Jan

Personnel

Based on the irregularities noticed in a Vigilance check in granting of SCL sports account, The following system improvement was suggested; For sanctioning SCL to the staff for participating in open tournaments organized by the State Sports Bodies and outside bodies where the employees (players) represent SWR team, the Coach/ Captain/ In-charge of the team has to submit a request letter addressed to the Hon. Genl Secy./SWRSA along with an invitation from the organizer (specifically requesting for participation as SWR team). Further, once the tournament is over, the Coach/ Captain/ In-charge of the team has to submit a report mentioning the fixtures of the tournament, details of players who were part of the team, scorecards/results of the matches played etc without fail. Failing to submit the report shall result in the cancellation of SCL and other privileges.

Feb

Engg

During a preventive check on the outsourcing contract for Track Machine Maintenance and cook services in SWR, the following issues were noted: The Machine outsourcing staffs are shifting from machine to machine on oral instructions without proper documentation and their attendance registers are not being closed daily, Muster is issued without authorization, making it prone to tampering, the recording of MB is handled by the Divisional Track Machine In-charge, while Machine In-charges lack awareness of key contract Provisions. System Improvements advised: The Muster must be signed by AXEN/XEN/TM to prevent tampering, with daily attendance verification, Staff shifts should be documented in the attendance register, with written instructions and weekly reports, the Machine In-charges must certify if machines operate over 12 hours for recovery purposes, Certification of accommodation provision for outsourced staff must be  included in the muster and the Machine In-charges should verify and certify the provision of uniforms, safety shoes, and helmets to the outsourcing staffs to enforce penalties if non-compliant.

April

Engg

During the checks by the Vigilance unit, it was observed that tenderers have uploaded ANNEXURE VIB, indicates the contractual turnover of the previous three / four financial years, along with the average contractual turnover for the specified period, which is being considered by the TC members during the evaluation of the offer. The GCC clearly stipulates that the contractual turnover for the fourth previous financial year should only be considered when the balance sheet for the preceding year has not yet been prepared or audited. System improvement suggested, in in this scenario, there is a possibility that a bidder with lower contractual earning in the previous financial year, who may be at risk of failing to meet the average contractual turnover requirement, might deliberately manipulate the contractual earning from the audited balance sheet of the previous year. Instead, the bidder may choose to submit only the contractual earnings from the fourth, third, and second previous financial years, which could potentially enable them to qualify for the subject tender. In light of the possibility of manipulation outlined above, it is recommended that a suitable course of action be formulated by the tender-inviting authority and the tender committee to prevent such occurrences from making an invalid firm into eligible bidder.

May

Stores

During preventive check it was noticed that, there was frequent instances of failure/warranty rejection of important electrical appliances such as electric water heaters, heating elements, BLDC fans put in service over Hubli division. system improvements are suggested. 1. Consignee must handle the warranty rejections as per RB letter No. 2022/RS(G)/779/7 (3390005) dated 17.10.2022 for the rejections more than 5% as epidemic failures. 2. Must ensure to purchase the items with ISI mark for which the scheme is available. 3. An online performance monitoring and feedback system from end users should be in place for ensuring the quality and performance of the appliances put in services.

June

Mechanical

In a Vigilance check it was noticed that, Chief Loco Inspectors (CLIs) have claimed both Foot Plate and Non-Foot Plate duties on the same day which violation of RBE No.108/2019. The issue of multiple kilometer allowance claims on the same day arises due to the manual entry of kilometers by CLIs. Sometimes, incorrect kilometer data may be entered, either inadvertently or otherwise, leading to a potential financial impact on the Railways when viewed for a long period. System Improvement suggested to advice GM/CMS/CRIS to enhance the software by incorporating a validation mechanism that restricts multiple kilometer entries for the same day. Specifically, the system should be designed to prevent the entry of new kilometer allowances unless the previously entered kilometer data is deleted or modified as per rules specified in RBE-108/2019. This enhancement would ensure more accuracy and prevents from potential loss to Railways

July

Medical

During a preventive check at HU/BGM/UBL on 20.02.2025, it was found that Station  Manager/VSG (AYE-TWO category), attended PME nearly a year late on 12.06.2024  against the due date of 18.07.2023, violating Para 514 and 515 of IRMM 2000 and  potentially compromising train safety. Sr. DOM/ UBL is advised to examine the lapse  and  take necessary action against the responsible in-charge/staff. To prevent such  delays, Sr. DOMs should ensure strict adherence to PME schedules for all safety  category staff and hold supervisors accountable for non-compliance. As a system  improvement, PME and RC status may be reviewed monthly through  MCDOs and  linked to HRMS or any suitable digital platform in consultation with CRIS  for centralized monitoring and reporting across the division

Sep

Stores

The Vigilance Check on subject case reveals the following observations: The contractor holding the linen washing contract in SWR, is also a frequent purchaser of condemned linen through e-auction. Inspection of their laundry revealed overaged and heavily soiled linen, including items from other Railways, mixed with washed stock. No inventory registers or records were maintained. Large volumes of condemned linen were also found, without supporting documentation. 1. Sale of uncut condemned linen fetches higher auction value, creating a financial incentive for possible reuse. 2.The potential re-circulation of condemned linen poses a serious reputational risk to Indian Railways and adversely affects passenger satisfaction. In this regard, the following system improvements are suggested: Strengthening Condemnation Process: PCME/SWR is advised to  mandate  the cutting/defacing of corners (approx. 4”x4”) along with stenciling  “CONDEMNED” and date on each item. This process should be  reflected in  Survey Committee reports for linen condemnation. Contractual Safeguards: i. OBHS/linen contractors who participate in auctions of condemned linen must notify controlling Sr. DMEs within three days of the delivery order or prior to taking delivery of the first lot. Sr DMEs  may issue written intimation to such contractors. ii. Auction purchasers holding linen/OBHS contracts must provide the following details to the auction conducting authority and custodian of the lot authority before taking the delivery of the first lot.: Details of all ongoing railway contracts. Place of delivery and waybill copies. A self-declaration undertaking that condemned linen will not be reused/recirculated, failing which punitive action shall follow. Suitable penalty clauses for any mixing of old with new should also be incorporated. Enhanced Monitoring: Regular inspections and audits of linen  management to be enforced as per RB’s letter No. 2009/M(C)/165/6 dated  04.01.2010 (or  subsequent instructions). ii. Divisions must maintain proper  registers.  PCME  may consider introducing an online inspection/audit  monitoring  system (e.g., spreadsheet-based) for better monitoring of  linen activities.

Dec

Stores

During a Preventive check, it is noticed that static electric water heaters are subject to two important mandatory quality and energy efficiency requirements Compulsory ISI marking and BEE Star Rating as mandated by the Bureau of Energy Efficiency. In the subject cases, it is observed that neither the consignee nor the purchase officials appear to be adequately aware or conscious of the important of ISI certification and BEE star rating while framing or processing the procurement. The absence of mandatory safety-related quality requirements in the bid conditions raises concerns regarding assurance of product quality and user safety. In view of above the following system improvement is suggested to purchase/consignee department for purchase of similar kind of electrical appliances: 1.Preparing items specification in compliance to the BIS Specification, CRS/ISI requirements duly excluding brands/makes & International standards (if IS is available). 2.During tendering, to ensure bidders for submission of CRS Certificates/ISI licenses/OEM Authorization & complete details of OEM, etc. 3.Field verification to ensure for checking permanent ISI Mark with valid CM/L number, verify license online via BIS Care App or Official BIS website https://www.manakonline.in, collect supporting documents.