CLIENT'S CHARTER

In the parliamentary form of Government, the day-to-day working of the parliamentary system makes large claims on the time and resources of various Ministries/Departments. The parliamentary business covers numerous intricate matters - financial, legislative and non- legislative. The Ministry of Parliamentary Affairs provides the critical interface between the Government and the Parliament. The Ministry, though small in size, handles a large gamut of activities ranging from managing Legislative business, assurances, and Consultative Committees to welfare of Members of Parliament and organising Youth Parliament Competitions.

The Ministry was created in 1949 as a Department. It is now a full-fledged Ministry. The offices of the Ministry are located in Parliament House, New Delhi. A branch of the Ministry dealing with Implementation of assurances given in Lok Sabha and Rajya Sabha is also located in Barracks Number 140 to 144, Jam Nagar House, New Delhi.

The Ministry of Parliamentary Affairs strives to provide comprehensive and quality services to a Body of Citizens comprising, the Parliament and its Members as well as Ministries/Departments and other Organisations of Government of India and State Governments.

To act as an efficient facilitator to constantly improve Government 's interaction with Parliament by: -

o helping Ministries/Departments to effectively carry out their parliamentary work

o responding actively and effectively on behalf of the Government in respect of directions, resolutions etc. of a general nature made to the Government by the Houses of Parliament

o constituting and arranging meetings of Consultative Committees of Members of Parliament for Ministries

o taking initiatives through organizing of conferences, programmes, etc. for increasing awareness about the parliamentary system with a view to strengthening the roots of democracy

o administering policies relating to Salaries, facilities and welfare related matters of Members of Parliament.

Functional support to the Ministries/Departments and other Government Organisations and, wherever necessary, to State Governments/UT Administrations such as:

v Secretarial assistance to the Cabinet Committee on Parliamentary Affairs on summoning and prorogation of the Houses of Parliament and Government 's stand on Private Member's Bills and Resolutions

v Planning, mapping and monitoring of legislative business of the Ministries/Departments

v Coordination of work in association with Ministries/Departments relating to fulfillment of parliamentary assurances including laying of implementation reports on fulfilled assurances on the Table of the respective House of Parliament

v Arranging meetings on behalf of the Ministries/Departments on various matters of importance with leaders of political parties/groups in Parliament

v Providing advice to Ministries/Departments on parliamentary practices and procedures in keeping with the changing milieu and conventions and for training their officers handling of parliamentary work.

v Forwarding the list of matters of urgent public importance raised under Rule 377 in Lok Sabha and Special Mentions in Rajya Sabha, weekly, and follow up action regarding expeditious replies to the pending matters.

v Updating of Manual for handling Parliamentary Work in Ministries and queries relating thereto.

v Conducting Orientation Courses in Parliamentary Practices and Procedures for the Officers of (i) central government ministries/departments and (ii) State governments/Union territories.

By performing the work of a coordinating agency on behalf of the Government for facilitating:

v intimation of decision of the Government on the summoning and prorogation the House

v provision of essential inputs in respect of Government Business for meetings of Business Advisory Committees of the Houses of Parliament

v furnishing of day-do-day lists of Government business to be taken up by the Houses of Parliament

v following of proper procedures by the Ministries/Departments in respect of their Parliamentary work such as legislative proposals, laying of papers, reports etc.

v prompt action on behalf of the Government as a whole and of its constituent Ministries/Departments in particular on directions, both of a specific or a general nature, given from time to time by the Presiding Officers of the Houses of Parliament

v representation, wherever necessary, on behalf of the Government as a whole, at meetings of the Committees of the Houses of Parliament and for coordinating action especially in respect of those directions or recommendations of a general nature given by the Committees

v any other liaison work, as may be required from time to time between the Houses or their Secretariats, with the Government.

v framing and amending, as may be required from time to time, legislation in respect of salaries, allowances and amenities of Members of Parliament, the leaders of opposition and leaders and whips of various parties/groups in Parliament

v intimating them on the fulfillment of assurances made by Ministers in the house during matters raised by the Members either through Questions or during the course of debates in the House

v rendering assistance to individual Members of Parliament on matters relating to their welfare, including such matters as nomination on Commissions, Committees, Boards etc. set up by the Government, monitoring progress of treatment during hospitalisation, and assistance to the family in the unfortunate eventuality of death of the Member

v sponsoring Government delegations of Members of Parliament to other countries to help them to utilise their expertise and services for shaping foreign policy and maintaining friendly relations with other countries.

§ providing training to their officers on parliamentary procedures and practices

§ Organising Youth Parliament Competitions on Parliamentary systems and procedures.

In connection with the 'Youth Parliament Scheme' being organised by the Ministry to organisations such as the Kendriya Vidyalaya Sangathan, Navodaya Vidyalaya Samiti, Universities and States/UTs for organizing 'Youth Parliament Competitions' in their schools by:

v conducting Orientation Courses for providing information and material to teachers and other resource persons/coordinators on the conduct of the Competitions in their educational institutions

v providing financial assistance to certain organisations for the conduct of the Competitions.

The work in the Ministry of Parliamentary Affairs is organized in the following divisions:

The Ministry has also set up a Grievances Redressal Cell to look into the grievances of the Body of Citizens we serve relating to the functioning of the Ministry of Parliamentary Affairs, Joint Secretary in the Ministry, whose particulars are given below, has been designated as Director of the Grievance Redressal Cell:-

Contact our Divisional Heads, as per details given below, to obtain the services listed in the Annex.

Adhere to the prescribed procedures and time schedules before forwarding their proposals.

COMMITMENTS

It is our endeavour to provide timely and proper service in respect of the activities undertaken by us. In respect of various activities, the commitments from our side and our expectations from the Body of Citizens are as under:

BODY OF CITIZENS (1)	SERVICES (2)	EXPECTATIONS (3)
I. Central Govt. Ministries/Department and organisations	1. Summoning and prorogation of the Houses of Parliament
	2. Planning, mapping and monitoring of Legislative business
	Legislative proposals will be prioritised and listed as per requirements of importance, urgency and expediency indicated by the Ministries/Departments
	3. Arranging and providing help in respect of Consultative Committee meetings
	4. Coordination of work relating to parliamentary assurances
	(a) Assurances will be extracted and sent to the Ministries/ Departments within 10 working days from the date on which the assurance was made.	(a) The Ministries may acknowledge receipt of the communication forwarding the assurance and promptly send acknowledgment of receipt along with details of officers etc. who would be in charge of implementation. They are also expected to initiate preliminary action to fulfill the assurances, without waiting for the formal communication, wherever the fact that an assurance has been made is explicit/obvious.
	(b) Implementation Reports received not later than ten days prior to the proposed date of laying will be laid on the Table of the House	All procedural requirements may be met before reports are sent. In case it is proposed to lay a part fulfillment report the same may be indicated clearly.
	5(a) Meetings by Ministers with Leaders of Parties/groups in Parliament to discuss issues of important policy or other such matters are arranged.
	(b) Work relating to sending government sponsored delegations of MPs abroad and also receiving similar Foreign delegations in India.
	6.Administration and interpretation of the Salary, Allowances and Pension of Members of Parliament Act, 1954 and the rules made thereunder.
	Orientation Course for Youth Parliament Competition 7.(a) Orientation Course for teachers in-charge of the activity of Youth Parliament Competition for the schools of Directorate of Education of NCT of Delhi & NDMC	Directorate of Education & NDMC are required to furnish the name of teachers of selected schools for the Orientation Course well in advance of the scheduled date each year.
	(b) For teachers of Kendriya Vidyalayas.	Intimation, nominating teachers of the participating schools for Orientation Course should be sent to the Ministry well in advance of scheduled date every year.
	(c) For teachers of Jawahar Navodaya Vidyalayas.	-do-
	(d) For Lecturers/Deans etc. of the Universities	Intimation, nominating the Lecturers/ Deans (Coordinators) of the participating Universities for Orientation Course should be sent to the Ministry well in advance of scheduled date every year.
	8. All India Whip's Conference	States/UTs are required to send the status of implementation report in respect of recommendation of All India Whip's Conference.
	9. Forwarding the list, within two days on receipt of the extracts from Lok/Rajya Sabha Secretariats, weekly, of matters of urgent public importance raised under Rule 377 in Lok Sabha and Special Mentions in Rajya Sabha and follow up action regarding pending matters.	Copies of extracts sent by the Secretariats to ministries/deptts. of the next day, to be received by us by next Monday. The ministries should send the replies to the Hon'ble members on the matters raised within one pending month from the date of raising the matter and endorse a copy of the reply to the Ministry of Parliamentary Affairs & Lok/Rajya Sabha Secretariats, as the case may be.
	9 (a). Transfer of matters	Ministries, who receive the extracts in the first instance, should settle the matters regarding transfer of these matters, wherever, necessary, expeditiously and intimate the Ministry of Parliamentary Affairs and the Lok/Rajya Sabha Secretariats.
	10. Forwarding the extracts of matters raised during Zero-Hour in Lok/ Rajya Sabha for such action as deemed necessary. Extracts of matters on which there is assurance by a Minister/direction by the Chair are forwarded to the concerned Minister by MPA on the same day while matters on which there is no assurance/direction are forwarded the next day. (Constraints- Availability of extracts from LS/RS Secretariat the same day/supply of debate next day)	A copy of the reply, if any, sent to the Members, may be endorsed to this Ministry.
	11. Updating of Manual for handling Parliamentary Work in Ministries and queries relating thereto.	Officers of Ministries/Deptts familiarize themselves with the provisions of the Manual for reference/use wherever necessary.
	12. Conducting Orientation courses in: (i) Parliamentary Practices and Procedures for officers of various Central Govt. Ministries/Deptts. and	Ministries/Departments/States/ UTs are expected to send their nominations for the Orientation Courses in time.
	(ii) Functioning of MPA and Parliamentary Practices and Procedures for Officers of State/Union territories Governments.

1. Dates of summoning and prorogation of the two Houses of Parliament and dissolution of the Lok Sabha.

2. Planning and co-ordination of legislative and other official business in both the Houses.

3. Seeking time allocation from BACs to the Government Business in two Houses and allocation of Govt. time in Parliament for discussion of motions given notice of by Members.

7. Co-ordination regarding obtaining from Ministries/Departments the material for inclusion in the President's Address.

9. Simultaneous laying of papers and documents in both the Houses of Parliament.

10. General directions for the guidance of Ministries in the preparation of their Annual Reports.

11. Preparation of a Directory showing telephone numbers and addresses of Officers dealing with Parliamentary work in various Ministries/Departments.

12. Maintenance of statistics relating to Parliament Questions addressed to the Ministry.

13. Recommendations of General Nature of the Committees on Papers Laid on the Table of Lok Sabha and Rajya Sabha.

16. Calling Attention Notices - Forwarding notices in respect of Rajya Sabha only to Ministries.

18. Keeping a watch on the day to day progress of business transacted by the two Houses of Parliament by deputing Gallery Assistants in Official Galleries of the Houses.

19. Maintenance of a complete and up-to-date statistical record abut the discussions and debates on legislative, financial and other miscellaneous matters in each session of both the Houses of Parliament to be utilized at the time of the preparation of the Annual Report of the Ministry.

21. Preparation of roster for attendance of Ministers in Lok Sabha and Rajya Sabha.

24. Statement on Government Business by Ministers of Parliamentary Affairs in Lok Sabha and Rajya Sabha.

25. Appointment of Speaker pro-tem and other persons before whom Members can subscribe oath or affirmation.

1. Determination of Policy and follow-up action in regard to matters raised under Rule 377 in Lok Sabha and by way of Special Mentions in Rajya Sabha.

2. Review/revision/updating of the Manual for Handling Parliamentary Work in Ministries and advice/correspondence relating to the manual and instruction therein etc.

3. Organising of Orientation Courses in Parliamentary Practices and Procedures for officers of various Ministries/Departments.

4. Organising of Orientation Courses in Parliamentary Procedures and Practices for Officers of State Governments.

6. Action on the recommendations of general nature in Reports of Committees on Petitions of Lok/Rajya Sabha.

7. Sending extracts to Ministries/Departments concerned in regard to matters raised during Zero Hour in Lok/Rajya Sabha.

8. Culling out of Press Clippings on important topics from the daily News Papers.

1. Appointment of Members of Parliament on Committees and bodies set up by Government.

2. Functioning of Consultative Committees of Members of Parliament for various Ministries.

3. Constitution and functioning of Informal Consultative Committees for various Railway Zones.

4. Payment of TA/DA to Members of Parliament in connection with the meetings of Consultative Committees.

5. Organising meetings of Consultative Committees and Zonal Railway Informal Consultative Committees. Each Consultative Committee is required to hold 6 meetings in year. Informal Consultative Committees meet once in a year.

6. Booking of suitable Committee Room in Parliament House/Parliament House Annexe for arranging the meetings of the above Committees.

7. Issuing of agenda notes in English and Hindi, minutes of the meetings, action taken reports on the minutes and notices regarding meetings to the Members.

8. Arranging for various facilities in the Committees Rooms such as Chairs, Air-conditioning, Sound System etc.

9. Maintenance of various nomination Registers, various profession wise lists and bio-data of Members of Parliament.

10. Maintenance of name plates of Members which are placed in front of Members during the Committee meetings.

1. Reading of proceedings of the House, and culling out of assurances/undertakings/promises given by the Ministers on the floor of the House.

2. Forwarding relevant extracts of the assurances to the Ministries/Departments concerned for implementation within the prescribed time-limit of three months and to the Secretariat of the House, for information.

3. Processing the Implementation Reports received from the Ministries/Department in fulfillment of assurances and making necessary arrangement for laying of sets of Implementation Reports on the Table of the House.

6. Advising Ministries/Deptts on various procedural matters connected with implementation of assurances.

7. Maintenance of copies of sets of Implementation Reports laid on the Table of the House.

8. Processing the Reports of the Committee on Government Assurances and communicating the decisions/observations of the Committee to Ministries/Departments for compliance.

2. Advice to Ministries/State Govts. on Constitutional matters and matters relating to Rules/Conventions of Parliament.

5. Conducting of Youth Parliament Competitions in Schools under the Govt. of NCT of Delhi and NDMC.

7. Conducting of Orientation Course for organisers of Youth Parliament in States.

8. Conducting training on Youth Parliament to officers of State Governments deputed to the Ministry.

9. Training in parliamentary matters to Parliamentary fellows of ICPS and representatives of State Government.

11. Conducting of National Parliamentary Quiz Contest for Delhi Schools and Kendriya Vidyalayas.

2. All correspondence with the D/o Administrative Reforms and Public Grievances and the staff Inspection Unit relating to O&M matters.

3. Issue of instructions and providing guidance to all Sections in the Ministry relating to O&M procedures, as outlined in the Manual of Office Procedure and also relating to instructions issued by the Deptt. of Administrative Reforms from time to time.

4. Coordinating work relating to recording, indexing and weeding of old files done by sections collection of progress reports form Sections and submission of consolidated report to the Secretary, Ministry of Parliamentary Affairs/National Archives of India.

II. Functions relating to administration of the Salary, Allowances and Pension of Members of Parliament Act, 1954

1. Administration and interpretation of the Salary, Allowances and Pension of Members of Parliament Act, 1954 and the rules made thereunder.

2. To examine cases of facilities/amenities to MPs in connection with the above and to seek Law Ministry's advice etc. from time to time.

3. Preparation of note in regard to Govts.'s stand on the Agenda of the meeting of the Joint Committee on Salary and Allowances of Members of Parliament.

5. Advice to Ministries/State Govt. regarding TA/DA entitlement of MPs for attending meetings of Govt. Committees.

III. Administration of the Salary and Allowances of Leaders of Opposition in Parliament Act, 1977 and the rules made thereunder

IV. Administration of the Salaries and Allowances of Officers of Parliament Act, 1953 and the rules framed thereunder

VI. Conducting of National Youth Parliament Competitions in Jawahar Navodaya Vidyalayas.

VII. Conducting of National Youth Parliament Competitions in Universities and Colleges.

VIII. Conducting of National Parliamentary Quiz Contest for Jawahar Navodaya Vidyalayas and Universities/Colleges.

1. To render assistance to ailing Members of Parliament and their families whenever required. Inform the Members of the family of ailing Members if they are not in Delhi.

2. To keep the Minister/Ministers of State/Deputy Minister/Secretary and other concerned officers including Party Offices in Parliament House informed vide Daily report about the illness of the Members. Visit to ailing MPs admitted in Delhi Hospitals. Submission of the report of visit for information of HMPA.

3. In the unfortunate event of passing away of the Member to take up the work of transporting the dead body accordingly to the wishes of the family of the deceased and to render all assistance that may be required by them. Embalming of body, arrangement of coffin, arranging of death certificate and police clearance. Arrangement of wreath for paying homage to the deceased Member and transportation of body to Airport/Railway Station for onward journey to the place of last rites.

5. To assist the nodal Ministries for receiving the MPs on important national occasions like Investiture ceremonies, oath-taking ceremonies of high dignitaries including President-elect and co-ordination for issuance of passes to MPs. Ushering in duties during various national occasions like Independence day, Republic Day, and Beating Retreat ceremony etc.

7. Extending usual courtesies/protocol services to foreign parliamentary delegations calling on Minister/MOSs of Parliamentary Affairs.

9. Arrangement of dinner/refreshment to the Members of Parliament during late sittings of Parliament and on other occasions.

10. Work relating to sending government sponsored delegation of Members of Parliament abroad and also receiving similar foreign delegation in India under exchange programme.

11. Transport arrangements (DTC services) for MPs in case of late sittings of Parliament beyond 10.00 p.m.

12. Nomination of Members of Parliament on various Government Sponsored Delegations abroad.

14. Meeting of the Minister of Parliamentary Affairs with Chief Whips of various political parties in Parliament.

15. Committee on Subordinate Legislation, Lok Sabha and Committee on Subordinate Legislation, Rajya Sabha-. Processing of recommendations of general nature, made by these Committees.

16. Holding of All India Whips Conference and to ensure the implementation of recommendations of the Conference by the state Govts. and various agencies.

17. The Leaders and Chief Whips of Recognised Parties and Groups in Parliament (Facilities) Act, 1998 and Rules made thereunder.

3. Creation/continuation and conversion of posts, confirmation and quasi permanent, Seniority List.

4. All matters connected with the allocation of work amongst the Ministers and appointment etc. of the personal staff of Ministers including rules and instructions on the subject.

5. Implementation of orders regarding reservation for Scheduled Casters/Tribes, Ex-servicemen, released Emergency Commissioned Officers, physically handicapped person, OBC, etc.

6. Maintenance of Service books and Personal Files, Grant of leave, increments, Pay Fixation, Character Verification, Medical examination etc.

17. Review of cases of Officers/staff who have attained the age 50/55 years and have completed 30 years of service.

33. Secretarial assistance to Steering Committee to examine annual action plan - e-readiness.

34. Co-ordination of matters regarding new initiatives undertaken by the Ministry.

4. Processing and preparation of TA bills LTC bills, OTA bills, Tuition fee bills, CEA bills, Medical reimbursement bills, Hospitality and Entertainment bills, Advances bills Conveyance Charges bills etc.

5. GPF - allotment of GPF account numbers, sanction of advances, maintenance of accounts and other related matters.

6. Financial matters, economy instructions, watch and review the progress of expenditure against sanctioned grants.

9. To identity, in particular, specific savings in case for creation of posts and to maintain a register for this purpose.

10. To keep closely associated with the formulation of important expenditure proposals from their initial stages.

11. To screen all expenditure proposals requiring to be referred to Finance Ministry for concurrence or comments.

13. Installation of telephones and settlement of telephone bills, providing mobile telephones and settlement of bills.

14. Salary, TA bills of Ministers/Members of Parliament/Non-official members etc.

16. Sanction of advances of TA/LTC/Festival/House Building Car/Scooter and Cycle etc.

17. All type of purchases including computers, Fax machines, Photocopying machine, staff-cars, scooters, room-coolers, air-conditioners.

24. Screening Committee proposals regarding delegations/Foreign tours undertaken.

27. Purchase, maintenance and disposal of furniture, stationery and other items.

30. Obtaining forms, engagement diaries, calendars, photographs of leaders etc. from Government agencies and local purchase of such items.

35. Making provision for filling the equivalent value of stamps in the franking machine.

2. Translation of Report/Brochures brought out by the Ministry from time to time.

4. Follow-up action on the instructions issued by Deptt. of Official Language (M/o Home Affairs) from time to time.

6. Implementation of decisions taken by the Central Official Language Implementation Committee.

7. Official Language Implementation Committee of the Ministry. Arrangement for holding quarterly meetings, preparation of minutes and to take follow-up action on the decisions taken in its meeting.

8. Progressive use of Hindi - Compilation of quarterly Report for onward transmission to Deptt. of Official Language.

9. Implementation of Yearly Programme for use of Hindi as issued by the Deptt. of Official Language.

10. Hindi Salahkar Samiti of the Ministry - Constitution, arrangement for quarterly meetings, preparation of minutes and to take follow-up action on the decisions taken in its meetings.

16. Rajgopalchari Sansad Puruskar Yojana for the best speech in Hindi made in Parliament by MPs coming from non-Hindi speaking areas.

17. Compilation and providing data regarding progressive use of Hindi in the Ministry to -

18. Implementation of various incentive schemes for progressive use of Hindi i.e. cash prize for original Noting-Drafting in Hindi etc.

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COMMITMENTS

BODY OF CITIZENS

SERVICES

EXPECTATIONS