Welcome to Management Review Meeting (November 14 -15, 2011) Conference Room, FIEO(SR), Chennai Federation of Indian Export Organisations
nd on-conformances of FEDERATION OF INDIAN EXPORT ORGANISATIONS Management Review Meeting November 14, 2011 Conference Room, FIEO(SR), Chennai A G E N D A 12. Human Resource requirement at RO & HO 13. 14. area Potential Training of officers and staff - JD(ADM) Establishing FIEO brand in the domestic and international market – Brain Storming session 15. preventive actions 16. Requests/suggestions review/modification for of QMS documents 17. Recommendations for improvement 18. other of Any points the for services to members 19. Achievements and plans of the Regional offices – Presentations by Ø DDG, FIEO (ER) AD(FIN) Ø EA, Bhubaneswar Ø Jt. DDG, FIEO(NR) Ø EA, Kanpur Ø DIR, FIEO(WR) Ø AD, FIEO(AHD) Ø DIR, FIEO(SR) Ø JD, FIEO(BLR)
FEDERATION OF INDIAN EXPORT ORGANISATIONS ORIENTATION PROGRAMME – NOVEMBER 15, 2011 (Morning Session – 9: 30 a. m. – 1: 30 p. m. ) Regional/Bilateral/Multilateral Trade Agreements Shri A V Ganeshan IAS (Retd), Former Commerce Secretary, Govt. of India (Tea Break) Art of Managing Stress and Time Dr. Sumathi Narayanan, President, Creative Communication & Management Center (Lunch Break 1: 30 p. m. – 2: 00 p. m. ) (Afternoon Session – 2: 00 p. m. – 4: 30 p. m. ) Business Etiquette and Cross Cultural barriers Shri T. Pattabiraman, Prof. Chennai Business School Senior Consultant & Mentor Advisor-Int’l Desk(CII) DM International Marketing(Retd), Ashok Leyland, Chennai (Tea Break) Enhancing revenue generation sources (other than membership) - Brain Storming Session Summing Up
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - MRM held during November 8 -9, 2010 Sl. No. 1. Minutes Action Taken Tapped the list of status holders sent by CLA, contacting DG & CEO said that FIEO’s members of Councils, planning to open office in Jaipur, visiting personally etc revenue growth was in lines …. . (NR) Income generated through issuance of COO, charges with the performance of the through amendment in RCMC; Sponsorship for events; MDA processing fees. ……(WR) trade sector. He urged the HRD is an important area where FIEO can generate addl. FIEO officials to identify new income. SR organized several training programmes for Finance Managers covering international trade finance, Risk Management Tools. Generated good revenue. More sources of revenue to continue One Week/One Month Training Programmes being planned for generating revenue. Planning to have tie-up with banks the growth momentum. & financial institutions for annual sponsorship contracts. . . (SR) Inputs drawn from employees of FIEO(ER) & proposals being forwarded on viable projects. …. . (ER) Revenue Generation through programmes, sponsorship/ self-financed, arranging Trade & Investment Promotion. ……(BLGR)
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Sl. No. 2. Minutes Action Taken Have sent proposal to open office in Jaipur to increase membership Encouraging innovation DG Visit has been concluded and efforts being made to open chapter office there. & CEO invited new …. . (NR) 1. Importer’s data can be obtained from Indian Embassy Abroad; proposals, from all FIEO 2. Organise Interactive Session in Industrial Clusters which in turn will help to generate new members. ……(WR) officials, having potential of Planning to have Business Language Training Institute for regular conduct of courses in various languages. Also in the process of fair degree of success. He having tie-up with Consulates/Missions based in Chennai for imparting/recognising the foreign language programmes. This will assured active support to all give brand image & generate revenue for FIEO. ……(SR) 1. FIEO International Club(handed over to DG & CEO during his visit new proposals. in June 2011) 2. Organising more international event without availing assistance from Mo. C. 3. Organising more Reverse Buyer Seller Meets. 4. Sale of Studies on various topics. 5. Royalty income from domestic/international events. …. . (ER) Received approval for B 2 B Commercial Mission 2011 and Investment Promotion to Government of Kanataka, at Casablanca, Morocco. …. . (BLR)
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Sl. No. 3. Minutes Action Taken Noted and would be followed-up DG & CEO appreciated that punctuality …. . (NR) of FIEO officials had increased barring Action taken on two staff members …. . (WR) a few who are habitually not punctual. Punctuality has improved substantially and no habitual offenders in this office. DG & CEO authorised the Regional …. . (SR) Heads to take action against the Action being taken accordingly. …. . (ER) habitual offenders. None ------(BLR)
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Minutes Sl. No. 4. Action Taken Fees have been increased. In order to maximise income ……(NR) through issuance Already enhanced. of ……. (WR) Certificate of Origin, DG & Hike in fees is higher than what other Chambers are charging. Regional and Chapter Offices at Karnataka and Hyderabad are providing instant issue services. Increased CEO sought feedback on charges did not affect and there is growth in revenue in this account. differential rates for issuance Madras Chamber, Southern India Chamber & Andhra of Certificate of Origin at each Chamber charge Rs. 100 for members and non Members …. . (SR) of the FIEO offices. He sought Rates of FIEO higher than other issuing authorities. This has increased volume and income from issuance of feedback from all the Regional Certificate of Origin. …. (ER) offices to facilitate decision COO charge has been doubled. Succeeded to generate making. Rs. 33, 000/- during October, 2011 …. . (BLGR)
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Minutes Sl. No. 5. Action Taken Noted. DG & CEO advised all RO and Chapter ……(NR) Being done offices to mobilize participation for all ……. (WR) international events. He said that Best efforts put in to mobilise max. no. of participation in all international events including the events organized by other Regions. Department of Commerce is of the view However, it has been noticed that in some cases it is not possible to get more than 12 -15 that wherever the number participants. Hence, minimum cut-off number of 20 may kindly be reviewed. is less than 20 FIEO should not ……(SR) participate. Have supported efforts for mobilising participations from ER members in all international events. This has resulted in entry of new members as well organizations such as NJB. …. . (ER) FIEO(BLR) also contributes. …. . (BLR)
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . DDG(AK) 6. Action Taken DG & CEO directed DDG(AK) to Chapter Heads may be authorized to assign responsibility of issuing MDA approval letter/process MDA cases to issue MDA letters/processing of all Chapter offices. MDA cases provided Heads of their concerned Regional Offices agree to this proposal. 7. DG & CEO advised DDG(AK) to Present covering letter of RCMC review the present RCMC covering letter so that it can be improved seems to be O. K. Also consulted further. NR Div. Hence no change suggested. 8. DG & CEO directed Accounts Fin. Div. (HO) have authorized department at HO to provide bank officials of Chapter Offices to accounts to all chapter offices in line operate Accounts in line with Ahmedabad. FIEO(AHD) through banking system (CBS). centralised
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Jt. DDG(Banking)/JD(Policy) 9. Action Taken To enable all field offices to know Issues are being covered in Prebudget memorandum, Press FIEO’s stand on various issues releases issued from time to time affecting exporters DG & CEO and RBI circulars. Notifications on and service tax are also hosted on website. JD(Policy) to create appropriate …. Jt. DDG(Banking directed Jt. DDG(Banking) sections on the FIEO website and put Trade Policy Section on FIEO up the necessary details in the public Website is being updated from time to time with Policy Related matters domain. and the issues taken at various forums are being published in FIEO News. …. JD(Policy)
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Dir (IT) 10. Action Taken Based on the views of the field offices, DG & CEO directed Director(IT) to update the Work instruction of organizing workshops/seminars such that Press release is not issued in all cases. Decision to issue/not issue will remain with the regional/ chapter head. DG & CEO advised to maintain status quo with the objective to generate more press releases from all FIEO offices.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Director(MRD) 11. Action Taken DG & CEO directed to empower all FIEO Note has been issued to regions empowering them to issue COO for offices to issue Certificate of Origin for Mexico. 12. DG & CEO directed Eastern Region to In view of limited availability of funds under MDA, the annual action plan for organise Reverse-buyer-seller meets 2011 -12 was drawn where focus was with Bangladesh and Myanmar. He also put on organising/participating in directed MRD to organise such BSM. overseas exhibitions/fairs and accordingly proposals for Reverse BSM were not submitted. …. MRD(HO) Reverse BSM with Myanmar is being organized on Dec 7, 2011. …ER
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Sl. No. 13. 14. 15. JD(Policy) DG & CEO directed the concerned official at HO dealing in Certificate of Origin to update all the policy related documents with regard to Certificate of Origin on the public domain so that the field offices are not required to maintain separate policy files on the subject. DG & CEO informed that FIEO will look into the possibility of taking necessary approvals from the concerned authorities to issue Certificate of Origin under SAPTA. Regarding procurement of blank SAFTA and AFTA forms by HO, DG & CEO directed all field offices to forward their annual requirement to HO at the earliest so that procurement of forms can be made by HO at one go. Action Taken Document is updated on FIEO Website. The Foreign Trade Policy Provisions (Para 2. 21. 1 of HBP) authorize FIEO to issue Co. O under SAPTA. Bank Forms have been obtained from EIC as per requirement of each Region and supplied accordingly.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . JD(ADM) 17. DG & CEO agreed to look into the It has been decided that all option of renaming the designation of officials manning the regional Executive Assistant, FIEO(BBSR) to office and chapter office may avoid embarrassment during meeting be re-designated as ---- (Delhi/ with senior officials and members in Mumbai/ Chennai/ Kolkatta) the state. Regional Head and ---- (Orissa /Hyderabad /Ahmedabad/ Kanpur/ Bangalore /North East )Chapter Head respectively.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . DD(DG Cell) 19. DG & CEO directed to put up detailed proposal to organize road show to increase membership in Northern Region. I. Interacting with non members/members during industrial visits to various locations - Ahmedabad, Vadodara and Gandhinagar. Creating awareness on FIEO’s services and activities. Taking their feedback on them. With the support of Regional/Chapter Offices reaching out to Govt. Depts. – widening reach to other than trade/EXIM related depts to brand FIEO as an all encompassing Organisation. II. Planning to hold interactive sessions with nonmember/member exporters to understand their issues in their sectors. It will increase FIEO's goodwill and non-members would feel benefited to join FIEO. III. Two new services are proposed: Business Facilitating service and Initial Business Feasibility study. IV. Stand alone membership drive do not work. Personally interacting with non members to understand their issues and highlight services provided by FIEO Regional/Chapter offices.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Sl. No. 20. 21. 22. FIEO (ER) DG & CEO directed FIEO(ER) to follow up with the concerned authorities and ensure that they are included in the SLEPC of Bihar, Jharkhand West Bengal. DG & CEO directed FIEO (ER) to follow-up with Bihar and others and organize more programmes in association with the GM(DIC) and others. DG & CEO gave following specific target to FIEO(ER) for the year 2010 -11: Subscription collection to be enhanced to Rs 1 Crore No. of member Export Houses to be increased to 200 Action Taken Already part of SLEPC committee in Orissa, Tripura & West Bengal. Letters written to Bihar and Jharkhand. Reply awaited. Follow ups being done on letters written. Reply awaited. Eight programmes finalised with West Bengal DICs scheduled from December till March 2012 on 8 th November 2011. 1 crore is not achievable only from subscription. Trying alternative revenue sources to fill the gap. Letters written to each of the status holders and vigorous telephone follow ups have been carried out. Second round follow up going on. Response is very poor. MPG registrations are more than status holders. FIEO(BBSR) 23. DG & CEO advised FIEO(BBSR) to try Spoken to Special Secretary, (Industries) for accepting the Report "project on Export of and market the project on Export of Seafood from Orissa“ prepared by FIEO. He Seafood from Orissa to the Orissa state government. informed that there is no provision & fund for implementation of such type of projects in the Govt. In future if such type of project is required Govt. may take the support of FIEO.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Sl. No. 24. FIEO(SR) Action Taken report - …………. . Action Taken Tie-up with companies like Hyundai with Personally contacted companies like Hyundai, the objective to increase the numbers of Ashok Leyland Ltd. , etc. Due to locational factors it is not possible to get business from issuance of Certificate of Origins. these companies. With marketing efforts substantial growth in COO collection is visible: 07 -08 - Rs. 2, 760 08 -09 - Rs. 12, 800 09 -10 - Rs. 40, 200 10 -11 - Rs. 1, 07, 570 11 -12 - Rs. 1, 32, 550 (upto Oct. 2011) 25. 26. 27. With regard to conduct market surveys in Started preparation of survey & written association with the Indian missions to all Indian Missions abroad. Could not abroad etc. DG & CEO directed Western proceed further due to shortage of staff Region to get such surveys from EU- and workload of all staff members. Chamber of Commerce, Southern Region to get surveys for GCC countries and Request to consider 2 management trainee for Bangalore to get surveys from African SR. countries. DG & CEO informed that there are many Best efforts are on to convert non-member status holders in the Western and Southern status holders into members. Conversion rate Regions who are not registered with FIEO. is not very encouraging. Next fiscal with vigorous followups and more activities better He directed both the regional heads to growth is expected. follow-up aggressively and ensure that their enrollment with FIEO increase. In view of the diminishing numbers of Organized events in all major districts of members in Kerala, DG & CEO directed Kerala with the aim to increase membership. FIEO(SR) to increase the number of events During current year there is 15% increase in membership compared to last year. Activities in the state. in the State have been doubled. Expect to have higher growth.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Sl. No. FIEO(BLR) Action Taken 28. Regarding the proposal from Director(SR) to give his views. Bangalore office to organize Part-Time Certified Course on Diploma in Foreign Trade sent to HO, DG & CEO directed Director(SR) to review the proposal and put up once again. 29. With regard to conduct market Industry and World United Chamber of Commerce & Industry surveys in association with organised incoming High Power Trade Delegation from Sierra In collaboration with Europe India Chamber of Commerce & the Indian missions abroad etc. DG & CEO directed Western Region to get such surveys from EU-Chamber of Commerce, Southern Region to get surveys for GCC countries and Bangalore to get surveys from African countries. Leone at Bangalore to promote JV in the fields of Integrated Sericulture, Railway Coaches, Gem and Jewellery. Efforts made for out going trade delegation from Bangalore, to Casablanca, Morocco during October, 2011 with the support of Karnataka Govt. It was overwhelmed by exporters of the Region. Due to technical reasons programme has been postponed. Working for revised date. Received communication from High Powered Trade Delegation headed by Vice President, Sierra Leone along with 20 delegates to Bangalore during December 2011/January 2012 for further Joint Venture promotion of Soil to Sericulture in collaboration with Central Silk Board. Proposed to invest US$ 50 mn Expected to stay in Bangalore - 3 days; New Delhi -2 days; Mumbai - 2 days.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . Sl. No. 30 31 32 33 34 Action Taken DIR(WR) With regard to the manpower requirement at FIEO(WR), DG & CEO directed Jt. DDG(WR) to send a comparative statement of the employee strength during 2007 -08 vis-à-vis the current. With regard to conduct market surveys in association with the Indian missions abroad etc. DG & CEO directed Western Region to get such surveys from EU-Chamber of Commerce, Southern Region to get surveys for GCC countries and Bangalore to get surveys from African countries. Western Region office to authorize Ahmedabad Chapter to begin all work pertaining to issuing visa recommendation letter/MDA as per the respective guidelines. DG & CEO informed that there are many status holders in the Western and Southern Regions who are not registered with FIEO. He directed both the regional heads to follow-up aggressively and ensure that their enrollment with FIEO increase. Already sent. Requested EU-Chamber of Commerce to provide FIEO with such surveys. Visa recommendation letter is issued by Ahmedabad Chapter & MDA is being processed by WR. Details of follow-up : 1. New Status Holders admitted during current year -- 48 & Revenue generated - Rs. 5, 97, 840/-; 2. Upgradation of Status Holder members during current year – 41 Revenue of Rs. 9, 48, 432/- was generated. Follow-up is on. Many exporters have agreed to register from April, 2012 since 4 months left during this fiscal. DG & CEO directed FIEO(WR) to organize at During April to Sept. , 2011 organsed 19 least 30 events in the current fiscal and also Domestic & 3 International Events. increase the number of status holder members.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Action Taken report - …………. . FIEO(AHD) 35. Regarding the requirement of Efforts made to appoint casual employee but remuneration as per manpower, DG & CEO agreed on FIEO rules is on the lower side as far the requirement of one casual as Gujarat is concerned and hence employee at Ahmedabad Chapter. no casual employee could be engaged. 36. DG & CEO assigned a specific Efforts made to achieve target revenue collection of Rs. 1 crore. subscription collection target of Could achieve Rs. 76. 37. crores. Rs. 1 crore to FIEO(AHD). He also Maximum effort would be put in to directed the office to forward achieve the targetted revenue in the current fiscal. specific event plan for the current year.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Data Analysis April 2010 – March 2011
FEDERATION OF INDIAN EXPORT ORGANISATIONS Summary of Data Collection From RO‘s Period covered April ’ 10 to March’ 11 (Measured Half Yearly) Attribute NZ WZ SZ MRD EZ 1 st Half 2 nd Half 1 st Half 2 nd Half Avg Time taken for granting new RCMC & Membership (TAT-3 days) 1. 4 Days 1. 9 Days Same Day 1 Day Same Day N. A. Avg Time taken for Renewal of RCMC & Membership (TAT-3 days) 1 Day 1. 5 Days Same day Same Day * 1. 8 Days Same Day N. A. Avg Time taken for Incorporating changes/ amendments in RCMC (TAT-3 days) 1 Day Same Day 2. 3 Days 2 Days Same Day N. A. Avg Time taken for Issue of Certificate of origin (TAT- Same day) Same Day Same Day N. A. Avg Time taken for Issue of Visa Recommendation letter (TAT-Same/2 days) Same Day Same Day Same Day Avg Time taken for Issue of Approval letter to members for MDA grant. (TAT 1 day) 1 Day 3. 7 Days Same Day * * N. A. Avg Time taken for processing of MDA Claims (TAT-2 days) 2 Days 1. 8 Days Same Day Nil 2 Days * * N. A.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Summary of Data Collection From RO‘s (2010 -11) Attribute NZ WZ SZ ADMIN Dept. EZ MRD Dept. 1 st Half 2 nd Half 1 st Half 2 nd Half -20. 5% -27% -19% -5. 4% 24% 42% -47% 16% N. A. 2811 3034 6130 6611 1278 1359 962 1052 N. A. 312: 1 337: 1 306: 1 413: 1 182: 1 194: 1 122: 1 131: 1 N. A. Avg Time taken for processing of bills of the Suppliers. (Identify TAT) * * 1. 1 Days 1. 2 Days Same Day * * 2 Days 4. 2 Days N. A. Avg Time taken for delivery of courier letter * * 1. 2 Days 1. 4 Days 1 Day 1. 4 Days 1. 2 Days N. A. Avg Time taken for dispatch of letters * * Same Day Same Day N. A. Nil Nil * * N. A. 20 16 * * * 150% 33% 500% 100% N. A. - - % Growth in New Membership Vs Employee Strength Reports published on nontraditional markets %ge increase in the nos of events organized over the October – March 2009 period - events in new/less visited places. 2 nd Half 1 st Half
FEDERATION OF INDIAN EXPORT ORGANISATIONS Summary of Data Collection From RO‘s (2010 -11) Attribute NZ WZ SZ ADMIN Dept. EZ MRD Dept. 1 st Half 2 nd Half 1 st Half 2 nd Half 13 12 15 20 8 17 8 7 N. A. - 7 694 258 684 750 1394 1102 517 394 N. A. - 76 Feed back Recd. -------- 479 163 151 293 158 492 328 205 N. A. - 42 Positive feed back------- 479 160 145 253 158 455 328 204 N. A. - 42 - 3 4 1 - 2 - 1 N. A. - - 1 1 1 - - - N. A. 8 5 23 5 14 - - - N. A. 453 163 Feed back Recd. -------- 23 3 12 - - - N. A. 240 134 Positive feed back------- 23 3 9 - - - N. A. 191 134 - - 1 - - - N. A. 49 - 14 13 16 20 8 17 8 7 N. A. 8 12 717 263 698 750 1394 1102 517 394 N. A. 453 239 502 166 163 293 158 492 328 205 N. A. 240 176 Positive feed back------- 502 163 154 253 158 455 328 204 N. A. 191 176 -ve feed back---------- - 3 5 1 - 2 - 1 N. A. 49 - No of Export Promotion Events organized. Domestic No. participants-------- -ve feed back---------- Abroad No. participants-------- -ve feed back---------- Total No. participants---------------- Feed back Recd. -------- N. A.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Summary of Data Collection from Chapters Period covered April ‘ 10 to March’ 11 AHMD. Chapter Attribute 1 st Half BLR Chapter BBSR Chapter Hydrabad Chapter 2 nd Half 1 st Half 2 nd Half Avg Time taken for granting new RCMC 1. 3 Days & Membership(TAT-3 days) 1. 9 Days Same Day 1. 2 Days Avg Time taken for Renewal of RCMC & Membership(TAT-3 days) 1. 3 Days Same Day 1. 3 Days 1. 2 Days Same Day 2. 7 Days 1 st Half 2 nd Half 1 Day Same Day Avg Time taken for Issue of Certificate of origin(TAT- Same day) Same Day Same Day 1. 7 Days 2. 3 Days Same Day 3. 6 Days 1. 5 Days Same Day - 1. 26 Days Same Day 2. 2 Days - Avg Time taken for Incorporating changes/ amendments in RCMC (TAT-3 days) - - Avg Time taken for Issue of Visa Recommendation letter (TAT-Same/2 days) Kanpur Chapter - - Same Day Avg Time taken for Issue of Approval letter to members for MDA grant. (TAT 1 day) Through Mumbai Nil 2 Days Nil 12 Days Avg Time taken for processing of MDA Claims (TAT-2 days) Through Mumbai Nil 2 Days Nil 47 Days
FEDERATION OF INDIAN EXPORT ORGANISATIONS Summary of Data Collection from Chapters Period covered April ‘ 10 to March’ 11 AHMD. Chapter Attribute No of Export Promotion Events organized. Domestic BLR Chapter BBSR Chapter Hyderabad Chapter Kanpur Chapter 4 12 3 7 9 5 - 3 - 5 No. participants-------- 133 547 135 486 706 475 - 235 - 365 Feed back Recd. -------- 69 170 47 252 142 90 - 162 - 115 Positive feed back------- 66 167 47 247 142 89 - 158 - 72 -ve feed back---------- 3 3 - 5 - 1 - 4 - 3 Abroad - - 2 - - - No. participants-------- - - 8 - - - Feed back Recd. -------- - - - - Positive feed back------- - - - - -ve feed back---------- - - - - Total 4 12 3 7 11 5 - 3 - 5 No. participants---------------- 133 547 135 486 714 475 - 235 - 365 Feed back Recd. -------- 69 170 47 252 142 90 - 162 - 115 Positive feed back------- 66 167 47 247 142 89 - 158 - 72 -ve feed back---------- 3 3 - 5 - 1 - 4 - 3
FEDERATION OF INDIAN EXPORT ORGANISATIONS Summary of Data Collection from Chapters Period covered April ‘ 10 to March’ 11 AHMD. Chapter Attribute BLR Chapter BBSR Chapter Hyderabad Chapter 1 st Half 2 nd Half -46. 11% 29. 74% -25% 13% 14% 2. 24% Membership 1618 1840 347 482 100 Membership Vs Employee Strength 539: 1 613: 1 87: 1 161: 1 % Growth in New Membership 1 st Half 2 nd Half 32% -4. 65% - 20 member 114 569 652 256 287 50: 1 57: 1 284: 1 326: 1 128: 1 143: 1 Avg Time taken for processing of bills of the Suppliers. 6. 2 Days 4. 5 Days 2 Days Same Day - - Avg Time taken for delivery of courier letter 1. 6 Days 1. 4 Days 1 Day 1. 2 Days 1 Day Avg Time taken for dispatch of letters Reports published on non-traditional markets %ge increase in the nos of events organized over the October – March 2009 period - events in new/less visited places. Kanpur Chapter Same Day - - 50% 5% - - - - - Same Day - -
FEDERATION OF INDIAN EXPORT ORGANISATIONS New Delhi Quality Objectives & Targets Year 2010 -11 Target Group/ Activity All depts. at RO & HO Membership growth by ROs FIEO Award ( RO + HO) Objective Achievement Target Frequency of Measurement To adhere to turn round time (Refer to Data Sheet) To increase Membership strength 95% Half Yearly 10 % Half Yearly 10 % over previous year Yearly To collect more number of award applications from members To obtain feedback from the participants Respective HODs 90% (Events abroad) Organising events 70% (Domestic events) at HO/Ros Positive feedback out of the total no. of feedbacks 75% in both the cases Respective HODs i) To increase the number of events 10% increase in both the Organising events ii) Additionally, there should be an cases at HO/ROs increase in the events at new places/less visited places. Half Yearly Publication Cell at i) HO ii) Half Yearly Publishing country/ market reports on Min 2 nos during the year non traditional markets during the year To increase the number of useful By min 10 % over the publications last year (2009 -10) Half Yearly Quality Cell/RO To make at least two chapter offices Ahmedabad & Andhra Pradesh ISO compliant 2 Nos. Yearly Regional Heads Host the company information and 3 product/service photographs of members on the FIEO website. - Do - 25% of the total membership strength Yearly 45% of the total membership strength Yearly Chapter Heads
Achievement Vs Quality Objectives & Targets for the year 2010 -11 Objective Target Group/ Activity Achievement Target NZ EZ WZ SZ AHMD. BLR Chapt. BBSR Chapt. HYD Chapt. KNP Chapt All depts. at RO & HO To adhere to turn round time 95% (Refer to Data Sheet) (measure in seven cases) OK OK OK Membership growth by ROs To increase Membership 10 % strength 9. 45 -18 21 19 -32 13 -17 - - FIEO Award ( RO + HO) To collect more number of 10 % over previous award applications from year members NO AWARD FUNCTION 90 % (Events abroad) 93 - 85 - - - 0 - - 70%(Domestic events) 67 58 31 26 35 48 20 69 32 75% in both the cases 68 58 31 26 35 48 20 69 32 Respective HODs i) Organising events ii) at HO/ROs To increase the 10% increase in number of events both the cases Additionally, there should be an increase in the events at new places/less visited places. -13 -12 44 0 100 0 167 - - Publication Cell at i) HO Publishing country/ market reports on non traditional markets during the year To increase the number of useful publications - - - - 14 Nos 21 Nos. Respective HODs To obtain feedback from the Organising events participants To obtain positive feedback at HO/ROs out of the total no. of feedbacks ii) Min 2 nos during the year By min 10% over the last year (200910) Quality Cell/RO Host the company information and 3 product/service photographs of members on the FIEO website. - Do - - HYD and KNP ready for certification To make at least two chapter 2 Nos. offices ISO compliant Regional Heads - Chapter Heads 25% of the total membership strength 45% of the total membership strength 167 Nos 53 Nos 238 Nos 106 Nos 101 Nos 23 Nos 10 Nos
FEDERATION OF INDIAN EXPORT ORGANISATIONS New Delhi Quality Objectives & Targets Year 2011 -12 Target Group/ Activity All depts. at RO & HO Membership growth by ROs FIEO Award ( RO + HO) Objective Achievement Target Frequency of Measurement To adhere to turn round time (Refer to Data Sheet) To increase Membership strength 95% Half Yearly 10 % Half Yearly 10 % over previous year Yearly 90% (Events abroad) 65% (Domestic events) Half Yearly To collect more number of award applications from members To obtain feedback from the participants Respective HODs Organising events at HO/Ros Positive feedback out of the total no. of feedbacks Respective HODs i) To increase the number of events Organising events ii) Additionally, there should be an at HO/ROs increase in the events at new places/less visited places. Publication Cell at i) HO ii) 70% in both the cases 8% increase in both the cases Publishing country/ market reports on Min 2 nos. during the year non traditional markets during the year To increase the number of useful By min 10 % over the publications last year (2010 -11) Half Yearly Quality Cell/RO To make at least two chapter offices Kanpur & Andhra Pradesh ISO compliant 2 Nos. Yearly Regional Heads Host company information and 3 product/service photographs of members on FIEO website. - Do - 20% of the total membership strength Yearly 30% of the total membership strength Yearly Chapter Heads
FEDERATION OF INDIAN EXPORT ORGANISATIONS Internal Audit Summary April 2010 – Sept 2011
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Processing of Membership & RCMC Application Non-Conformities Office Auditor Master list of Files as per common procedure manual not available. Letter of Authority alphabets file not well maintained. AP Shri Chandranath Som List of Files – No filename mentioned on file No Idea of the FIEO domain where quality manuals are available. Continuing with old manuals. Membership/RCMC Policy Guidelines File Shri Suman K AHMD not available. Mukhopadhyay Letter of Authority alphabets file not available. KNP Master List of Files (subject-wise) are not being maintained as per common procedure manual. Document control not implemented. WR TAT Norms not followed. In case of Cheque payment RCMC is dispatched after realisation of Cheque as a result TAT norms are not being followed. Application form for Associate Membership was not updated. Export return format not found in application form. Application form for Ordinary BBSR Membership not found in RCMC Policy file. Congratulatory letter not issued to members who have got status certificate from DGFT office. Shri A P Srivastava Shri Suman K Mukhopadhyay Smt. Soma Chaudhury
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Processing of Membership & RCMC Application Non-Conformities Office Auditor Renewals/Endorsement – Endorsement/renewal was issued but request letter received from exporter not filed in member’s file. Endorsement issued to exporter but copy of endorsement sheet not filed. BLR Deficiency letter – Declaration letter received from exporter along with payment but deficiency letter issued and fresh RCMC issued afterwards. This delayed the process of RCMC. Smt. Santhi Lists of status holder from RAs other than RA Kolkata not ER available. (not a non-conformity) Shri H C Pant Master list of files not maintained – filenames on files not indicated etc. File is not updated with current records. – e. g. DG’s note authorising co-ordinators & above to sign RCMC not available in the file. SR Congratulatory letter not issued to members on achieving status. Review resignation cases: Feedback form not available. DG not informed. Shri Chandranath Som
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Issue of Visa Recommendation Letter Non-Conformities Office Auditor Record of authorization for Signing Visa recommendation letter not received from WR Office. VRL has been issued as per the office IOM dt. 22 -06 -2011 and the AHMD Shri Suman K. Mukhopadhyay same has not been updated in ISO documents. Record not received through DMS. Was under impression that such dak need not be routed through DMS. KNP Shri A P Srivastava Master List of Files (subject-wise) not maintained as per common procedure manual. Retention period not maintained. Old files are available in cabinets. WR Record of authorization for signing Visa recommendation letter not Shri Suman K. Mukhopadhyay available. Record of authorization for signing Visa recommendation letters is not available. List of Aurhorized signatories not available, Master list needs to be updated. Location/storage not mentioned. Record of authorisation not received from HO. BBSR Eastern Region SR Smt. Soma Chaudhury Shri H C Pant Shri Chandranath Som
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Issuing Certificate of Origin Non-Conformities Control of documents of external origin not followed. Office KNP Auditor Shri A P Srivastava Master list of files to be updated. Issuance of Certificate of origin file names not mentioned on master list of NR files Shri B S Saxena Mexico Policy file is not available. AHMD Shri Suman K. Mukhopadhyay Master List of Files (subject-wise) not maintained as per common procedure. Document control not implemented. General Policy File, Mexico Policy File not maintained. Registers have not been included in the Master List of Files. Request letter for the issuance of COO not received as per format. Mandatory Declarations in the invoice are not being checked. The Registers (Hard and Soft Copies) are not as per format. WR Shri Suman K. Mukhopadhyay No Policy file available. COO issued register not available. HYD Shri Chandranath Som A formal request letter for becoming member of FIEO not found issued to non-member who was issued coo though a kit containing membership HYD forms stated is being given. Shri Chandranath Som
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Handling MDA APPLICATION and Claims Non-Conformities Office Auditor Not aware of TAT norms. Application received on 13 -12 -2010 and BBSR approval letter issued on 25 -12 -2010. (Premsai Exports) Smt Soma Chaudhury Master list of files (subject-wise) not maintained as per common procedure. WR Document control not implemented. Shri Suman K Mukhopadhyay Master list of files not updated. Shri Chandranath Som SR
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process for Handling query/problem/suggestion Non-Conformities Membership status not available on document. No system to identify list of pending queries/problems/suggestions Pending issues not forwarded to DG on the first week of every month. No communication is sent to the exporters about the decisions/representations made to the concerned authorities. No thanks letter issued to any authority. Month-wise details of issues with status of follow-up maintained but date of action taken is not mentioned. Master List of files not maintained as per common procedure manual. Document control not implemented. Membership Status is not checked. Follow-up of pending cases not done fortnightly. No system to identify pending issues. Pending cases are not being sent to DG & CEO regularly. Exporters are not being communicated about the decisions of the authorities. Thanks letters not issued to the authorities. Records not maintained as per master List of files Files not easily traceable. Membership status noted on document. Master List of files not updated Documents not received through DMS. Membership status noted on document. Follow-up of pending cases not done. Pending cases not being sent to DG Not possible to identify the list of pending problems/issues/suggestions. . List of grievances prepared but not updated. Hence unable to identify the status of the grievances. List of pending issues not forwarded to DG. Letters issued to non members for membership not filed. Separate Database of non-members whose queries have been taken up refered to HO hence not maintained at RO. Office Auditor BBSR Smt Soma Chaudhury WR Shri Suman K Mukhopadhyay Banking(H Shri Chandranath Som / V K O) Sharma HYD Shri Chandranath Som BGLR Smt Santhi ER Shri H C Pant
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process for Handling query/problem/suggestion Non-Conformities Office Auditor Master list of files (subject-wise) not maintained as per the common procedure manual. Master list of files to be updated with proper traceability. Control of document of external origin process incomplete. Follow-up of pending cases not done. List of pending issues not forwarded to DG. No updated list available to identify pending problems/ issues/ suggestions. SR Shri Chandranath Som
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process for Conducting Press Conference Non-Conformities Office Auditor Master List of files not maintained. Document control not implemented. WR Media list is available but are not being updated on regular basis. Shri Suman K Mukhopadhyay Master List of files not being maintained. KNP Shri A P Srivastava Master List of files not updated. Thanks letter not issued to all media invitees. SR Shri Chandranath Som
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Participation in Trade Fairs/Organising Exhibition/BSM Non-Conformities Office Auditor Master List of files not maintained. Document control has not been implemented. Formats of Work Instructions are not being followed. WR Shri Suman K Mukhopadhyay No action has been taken after analyzing feedback. Master list of files not updated. SR Shri Chandranath Som
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Organizing Open House/Meeting/Seminars Non-Conformities Office Auditor Not aware about public domain where QMS Documents are available as a result old work instructions are being followed. Master list of files (subject-wise) not maintained as per the common WR Shri Suman K Mukhopadhyay Files not updated as per Retention period. Banking( Shri Chandranath Som /V K Record note not included in file. HO ) Sharma Master list of file not available. HYD Shri Chandranath Som ER Shri H C Pant BLR Smt. Santhi SR Shri Chandranath Som procedure. Document control not implemented. Formats not being followed. Copies of Approval obtained and income-expenditure statements sent through mail not found in file. Check list for all events to be prepared. Check list not prepared. To ensure W. I. is followed the process owners be asked to go through the W. I. . Feedback forms format not updated. All feedback forms to be analysed for all events and appropriate action to be completed.
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of MR ACTIVITIES AT RO Non-Conformities Office Auditor Master list of files (subject-wise) not maintained as per common procedure. Document control not implemented. Area of Major Non Conformities are not being rectified. Previous NCs not addressed. WR Shri Suman K Mukhopadhyay
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Publication of FIEO News Bulletin Non-Conformities Office Auditor Not aware of Work Instructions. Master list of file not updated. Review of printer not done. Matter of Printing not received by 23 rd of every month. Deadlines for Proof reading and Printing not followed. HO Shri T C Bharati
FEDERATION OF INDIAN EXPORT ORGANISATIONS Purchase Procedure Non-Conformities Disposition of records not as per list. Retention period missing. Vendor’s list not updated. Supplier Registration not done. Supplier Evaluation/Re-evaluation not carried out. Master list of files not updated Supplier registration not carried out. Vendor list is available but not updated Supplier registration not being made Evaluation process not followed Procedure to register vendors as per procedure not followed. Supplier evaluation/re-evaluation not done. Office Auditor HO Shri T C Bharati HYD Shri Chandranath Som ER Shri H C Pant SR Shri Chandranath Som
FEDERATION OF INDIAN EXPORT ORGANISATIONS MAKING OF PRESS RELEASES Non-Conformities Office Auditor HYD Shri Chandranath Som SR Shri Chandranath Som Master list of files not as per common procedure manual Master Press Release register not available. Press Clippings file not maintained. Master list of files not as per format Thanks Letter not issued to all media persons. Master Press Release register not available.
FEDERATION OF INDIAN EXPORT ORGANISATIONS SIGNING OF MOU Non-Conformities Updated list of MOUs signed not received from HO. Office HYD Auditor Shri Chandranath Som Original MOUs to be kept with MRD HO. However, original MOU has been retained by Chapter. BLR Updated list of MOU is not available in file. Master list of files for MOU and separate list of file for MOU not maintained. Mrs. Santhi Mo. Us not reviewed HO Shri Sushil Kumar List of Mo. Us not received from HO SR Shri Chandranath Som
FEDERATION OF INDIAN EXPORT ORGANISATIONS Process of Maintenance of Office Equipment Non-Conformities Office Auditor Master List of files not maintained. No maintenance plan available. No Logs of Service Providers maintained. Evaluation of supplier/service provider not carried out. HYD Shri Chandranath Som Master List of files not maintained. KNP Shri A P Srivastava Record does not indicate time, date etc. to determine the HO - consumed time to overcome breakdown. Estate Shri Sushil Kumar Evaluation process of supplier/service provider not carried ER out Shri H C Pant Master list of files not updated Files are not updated as per master list. Log of Service Providers not maintained. Shri Chandranath Som SR
FEDERATION OF INDIAN EXPORT ORGANISATIONS Thank You
Скачать презентацию Welcome to Management Review Meeting November 14 -15
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