BHARAT SANCHAR NIGAM LIMITED

JTO BASIC COURSE

GENERAL ADMINISTRATION

(PART – II)

H.6

MATERIAL MANAGEMENT

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 INDEX

Chapter No Name Page No

1 Project 5

2 Detailed Estimates And Annual Open Estimates 11

3 Reports And Returns 16

4 Requisition Of Stores 23

5 Managing The Stores 26

6 Inspection Of Stores 29

7 Receipts And Despatch Of Stores 31

8 Disposal Of Serviceable 35
and Unserviceable Stores
9 Arranging The Local Purchase Of Stores 41

10 Management Of Works Expenditure & Imprest 43

Accounts Of Attached Officers
11 Inventory Management Package 47

Annexure 57

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 MATERIAL MANAGEMENT

LESSON PLAN
L1- Project and Project Estimate – 40 min
Project Definition
The four stages of a project
1) Planning
2) Execution
3) Completion
4) Evaluation

Describe the competent authority to sanction a project estimate.

Explain what is to be done in the above stages, contents of project
estimate in Eng.110, viz,
1) Justification & specification report
2) Estimated cost
3) Anticipated annual recurring expenditure and saving
4) Resulting annual profit or loss

L2- Detailed Estimate – 80 min

Definition of detailed estimate
Explain the various forms used for preparing detailed estimate
Explain the items for which provision need not be made in the
detailed estimate
Explain economy in the execution of a project
Explain the provision of labour & carrier charges by referring the
divisional schedule of rates

L3- Requisition of stores – 30min

Structure of stores organization
Duties and responsibilities of CGM Telegraph Stores, Calcutta
Procedures for obtaining stores from Store Depot
Information to be furnished in the indent form
Officers authorized to place indent

L4- Managing Stores – 60 min

Maintenance of account of apparatus and plants
Maintenance of account of consumable stores
Various forms used for keeping account of stores

L5- Inspection of Stores – 20min

Inspection Procedure in respect of stores progressive stock taking

L6- Receipt and despatch of stores – 40 min

Procedure for despatching stores
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 Procedure for receiving stores – open delivery if packing cases are
received in apparently damaged condition

L7- Disposal of serviceable and unserviceable stores

Disposal of packing material

Disposal of surplus recovered stores
Disposal of unserviceable and obsolete stores
Disposal of unserviceable line materials after scrapping by DE
Disposal of A&P stores after scrapping by Circle level

L-8 Report & Returns

Importance of reports & returns for efficient management

Reports to be submitted by an officer in charge of execution of a
project
FST
Project reports for major projects & minor projects, Completion of
stores
Balance return of stores

L9- Arranging of local purchase of stores – 30 min

DGS & D set up
Eng.27 sanction for
1) LP of stores for which provision exists in a sanctioned estimate
2) LP of stores for which provision does not exist in a sanctioned
estimate
Payment for LP Bills, Instruction regarding advance payment

L10- Management of Expenditure & Imprest account

Definition of Imprest & Temporary advance
Powers of sanction by DE in respect of all above Forms in which
important accounts are submitted by
I) JTOs & SDEs
ii) subordinate officials
Preparation of ACE2 accounts – guidelines and actual working
experience
L11- Inventory Management Package
i. What is IMP
ii. Hierarchy of Circle / SSA
iii. User Management
iv. Password Management
v. Purchase order Management
vi. Store Management
vii. Accounts
viii. Reports / Help / Document

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 CHAPTER 1

PROJECT
1. Introduction

The term project is used to indicate a scheme which is complete in itself

and a project should be sanctioned by the authority competent to sanction
the expenditure.

(Para 133 & 134 P & T Manual Vol X) Each project needs to pass through
four important stages i.e.

(i) Planning

(ii) Execution

(iii) Completion and

(iv) Evaluation

We may take up project of “installation of a telephone exchange” in a

given town for example. Various stages through which the project would
pass through may be explained as follows.

1.1 Planning

At the Planning stage, the project would involve consideration of the

following components.

(i) Location of the telephone exchange.

(ii) Capacity proposed of the exchange.

(iii) Acquisition of land or transfer of acquired land to BSNL.

(iv) Designing a plan for construction of building with auxiliary blocks to

accommodate Equipment’s, along with provision for water supply,
drainage, compound wall and approach road.

(v) Staff Quarters for essential staff.

(vi) Determination of equipment to be installed.

(vii) Provision for local cables and long distance circuits to the nearest
trunk centre. Junction cable in multi exchange area.

(viii) Probable timings for commencing various activities of the project.

1.2 Execution

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 As soon as the competent authority approves a project and funds are
allotted, execution starts. An officer identified for executing the work will
arrange for men and material & organize his work according to time
schedule indicated in the project documents.

1.3 Completion

On completion of each of the activities in accordance with the plan, the

officer responsible for executing work will submit a completion report.
When all the activities are completed the project as a whole is considered
to be completed.

1.4 Evaluation

At the evaluation stage an assessment is made as to whether the project

has proved to be profitable as estimated in the project document or not.

A Junior Telecom Officer is expected to share responsibility at every stage

indicated above.

2.0 Project Estimate

2.1 Once a decision is taken to start a project, an estimate in form Eng 110
has to be prepared and submitted to the authority competent(DGM up to
Rs.2.5Cr.,GM uptoRs.5.0Cr.,CGM up to Rs.10.0Cr.) to sanction the
expenditure for according sanction and allotment of funds.

The sponsor of the project should have an accurate idea of its financial
implications and in order to ensure this aspect preparation of a project
estimate is considered essential. This condition is applied even if the
project includes only one work.

The estimate should contain the following information.

(i) Preliminary specification and report of each work and diagrams

showing how it is proposed to carryout the work.

(ii) Estimated cost of each component forming part of the project.

(iii) Anticipated annual recurring expenditure with countervailing

receipts and savings expected.

(v) Resulting profit and loss.

A statement in form Engg 110 comprising the above information is
called project estimate.

2.2. Profitability of the project

Every project estimate is generally expected to show a resulting profit.

However certain projects which are essential to maintain an existing
service and providing facilities to rural areas, have to be taken up even
6
 though there will be no profit. In such case countervailing receipts and
savings cannot be shown. (Countervailing receipts and savings will mean
balancing of probable revenue and savings with that of estimated cost of
project).

The following are certain instances.

(i) Construction of staff quarters and administrative officers.

(ii) Provision of long distance public call offices and telegraph facilities
to rural area.

(iii) Maintenance of communications, replacing faulty cables etc.

( para 157 P & T MAN Vol X)

2.3 Project estimates are not normally prepared for contribution work for
schemes for which rentals are charged on fixed formula basis.

Note: (i) Contribution works are those the cost of which are not met from
BSNL funds, but recoverable from private parties, local bodies, other
government departments etc.

2.4 Project estimates so prepared will be forwarded to the Head of the circle if
it is beyond the powers of Head of SSA.

Powers of sanction vested with various. Telecom officers may be seen in

the schedule of Financial powers of officers of BSNL.

2.5 The Head of the circle, after examining the project in detail will forward the
estimate to Corporate Office for further action, if the project is beyond his
powers of sanction.

2.6 If a project concerns more than one circle, the head of one of the circles
will be nominated by Corporate Office to collect details and prepare a
consolidated project.

2.7 Any scheme involving deviation from standard practice or requiring the
introduction of new types of apparatus etc must be referred to the BSNL
HQ. by the Head of the circle. In such cases projects estimates should be
prepared only after the technical details are approved. Junior Telecom
Officers working in the planning cell of a circle should take note of this
condition.

3.0 Preparation of Justification and Specification

3.1 Justification

The Justification sheet of project estimate should contain the following

details.

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(i) Full reasons for the necessity of the project.

(ii) In the case of new projects.

(a) Brief description of the area to be developed.

(b) Population according to the last census.

(c) Particulars of staple trades and the other parts of India with
which most of the business is done.

(d) Final potentialities of the project.

(iii) In the case of telephone projects:

(a) An idea of pending and potential demand for the service

including details of waiting list.

(b) Particulars of volume of telegraph traffic inward and outward

during the past two years in cases where telephone facilities
do not exist already.

(iv) In the case of new telephone exchanges:

(a) Particulars of number of connections anticipated to be taken

over immediately and the number of outward trunk calls
expected.

(b) The outward trunk calls will be calculated for 300 working
days in a year at a rate equal to twice the rate for a call from
the new exchange to the nearest important point on the
general trunk network.

(v) In the case of extensions to existing exchange:

(a) A forecast of demand and the number of additional

connection likely to be provided.
(b) Additional trunk Revenue anticipated on account of
extension. This may be calculated on the basis of average
trunk revenue per subscriber during the previous year.

(vi) In the case of extension of existing trunk routes or provision of

alternative routes.
A chart showing the following information may be prepared:

(a) Statistics of number of ineffective calls on the route

concerned.

(b) Average & maximum delays experienced during the busy

periods of the day.

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 (c) Number of calls lost during the last 12 months, due to
interruption.

(d) The present capacity of the existing trunk route.

(vii) An opinion expressing the advantage of latest traffic system in

speedy telephone service. Particulars of demands for adequate and
speedy service from big commercial organizations, chambers of
commence to be indicated.

(viii) Anticipated revenue receipts from trunk calls calculated on the

basis of periodical review.

(ix) Details of increased revenue anticipated on account of replacement

of an existing revenue earning asset by a new asset as a
component of project.

(x) Provision for subscribers loops and fittings limited to the waiting
demands and those anticipated during the course of execution.
Separate small estimates may be prepared for additional
connections as and when required. Project estimates are generally
prepared in advance so that proposal may be financially examined
and general approval to the scheme given. It is therefore not
possible to collect full data and these estimates can be based on
approximate calculations with maximum possible accuracy.

3.2 Specification

This should describe fully the manner in which it is proposed to carry out
the project and should detail all the subsidiary works necessitated thereby,
such as building and reconstruction or up-gradation works. Proposals
should also be made for the disposal of any replaced assets. Buildings for
quarters should be included where necessary and should be shown
distinctly from the buildings meant for office and technical purposes. It is
most important that all aspects of the case should be commented upon so
that each project is complete in all respects. The specification in the case
of lines and wires works should be accompanied by Eng 14 diagrams
together with approximate cost calculations and a sketch map of the area
to be served. In radio projects any necessary Telegraph or telephone lines
for connecting a wireless station to the telephone office or other points
should be included. (Para 159 P & T Manual Vol. X)

A J.T.O. is expected to be aware of all the provision outlined above so that

he will be capable of preparing a project estimate.

4.0 Summary

4.1 A project estimate is a statement in form Engg 110 showing the probable
cost of each of the component parts of the project and total of all
components prepared on the basis of certain preliminary data available at
the time of preparing the estimate.
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The statement will also show the justification or the details regarding the
renumerativeness of the project together with the specifications indicating
the manner in which the project is proposed to be carried out, supported
by charts, diagrams, maps etc.

Sanctions to the project is accorded by the authority competent to

sanction the total commitment in respect of all component parts.

The sanction to the project does not carry authorization to commence the
work but should await allotment of funds.

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 CHAPTER 2
DETAILED ESTIMATES
1.0 Definition

Detailed estimate is an estimate prepared for all works including

each component of a project giving accurate details of the financial
provisions required for the work, its technical details etc. so as to
enable the sanctioning authority to have complete knowledge of the
project.

2.0 Preparation of Detailed estimates

2.1 Detailed estimates should be prepared for all works (including those
forming part of a project) whether the proposed expenditure on the work is
within or beyond the powers of sanction of a Head of the Circle, Head of
the SSA or Divisional Engineer, as the case may be.

2.2 It is also essential to prepare detailed estimate for all works involving sale
or abandonment of assets or dismantlement without replacements in
accordance with the rules of allocation prescribed in chapter III of P & T
Financial Hand Book Vol III Part I.

2.3 Detailed estimates are prepared in various forms prescribed for each kind
of work as indicated below.

(i) All works within the powers of sanction of Divisional Engineer

Eng - 6

(ii) Line works beyond the powers of sanction of Divisional Engineer

Eng - 3

(iii) Apparatus and plant works beyond the powers of sanction of

Divisional Engineer
Eng - 3A

(iv) Acquisition purchase of land and buildings beyond the powers of

sanction of Divisional Engineer
Eng - 3B

2.4 All estimates (except petty works) will be prepared in duplicate by means
of carbon paper and submitted to competent authority for sanction. If
during the process of check, before submission to higher authority, it is
found necessary to make numerous corrections, the sheets concerned
should be rewritten before it is passed on.

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2.5 All estimates should be prepared in such a way as to enable their amount
to be readily allocated between capital and working expenses (For
allocation rules, Please refer annex. A attached (an extract from chapter III
of P & T FHB Vol III part I). All estimates should, therefore, contain the
following

(i) Brief description of the work including

(a) Specification and report of the work, manner of execution, time

estimated to be required for carrying it out.

(b) Details of the class, type, quality or extent and situation of the asset
or assets involved.

(c) Date of original construction or last substantial reconstruction of

any existing assets, which it is proposed either to sell, abandon or
replace by other assets. If the date is not known it should be
estimated as accurately as possible.

(d) Such Eng 14 diagrams, index diagrams or other maps or plans as

well to enable the proposal to be readily understood.

(ii) Detailed calculations of the estimated cost of completing the work

under stores, freight, distribution of stores labour, extra
establishments, contingencies etc separately under:

(a) Installation of new assets

(b) Reconstruction and renewals

(c) Cost of shifting assets

(iii) The block value of defined in the allocation rules of any assets
which it is proposed either to sell, abandon or replace by other
assets. This value may be determined by reference to original
estimate of the cost of construction, if available or by the
preparation of a hypothetical estimate.

(iv) Details of Present value, or the value that it is expected will be

3.0 Accuracy of estimates

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3.1 The detailed estimates should be prepared as accurately as possible, if
accurate information is not available, provision may be made on
approximate basis.

3.2 Detailed estimate forming part of a project:

The specification and report of each of the different detailed estimates

prepared for different works forming portions of one project should contain
a note as follows.

“This estimate forms part of the project for ………………………

sanctioned vide……………………………………”

3.3 Specification to be clear on class of materials to be used.

The specification should be complete and should indicate clearly the class
of materials proposed to use in the work. Standard patterns of stores must
be used whenever possible. In case special materials are required full
details must be given.

3.4 Items to which provision is not to be made:

Provision should not be made in the estimate for the following items.

1. Tools and tents, as those will be obtained form sub-divisional stocks.

2. Cable splicer’s tool.

3 Freights incurred in dispatching stores from the Main /Circle / District

Store depots to the railway station or port indicated in the indents, as
these charges will be borne by the Controller of telegraph stores

. 4. Transportation charges of telephone and telegraph materials for works

meant for railways as the Railway administration will arrange it
free of charge or reimburse the cost of the BSNL.

5. The value of the materials moved in a straight forward shifting work

(straight forward shift means installation of the same material at a
new site as was removed from the old site.)

6 The pay and allowances of the number of regular establishment.

4.0 Economy in the execution of project.

a. The possibility of effecting economies by resorting to the contract

system should always be considered while preparing estimates. Such
economies are most generally possible in respect of works not
involving skilled or semi skilled labour such as primary distribution,
jungle cutting, digging trenches etc.

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5.0 Provisions for the labour and carriage.

5.1 The charges for carriage of materials and labour provided in the
estimate should be based on the divisional “Schedule of Rates”.
Schedule of rates are the unified rates drawn by the Head of SSA
for payment of labour and carriage charges. Railways, PWD and
local authorities for corresponding type of work and special
requirement of BSNL base this on average local rates prevailing in
the entire division as prescribed. (For detailed information regarding
schedule of rates please consult rule 195 of P & T manual Vol X).

6.0 Items included in the miscellaneous and unforeseen expenditure.

6.1 Miscellaneous foreseen and unforeseen expenditure in an estimate

should include the following items.

(i) Transportation Expenditure for moving camp

(ii) Special clothing overshoes, special coats for installation staff

(iii) Terminal Charges

(iv) Repairing tents and tools

(v) Compensation for cutting trees and damages to crops etc

(vi) Commission paid to auctioneers, freight etc in connection with sale

of unserviceable stores.

(vii) Cost of re-instatements of roads.

7.0 Role as a Junior Telecom Officer.

7.1 You, as a Junior Telecom Officer, should have through knowledge about
preparation of detailed estimate. For detailed information, Para 162 to 216
of P & T manual Vol X may be consulted.

8.0 Miscellaneous

8.1 In addition to project estimates, & detailed estimates the following are
certain - estimates prepared in engineering sections.

8.2 Supplementary Estimates

These estimates are prepared when any development or extension of

project is found necessary while a work is in progress and which does not
14
 form an essential part of the project as originally sanctioned. The inclusion
of which may cause the sanctioned cost of the project to be exceeded by
more than 10%. The supplementary estimate should show the total
amount of the original project, and the total of the revised sanction
required including the supplementary amount. (para 217 - Vol X)

8.3 Revised estimates

Revised estimates are prepared when it is found, that for any reason other
than the cases coming under supplementary estimates, sanctioned
estimates is likely to exceed by more than 10 %. A statement comparing it
with the original estimate should accompany the estimate and the
difference in quantity and cost of each kind of work must be detailed and
explained clearly therein (para 218 Vol X).

a. Allocation estimates:

These estimates are prepared in all cases where assets are dismantled
with or without replacement (para 215 Vol X)

9.0 Summary

9.1 Detailed estimates are prepared for independent work as well as for works
forming part of a project. The estimate should be accompanied by
specification and justification for the work in detail.

Supplementary estimates are prepared when extension or developments

are proposed over and above the provisions originally made in a project
estimate.

Revised estimates are prepared when actual expenditure is likely to

exceed by more the 10% of sanctioned estimates. Allocation estimates
are meant for works relating to dismantlement of assets with or without
replacement.

A Junior Telecom Officer is expected to have thorough knowledge of all

the provisions contained in chapter III of P & T manual Vol X from which
the contents of this lesson have been extracted.

-----------------

CHAPTER 3

REPORTS AND RETURNS

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1.0 Introduction

a. In order to keep the higher authorities informed of various activities in

the filed units, periodical reports and returns have been prescribed. A
J.T.O in charge of planning cell, works section or stores should
maintain a calendar of returns and ensure that the prescribed
statements are finished on due dates to the concerned authorities.

b. Brief descriptions of such statements are discussed in this handout

for general guideline of the J.T.O. He / she should acquire through
knowledge on the subject to ensure better efficiency.

1.3 Financial stock taking report.

Half yearly financial stock showing the physical and ensure
progress of each project and estimated cost thereof should be
prepared in prescribed form by the Divisional Engineers and
forwarded to the authority concerned as indicated below.

Sl Estimated Cost To whom furnished Through

no

(i) More than Rs.5Crores 1). BSNL HQ , ND Head of Circle

2) Telecom Finance
3) Branch Audit Office
4) Chief auditor, Telecom

(ii) More than Rs.1Crore CGM to submit consolidated Head of SSA

but less than 5Crores review statement to the
offices 1 t o 3 as in (i) above

(iii) Up to less than 1Crore Head of SSA

1.4 Due dates for late submission

Period Due Date

1st April to 30th September 30th November following

1st October to 31st March 31st May following

2.0 Progress Report

2.1 Quarterly progress reports of major project

(i) Progress reports for all major projects, sanctioned by higher

authorities should be prepared by the Divisional Engineer
concerned in form Eng. 44 in duplicate the original should be
16
 submitted to Head of the Circle/District the duplicate recorded in the
Divisional office. These reports should be forwarded quarterly
every 10th April, July, October and January for the quarter ending
March, June, September and December respectively.
(ii) Telecom Directorate may call for monthly report in the case of
particular major projects, or even certain minor projects. In such
cases, the progress reports in form Eng. 44 should be submitted by
the 10th of the month following that to which the report related.
(iii) Information to be conveyed on progress reports:
These reports must convey all the information that the Head of the
Circle/District requires in order to
Give an accurate idea as to whether the progress of the works is
satisfactory and Divisional Engineers must particularly guard
against making vague statements.
(iv) Period up to which the reports are sent:

When all the component works forming part of a project are

physically completed, the submission of copies of the progress
report to the Head of Circle must continue until the Completion
reports on the corresponding works are finally submitted.

2.2 Progress report for Minor works:

Similarly, progress reports for the Minor works should be submitted
quarterly by sub divisional officers and other attached officers
concerned to the Divisional Engineers, in form Eng. 44-A not later
that the 10th of April, July, October and January for the preceding
quarters. The Divisional Engineers should forward the reports to
the Head of their Circle within 10 days thereafter i.e. 20th of the
months in regard to works sanctioned by the latter or higher
authority.

Works will continue to be shown in those reports until

corresponding completion reports are submitted.

2.3 Object of Progress Reports

The principal object of progress reports is to give Head of Circles
full information as to the state of all sanctioned works and to enable
them to intervene for the purpose of helping progress when this is
impeded by circumstances beyond the control of Divisional
Engineer. Requirement of every description should be fully stated
and explained.

3.0. Completion reports: Certificate of completion

It is imperative that undue delay should not transpire in release of

completion report of any work which has been physically
completed. Heads of Circles/SSAs are required to keep this
important matter under constant observation and take such steps
as will ensure the delays do not occur.

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 As soon as any work has been completed,(necessary) indication is
first to be made against respective Estimate Register and a
completion report in form ACE 26 is to be submitted.

Management Certificate: importance

In the corporate accounting only on receipt of certificate of

completion from management; the works-in-progress will be taken
as fixed asset Account by journal entry. The depreciation starts only
with reference to date of accounting as fixed asset.
As such utmost importance is to be given for timely issue of said
certificate by the respective unit office for exhibiting correct picture
of Assets accounting in Annual financial accounts.

Management certificate: Vis-a- vis Completion reports:-

In accordance with the accounting policies, Management

certificate is to enable works in progress to Fixed Assets on
completion of certain portion of work. For example the
expenditure on lines & wires are capitalized as and when these are
erected or lines laid and completion is issued to the extent of
completion. Similarly in the case of Buildings and A&P etc., A&P
can be capitalized to Fixed Assets to the extent they are ready for
utilization and the remaining part in subsequent years. As such
Management certificate enables for capitalization either full or
portion of work/A&P to Fixed Assets as and when it is ready for
putting into use.

The completion report is with reference to total expenditure on

completion of work as a whole in respect of detailed estimate,
after allowing any credits etc. This enables for review of excess
expenditure etc. over the provisions made and calling for revised
estimates wherever necessary.

As such the concept of Completion Reports and Review of

Expenditure is essential for control of expenditure and for
Financial stock taking.

Completion Reports

Introduction

1. The purpose of preparation of various types of reports in any

organization is to help the management in controlling the affairs of the
firm. Each such report, which should be factual and objective, serves a
specified purpose. The most important point in this aspect is
promptness. The report prepared by engineering authorities immediately
after the physical completion of a work for which an estimate has been
sanctioned and incorporating all the required details is known as the
"completion report".
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2. No commercial organization can be a success unless it looks at its
smallest sphere of activity and takes care of its accounts. Submission of
completion is a part of our accounts work and should merit close
attention as such.

Preparation, checking and submission of completion report:-

Soon after the completion of a work, a completion report is required to be

prepared in form ACE-26 by the Divisional Engineer and submitted to the
SSA. However no completion report is required in respect of those works
carried out on annual open estimates as maintenance and petty works.

The completion report prepared in duplicate should contain the following

information.

• Date of commencement of the work.

• Date of completion of the work

• Month in which the last cash and store charges appear in the accounts

• Total cost of the work as per the sanctioned estimate

• Total expenditure on the work as recorded in the Register of works.

• Net increase and decrease in the case of line works (in mileage of
cables, cable conductor posts, Iron wires and copper wires)

• Net increase and decrease in the case of apparatus and plants (in the
number of instruments)

In fact the completion report should give the same information as was first
given in the relevant estimate, but in a concise form. The additional
information will of course cover the actual facts that might have occurred
during the execution of the work.

In addition to the points mentioned in the above Para, the following factors
also should be taken note of while preparing the completion reports.

a) In case the cost of the work is to be recovered (either wholly or partly)

from others (like private party, local body, State Govt. or another
department of Central Govt. etc.) the fact should be noted in red ink
prominently on the completion report. Similar is the case when the work
was undertaken in connection with a guaranteed line or office.
b) In case where credit notes have been issued towards Railway freight, a
separate statement should be appended to the completion report duly
indicating the amount of credit notes chargeable to the work and listing
of such credit notes.

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 c) Also a list of outstanding credit notes remaining unadjusted should
accompany the completion report wherever necessary.
d) If the works pertains to the Railway and Canal administration, the
section of the Railways or Irrigation Division concerned should be
mentioned in the completion report.

Checking of completion report:-

The JAO should check the completion report thoroughly. Discrepancies if any
noticed during the course of such checking should be got rectified. It should
also be seen whether the printed certificates on the completion reports
required to be signed by the Sub Divisional Officer, the Drafts man and the
Section Supervisor of construction section have been duly signed by them
respectively.

After the completion report is checked by the JAO the same will be seen by
the Accounts officer. It will be the responsibility of the A.O to draw the
attention of the higher authority to all excesses of expenditure over the
estimated cost and allotment of funds. This will enable the higher authority for
regularizing such excesses either by issuing sanction under his authority or
by applying to his superior authority for necessary sanction.

The Accounts officer should also see whether the completion reports show
the information correctly in respect of the following items;

a) The block value of reconstructed assets, where necessary and the cost
of new work.
b) The value and method of utilization of recovered material.
c) The allocation of the entire expenditure between various heads of
accounts in accordance with the rules on the subject.
The completion report should then be submitted to the Engineering officer
along with the register of works. Simultaneously a note should be made in the
Register of works about the releasing of the completion report, indicating the
number and date of endorsement. The forwarding endorsement on the
completion report should be signed by the Engineering authority and this will
be the authority for treating the accounts in respect of that work as closed.

In respect of some works, major portion would have been completed and the
remaining portion may not be taken up for quite long due to some factors. In
such cases the accounts of the completed portion of the work may be closed
and the completion report also prepared subject to the condition that the
remaining work does not in any way affect the scope of the project and its
revenue earning.

4.0 Balance return of Stores

4.1 Each sub divisional officer or other officer responsible for

maintenance of ledger showing the balance of instruments and

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Apparatus in use and in spare stock will submit an annual balance return
as on 31st March with the following information.

(1) Systems or office

(2) Name of article

(3) Rate list number

(4) Number in spare stock

(5) Number in spare stock

(6) Total in hand

(7) Sanctioned equipment

4.2 Due dates for submission

The balance return must be submitted to the Divisional Engineer so

as to reach him not later than 30th April each year.

4.3 Discrepancies to be thoroughly investigated:

Discrepancies detected at the time of preparing the balance return

should be thoroughly investigated and a full report should be
submitted in a separate sheet along with the return.

Relevant certificates prescribed in para 421 and 422 of P & T

manual Vol IX should be given in the balance return by the
Supervisor in his own handwriting in red ink.

21
5.0 Summary

Progress reports of major projects are prepared by Divisional Engineers

and forwarded to the head of the Circle/Districts quarterly in form Eng 44,
while progress reports of minor projects are prepared in Eng 44A by Sub-
divisional officers and attached officers and are forwarded to the Divisional
Engineers. When any work is completed, the Divisional Engineer to the
Circle Accountant should submit completion report in form ACE 26. It
must not be delayed pending any inspection of the work.

22
 CHAPTER 4

REQUISITION OF STORES
1.0 Introduction:

1.1 BSNL is a vast organization, which requires a lot of tools, instruments,

accessories and equipment’s for carrying out various projects to provide
communication facilities to public. The responsibility of forecast,
procurement and purchase of all stores including distribution required by
department has been entrusted to Chief General Manager. Telecom
Stores, Calcutta. Chief General Manager Telecom Stores Calcutta
discharges his functions through 5 main stores depots at Bombay,
Calcutta, Jabalpur, Madras and New Delhi. There are circle store depots
also under the administrative control of the Heads of Circles but Chief
General Manager Telecom Stores will exercise technical control over the
circle store depots.

2.0 Responsibilities of Divisional Engineers in regard to stores

The responsibilities of Divisional Engineers in regard to stores are two

fold.

1. To act as custodians of al stores borne on capital store suspense, if

any, lying in the Division (Imprest Stock).

2. To see that all stores received by them and their subordinate units
in their divisions are properly stocked and taken care of and that
the accounts are kept accurately.

3.0 Sources by which stores for works are obtained

Stores required for works are obtained in the following manners.

(i) By placing indents on the Main Circle or District Store depots.

(ii) By direct purchase under the powers conferred upon various

officers.

3.1 Local purchase of stores are normally made for small quantities and in
case of emergent and unforeseen circumstances and expenditure is met
out of circle or divisional allotments.

Expenditure on stores obtained from store depots is debited to the grants

under stores and those obtained by direct purchase are debited to ‘CASH’.

The nomenclature of all stores, instruments etc normally stocked by the

Stores Depot will be found in the Nomenclature and Rate list issued by the
General Manager Telecom Stores, Calcutta. For detailed list of items of
stores for stock and issue refer App VII P & T manual Vol. X.
23
4.0 Procedure for obtaining stores from store depots

On receipt of sanction to an estimate and allotment of funds, the officer

responsible for carrying out the work should initiate action for the
procurement of stores. It should be borne in mind that, normally no
instruments tools or materials of any kind may be transferred from the
stock of one system to another.

Officers in charge of divisions and sub-divisions will prepare indents for

stores in the prescribed form. The estimate number to which the stores
are intended should be clearly indicated in the indent to avoid rejection of
indents by store Depot. In exceptional cases, where sanction of an
estimate is awaited but stores are to be indented to avoid delay in
executing the work expeditiously and endorsement should be made to that
effect by the authority placing the indent. However, the estimate number
should be telegraphically intimated to the store depot immediately on
sanction.

5.0 Information to be furnished in the indents for stores

Information on the following points should always be furnished in the

indents as these cannot be attended to properly without the same.

(a) Name of the work

(b) Whether major, minor, petty and annual open estimate or

maintenance. For petty work tick we and for major or minor work
tick on Capital outlay on form (Gene 18).

(c) Head of account to which debatable.

(d) A complete distribution list showing the address or addresses to

which the stores should be sent.

(e) The Proper nomenclature and number of each article as given in

the rate list.

(f) The approximate date by which the stores are required.

(g) Railway tariff classification.

(h) Particulars of relevant allotment order in respect of item distribution,

which is controlled by the directorate.

(i) It should be signed (and stamped) by the indenting officer.

(j) File No.

The officer should properly advise the store depot any change in the
address or in quantity subsequent to placing of indents.
24
6.0 Officers authorized to place indents.

The following officers are authorized to place the indents.

(1) Head of Telecom circles / Telephone Districts / Maintenance and

Project circles.

(2) Officers in charge of Engineering Divisions.

(3) Officers in charge of Sub-Divisions and attached officers.

(4) Senior Electrical Engineer.

(5) Managers of Telecom Factories.

(6) Officers in charge of Departmental Telegraph officers.

7.0 Summary

The stores required for carrying out various works are obtained through
Chief General Manager, Telecom stores, and Stores may also be locally
purchased under certain circumstances.

Indents for stores should contain detailed information as required under

rules.

Indenting officers should pursue the cases for obtaining stores indented
for.

A J.T.O. in charge of store transaction should manage for the requirement

of stores for various works and ensure that indents for stores are placed in
time to keep the work moving.

25
 CHAPTER 5

MANAGING THE STORES

1.0 Introduction

It is the duty of the Junior Telecom Officer to maintain proper accounts of

apparatus and plants. He is also responsible for maintaining the receipt
and issue accounts of petty stores, spare parts and consumable articles.
This handout deals with the procedure for maintaining accounts in
kalamazoo and A.C.E. 8 forms.

2.0 Maintenance of Accounts of apparatus and plant in Kalamazoo form

2.1 Careful numerical accounts of all instruments and connected apparatus,

materials and tools belonging to telephone exchange systems, telegraph
officers, etc whether in use or spare are maintained in the prescribed
kalamazoo form as explained in paragraphs given below. The non-
consumable items are entered in these forms.

2.2 Separate numerical accounts will be maintained for instruments etc. in use
and kept as spare stock. The obverse side of the prescribed Kalamazoo
form will be used for the account of instruments in actual use e.g.
telephone instruments in subscribers officer or telegraph instrument
connected to working lines, every instrument taken from the spare stock
will be entered in the “Receipt” column and every instrument removed
from use and transferred to spare stock will be must be struck in the
“balance” column after each transaction, So that the figure in the is column
will show at any time the actual number of instruments in use. (for each
item one form is used)

2.3 The reverse side of the prescribed Kalamazoo form will be used to
maintain the numerical account of instruments in spare stock, and for
every entry made on the obverse side as described above, there will be a
per contra entry on the reverse that is to say, whenever an instrument is
taken from spares stock into use, and entry should be made in the “issued
or in use” column and whenever and instrument is brought back from use
and placed in the spare stock and entry should be made in the “receipts”
column. At the same time, whenever an instrument is received in
compliance with an indent on a store depot, and entry should be made in
the receipts column and whenever an instrument is returned to a store
dept and entry.

Should be made in the “returned to stock” column. Progressive balance

must be struck in the “balance” column after each transaction. So that the
figure in this column will show at any time the actual number of
instruments is spare stock.

26
 The sum of the balances shown on the obverse and the reverse of the
form will give the number of instruments debited against the system or
officer at any time.

2.4 A separate sheet in the prescribed kalamazoo form should be maintained

for each individual class of instrument or item of stores having a separate
number assigned to it in the “Rate List”.

2.5 The entries relating to every transaction involving the transfer of an

instrument to or form “Use” should include full particulars of the use to
which the instrument is about to be, or has been put as the case may be
(e.g. number of telephone connection or working telegraph line).

Separate Kalamazoo forms should be used for each departmental

telegraph office and telephone exchange. In case of small telephone
exchanges, a number may be grouped together for maintaining the
numerical account in kalamazoo forms. In grouping these exchanges care
should be taken to have separate groups for each Telephone Inspector or
J.T.O. so that the exchanges under the charge of one official are not
included in the accounting group of another.

3.0 Maintenance of accounts in A.C.E. - 8 forms:

3.1 The accounts of petty stores, spare parts and consumable articles kept in
sub divisions, telephone exchanges and telegraph offices after they are
charged off to capital or working expenses are maintained in A.C.E. - 8
forms i.e. Receipt and issues sheets in form A.C.E. -8.

Separate numerical account should be maintained in respect of stores

obtained from.

(i) Store depot.

(ii) Direct purchases.

(iii) Other works of reconstruction or renewal and of dismantlement.

3.2 Items received from store depot / direct purchase / other works or
reconstruction are entered in the receipt side with date particulars,
quantity and rate etc. Similarly when any item is issued its particulars i.e.
date of issue, quantity issued in entered in the respective columns In
A.C.E.-8 forms. Balance column is filled up be subtracting quantity issued
from the quantity stores. ACE 8 is for particular year. It is changed on 1st
of April every year.

3.3 History sheets in form Eng 78 and inventories of apparatus and plants
belonging to different offices should be maintained in each division.

4.4 Summary
27
Accounts of apparatus and plant is maintained in kalamazoo forms and
accounts of petty stores, spare parts and consumable items kept in sub
division, telephone exchanges and telegraph offices is maintained in
A.C.E. 8 forms, while making the entries every column should be filled
carefully. History sheets of apparatus and plants and inventories are
maintained in Divisional Offices.

Various other forms used for keeping account of stores are as follows.

Form Eng - 93 - Register of tents.

Form Eng - 67 - Stock account of lanterns, buckets

and ladders.

CHAPTER 6

INSPECTION OF STORES
28
1.0 Introduction

The purpose of inspection of stores is to check that sores are properly

accounted for as per nomenclature of items of stores and that there is no
deficiency in stock or irregularity in the accounts of stores. It is also
checked during inspection that no unserviceable stores are considered
there on the record as serviceable stores.

A J.T.O. in charge of stores is responsible for the care and custody of and
for the maintenance of sanctioned equipment lists and receipt and issue
accounts of all apparatus and store for offices and lines under his charge.
He should make available all such records during inspection.

2.0 Inspection procedure

The procedure of inspection of stores and store records relating to stores -

retained as spare stock in a telegraph office, telephone exchanges etc and
which have been charged off to the office concerned is given below.

2.1 The inspecting officer will examine the loose leaf ledgers in the exchange
or office and gives a general review and by counting the balances of some
of the more important items, satisfy himself that there is no serious
deficiency or irregularity, that the stores are entered under their proper
nomenclature, and that no unserviceable store or stores awaiting repairs,
are entered in the ledgers as serviceable. If there be any deficiency in the
articles counted, enquiry must be made and steps taken to settle the
matter. It is not considered necessary to count the whole of the stores at
each inspection.

2.2 The stock must be taken or counted at least once a year by the Sub-
Divisional Officer and this may be also conveniently done on the occasion
of the Divisional Engineer’s ordinary inspection. The Divisional Engineer
should have the stock accounts balanced and himself verify some of the
principle items of stores. If any important irregularity be detected, the
particulars are to be reported to the head of the circle for his orders.

2.3 In order to ensure that the accounts of stores held are spare stocks do not
fall into confusion, a system of continuous or progressive stocktaking must
be carried out so as to obtain, complete verification of stores. They must
accordingly be counted at least twice a year by the Sub - Divisional Officer
of the telephone/electrical branch, in-charge of the telephone system or
telegraph office. It is not necessary that all the stores should be checked
and counted at the same time, stock taking may be arranged as to go on
gradually in the manner most convenient to the officers concerned. If any
important irregularity be detected the particular must at once be reported
to the Divisional Engineer for his orders. The difference between the book
balance and the counted balance, whether excess or deficits, should be
brought on to the receipt and issue sheets without delay. Deficiencies
should be reported to the Divisional Engineer to obtain sanction of the
competent authority to their value being written off. The number and date
29
 of the sanction should be recorded against the relevant entry in the receipt
and issue sheet. On no account must the receipt and issue sheets in the
prescribed kalamazoo form be removed from the officer to which they
refer.

2.4 Whenever an officer inspects and office, or any stores not in an office, he
should see that serviceable stores (including recovered material rendered
surplus if the work is finished) is either utilized on other works in the area
(except items which require special allotment from the Directorate or are
returned to the Store depot and are not left on the line without the special
sanction of Directorate. This check would enable closing the accounts of
estimates.

3.0 Summary

Stores are inspected by physicals counting of the balance of stores on

record. Any deficiency or irregularity found during inspection is reported to
the next higher authority.

30
 CHAPTER 7

RECEIPTS AND DESPATCH OF STORES

1.0 Introduction

This chapter describes the procedure for despatch of stores and the
checks to be exercised while receiving stores. Action to be taken when
stores received in damaged condition is also described in this handout.

2.0 Despatch of Stores

Normally all stores should be despatched by goods train. Under certain

circumstances, the Telecom Officers have been authorized to use other
modes of conveyance like Passenger train, road transport or airfreight for
conveyance of goods. Extent of powers delegated may be seen in the
schedule of financial powers.

3.0 Packing of Stores

The stores should be carefully packed to prevent damage in transit.

Packages of any description forward to store depots should invariably
contain a copy of the advice note and packer’s slip in form Eng 28 and a
label should be affixed to every separate package showing the following
particulars.

(i) From what office, line or system.

(ii) Why returned.

(iii) Date.

3.1 Issue of advice note

When stores are despatched in packing cases the advice note should be
issued simultaneously with the despatch of the stores.

4.0 Particulars to be filled in the advice note.

All officers despatching stores by rail should invariably fill in the following
particulars in each copy of advice note in form ACB. 5.

(a) Number and date of credit note, if the freight is paid in this way or
alternatively.

(b) Number and date of Chelan if freight is paid in cash.

(c) Name of Railway.

31
 (d) Weight charged for

(e) Freight charged and

(f) Whether the freight has been paid or is to be paid.

Similar particulars should invariably be furnished in case of despatch by

other means of transport e.g. road. For the purpose of determining the
rate of which materials will be carried over railways please refer para 329
of P & T Manual Vol. X.

5.0 Despatch of Railway Receipt to the consignee

Railway receipt for stores along with the store voucher must be posted
without delay to the consignee. If stores are sent “to pay” the fact which
should be entered in the advice note. In case in which consignments are
booked in passenger train or goods train to a station which is only a short
distance away, intimation must be given to the consignee by telegram in
order to give him adequate time to arrange delivery without risk of
demurrage. The railway receipts and advice notes should be despatched
to the consignees by Registered post on the same day.

6.0 Receipts of Stores

When stores are received for use on works or for maintenance they
should be checked with the entries in the relevant issue note and at once
entered in the receipt and issue sheets in for ACE 8 or kalamazoo. The
receiving officer on being returned as an acknowledgement to the
despatching officer should sign both copies of the issue notes and the
other retained as office copy. It is emphasized that acknowledged issue
notes must be returned promptly. Receiving officer should give a
certificate about receipt of stores in red ink.

7.0 Watch of Receipt of Acknowledged copy of Issue Notes:

The Depot officers should watch for the receipt of the acknowledged copy
and bring to the notice of the Divisional Engineer concerned instances of
delay on the part of the receiving officer in acknowledging receipt of the
stores.

8.0 Examination of contents of packing cases

Before taking delivery of stores which have been despatched through rail
road, or steamer the receiving officer examine each package to see that
there is not external signs of damage. This applies principally to
consignments received in crates or packing cases and if any such appear
to be damaged the same should be opened in the presence of the railway
or steamer goods clerk or representative of transport agency and the
contents examined and compared with the entries on the packer’s slip
contained there in.
32
 All cases of loss or breakage of articles should be recorded on the reverse
of the Chelan receipt issued by the transport agency, such endorsement
being attested by representative of the transport agency duly authorized.
The matter should therefore be reported to the A.E. & Divisional Engineer,
who will take the necessary steps to recover the loss from the Railway
steamer administration / Transport / Insurance Agency concerned.

9.0 It must be understood by all concerned that the Controller of Telegraph

Stores or the Officer in charge of store Depots will entertain complaints
that stores have been received short or damaged, only those cases in
which the receiving officer certifies that the packages were taken over
from the transport agency in an apparently undamaged condition.

10.0 Action to be taken while taking the delivery of stores in the case when
packing cases or crates is in undamaged condition.

If package are received with the seals intact and in an apparently

undamaged condition but on opening them it is found that certain of the
items alleged to be contained there in are missing, or that some articles
are broken or damaged, the official supervising the opening of the cases
must record a specific complaint on the packer’s slip (For Eng 28 placed
there in). He should then forward. The packer’s slip to the officer in charge
of the work or officer for disposal. The latter must enter full particulars of
the damage or loss in the relevant Issue Note and must attach the
packer’s slip when returning the Issue Note to the issuing depot for further
action. The officer in charge will at the same time report the facts to his
Divisional Engineer who will bring the case to the notice or the concerned
officer in charge of the Depot who should investigate the circumstances in
consultation with the indenting officer.

When the necessary investigation into the circumstances attending the

loss or damage of stores in transit has been completed and it has not
been found possible to secure the loss from the transport agency in
respect of stores.

(i) Lost in transit while being transferred from Store depots to Lines
and Offices, and

(ii) Lost after issue to the works dump but before actual use on works;

the same should be written off by the Division or District concerned under
proper sanction of the competent authority and will be charged to the head
losses written off in stores Account Current of the Division or the District
as the case may be.

11.0 Summary

33
Stores are normally despatched by goods train duly packed. Packing
cases should be examined on receipt to see there are no external
damage.

If the packing cases or crates containing the stores are received in

damaged condition, the packing cases should be opened in the presence
of representative of transport agency, contents verified and any
discrepancy found recorded and got attested by the representative of
transport agency. If the packing cases or crates are received in
undamaged condition but on opening there is any discrepancy found in
quantity & or quality it should be noted on packer’s slip and forwarded to
the officer in charge of the work of office for disposal.

34
 CHAPTER 8

DISPOSAL OF SERVICEABLE AND

UNSERVICEABLE STORES
1.0 Introduction

1.1 All serviceable stores including recovered materials rendered surplus from
a work are utilized either on other works in the area or returned to the
Store Depot. When stores on any kind are declared unserviceable or
obsolete they are brought on to a register of unserviceable stores. They
are disposed of as per guidelines prescribed in P & T manual Vol . X after
getting the sanction of the competent authority.

1.2 Transfer of stores from one work to another should be effected through
Transfer entries in form ACE 5 with proper instruction to the circle
Accountant at the end of each month. This handout describes the
procedure of disposal of various kinds of serviceable, unserviceable and
obsolete stores.

2.0 Disposal of Packing Materials

Packing materials and cases whether received from store depots,

Telecom. Factories I.T.I., H.C.L., H.T.L. or purchased locally, must be sold
locally as soon as possible after receipt and the proceeds credited to
Government. Packing cases may be utilized for storing purpose whenever
required.

3.0 Disposal of surplus or recovered and other stores:

3.1 Surplus Generals Stores, such as furniture lamps, may be returned to

stores depots but efforts should be made to utilize them in other offices as
far as possible.

3.2 Perishable articles such as ropes, chemicals, oils, battery materials,

candles, petty stores, stationery and printed forms, etc. should not be
returned to stores but distribution at once amongst officer in the division
where they can be used.

3.3 Surplus instruments of all kinds should be sent to the Store Depot as per
instructions on the subject.

3.4 All surplus mathematical instruments, when no longer require for

immediate use should be sent to the Controller of Telegraph Stores who
will return them to the Mathematical Instruments Office. When sending
such instruments, the head of the office should furnish the Controller of
Telegraph Stores with a list showing the following particulars relating to
each item:
35
 (a) Brief description

(b) Maker’s name and

(c) Date of manufacture

Instruments more than 15 years old are known as obsolete, and should be
listed separately.

3.5 Line stores remaining surplus or recovered from a work are never to be
returned to store depots in an unserviceable state. If it is considered that
any item is likely to be worth repairing the matter should be referred to the
Controller of Telegraph Stores for orders, but in such a case no credit for
such stores will be afforded unless the Controller of Telegraph stores after
examination so directs. If the stores are considered irreparable, they
should be sold under proper authority.

The controller of Telegraph Stores has been instructed to bring to the

notice of the Head of the Circle cases in which in fructuous expenditure
has been incurred in sending obviously unserviceable stores to a depot.

3.6 Recovered line material should be carefully examined and if found with the
following defects should be declared unserviceable:

(i) TUBES:- which bent, badly dented, excessively rusted, whose

bands are badly damaged or the rivets loose.

(ii) SOCKETS AND OTHER CAST IRON ITEMS:- which are

excessively corroded, badly pitted, holed, cracked or chipped (in
order to determine whether a socket or cast iron items are cracked.
2 lb hammer should be used and the article tapped at several
places).

(iii) BOLTS AND STRAINING SCREW:- if bent, dented, or if the

threads of screws are defective and corroded.

(iv) IRON WIRE:- if badly corroded.

(v) OTHER STORES (e.g.) BRACKETS and STALKS- if badly

damaged, bent in any way or badly corroded.

A list of cast iron stores in common use is given below:-

1. Anchors

2. Anchors for Hinged Tubular masts (partly cast iron)

3. Base heavy, for hinged masts

4. Base light, for hinged masts

36
 5. Base to fit on tubes

6. Cable pillar-shell, standard

7. Caps including hinged caps of sorts

8. Cast iron spacing pieces of sorts

9. Cross feet

10. Ground plate or base plate

11. Lightning spikes

12. Lugs of sorts

13. Plug for sole plates

14. Plug mast or Derrick

15. Saddles of Sorts

16. Saddle struts of sorts

17. Screw piles of sorts

18. Shoe, Derrick

19. Shoe, Mast

20. Sockets of sorts

21. Soleplates of sorts

22. Thornily brackets

23. Washers, cast iron 5/8/” hole, 11/2” x 1” round.

3.7 Line stores of obsolete pattern, if serviceable should be returned to the

Circles Store Depot if the freight does not exceed the scrap value of the
stores in question. Steps should then be taken to use them as far as
possible on unimportant works in the Circle. If the freight to be incurred in
returning them to the Circle Stores Depot exceeds their scrap value the
order of the Director of Telegraph should be taken for their disposal.

4.0 Disposal of Unserviceable and Obsolete Stores

4.1 During the execution of work reports of unserviceable stores in form

A.C.E. 9 should, from time to time, be submitted by the Officer-in-charge
37
 of the work to the Divisional Engineer who will, if within his powers (vide
paragraph 5.4) pass orders about the disposal of these stores. Otherwise
he will submit the report to the Head of the Circle for orders. Under no
circumstances the disposal of unserviceable stores is to be delayed
unduly.

4.2 Stores are designated obsolete when they are of a pattern, which no
longer purchased or manufactured in the telecom factories. This does not
necessarily mean that they are not to be utilized for departmental work;
and many classes of such stores are still serviceable and useful. All
obsolete stores, which are still regarded as useful, are included in the
Rate list and are to be treated in every way like serviceable current pattern
stores. Obsolete stores which are not included in the Rate list, are to be
declared unserviceable and treated as such unless it appears to the
Divisional Engineer that there are special reasons for treating them
otherwise, in which case the orders of the Directorate should be obtained.

4.3 As it is desirable to avoid keeping worthless materials in stock. When

stores of any kind are declared unserviceable or obsolete they should be
brought on to a register of unserviceable stores in form A.C.E - 73 A and a
report in form A.C.E -9 must be made to the Divisional Engineer by the
Sub-Divisional Officer, or the Officer - in - charge of a telephone exchange
or telegraph office, etc. as the case may be in the report, an explanation of
their condition should be given and the period during which the articles
have been in stock or in use. And the cause of deterioration should as far
as possible, be stated. In the case of apparatus and plant of all types
recovered from installations or works, the recommendations of the Circle
level stores Scrapping Committee should be obtained before they are
finally declared unserviceable. The composition of the committee is as
follows:-

1. Concerned Deputy General Manager-------------Chairman.

2. Maximum three members out of whom one is from technical side and
one from accounts.

3. Sub-Divisional Engineer In charge of the installation concerned

---------------Convener.

In the Case of line stores, the Divisional Engineer will be authority

competent to declare the stores unserviceable.

4.4 The powers of the Divisional Engineers, Heads of the Circle and the
CMD of BSNL to dispose of unserviceable and obsolete stores will be
found in the schedule of financial powers.

4.5 (a) Unserviceable line stores and tools (except copper wire should be
sold to the best advantage, as a rule at site. They may, however,
be sent for disposal to any other place such as the nearest store
depot, nearest large city, etc. Provided the expected sale proceeds
a that place less and cost of freight and carriage is likely to exceed
38
 the probable sale proceeds at site. This applies also toe
unserviceable electric lights and fans with components and fittings,
serviceable battery materials, clocks and mathematical instruments.

In view of the low content of copper in copper weld wire, the

unserviceable copper weld wire may also be disposed of in
accordance with the provisions of para given above. However
serviceable copper weld-wire should be reused in the circles.

(b) Unserviceable copper line wire should always be returned to the

nearest main Depot and should not be sold locally.

(c) Electrolytic copper from primary batteries, copper discs, insulated

copper wire and all scrap copper, other than line wire, should be
sent to the nearest main depot for disposal.

(d) The material of unserviceable and irreparable tents should be used

to repair other tents or otherwise disposed of to the best advantage.

Note: 1 When returning unserviceable underground cable and lead

sheathed wires etc. to depot, the question of the freight
involved should be taken into account and such stores
should be disposed off locally, if the freight to the depot is
likely to be large in comparison with the anticipated sale
proceeds. The order of the Head of the Circle should be
obtained in each case in which it is proposed to dispose of
such stores locally.

Note: 2 The following articles should, however, be disposed off

locally, if they are unserviceable:

(1) Unserviceable Telephone, Switchboard cords of sorts with or

without plug.
(2) Unserviceable condensers of sorts.
(3) Unserviceable plug of sorts.
(4) Unserviceable mouthpieces of telephone, of sorts.
(5) Unserviceable fuse glass tubes.
(6) Unserviceable arrestor carbons of sorts.
(7) Unserviceable heat coils for M.D.F.
(8) Unserviceable bulbs for electric lamps of sorts.
(9) Unserviceable values of sorts (for rectifiers repeaters etc.).

5.0 Summary

39
Packing cases material are disposed of locally by auction or utilized for
storing purposes.

Serviceable recovered stores are either utilized in other works or returned

to the store depot.

Unserviceable and obsolete stores are disposed of by obtaining sanction

of the competent authority through ACE .9.

A J.T.O. in charge of the work should ensure that the above stores are
properly recorded and immediate action initiated for their disposal.

40
 CHAPTER 9

ARRANGING THE LOCAL PURCHASE OF STORES

1.0 Introduction

The powers of Heads of circle and Heads of SSA to purchase

stores are given in the schedule of financial powers. Stores
stocked in store depots must not, however be purchased locally
against circle or divisional allotments except in a case of
emergency and in unforeseen circumstances. In respect of those
items (stocked and non stocked) which are on rate running
contracts of the Director General of supplies and disposals
purchases from sources other than rate contract holders should be
limited to Rs. 1000 on each occasion and Rs. 10,000 in the
aggregate in any one year.

Every breach of the rules of purchase has to be submitted

individually to the Government of India for condonation and it is
accordingly of utmost importance that all shall carefully observe
these rules concerned.

2.0 Local purchase of stores when provision exists in the

sanctioned estimate.
When orders are received to commence a work and funds have
been allotted, materials may be purchased locally to the extent and
of the description provided for in the estimate under head “local
purchases”. If, however, the amounts provided in the estimate for
the local purchase of individual items of stores on each occasion
are beyond the powers of local purchase of the authority
sanctioning the estimate, an application on form Eng 27 for such
items of local purchases provided in the estimate should be
submitted to then competent authority for sanction. Extent of
powers to sanction local purchase of stores may be found in the
schedule of financial powers.

3.0 Local purchase of stores when provision does not exist in the
sanctioned estimate:

All applications for sanction to purchase materials for which there is

no provision in sanctioned estimate must be made in form Eng 27
and should be submitted to the competent authority for sanction.

3.1 Application in the form Eng 27 in connection with the

execution of works should contain a clear indication as to
whether they are submitted in accordance with paragraph
2.0 ante or in accordance with paragraph 3.0 ante, and the
latter case should be accompanied by an application for
necessary funds under the proper head. If however the
41
 funds under the proper head, the funds required can
conveniently be appropriated from lump allotment, remarks
should be made to this effect.

4.0 Payment for local purchases

The payments for acquisition of stores to be purchased locally and

required for the public service shall be regulated in accordance with
the provisions of the following rules.

As a general rule, payment for supplies is not permissible unless

the stores have been received and surveyed. Payments prior to
verification of quality and quantity of the materials may be permitted
in exceptional cases only, provided that adequate safe guards exist
to secure the Government against all losses in the event of
materials being found short or defective. In all such cases, a bill
based on actual measurement must be obtained as soon as
possible after payment has been made.

Unless otherwise provided, bills presented for payments for

purchases of stores shall be accompanied by certificates that the
articles detailed in the vouchers have been actually received and
entered in the stock register, their quantities are correct and their
quality good, that the rates paid are not in excess of accepted or
market rates and that suitable notes of payment have been made in
the indents and invoices concerned to prevent double payment.
The authority, unless it is general one under which purchase is
made, shall also be quoted.

5.0 Summary

Stores stocked in store Depots are not purchased locally except in

a case of emergency and in unforeseen circumstances. If there is
provision of local purchase of items in a sanctioned estimate then
Eng 27 form is filled for the items to be purchased and got
sanctioned. If there is no provision of local purchase of items in a
sanctioned estimate, then Eng 27 with application for allotment of
funds is submitted for sanction. After getting the sanction, items
should be purchased on the rate running contract of Director
General of supplies and Disposals or rates approved by concerned
Districts / Circles. If there is any item for which there is no
approved rates, local purchase may be made either by calling
quotations (if the cost of items to be purchased is upto Rs. 1000/-)
or by floating tenders (if the cost of items to be purchased is more
Rs. 1000/-).

42
 CHAPTER 10

MANAGEMENT OF WORKS EXPENDITURE &

IMPREST ACCOUNTS OF ATTACHED
OFFICERS
1.0 Introduction

1.1 An imprest is an advance of money made by a disbursing officer to

another officer to enable the latter to make payment on behalf of the
Government. The imprest holder should account for the amount of
the imprest to the disbursing officer and the latter has to incorporate
the transactions in his own account. Imprest may be permanent or
temporary. Imprest to J.T.Os is recommended by SDE, sanctioned by
D.E. and paid by A.O.

2.0 Form of Accountant of works Expenditure

The accounts of works expenditure should be maintained in form ACE 2 by

J.T.O. and SDE.

2.1 Periodicity of Submission of Account.

The ACE-2 Account should be submitted at least once in a week for

incorporation in the Divisional Account. If no expenditure has been incurred
during a week a ‘nil’ report should be furnished.

2.2 Sanction of imprest to attached officers/subordinates:

A Divisional Engineer can sanction an imprest to the attached officers and

subordinate staff to the extent indicated in Annexure I.

The Directorate can sanction with the concurrence of Telecom Finance,

Imprest not exceeding Rs. 2000. The Government of India may sanction any
imprest in excess of Rs. 2000/-.

3.0 Grant of Temporary Imprest

Temporary imprests may also be given in addition to permanent imprests

when heavy payments are anticipated on account of works or maintenance
of lines etc and Divisional Engineers can sanction temporary imprest not
exceeding Rs. 500/- to a J.T.O. Temporary imprest may be sanctioned for a
maximum period of 3 months up to 31st March of a financial year whichever
is earlier. The temporary imprest may, however be renewed, or returned
after the expiry of the first period.

3.1 Surrender of Imprest

43
 An imprest holder should not be permitted to retain possession of his imprest
for a longer period than is absolutely necessary and it should invariably be
recovered when the imprest holder is about to proceed on leave or is transferred
to other Division.

4.0 Powers of Officers/Officials for granting temporary Advances to the

Subordinates for specific works:

4.1 Powers of Divisional Engineers

Temporary advances may be made for specific disbursements of known

amounts and should generally be made by the Divisional Engineers. When
however, a sub divisional officer wants to make such an advance he should
either obtain the prior approval of the Divisional Engineer or submit a report to
him simultaneously with the payment of advance explaining the circumstances,
which necessitated the payment of advance. Should the Divisional Engineer
disallow the advance, it should be recovered immediately. Such an advance
should form part of the cash balance of the Sub-Divisional officer and should be
shown in his bill (form ACE - 2 ) till it is recovered. Temp. advance will be made
by DE to J.T.O. as per the recommendation by the AE/SDO in case greater than
Rs. 100/-

4.2 Powers of Sub-Divisional Engineers

Sub-Divisional Engineers of Engineering Divisions (other than those in the

telephone districts) may sanction temporary advances without obtaining the prior
approval of the Divisional Engineer up to a limit of Rs. 100 in each case.

4.3 Powers of J.T.O.

J.T.Os telegraph and phones, may make temporary advance out of their
imprest to any staff under him up to a limit of Rs. 25. Such advances should be
granted only in cases of real emergency.

4.4 Powers of Construction Officers

Construction officer is of the rank of SDE. Construction officers, telegraphs,

may grant temporary advances to official serving under them subject to the same
restrictions as in the case of advances sanctioned by Sub-Divisional Officers.
4.5 Miscellaneous

The Line Inspectors, Sub-Inspectors or senior linemen in charge of working

parties may be granted temporary advances limited to Rs. 20 per mazdoor
working under them provided that the maximum amount advanced to each SI, LI
or senior

Lineman does not exceed Rs. 200 irrespective of the strength of the working
party.

The Line Inspectors, Sub-Inspectors or Senior Lineman in charge of the working

parties shall grant advances not exceeding Rs. 20 per mazdoor only in a month
44
in cases where it is really unavoidable and obtain a receipt there of in form
A.C.G.-17. The amount advanced in this manner shall be shown in the muster
roll against the mazdoor concerned along with the net amount payable after due
adjustment thereof.

5.0 Forms in which Imprest and Temporary Advances to be accounted for:

Attached officer and J.T.O. will submit their Imprest /temporary

Advance Accounts in form ACE-2.

All other subordinate staff with submit their accounts in form ACE-3.

5.1 Periodicity of submission of Imprest/Temporary Advance Accounts

Imprests should invariably be recouped before the end of the month by the
date fixed by the Divisional Office. The attached officers who do not recoup their
imprest by drawal of cheque should, as a rule recoup their imprest when half the
amount have been paid away, but those who can draw cheques should recoup
the imprest when it is practically exhausted subject to the general condition to
recoup before the end of each month.

Temporary imprest should be recovered or adjusted after the specified period for
which it is sanctioned.

Temporary advances should be adjusted as soon as disbursements, for which

they are sanctioned, have been made or within a month from the date of sanction
whichever is earlier.

5.2 Departmental receipts not to be accounted in Imprest Account.

As a rule “receipts” should not appear in any imprest account and receipts
realized by imprest holders, including attached officers on behalf of Government
should not be mixed up with their imprest but should be sent to the Divisional
Office immediately. However, recoveries in cash of fines inflicted on linemen or
advances etc may be included in an imprest account and the total of such
receipts should be deducted from the total of imprest bill while submitting for
recoupment.

6.0 Preparation of ACE 2 Accounts:

ACE 2 accounts are prepared in duplicate, one copy being forwarded to

Divisional Office retaining 2nd copy as office copy.

Receipts side of the ACE 2 account will show

1. The opening balance.

2. Recoupment received with date.

45
 All vouchers in respects of payments should be arranged date wise and
numbered serially according to order of occurrence. The transaction
should be entered in accounts immediately on occurrence with voucher
number and date.

The particulars column should be filled with the nature of transaction in

brief against the relevant entry of expenditure.

The major, minor, sub and detailed head of account with estimate number
if any should invariably be indicated against each transaction.

Payment and adjustment of temporary advances from imprest should be

indicated in the inner column of ACE 2 accounts in red ink.

Both sides of ACE 2 account should be totaled and case balance arrived
at. Actual cash in hand should be verified with reference to the account
and a certificate to this effect should be endorsed in the ACE 2 account.

Summary of expenditure under various detailed heads of accounts should

be exhibited on the last page of the account to enable the Divisional office
to incorporate them in the Divisional Accounts.

Temporary imprest and temporary advances are also accounted for in

form ACE 2.

7.0 Summary

Attached officers will maintain their works accounts in form ACE2

Attached officers and subordinate staff are sanctioned imprest amount to

enable them to carry on installation / maintenance works.
Imprest is sanctioned as per the limitation prescribed. Temporary
advances are sanctioned for disbursement of known expenditure.
Accounts of works, imprest and temporary imprests should be submitted
periodically for incorporation in Divisional Accounts.

46
 LESSON-11

INVENTORY MANAGEMENT PACKAGE

What is IMP?

This system is designed for planning/accounting of Materials in

BSNL up to field units thereby bringing uniformity in Material Management. This
system is designed to start operation from the Circle tier. Circle Administrator is
the prime user responsible to initiate the operation of the system in the whole
Circle and SSA Administrator is the prime user responsible to initiate the
operation of the system in each SSA.

HIERARCHY OF THE CIRCLE/SSA :

To start with the Circle Administrator has to copy the existing

hierarchy of officers involving in Material Management in Circle Office/Units
attached to the Circle office into the system. The entry should be done
hierarchically viz,
Step1 - All Circle GMs, like GM (O), GM (D), GM (F) etc
Step2 - All Circle DGMs like DGM (O), DGM (PLG), and DGM (F) etc
Step3 - All Circle AGMs/DEs/CAOs like AGM (MM), AGM (RP), DE (CTSD),
and CAO (FA) etc.
Step4 - All Circle ADs/SDEs/AOs like SDE(MM),SDE(CTSD) , AO(PLG),
AO(CASH) etc.
Step5 - All Circle level AAOs /JAOs involving in Purchase Bill Processing
Step6 - All clerical staff involving in Purchase Bill Processing

In each entry form, the system will ask for code, name and administrative level.
Code may be a single alphanumeric word up to 30 digits indicating the
designation of the officer like "DGMPLGPJB" and the name should clearly
indicate the designation of the officer like "DGM(Planning) Punjab Circle". The
administrative level must be "circle level"

To start with , the SSA Administrator has to copy the existing hierarchy of officers
involving in Material Management in SSA Office/Units attached to the SSA office
and field units into the system . The entry should be done hierarchically viz,
Step1 - All Area GMs like GM(O),GM(D),GM(F) etc (if SSA head is PGM).
Step2 - All DGMs/Area Managers like DGM(O),DGM(PLG) ,DGM(F), AM(U) etc
Step3 - All AGMs /DEs/ CAOs like AGM (MM), AGM (RP), CAO (FA), DET(HSP)
etc.
Step4 - All ADs/SDEs/AOs like SDE (MM), SDE (Store Depot) HSP, AO (PLG),
and AO (CASH) etc.
Step5 - All AAOs /JAOs involving in Purchase Bill Processing
Step6 - All clerical staff involving in Purchase Bill Processing

In each entry form, the system will ask for code, name and administrative
level. Code may be a single alphanumeric word up to 30 digits indicating the
designation of the officer like "DGMPLGHSPPJB" and the name should clearly

47
indicate the designation of the officer like "DGM (Planning) Hoshiarpur ". Care
should be taken to select the administrative level as "SSA level "or "Unit Level"
since the facilities/reports extended by the system to these two types of officers
are different.

USER MANAGEMENT:

Users of the system are broadly categorized into five. They are-

1. System Administrator-: A single user with the privilege of entering some

prime master data like Head of accounts, Estimate Group, Estimate type, Item
Category, Items, Price Variation master etc for is known as System
Administrator. Any addition/alteration of this data can be done with the help of
system administrator. Also he is the sole user to create Circles and Circle
Administrators.

2. Circle Administrator: Can be single user or multiple users. He is given with

the privilege to create hierarchy of Officers directly attached to Circle
Office/Circle Units, SSAs, SSA Administrators, Circle Users, Circle Store Depot,
Manufacturers, Tax Master and Circle Tax Structure.

3. Circle Users: Users operating from the Circle tier. Can be officers in Circle
MM Cell, Circle Store Depot in charge, Circle Planning Cell etc.

4. SSA Administrator: Can be single user or multiple users. He is given with

the privilege to create hierarchy of Officers directly attached to SSA Office/Field
Units, SSA Users, and SSA Store Depot.

5. SSA Users: Users operating from the SSA tier. Can be officers in SSA MM
Cell, SSA Planning Cell, SSA Store Depot In Charge, all the officers of field units.

Care is taken in attaching each username and password to the

designation during user creation since wrong entry may cause undesirable error
messages developed by the system, which is a part of the security features
incorporated in the system.

USER ROLE MANAGEMENT:

Since the working environment in each circle and SSA is different, User
Role Management is provided for mixing up of roles. Hence different roles like
Purchase Order Management, Project Estimate Management, Allotments,
Indenting etc can be mixed up.

FORCED CHANGE OF PASSWORD:

During first login, the system will compel the user to change his password.
He has to login again using the new password.

CHANGE PASSWORD:

48
 There is a link for changing the password when the user desires.

SESSION MANAGEMENT:

Rarely some user cannot login into the system due to locked sessions.
When this problem occurs, the user must inform his administrator to release the
locked sessions. This facility is extended to the administrators to kill the locked
sessions.

MASTER MODULES :

In order to avoid data duplications, System Administrator enters the most

significant master data for whole BSNL into the system from a central place and
some entry is made possible to the Circle/SSA administrators. The master data
comprises of
1. Head of Accounts
♦ Groups
♦ Types
♦ Major Heads
♦ Minor Heads

The Head of Accounts view is provided to all users. The privilege is given only
to the system administrator.

2. Estimate Masters
♦ Group
♦ Type

The privilege is given only to the system administrator.

3. Item Masters
♦ Item Category - Broad classification of items according to inventory heads
like Switching Equipments, Lines and Wires, UG Cables, battery etc.
Care should be taken to restrict the length of item category code to four
letters like SWEQ, LIWR, and UGCB etc.

♦ Item - It is a subset of Item Category like all switching items, SSDW

0.5mm, 100(A)/0.5, VRLA Battery Set 1000AH etc.

4. Consignee Master - This is a master record, which helps in the preparation

of Purchase Orders released from Circle or SSA. This facility is extended to all
the users with Purchase Order Management. This is a pool of officers from which
consignee to a particular Purchase Order is selected by Circle/SSA. Consignee
addition by the SSA is compulsory since this is required for Circle Purchase
Order Preparation.
5. Ordering Authorities Master- This is a master of ordering authorities for
Circle/SSA Purchase Orders. This facility is extended to all users with Purchase
Order Management.

49
6. Paying Authorities Master - This is a master of paying authorities for
Circle/SSA. This facility is extended to all users with Purchase Order
Management.
7. PO conditions master - The general conditions of BSNL PO can be
entered into PO conditions master by using this link. The privilege is given to the
system administrator. This may be helpful to the MM/Planning cell to
automatically attach these conditions to the PO during Purchase Order
management.
8. Price Variation Master - Price of the material w.e.f from a date is entered
through this link. Since the variation is same through out BSNL system
administrator can enter the same.
9. Tax Master - Different taxes applicable to BSNL and pertaining to each
circle can be entered through this link. The privilege is given to each circle
administrator.
10. Tax Structure - The tax structure of each circle can be copied into the
system using this link. The tax structure of the circle is very important during
store receipt and billing. The privilege is given to each circle administrator.
11. Billing Officers Master: In order to ensure system security, a billing officer's
Pool is provided which is involved in Bill processing and payment in each circle
unit/SSA unit. Each payment authority is made as the key of the pool so that the
officers of the pool can interfere in different stages of Bill processing/Payment,
which is also controlled through role management. The Privilege of creating the
Pool of circle unit/SSA unit is given to the administrator of the Circle/SSA.
12. Manufacturer Masters: The manufacturers who are the supplier of BSNL
can be entered through this link. This privilege is given to the circle
administrators.
13. Local Dealers: The local dealers of each manufacturer in each circle can be
entered through this link. This privilege is given to the Circle administrator.
14. Manufacturer item: The items manufactured by the manufacturers are
entered through this link. This privilege is given to the system administrator.
15. Store depot: The store depot pertaining to each circle/SSA is entered
through this link. Care should be taken to see that the in charge of the store
depot and the consignee of the Purchase order released from circle/SSA should
be the same, otherwise the system will not give permission to account the items
in a store depot. In case the officer logged in is not the store depot in charge, the
system will consider the item receipt as a consignee receipt, and the system will
automatically process to account the item in WIP heads, which have no reflection
in weighted average cost, which is the most significant factor in Corporate
accounting procedures.
Multiple store depot creation under the control of an officer is permitted by
the system. The system is made intelligent in detecting whether the user is
a single store depot in charge or a multiple store depot in charge.

PLANNING :

1.Project Estimates: The project estimate generation module is provided for

preparing the Project estimates pertaining to a division/subdivision. It is very
important to see that the project estimates must be approved for bringing these
project estimates into operation. An officer with PE sanction role can do the
approval. Provision is there to put the existing Project estimates into operation
into the system with the entry of minimum significant data. The system will
50
consider these estimates automatically approved so as to avoid further approval.
Provision is there in the module for Project estimate revision.

2.Detailed Estimates: The Detailed estimate generation module is provided for

preparing the detailed estimates pertaining to a division/subdivision. It is very
important to see that the detailed estimates must be approved for bringing them
into operation. An officer with DE sanction role can do the approval.
Provision is there to put the existing Detailed estimates into operation into
the system with the entry of minimum significant data. The system will consider
these estimates automatically approved so as to avoid further approval.
Since the system is made secure by mapping tight user-office relationship,
care must be there to attach each officer to a detailed estimate. During the
operation the system is made so intelligent that the system is fully aware of the
fact that "who has logged in, in which level he belongs, what is his position in the
hierarchy”. Hence while preparing detailed estimates the present working
scenario must be taken into account. Divisional or Sub divisional Officers with the
role of placing indents must be attached to each estimate. (Kindly note ** of
transaction module)

3. Advance Numbers for detailed estimates

There is a provision to create advance numbers for detailed estimates.

The privilege is with an officer having the role of Detailed estimate management.
The estimate number / Advance number is compulsory during
indenting/Consignee receipt.

4. Detailed estimate preparation using templates:

This facility is given to prepare new detailed estimates by

making sight modifications in existing estimates.

PURCHASE ORDER :

This module extends the facility to generate Circle/SSA Purchase orders.

This privilege is with the user having Circle/SSA purchase order management.
While preparing the purchase orders the following points must be taken care off
which has significant impact on rest of the module including inventory
management and billing.

a. There is an option " Whether you are allocating items station wise?" which is
most useful in Placing switching POs and Some Transmission equipment
POs. This is helpful in including the same item for use in different stations but
with different configuration having different rates to one/more consignees.
Also if the user selects this option, then the system automatically leads the
user so that the user can attach the material list to the PO in excel/ any other
format, which is useful for the consignees and payment authorities for easy
reference on a later date. The system will automatically adjust so that the
consignee can receive the material station wise.
b. Payment authority must be correct for each consignee. A facility is there in
the purchase order - especially useful for the circle purchase order generation
51
 module - to create a pool of payment authorities and then attaching each
payment authority to a consignee. For Circle Purchase orders the system
automatically extends facility to attach each consignee to a Payment authority
common to the circle or the SSA where the consignee pertains. This is helpful
in extending centralized bill payment if the administration desires. Wrong
selection of payment authorities will lead to difficulties during Purchase billing.
c. Consignee add/remove - The system allows both receipt in store depot and
consignee receipt. During preparation of Purchase order care must be there
in selecting consignees depending whether the item must go to a store depot
or directly to the field. The difference is that during receipt of stores at the
store depot the inventory head is the prime head and it will contribute towards
weighted average cost which is very much important in corporate accounting.
In the latter case the item will be directly accounted under WIP heads and has
no contribution towards weighted average cost.
d. LD particulars - LD Data plays a significant role in billing. The LD clause is
modified in a for system flexibility viz., " 1% per week for 10 weeks " is
modified as -------(10) -------(weeks) ------(1)-------(%). The amount can be in %
or in Rs.
e. Auxiliary item category addition: Sometimes in PO there may be items which
are not directly manufactured by the manufacturer of the PO like Battery
Items in Switching Equipment PO. This facility is extended to solve this.

f. SDD (Scheduled delivery date) has significant role in billing.

g. PO payment conditions must help in second last stage of billing procedures-
"Passing by processing officer". The alternate payment condition is for 100%
payment if the required conditions are satisfied. If the condition is blank, this
will not come in the billing flow. Grace period condition helps during
processing.
h. Price variation - Price variation is also important in bill processing.
i. PO approval - an officer having the role “PO approval” can do this. Only
approved POs come into operation during receipt.
j. PO cancellation - Only the POs having no receipts of items can be cancelled.
k. PO deactivation - Some approved POs which are in operation can be
deactivated so that it will not come in operation for receipt of item on a latter
date.
l. PO general conditions - Attaching general conditions from PO conditions
master to a PO.
m. Since every receipt is related to a PO, accuracy in Purchase Order Data will
reflect in Billing so that the system automates billing very smoothly.
n. Purchase order amendment is provided for amending a Purchase Order.
o. Telecom. Factory requisition is available only in the Circle tire for placing
requisition to the Telecom. Factory. Here there is only one schedule and
multiple consignees.

TRANSACTION MODULE

This module is primarily concentrated in Material transactions. This

module has strict adherence to Purchase Order/Estimates. Internal auditing is
automated in this module without much interference of the user. This module is
primary designed by considering accounting according to inventory heads and
WIP heads. Weighted average cost is the most important internal factor of this
52
module. Transaction module is controlled by both user identity and roles. Simply
providing a role to a user is not a criteria for involving in transactions. This is
revealed in following Paragraphs.

1.Available Store entry

Through this link the store depot in charge can initiate the operation
of store depot. The available cable entry is segregated since it insists on
the drum wise cable entry.

2. Receipt: The receipt of material in circle tire is only CTSD receipt.

In CTSD receipt, weighted average cost is calculated.
But in SSA tire Receipt is of two types viz,
A. Store depot receipt - Weighted average cost and inventory head is
taken care off.
B. Consignee receipt - The material is directly accounted under WIP
heads. So it has no role in weighted average cost.

In receipt the prime condition is that the user must be a consignee

in any Circle/SSA PO for that particular item category. In addition to
this, the user must have the privilege of " Receipt Of Stores"

Cable receipt is separate, since it insists on Drum wise receipt.

SRN (Store receipt note) can be issued after store receipt of a

particular delivery Chelan.

3. Allotment and Indent:

Taking the literal meaning of allotment - It must not be confused
with the schedule wise item allocation in PO generation. Both are different.
Allotment means Allotment of materials from Circle/SSA store stock by the
Officers of Circle/SSA Office (MM/Planning Cell) having the role of
"Allotment".

The sequence of these operations in circle tier and SSA tier is

different.
For Circle tier,
Allotments come first and indenting come next

For SSA Tier,

Indenting come first and allotment come next

In circle tier, PO wise allotment is provided. The store depot in

charges of the SSA can do indenting to CTSD.

In SSA tier, Indenting can be done as per approved estimates and

advance numbers. The system will automatically crosscheck the indenting
quantity with the estimate provision. Cable indenting can be done CKM
wise.
In SSA tier user - office relationship is strict so that the unit level
officer can indent from the approved estimates of his own. (**)
53
 In SSA tier allotment can be done indent wise. There is provision
for allotment of fully or partial quantities.

4. Issue
Issue Of Material is as per allotment. The CTSD issue and SSA
issue are even though literally they are similar, but as per accounting principle
they are different.
CTSD issue is as per the weighted average cost of the CTSD and when
the item is received in SSA, the item rate is the weighted average cost of the
CTSD for that item and the item is accounted in the Inventory head of the SSA.
SSA issue as per the weighted average cost of the SSA for that
particular item and it is accounted in WIP heads. The posting of amount in the
estimate is also as per the weighted average cost. In this module there is a
facility to automatically convert the Inventory head to WIP head as per area (Like
urban, rural, general) of item use and field of item use ( Like local telephone,
mobile etc.)
Cable issue is segregated since drum wise issue is insisted. In cable
issue a flexibility of 10% over allotted quantity is
The issuing officer must be the store depot in charge and must have
the privilege of " Store Issue ". Issue voucher and gate pass is combined to
ensure that the material is lifted from the store yard at the moment of issue itself.

In SSA store issue the system internally transfers the materials to the sub
divisional store depot.

Facility is provided for Receipt edit and Accounting of damaged items.

5. Diversion:
Diversion of material is provided in the circle tier for the re-
allotment of material from one SSA to another SSA in two cases.
1.Alloted but not indented.
2.Indented but not issued.
The user with the privilege "Circle Store Diversion " can operate
this.

6.Depot to depot transfer:

This facility is provided in the circle tier to transfer items in stock

from one SSA store to another SSA. The circle user with the privilege "
Allotment to SSAs " can operate this .
In SSA tier "indent to another SSA “ facilitates indent to source
SSA by the Destination SSA. The SSA user with the privilege of " Indent to
Circle " can operate this.

Then SSA tier "issue to another SSA" facilitates issue of store

from Source SSA to destination SSA. The store depot in charge of the
source SSA can operate this.

54
 ACCOUNTS

This module is closely linked with the all other modules. This is
operating as per the purchase order and stock registers. The master
modules such as PV master and tax masters play a very important role in
this module. The module consists of,

1. Bill entry (Role: Purchase bill entry)

2. Bill processing (Role: Purchase bill processing)
3. Final verification (Role: Purchase bill final verification)
4. Countersign (Role: Purchase bill countersigning)
5. Pass order (Role: Purchase bill passing)
6. Payment counter (Role: Payment counter)

Simply providing a role cannot ensure the involvement of the user

in the billing module. The user must be,

a. with adequate role.

b. Must be an officer/official of the billing pool attached to a
Payment authority.

Precautions that must be taken to make a correct bill processing

are,

a. Payment authority of the pool must be in PO raised by

circle/SSA.
b. Consignee - Payment authority in PO must be properly
made.
c. There must be stock entry in the stock register corresponding
to the consignee
d. Payment conditions in PO are proper.
e. Tax structure of the circle is updated properly.
f. Price variations are updated properly.
g. SDD in PO is correct.
h. Correct entry of QA date during receipt.

REPORTS / HELP/ DOCUMENTATION

All the reports are provided under menu item - reports. Help, Documentation
and user manual are available on line.

LOGOUT
Users can logout from the system when he desires using this link.

Some technical highlights

1. System: Material management system.

2. Material management servers: A high-end server and

associated servers Located in Trivandrum.

55
3. Client - A remote computer-accessing Server through
dialup/leased line.

4. Session - the material management server losses the identity

of the user after a period of inactivity say, about 30 minutes. If the
system is made lazy in the client side for period of time, then the
server will not allow the user to proceed the operation. In the next
submit the system automatically forces the user to login again.
Care must be there in available store entry to update the data
within session. So in available store/cable entry, the entry may be
in separate lots

5. System administrator - A user with super user password.

6. DBA - Data base administrator.

7. Weighted average cost : An important factor in Corporate

accounting

8. Inventory head - The account head of inventory items. In this

system it is linked through item category.

9. WIP - work in progress account head.

10. Roles and privileges - Combination of Privileges will create

Roles.

11. SDD - scheduled delivery date.

56
 ANNEXURE - I

Forms and their uses

Eng-3 ……………………………………… Detailed Estimate of L&W beyond sanctioning

power of DE.
Eng-3A……………………………………...Detailed Estimate of A&P ……………Do…………

Eng-3B……………………………………...Detailed Estimate of acquisition of Lands and

Buildings beyond the sanctioning power of DE.
Eng-6………………………………………..All Detailed Estimates with in sanctioning
power of DE.
Eng-27………………………………………Sanction for local purchase.

Eng-28……………………………………….Packers slip for dispatch of stores.

Eng-44……………………………………….Progress report of major works.

Eng-44A……………………………………...Progress report of minor works.

Eng-67………………………………………..Stock account of lanterns buckets and ladders.

Eng-78………………………………………..History sheet.

Eng-90………………………………………..Annual Open Estimate.

Eng-93……………………………………… Register of tents.

Eng-110……………………………………….Project Estimate.

ACE-2…………………………………………Imprest account of J.T.O.and SDE.

ACE-3………………………………………….Imprest account of subordinate staff.

ACE-5………………………………………….Transfer entry for stores.

ACE-9………………………………………….Sanction for disposal of unserviceable stores.

ACE-8………………………………………….Account of consumable stores.

ACE-26……………………………………… Completion report.

ACE-73A……………………………………….Register of unserviceable stores.

ACB-5…………………………………………..Advice note for dispatch of stores.

Kalamazoo…………………………………….Account of non consumable stores.

Genl-18…………………………………… Indent for Stores to Store Depot.

57
 ANNEXURE – II

LIVES OF ASSETS

Sl.No Categories of Telecom Asset Lives in years

1 Land Permanent
2 Buildings
50
a) Telecom Buildings, Administrative Buildings &
Residential Buildings 25
b) Water Supply and Sanitary Fittings 50
c) Duct
3 Electrical
30
d) Underground Cable 20
e) Electrical Wiring, Ceiling Fans & Electric Lifts 10
f) Engine Alternator up to 50 KVA 15
g) 3 Phase Motors, Diesel Generators above 50 KW
h) AC Equipments : 12
i) Central AC Plant 9
ii) Package AC Plant 6
iii) Window Type & Split Type 10
i) Electric Pumps & Engine Pumps 8
j) Table Fans, Pedestal Fans, Air Circulator, Single
Phase Motor, Refrigerators 6
k) Water Cooler, Room Cooler & Desert Cooler 6
l) Exhaust Fans 16
m) Transformers 16
n) HT Breakers
4 Motor Vehicles
12 yrs or 240000
i) Heavy Commercial Vehicles fitted with engine KMs which ever is
of 120 BHP & above reached later
10 yrs or 220000
ii) Light Commercial Vehicles fitted with engine KMs which ever is
above 75 BHP but below 120 BHP reached later
7 yrs or 150000
iii) Multi Utility Vehicles/ Vans fitted with engine KMs which ever is
less than 75 BHP reached later
7 yrs or 150000
iv) All staff cars/ Inspection cars KMs which ever is
reached later

5 Lines & Wires

30
iv) Post & Post materials 20
v) Iron Wire 20
vi) Cu wire & Cu weld wire 20
vii) ACSR wire 15
viii) Insulated wire(coated wire) 05
ix) SSD(Self Supporting Drop Wire)
6 Cables
15
x) Aerial Cable 25

58
 xi) Armoured Local Cable
xii) Unarmoured Local Cable 20
a) Ducted 20
b) Without Ducting 30
i) Coaxial, Symmetrical and other Trunk Cables 15
ii) Submarine Cable 20
iii) OF Cable, Unarmoured in HDPE pipe 20
iv) OF Cable Armoured 12
v) Aerial OF Cable
7 Auto Exchanges
12
Electronic Exchanges including Electeronic Tlex and TAX

Access Network
vi) WLL 12
vii) DLC 12
viii) HDSL 12
ix) TDMA- PMP 10
x) PCS (mobile) 12
8 Transmission Equipments
15
xi) PCM equipments
xii) Multiplexing equipments and Data Modem 15
equipments
xiii) Radio equipments including
a) WLL, M/W, UHF, VHF eqpts and various 12
eqpts for Satellite stations and Wave guide
(indoor)
b) WLL, M/W, UHF, VHF eqpts and various 10
eqpts for Satellite stations, Antennas and
Wave guide (outdoor) 08
c) MARR
9 Wireless equipments 08
10 d) Towers 40
e) Masts & Aerials 30
11 Testing Apparatus 8
12 Sub Telephone Apparatus, its accessories including 05
secraphone
13 Telegraph equipments:
f) Switching Eqpt:
i) SFMSS 128 Lines 10
ii) SFMSS 64 Lines 10
iii) SFMSS 32 Lines & concentrator 10
a) Electronic Key Boards, Formated terminal, HMT 05
terminals, FAX terminals, PSTN interface unit,
Devanagri convertor unit
b) Electronic Teleprinter terminal 10
14 Power Plant
15
c) Static Power Plant 15
d) SMPS Power Plant 4
e) Batteries up to 200 AH 6
f) Batteries more than 200 AH(Conventional) 4
g) MF VRLA Batteries up to 200 AH 6
h) MF VRLA Batteries more than 200 AH 3
59
 i) Batteries of MARR equipment of 12V/120A

15 a) PC Terminals, Printers, Scanners, FAX Machines,

I/O device (office eqpt for automation)
i) Higher level of processing(such as TR 5
Billing & accounting, customer services,
fault repair service and directory
enquiry)
7
ii) Lower level processing
12
a) Servers, Routers and other misc. internet
equipments

60
 ANNEXURE – III

BHARAT SANCHAR NIGAM LIMITED

Office of the General Manager
Telecommunications

Ltr. No. xxxxxxxxxx Dated at the 19/10/2001

Sub:- Project estimate for the installation of 2000 lines OCB RSU at Church Rd.

Sanction of Telecom General Manager is hereby conveyed to the project estimate for the
above work at an estimated cost of Rs. 32697320/= (Rupees three core twenty six lack ninety
seven thousand three hundred and twenty only) including overheads detailed as below.

CASH STORE O/H TOTAL

Lines & wires 3269320 425012 3694332
Cables 12996000 1689480 14685480
OF Cables 991873 9918.7 10614 1012405.7
A&P (SW. Eqpt) 8956608 87788 902068 9946464
“ (A/C) 428274 41580 469854
“ (E/A) 713790 69300 783090
“ (OF Eqpt) 724216.5 6897.3 7725.7 738839.5
“ (Jn. Eqpt) 0
“ (SI) 783960 78396 862356
Elect. Instn. 190241 25858 216099
Land 0
Building 288400 288400
Total 29342682.5 104604 3250033.7 32697320.2

This project has been registered in this office vice P – 32/2001 – 02 this work is being
budgeted for the year and the expenditure will be met from specific allotment. The sanction has
been issued with the concurrence of CAO of this office.

Assistant General Manager (Eqpment Planning)

Office of the General Manager Telecom
Telecom District.

Copy to : -

1 Dy. Director (Audit & Accounts) 9 AO(W) O/o GMTD

2 DGM (Plg), O/o CGMT 10 AO(P) O/o GMTD
3 DGM (RURAL) 11 SDE/SDOT/
4 Director (Installation) 12 SDE(INSTALLATION)
5 DE (Telecom) 13 SDE (RP/UP/TP)
6 AO (Budget), O/o CGMT 14 Staff Section O/o GMTD
7 AD (Project), O/o CGMT 15 AGM (CP) Urban
8 AO (TA), O/o CGMT 16 AGM (CP) Rural

61
 SAMPLE OF PROJECT ESTIMATE IN Eng 110

Eng: 110 (Cover) Project

Estimate

INDIAN POSTS & TELEGRAPHS DEPARTMENT

(To be included in the Budget Estimate for 20 20 )

Name of Project Estimate for the installation of 2000 lines OCB RSU at Church Road

Circle No.

Division Date

Forwarded to the Chief General Manager Telecom Circle for favour of

disposal.

GMT
…………..SSA.

No. Dated the 20

(Forwarded to the CMD, BSNL for favour of disposal. Through the CGMT
…………………………………………………. Circle)

Chief General Manager

………………Circle

Director Posts and Telegraphs

Component Sanctioning Authority - (Col. For use in the office of Sanctioning Authority)
Item
Date of Receipt Date of Sanction

SUMMARY OF NON RECURRING EXPENDITURE (including percentage)

62
 Existing New Total
Lines & Wires 3694332 3694332

Cable 14685480 14685480

OF Cable 1012405 1012405

A&P (Sw. Eqpt) 9946464 9946464

" (A/C) 469854 469854

" (E/A) 783090 783090

" (OF Eqpt) 738839.5 738839.5

Fire Fighting Equipment 0

" Jn Eqpt 0

" (SI) 862356 862356

EI 216099 216099

F.F & F.C 288400 288400

Land 0

Total 32697320 32697320

Credit to capital Rs.

Immediate After completion
Total Receipt & Savings 7761476

Deduct - Total ARE 7611687

Net Profit 149789 0.46%

Net Loss

JUSTIFICATION

63
 This Project estimate provides for the installation of 2000 lines OCB

RSU at Church Road to be parented to main exchange at CTX. This is

prepared as per the commissioning programme for the year 2001 – 2002.

The details of working connection and waiting list to be transferred to this

proposed exchange are as below.

Central exchange Total

Working Conns 1200 1200

Waiting List 425 425

Total Demand 1625 1625

So total demand is 1625.Anticipated demand for taking growth rate 14.10

% is 1854. (1625 x 114.10 / 100). Capacity required to meet this demand is 1972
(1854 x 100/94)

Hence this project is justified.

JTO (Plg) SDE (Plg) AGM (Plg)

O/o GMTD, O/o GMTD, O/o GMTD

64
 SPECIFICATION

This Project estimate provides for the installation of 2000 lines OCB RSU at Church
Road to be parented to CTX. This is prepared as per the commissioning programme for the
year 2001 – 2002.

Provision for various components are given below.

Land : - Provision is not given.

Bldg : - Provision is given for a lump sum amount of Rs. 288400/- and
provision is given for EI as 17.75 % of Building cost. Provision
is given for Fire Detection system as per SBP.

A&P (Switching Equipment): - Provision is given for 2000 lines @ Rs. 4389.41/- per line and
provision is given for FR & DQ of Rs. 90,000/-.

A&P (Junction Equipment) : - Being a New technology

switching equipment, separate junction equipment need not be
required. Hence no provision is given.

Lines & Wires : - Provision is given for 1880 lines (94% of 2000) @ Rs. 1739/-

Cables : - Provision is given for 2000 lines @ Rs. 6498/- per line which
is the rate for single exchange area capacity more than 500
lines.

A&P (Sub) : - Provision is given for 1880 lines (94% of 2000) @ Rs 417/-
per line.

Transmission Media : - Provision is given for STM-1 OF equipment and 5Kms of OF

cables as per SBP norms.

A&P(E/A) : - Provision is given for 100 KVA @ Rs.6930/- per KVA

including work contract Tax.

A&P (A/C) : - Provision is given for 2 Split Type & 4 window type A/C units
@ Rs. 46200/- per TR including work contract Tax.

Staff: - Provision is given for 1 JTO, 1 TTA, 3 Phone Mechanics and

1 RM.

Remunerativeness: - ARS is calculated on the basis of the revenue of Central Xge

for the year 2000-01

The project is remunerative.

JTO (Project) SDE (Project) AGM (EP)

O/o GMTD, O/o GMTD, O/o GMTD

65
(1) Certified that cost of operative maintenance and Supervisory establishment is as per standard
prescribed by the Department.

(2) Cost of Installation, Staff for A&P and cost of Cable laying staff will be kept within the
prescribed establishment percentages.

Asst. General Manager (Eqpt. Plg)

O/o G.M.T

CERTIFICATE

1) Certified that the staff provided for operative maintenance and supervisory are as per
Departmental standards wherever prescribed.

2) Certified that the provisions made in the Project estimate have been thoroughly checked and are
justified.

3) Project estimate has been thoroughly checked as per guidelines issued by Finance Advice branch
letter No. 269/PA-75/75 dt. 31-5-77.

Chief Accounts Officer,

O/o G.M.T

66
 NON – RECURRING OUTLAY
Percentage adopted for OH calculation
Freight Esst. Sk
Land Land 0 3 0
L&W / for Conns L&W 0.5 13 7
Cables / for Conns Cables 0.5 13 7
A&P for Lines A&P 0.5 10 7
SI for Lines
E/A KVA nos. Rs. EI 0 14 0
A/C TR nos. Rs.
Bldg Sqft. Bldg 0 14 0

CASH STORE O/H TOTAL

Lines & wires 3269320 0 425012 3694332

Cables 12996000 0 1689480 14685480

OF Cables 991873 9918.7 10614 1012405.7

A&P (SW. Eqpt) 8956608 87788 902068 9946464

“ (A/C) 428274 0 41580 469854

“ (E/A) 713790 0 69300 783090

“ (OF Eqpt) 724216.5 6897.3 7725.7 738839.5

Fire Fighting Eqpt. 0 0 0 0

“ (Jn. Eqpt) 783960 0 78396 862356

“ (SI) 0 0 0 0

Building 288400 0 0 288400

Land 0 0 0 0

Elect. Instn. 190241 0 25858 216099

Total 29342682 104604 3250033 32697320

Annual Revenue (Recurring) Expenditure
Establishment required as a permanent measure on completion of the project.

67
B. Maintenance & Supervisory
Pay & Allowances.

Designation No. Pay Allowances Cost /

Annum
Average Cost/ DA/ HRA/ CCA/ TA/ Total Bonus
Pay / Month Annum Month Month Month Month Allowance/
43 15 Month

DE 0 12947 0 5567 1942 180 400 8089 0 0

SDE 0 9900 0 4257 1485 180 200 6122 0 0

JTO 1 8500 102000 3655 1275 180 200 5310 0 63720

TTA 1 5750 69000 2473 863 100 75 3511 5836 47956

Ph. Mech 3 4050 145800 1742 608 65 75 2490 5836 107112

RM 1 2973 35676 1278 446 45 75 1844 5836 27968

Total 352476 246756

Pay & Allowances Rs. 599232

Leave & Pensionery Charges 50% of supry staff 352476 176238

Total 775470

68
 ARE - Calculation
1. Interest 14% on Total 32697320 4577628

2 a) Operative 0
b) Mtce & Supervisory 775470

3. Technical Mtce
a) 9% of L&W. 3694332 332490
b) 1% of Cable 15697885 156979
c) 8% of A&P Eqpt 12800604 1024048
d) 1.5% of Bldg 288400 4326
e) 3.5% of EI 216099 7563

Total 1525406

Deduct Cost of Mtce & Supry item 2 (b) 775470

Net Total 749936 749936

4. Depreciation
a) 2% of L&W. 3694332 73887
b) 4% of Cable 15697885 627915
c) 5% of A&P Eqpt 12330750 616537
d) 7.5% of A/C 46854 35239
e) 4% of PCM 0 0
2% of Bldg 288400 5768
4.5% of EI 216099 9724

Total 1369071 1369071

5. Rent of Land &Bldg

6. Control & Audit @ 18% 139585 139585

% on 2(a) + 2(b)

G. Total 7611687

69
 ANTICIPATED RECEIPT AND SAVINGS

For the calculation of ARS revenue of Central exchange for the year 2000-2001 is taken.

Local Call Charges Rs. 3518

Trunk Call Charges 42

Rental 360x 1880 6 4060800

Local Call Revenue 1/3 x 3518x 1880= 2204613

S T D Call Revenue 1/3 x 2/3 x 3518 1880= 1469742

Trunk Call Revenue 1/3 x 42 1880= 26320

7761476

70
 A&P Equipment
(a) Cost of Equipment 2000 lines @ 4389.41= 8778820

(b) Excise Duty 0% on (a) = 0

(c) Sale Tax 0% on (a+b) = 0

(d) Instln Charge 1% on (a) = 87788

(e) Insurance 0% on (a) = 0

(f) Total Cash 8866608

(g) Store 1% on (a) = 87788

(h) Freight 0.5% on (g) = 439

(i) Sub Total 8954835

(j) Esst. 10% on (i) = 895484

(k)Store Keeping = 6145

9856464

FR& DQ 90000

9946464

SUMMARY

Cash 8956608

Store 87788

OH 902068

Total 9946464

71
 OF Equipment

Name of Material Unit Cost Qty Value

Cost of STI - I 305811 2 = 611622

DDF for 2/140 Mbs OPTMUX 37084 2 = 74168

NW Manager 1262154 0 = 0

LCT 60563.84 0 = 0

Fixed Attenuator 20Db 1970 2 = 3940

Total Cost 689730

Instln Charge 5% on 689730 = 34486.5

Total Cash 724217

Store 1% on 689730 = 6897

Freight 0.01% on 689730 = 69

Sub Total 731183

Esst. 1% on 731183 = 7312

Store Keeping 0.05% on 689730 = 345

Total 738839

SUMMARY

Cash 724216.5

Store 6897.3

OH 7725.7

Total 738839.5

72
 OF Cables

Name of Material Unit Cost Qty Value

OF Cable 12 Fibers ( including 2% shrinkage) 47429.9 5 = 237149.7
HDPE pipe 50mm dia type B 38.93 5000 = 194650
Straight joint box (12F) 1340.28 2 = 2680.56
Termination joint box (12F) 1184.22 2 = 2368.44
Fiber distribution frame (12F) 6398 2 = 12796
Optical fiber jumper - Pig tail (10m) 600 24 = 14400
Optical fiber jumper - Patch cord (10m) 790 8 = 6320
Cable tool kit 5508 1 = 5508
Cable accessories & installation material (rope, pipe etc.) = 3000
Socket 13 1000 = 13000
Total Cost = 491872.7
Cost of Cable laing for 5Km @ 100,000 5 = 500000
Rs. 100,000/- Km (considering hilly area)
Total cash = 991873
Stores 1% on cash 1% = 9918.7265
Freight @ 1% on store 0.01% = 99.187265
Total = 1001891
Establishment @ 1% on total 1% = 10019
Store keeping @ 5% on stores 0.05% = 496
Total Cost = 1012405

SUMMARY

Cash 991873

Store 9919

OH 10614

Total 1012405

73
Building

Cost of Bldg 0 sq. M @ 1 0= 180000

False Ceiling & False Flooring 0 sq. M @ 1 0= 100000
Total Cash 280000
Over Head at 0% 0
Contingencies @ 3% 3% = 8400
Total 288400

Summary
Cash = 288400
OH = 0
Total = 288400

Electric Installation

a. EI for 12.5% of Bldg cost = 35000

b. Power plug, LT Panel 5.25% of Bldg cost = 14700
& L/Conductor
c. Sub Station 0
d. Fire Fighting Equipments 135000 = 135000
(including work contract
tax @ 10% on

Total Cash 184700

Over Head at 14% 25858
Contingencies @ 3% 3% = 5541
Total 216099

Summary
Cash = 190241
OH = 25858
Total = 216099

74
Sub Installation

94% of 2000 lines

1880 Lines
(a) Cash @ Rs 417 per line = 783960
Over Head 10% of (a) = 78396

Total = 862356

Summary
Cash = 783960
Store = 0
OH = 78396
Total = 862356

Cables
Multi exchange area having capacity more than 1 lakh lines
(@ Rs 1083 / CKm for 6 CKm per line)
2000 Lines
(a) Cash @ Rs 6489 per line 0= 12996000
Over Head 13% on (a) = 1689480
135000
Total = 14685480

Summary
Cash = 12996000
Store = 0
OH = 1689480
Total 14685480

75
Lines & Wires

94% of 2000 lines

1880 Lines
(a) Cash @ Rs 1739 per line = 3269320
(b) Store @ Rs 0 per line = 0
(c) Freight 0.5% on (b) = 0
(d) Sub Total 3269320
(e) Esst. 13% on (d) = 425012
(f) Store Keeping 7% on (b) = 0
Total 3694332
SUMMARY
Cash = 3269320
Store = 0
OH = 425012
Total = 3694332

A&P (A/C)
1.5 TR cap 6 nos = 9 TR

(a) Cash including work @ Rs 46200 per TR 0= 415800

contract tax @ 10 %
Contingencies @ 3% 3 = 12474
Over Head 10% on (a) 41580
Total = 469854

Summary
Cash = 428274
Store = 0
OH = 41580
Total 469854

76
A&P (E/A)
100 KVA 1 nos = 100 per KVA

(a) Cash including work @ Rs 6930 per KVA = 693000

contract tax @ 10 %
Contingencies @ 3% 3% on (a) = 20790
Over Head 10% on (a) = 69300
Total 783090

Summary
Cash = 713790
OH = 69300
Total 783090

ANNEXURE – IV

77
 DETAILED ESTIMATE A&P IN Eng 3(A)

DEPARTMENT OF TELECOMMUNCATIONS

O/o GMTD

To

SDE(Instln) / SDE I/D SDE EXTL/ SDE TX INSTN………………………………

…………………………………………………………………………………………

DE s INS / INTL/DTAX/DET.

___________________________________________________________________

No: xxxxxx dated at the 21-12-01

Sub: Sanctioned Estimate.

Ref: Your letter No:

With reference to your letter citied above the Sanctioned Copy of the

Estimate No:…………………………….

Is forwarded herewith for necessary action.

i) The date of commencement and date of completion of work may be intimated in time

ii) For supply of materials on this Estimates, please take up the case through MM cell

well in time.

iii) Intends may be released for stocked items, well in time, so that materials will be

available for works in time. For non-stocked items and misc. items ( like computer

furniture, fire fighting equipments, cable tag blocks etc.) and for any stocked items not

available in store depot please take up with the MM section.

iv)For local purchase of any item sanction from competent authority must be obtained.

Sanction of estimate is not a sanction for local purchase.

SDE(Plg)

BHARAT SANCHAR NIGAM LIMITED

ENG 3(A)
Sheet no.1
78
 Installation of 2K new technology RSM at Church Road Telephone Exchange as
per of project sanctioned vide Lr No. D/ 5-24/ 20001-02/2 dtd 19/10/2001
Summary of expenditure Capital Renewals
69-A Reserve fund

1 Cash 8778820
Cost of Equipment
2 Distribution and handling 4000

3 Local purchase 180000

4 Labour -------

5 Extra establishment (Installation charge) 87788

6 Miscellaneous charges 471412

7 Earthing 26000

Gross Cash Expenditure 9548020

Deduct - Anticipated sale
proceeds of unserviceable
stores surplus on completion

Net Cash expenditure

Stores 50980
Value of stores to be issued from stock
deduct - value of serviceable recovered
stores to be returned to stock

Net store expenditure Nil

Consider that the qualities and rates are fair

SDE (Plg)
O/o GM TD.

Eng 3(A)
Sheet No.2
Allotment proposed (Excluding Over Head Charges)

79
 Capital Renewals Working
69-A Reserve fund Expenses
69 - B
Debit Credit Debit Credit Debit

Cash

From the budget grant for

19 19

Stores

Cash

Stores

From the budget grant for

19 19

Stores

Cash

Total

Sanctioned for Rs. 96,35,000/- (Rupees Ninety Six Lakhs and Thirty Five Thousand
only)

No.
Dated at
The ____________ of _____________

Signature and designation of the

Officer sanction the estimate

Vide allocation estimate on sheet

JAO

Eng 3(A)
Sheet No.3

80
 SPECIFICATION

This estimate finds provision for the supply and installation of switching
equipments for 2K new technology RSM at Church Road new Telephone Exchange in
SDCA in SSA.
This forms part of project sanctioned vide did 19/10/2001.

This estimate finds provision for installation charges, KSEB charges, earthing,
local purchase including vacuum cleaner, fire-fighting equipments, fax machines, testing
terminals, miscellaneous and contingencies etc.

The installation work will be carried out by the staff of the installation
wing. No constructional difficulty is anticipated.

SDE (Plg) AGM (Plg)

O/o GM TD O/o GM TD

ENG 3(A)
Sheet No. 4

81
 CASH

Calculation of cost of equipment

Cost of Exchange equipment

No of lines 2000

Cost per lines (including MDF, Battery, Power 4389.41

plant and all Taxes)
Total cost of Equipment 8778820

ENG 3(A)
Sheet No. 5
Transportation and handling charges

(Including Primary distribution and local distribution) say 40000

ENG 3(A)
Sheet No. 6
Extra Establishment (Installation Charge

1% of actual cost of the equipment say 87788

ENG 3(A)
Sheet No. 7
Calculation of sores with value and weight

Sl. No. Description of stores Rate Qty Value

1 Solder resin core 245 4Kg 980
2 Jumper wire 1 10000m 10000
3 1 KVA inverter 20000 2 no 40000
50980

ENG 3(A)
Sheet No. 8
Material to be purchased Locally

82
 Nomenclature Amount
Lacing Twine, PVC tape, etc. 2000
Installation tool and accessories 3000
Vacuum cleaner (heavy duty) 18000
Fire extinguisher 25000
Computer furniture-labor, printer table, chair 30000
Almirah for keeping stores 15000
Bookshelf for keeping tech. Documents 12000
Table / Arm Chair 25000
Digital multimeter / Thermometer 2000
Electrical items/ Mat etc 10000
Aluminum ladder 10000
HF screened cable 25000
Misc & U/F 3000

Total 180000

ENG 3(A)
Sheet No. 9
Earthing
Description of items Value
Earth plate 3000
Earth spike, Earth wire, etc 10000
Charcoal, salt, Plumb, Hylum sheet, etc 10000
Digging Holes & associated works 3000

Total 26000

ENG 3(A)
Sheet No. 10
Miscellaneous and Contingencies

KSEB Power Supply, advertisement charges, 471412

sign writing and other U/F expenses

ANNEXURE – V

83
 DETAILED ESTIMATE FOR CABLES IN Eng 3

BHARAT SANCHAR NIGAM LIMITED

(A Govt of India Enterprise)
Office of the General Manager (Cable Planning)
Telecom District, ………………………………….
************************************************************

To.
The Sub Divisional Engineer,
Cables./(Telecom)/(Groups)

No. Dated at the 07/03/2001

Sub:- Estimate for procuring laying and terminating underground cables for
installation of 2000 lines exchange at Church Rd as part of project sanctioned vide
Lr.No. dt

One copy of the above estimate is sent herewith duly sanctioned.

The details are furnished below.

Estimate No. Sanctioned cost Head of A/C

Rs. 74,86,600/- 140305

The sanction of this estimate does not authorize the unit officer to effect the
local purchases which exceed the financial powers of the unit office.

SDE (Cable Plg)

O/o GMTD

Copy to: AAO (Wks )/( Plg) O/o GMT,

Eng 3
BHARAT SANCHAR NIGAM LTD.

84
 (A Govt of India Enterprise)
………………. Of 2000-01 of
Estimate No. ……………….
………………. Of 2000-01 of

ESTIMATE FOR PROCURING LAYING AND TERMINATING UNDERGROUND CABLES

FOR INSTALLING A 2000 LINES EXCHANGE AT CHURCH ROAD AS PART OF PROJECT
SANCTIONED VIDE LR NO. D/5-24/2001-02/2 DTD 19-10-2001.

SKM 32.39 CKM 7368

SUMMARY OF EXPENDITURE CAPITAL RENEWALS WORKING TOTAL

134 A RESERVE EXPENDITURE
FUND 134 B LXIX

CASH
Primary distrubution 16500.00 16500.00
Local distribution 21000.00 21000.00
Local purchase 290000.00 290000.00
Labour 1010100.00 1010100.00
Extra Establishment 14000.00 14000.00
Miscelaneous charges 425000.00 425000.00
CASH EXPENDITURE 1776600.00 1776600.00
Deduct
CASH EXPENDITURE
Stores
Value of stores issued from stock 5710000.00 5710000.00
Deduct
Stores Expenditure
Grand Total 7486600.00 7486600.00
I consider that the quantities and rates provided are fair.

Sd/- Sd/-
SDE (CP) AGM (CP)
Sanctioned for RS.7486600/-(Rupees seventy-four lakhs eighty six thousand and six hundred only)
Sd/-
DGM (Plg)
Telecom District

85
 SPECIFICATIONS

This estimate is prepared for procuring laying and terminating

underground cables for installing a new 2000 lines exchange at Church
Road.

This forms part of project sanctioned for installation for 2K

Exchange at Church Road, sanctioned vide no. dtd the
cable scheme approved by DGM (Plg) is enclosed.

Provision for 800/0.5pr, 400/0.5pr, 200/0.5pr, 100/0.5pr,

50/0.5pr, 20/0.5pr and 10/0.5pr cable and sufficient number of pillars
DPs etc are given. Provision is given for compensation to PWD /
Panchayat authorities.

No constructional difficulties are anticipated.

Sd/
SDE (Cable Plg)
O/o GMTD

Counter signed

Sd/-
AGM (Cable Plg)
O/o GMTD

86
 CABLE ITEMS AND ACCESSORIES
Sl.No NOMENCLATURE R/L No. RATE QTY VALUE
1 Cable 1600/.4 135611 1447 0 0
2 Cable 1600/.4 A 135427 1146 0 0
3 Cable 800/.5 135325 1041 590 614,190
4 Cable 400/.5 135025 525 3880 2,037,000
5 Cable 200/.5 134874 273 4780 1,304,940
6 Cable 100/.5 134624 155 2140 331,700
7 Cable 50/.5 134525 92 5000 460,000
8 Cable 20/.5 134325 32 8000 256,000
9 1Cable 20/.5 131307 21 8000 168,000
10 1Cable 5/.5 14 0 0
11 Pillar Shells 800 Pair 132232 3630 11 39,930
12 CT Box krone 100 Pr 132172 1400 90 126,000
13 DP Box 10 Pr Extl 132113 225 100 22,500
14 DP Box 5Pr Extl 132112 120 0 0
15 DP 3Pr Intl 100 0 0
16 Jumperwire .5 mm Dia 190919 3 6000 18,000
17 UY Connector 131650 1 50000 50,000
18 Route Indicator 131001 42 50 2,100
19 Joint Indicator 131002 42 100 4,200
20 Insertion Tool 131873 700 10 7,000
21 Crimping Plier 14116 450 10 4,500
22 Repair Kit R 1 131932 550 10 5,500
23 Repair Kit R 2 131933 625 10 6,250
24 Repair Kit R 3 131934 675 10 6,750
25 Repair Kit R 4 131935 1168 5 5,840
26 Repair Kit R 5 131936 1456 5 7,280
27 Repair Kit R 6 131937 2347 5 11,735
28 Jointing Kit TSF 1 131601 322 200 64,400
29 Jointing Kit TSF 2 131602 406 75 30,450
30 Jointing Kit TSF 3 131603 514 50 25,700
31 Jointing Kit TSF 4 131604 808 60 48,480
32 Jointing Kit TSF 5 131605 1125 25 28,125
33 Jointing Kit TSF 6 131606 2100 10 21,000
34 Jointing Kit TSF 7 131607 4368 0 0
35 Solder resin core 191120 290 5 1,450
36 Packing case 980
Total 5,710,000

COST OF PRIMARY DISTRIBUTION

87
FROM STATION TO STATION WEIGHT RATE DISTANCE AMOUNT
Paruthipara cable store yard 1000 0.75 20 15000
2 handlings 1000 0.75 2 1500
TOTAL 16500

COST OF LOCAL DISTRIBUTION

FROM STATION TO STATION WEIGHT RATE DISTANCE AMOUNT

Sub Divisional store yard 1000 0.75 24 18000
4 handlings 1000 0.75 4 3000
TOTAL 21000

CALCULATION OF NUMBER OF BRICKS

PARTICULARS CABLE LENGTH TOTAL

Length of distribution cables to be laid 26000 0
No. of bricks @ 5 per metre 130000
Bricks for protection of joints 30 * 600 18000
TOTAL 148000
Breakage 2% of total 2960
GRAND TOTAL 150960
say 151000nos

88
 MATERIALS TO BE PURCHASED LOCALLY
Sl.No ITEM QTY UNIT RATE AMOUNT
1 Bricks country burned 151000 1 196,300
2 Ferro cement slab (15" x 6" x 1") 0 1 - 0
3 Ferro cement slab (15" x 9" x 1") 0 1 - 0
4 GI Pipe 100 mm 50 1 160 8,000
5 GI Pipe 80 mm 75 1 110 8,250
6 GI Pipe 50 mm 100 1 95 9,500
7 GI Pipe 40 mm 150 1 80 12,000
8 GI Pipe 30 mm 0 1 73 0
9 GI Pipe 20 mm 200 1 60 12,000
10 GI Pipe 0 1 42 0
11 Cotton waste 110 1 25 2,750
12 Cloth for flag 15 1 20 300
13 SW Pipe 0 1 32 0
14 RCC Pipe 9" 20 1 147 2,940
15 RCC Pipe 6" 20 1 90 1,800
16 RCC Pipe 4" 50 1 74 3,700
17 PVC Pipe 20 mm 0 1 15 0
18 Clamp for DP 0 1 80 0
19 Kerosene Oil 200 1 15 3,000
20 Blow lamps modified 2 1 400 800
21 Xerox accessories TT1 1 Tf10.02 0 0 10.02 372 15.78 re78 ref352f16 377.70001 Tm(21
 No. of men No. of
Sl.No NAME OF WORK AMOUNT
per item item
1 Excavatiing trench 1 Mtr deep in soft soil 0.26 25000 6,500.00
2 Excavatiing trench 1 Mtr deep in hardsoil 0.31 7390 2,290.90
3 Paying out and laying up to 100 Pair 0.012 23140 277.68
4 Paying out and laying 101 to 200 Pair 0.023 4780 109.94
5 Paying out and laying 201 to 400 Pair 0.11 3880 426.80
6 Paying out and laying 400 Pr and above 0.14 590 82.60
7 Reinstating after flooding and putting bricks 0.12 32390 3,886.80
8 Jointing cables lesss than 100 prs 2.1 105 220.50
9 Jointing cables (100 prs) 2.6 10.7 27.82
10 Jointing cables (Above 100 & upto 200 prs) 3.1 23.9 74.09
11 Jointing cables (Above 200 & upto 400 prs) 4.6 19.4 89.24
12 Jointing cables (Above 400 & upto 800 prs) 6.1 0 0.00
13 Jointing cables (Above 800 & upto 1200 prs) 8.1 5 40.50
14 Jointing ca bles (Above 1200 & upto 1600 prs) 10.6 0 0.00
15 Terminating at MDF 20 1 20.00
16 Terminating in CD Cabinets 11 8 88.00
17 Terminating in CT Box and DP s 140 1 140.00
18 Trenching and reinstating for poleless 0 0.00

TOTAL 14 ,274.87

GRAND TOTAL 14 ,274.87

S AY 14,275
Mazdoor Rate 72.00

TOTAL LABOUR CHARGES 10,27,800.00

Say Rs.10,10,100

90
 EXTRA ESTABLISHMENT

NAME OF WORK Rate Quantity Amount

Painter for painting and numbering pillar 160 11 1,760.00

Plumber for fixing pipes in bridges 160 10 1,600.00
Masons for plinth errection & earthing 160 11 1,760.00
Mazdoor for assisting in planning and measuring 72 60 4,320.00
Watchman for keeping stores 72 50 3,600.00
Miscellaneous Expenditure 960.00
TOTAL 14,000.00

EXTRA ESTABLISHMENT

NAME OF WORK Rate Quantity Amount

Cost of reinstating tarred surface in NH Roads 751.20 0 0.00

Cost of reinstating tarred berms in NH Roads 46.75 0 0.00
Cost of reinstating tarred surface in PWD Roads 440.00 500 220,000.00
Cost of reinstating berm surface in PWD Roads 47.00 1000 47,000.00
Cost of reinstating tarred surface in Corporation area 420.00 0 0.00
Cost of reinstating tarred surface in Panchayat area 21.00 1000 21,000.00
Berm cutting in Corp/Panchayat area 13.00 9000 117,000.00
Hire charges for petromax lamp 50.00 50 2,500.00
Hire charges for handcart say 3,000.00
Repairing of tents and tools say 3,000.00
Travelling expense say 4,000.00
Constructing plinth for pillars 500.00 11 5,500.00
Miscellaneous Expenditure say 2000 2,000.00
TOTAL 4,25,000.00

91
 ANNEXURE – VI

Detailed Estimate for (partial) L&W in Eng6

CAPITAL 134(A)
BHARAT SANCHAR NIGAM LTD CAPITAL 134(b)
(A Govt of India Enterprise) 90 A Working Expenses

TELEGRAPH ENGINEERING Telegraph

Telephone
Sanction for small works

……………………………… Division ……………..…………………………………………………… Circle No.

Sanction Division No.……………..…………………………………19 19
Circle Division No .……………..…………………………………19 19

This form must be used for sanctioning all line works not requiring Form 1-A and all first fitting or refitting of
Telephone or Telegraph offices. Estimate for proving 100 NPC's in Church Rd. Tele Xchg in connecttion
with the installation of new Exch as part of Project No - dt

Line (in kilometers) 20KMs.…………………… Cable (in kilometers)……………………………………….

Wire(in kilometers) …40KMs.…………………… Cable Conductor (in kilometers)……………………………

Cost of work (all first fitting or refitting) of Telepones

Cost of work (for lines only)
or Telegraph Office
Stores Stores
Particulars Cash Stores Total Particulars Cash Stores Total
recovered recovered
1 2 3 5 6 7 8 10
4 9
Under ground cable TELEPHONE -

Aerial cable 1 Manual Exchange

2 Automatic Exchange
Submarine cable 3 Subscriber's Apparatus
4 Accumulators
Tents and Tools OR
TELEGRAPH
Posts
1 Telegrphs Switch
Tents and Tools Boards,
Engines, Motors and
Iron wire 52072 65500 117572 Switch geras
etc.Telegraph
Instrumens, Bandot,
Copper wire wetstone, Relays and

or 2 Accumulators

Bronze 3 Equipment of Canal and

Railway Telephone
office
Tents and Tools

92
No……………………… Date…………………….

Submitted to the Divisional Engineer Telegraphs………………. ……….Division for favour of sanction and
Telephones
allotment of funds.

Sectional officer

Allotment Cash Stores Total

Date
Rs.117572
Rs.52072-

From the budget grant

Rs.65500

or …………………….. Sanctioned. The estimate has been carefully

examined and the rates and quantities are fair.
93
The budget grant
or ……………………..
Engineer, Telegraph/Telephones
94
 Specification and report

This estimate is prepared for providing 100 Nos of new telephone

connections by erecting overhead alignment under the new Church Road
telephone exchange on project estimated vide …………..

As sufficient distribution cables have not been reached as per requirement

due to the non availability of cables, the pole less arrangement cannot be
undertaken at present and here in this estimate. More over it may take
considerable time to provide the existing case if this unit goes in for pole less
arrangements.

Hence provision has been made in the estimate to erect approximately 200
m of overheads alignment for each applicant. Posts can be recovered from
elsewhere is the unit and can be re-erected. So no provision has been made in the
estimate for posts. However drop wire is needed and provision has been made as
such.

No constructional difficulty is anticipated.

SDE Extl(Groups)

95
 STORE
Sl no Items Rate List No Rate Quantity Amount
1 Drop wire 120451 3.00/Kg 20000 M 60000
2 G.I wire (5.60 M) 120333 19.00/Kg 60Kg 1140
3 Suspension clamp 120454 7.00/m 200 Nos 1400
4 Destn clamp 120453 2.00/one 200 Nos 400
P/C say 2560
Total 65500

CASH
I LABOUR Std No. Total Mazdor
1 Digging out AB Posts 0.3/one 400 Nos 120
2 Digging holes for re-erecting 0.5/one 400 Nos 200
AB Posts for new conns.

3 Erecting AB posts (re-erecting) 0.3/one 400 Nos 120

4 Unfilling bracks 0.7/one 400 Nos 28
5 Refitting brackets 0.7/one 400 Nos 28
6 Digging out stays 0.3/one 100 Nos 3
7 Re-erecting stays 0.5/one 100 Nos 50
8 Erecting drop wire with support wire etc 1.5/Km 200 Kms 30
9 Terminating wires in DPs 0.1255/one 100 Nos 12
591
Total labour @ Rs.72/- each for 591 nos 42552

96
 II LOCAL PURCHASE
a PVC pipe for DP wiring @ 1.5 M / DP 1350
for 15 DPs @ Rs.60/M for 22.5 M

b Tools, ladder etc. 1200

c Other miscellaneous purchases 1450
4000

III PD & LD
a Transporting of drop wire etc from 600
store depot to work spot
b Transporting of recover AB posts to new 2000
spots for re erection @ Rs. 50/- post, for 400
posts
c Other miscellaneous transporting 400
3000

IV Miscellaneous and unforeseen say 2520

TOTAL CASH
Labour 42552
Local Purchase 4000
PD& LD 3000
Miscellaneous & Unforeseen 2520
52072

97
 ANNEXURE – VII
DETAILED ESTIMATE FOR POLE LESS SCHEME IN Eng6
CAPITAL 134(A)
BHARAT SANCHAR NIGAM LTD CAPITAL 134(b)
(A Govt of India Enterprise) 90 A Working Expenses
Sanction for small works Telegraph
Telephone

……………………………… Division ……………..…………………………………………………… Circle No.

Sanction Division No.……………..…………………………………19 19
Circle Division No .……………..…………………………………19 19

This form must be used for sanctioning all line works not requiring Form 1-A and all first fitting or refitting of
Telephone or Telegraph offices. Estimate for proving 500 Poleless NPC's in Church Rd. Tele Xchg in connecttion
with the installation of new Exch as part of Project No - dt

Line (in kilometers) ……………..…………………… Cable (in kilometers)……………………………………….

Wire(in kilometers) ……………..…………………… Cable Conductor (in kilometers)……………………………

Cost of work (all first fitting or refitting) of Telepones

Cost of work (for lines only)
or Telegraph Office
Stores Stores
Particulars Cash Stores Total Particulars Cash Stores Total
recovered recovered
1 2 3 5 6 7 8 10
4 9
Under ground cable TELEPHONE -
Rs.3,91,900/-

Rs.1,86,560/-

Rs.5,78,460/-

Aerial cable 1 Manual Exchange

2 Automatic Exchange
Submarine cable 3 Subscriber's Apparatus
4 Accumulators
Tents and Tools OR
TELEGRAPH
Posts
1 Telegrphs Switch
Tents and Tools Boards,
Engines, Motors and
Iron wire Switch geras
etc.Telegraph
Instrumens, Bandot,
Copper wire wetstone, Relays and

or 2 Accumulators

Bronze 3 Equipment of Canal and

Railway Telephone
office
Tents and Tools

Total Total

98
No……………………… Date…………………….
Allocations Verified

Submitted to the Divisional

Sd/ Engineer Telegrap hs………………. ……….Division for favour of sanction and
AAO(Plg) Telephones
allotmen t of fu nd s .

Sectional officer

Allotment Cash Stores Total

Date
Rs.3,91,900/-

Rs.1,86,560/-

Rs.5,78,460/-
From the budget grant
or …………………….. Sanctioned. The estimate has been carefully
examined and the rates and quantities are fair.

The bu dg et grant
or ……………………..
En gineer, Telegraph/Telephon es

TOTA L …………………………… Divis ion

Sanctioned for Rs.5,78,460

INSTRUCTIONS

1 Specifications & Report should b e given in a separate sheet.

2
Detailed calculatin for sto res and/or cash charg es may be g iven on
sheet attached in the case of "joint wo rk" involv ing more than one account head,
such details should be given separately in the attached sheets for each head of account.
3 The following in structions should be carefully o bserv ed in calculation of stores for lines:---
(a) POSTS - Pos ts complete with all stays, fitting s, such as couplings, etc.
(b) WIRES - Wire with all jointing material, brackets with fitting s including ties,
insulators and bin ders etc.
(c) CABLE and jointing material, etc.

99
 ESTIMATE FOR PRIVIDING 500 POLELESS NEW CONNECTIONS IN
VELLAIKADAVU EXCHANGE AREA AS PART OF PROJECT NO
D/5- 24/2001-02/2 dated 19-10-2001

STORE
Sl no Rl no Name of stores Rate Quantity Amount
1 5 Pair cable 8 15000 120000
2 131401 TST - Kit - I 108 500 54000
3 131552 TST - Kit - II 174 25 4350
4 131553 TST - II 214 15 3210
5 131650 U - Y - Connector 1 5000 5000
Total 186560
CASH
LOCAL PURCHASE
Sl no Item Rate Quantity Amount
1 Pvc pipe 20mm dia 9 500 4500
2 GI pipe 65 250 16250
3 3pr DP 75 500 37500
4 Cotton waste 25 20 500
5 Kerosine oil 50 20 1000
6 PVC & GI accessories (say) 2750
Total 62500
LABOUR
Sl no Item Rate Quantity Amount
1 Trenching for 5pr cable at depth 60cm 8.75 12000 105000
2 Trenching for 5pr cable at depth 100cm 17.5 3000 52500
3 Laying 5pr cable 3.75 15000 56250
4 Jointing 5pr cables to hihersize cables 81.6 40 3264
5 Jointing 5pr cables 68 500 34000
6 Terminating cables and fixing DP's 39 500 19500
Total 270514
TOTAL CASH
Sl no Item Amount
1 Local Purchase 62500
2 Labour 270514
3 Primary distribution 5000
4 Local distribution 2500
5 PWD / Corporation compensation 50000
6 Mis & unforeseen 1386
Total 391900

SPECIFICATION

100
 This estimate provides for procuring and laying 5 pair cables to
provide 500 Poleless NPC’s in Church Road exchange area in connection with
the INSTALLATION of new exchange. This estimate forms part of project
dtd.

The L&W provision in the project is Rs. 32,69,320/-. No L&W estimate is

prepared for providing NPC’s under this project. Hence the L&W provision can
be utilized for providing poleless NPC’s.

Sufficient quantities of wall DP’s; TF kits and 5 pair cables are included
in this estimate since all connections are to be given through poles system. No
L&W store is required.

At present no constructional difficulty is anticipated.

SDE Extl(Groups)

101
102