The quarterly review meeting of Vigilance Officers discussed various action items and their status. Key topics included the status of CCTV installations, pending complaints, files scrutinized, checks conducted on dispatch/receipt of materials, audit reports reviewed, and preparations for Vigilance Awareness Week. A compliance audit report findings on non-moving inventory at Biom Complex was also presented along with measures taken to address it. Inspections of sampling procedures and various stores were undertaken and their findings and suggestions for improvement were discussed.

1. VIGILANCE OFFICERS QUARTERLY
REVIEW MEETING
SEPTEMBER 2022

2. SURESH P. NAIR AGM (ELECT/VIG)
RAJESH K SHARMA AGM (GEO/VIG.)
Actionable Item Status
Structured Meeting
with HoP (July to
Sept)
July’22– Installation of Belt Weigh Scale – Loading Plant
Installation of Truck Weigh Bridge – MV siding , LP-A &
C line
Aug’22 – Installation of CCTV Cameras
Sept’22 - Status of CCTV installations at MV Siding
Renewal of Gate Pass signatures approval
Improve upon E-Tendering
Status of Pending
Complaint
01
CTE Inspection 01 ( Under progress)
No. of Files
Scrutiny/Inspection
Done.
01
Checks on receipt,
accountal, rejection
04

3. Actionable Item Status
Check on dispatch of
iron ore
Nil
Check on video
surveillance system
01
System Improvement
suggested
01
Study of
CAG/Internal/Statuto
ry audit reports
02
Any Other
Works/Inspection
done
Site Inspection for House keeping activities - 03
If there are any presentations(Not more than 6 slides in
total per VO) on checks done, please send it for

4. STATUS OF VAW 2022
PREPARATION
Actionable Item Status
Property
management
Collected Records of Property holding on lease
Collected records of Mining leases of Dep 14, 11B and 11 C
Collected documents pertaining to lease agreement with third
party
Management of
Assets
Being monitored in departmental level
Will be submitting the reports by 10-10-2022
Record Management All records are being maintained. Record retention policy awaited
from HO

5. STATUS OF VAW 2022
PREPARATION
Details of Event
planned
Target Group(Employee, Family Members, School
children, others etc.)
E-Pledge Employees, Stake holders
Workshop /Seminars Employees , Executives, Vendors, contractors
Debate, Quiz, Employees , Family Members , School Children
E-Integrity Pledge Vendors and working contractors
Walkathon Employees, Children, Family members, contractors , etc
Grievance Redressal Session on policies and Preventive vigilance
Publicity
Bulk SMS, Banners ,
Posters
Employees, Stake holders , general public

6. COMPLIANCE AUDIT OF BIOM COMPLEX KIRANDUL, CARRIED OUT BY AUDIT TEAM
FROM- OFFICE OF THE DIRECTOR GENERAL OF COMMERCIAL AUDIT HYDERABAD
DURING THE PERIOD OF 2019-21.
It was noted by the audit team that NMDC Kirandul has non-moving inventory
of Rs. 756.94 lakhs lying in stores as on 31.03.2021.
A committee was constituted. This committee members examined the list of
non-moving items worth of 756.94 Lakhs is available in the project as on
30.09.2020.
User department has examined the total list of non-moving items respective
department and sister project has confirmed “NIL” requirement from non-
moving items list.
Meanwhile seeing the audit query Material Department constitute another
committee in the year 2022.
Committee recommends to declare total 323 nos. items as obsolete worth of
INR 200.80.

7. PRESENT SITUATION & MEASURES TAKEN BY MATERIAL
MANAGEMENT DEPARTMENT TO REDUCE THE NON-MOVING
INVENTORY
Total 953 nos. of non-moving items worth only INR 166.47 lakhs are found
lying at stores as on the date 28.07.2022.
Circulated the non-moving items list to the concerned department and sister
projects to draw the useful items which appeared in the “non-moving items
list” as per the list drawn on 28.07.2022 on or before 30.09.2022, before
initiating the process of declaration of “obsolete items” for FY: 2022-23.
The review will be done on the stock inventory as well as consumption records
of items before raising the fresh PR for the same.
The list of those items which are 4-5 years old and in future which will become
non-moving in next year. Such items are also circulated to the concerned
departments for their future course of action for consumption.

8. SUGGESTIONS FOR IMPROVEMENT
a. Regular monitoring of high-value non-moving items to maintain the
inventory at the threshold level.
b. Project to decide the thresh hold value of inventory of non-moving
items.
c. Regular e-auction of the non-moving items preferably twice in a year
which declared as obsolete, to earn revenue instead of blocking the amount.
d. SoP may be drafted to maintaining the non-moving items.
e. Stock inventory and Consumption records should be referred to before
raising fresh PR.

9. STUDY INSPECTION REPORT OF SAMPLING METHODS
& PROCEDURES BY QC DEPARTMENT.
At Geology & Quality Control Department sampling procedure which follow
Doc no: IMS-NMDC(K)-GEO-WI.

10. DISCREPANCY
During the inspection of sample draw and preparation facilities found that
CCTV of the Conveyor no. N2 & 403 are not working.
There are different samples draw points where CCTV are urgently required for
proper vigil, transparency and safety of samplers like sample draw point
conveyor no. 713, 922, 916, 403, manual loading siding (MV Siding), Line No.
13 and near TCP lump stock area.
Ore Dressing sites at G&QC Department is also required cross-direction CCTV
to properly monitor the procedure of sample preparation in a transparent
manner.
In the line of housekeeping drive of the precursor of VAW 2022 vigilance
department observed that the G&QC Deptt. retaining the four months to one-
year-old umpire samples at closet however as per SoP of G&QC Umpire sample
should be retained only for three months from the date of dispatch.
It’s also observed that the sample draw point at MV Siding sample collection
procedure is not followed as per IMS-WI SoP or IS:1405 (2010) P6. In some
cases, sample is draw from heap of fines/slim at channel near side of rake
loading side instead of directly collected from wagon of the rakes.

11. SAMPLE DRAW POINT
Sample Collection Point SP2 Lump CCTV at Sample Collection Point SP2

12. SUGGESTIONS
CCTV should be placed at different sample collection point like conveyor no.
713, 922, 916, 403, manual loading siding (MV Siding), Line No. 13 and near
TCP lump stock area to keep proper check & balance in both transparency and
safety purpose.
Umpire sample should be retained as per the IMS-WI SoP and umpire sample
disposal should be recorded in proper way.
One cross-side CCTV is urgently required at the main sample preparation area
in OD Lab. Here dispatch samples of rake and truck are prepared recorded and
finally sent for chemical analysis after the analysis final invoicing is done on
these analyses' results so it's more crucial for CCTV surveillance.
Sample collected from wagon of rake should be as per the IS:1405(2010)P6.

13. REGULAR INSPECTION OF CSD, KIRANDUL
Regular inspection was carried out of CSD, Kirandul for Physical Verification of
the stocks.
Physical verification was done with items available in stock in the bin area and
found no discrepancy at CSD.
Sl.
No.
Items in Stock (SAP) Physical Verified
Discrepancy (if any)
Remarks
01 1600028688 (Qty. 02) Spring flex Coupling (Qty.
02)
Nil
02 1600031719 (Qty.02) Spring flex Coupling (Qty.
02)
Nil
03 1600031715 (Qty.20) Spider Spare (Qty.20) Nil
04 1600031718 (Qty.04) A. Spare (Qty.20) Nil
05 160031714 (Qty.10) Lovejoy Coupling
(Qty.10)
Nil
06 1600016288 (Qty.10+10) Bearing Roller Spare
(Qty.10+10)
Nil
07 1600030759 (Qty.02) Adopter Sleeves (Qty.02) Nil
08 1600025129 (Qty.01) Driven Gear Conveyor
(Qty.01)
Nil
09 1600025121 (Qty.02) Plumber Block (Qty.02) Nil

14. REGULAR INSPECTION OF HILLTOP STORE,
KIRANDUL
01 Nos of “Tata Ultra 1918 chassis received at store vide SRS no. 1979 dated
14.07.2022 The chassis has been procured for Fabrication of Mist/Fog Cannon
on it. The P.O. for fabrication was awarded to M/s Excel Combine, Mumbai vide
GEM Contract no. GEMC-511687704303029 Dated 07.03.2022. The firm has
already given there readiness to lift the chassis from store but temporary
registration of the vehicle has not been renewed by Authorized Dealer of M/s.
Tata Motors (On behalf of NMDC Ltd.). Due to non-availability of Temporary
registration the firm is unable to lift the chassis.

16. ACTION TAKEN
The Vigilance Department sought to The Personal Department to renew the Temporary
Registration of the Chassis so that the firm can lift the Chassis. Present status for the same is
awaited from personal department side.