Manpower Planning

DefinitionManpower Planning is also called as Human Resource Planning.

It consists of putting right number of people, right kind of people at the right place,right time, doing the right things

for which they are suited for the achievement of goals of the organization.

Encompasses all the essential functions of Personnel department. Right from recruitment to retirement of an employee, his payment, promotion, DAR,

transfers, pension etc. etc.

Providing maximum output with minimum manpower.

Can be done by providing latest technology.

Creation of new posts and surrender of posts in obsolete categories.

Sanctioned Strength/Cadre Number of Posts

Operated Strength/On-Roll Number of employees

Surrender of posts Reduction of Cadre

Creation of posts Increase of Cadre

Creation of posts

Creation is required when

• (a)new technology is introduced

• (b)Increase in workload• (c)improvement in the

existing works like gauge conversion, laying additional tracks etc.

Normally the following posts can be created

Permanent

Temporary

Supernumerary

Work-charged

Private sidings

Six monthly review.

.• (a) Operative from 1989 at HQ Office

• (b) Accountal maintained by CPO’s Office.

• d) Money value can be retained only of surrendered permanent and temporary revenue posts

• (e) Maintained department-wise and grade-wise

• (f) Matching surrenders can be drawn from this bank irrespective of the department to which they pertains

Money valueEg. Scale Rs. 5200-20200 + 1800(GP) 5200 + 20200 / 2= 12700 (Mean Pay)= 12700 + 1800 (GP)= 14500=14500 + 7395(51% prevalent DA)= 21895= 21895 X 12= 262740 (Per annum)

Creation of permanent revenue postsDealing – Concerned PO (To initiate the proposal)

PHOD – Administrative

Approval

FA&CAO - Concurrence

GM- Sanction

Pre - requisites

• Justification (a)Quantitative (b)Qualitative

• Non-availability of vacancies in the category proposed for creation

• Confirming to All India Benchmark for the proposed activity

• Provision of equivalent matching surrenders

Previous procedure DGM(G)'s note No. G.176/25 dt. 7/8/1992. Powers as per SOP Part "A" i.e. regarding creation of posts,

delegated to AGM. Letter No. EP 261/0 Vol. VII dt. 13/10/98. General Manager delegated powers to the DRMs

(i) for creation of non-gazetted Gr."C" and "D" posts required for maintenance and operation of new assets

(ii) with matching surrender of posts of equivalent money value

(iii) by operating a vacancy bank in which division may retain 25 % of the money value of surrendered post

DGM(G)'s note No. G.176/3 Item No. 1 dt. 27/4/2009.All creations of Non-Gazetted posts including six monthly review shall henceforth be done with the personal approval of the General Manager

Current procedure

In 2007 and 2008 the following instructions were received from

Board;

DRM’s may be allowed to create posts

required in Safety and Operational categories

on 1:1 basis, i.e. by surrendering one post in a particular grade, a

fresh post can simultaneously be

created in the same/ lower grade, with the

approval of GM

DRMs may be allowed to create posts in higher grades by

surrendering equivalent money value for the same

with the approval of General Manager

Letter No. E/HRD/Creation procedures dt. 18/11/2009

(a) Powers for creation of NG posts, required in Safety and Operational categories and those for operation and maintenance of new assets delegated to DRMs

(b) DRMs are to operate a Vacancy Bank wherein they were permitted to retain 50% of the money value of posts surrender by them

(c) Matching surrenders on 1:1 basis from divisional vacancy bank

(d) Associate Divisional Finance concurrence

(e) ‘in principle’ approval of the General Manager

Letter No. E/HRD/Creation procedures dt. 22/4/2010

For obtaining ‘in principle’ approval of the GM => a D O letter from DRM to CPO

(A) Justification of Branch Officer.

(B) Sr. DPO’s certification regarding availability of equivalent matching surrenders in divisional surplus bank.

(C) Associate Finance concurrence.

“All creation proposals forwarded to HQ office for ‘in

principle’ approval of the General Manager will henceforth be dealt by

Dy.CPO(HRD)”.

Footnote

Creation of temporary revenue posts

Procedure same as for creation of permanent revenue posts

As the name suggests these posts are created only for a specified period of time and if required, can be further extended

Matching surrender is required only at the time of creation

Can be made permanent

Creation of posts due to six monthly review

Created for Running categories viz. Loco Pilots, Guards etc.

Matching surrenders not required.

Created based on a specific formula set by Railway Board

Slack season – April to September

Busy season – October to March

Approvals at divisional level(i) Branch Officer (ii) divisional finance (iii) DRM Approvals at HQ level(a) PHOD (b) GM

Creation of Work-charged posts

As per SOP Part “A”

(Establishment Matters) –

“PHODs/ HODs are empowered to sanction creation/ extension of

all temporary non- gazetted posts for

which provision has been made IN

ESTIMATE SANCTIONED by competent authority subject to prior Finance

concurrence”.

Creation of posts for Private Sidings

Board’s instructions circulated vide PS No. 71/92 dt. 24/7/1992

Where the cost of the staff is realized from a private party, matching surrender need not be insisted upon.Similarly, any savings from surrender of post being paid for by Private Party should not be utilized for creating posts on the Railways chargeable to Railway revenue.

Temporary in nature.

Procedure same as for creation of revenue posts. However, it should be ensured that staff costs are being paid by the party concerned prior to further extension.

Creation of Supernumerary posts

Created for

(a) surplus staff whose post has been surrendered till the person vacates the posts on redeployment or through normal attrition.

(b) Medically de-categorized staff.

(c) Out of turn promotion of sportsperson.

Personal to the incumbent.

Temporary in nature.

Matching surrenders required only in case of Out of turn promotion of sportsperson, to the extent of difference between the Supernumerary post and the lower grade post in monetary value.

May be created provisionally at the divisional level with accounts concurrence and sanction at DRM level. The proposal will then be sent to HQs with full details for ex- post facto sanction of the General Manager.

Procedure for dealing is same at HQ as for revenue posts.

Surrender of posts

Essential part of Manpower Planning.

Wage bills make up to 40% of total expenses. Together with pension payments, almost 60 % of the total expenditure.

Constant review required to weed out posts in redundant categories due to operational improvements, system changes, mechanization, computerization, change in technology, and so on

Under Manpower Planning 1% target is set for reduction of cadre in every financial year by Railway Board.

For e.g. 1% target for BCT division was 284 posts for the year 2010-11, based on their cadre as on 01.04.2010. The

division created 110 posts during the year.

This enhanced their target to 284 + 110 =394 posts to be surrendered by 31.03.2011.

The division had to offset their creations of 110 posts by surrendering equivalent number of posts.

Various ways to identify surplus post

(A) Work- study

(B) Benchmarking

(C) Departmental review

Surrender of posts can be done with concerned PHODs approval by concerned Personnel Officer in HQ office.

In divisional office posts can be surrendered by Personnel Officer with the concerned Branch Officer’s and DRM’s approval.

Board’s instructions circulated vide PS No. 226/2000 dt.

14/12/2000.

• Direct recruitment surplus posts should be straight away surrendered.

• For vacant surplus posts in intermediate grades, equal numbers of immediate lower D/R grade or next lower D/R grade should be identified and surrendered.

• (iii) For live surplus posts in intermediate grades, an equal number of vacant posts of the accepting department in the immediate lower direct recruitment grade should be frozen temporarily, to be restored on vacation of the higher grade posts by the re-deployed staff due to any reason.

In cases of surrender, of large percentage of posts in a particular category and where the safeguard, in regard to promotional prospect of employees, are likely, to be infringed, the recognised unions should be explained the reasons and rational for such surrender of posts.

Sanction letter of creation of posts/ creation and surrender of posts under six monthly review/ extension of currency of posts are to be issued by Dy.CPO(HRD).

Re-deployment of Surplus Staff

Definition of Surplus Staff.

Total or partial closure of activities.

Total or partial re-engineering of work processes / work methods.

Introduction of modern technology.

Outsourcing of some activities – totally or partially.

Re-deployment of Surplus Staff should be given the highest priority and their absorption will have precedence over all modes of recruitment including screening of casual labour and direct recruitment for filling up of vacancies.

Surplus Staff should be re-deployed in any department, by imparting necessary training as required and without insisting on prescribed educational qualification as applicable to those posts. This relaxation will not apply for surplus steam maintenance staff for their absorption/ redeployment in running categories.

Normally the junior most of the employees should be rendered surplus irrespective of the manner in

which they had entered the grade.

Surplus Staff working against grades in which an element of direct recruitment exists, should be straight away re-deployed against direct recruitment vacancies including those in other departments after necessary screening.

Whenever it is not possible to re-deploy Surplus Staff as indicated alongside, they should be re-deployed in alternative vacancies against even lowest grade vacancies. Vacant posts in lower grades set aside for the purpose should be frozen and kept aside till cadre balancing is achieved.

Board’s instructions circulated vide PS No. 226/2000 dt. 14/12/2000.

Surplus staff in intermediate grades should be transferred/ re- deployed in the accepting department along with the post, after training as necessary, on establishment/ acceptance of

the need for additional manpower.

While issuing orders as above, an equal number of vacant posts of the accepting department in the immediate lower

direct recruitment grade should be frozen temporarily, to be restored on vacation of the higher grade posts by the re-

deployed staff due to any reason.

In case vacant posts in immediate lower direct recruitment grade are not available in the accepting department, even next to next direct recruitment grade vacant posts may be

located and frozen.

If no vacant posts are available in any of the lower direct recruitment grades, the transferred/ re-deployed posts shall

be surrendered as and when they are vacated by the re-deployed staff due to any reason in due course

The process of re-deployment of surplus staff working against intermediate grade posts should be finalised preferably within

six months from the date an incumbent is declared surplus.

The surplus employees are not entitled for benefit of the past service rendered in the previous unit/ department for the purpose of their seniority in the new unit / department.

Such employees are to be treated as fresh entrants in the matter of their seniority, promotions etc.

Seniority on being rendered surplus

P S No. 111/2004 dt. 7/6/2004

When surplus staff are redeployed in a post carrying a lower scale of pay, the surplus employee shall be permitted to carry his current pay scale along with him to the alternative post in

which he is so redeployed.

A team of officers (JS/ SS or JAG) should be deputed for an on the spot assessment of options from the surplus staff and

suitable transfer orders be issued after this.

In case where large number of Surplus Staff are involved, and where promotional prospects are likely to be affected in any

way, recognized unions are to be consulted for expeditious re-deployment.

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