Railway Accounts Department Examinations: Gate Attendance System

Saturday, October 7, 2023

Mandatory
In a time bound manner on priority
In all Workshops, Sheds, Depots, PUs and Open Line establishments
Using Smart Cards and Biometrics
Security walling in a time bound manner on priority.
Manual Attendance Registers shall be completely withdrawn
Adequate redundancy should be built into the system to take care of breakdown of a particular equipment, server, power supply etc

Features of Modern G.A.System

Through the Main Gate - Entry & Exit of every person. (no matter how high in the hierarchy) through the Main Gate. Verified and recorded except at the time of mass entry/exit at the beginning/end of each session of work.
Till the session ends, staff cannot exit except when the work session ends.
Impersonation is not possible - The employee can alone mark his attendance for him.
Wicket Gate:

Controlled Wicket Gate (one man access) permanently open during all hours of entry/exit with special authority.
During Peak hours only, Main Gates with adequate manned will open during the entry/exit peak hours.
Rest of the time, Main Gates are closed and sealed.
Allowed with Smart Card only
Supported by requisite authority
Linked with the GA system through online

GA marking Devices - 15 Minutes - Adequate numbers to be provided. So that employees can use them 15 minutes before and after the beginning/end of the sessions of the Work.
CC TVs - provided along with GA marking Devices, entry/exit points. The data should be stored at least for a month.
Backup - Proper data security & backup arrangement for GA system.
Integration - GA System data integrated with the Enterprise application for making Wages Payment.
Duplicate recording - Not possible
Multipurpose Smart Card - In addition to entry/exit, it can be useful for privilege passes, medical identity, PF/NPS, Leave and other data.
Exception Statements generated. These are:

Time Office:

Headed by the Senior Subordinate i.e., HTK - Head Time Keeper
Under the administrative control of WAO - Workshop Accounts Officer
WAO - Responsible for correct payment as well as correct accountal (classification of expenditure) of wages
Responsible for maintaining the initial records of attendance.
The same records are eventually the records of payment.
However due to implementation of Biometric systems, the existence of Time Office in Workshops is not required.

Workshop Gates - Opening and Closing:

GPS based Clocks
Clocks with the Smart card/Biometric & Time recording system
HTK - Head Time Keeper is responsible for opening and closing of the Main Gates as per CWM instructions.

Opening & Closing the Main Gates

Late Attendance

Period	Late	Loss of Wages	Remarks
First	5 Minutes to 30 Minutes	Half an Hour	In case of Shifts with two sessions of Working Day
First	Beyond 30 Minutes	Half a Day	In case of Shifts with two sessions of Working Day
First	5 Minutes to 30 Minutes	Half an Hour	In case of Shifts with Single Session of Working Day
First	Beyond 30 Minutes	Full Day	In case of Shifts with Single Session of Working Day
Second	After 5 Minutes	Half a day	In case of Shifts with two sessions of Working Day

Work during Meal Hour and on Sundays:

Attendance of Supervisory Staff & Shop Clerks

5 minutes before Final Siren or starting of Duty hours.
If he is Supervisory in charge of GA Marking, he should attend 15 minutes before the session commencement hours and leave 15 minutes before the closing hours.
Like that, the Supervisory in charge of GA marking Out for the same session, he may come at the beginning of the session, but leave the shop late by 15 minutes.
Shop Clerks should work to Workshop Hours.

BIN - Biometric Identity Number:

BIN stands for Biometric Identity Number
Staff, Supervisors & Officers - allotted BIN, as reflected in Smart card and all other financial statements.
Facilitates exception reports and management related data like absence without intimation, various types of leave etc.

Absence of Staff - DAR Action to be initiated as follows:

Period of Absence	Action should be initiated by _________
Less than 3 days	Shop In charge (SSE/SE)
3 days to 6 days	Assistant / Jr. Scale Officer
More than 6 days	Sr. Scale Officer

Note: The Shop in charge (SSE/SE) will be responsible to see that each case of unauthorized absence receives the attention at the appropriate level.

Leaving the Workshop - During Working Hours:

Any staff wishing to leave the Shop during the Working hours, should obtain a slip from the Supervisor and present it to the Time Clerk for issue of a Gate Pass.
Gate Pass:

Form M.319
Reasons should be recorded.
Prepared in duplicate
Duplicate copy is retained as Block Copy
Finally, the Gate Pass has to be returned to SSE Office that issued the said Gate Pass

If a Biometric system exists - the staff must punch out in the Biometric system and again punch in on the return (if the same is permitted) during the same shift.

Duty Certificate:

Official duty purposes
Form M.320
On presentation of Duty Certificate, the Time Clerk will prepare a Gate Pass
Duty Certificates - filed (in order of return from duty) with the Time Booth of the shop concerned.

Gate Pass for Private purposes:

Either in First period or in Second period
Subject to the condition that re-entry into works will not be allowed during that period
Period of Absence - Half day - If two periods in a day
Period of Absence - Full day - If one period in a day
Also be given to staff attending Railway Hospital as Outdoor patients. If detained in Hospital more than 30 minutes - treated as Leave for full day or half day as the case may be. Such payments should be restricted to 6 times in a year.

Night Shift:

The following day for him shall be deemed to be the period of 24 hours beginning when such shift ends,
and the hours he/she has worked after midnight shall be counted in the previous day.

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