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Decision making process


The Institute follows three tiers of decision making process with the ultimate authority vested in the Director who is the CEO of the Institute. The Institute mainly caters to external Industry sponsored research and R&D projects of the Government of India. The procedure followed in taking up external research work, be it Industry sponsored or S&T projects of Government of In-house Research Projects, is as per ISO norm defined in the operations manual (SOP). This is summarised in two parts - Part-A and Part-B.

As regards Establishment (R&P and Service rules), Administrative (day to day requirement) and financial decisions (receipts and payments), the Institute follows its own set of rules as approved by its Governing Body from time to time. However, wherever these rules are not explicitly defined in the Governing Body decisions, standard central government rules as per FR & SR are followed (Part-C).

PART-A : For taking up Sponsored Projects
Stage-1
Receipt of proposal
cum Work-request
All proposal from clients are received in Director's office and then as per the area of work, this is marked to respective divisional heads for comments on feasible of execution of job/ work and the likely cost involved.
Similarly tender enquiries for classified jobs are marked to respective HODs or discipline leaders, as per their area(s) of work by the Director.
Stage-2
Formulation and approval of the techno-commercial offer
 The HODs formulate the project proposal cum cost-estimate based on the expected level of manpower involved, intellectual input and other infrastructure facilities involved and submit the same to Director.
For jobs under tender-process, where no external conditions can be applied, the net cost involved is submitted by the respective department (through HOD) to DTO for approval. No technical formulation is involved in this case.
The technical cum Comerica proposal (or the commercial one in case of tender) is vetted by the Technical Services Division. If found in order, this is put up for Director's approval, else this is referred back to respective division for clarification/ comments and necessary modifications.
Stage-3
Communication to Client and Registration of Work-order
 Once updated proposal is approved by the Director, the HOD is informed of the same by the TSD. The client in turn too is informed of cost and terms and conditions of the work execution as per approved norm of the Institute.

Normally communication to client is done by the TSD but in some cases, respective HOD or Project Leader too communicates the same directly to the client with Director's approval.
Once the clients accepts the proposal and communicates the same with advance payment as per terms of techno-commercial offer, the work-order is registered by the TSD and the work commences as per schedule drawn out by the respective Project Leader in mutual consultation with the client.

In exceptional cases, for Government clients, the work order is registered even without payment provided an MOU is signed to that effect on terms of work schedule and payment.
 
PART-B : S&T and In-house Projects
S & T Projects
and
In-house research Projects
Formulation
 For S&T projects, respective divisions draw out the project proposal themselves and submit the same to Director for perusal and necessary approval. Similar procedure is followed for In-house research projects.
Evaluation/ Review/ Submission
 Once the proposal is approved by the Director, it is submitted to the proper forum after review by the Peer Review Committee. Comments/ suggestions of the PRC are incorporated in the Project Proposal, that is finally forwarded to the respective nodal agency of the government.
Acceptance & Registration
 Whenever called, the project proposal is defended by the Director or the assigned project leader at the appropriate forum. Finally if the approval of project proposal is received, the project is registered and work commences as per schedule of work in the proposal.

In-house research project is registered after approval of the updated proposal by the Director and work is taken up immediately.
 
PART - C : Establishment/ Administrative/ Financial Decisions
Establishment
Creation of Posts
 The sanctioned strength of the Institute at KGF is 80 excluding Director. This can be enhanced or curtailed by the Governing Body. The number of posts in different groups and grades are defined but they can be changed by the Governing Body.
Recruitment and Promotion rules
As per present recruitment policy of the Institute appointments to all posts are made on contract for a period of five years, whereafter the services of the employee may be regularised or contract may be renewed as per recommendations of the Contract Review Committee (CRC) based on the performance evaluation of the individual employee.
Service Rules
The Institute has its own service rules, copy of which is available in the Institute's library. All employees are entitled for CL(8days), El(30 days) and SL(15 days) in a year plus perks like CPF, Gratuity, Medical reimbursement and other benefits as defined in the service rules.
Administration
Service matters
As regards service matters, all administrative decisions are made within the approved service rules of the Institute, which also incorporates the CDA rules. Administrative decisions are normally endorsed or proposed by the Head of Administration and are effective after approval of the Director.
 
Other matters
Other than the service matters, separate rules are not explicitly framed in all the areas for the Institute. Hence the Institute follows the norms defined in the FRSR, wherever the well-defined rule is not prescribed or approved by the GB. The extent of power vested in Director for taking administrative decisions are defined in the powers to Director.
Finance
Purchase related
The Institute has well-defined purchase rules which is implemented by the designated committees. The decision of the Director is final on all procurement up to Rs.20.00 lacs beyond which the matter is referred to the Governing Body for approval. Opinion of Head of Finance is followed/honoured in all transactions.
Employee related
All financial transactions pertaining to employees are governed as per the approved service rules wherever defined like TA/DA, medical and gratuity. In other areas, standard rules applicable to central government employees are followed.
Institute related
The Institute is partially funded by Government and for remaining expenses, it has to generate its own revenue. The Governing Body approves the budget for Institute. The Director has well-defined powers for re-appropriation of plan funds and to meet urgent revenue as well as capital expenses out of Institute's earnings.
Project related
 Since, all sponsored projects comprise mainly a contractual agreement between the Client (Sponsorer) and the Institute, its timely and proper implementation/ completion is essential. Director of the Institute is wide-ranging power on all project related matters, be it ad-hoc recruitment, purchase or tour or any other contingent expenditure. All such requirements are put up by the respective implementing department or Project Leader and is approved by Director after due vetting by the Finance, Administration or Technical Services, as the case may be.
     

The decision making processes defined above are broad-based but not comprehensive. For subject specific process, details can be obtained on written request from the Head of Office or the PIO.
(c) 2005, NIRM, KGF