- Delay analysis and levy of L.D Show/Hide
Procedure for Delay Analysis and levy of LD is formulated (Procedure Order No: - PO/03/36, Dated - 08-Sep-2020) and communicated to all the concerned through web portal for Projects Division. Delay analysis is now being done as per the procedure.
- Dispute Resolution Methodology Show/Hide
The procedure on Dispute Resolution Methodology is formulated and flowchart indicating existing Vs Modified Procedure for Settlement of Disputes has been placed on web portal. The methodology is being used for delay analysis.
- Endorsement of all billing schedules & bills by leader of Consortium Show/Hide
Instructions were given by the Competent Authority that Whenever the work is awarded to a consortium, it may be made mandatory that the leader of the consortium shall endorse the Billing schedules and the Bills submitted to RINL by the member(s) of the consortium. Further, a copy of all correspondence of RINL with the member(s) of the consortium shall be forwarded to the leader of the consortium also.
This will ensure that the leader is always in the loop regarding the bills being put up by the other member(s) of the consortium.
- Online filing of Annual Property Returns ( APRs) Show/Hide
Online facility has been developed for filing of APRs. APRs for the year 2020 are now being filed online.
- Online computation of details of undesirable contact persons Show/Hide
Online facility has been developed for informing the details of undesirable contact persons and is ready to be put to use.
- Online computation of details of “Private foreign visits “by RINL employees Show/Hide
Online facility for informing “Private foreign visits by RINL employees” has been developed and is ready to be put to use.
- Deviations in term contracts Show/Hide
System related changes were done to facilitate capturing of reasons in ERP, for deviations in term contracts with date of such approval.
- CSR activity Show/Hide
CSR Department has confirmed that for the Dual desks manufactured by Government ITI to VSP funded Schools/ Government Institutions against CSR activity following will be done :
I. RINL-VSP logo ‘with manufacturing’ Year will be painted on Dual desks.
II. ‘Frame colour’ of the desks will be changed every year.
III. ‘Shade of sun mica’ will be changed every year.
- Modification of insurance clause to safe guard free issue material Show/Hide
As suggested by Vigilance, to avoid deduction from Contractor against damage of free issue material in an accident, Projects Division modified the insurance clause such that the Contractors are required to take insurance coverage for the total cost of the asset under construction including the free issue material.
- Proper subgrouping of material Show/Hide
While examining the classification of the materials, it was observed that sub grouping was not done for some materials and improper sub grouping was done for some other materials. Vigilance Department brought this issue to the notice of the concerned Department and corrective action was taken by the concerned Department by which it will now be ensured that enquiries / NIT’s are sent to relevant vendors.
- Transportation of Manganese ore from Garbham Mines Show/Hide
Proposal has been initiated for installation of suitable capacity Weighbridge at GMM. GPS devices for Vehicle tracking has been fixed for all the transport vehicles being deployed by the contract agencies.
- Surveillance & security of material in Stockyards Show/Hide
a) New clauses have been incorporated in the Handling Contracts w.r.to CCTV coverage at stockyard.
b) W.r.t Inbuilt and fool proof mechanism for detecting and fixing responsibility and accountability for loss / damage /pilferage of RINL’s material available in all stockyards, guidelines have been issued to branches by Marketing dept.
- System improvement in Appointment of Superannuated Executives as Advisors in RINL Show/Hide
Incorporation of suggestions w.r.t (a) Minimum rating as per Appraisal for other than Ex RINL candidates (b) Performance Assessment (c) Medical Fitness certificate (d) Extension of contract (e)period of the minimum appraisal rating ( grade) of the candidate specified, have been agreed for consideration
- TA bills claim by retired employees
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Guidelines revised to prevent false claims
- SOP for processing Executive Promotions
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SoP order dtd 25/06/2021 has been issued by HR Department indicating responsibilities of individuals in processing of Executive Probation Completion/ Promotion.
- Preventing cash discounts to sales orders on credit
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System interlock has been put in place so that the cash discounts are passed on only for the Sale Orders for which the advance payments were made and not for orders made on credit basis.
- Alerts incorporated to ensure uploading of documents correctly by the tenderers
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Alerts / Error message have been provided to prevent the bidders from uploading the bid documents through “Notes and Attachments” feature, in SRM Portal, and allow bid documents to be uploaded only in Tech Bid folder of C-Folder only.
- System improvements w.r.t Dispatch of LD slag through new Appikonda gate
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a) CCTV surveillance at gate leading to plant (near Appikonda new gate weighbridge) and road leading to ash pond area.
b) Enhanced CCTV surveillance inside the Appikonda new gate, covering two patrolling roads area and for capturing number plates of outgoing trucks through Appikonda new gate
- System improvement suggested for SSM (Saripalli Sand Mines) & GMM (Garbham Manganese Mines) operation
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Department has agreed to comply with the following suggestions:
a) Postings at SSM to be considered as sensitive posts and accordingly rotation of employees posted at SSM.
b) Display boards of Organization & Authority to whom the complaints should be addressed to for lodging complaints, to be installed at both loading points.
c) Deployment of employees and security guards in both loading points.
- RINL took an active role in the struggle against the Pandemic COVID-2019 and has obtained license from the Government of AP to supply Liquid Medical Oxygen (LMO) to the Government approved LMO suppliers and has successfully supplied over 8,000 Tonnes of LMO till 31.10.2020 and the endeavour is still continuing.
- Government of India is expected to import around 8,00,000 tonnes of LMO from various countries for which there are not enough storage facilities available in the country. RINL came forward to offer storage facility for a quantity of 2500 tonnes of LMO.
- Slow Moving semi-finished steel products are subjected to rerolling and have been converted into Fast Moving high value Finished products.
- With a view to achieving better financials of the organization in the unprecedented scenario of sluggish market conditions arising out of the impact of COVID-19, in order to ensure a well regulated cash out flow, ‘Indent Holiday’ was declared in RINL. Committees were constituted to ensure optimum availability of critical spares, refractories, Ferro alloys and other operational consumables for smooth operations, to scrutinize the PRs put up by departments during this Indent holiday period.
- Restrictions are imposed on the employees not to store/save passwords in computers in particularly wherever computers are shared by more than one user.
- A system has been developed for storing user login access details like Employee no, IP address of the computer and time stamp to identify the user and the computer used for accessing or submission of EPMS data.
- Provision is made in the vender database to include complete details of the debarred agencies and access is provided to the concerned users enabling them to take necessary action in the tendering process
- In order to avoid devious entry of the debarred contractors and to avoid duplication of vendor codes in the database checks are incorporated in the system while generating vender number online for the new venders.
- Improvisations are made in the ERP system w.r.t. estimate communication in the reverse auction notice & the auction cockpit entry screen.
- Formulation of Complaint Handling System (CHS): Under this system bidders can submit their representation to the Coordinator for issues during the tender process. Provision of two level committee is provided in the procedure. Committee shall examine the representation and submit the report to coordinator in time bound manner, same shall be communicated to bidder.
Complaint Handling System
- Development of web portal for Projects Division: - A new web portal is under development for the Construction Zones of Projects Division and the same would be made available through VSP’s intranet. This portal would help in exchanging information across the Projects Division, and faster dissemination of information, thus making information sharing convenient and paperless.
- Settlement of Disputes
- Formulation of Procedure for Floating Global Tenders in ERP/SAP: - As per the procedure the leader or any designated member of the consortium shall quote their net of ITC price in Indian Rupees. To convert foreign currency price of other partners in Indian Rupees, a template in Excel is provided where after feeding the price, the net of ITC price in Indian Rupees shall be obtained.
- List of Preferred Vendors/makes for Projects of RINL/VSP : - The list has been finalized and the same has been uploaded in the D&E intranet portal
- Enterprise Bill Tracking System (EBTS) was developed and implemented in RINL. As per the EBTS the status of the bill submitted is known to all the stake holders, eg. Vendors, Contractors Engineer In Charges etc.. Regular improvements are done to EBTS for the benefit of all the stake holders.
- The regular Runnng Acoount(RA) bill and Welfare Allowance bills (SMA & ASMA) have been merged wef 01.10.2020 resulting in the reduction of number of bills by about 40%. This has benefited the vendors, contractors as they have to submit a single bill and also resulted in substantail reduction in time in processing of bills by he bill passing section, processing for payment and for availing GST input tax credit.
- Developed a system for generating report of zone wise capital expenditure incurred for the information of management and Ministry.
- Sending a bill payment advice with all details along with RTGS advice to the vendors.
- Developed a programme for automatic calculation and recovery of Liquidated damages in ERP/SAP.
- Developed a programme for bulk uploading of MIRO relating to SAIL/NMDC rakes
- Developed a programme for generation of invoice for vendor registration fees.
- Developed a programme for generation of single invoice covering license fees, electricity charges, water charges and interest for delayed payment (if any) from the customers of Town Adminstration.
- Physical Verification of Volumetric Bulk Materials: As a part of improvement method of stock verification, procured a latest technological tool “Digital 3D Laser Scanner” along with necessary software in 2018 for conducting physical verification of volumetric stocks like Ores, Coals, Coke fractions, Sinter products at Plant & Port. After completion of installation, demos and all trainings, now the verification of Raw material and other volumetric stocks using the scanner ensures accurate results while verifying stock piles having huge volumes in irregular shapes in the open yards inside the plant and port areas.
- Physical Verification of stocks at out station stockyards: During the FY2020-21, the physical verification could not be carried out till October 2020due to the circumstances arising out of COVID-19 pandemic. Hence it is proposed to conduct stock verification by forming a team of two executives from the concerned BSO, one each from Finance and Marketing functions (who are generally not involved in stockyard operations). As approved by the Board, the physical verification of stocks at out station stockyards has been completed which has resulted in savings of expenditure towards travel and stay of stock verification executives.
- Online retail sales portal has been inaugurated which will enable customers to place orders easily online.
- An app Dugdugi has been inaugurated which streamlines and brings under one umbrella ,reliable and authentic information in the form of Notifications , journals and videos regarding plant activities and functioning of all the directorates . It also acts as a platform to engage and connect with our stakeholders through various features like Social media accounts and icons in the app like Rinl Parivaar and Creativity corner
Systemic improvements in Marketing Dept during the year 2020-21:
- RINL-eSuvidha portal, a new module developed for sale of steel products online to prospective customers. Customers can place Inquiries/orders online and the status of each activity can be viewed by the customers.
- As per the Govt. directive, with the help of M/s PWC, integrated e-invoicing (IRN) was implemented.
- Integrated with Govt portal for generating on-line e-waybill (EWB).
- Implemented forward auctions in ERP-SRM module for By-Products & T&SSD material also which were earlier being conducted through M/S Metal Junction.
- As per By-Products requirement, YANKEE type of auction was developed in house and the module was seamlessly integrated with ERP.
- To ease the process of issue of correct Test Certificate while dispatching the material to customers, an in-house developed mobile app was made available to all the users to facilitate scanning of QR codes on tags at stockyards.
- In the absence of envisaged YMS module, necessary modifications have been done in ERP system for a smooth & uninterrupted operations at CDY.
- Implemented issue of e-RR through FOIS system instead of manual RR.
- Shifting to cost based pricing model from Branch level market price.
(i) The base price model gives clarity regarding the profitability of a product at a glance by comparing the rebates offered to the same product at different branches.
(ii) The prices of all other components are fixed, hence only changes in the rebates will be sufficient to arrive at a price each month. This reduces the load on the pricing section.
(iii) Regional managers will have more clarity to control the prices in each branch by comparing the costs and rebates offered.
- All tenders in marketing contract section are through e-tenders mode only.
- BOQ wise rate replaced with consolidated rates in order to eliminate freak rates.
- Estimation by First principle introduced in lieu of last operated rates to factor in the statutory requirement.
- Introduction of Ocean export Spot sales for quick and easy finalisation of Export orders within two business days from the date of notice.
- Introduction of Forward e-auction after Ocean export e-Tender to invite much competition may result in increasingly higher prices.
- Revision of shortage allowance to 0.25% from 0.10% in line with lndustry Norms in Transportation Contracts.
HRD Department
- Online facility for obtaining nominations of employees for training programmes conducted by HRD has been developed in ERP and is ready for deployment w.e.f April 2021.
Training Department
- The Project Trainee Management System (PTMS) has been improved as per HRD Circular No HRD/2020-21/115 dated 17/7/2020. The first batch has joined on 5/4/2021.
- The students NOW need to apply online through PTMS gateway available in the website www.vizagsteel.com for specific projects being offered by RINL.
- Acceptance /Rejections will be based on priorities approved by the management which are given below. The focus has moved from quantity to quality of projects.
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Selection of Applicants as per the order of priority given below:
- Ward / Spouse of serving Employee (In case of tie, seniority on the basis of date of joining as a regular employee in RINL)
- Ward / Spouse of a superannuated Employee (In case of tie, seniority on the basis of date of joining as a regular employee in RINL)
- Ward / Spouse of CISF personnel or Home-guard posted at RINL, Vizag (In case tie, seniority on the basis of date of posting at RINL)
- Other applicants
- From reputed Government Institutes / Colleges like IIMs, IITS, NITs (In case tie,
seniority on the basis of marks secured in all the previous years /semesters)
- From Institutes / Colleges located within Visakhapatnam District (In case of tie,
seniority on the basis of marks secured in all the previous years / semesters)
- Remaining applicants (In case of tie, seniority on the basis of marks secured in all the previous years /semesters)
Recruitment Section
- CBT/Online mode tests were adopted for recruitment of Executives and Non-Executive on PAN India basis.
- Online payment of recruitment registration fee through Payment Gateway.
- De-Centralisation of conducting Personal Interview in MT(T) recruitment at various cities viz Delhi, Hyderabad and Vizag, in place of one center at Visakhapatnam as being done earlier. This was primarily done to facilitate the prospective executives to minimize travel time and botheration of getting railway reservation.
- With a view to reducing the total lead time taken for recruitment , it was decided to do away with conduct of written/online test by RINL and go for recruitment by considering the Score of more reliable and well-tested mechanism viz GATE, UGC-NET for recruitment of MT (Tech) and MT(HR)/MT(Mktg) respectively.
- As a step towards ensuring transparency in the recruitment & selection process, the marks of the provisionally selected candidates are being uploaded in RINL Website. This apart, the link for viewing key/answer sheets was also uploaded in RINL Website providing opportunity to all the candidates who have appeared Online Test to know their Score.
- Revision of Medical Examination rules for appointment of Executives and Non-Executives in RINL in line with contemporary practices/policies in other major CPSEs
- In view of the pandemic COVID-19, Personal Interviews were conducted through Video Conferencing Mode during 2020
- Digitalization of approvals pertaining to recruitment drives done in the last 10 years.
P&A Contracts
- A system is implemented in Technical Bid Opening of e-tenders where in any two officers of Contract Awarding Department are involved in place of one officer each from contract awarding dept. and Finance dept. to improve efficiency.
- A Standing Committee has been constituted consisting of the representatives from Indenting dept., Finance and P&A Contracts dept. to examine and finalize contract prices post GST implementation for speedy finalization.
- Work in Progress of the Tenderers in the Tenders handled by P&A Contracts dept. for ‘Term Contracts’ has been considered apart from completed work to enhance participation of Tenderers.
- A provision is made for the tenders handled by P&A Contracts dept. where in Tenderers shall quote against total estimated value of work consisting of Job items and Manday items in Bill of Quantities in place of seeking quote for one Part only ie., Job Items keeping the other part Fixed in the present system for better comprehension.
- A provision is made where certain tenders may be floated in offline mode for the works where estimated value is less than Rs.30 lakhs or awareness of Tenderers about e-tendering is expected to be less or in cases of urgency etc.
- A system is made where in the probable bidders in case of Open Tenders on issue of NIT / RFx are communicated for drawing their attention to the uploaded / published NIT / RFx for enhancing participation levels.
Town Administration Department
- Generation of Monthly invoices towards various charges viz. license fee, electrical & water charges against all commercial establishments has been migrated to SAP platform, in which all the inputs like electrical meter readings, payment data is being uploaded in the prescribed file format. Further, GST invoices are being generated without any further manual data entry/operation.
- Allotment of Quarters is done through open circular and only one General Seniority is maintained and Employees who don't occupy the quarter after allotment, gets debarred for further allotment for a period of one year
Legal Affairs Department
- Procedure to be followed in Legal Matters:
The existing procedure has been revised and formulated vide Procedure Order No.PO/91/08, Rev-I dt.28.05.2020 and has been placed in Law Dept. Portal & MS Dept. Portal.
- Purpose: To streamline the procedure for receiving and acting on requests for opinions, Legal Notices, Court Notices,/Court Cases/ Arbitrations/Orders/Judgments, etc.
Welfare Section
- Application for Group Mediclaim and Post-Retirement Medical Scheme( PRMS).
- Application for Out-Patient(OP) Claims by the retired employees who are members under Post-Retirement Medical Scheme (PRMS).
- Online submission of Life Certificate by the retired employees who are members under PRMS
- Online Application for Final Settlement in case of Superannuation
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