Introduction

The days have gone when only a few office staff used to monopolize in the access of information and, in fact, executives were to depend on them for getting relevant information and thereby it was question mark on transparency in such dealings. Information and knowledge revolution in the coming decade are going to change the life of every individual and working of every business enterprise, small or big. Internet is driving this revolution at an exhilarating pace. Internet has the power to deliver information in any form be it words, figures, pictures, voice, etc. anywhere anytime instantaneously at a cost which is ultimately getting reduced.

The Internet has brought about a lot of changes in business, economics, information and entertainment. Also transfer of information has no geographical and time barrier. Virtually all the manufacturers, suppliers, distributors, customers all across the world are now connected to each other through World Wide Web (WWW). Activities and transactions related to buying, selling, etc. can now be brought under the realm of internet. The pressure on each business enterprise now is to plan transformation to e-com paradigm, to what extent, in how many stages and at what speed. In the Internet based system, not only transparency can be ensured but everything is also on record.

As Central Government Departments and Public Sector Enterprises are basically spending public money in the area of purchase, contracting, etc. it is, therefore, the right of the public to have access to the information desired by them. Therefore transparency is desirable at a place of public use.

In this e-information era, public has now realized their right to access for information and like to have correct and complete information as per their need. Public is also aware of the latest information through publications, newspaper, news channels, Internet and now can easily approach rightfully for access of any such information.

The main areas where computerization has taken place and transparency is being ensured are discussed as under:

1.0 Mass contact area:

In the area of train reservation, where computerization was done in a bigger way, getting berths availability became so easy that public started planning their journey in advance. Such transparent style of functioning of Reservation Offices has brought the name and fame to the Railway. Computerization not only results in efficient error free functioning of organizational set up but also neatness and repetitive nature of information can be taken easily in a transparent manner. Computerization of Current Booking Offices has also resulted in the transparency in public dealing. On Railways efforts are already started to computerize the other offices, which ultimately will result in the increase of efficiency multifold and transparency in dealing with public can be ensured. Installation of Coupon Validating Machine (CVM), Platform Ticket Machines and Ticket Vending Machines on major suburban stations in Mumbai are becoming popular in public use due to their efficient functioning and thereby adding to transparency in the system.

2.0 Purchasing:

Expenditure on purchase of materials on Indian Railways needed for operation, maintenance and product, etc. is of the magnitude as Rs.11,000 crores. Accordingly it is important to ensure transparency in all facets of procurement activities while dealing with the public. The zonal Railways and production units now have their website on materials management for easy access by their users including suppliers, purchasers and the indenters. Pilot project on computerization of Materials Management functions on Central Railway is already implemented covering all the modules.

2.1 Materials Management Information System (MMIS) – With the Introduction of MMIS, procurement functions have been fully computerized and it has resulted into value addition with regards to the transparency and efficiency at various level of its dealing. The MMIS is consisted of five function modules viz. Purchase module, Depot module, Finance, Uniform module and Sales & Auction module. With all these modules in place, the Materials Management activities are now being done effectively and in transparent manner. Monitoring of purchase cases where the procurement action getting delayed are very effectively done by way of review at various levels.

2.2 Negotiation only with L1 – In some of the central govt. depts. it was a system if there are several manufacturers participating in open tender, counter offer would be given and the quantity would be rationalized over several vendors in proportion to the competitiveness of their bid. This rationalizing method adopted by govt. dept. was defective, as L1 would not get everything, which is due to him. CVC issued the order to negotiation only with L1 in Nov. 1998.Effective implementation of the policy to negotiate only with L1 ensured no hanky panky and brought transparency in procurement process.

2.3 Advertised tender notice on website – CVC in their circular No.98/ORD/1 dt. 18.12.03 for the use of website has advised that the Central Government departments/organizations would ensure effective implementation of instructions on use of website for putting all the advertisement tender notices on website. On various issues pointed out by various Govt./PSU Organisations, CVC has communicated clarifications for effective implementation of the instructions are as under: –

(i) On size of tender documents it was advised for putting tender document on website in addition to whatever methods are being presently used.

(ii) On issues connected with data security, legality and authenticity of bid documents it was advised to use provisions of digital signatures through certifying authority. There are sufficient legal provisions under IT act to ensure use of website for e-business.

(iii) Some organizations have sought clarification whether website is also to be used for proprietary items or items which are sourced from OEMs it was clarified that these instructions are applicable for open tender system only and not for such cases of PAC, etc.

(iv) Do the instructions regarding ‘short term tenders’ given in the CVC Order No.98/ORD/1 dated 11.2.2004 apply to Limited Tenders also? This was confirmed in affirmative as it does not involve any additional time or cost.

(v) Implication of CVC’s instructions on Procurement/execution of work through a system of approved/registered vendors. It was advised that wide publicity through website be given for registration, pre-qualification, criteria, etc. Any denial to suppliers would lead to presumption of malafide intentions on the part of tendering authority as covered vide CVC’s letter No.98/ORD/1 dt. 2.7.04.

2.4 Pre-qualification, performance, evaluation criterion – CVC in their office order No.44/9/03 dt. 4.9.03 have advised that it should be ensured that pre-qualification criteria, performance criteria and evaluation criteria are incorporated in the bid documents in clear and unambiguous terms as these criterion are very important to evaluate bids in a transparent manner. Whenever required, the departments/organizations should follow two-bid system, i.e. technical bid and price bid. The price bids should be opened only of those vendors who were technically qualified by the department/organization. It was also advised that the department/organization may issue necessary guidelines in this regard for future tenders.

2.5 Payment to suppliers through ECS – As Railways is placing purchase orders/works contract for supply of materials/execution of work therefore the payment to the suppliers/contractors after they submit their bills is required to be done in a efficient and transparent manner. In terms of CVC’s directives, initiatives have already been taken for making payments through ECS to all such firms who will like to avail this facility.

2.6 Single window system – The system has been introduced on Central Railway to facilitate quick registration of non-stock demand as well as further status of procurement action of such demand to the indenter. It also takes care of the redressal of complaints from firms regarding extension of delivery period and other post-contract activities so that the firm’s representative can have desired information from single window.

3.0 Scrap disposal:

In the area of scrap disposal lot of initiatives have been taken for computerizing the scrap disposal function as scrap sales and auction module is integral part of Materials Management Information System. As about 90% of the revenue earning on account of scrap disposal is through disposal of P.Way scrap materials, efforts are therefore on to computerize accountal of P.Way materials so that efficiency and transparency in disposal of such P.Way scrap can be ensured as per directives of Railway Board. Electronic weigh bridges have been installed in the depots/scrap yards for correct weighment so as to avoid complaints on this account from the purchasers.

4.0 Acceptance of gifts by Government Servants :

In the CVC’s directives received it has been communicated that the Conduct Rules provide that no government servant shall accept or permit any member of the family or any other person acting on his behalf to accept any gift except on occasions like weddings, anniversaries or religious functions. The gifts are to be provided only to promote commercial/business interests and need not therefore be sent to government officials who are only doing their duty. Strict compliance of these directives will definitely bring transparency in the system.

5.0 Transparency within the departments:

Transparency within the department means making information available as per the desire of employee whatever he needs. In post-computer days, getting to know PF balances by the staff, particularly group ‘D’ staff was difficult and they cannot properly plan for PF withdrawals whenever needed and they were to depend on information from HQ office only. After computerization of this activity staff can have access to such information from their respective divisional Accounts office. Adding to further transparency in dealing with PF matters, Accounts dept. has issued PF passbooks to all the employees and it is getting updated regularly. Similarly implementation of 5th Pay Commission, payment of arrears and pay fixation, etc. could be possible in an efficient manner due to computerization of such activities. Computerization of salary function has resulted into the salary getting transferred through ECS on the last working day of the month to all such employees who are availing this facility.

5.1 Vacancy status- Many Public Sector Organisations are advertising the vacancy position against which Govt. officials can apply for their selection on deputation. These vacancy positions are available on website through which the performa of application is in downloadable form. Due to this aspiring officials have assess to such information and can submit their applications well in time as against in older system such circulars were reaching to offices after expiry of due date. This has really brought transparency in the system

CVC is the body that formulates the policies for the purchase and Materials Management of PSUs. It is also responsible for the control of graft and corruption in the public buying function.

Conclusion: 

Transparency in handling any commercial function of the Govt. dept. is basically providing fairer systems and efficient and practical structures. The guiding principles of ethics should be behaving with integrity all the times, it would mean honesty with fair dealing, striving for objectivity with regard to all considerations relevant for the task and showing proper regards for technical and professional standards.

From time to time CVC issues guidelines to Central Govt. depts. to adopt them which not only help them in maintaining internal standards but projecting right image.

The common unethical practice can be showing undue favour, personal preferences, arbitrary selection of suppliers, etc. Basic principle of all government departments therefore should be that it must be publicly seen beyond reproach. To this end officers and managers need to do their duties in a manner, which ensures that they maintain a reputation for fair unbiased dealing with all suppliers. Vigilance Directorate of Railway Board, zonal Vigilance dept. of zonal Railways are issuing Vigilance Bulletin periodically bringing out DOs & DON’Ts, case studies of various departments and other related information for guidance of Railwaymen specially supervisors to eradicate corruption and bring out transparency in the public dealing.