Handing Over and Taking Over
Andhra Pradesh Reorganisation Act, 2014 –
Transition Plan – Operational Guidelines – Handing Over and Taking Over –
Orders – Issued.
GENERAL ADMINISTRATION (SR) DEPARTMENT
G.O.Ms.No. 246 Dated:
01-06-2014. Read the following:
1. The Andhra Pradesh Reorganisation Act
2014, No 6 of 2014.
2. The Gazette of India No 560, dated:
March 04, 2014.
3. GO Ms 80 of GA (SR) Department, dated:
15-03-2014.
4. Memo.No.9469/SR/A1/2014 of GA (SR)
Department, dated:07-04-2014.
5. G.O.Ms.No.123 of GA (SR) Department,
dated: 02.05.2014.
6. G.O.Ms.No.194 of GA (SR) Department,
dated: 29.05.2014.
7. G.O.Ms.No.196 of GA (SR) Department,
dated: 02.05.2014.
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ORDER:
1. In the reference first read above, the
Government of India has notified the Andhra Pradesh Reorganisation Act 2014
(Act 6 of 2014), upon receiving the President of India’s assent. In the
reference second read above, the Government of India has notified June 02,
2014, as the Appointed Day, in exercise of the powers conferred by clause (a)
of Section 2 of the Andhra Pradesh Reorganisation Act, 2014 (6 of 2014).
2. In the reference sixth read above, the
operational guidelines for effecting transition from united Andhra Pradesh to
successor states of Telangana and Andhra Pradesh were issued. Further, in the reference seventh read above,
orders were issued provisionally allocating Blocks for the Secretariats of the
successor States. Similar orders were
also issued in respect of Heads of Department Offices also.
3. Government of India has issued orders
for the employees who would be serving the state of Telangana from the
Appointed Day. As these employees would be handing over charge and taking over
charge in the successor state of Telangana, the following protocol is hereby
ordered to be adopted.
Office Layout
4. The Transition Committee would first
organise the office space allocated to them.
As most of the floors in Secretariat are allotted to more than one
Department, the senior-most Secretary would be responsible to allocate office
space in a particular floor to staff. A clear layout plan, allocating rooms and
workspaces to staff should be prepared by 2nd of June. This floor plan should
indicate rooms for Secretaries, for other senior staff and workspaces for
sections. It should also indicate the location of record room. As most of the
office space is furnished, effort should be made to limit disruption to the
minimum. The customisation of workspace to suit the requirement of the
Department may be taken up. The minimum furniture and storage required for this
may be procured by following normal procedures. The communication facilities
such as telephones, faxes, computers, printers should also be made fully
functional.
Subject Allocation to Staff
5. All Secretaries and Heads of Departments
are required to allocate subjects amongst the employees ordered to serve the
state of Telangana and the remaining employees of Andhra Pradesh. As both the
successor states would have less number of employees, the subjects are to be
allotted by clubbing similar topics. This exercise is to be completed by 3rd of
June. A proper office order with the approval of the competent authority is to
be issued allocating subjects amongst the employees ordered to serve the State
of Telangana and the remaining employees of Andhra Pradesh.
Files/Assets Handing over/Taking over
Protocol
6. The employees who are ordered to serve
the state of Telangana are to be relieved on 2nd of June. However, they would
be responsible to hand over all the files, movable assets and all other items
under their custody to their identified counterpart in the State of Andhra
Pradesh. It is to be understood that such orderly handing over would take some
time on or after 2nd June and should be finished by 9th of June. The Transition
Committee is to identify counterparts for each employee based on the work
allocation order. Each employee of Andhra Pradesh State should have a
counterpart (s) in Telangana State and vice versa. The current files and closed
files which belong to a particular successor state would be handed over and
taken over under proper acknowledgement. The common files – either soft copies
or printouts along with soft copies are also to be handed over and taken over
under proper acknowledgement. The data uploaded in State Reorganisation website
in Annexure A and B is to be used to keep a count of the files which are
exchanged. The Transition Committee would work out the logistics of movement of
files and other movable assets.
7. In Secretariat, certain departments are
allocated the same office space that they are currently occupying. In such
cases, the Committee should make sure that space is created for incoming staff
and new departments allotted to that floor. The movement of files and other
movable assets can take place once such space is earmarked.
No Due Certificate
8. All handing over and taking over is to
be done under proper certification by each employee who is handing over and his
/her counterpart taking over from the other state. Such acknowledgements should
be duly certified by the next higher level officer. The responsibility of the
employee for any material – files, assets, records, etc. does not cease the
moment he/she takes charge in Telangana. He/she would be responsible till
complete hand-over of all the material under custody to the appropriate
counterpart. Only after such complete hand-over, a “No Due” certificate may be
issued by the officer in charge of OP section. The production of No Due
certificate is mandatory for drawing salary for the month of June.
Daily Reporting
9. It is expected that most of the
transition would be completed by 9th of June. The Transition Committee is to
review on a daily basis and sort out any issues and submit a daily progress
report to Chief Secretaries of Telangana and Andhra Pradesh till 9th of June
(and thereafter, if required).
(BY ORDER AND IN THE NAME OF THE GOVERNOR OF
ANDHRA PRADESH) Dr.P.K.MOHANTY CHIEF
SECRETARY TO GOVERNMENT
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