FDA and SDA Re venue Module-ashok -1 - A T I Gap addressed through contents: Module Contents I....

TRAINING MODULE

EFFECTIVE OFFICE MANAGEMENT FOR EFFECTIVE OFFICE MANAGEMENT FOR EFFECTIVE OFFICE MANAGEMENT FOR EFFECTIVE OFFICE MANAGEMENT FOR

OFFICE MANAGERS & FDA’s OF OFFICE MANAGERS & FDA’s OF OFFICE MANAGERS & FDA’s OF OFFICE MANAGERS & FDA’s OF

REVENUE DEPARTMENTREVENUE DEPARTMENTREVENUE DEPARTMENTREVENUE DEPARTMENT

Administrative Training Institute Lalithmahal Road,Mysore-11

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Design Brief

1. Title of the course: Effective Office Management Training

2. Aim : To equip the Office Managers with the knowledge and skill of managing the office effectively

3. Target Group: •••• Level III: Office Managers ,FDA/SDA (200)

4. Objectives for training: At the end of the training, the participants will be able to; • List out the Duties and responsibilities of Office Manager / FDA • Explain steps in managing the file, registers, periodicals, records and store • Describe the procedure in conducting supervision • List the benefits and clause in various urban schemes • Sensitize on various Acts – Karnataka revenue Acts and Rules KCSR,

Lokayukta, , KTPP, RTI, Sakala, Act, C&R, CCA & Conduct, • Develop personality using time management and communication skill • Managing stress at work • Imbibe work culture among Office Managers • Calculate pension, Leave & TA • Describe the stages in Election, conduct of meeting and answer LA / LC

questions • Identify various software package on HRMS, SLV, FMS, LMS

5. Total Number of participants : 1500 6. Number of days : 4 Days 7. Venue: District Training Institutes 8. Resource Persons:

1. Resource person from DC office/AC office 2. retired Revenue officer 3. DTI Principals / Vice Principals 4. Management centers at district level

9. Training Material: •••• PPT’s to be prepared •••• Already available materials shall be used for reading •••• Exercises and games to be Prepared

10. Gaps Identified: The target group • Office is not kept properly as a result finding the documents / records

are delayed

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• Planning and coordination among the staff is missing as a result the staff work in isolation and doesn’t produce the desired result as anticipated

• Lack of knowledge on various acts and rules thus delay in speeding up the day to day chores to be performed at office level

• Poor computer knowledge & skills thus, the office managers and FDA’s have to rely on other staff to help them in completing the task

• Less knowledge on various government Schemes and pr ogramme thus, keep questioning the implementers time and again which stops from moving forward in a fast pace

• Require more inputs on the mandatory reforms due to which the managers are not able to guide the other staff in updating as required by the Tahasildar office/AC office/DC office or government

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Gap addressed through contents:

Module Contents

I. Revenue Administration in

Karnataka

Acts and Rules

• Karnataka Land Revenue Act 1964 • Karnataka Land Revenue Rules 1966 • Karnataka Land Grant Rules 1969 • Karnataka Land Reforms Act

1961(1974) • Karnataka Prevention of Transfer of

Certain Lands Act 1978 • Land Acquisition Act 1894 • Criminal Procedure Code • Revenue Manual

II. Office Management Office Management

Section supervision

File maintenance, movement register and monitoring

Store & Record Room Management

III. Service Matters KCSR & allied rules

Service Rules

IV. Finance, Reforms & Court Matters

Court cases

Maintenance of Accounts, Preparation of Budget, Audit & Audit Compliance

LA/ LC Questions

Elections

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V. KTPP, Sakala and Urban Schemes

KTPP

RTI Act 2005& SAKALA-2012

Schemes & Programmes

Prevention of Corruption Act

VI. Personality Development Skills of Communication, Presentation & Managing Press

Coordination & team building, Conflict Management

Time & Stress Management

Personality Development

VII. Computer Skills on Reforms Computer Training

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11. Training methods: � Lesson with power point presentation

� Discussion

� Group Exercise and presentation

� Experience sharing

� Brain Storming

� Small Group Discussion

� Question and Answer

� Case Study Discussion

� Role Play Method

� Demonstration

� Short Film Screening

� Field visit

� Best Practice Documentation

12. Training Aids: • LCD • OHP • White board • Flip Charts • Films CD / DVD • Computer with Speakers

13. Outcome of the programme: • Better Office management • Improved relations with the officers, public and representatives • Scientific & Systematic record management and data maintenance • Enhanced knowledge of the Acts and Rules • Able to handle computer independently with less supervision

14. Name of the Course Coordinator:

DTIs Principals / Revenue instructor /Revenue off icers/Staff

***********

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Module – I

Revenue Administration in Karnataka - Acts - Rules

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Training Design

Content Introductory Activities

Sub content Eliciting Expectations from the Participants-

Session objectives/purpose

To brief the Objectives of the Training course. To obtain expectations from the participants

Method/ process Interactive. The course coordinator introduces him and welcomes the participant trainees. After brief individual introduction (entry behavior) by all the trainees, the course coordinator presents the objectives of the programme, explain the purpose of the course and initiate participation. Then expectations from individual participant shall be elicited and written on charts. Expectations shall be summed up at the end of the session.

Aids/Materials: Chart – White Board

Time / Duration One Hour

Handouts Training Schedule will be made available to each participant in advance.

Content Topic: Land revenue

Sub content Land Revenue Rules 1964, Land Revenue, Land use, Management of Land Revenue, Collection of Land Revenue- Office Administration procedures and rules

Session objectives/purpose

• To explain the Regularization of Encroachments on Agricultural lands and Buildings under Sections 94A,B,C of Karnataka Land Revenue Act 1964

• will be able to supervise the concerned village accountants and revenue inspectors more effectively.

• Recovery of Dues as arrear of Land Revenue • Recovery of Dues of Corporations and Banking Companies • Statement showing maximum time limit fixed for the final disposal of the

Administrative items Method/ process Methods: Brain Storming, Lessons, Case Studies

Aids/Materials: Training Aids : Board, flip charts, LCD Time / Duration Two hours

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Handouts • KCSR and CCA Book • UDR material :prepared by KPA,Mysore • Hand book on RTI • Dairy for RI/Dy Thasildar/Sirasthedar’s

Topic: Acts and Rules

Sub-content • Karnataka Land Revenue Act 1964 • Karnataka Land Revenue Rules 1966 • Karnataka Land Grant Rules 1969 • Karnataka Land Reforms Act 1961(1974) • Karnataka Prevention of Transfer of Certain Lands Act 1978 • Land Acquisition Act 1894 • Criminal Procedure Code

• Revenue Manual Session Objectives:

The participant would be able to explain the following acts and rules deal with the scrutinizing records and in resolving conflicts:

• Explain the history of the land record Act

• Karnataka Land Revenue Act 1964 • Karnataka Land Revenue Rules 1966 • Karnataka Land Grant Rules 1969 • Karnataka Land Reforms Act 1961(1974) • Karnataka Prevention of Transfer of Certain Lands Act 1978 • Land Acquisition Act 1894 • Criminal Procedure Code • Revenue Manual

Methods Lesson/ problem solving/case study / Training Aids: Board, flip charts, LCD Duration Two hours Reading material • KCSR and CCA Book

• UDR material :prepared by KPA,Mysore • Hand book on RTI • Dairy for RI/Dy Thasildar/Sirasthedar’s

Topic: General discussion on land, revenue, and other activities

Sub-content • Jamabandi • Dittum Jamabandi • Important duties to be performed by the Huzur Jamabandi officers • Revenue Audit

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• Land Acquisition • Regularization of Encroachments on Agricultural lands and

Buildings under Sections 94A,B,C of Karnataka Land Revenue Act 1964

• Karnataka Land Grant Rules 1969 • Amrut Mahal Kaval Lands

Session Objectives:

• To explain present system and get practical solution to slove the field problem of Jamabandi, Dittum Jamabandi,Huzur Jamabandi officers,Revenue Audit, Land Acquisition

• Regularization of Encroachments on Agricultural lands and Buildings under Sections 94A,B,C of Karnataka Land Revenue Act 1964

• Karnataka Land Grant Rules 1969 • Amrut Mahal Kaval Lands

Methods Lesson/ problem solving/case study / Training ids: Board, flip charts, LCD

Duration Two hours Reading material • KCSR and CCA Book

• UDR material :prepared by KPA,Mysore • Hand book on RTI Dairy for RI/Dy Thasildar/Sirasthedar’s

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Module – II Office Management

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Module -II: Office Management

Content: Changing Roles Sub Content: Management of Periodicals, Tappal classification, Movement

register and Duties and Responsibilities of Deputy Tahsildars/ Sirastedar/ Revenue Inspectors from Government Officials

Objectives: At the end of the course the participants will be able to: � Explain the Duties and responsibilities of the Deputy Tahsildars/

Sirastedar/ Revenue Inspectors � Describe the expectation from Government Officials � List the procedure in managing the Files and Periodicals

Method � Lesson/Discussion/Power Point Presentation/Film Show/Questioning the participants

Process: � The Resource Person would bring in a power point presentation on the

file management, maintaining the documents and registers � Explain the duties and responsibilities of the Managers and FDA’s � Show them a film on how to maintain Records � Discuss the pros and cons of not having a proper record maintenance � At the end of the session, the Resource Person should raise questions

on the contents covered to gauge their understanding of the issues and to see if the learning objectives have been met.

Training aids White Board/Flip Chart/Computer /short Film Duration Reading material

• Hand book for RI/Dy thasildar/Sirasthedar’s • KCSR and CCA Book • UDR material :prepared by KPA,Mysore • Hand book on RTI • Dairy for RI/Dy Thasildar/Sirasthedar’s

Content: Section Supervision & Office System

Sub Content: The Manager would learn the Table inspection, distribute Work and delegate responsibilities, Review of diaries of the staff, Public Dealing, Public Grievances

Objectives: At the end of the course the participants will be able to: � State the steps in table inspection, work distribution and review

diaries � Describe the need for dealing with Public and addressing

grievances Method � Lesson/Discussion/Power Point Presentation/Film

Show/Questioning the participants Process:

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� The Resource Person would should arrange for a Role play to show the table inspection

� Discuss two case to address public grievances and dealing with public � Show a power point on which the work can be distributed also points

to be covered while reviewing a diary � Analyze the pros and cons of reviewing diary asking questions to the

participants � At the end of the session, the RP should attend to the questions and

doubts of the participants. Training aids White Board/Flip Chart/Computer /short Film Duration One hour

Reading material

• Hand book for RI/Dy thasildar/Sirasthedar’s • KCSR and CCA Book • UDR material :prepared by KPA,Mysore • Hand book on RTI Dairy for RI/Dy Thasildar/Sirasthedar’s

Content: Store & Record Room Management

Sub Content: � Record room maintenance, Disposal & destruction, Computerization of all records, KPRM Act 2010

� Classification � Indexing of records

Objectives: At the end of the course the participants will be able to: � Explain KPRM Act 2010 and its use � List out the steps in classification and indexing of records

Method Lesson/Discussion/Power Point Presentation/Film Show/Questioning the participants Process: � PPT presentation on how to index, classify the records and maintain

the record room � Store room maintenance and records to be maintained shall be dealt

with. � Participants should be told of the KPRM Act 2010

Training aids White Board/Flip Chart/Computer /short Film Duration One hour Reading material


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Module – III Service Matters

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Module -III: Service Matters

Content: KCSR & allied rules Sub Content: � General Conditions of service

� Leave rules � Pay fixation � Pension & New Pension Rules � Allowance and increments TA rules � Updating ( leave, increment, promotion, etc) � Verification, Service register movement, nomination, list of family members � Medical Attendance, Appointment(General and CG) Probation & Seniority,

Reservation & Roster, APR 2002 � KMAS rules � C&R, � CCA & Conduct � KFC

Objectives: At the end of the course the participants will be able to: � Describe the importance of KCSR general conditions � State the steps in Leave, pension and TA Rules � Explain the procedure in Pay fixation � Identify various stages of verification and movement of register � State the KMAS Rules � List the important rules in KFC,C&R and CCA � Identify the procedure to prepare medical attendance & appointment

Method Lesson/Discussion/Power Point Presentation/Film Show/Questioning the participants Process: � Give a broad outline of the Leave, TA and pension calculation giving a

problem each � Explain the need for pay fixation and fix one person’s pay taking

participants help � Ask the participants the need of verifying and maintaining register and list

them out � Ensure all the session objective is cleared before ending the session � Prepare a PPT with various Sections and rules pertaining to C&R and

CCA Rules � Pre prepare the steps on medical attendance and appointment � Ask questions to verify the understanding of the participants

Training aids White Board/Flip Chart/Computer /short Film Duration One hour Reading material


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Module – IV

RTI -SAKALA

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Content: RTI Act 2005 & SAKALA-2012 Sub Content:

� Salient features of RTI � Importance Sec 4(1)(a) and 4(1)(b) � KIC Rulings � High court and supreme Court decisions � Check list for PIO. � Salient features Sakala � Public Disclosure Law � Sakala Act and Rules

Objectives: At the end of the course the participants will be able to: � Explain the RTI Act and its importance � Describe the steps in preparation of disclosure of information � State the important sections in Sakala Act

Method Methods: � Lesson with Power Point Presentation � Discussion � Film on Regional Commissioners Office Record management � Ask questions to check understanding

Process: � Through PPT explain RTI Act 2005 and Sakala Act 2012 � Clarify the doubts of the participants before completion of the session

Training aids White Board,,Flip Chart,,Films Computer

Duration Two hours

Reading material


Content: � Karnataka Lokayukta Act and Rules-1984

Objectives: Learning Objectives: At the end of the course the participants will be able to:

� Explain the importance of the Lokayukta Act Method Methods:

� Lesson with Power Point Presentation � Discussion � Film on Regional Commissioners Office Record management � Ask questions to check understanding

� Make presentation using PPT of the Lokayukta Act � Bring in some case where the Lokayukta raided � Speak of the importance to abstain from corruption � Clarify the doubts

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Training aids White Board,,Flip Chart,,Films Computer Duration Two hours

Reading material

• Hand book for RI/Dy thasildar/Sirasthedar’s • KCSR and CCA Book • UDR material :prepared by KPA,Mysore • Hand book on RTI, Dairy for RI/Dy Thasildar/Sirasthedar’s

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Module – V Human Resource

Management

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Content: Human Resource Development

Sub Content:

� Skills of Communication, Presentation & Managing Press � Communication with Elected representatives, public & Colleagues � Managing Press

Objectives: At the end of the course the participants will be able to: � Identify various types of communication and methods of

effective communication � List the procedure to address the Press and media

Method � Lesson with Power Point Presentation � Discussion � Film on Regional Commissioners Office Record management � Ask questions to check understanding

Process: � Bring in some activity to explain effective communication skills � Substantiate with pictorial PPT to explain how important

communication is � Allow the participants to list out the steps in addressing the press

Training aids: White Board,,Flip Chart,,Films Computer

Duration Two hours Reading material


Content: Coordination & team building, Conflict Management & working in team

Sub Content:

� Leadership development, Inter personal skills � Team building & team work � Conflict Management

Objectives: At the end of the course the participants will be able to: � Describe the importance of managing conflict and team spirit � List the steps in managing interpersonal relationship

Method � Lesson with Power Point Presentation � Discussion � Ask questions to check understanding

Process: Activity on Team Building and role play on Conflict management � Activity on team building � List out reasons for conflict after giving an instance � The qualities of a leader and manage interpersonal relation to be

listed Training aids White Board,,Flip Chart,,Films Computer Duration Two hours

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Reading material


Content: Time & Stress Management

Sub Content:

� Planning, � Effective utilization of time � Stress Management

Objectives: At the end of the course the participants will be able to: � State the importance of time and Stress management � Imbibe & practice stress management exercise for daily use

Process: � Conduct some stress management exercise and yoga � Give some instances on time management and consequences of not

practicing the same � Activity on Stress management


Process: Activity: Yoga exercise

Training aids White Board,,Flip Chart,,Films Computer Duration Two hours

Content: Personality Development

Sub Content:

� Attitudes � Values � Ethics, Behavior � Motivation � Self Assessment &Goal setting

Objectives: At the end of the course the participants will be able to: � Describe the need to have good attitude � Explain importance of values and ethics � Identify steps to achieve the goals


Process: � PPT to be prepared to explain Personality development � An activity may be introduced

� Bring in best practices and cases depicting great personality who

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have lived their talk

Training aids White Board,,Flip Chart,,Films Computer

Duration Two hours Reading material


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Schedule

On Effective Office Management For Office Managers & FDA’s of revenue Department

Day/Date Session Topic Resource Person

Day-1

09.30 am to 11.30 am

Registration Over View of the Course, Introduction Inauguration Key note Address Ice Breaking

11.45 am to 01.45 pm

Revenue Administration in Karnataka Acts and Rules

Sub Content: • Karnataka Land Revenue Act 1964

• Karnataka Land Revenue Rules 1966

• Karnataka Land Grant Rules 1969

• Karnataka Land Reforms Act 1961(1974)

• Karnataka Prevention of Transfer of Certain Lands Act

1978

• Land Acquisition Act 1894

02.30 pm to 04.45 pm

Land Related Acts Sub Content:

� Land Revenue Act � Basics of land Reforms Act.sec,79(a)79(b)80,81,82,83, � PTCL act

04.45 pm to 05.15 pm

Content: Changing Roles Sub Content:

� Duties and Responsibilities of office staff � Periodicals � Tappal classification � Movement register � Expectation from Govt. Officials

05.15 pm to 05.45 pm

Content: Section supervision and Office Supervision Sub Content:

� Table inspection. � Work distribution � Review of diaries � Public Dealing Public Grievance

Day-2

09.30 am to 10.30 am

Content: File maintenance, movement register and monitoring Sub Content:

� Letter monitoring system � File management system � File movement registers � Guard file � Monthly Reports, HRMS

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� Annual Administrative Reports � MIB � Statistics � MPIC

10.30 am to 11.30 am

Content: Store & Record Room Management Sub Content:

� Classification � Indexing of records � Record room maintenance, Disposal & destruction,

Computerisation of all records, � KPRM Act 2010

11.45 am to 01.45 pm

Content: Karnataka Civil Service Rule & allied rules Sub Content:

� General Conditions of service � Leave rules � Pay fixation � Pension & New Pension Rules � Allowance and increments TA rules � Updating ( leave, increment, promotion, etc) � Verification, Service register movement, nomination, list of

family members

02.30 pm to 04.00 pm

Content: Service Rules Sub Content:

� KCSR Rule 1957 � Cadre & Rules (C & R) � Classification, Conduct & Appeal(CCA) & Conduct � Medical Attendance, Appointment(General and CG) Probation &

Seniority, Reservation & Roster, Annual Performance Report (APR) 2002

04.00 pm to 05.30 pm

Content: Court cases Sub Content:

� Awareness of judicial procedures, � Para-wise Reply � Civil practice rules, � KM Appeal rules, � Case registers updation and follow up, compliance, Preparation

of parawise replies.

05.30 pm to 06.30 pm

Content: Maintenance of Accounts, Preparation of Budget, Audit & Audit Compliance Sub Content:

� Audit Paras � Furnishing Information to Audit � Monitoring of Audit Compliance � Sections and rules related to Audit � Compliance & disposal, recoveries, � Audit follow up register

06.30 pm to 07.30 pm

Computer Training � FMS � LMS

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Day-3

09.30 am to 10.30 am

Content: LA/ LC Questions Sub Content:

� Compilation and Submission of replies. � Types of question- stared, un-stared � Legislative committees – petition, assurance, estimate, public

accounts, SCs and STs and subject committees

10.30 am to 11.30 am

Content: Elections Sub Content:

� Electoral Roll Preparation & Updating � Procedures of elections

11.45 am to 01.45 pm

Content: Mandatory reforms Sub Content:

� Global Information System (GIS) � Management Information System (MIS) � Birth &Death Registration � PGR � Best practices documentation � Service Level Bench Marking

02.30 pm to 04.45 pm

Content: Karnataka Transparency Public Procurement (KTPP) Sub Content:

� Calling of tender � Tender process � Tender evaluation � e- procurement � 3rd Party Inspection � Social Audit

04.45 pm Field Visit & Social Visit

Day-4

09.30 am to 10.30 am

Content: Right to Information Act 2005& SAKALA-201 2 Sub Content:

� Salient features � Public Disclosure Law � Film on RC Office, Mysore. Record Management.

10.30 am to 12.45 pm

Content: Schemes & Programmes Sub Content:

� Preparation of Action Plans � Implementation � Progress reports

FDA and SDA Re venue Module-ashok -1 - A T I Gap addressed through contents: Module Contents I....

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