaken from outside
the office premises by the Peons. The duty of the peon is to hand over the files, letters,
etc., to the concerned officers/ sections, hand over the different letters to the dispatch
section, collection of store material and other official works as assigned.
All the RCT cases are dealt in the Decree Cell. The court orders received from the Law
Section are received in this section and as per approval of the competent authority, the
amount as per Decree is fulfilled through Pay orders. The duty of the peon is to hand over
the files, letters, Pay orders etc., to the concerned officers/ sections & Accounts deptts,
hand over the different letters to the dispatch section, collection of store materials and
other official works as assigned. Peon-1.

3.7 Computer Section & Statistical Section : The peon of this section is utilized for
delivering of all claim files to the final record section after finalization. Xerox of letters
as when required. Cases sent by the claimant are received in the Computer section and
registered. After registration, they are sent to the Statistical section for fulfilling other
official formalities. Thereafter these files are sent to the concerned sections through peon
for further necessary action. After disposal of these cases, they are sent back to the
Statistical Section for necessary manual and computerized entries. They are then sent to
the Record Section for safe custody. Peon-1.

3.8 Receipt & Despatch Section : On average 8 to 10 letters are received per day. All letters
excepting those marked to GRC are sent through post (Speed, Regd & Ordinary).
Depending upon the importance of the letter, the same are sent through Speed or
Registered or Ordinary Post. Avg. Number of letters through Ordinary Post = 70 & Regd
AD/Speed Post = 15. On an average, 3 nos of Files & 5 nos of letters are dispatched to
GRC per day. One peon on 15 days rotation duty is booked for GRC for inward and
outward letters. Peons-2.

3.9 Marketing Section : Deals with Court cases and Policy matters related to leasing of
Parcel Traffic. The duties of the peon is to make out photocopies, movement of files from
sections to officers / section concerned and vice-versa, dispatch of letters and performing
the duties of Record Sorter, since educated. Peon-1.

3.10 RCC Section : There are 2 Xerox machines and one Gestetner Machine. All types of
circulars, court cases, letters and other documents as per requirement are duplicated in
this section. On an average 7500 per machine per month are photocopies. An average of
around 10,000 sheets are duplicated in Gestetner machines. Peon – 1.
 -5-

3.11 UTS Section : There are 251 unreserved ticketing location over SERly. In addition, 61
PRS and 72 UTS-cum-PRS locations are functioning over SERly. The procurement,
supply & maintenance of these equipments are done through this section. This includes
phase-wise replacement coordinated through HQ, testing of these equipments and their
installation. The duties of the Peon in this section is to correctly collect all the phase-wise
equipments from the vendors and stocking them in the store/ godown and maintain the
T&P register accordingly. Additionally, ATVM & COATVM equipments also procured
and distributed to the different locations from HQ. The replacement equipments as per
demand are supplied through these peons. Smart Cards for 100 ATVMs & 10 COATVMs
are supplied through the peon on a regular basis at different locations. Sending of various.
Additionally, the duty of the peon includes handing over the files, letters. etc., to the
concerned officers/ sections & the different letters to the dispatch section, collection of
store materials and other official works as assigned. Peon – 2

3.12 General Section & TTI Section : File movements (avg. 15 to 20 per day) from the
section to the officers/ other sections & vice-versa. Handing over the letters to different
sections (Avg 20 letters per day). Since the Xerox machine is out of order since the last
two months, all the photocopying jobs are being done by the peons from outside or from
other sections. Peon – 2

3.13 Refunds Section : One peon is utilized at the Rates verification section for file
movements, circulars sorting, handing over of files being put up to the officer and other
sections (viz., Law Section, Dispatch section, Outstanding section for adjustment of
freight). One peon is utilized in the collection, stacking & distribution of stores items
from HWH, GRC, P&S Depot at KGP. Average 200 nos of Xerox copies are being done
by this peon. One peon for distribution of files from Coaching Branch in various section,
E.Rly & letters for Dispatch to the Dispatch Section. One peon is engaged at the Outdoor
Inspection Cell. All the inspection reports are entered in the register and subsequently
distributed to the dealers (Coaching & Goods) under acknowledgement. Two peons are
attached to the officers. Peons – 6.

3.14 Receipt Section : On an average about 100 letters from different sections are received in
this section. These letters are distributed to the different sections/ departments as per the
addressee by the peon. Peon – 1.

3.15 Despatch Section : Letters to all divisions/ postal / speed posts/ Registered Post/
ordinary post are received, sorted, inserted in the envelopes and after due entries in the
registers, they are sent to the Claims Dispatch for onward transmission. On an average,
100 letters per day marked to different divisions sent through CDO/GRC are delivered by
the peon. Likewise, those letters available at CDO/GRC addressed to Commercial
department are collected by this peon. On an average, 20 letters per day are received from
CDO/GRC. Peon – 1

3.16 Stores Section (General) : Collection of stores items from HWH, GRC, GSD/KGP,
P&S Depot/KGP. Distribution of materials to the concerned staff as per demand. On an
average 10 requisitions per day are handled by this section. Peon – 1
 -6-

3.17 Pass Section : Collection of blank Pass, PTO forms from KGP. Letters related to loss of
Pass and other miscellaneous matters are sent to the concerned sections/ deptt. File
movement to the officers, stores materials pertaining to Claims Branch are collected from
KGP Stores, Handing over of written passes to the staff. Peon – 1

3.18 Emergency Quota Section : Attending to the concerning officers and performing other
related jobs relating to release of Emergency Quota. Peons – 3

3.19 Old Koilaghat Building : On an average only 5 counters per shift are in operation due
to drastic decrease in counter reservations. Three peons are posted at OKB are engaged
in collection of Ticket rolls, stationery items, handing over requisition slips to intending
passengers. Two shifts are in operation. Peons – 3.

3.20 Reservation Counter at GRC : Only one counter per shift is in operation due to drastic
decrease in counter reservations. The 2 peons posted at GRC is engaged in collection of
Ticket rolls, stationery items, handing over requisition slips to intending passengers &
assisting CBS. Two shifts in a single counter are in operation. Peons – 2.

3.21 Rabindra Sadan Computerised Reservation Office : One special counter and four
general counters in 2 shifts are in operation. 5 Peons are engaged in collection of Ticket
Rolls and other allied works. Peons - 5

3.22 Metiabruz Computerised City Booking Office : Two general counters in one shift is in
operation. One Peon is engaged for assistance. Peons – 1.

3.23 Commercial Control at GRC : 4 Peons are utilized in this section for conducting works
related to Commercial Control Office viz., coordination with Operating deptt, Coaching
Section etc. Peons – 4.

3.24 Central Despatch Office/ GRC : One peon is posted at HWH for sorting and sending
letters to ADA divn by train. 3 peons are alternately sent to Strand Road for handing over
letters to CCM Office and also collecting letters addressed to GRC. One peon is sent to
SHM and HWH to hand over letters and simultaneously collect letters. One peon is
permanently posted at GRC for consolidating the letters – division-wise/ department-wise
and distribution at GRC. The letters of KGP, CKP & RNC are handed over by the staff of
the concerning division and simultaneously, the letters addressed to the division are
handed over to him. Peons - 5
 -7-
3.25 The distribution of peons (& Hamals) is as follows:
Sl Section/Unit Total nos of peons
1 PS to CCM 7
2 CCM(FM) 2
3 CCM(FS) 1
4 CCM (PS & Catg) 2
5 Dy.CCM(Spl) 2
6 Dy.CCM(FS) 4
7 Dy.CCM(Refund) 2
8 Dy.CCM(Claims) 3
9 ACM X 2 2
10 Commercial Control/GRC 4
11 CDO/GRC 5
12 General Section 1
13 Record Section (General) 1
14 PPM Section (General) 1
15 CCM General Section 1
16 Store Section (General) 1
17 General Section (Xerox) 1
18 Despatch General Section 1
19 OP General 1
20 UTS General Section 1
21 Marketing Section (FM) 2
22 RCT/FM 3
23 Record Section (FM) 2
24 Store Section (FM) 1
25 RCC (FM) 1
26 Typing Section (FM) 1
27 Store & Estt Section (Refund) 1
28 Refund (Outdoor) 1
29 Refund (Rate Verification) 1
30 Refund (Court Case & Coaching) 1
31 Claims (Law) 5
32 Claims (Accounts) 1
33 Receipt & Despatch (Claims) 2
34 CH Section (Claims) 1
35 Decree Section (Claims) 1
36 Coal Section (Claims) 1
37 Claims (Establishment) 1
38 PRS Cell 1
39 EQ Cell 3
40 Anti-Fraud 1
41 RTI 1
42 UTS 1
43 Vigilance 1
44 Computer & Statistical 1
45 Central Pass Section 1
46 Reservation Office/GRC 2
47 OKB 3
48 Metiabruz City Booking office 1
49 RSBO 5
TOTAL 90 Peons
 -8-

C H A P T E R – IV

4.0 CRITICAL ANALYSIS :

4.1 The distribution of peons is consolidated vide Para 3.25 above, as per the Seniority List
available in SPO(Comml)’s office. Thus it is seen from SL Nos 1 to 8 that a total no of
25 peons are catering to the needs of 8 officers. There are actually 10 gazetted officers at
present including 5 vacant posts. Hence, considering one peon for catering to each
officer, the total requirement on this account will be 15 + 2 (LR) = 17 nos. of peons.

4.2 In 8th Floor, the FS Branch comprising 89 staff and the EQ cell comprising 6 staff, there
is a requirement of 6+ 2 = 8 peons considering the present workload.

4.3 In the 9th Floor, there are the Comml General & Refunds Section, UTS Console Section
comprising 126 staff. Here is a requirement of 6 peons in the General & Refunds
Section and 1 peon in the UTS Console section.

4.4 In the 10th Floor, the Claims Branch comprises 100 staff. There is a requirement of only
6 peons to cater to the requirement in the different sections.

4.5 In the 11th Floor, the UTS Cell comprises 10 staff. To cater to their needs, only one
Peon is sufficient.

4.6 For catering to the needs of the Commercial offices which are outside 14 Strand Road,
the staff requirement shall be as under :-

Srl Location Need based requirement of Peons

1 OKB Booking & Resvn office 3
2 RSBO Booking & Resvn office 3
3 GRC Resvn office 2
4 Metiabruz Resvn office 1
5 Commercial Control/GRC 3
6 Law Section 2
TOTAL 14

4.7 There are two peons, one posted in Vigilance Branch and one posted at RRB/Kolkata
since long on lien posts.

4.8 Vide SL No. 11, Para 3.25, it is seen that Central Dispatch Office at GRC is deploying 5
peons. The CDO section deals with the incoming and outgoing dak of all the
departments as well as letters to/from Eastern Rly. The average number of dak dealt by
the CDO Section is around 550 letters per day. There is also one Hamal posted here in
addition to the 5 peons.
 -9-

One peon is also being booked daily from GRC to HWH & CCM Office who in
turn hands over the dak ex GRC to the “Permanently posted official at HWH” and
receives the incoming dak.

Of these 5 peons, one is permanently posted at HWH station in addition to one

Sr. Clerk. They are working in 2 shifts (morning & evening). The trains attended by
these two officials are as follows : 18616, 18410, 12809, 18645, 12827, 18409, 12810,
18005. The daks are received from GRC through peon and those daks which are to be
sent to GRC are handed over to him. The letters of E.Rly and those pertaining to other
divisions, C.Rly, E.Co.Rly, SECR are received and disposed by these staff after proper
sorting and documentation. These are handed over the on-duty Guard. Average letters
handled per day is 25 to 30 in each train.
 -10-

CHAPTER–V
5.0 RECOMMENDATIONS :

5.1 In view of the above discussions, the number of peons proposed for the different
sections/units is as follows :

Sl Section/Unit Total nos of peons Posts proposed

1 PCCM 1
2 PS to PCCM 1
3 CCM(FS) 1
4 CCM (PS & Catg) 1
5 Dy.CCM(PS) 1
10 + 5 Vacant
6 Dy.CCM(FS) 1
posts = 15 + 2
7 Dy.CCM(Refund) 1
(LR) = 17
8 Dy.CCM(Claims) 1
9 ACM (Resvn) 1
10 ACM(FM) 1
11 EA to COM (vacant) 1
12 FS Branch 8th Floor 6 22 + 3 (LR) =
13 EQ Cell 8th Floor 2 25
14 General & Refunds 9th Floor 6
15 UTS Console 9th Floor 1
16 Claims Branch 10th Floor 6
17 UTS Cell 11th Floor 1
18 Commercial offices outside 14 14 + 2 (LR) =
14 Strand Road, Kol-1 16
18.1 Vigilance Branch & RRB/Kol 2 2
TOTAL 60

Recommendation – I : The total number of Peons for catering to the CCM’s Office at 14
Strand Road to be limited to 60. There is no need to keep RG as all the offices have provision
of weekly holidays. Only in those small number of units which are open for 7 days in a week,
the requirement of RG to be met from LR.

5.2 Two peons on lien basis are posted one each in Vigilance Branch and RRB /
Kolkata, since long. Their lien and sanctioned posts are presently being maintained
in Commercial department.

Recommendation – II : The status quo of these two staff may be maintained as such.

5.3 From para 4.8 above, it is seen that the CDO which is presently under Commercial
department, is catering to the needs of all the departments including Commercial. As
the nature of duties has nothing specific to do with Commercial department, this
section may be taken under a common pool, with an option given to the existing staff
to switch over to this common pool or otherwise.

Recommendation – III : The Central Despatch Section (CDO) may be wholly accommodated
in General Administration with an option being given to the (five) existing staff either to switch
over to General Administration or return back to Commercial deptt.
 -11-

5.4 The sanctioned strength of Peons cadre is 92 and the on-roll strength is 90. There are
two existing vacancies of Peons available in the Commercial deptt.

Recommendation – IV : These two vacant posts of Peons category to be surrendered outright.

5.5 The requirement of peons in the Commercial department is 60 nos (para 5.1) and the
sanctioned strength to be maintained as such. The balance men-on-roll i.e. 90-60 = 30
to be suitably redeployed.

Recommendation – V : These excess 30 men-on roll to be suitably redeployed against vacant

posts in other departments and subsequently the vacancies to be surrendered.
 -12-

C H A P T E R – VI

6.0 FINANCIAL EVALUATION :

In reference to the recommendations made in the study report the financial evaluation on the
basis of (i) redeployment and subsequent surrender of 30 posts as those are not incumbent
free & (ii) surrender of 2 ‘vacant post’ is as under:-

REDEPLOYMENT AND SUBSEQUENT SURRENDER OF 30 POSTS +

SURRENDER OF 2 VACANT POSTS

Monthly
Scale of No.of Average DA Total cost
Sl.No Designation cost per
Pay Post Pay (7%) per month
staff
Level-1
Peons & 18000 –
1 30 30800 2156 32956 988680
Hd. Peons 43600

Level-1
18000 –
2 Hd. Peon 2 30800 2156 32956 65912
43600

988680 +
TOTAL 30 + 2
65912

The annual savings on account of surrender of 30‘vacant’ posts = Rs.9,88,680 x 12

arising due to redeployment

The annual savings on account of surrender of 2 ‘vacant’ posts = Rs. 65,912 x 12

= Rs. 118,64,160/- + 7,90,944/- = Rs. 126,55,104/-

Say 127 lakhs per annum

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