CHAPTER.WAREHOUSE MANAGEMENT.CONCEPT OF WAREHOUSE MANAGEMENT:1)We have already discussed in sufficient details the circumstances which lead to the establishment of warehousing Corporations both at the Central and the State levels, PSWC is only one member of the large family of Warehousing Corporations in the country. But, unfortunately, hitherto no serious and well directed attempt seems to have been made to define the concept of Warehouse Management, nor has there been any significant effort to determine the duties of the Warehouse Manger & his supporting staff. This has obviously resulted in a great confusion: Warehouse Manager is not very sure of his full and final duties, and also the supervisory staff equally gropes in the dark. And probably this is one reason why the Corruption and the corrupt officials have been prospering; and after they could not be brought to book for the obvious loopholes.2)Warehouse Management, like commercial-house or factory management, must follow the principle of entrepreneur qui gouverne as defined by Quesnay. The principle is that the farmer or the manager should not be a tiller of worker himself. So the Warehouse Manager, unless the unit is too small and the transactions few and far between, ought not to be personally and solely responsible for the actual maintenance of health of stocks and accuracy of the transactions; he should rather be assisted by the Godown Assistant for the receipt and issue of the stocks etc. By Technical Assistant for the maintenance of health of food-grain stocks, and by a Clerk for Sundry clerical duties, his own main function should bets supervise and govern the Warehouse and to ensure that it runs smoothly and efficiency as an economically viable unit. He will have to supervise all operations within and without the warehouse, secure business/custom, arrange capacity/accommodation for the stocks , keep a vigilant eye on the activities of his subordinate staff and to see that the deliveries are promptly taken and the goods accurately consigned to and accounted for at the Warehouse, For this he will have to move up and down, contact the depositors, railway authorities, banks, transporters etc. This can be possible only if within the godown he has only little to do apart from the general supervision. However his failure to report against the delinquent officials will raise the natural presumption that he is party to their mis-deeds.3)In order to keep the Warehouse Manager under proper check, he must be under the strict control and supervision of a District Manager, who will be personally responsible for ensuring that the Warehouse Manager does not go astray. It cannot be ruled out that the manager and the other Warehouse staff may enter into an unholy alliance and defalcate/embezzle the property placed in their custody. District Manager is, therefore, supposed to be a resourceful person with imagination and alert mind. Evil of corruption can proper in the field only because of the in-efficiency in activity and indifference of the District Manager or because of his being hand in glove with the bad elements. In either case he cannot escape responsibility if such a situation emerges.4)To keep the Warehouse staff and the District Manager on the tenterhooks; there ought to be a flying squad, who should be feared more for their un-impeachable integrity than the actual detective work.5)However, to make every body aware of his respective duties, in the succeeding section their duties have been listed in full details for meticulous observance.Sd/-Managing Director,Pb. State Warehousing Corporation.

No. PWC/Admn/E-I/31967-32203/80, dated 7.7.1980:A copy of the above is forwarded to:-1.All the Warehouse Managers in the State.2.All the Godown Assistants.3.All the Tech. Assistants-cum Godown Assistants.4.All the Technical Assistants.5.All the Asstt. Storage & Tech. Officer,6.All the District Managers.7.All the Branch Offices at Head Office.8.PA to MD.For information & necessary action.

Sd/-Administrative Officer,For Managing Director.DUTIES AND RESPONSIBILITES OF DISTRICT MANAGERS.1.District Manager is the principal administrative officer the district level and is charged with manifold responsibilities. Efficient working of the warehouses in his jurisdiction depends largely on his personal qualities of both head and heart. Unless the incumbent is naturally endowed with imagination, amiable personality gift of the gab and fair degree of integrity, he cannot be considered suitable for the job. He is expected to provide leadership to the officials under his control and to inspire them by his personal example. He is not only the king-ping in the organization, he is also an important liaison officer and is, therefore, expected to have good personal relations with the district and Police administration. District Mangers of the sister organizations and the district heads of other concerned departments. Easily irascible, un-communicative, dis-gruntled, shy and reserve of person with doubtful integrity is least suitable for the job.2.Being charged with the responsibili7t of ensuring good and efficient administration, he is supposed to exercise strict control over the various cadres of Corporation officials and keep himself posted with their activities. In this task he should obtain spirited co-Operation of ASTOs and Warehouse Mangers more by inspiration than by stiff-necked bossy attitude. He should inspire confidence and deal with his subordinates with great tact. He should nether allow grass to grow under his feet and permit himself to act on impulse. He must maintain dossiers, on the activities of the corrupt of officials and past it on to his successor on transfer. He is also supposed to submit to the MD confidential monthly report on the activities of the officials with doubtful integrity, which would not be dealt with by an officer below the rank of Secretary/Administrative Officer at the Head Office. In order to be effective District Manager must look friendly to his subordinate but not without keeping a respectable distance. He should under no circumstances accept extravagant hospitality from his subordinates for should have private money dealings with them. He should never be a borrower or lender, and must keep his conduct impeccable. Dinner and ___ with subordinate officials is an unmitigated evil and, there, he should not permit himself to be trapped in it. He should be kind and sympathetic to his subordinates but should never be tempted to conduct serious crime/lapses. He should be loyal to the Corporation without being unkind to his subordinates.3.During inspection of subordinate offices/warehouses he must have an open but vigilant mind. He should avoid hunting and pin-prinking but should not permit any lapse to go un-noticed. All case of serious lapses, defalcation, theft and embezzlement must be brought to the notice of the Head Office with great promptitude. But before submitting a report care must be taken to verify that the facts are true and full. Meaningless vague reports, making no head or tail are likely to bring discredit to the District Manager. But at the same time if it is found that the was responsible for screening the lapses, even though by implication, he will have to face music alongwith the actual culprit. It is a consisted opinion of the corporation that defalcation etc. cannot take place but for the dis-honest and inefficient conduct of the District Manager, However, his detailed duties are as given in the succeeding paragraphs.4.District Manager will be responsible for the arrangement of capacity and its optimum utilization at the Warehouse failing under his jurisdiction. The proposal for hiring of godowns is to be furnished by the Warehouse Manger to the District Manager who with his recommendations alongwith inspection report of Technical Staff will forward it to Head Office. Before forwarding the hiring proposal he will ensure that the particular godown is fit for scientific storage. The capacity calculated in the hiring proposal is also to be verified by the DM and he will see that measurement recorded are correct so that there is no chance for excess payment of rent. Similarly the proposal for dehiring of the godown is to be forwarded by DM alongwith his recommendation.5.District Manager will ensure that in his jurisdiction no sick-unit is allowed to function unnecessarily. In such case it will be his duty to send proposal for winding up of the centre. However, if he finds that with a little more effort the sic-unit can be converted into economically viable unit, he must make all possible efforts in this behalf. For a complete control over the situation he will maintain at his headquarters an upto decant showing capacity, utilization, and the information will be up-dated at frequent intervals.6.The Chief and principle activity of the Corporation is the work of handling transportation and storage fertilizer stocks of FCI which are received from various ports. Therefore, DM is specially charged with the responsibility of ensuring that fertilizer rakes/wagons are received with full care and diligence at the rail head and transported to the godowns after proper weighment and without avoidable losses. Accordingly on the receipt of fertilizer rakes/wagons he will personally supervise the operation at the rail head alongwith staff placed at his disposable for the said purpose. After the completion of the operation he shall have to certify the correctness of weight being taken into books on the basis of weighment alongwith the quantity actually received and sweepage/spillage collected at the rail head. He will also ensure that the fertilizer rakes/wagons are promptly received and the stocks carried to the Warehouses within the stipulated time limit, without incurring any warfare demurrage charges etc. He will also see that in the event of any shortages necessary certificate is immediately obtained from the railway authorities and claims for the shortages as preferred with the concerned quarters by the WMs Wherever weigh-loading 100% weighment is conducted. Whenever it is not found possible to do so he shall have to record besiege reasons therefore. During his visit to the godown after the completion of the operation, he will personally check up whether all he stocks including sweepage/spillage have been duly accounted for/shown in the Warehouse receipt godown register, stock ledger and depositor ledger. In case of any discrepancy he will make an on the spot enquiry and submit his complete report to the Head Officer as per special messanger, without loss of time.7.The DM will exercise a frequent check over the Warehouse and see that all the wagons consigned to a particular warehouse have been duly received and in the missing wagons necessary claims have been preferred with the railways, with full documents. If he finds that incomplete claim has been filed he must initially disciplinary preceding against the delinquent official.8.In some case when the wagons are diverted from one rail head to the other and are received without, the local railway authorities generally insist on the payment of weight/under-charges. In such cases, the DM will promptly arrange the necessary payment from the DM, FCI, or the Head Office as the case may be and see that such payments are made under protests and necessary claim for refund is preferred immediately. (Even bought it is normally the responsibility of the Labour Contractor to pay demurrage/Warfare charges imposed by the railways due to non-lifting of stocks within the stipulated time, it is equally the responsibility of the DM to check up the facts and to ensure that the claim for remission is duly preferred within the stipulated time), However in case of unresolved labour problem the DM and the Local W/M will make necessary casual arrangements to avoid unnecessary complications. Such matters are to be brought to the notice of the Head Officer immediately for necessary action.9.Although Warehouse Manager concerned is responsible for the timely standardization of stocks, DM is equally responsibilities to ensure that the stocks are standardized soon after their arrival and that at all times the required quantum of standardization stocks is always available at each warehouse. In case of any complaint from the allottees regarding the non-availability of stocks is always available at each warehouse. In case of any complaint from the allottees regarding the non-availability of stocks in standardized form, the DM will be equally answerable alongwith Warehouse Manager concerned. Therefore, on his visit to a Warehouse he shall check the standardization register, gunny bag register and works slips and se that the entries are recorded upto date. In case of any lapse on the part of Warehouse Manager or Godown Assistant, he will not only get the records up dated but will also submit his fully documented report to the Head Office for disciplinary action against the delinquent officials. Discipline is singed qua non for efficient working of a warehouse and therefore it is the personal obligation of the District Manager that discipline and decorum is scrupulously maintained at the Warehouse, and the recalcitrant officials are duly punished.10.In respect of food grains stocks he is to ensure that at the time of deposit the weight of each bag is standard+ uniform weight and if by the application of ex-check it is found that warehouse manager and the godown assistant have received bags with less weight, he must initiate disciplinary action against them. 11.The District Manager will in his periodical inspection, physically verify the stocks in the godowns inconformity with the instructions issued in this behalf from time to time. Results of the physical verification will immediately be reported to the Head Office and if deemed necessary the District Manager shall issue immediate advice to the Technical Assistant/Assistant storage & Technical Officer for the Treatment of stocks. In case of all articles other than the wheat stocks, the physical verification shall be conducted alteast twice a year in respect of each warehouse.12.The District Manager will also ensure that at the Warehouse the stocks are delivered to the depositors/allottees after surrendering warehouse receipt and completion of necessary formalities. On his visit to a warehouse he will check the daily dispatches with the gate passes to see that no stocks are released out of books. If any loses due to theft, burglarly, fire and floods are noticed he will immediately report these facts to the head Office. However, if a case of defalcation/ embezzlement/temporary embezzlement is noticed, to the Head Office.13.The District Manager should occasionally pay surprise visit to the Warehouse in order to see that the staff is present and no body is irregularly absenting himself form duty. He may also check up that all periodical returns are submitted by Warehouse Managers as per the schedule.14.It is also the responsibility of the District Manger to ensure timely arrangements of dunnage, gunnies and other Warehouse equipments on the basis of indents received from the Warehouse Similarly, he is also to ensure adequate stocks and supplies of insecticides etc. In this matter he would not act mechanically. He will see that surplus stocks are moved from one Warehouse to the other to ensure that no centre is starved while the stocks are lying in surplus at other centers.15.It is also the function o the District Manager to ensure that there is proper distribution of work amongst the godown assistants, technical assistants-cum-godown assistants accounts clerks etc. and in no case this job is left exclusively to the discretion of the Warehouse Manager.16.The District Manager will ensure that all the stocks/godowns at Warehouses have been insured against fire, theft and burglary and required statements are regularly being furnished to the concerned quarters. In case of mishappenning the necessary claims have been lodged with the Insurance Co. and its further persuasion if need be will be ensured by the District Manager.17.The District Manager will particularly ensure that the storage loss/transit loss are regularly furnished without fail to the concerned quarters by the Warehouse Managers and the case has been perused for its regularization with their respective District Manager, FCI. 18.The District Manager will ensure the timely submission of storage charges bills to the depositors and its realization prompt recovery immediately. In case any amount is deducted by the depositors due to any reasons, a complete case is to be forwarded to head office besides contesting the same with the depositors at his own level on merit basis.19.The District Manager will be required to asses the strength of staff at all the warehouse under his jurisdiction and see that no surplus staffs posted at any centre. In case of lesser staff a demand with full justification is to be sent to head office.20.In case of food grains stocks, where he has been informed by the Assistant storage & Technical officer that the health of stocks has deteriorated inspite of taking all possible effective measures, the District Manager will immediately take up the matter with the depositors for immediately delivery of the stocks.21.At the time of the dispatch of food grains stocks, it is to be seen by the District Manager that the storage gain actually ascertained is being delivered to the depositors or taken on charge properly.22.All kinds of disputes/problems of any nature are to be dealt with by the District Manger as far as possible at his own level.23.The District Manager will give wider publicity in his jurisdiction as regards Disinfestations Extension Scheme in rural area for the benefit of agriculturists and to save grain.24.The District Manager will maintain liaison with his concerned parts in FCI and other sister organizations like Punsup , Food Deptt. and Railways etc. He will also see that there is no conflict between the Warehouse Manager and the representatives of dealing organizations at warehouses and amongst the staff. In case of such a situation, the District Manager rill rise to the occasion and ensure that the full coordination is restored and day to day problems are settled amicably at his own level.Sd/-Managing Director. No.PWC/Fort/Admn/31330-661/80, dated 5.7.1980.A copy of the above is forwarded to:-1.All the District Managers in the State.2.All the Warehouse Managers in the State.3.All the Techn. Assitts.4.All the Tech. Asstts-cum-Godown- Assitants.

PUNJAB STATE WAREHOUSEING CORPORATION, CHANDIGARH.SUBJECT: Duties & Responsibilities of Asstt. Storage & Tech. Officers.ASTO being the Chief Technical man at the District level is charged with the responsibilities of ensuring proper health of the food grains within his jurisdiction, and in the event of any avoidable damage to the stocks, his responsibility will be real and not merely vicarious.2.For the effective discharge of these duties, the ASTO, will be provided with necessary supporting staff and equipment as determined from time to time keeping in view the extent and volume of food grain storage in their respective jurisdiction. However, the ASTOs will function under the formal supervision of their respective DM, the latter being principal administrative officer of the Corporation at district level. He will be under the DM at the regional level.3.Under emergent/rare circumstances, District Managers may entrust ASTOs with other assignments.4.ASTO is supposed to pay regular visits to all the food grain centers/units within his jurisdiction and with this end in view, he will make in advance monthly tour programme to the concerned DM he will submit a copy of his progarmme for approval to the and the latter officer shall forward it to the Head Office with his comments regarding adequacy or otherwise of the tour programme. But as for as possible will avoid deletion/alteration. The tour programme must reach the DM by the 25th day of the preceding month and the DM will ensure that a copy of the programme for approval is dispatched to the Head Office, by the 28th at the latest. The actual tour programme shall be submitted by the ASTO to Head Office through DM by 5th o the succeeding month. 5.TAs/TAS-cum-Gas and Warehouse Managers-cum-Godown Asstts. Incharge Warehouses, shall have to submit regular/special reports: regarding the condition of the food grain stocks in their charge at such intervals and in such forms as may be prescribed by the MOI from time to time and any failure on their part to supply information to the MOL will invite penal consequences. All W/Ms-cum-GAs Incharge Warehouses/Ta and TAs-cum-GAs shall have to comply with the instructions issued by the regarding the preventive/remedial measures concerning the food stocks. Likewise if the ASTO fails to promptly respond to their reports/SOS, they will immediately inform the DM & the DMOL regarding the indifference of the ASTO. On the receipt of such a communication, the DM will personally intervene and apart from fixing responsibility for the lapses, he would see that necessary action is taken to ensure the health of the stocks. In serious cases, ASTO may also intervene and take such action as may be called for by the circumstances.6.The ASTOs will invariable remain at their respective Head Quarters on the 3rd and 4th and 18th and 19th of each month, subject to the holidays falling on these dates in which case the next working days(s) will be observed as working day(s) at the head quarters. ASTO is required to send two reports to the Head Office(i) routine report on the 4th and 19th of each month based on the FCR received from the TAs/TA-cum-GA Incharge &(ii) report regarding the corrective action taken and responsibility fixed for the lapses.7.In the first report, only those cases where the health of the stock has deteriorated, will be brought to the notice of the Head Office. In the second report, the ASTO will give full details regarding the emergent/surprise visit to the centre to take corrective action and to fix responsibility. This second report will be followed by another supplementary report after completing the corrective operation.8.In case where the ASTO has not reported to the Head Office regarding the deterioration in health of stocks, or the failure of TA/TA-cum-GA and W/M-cum-GA INcharge to send the report for that particular fortnight, it will be presumed that the health of stocks was good and later on it will not be open to the ASTO to make a contrary report.9.During routine visits which shall be alteast once in two months to each centre in his charge, the ASTO shall inspect all stocks in all the godowns at a particular centre and in case of any discrepancy between the report sent by the TA/TA-cum-GA/W/M-cum-GA Incharge and the position of the stock, he will take necessary corrective action to restore the health of the stocks and to fix responsibility for the deterioration of the stocks under advice to the Head Office.10.The ASTO will also conduct complete physical verification of entire stocks, including fertilizers at centers failing within their respective jurisdiction once in a year.11.ASTOs will also verify and check the Technical and Laborattory Equipments lying at centres during their visits.12.The corrective action will be carried out by the ASTO in hi own presence and it will in no case be sufficient to record remake in the registers or send reports to the Head Office that TA had been advised to take any particular action.13.The ASTO will be competent to make annual confidential report on the work and conduct of the Warehouse Managers of all grades. Godown Asstts. TAs etc. in relation to their duties for preservation and maintenance of the health of stocks stored. These remarks will be incorporated by the DM while recording annual confidential reports of the said employees.14.These instructions are in addition to the instructions already issued on the subject. However, in case of conflict between the earlier instructions and the latest once, the latter shall override the earlier instructions.Sd/-Managing Director.No.PWC/Tech/GC/28495-830/80, dated 28.6.1980A copy is forwarded to :-1.All the ASTOs in the State.2.All the DMs in the state.3.All the Warehouse Managers.4.All the Tech. Asstts/TAs-cum-GAs.5.All the Godwon Assistants.6.All the Branch Officers at Head Office.7.PA to Managing Director. For information & necessary action.Sd/-Administrative Officer,For Managing Director.

SUBJECT:DUTIES/RESPONSIBILITITES OF WAREHOUSE MANAGERS IN THE NEW SYSTEM OF GODOWN KEEPING/STORAGE.1.Warehouse Manager being the principal officer at the warehouse level is personally responsible for the efficient functioning o the Warehouse and its sub-units, if any. All godown Assitants, Technical Assistants, Accounts Clerks and Class-IV employees at the Warehouse will be subject to his supervision and control, and he will regularly report on their work and conduct to the D.M. concerned/Head Office. He will render himself liable to disciplinary action if he fails to detect and report cases of defalcation, inefficiency, corruption etc. as soon as those are detected by him.2.Warehouse Managers will be responsible for the arrangement of capacity and its optimum utilization. Utilization reports and other applied statements/ Returns will be furnished by the Warehouse Managers to the D.M. concerned/Head-Office as per the schedule/instructions.3.Warehouse Manager will be required to keep liaison with Railway authorities, customers, Banks and other organization/agencies and will also ensure that Godown Assistants and other staff employed at the warehouse extend full cooperation to the customers.4.Warehouse Managers at the fertilizer centres will be required to maintain R/R register already prescribed for the fertilizer stocks dispatched from various ports. He will also ensure that the stocks for which DIs and RRs have been received are efficiently collected from the Rail Heads and deposited in the godowns. IN case of non-receipt of any wagon/wagon necessary claim for missing wagons will be lodged by him with the railway authorities immediately; for failure to do so he will render himself civilly liable for the loss if any caused to the Corporation. Warehouse Manager will also be responsible to supervise un-loading and lifting of stocks from rail-heads and to ensure that the operation is completed within the prescribed period without incurring wharfage/demurrages charges. At the time of receiving of delivery he will ensure that necessary remarks as regards the shortage/condition of stocks are duly mentioned on the railway delivery book. He will also be responsible for getting the shortages etc. verified by the railway authorities..5.The obtaining of shortage certificate from the railways will be the responsibility of the warehouse manager. Simultaneously, he will be responsible or lodging the claim for compensation of shortages with railway authorities well in time. In case of damaged stocks, the matter is to be taken up for assessment with the railways by the warehouse manager and claim to this effect if need be should be lodged.6.The stocks unloaded are to be weighed on weighbridge or otherwise in accordance with the instructions on the subject under the supervision of representative of FCI. The weight check memos so prepared are to be signed by the representative of FCI and the warehouse Manager. The correctness of weight will be ensured by the Warehouse Managers.7.Warehouse Manager will see that quantity of stocks unloaded at railhead for which the delivery has been taken from the railways is lifted from railhead with the issue of proper gate-passes. Simultaneously with having overall control over the functioning of the warehouse he will have to check that the quantity of stocks laded into trucks/carts at rail-head have been transported and received in the godowns safely without away pilferage.8.At godowns, the warehouse manager will satisfy the godown assistant as regards the weighment to be taken into books on the basis of weight conducted at railhead or elsewhere in the supervision of representative of FCI. The W/M will see that the stocks received have been properly stacked and are in countable form. IN case of any discrepancy he will verify the position at the spot and report in this respect will halve to be furnished to the concerned DM/Head Office.9.Warehouse Manager will see that the seepage/spillage collected at Rail-Head is taken into books and is separately stocked in the godowns and not mixed with sound stocks at the time of standardization.10.Warehouse Manager will be responsible for the issue of WHR, for the stocks stored in various godowns of godown Assistants duly initialed by the respective godown. Assistants on the same day. The weight taken into WHR and other allied books will be strictly in accordance with the actual weightment verified by the representative of the FCI. The stock ledger/depositor ledger and godown register are to be got maintained upto date for ready verification at any movement.11.The arrangement of dunnage/gunnies and plat form scales are to be got made by the warehouse manager either room DM or Head Office on the basis of indent/requirement placed by the godown Assistants under his control.12.The dead stock articles/Warehouse equipments of the Warehouse will be under the charge of W/M, who will place the same at the disposal of the godown Assistants for their use as per their requirement. The necessary record in this respect is to be maintained b y the W/M. The dead stock articles which are not found to be in working order are to be got repaired by the W/M, and finally written off if rendered unserviceable.13.The impress and cash of the Warehouse will be under the control of the W/M. Similarly the maintenance of cash books will be the responsibility of the W/M.14.It will be the responsibility of the w/m, to get insured the stocks and buildings against fire, theft and burglary etc. The periodical returns in this respect are to be furnished regularly without fail. IN the event of mis-happening, necessary claims are to be immediately lodged with the Insurance Co. Its further persuation if need be will be the responsibility of the W/M. The FIR will also be lodged with Police by W/M .15.Warehouse Manager will ensure the proper distribution of stocks amongst the Godown Assistants and Technical Assistants and their storage on scientific lines. The distribution of work amogst class0IV employees/Accounts Clerks is to be defined by the W/M.16.The arrangement of labour is to be made by the W/M either through Labour Contractor or otherwise. The bills of the H&T are to be signed by the W/M. The work slips for the work done on the particular day also to be signed by the W/M duly initialed by the concerned Godown Assistants alongwith the representative of the FCI and the Labour Contractor. The acccujracy of the claim will be the responsibility of the W/M.17.Warehouse Manager will ensure that the stocks of fertilizer are standardized to the extent it needed. The stocks so standardized should contain accurate weight. The standardized register and gunny bags register are to be got maintained by the W/M who will keep the same under his control.18.The office correspondence and submission of periodical return are to be dealt by the W/M. The authenticity of figures are also to be ensured. The standardization loss/gain and transit loss statement are to be furnished to the concerned quarters as and when demanded. The W/M will see that information asked for by the Dm/HO is sent without any delay.19.The maintenance of all kinds of record of the W/H will be duty of the Warehouse Managers.20.The warehouse manager will ensure that the stocks are delivered to the allottees by the Godown Asstts. After completion of the required formalities in time and there should no complaint in this regard. The stocks delivered should not be without the issue of proper gate passes.21.The W/M may periodically check the physical balance of the stocks in godown with the book balance and ensure that there is no discrepancy and a certificates to this effect be recorded in the godown register.22.In case of food grain stocks, where he has been intimated by the Godown Assistants and Technical Assistants that the stocks under his charge are deteriorating and are beyond his control, he will immediately take remedial steps and depositors be informed for immediate delivery of the stocks as peer terms and conditions of storage. The W/M will take all possible care to preserve and maintain health of the stocks stored.23.The insecticides will be under the control of the Warehouse Manager who will see that the proper disinfestations treatment is given to the wheat stocks by the Te4chnical Assistants and Godown Assistants. The insecticides will be issued against indents to the Technical Assitant.24.The W/M will be required to submit storage charges bills to the concerned quarters as per instructions of head office well in time every month and also ensure prompt recovery through the DM.25.All kinds of dispute of any nature are to be dealt by the W/M as possible at his local level.26,The W/M will also undetake3 on direction the Rural Disinfestations Scheme in the adjoining villages in connection with save grain campaign.Sd/-Managaing DirectorPunjab State Warehousing Corporation.No.PWC/Admn/E-I/21957-22202/80, dated the 6th June, 1980.A copy is forwarded to :-1.All the ASTOs in the State.2.All the DMs in the state.3.All the Warehouse Managers.4.All the Tech. Asstts/TAs-cum-GAs.5.All the Godwon Assistants.6.All the Branch Officers at Head Office.7.PA to Managing Director.For information & necessary action.Sd/-Administrative Officer,For Managing Director.PUNJAB STATE WAREHOUSEING CORPORATIONCHANDIGARH.SUBJECT: DUTIES OF GODOWN ASSISTANT.1.Each Godown Assistant at Wheat/Fertilizer centers is required to indentify the capacity of the particular godowns under his charge. He will also be responsible for the proper maintenance of the godowns that is to keep the godowns dump proof, clean and leak proof etc.2.He will be responsible for the receipt of stocks at his godown as per Gate Passes issued by the deputed official at rake head. In case of any discrepancy detected by him, he is required to intimate the same to the official who issued the gate passes at rake head and the Warehouse manager Incharge. He will also satisfy himself, regarding the actual weighment of the stocks which he is to receive.3.The Godown Assistant will also be responsible for the issue of Warehouse Receipt on the same day under signature of Warehouse Manager-Incharge duly initialed by him. The columns in the Waehouse Receipt are to be filled properly and correctly. The warehouse receipt is to be prepared only after the receipt of all connected documents by the Warehouse Manager-Incharge such as deposit application, Weight Check Memos and Grade application et. After the issue of Warehouse Receipt the Godown Assistant will ensure that proper entries about the receipt of stocks are made simultaneously in Stock Register, depositor Ledger, Godown Register and reference to this effect is given in the face of the Warehouse Receipt.4.It is to be ensured by the Godown Assistant that separate stacks(Commodity wise) are built for the bulk depositors so that the same can be indentified and to facilitate verification in easy way by Inspecting Officer. The stacks are to be built after leaving proper alleyway.5.The indent for requirement of dunnage/gunnies, platform scales are to be place by the Godown Assistant with their respective Warehouse Manager-Incharge well in advance. After the required material has been received by him separate documents/registers are to be maintained.6.It will be the duty o the Godown Assistant to get the standardized stocks properly standardized where ever required. He will be answerable for the timely standardization of stocks. The necessary entries in the books, i.e. standardization Register and stock Register are to be made by him. Simultaneously, the issue o daily work slips becomes the responsibility of the Godown Assistant. All the operations will be duly verified by the representative of the3 Food Corporation of India, on deposit each date. The statement for storage losses/gain, periodical returns of standardization are to be furnished by the Godown Assistant concerned to his Warehouse Manager-Incharge who will after consolidating the same, forward these to the concerned quarters.7.It will be the duty of the Godown Assistant to keep the stocks in countable form and ensure that the stocks strictly tally with the book balance.8.Sweepage/Spillage collected in the godown is to be properly accounted for in the relevant books.9.Stack Cards giving plan of the stacks are to the displayed by the Godown Assistant. In case of any delivery from a particular stack the entry of the releases should invariably be made in the stack card.10.The Godown Assistant will be responsible for issue of stocks to the allottees after completing required formalities. No stock be issued until or unless the depositor surrenders the warehouse Receipt. The gate passes or the stocks delivered are to be kept in tact by delivered on a particular date actually tally with the Gate Passes and the stocks in godown have no discrepancies.11.It will be the responsibility of the Godown Assistant to intimate the Warehouse manager-Incharge if the stocks under his charge start deteriorating beyond his control.Sd/-Administrative Officer,For Managing Director.No.PWC/Admn/E-i/8020202-331, Chandigarh dated 30th May 1980.A copy is forwarded or information & necessary action to :-1.All the DMs/All the W/Ms/All the ASTOs.2.All the Branch Officers at Head Office.Sd/-Administrative Officer,For Managing Director.

DUTIES AND RESPONSIBILITIES OF TECHINICAL ASSISTANTS/TECHINCAL ASSISTANT-CUM-GODOWN ASSISTANTS.1.Technical Assistants, who are generally BSc. in agriculture, are exclusively responsible for the maintenance of the health of food stocks, in the warehouses, which are assigned to them, from time to time, for the aforesaid purpose, by the Assistant Storage & Technical Officer. They shall, therefore, work under the direct control and supervision of the Assistant Storage & Technical Officer, and shall carry out the orders/instructions issued by him, in this behalf. Their tour programmes will also be approved by the Asstt. Storage & Technical Officer, with a copy to the Distt. Manager, for information and record.2.Since the process of maintaining health of food stocks begins with the hiring of godowns, the Technical Assistant shall inspect each godown before hiring and ensure that the godown hired is fit for scientific storage and fulfils the necessary conditions, and shall also record a certificate with regard to storage worthiness of the godown. Assistant Storage & Technical Officer concerned shall undertake super-inspection of the godown and record his clear recommendations for or against the hiring of the godown. The observations of Technical Assistant/Asstt. Storage & Technical Officer shall be duly taken into account, by the District Manager/Head Office, while recommending acceptance/rejection, of the proposal, for hiring of godowns.3.Before throwing it open, for storage of food grains, the Technical Assistant shall ensure that the godown is free from pests. He will be personally responsible, for giving necessary treatment, to the empty godown, in accordance with the standing instructions, to make it free from living infestation and fit for storage of foodgrains. He will also ensure that only standard dunnage is provided, underneath the foodgrains, to ensure proper maintenance of the stocks.4.At the time of receipt of stocks of food grains, the Tech. Assistant shall draw samples from the stocks and after inspection shall submit analysis report for issuing of warehouse receipt. No food grains shall be accepted by the warehouse Manager, without analysis report of Tech. Asstt. The examination of stocks by the Tech. Asstt. would mean grading and analysis of the food grains, in accordance with the instructions laid down, in this behalf.5.He will also ensure that the Warehouse ManagerS or the Godown Assistants do not show any laxity, in the building of stacks, which must necessarily be of standard-size and permit easy cover- fumigation, with alleyways around, as per instructions in force. If any Warehouse Manager or Godown Assistant refuses to carry out his instructions, or found recalcitrant/evasive, he must immediately report to the Assistant Storage & Tech. Officer, mis-conduct/un-willingness of such an official for initiating such action as the Assistant Storage & Tech. Officer may deem fit in his own wisdom.After the stacks are built, the Technical Assistant shall record on the stack-cards, displayed on each stack by the Godown Assistant-1) condition of the stocks, with percentage of wevilling etc. and 2) treatment given, with its precise nature and date. After wards, on each visit, he shall make similar entries, on the stack-card. 6.The stack-wise register, in respect of all stocks, shall be maintained by the Technical Assistant, in accordance with the instructions laid down in this behalf. The physical balance & transaction thereof will be recorded by Warehouse Manager, on the left hand side of this Register.7.The Technical Assistant will be responsible, for placing an indent of insecticides/other requirements, with the warehouse Manager and WM shall, on requisition, issue the requisite quantity to the Technical Assistant. The entries in the insecticides Register shall be made, in accordance with already laid down instructions. After the completion of the operation, unused insecticides and empty containers, are to be handed over to the warehouse Manager. He will also ensure that all necessary equipment, for keeping the stocks in scientific storage, are available , at the warehouse. In case of any deficiency, the matter shall be reported to warehouse Manager/Asstt. Storage and Technical Officer, for urgent supplies.8.At the time of giving technical treatment to the stocks, Technical Assistant will request the warehouse manager, to make available required number of Class IV employees, and on the receipt of such request, the warehouse manager has to place, at the disposal of the Technical Assistant, such number of class IV employees/casual labour, as may be indented and actually needed. The disinfestation treatment shall be given by the Technical Assistant under his personal supervision & in no case shall it be left to the Class IV employees.9.The Technical Assistant shall advise the Godown Assistant, if the food grains need aeration and cleaning, though it would be the normal duty of the godown Assistant, holding charge of the godown, to attend to this aspect. Lack of advice will not, in any manner, absolve the godown Assistant/Warehouse Manager of their basic responsibility. In case of any such shortcoming, the matter shall be reported to the Warehouse Manager, by the Technical Assistant, for necessary action, against the Gdown Assistant, and remedial steps to get the godown cleaned.10.The technical treatment to the stocks shall be given by the Technical Assistant at the fixed intervals, in accordance with norms and under the guidance of the Assistant Storage and Technical Officer, keeping in view the condition of stocks.11.The periodical returns, regarding the health of stocks, shall be admitted by the Technical Assistant, to the concerned quarters, as per standing instructions. The returns so submitted, shall be signed by Technical Assistant. 12.In case during periodical inspection, it is observed by the Technical Assistant that infestation has set in, immediate treatment on the same day, shall be given by him, to save the stocks, from deterioration. The matter shall be brought to the notice of concerned Assistant storage & Technical officer, by the Technical Assistant ,at his personal level, where the condition of stocks may be deteriorating, beyond control of Technical Asstt, to restore the health of stocks.13.The Technical Assistant shall maintain all records/registers pertaining to the preservation of stocks and quality control work.14.The Technical Assistant shall ensure that the Laboratory equipments, at each warehouse, are in god working order. In case repairs may be required, the matter shall be referred to the warehouse manager, for immediate section. He will also initiate proposals, for writing off unserviceable technical equipments.15.Technical Assistant-cum-Godown Assistant shall perform, in addition to the duties prescribed for the Godown Assistants, and circulated separately, all the duties/obligations listed above in such measure as is applicable to them.Sd/-Managaing DirectorPunjab State Warehousing Corporation.Chandigarh,Dated 1980.No.PWC/Admn/E-5-80/29875-30209, Chandigarh dated the 2.7.1980.A copy is forwarded to:-1.All the Technical Assistants.2.All the Warehouse Managers.3.All the District Managers in the PSWC/All ASTOs.4.All the Godown Assistants.5.All Technical Assistants-cum-Godown Assistants.6.All the Branch Officers at Head Office.7.PA to MD.For information & necessary action.Sd/-Administrative Officer,For Managing Director.

PUNJAB STATE WAREHOUSING CORRPORATION CHANDIGARHSUBJECT: DUTIES AND RESPONSIBILTIES OF DEPUTY MANAGER QUALITY CONTROL.The Deputy Manager quality control in the field will be principal quality control officer the regional level and will be responsible for maintenance of health of stocks of all the food grains and also other stocks at the warehouse in his region.1.The first and foremost duty of the DMOC will ensure that before the start of arrival of stocks in the godowns, have the necessary pre-requisites for storage of food grains in time and has placed an indent with the head Office in a consolidated form after getting if from the ASWTOs working in his jurisdiction after through examination at his level . He is supposed to assess and check that the requirements given by the ASTOs are sufficient to meet with the needs as per anticipated arrival of stocks in the godowns of warehouses.2.When the stocks are received in the godowns and stored in open plinth, DM is required to super check by surprise checks the moisture contents and the quality of stocks to be stored to ensure that stocks are worth storage. He is also0 required to check if the duration of storage of stocks shown in the warehouse receipt by the Warehouse staff is as per quality/moisture contents of the stocks being stored. It is also to be ensured that the prophylactic treatment has been given to all the stocks immediately after completion of storage. The empty godowns may be got treated where considered necessary before storage of stocks.3.After the stocks are stored, the DM is also required to check if the stocks have been properly stacked for giving the treatment with fumigation covers and also to see that hygienic conditions of the godowns is properly maintained.5.ASTOs shall submit a copy of the reports, review of food grains and inspection report their jurisdiction to their respective DM at such and in such forms as may be prescribed by the HO from time to time and any failure on their part to supply information to the DM will invite penal consequences. All the ASTOs and other subordinates staff posted at warehouse level shall have to comply with the instructions issued by the DM regarding the preventive remedial measure concerning the food grain. Likewise, if the DM fails to promptly respond to their they will immediately inform the MOC regarding the indifference of the DM.6.DMQC is required to send reports to H.O. through the RM concerned (i) comments in brief on the fortnightly condition reports review on 10th and 25th of each monthly (ii) reports regarding the corrective action taken and responsibility fixed for the lapses.7.DMQC is supposed to visit each centre falling in his jurisdictions once in three months where the foodgrains have been stored in the godowns. However where the stocks have been stored in open, DMQC must have one visit within a period of one months, In case during inspection the stocks are found to be deteriorating he will have to take necessary preventive measures to protect the stocks from further deterioration. More advice to subordinate staff in such a case will not absolve him of his duties and it shall be obligatory for him to have stocks treated on the spot in hi presence. Discrepancy with respect to the condition already reported by the TA/WM/ASTO concerned will have to be reported to the H.O. for necessary action against the defaulter. 8.DMQC is also required to make out a fortnightly report after collecting the same from ASTOs concerned in respect of stocks which need preferential outward movement. Such statements are to be submitted to the Distt. Managers concerned with a copy to RM and MQC, H.O. The distt. Manager concerned will take up the matter with the officers of depositing agencies for immediate release o such stocks. RMS shall assist the DMS in getting such stocks release.9.DMQC is supposed to collect the data of deduction of amounts of quality cuts and to get it verified through ASTOs if the deduction on account of quality cut is justified. In case for the quality cuts the PSWC is responsible the DMQC will fix up the responsibility and report to H.O. for necessary action.10.During his visit to warehouses, DMQC will check up the laboratory, and technical equipment besides insecticides were not misused by any employee of the warehouse.11.At warehouses where the condition of stocks is reported to be deteriorating in alarming proportions, DMQC will have to rush to such a centre and take all preventive steps in this regard and for this purpose, he may cancel his schedule journey already approved.12.During the scheduled periodical visits, DMQC shall also check up the storage worthiness of godowns and make out a recommendation for release of such godowns which are found to be unstorage worthy.13.DMQC will convene monthly meeting of ASTOs to discuss their problems and suggest ways and means for treatment of stocks required at the warehoused besides solving the problems. DMQC will also, after discussing it with the ASTOs, make out suggestions for improvement and development of technique for preservation of health of food grains. Regular proceedings of the meeting recorded in this are to be communicated to the MQC directly with a copy to RM concerned. 14.DMQC will also have a look at the stocks other than food grains to ensure that the condition the stocks is not deteriorated and fit for storage in the warehouses. In case such stocks are not found to be fit for storage, the matter is required to be reported to the MQC alongwith making a request to the Distt. Manager concerned for release of such stocks. RMS concerned shall help the Distt. Manager concerned in this regard