Ksfe organisation study

A REPORT ON ORGANIZATIONAL STUDY

INDEX CHAPTER 1: INTRODUCTION……………………………………………..….2 o OBJECTIVE OF THE STUDY o RESEARCH METHODOLOGY o SCOPE OF THE STUDY o LIMITATIONS OF THE STUDY CHAPTER 2: INDUSTRY PROFILE………………………………………………....7 CHAPTER 3: COMPANY PROFILE………………………………………………..13 o HISTORY OF THE COMPANY o RECENT DEVELOPMENTS o PRESENT SCENARIO o VISION OF THE COMPANY CHAPTER 4: PRODUCTS PROFILE…………………………………………. 22 o LINE OF PRODUCTS o CHITTY FUNDS – THE PILLAR PRODUCT OF KSFE o BRIEF ABOUT OTHER PRODUCTS CHAPTER 5 : ORGANIZATIONAL STRUCTURE…………………………..39 o ORGANIZATION CHART o DUTIES AND RESPONSIBILITY o WORKS DONE IN THE BRANCH o PROCEEDURE OF ACCOUNTING THE DATAS CHAPTER 6: DEPARTMENT PROFILE…………………………………..……54 o COLLECTION DEPARTMENT o ACCOUNTSDEPARTMENT o GENERAL ADMINISTRATION DEPARTMENT o DEFAULT FOLLOW UP DEPARTMENT o SPECIAL GOLD LOAN DEPARTMENT CHAPTER 7: SWOT ANALYSIS……………………………………………..... 62 CHAPTER 8: FINDINGS AND SUGGESSTIONS……………………………...65 CHAPTER 9: CONCLUSION………………………………………………........68 CHAPTER 10: BIBLIOGRAPHY…………………………………………....…..70

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A REPORT ON ORGANIZATIONAL STUDY

CHAPTER 1 INTRODUCTION

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A REPORT ON ORGANIZATIONAL STUDY

INTRODUCTION TO THE STUDY

This

organization

study is

carried

out

at

KERALA

STATE

FINANCIAL

ENTERPRISES, CHERAI, and ERNAKULAM. The organization study has been carried out to get an overview of the structure and functioning of the organization. The study was undertaken to get an exposure to the functioning of different departments of the company and it helped to interact with the managers of different departments and to observe the workers at their work place and to act together with them. The purpose of the study is to get a clear-cut idea about the structure and functioning of different departments of the company. The study is confined to 30 days based on the primary data obtained from the head of various departments, the middle level managers and other staff. The study covers in brief about the present position of the bank.. An organization is a social agreement which pursues collective goals, controls its own performance, and has a boundary separating it from its environment. Organizations are studied by researchers from several disciplines, like sociology, economics, political science, psychology, management and organizational communication. The broad area is commonly referred to as organizational studies, organizational behavior, or organizational analysis. Therefore a number of different theories and perspectives exist, some of which are compatible, which are given below.  Organization: Process related - an entity is being (re)organized. (Organization as task or action)  Organization: Functional related – organization as a function of how entities like businesses or state authorities are used (Organization as a permanent structure)  Organization: institutional – an entity is an organization (organization as an actual purposeful structure within a social context.)

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A REPORT ON ORGANIZATIONAL STUDY

Types of Organizations: 1. Static organization 2. Dynamic organization 3. Adaptive organization

This help us to know the various departments ,its functions and workings are studied in details with the interactions made with several managers and workers . It helps to know more about the functions, structure, policies, duties and different procedures of the organization

OBJECTIVES OF THE STUDY

The project was conducted in KSFE, Cherai, keeping the following objectives in view:  The project was done to understand the working of a financial institution.  To understand the different financial instruments / products used in a financial institution and the response of the public on different products  To understand / study the organization structure and the roles and responsibility of each individuals working in the company.  To understand the accounting procedures of different type of financial products like Chitty Products, Savings Deposit, and Fixed Deposit etc.

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A REPORT ON ORGANIZATIONAL STUDY

RESEARCH METHODOLOGY This report is based on both primary & secondary data collected from the company. 

Primary data The primary data was obtained by:  Direct observation  Through Interview



Secondary data The secondary data is the second hand data collected from books and the other sources

and this includes:  Journals & magazines  Existing records in the company  Published documents  Website of KSFE

SCOPE OF THE STUDY The following bulletin points will describe the important “SCOPE” of the project conducted:  The data for this project is collected from internet and from KSFE, Cherai main branch.  The reader of this project can understand about the Financial Products in Kerala. Mainly about CHITTY FINANCE concept in Kerala.  To understand and to describe about the working of a financial company.  Through this project we can know the growth of the company and the present scenario of KSFE and the Financial Market in Kerala.

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A REPORT ON ORGANIZATIONAL STUDY

LIMITATIONS OF THE STUDY

The following bulletin points will describe the important “LIMITATIONS” of the project conducted:

 Lack of time is a limiting factor  Many of the respondents were busy and they allowed only limited time for the interview.  The area of study was limited to head office  Busy work schedule of officials  The organization did not reveal its profit and loss or any other statistical data.

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A REPORT ON ORGANIZATIONAL STUDY

CHAPTER 2 INDUSTRY PROFILE

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A REPORT ON ORGANIZATIONAL STUDY

INDUSTRY PROFILE KSFE is a Miscellaneous Non Banking Financial company. A Non-Banking Financial Company (NBFC) is a company registered under the Companies Act, 1956and is engaged in the business of loans and advances, acquisition of hares /stocks/ bonds/ debenture issued by Government or local authority or other securities of like marketable nature, leasing, hirepurchase, insurance business, chit business but does not include any institution whose principal business

is

that

of

agriculture

activity,

industrial activity,

sale/

purchase/

construction of immovable property. A non-banking institution which is a company and which has its principal business of receiving deposits under any scheme or arrangement or any other manner, or lending in any manner is also anon-banking financial company.

NBFC are doing functions as in to that of banks; however there are a few differences.  NBFC cannot accept demand deposits. (Demand deposits are funds deposited at a depository institution that are payable on demand -- immediately or within a very short period.)  It is not a part of the payment and settlement system and as such cannot issue cheques to its customers.  Deposit insurance facility of DICGC is not available for NBFC depositors un like in case of banks. Chit companies as defined in clause (b) of Section 2 of the Chit Funds Act, They are regulated by respective state governments.

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A REPORT ON ORGANIZATIONAL STUDY

While making deposits with a NBFC, the following aspects should be borne in mind: I. II.

Public deposits are unsecured. A proper deposit receipt which should, besides the name of the depositor/s state the date of deposit, the amount in words and figures, rate of interest payable and the date of maturity should be insisted. The receipt shall be duly signed by an officer authorized by the company in that behalf.

III.

The Reserve Bank of India does not accept any responsibility or guarantee about the present position as to the financial soundness of the company or for the correctness of any of the statements or representations made or opinions expressed by the company and for repayment of deposits/discharge of the liabilities by the company.

A robust banking and financial sector is critical for activating the economy and facilitating higher economic growth. Financial intermediaries like NBFCs have a definite and very important role in the financial sector, particularl y in a developing economy like ours. They are a vital link in the system. After the proliferation phase of 1980s and early9 0 s , t h e N B F C s w i t n e s s e d c o n s o l i d a t i o n a n d now the number of NBFCs eligible to accept deposits is around 600, down from 40000 in early 1990s. The number of asset financing NBFCs would be even lower,

around

350,

the

rest

are

investment

and

loan

companies. Almost 90% of the asset financing NBFCs are engaged in financing transportation equipments and the balance are in financing equipments for infrastructure projects. The role of non-banking sector in both manufacturing and services sector is significant and they play the role of an intermediary b y facilitating

the

in transportation,

flow

of

credit

to

en d c o n s u m e r s p a r t i c u l a r l y

SMEs and other unorganized sectors. NBFCs due

to their inherent strengths in the areas of fast and easy access to m a r k e t information for credit appraisal, a well-trained collection machinery, close monitoring of i n d i v i d u a l b o r r o w e r s & p e r s o n a l i z e d a t t e n t i o n t o e a c h c l i e n t a s w e l l a s m i n i m u m overhead costs, are in a better position to cater to these segments. Page 9

A REPORT ON ORGANIZATIONAL STUDY

Now, unlike in the past, NBFCs are very well regulated and supervised. Just like banks they are required to be registered with RBI, follow stringent prudential norms prescribed b y R B I i n t h e m a t t e r s o f c a p i t a l a d e q u a c y , c r e d i t / i n v e s t m e n t n o r m s , a s s e t - l i a b i l i t y management, income recognition, accounting standards, asset classification, provisioning f o r N P A a n d s e v e r a l d i s c l o s u r e r e q u i r e m e n t s . B e s i d e s t h i s , R B I a l s o s u p e r v i s e s t h e functioning of NBFCs by conducting annual on-site audits through its officials. Such rigorous regulatory framework ensures that NBFCs function properly and follow all the guidelines of RBI. Thus in all respect the monitoring of NBFCs is similar to or in some case more stringent than banks. The role of NBFCs in creation of productive national assets can hardly be undermined. T h i s i s m o r e t h a n e v i d e n t f r o m t h e f a c t t h a t m o s t o f t h e d e v e l o p e d e c o n o m i e s i n t h e world have relied heavily on lease finance route in their developmental process, e.g., lease penetration for asset creation in the US is as high as 30% as against 3-4% in India. A conducive and enabling environment has been created for the NBFC industry globally, which has helped it grow and become an essential part of the financial sector for accelerated economic growth of the countries. This is not the case in our country. It is, therefore, obvious that the development process of the Indian econom y shall have to include NBFCs as one of its major constituents with a very significant role to play. In fact, RBI‟s latest report titled “Report on trends on progress of banking in India 2002-2003" observes: “Not withstanding their diversity, NBFCs are characterized by their ability to provide niche financial services in the Indian economy. Because of their relative organizational flexibility leading to a better response mechanism, they are often able to provide tailor-made services relatively faster than banks and financial institutions. This enables them to build up a clientele that ranges from small borrowers to establish corporate. While NBFCs have often been leaders in financial innovations, which are capable of enhancing the functional efficiency of the financial system, instances of unsustainability, often on account of high rates of interest on their deposits and periodic bankruptcies, underscore the need for reinforcing their financial viability.

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A REPORT ON ORGANIZATIONAL STUDY

”The reach and volume of chit funds business, which has become an integral part of the non-banking financial sector of Kerala, has been on the rise in recent years A measure of the phenomenon can be had from the fact that between 1997-98 and 2002-03, the number of chits registered in the formal sector was more than 45,000 with a total capital turnover of Rs.360 core. According to a study by a working group constituted by the State Planning Board, abouttwo thirds of these chits were registered in Thiruvananthapuram and Ernakulam districts with 43 per cent and 23 per cent, respectively Similarly, it was found that there were 5,996 money-lending institutions in the organized sector in the State as on March 2004 with the four southern districts of Thiruvananthapuram, Kollam, Pathanamthitta and Alappuzha accounting for more than half of them. Against this, there were only 3,376 commercial bank branches in the State. The population covered per money-lending institution is 5,590 as compared to 9,431 per c o m m e r c i a l b a n k b r a n c h . A

case

study

conducted

by

the

working

group

in

K a n n u r district

revealed that there were 139 money-lending institutions in the formal sector, of which 45 per cent were registered after 2001. The annual business turnover of these institutions worked out to Rs.13.57 core. Of these institutions, around 70 percent had business turnover of less than Rs.5 lakh and only five per cent had turnover of more thanRs.50 lakh. A survey in Thiruvananthapuram district showed that around 15 per cent of them moneylenders accepted deposits at interest rates of between seven and 12 per cent, while a majority of them extended loans at rates between 10 and 20 per cent on security of gold. The major depositors were non-resident Indians and most of the

borrowers

were

ordinary

workers,

government emplo yees and

b u s i n e s s m e n . A n d t h e m a j o r d e f a u l t e r s w e r e farmers. A primary survey among selected unregistered money-lending institutions in Kollam and Kottayam districts by the Department of Economics and Statistics found that 50 per cent o f them operated their business in own buildings, while some others

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A REPORT ON ORGANIZATIONAL STUDY

w e r e o p e r a t i n g straight from the cash bag. The securities against which loans were given included gold, cheques, promissory notes and land documents. The working group is of the view that the money-lending institutions have been thriving due to the inability of the conventional banking sector to accommodate more people due to high operating cost. At the same time, bulk lending for micro credit can help redeem the situation to a large extent. Kerala State Financial Enterprises (KSFE) is the Government-owned, the dominant chit‟s player in the State. There were several private chit fund companies providing financial services. It has a great prospect in nearby feature and aiming to be competitive with other banks in Kerala

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A REPORT ON ORGANIZATIONAL STUDY

CHAPTER 3 COMPANY PROFILE

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A REPORT ON ORGANIZATIONAL STUDY

KSFE TYPE

:

PUBLIC SECTOR

OWNED BY

:

GOVT. OF KERALA

FOUNDED

:

6TH NOV. 1969

HEAD OFFICE

:

TRICHUR

NO. OF BRANCHES

:

ABOVE 415

CHAIRMAN

:

P.T.JOSE

MANAGING DIRECTOR

:

P.RAJENDRAN

INDUSTRY

:

FINANCE

PAID UP CAPITAL

:

20 CRORES COVERED

BUSINES TURNOVER

:

15000 CRORES

EMPLOYEES

:

5100 ABOVE

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A REPORT ON ORGANIZATIONAL STUDY

HISTORY OF THE COMPANY During the year 1967 Government of Kerala took a policy decision to the effect that Chitties / Kuries should be conducted under State auspices. The then Finance Minister in his budget speech for financial year 1967-68 made the following announcement on the floor of the Assembly: “I view this decision as a bold step forward along the path towards socialism, aimed at bringing banks and other financial institutions under social control”. The Chitty/Kuri business being what it is, there existed ample scope for exploitation of the ignorance, indifference and gullibility of the needy people by unscrupulous promoters, who organized financial institutions in the name of chitty/ kuri fund in order to mobilize fluid resources in their own interest and appropriate for themselves substantial profit accrued out of such organizations. Government wanted to introduce a check on the unbridled growth of such financial institutions with a view to safeguard the interest of the general public and at the same time to channelize the savings so consolidated for productive purposes.

With these objectives, Government appointed a Special Officer in the year 1967 to prepare a comprehensive scheme for starting chitties and kuries under Government control. The Special Officer presented his report on 7th October 1967 analyzing all aspects involved in the proposal and recommending strongly the entry of Government in the field of chitties and kuries. Though the recommendation was for conducting the business as an adjunct of the Registration Department, Government, however, took a different view and decided to bring within the purview of Government control not only chitties/kuries but also some other financial transactions for which socialization was felt necessary.

Hire purchase financing and insurance were the new areas suggested for inclusion within the ambit of the proposed organization. Accordingly, Government decided to organize a public sector undertaking with the name „The Kerala State Financial Enterprises Limited‟ for

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A REPORT ON ORGANIZATIONAL STUDY

the purpose of conducting Chitty, Hire Purchase and Insurance business under Government control. The Kerala State Financial Enterprises Limited is fully owned by the Government of Kerala and is the first Public Sector Company to conduct chit business in the whole of India. It was incorporated on 6th November 1969 with its registered office at Trichur. It has an authorized capital of Rs.25 lakhs divided into 25,000 equity shares of Rs.100 each and a paid up capital of Rs.2 lakhs as initial contribution from Government of Kerala. The share capital contribution of Government was progressively increased from Rs.2 lakhs to Rs.7 lakhs in the year 1970-71, toRs.12 lakhs in the year 1971-72, to Rs.15.5 lakhs in the year 1972-73, to Rs.20.5lakhs in the year 1973-74, to Rs.27 lakhs in the year 1974-75, to Rs.28 lakhs in the year 1977-78 and to Rs.38 lakhs in the year 1987-88. The authorized capital was raised to Rs.50 lakhs in the year 1974-75 and to Rs.100 lakhs in the year 1989-90.The Management of the company is vested in the Board of Directors constituted by Governor from time to time. The number of Directors shall not be less than 2and shall not be more than 9. The maximum number has been subsequently raised to 15.

The Directors shall hold office during the pleasure of the Governor. The Governor may, from time to time, appoint 2 Directors other than the Managing Director as Chairman and Vice Chairman of the Board. The first Board was constituted as per Government Order No. G.O. (RT) 4876/69/Fin. Dated 26thNovember 1969 and they assumed charge on 28th November 1969. The Managing Director is appointed by the Governor on such terms and remuneration as he may think fit from among the Directors for the conduct and Management of the business of the company subject to the control and supervision of the Board of Directors. General Body representing the shareholders shall be the supreme governing body of the Company

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A REPORT ON ORGANIZATIONAL STUDY

COMPANY PROFILE

The Kerala State Financial Enterprises Limited, popularly known as KSFE, o

Is a Miscellaneous Non-Banking Company,

o

Is fully owned by the Government of Kerala.

o

Is one of the most profit-making public sector undertaking of the State.

o

Was created by the Government of Kerala with the objective of providing an alternative to the private chit promoters in order to bring in social control over the chit fund business, so as to save the public from the clutches of unscrupulous fly-by-night chit fund operators.

o

Has been registering impressive profits every year, without fail since its inception.

A striking point is that all the funds mobilized by KSFE through its various deposit schemes and chitties are advanced wholly to the public in Kerala itself; whereas other financial institutions and banks channel their deposits collected in Kerala for advances outside the State.

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A REPORT ON ORGANIZATIONAL STUDY

OBJECTIVES OF THE COMPANY

The objectives of the company are listed in the Memorandum of Association of the company. The important objectives are as follows:



To start, conduct, promote, manage and carry on the business of chitties in India or elsewhere.



To promote, undertake, organize, conduct, manage and carry on the business of general and miscellaneous insurance of any kind in India or else where.

To start, promote, conduct, operate, carry on and manage the business of dealers, agents and traders under hire purchase system of articles, vehicles, machinery ,materials goods and tools, of all capital goods and consumer goods and property of all nature and description for personal, domestic, office, commercial, industrial and community use and consumption as a business of the Company or as agents of the Government, State or Central or any body or organization there under or of any other Company. Besides these objects, there are many other objects, which is incidental or ancillary to the main objects such as to advance, deposit with or lend money, securities, property or to receive loans or grants or concession of any nature or deposits from Banks, Government or Governmental organizations or others.

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A REPORT ON ORGANIZATIONAL STUDY

VISION OF THE COMPANY

The vision of Kerala State Financial Enterprises is to become a significant player in the financial services sector by: Providing a whole range of quality services and products.  Adopting technology and benchmark standards in customer service and performance.  Spreading our wings beyond the borders of Kerala, on a global level.  Retaining the pre-eminent role in Chitty business.  Continuing focus on extending resources to the Govt. of Kerala. Sustaining commitment to the weaker sections of society, as the neighborhood institution for support, trust and security

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FUTURE PLANS OF THE COMPANY The government is taking appreciable steps to widen the business activity of KSFE and to reach every category of people. The future plans of the company include the following: Making KSFE a fully computerized Company  Opening more and more new branches, including chitty units to establish its presence in all major centers and backward areas, aiming at effective rural penetration.  Introducing value additions in chitty schemes - for coping with the fierce competition in the financial market, for more popularity and widening our customer base.  Acting as the collection agent for KSEB, KWA, etc., throughout the state.  To construct a multi-storied building in KSFE's own premises in Kakkanad, Cochin and to house among others a Staff Training College for itself.  Introduction of new schemes like, Educational Loan, Agricultural Over draft and Cumulative Deposit Scheme.  Expanding its door collection facility to loan accounts and deposit schemes suitably, this is expected to create considerable employment opportunities as part of its social objective.  Introduction of chitties with simultaneous draw and auction which can be offered as an incentive to regular customers for whom it will be a great attraction, particularly for those with saving attitude.  Introduction of Daily/Weekly draw/auction chitties, which is expected to have a wide scope among traders, will raise the Company's market share considerably.  Enter the arena of Credit/Debit Card business - immediately after branch networking the Company plans to launch the 'Debit Card' business.  Starting of Virtual Branch through net worked computer systems for the benefit of NRIs particularly Malayalees in the Gulf & other countries is on the anvil. This will obviate the need for "brick and mortar branches" and will enable customers who have internet access, to transact with the Company through virtual branches.

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A REPORT ON ORGANIZATIONAL STUDY

GROWTH OF THE BUSINESS

Business(in crores) Chitty Turnover Advances Total Deposit Aggregate Business

2001- 2002- 2003- 2004- 2005- 2006- 2007- 2008- 200902 03 04 05 06 07 08 09 10 1451 540 1218 3209

1595 510 1430 3535

1647 480 1432 3559

1691 558 1304 3553

1787 648 1566 4001

1993 851 1697 4541

2570 1026 1866 5462

3642 6183 1284 1572 2240 2945 7166 10700

25000

20000

15000

Aggregate Business Total Deposit Advances

10000

Chitty Turnover

5000

0 2001-022002-032003-042004-052005-062006-072007-082008-092009-10

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A REPORT ON ORGANIZATIONAL STUDY

CHAPTER 4 PRODUCT PROFILE

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LINE OF PRODUCTS

 Chitty  Chitty Loan  Consumer/Vehicle Loan  Reliable Customer Loan  Gold Loan  Passbook Loan  Trade Finance  Housing Finance  Sugama Deposit  Fixed Deposit  Car Loan  Flexy Trade Loan  Sugama Security Scheme  Deposit-in-Trust Scheme  Safe Deposit Locker  Tax Planning Loan Scheme  Western Union Money Transfer

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CHITTY – THE PILLAR PRODUCT OF KSFE

Chitty is a unique scheme incorporating the aspects of a recurring deposit and an advance scheme. In chitty, the subscriber has an opportunity to bid and avail of advance which amounts to a certain percentage of the total denomination of the chitty (sala), whereas in recurring deposit the advance can be availed only on the paid up amount. In case bidding is delayed due to draw of lots in the initial installments, one can resort to availing of chitty loan, which is a loan that "bridges" the gap between the need of the subscriber for money and the delay in the chitty getting prized.

BASIC INFO ABOUT “CHITTY”

A Chitty is conducted by a person or an institution and this entity is called the foreman. In the case of KSFE Chitties, KSFE is the foreman. A chitty is basically a contract between the foreman and the Subscribers. As per the contract, each subscriber agrees to remit a fixed amount of money every month for a number of months. The number of tickets enrolling in a chitty will be equal to the number of months for which the remittance have to be made or the duration of chitty in months. The total of the periodic subscription, called the chitty amount, will be given out as“ prize money” to the person who bids by allowing for the maximum reduction in the prize money. The maximum reduction possible is 25% as per the prevailing Chitty Act and if there is more than one subscriber interested in bidding at 25% reduction, the numbers of the such bidders will be put to a draw. Thus each subscriber gets an opportunity to receive the prize money once during the tenure of the chitty. All the promoters have to contribute the periodic subscription till the end of the chitty.

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A REPORT ON ORGANIZATIONAL STUDY

Foreman‟s Commission The foreman is entitled to a certain percentage of the chitty amount (not more than5% of the chitty amount) as his commission from each member. Maximum number of tickets one can subscribe is limited to 10% of the total number of tickets of that chitty, subject to approval by Foreman.

Services rendered. The Company has appointed daily door collection agent who will come and collect the amount towards monthly installment daily from a subscriber‟s office/ residence. Customer can remit the chitty installment in any of the Branches of KSFE.

A person can enroll in a chitty either by visiting the Branch or through the agents of KSFE. You may either click the feed-back or directly ring to any one of the Branches which is nearer to your location. For finding the list of Branches you may go to the menu (BRANCHES) A subscriber can participate in the auction, which will be conducted in the Branch where the chitty pertains to, either in person or through proxy.

The types of security acceptable for chitty prize money payment, belong to various categories like personal sureties (of employees of Government, aided schools, public undertakings, banks etc.), financial documents (like fixed deposits with banks and reputed organizations, Deposit-in-Trust, LIC policies, bank guarantees, National Savings Certificates etc.), Sugama Security, landed property or Gold ornaments.

In case of unfortunate death of the subscriber the future liability subject to a maximum of Rs.1 Lakh will be written off subject to certain conditions.

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CHITTY FINANCE – PROCEEDURE

The installment per month for chitties range from Rs. 500 to Rs. 2,50,000 (the present highest chitty of KSFE is 2,50,000 x 40=1 CRORE) and the usual duration of chitties are 30 months, 40 months, 50 months, 60 months and100 months.  PURPOSE: Chitty is intended to provide a measure of saving for people who aspire to save for the future by setting apart a portion of their income. Chitty is a unique scheme where the saving aspect & the advance aspect are blended together.  ELIGIBILITY: Any Indian citizen who has attained majority can subscribe in Chitties. Enrolment in joint names is not allowed. In the case of Non-Resident Indians, condition of RBI, if any, have to be observed. A subscriber cannot hold more than 10% of the total tickets in chitty. The existing rules regarding Chitty canvassing agents stand revised with effect from 1.5.1999(see circular 64/99)  MONETERY RANGE & DURATION OF CHITTIES: Sala of our chitties range up to 10lakhs with monthly subscriptions of Rs.25000/-. Branches are permitted to start short duration chitties below 40 months with the consent of Regional Manager concerned. Similarly to start chitties with a Sala exceeding 5 lakhs prior Head Office permission should be obtained.  SUBSTITUTION: A non-prized default subscriber, after serving a removal notice, may be removed from subscribers registered & another person may be substituted in his place. Substitution is allowed only up to 60% of the duration of Chitty. If cheque remittance is made for substitution, the benefits of the substitution can be enjoyed only after the cheque is realized. In the event of non-

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A REPORT ON ORGANIZATIONAL STUDY

substitution by other parties or after 60% of duration of Chitty, Company can substitute default tickets in its favour & auction them for Re.1/-If there is no eligible subscriber to be prized. In the event of death of the Subscriber on-prized as well as prized tickets can be substituted by the nominee & he will be entitled to all the rights under the chitty as if he was the original subscriber.  DEFAULT INTEREST: 9% on Non-prized default & 14% on prized default on the subscription amount

NEW CHITTY LOAN  PURPOSE: Through an advance aspect is built into the chitty scheme. It cannot be denied that a subscriber will have to wait for some time to avail of the benefit of getting the ticket prized NCL is introduced to bridge the gap between the real need of the subscribers & the uncertain point of time in future, when the ticket gets prized.  REGISTRATION CHARGE: RS.10/ LIMIT:

a) Loan amount is limited to a maximum of 50% of the chitty sala (per ticket),rounded off to the lower Rs.100/b) Number of loans alive at a time: A subscriber should not have more than four live loans at a time in the company; the total of which should not exceed Rs.5 Lakhs.  ELIGIBILITY: 

Every non-prized subscriber of chitties will be eligible for availing new chitty loan up to 50% of sala after remittance of 10% of the total installments, provided the remittance are up to date.

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

The system of allowing NCL after the 1st auction of the chitty is permitted to the following cases only subject to a max of Rs 50,000

i.

Where the applicant for NCL is an employee acceptable to the company as surety.

ii.

When financial documents viz., FD Receipts, Bank Guarantee, LIC Policies, NSCs, KVPs, etc., are offered security.

i.

Where the applicant for NCL is a professional/Businessman having a taxable annual income of Rs 1 Lakh and above(to prove the income, applicant has to produce last 3 yrs income tax returns)iv. Where the applicant, whether employed or not, offers personal sureties as security, provided one of the sureties offered belongs to the SREG (Salary Recovery Enforceable Group)c. Subscribers in chitties with Sala of more than Rs 1 Lakh can apply a second time for NCL up to 50% of the Sala, on remittance of 10% of installments which have become due for remittance. He should be up to date and prompt in the payment of the concerned NCL interest and corresponding chitty installments.

ii.

Outstanding dues if any, against the existing NCL account should be cleared either by direct remittance or by adjustment from the fresh NCL amount to be sanctioned. Where the installment amount with interest is 5000/- and above, the unit head should ensure the repaying capacity of the loanee and make a note of it for sanctioning the loan. The. Loan should not be sanctioned to a loanee whose previous loan account is in default.

 INTEREST RATE The interest rate of the advance is 14.5% (simple) and for defaulted accounts16.5%.

PASS BOOK LOAN:  PURPOSE: To provide quick loan to non-prized subscribers to meet the urgent needs on the security of paid up subscriptions in the chitties.

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 LIMIT: As per chart prescribed, based on the paid up amount in the chitty and the period remaining for termination of the chitty. Gross subscription remitted reduced by Forman‟s Commission and debit balance is the paid up amount. Loan is rounded to the lower Rs.100/of eligible amount.

 ELIGIBILITY: Chitty subscribers who have made up-to-date remittance in unencumbered chitties are eligible. Applicant should not be defaulter in any of our schemes as principal debtor or surety/guarantor.

 INTEREST RATE: Interest is charged at 13% monthly compounding on the loan. This will be applicable to a loanee who remits his/her chitty monthly installments on or before the due date. In case of default in chitty installments the interests the interest rate will be 15% monthly compounding.

 AUCTION OF THE CHITTY: The chitty can be allowed to be auctioned subject to the limit of 30% if the prize amount will be adequate to cover the future liability in his chitty, the loan amount and interest thereon. Prior written permission from the Unit Head to auction the chitty should be obtained.  REPAYMENT OF LOAN: The loan and interest due thereon can be settled at any time by remitting the total dues in lump. To charge interest only for the exact outstanding loan amount after adjusting the part remittance on the same day itself and only for the days in debt provided such remittances are not less than 10% of the outstanding balance as on the date of remittance.

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 PAYMENT OF INTEREST: The loanee can make periodical interest payment and lump sum interest payment as well. The practice of treating fraction of a month as full month is discontinued and interest will be charged only for the exact number of days.  WHEN CHITTY IS DEFAULTED: When chitty installments are defaulted the subscriber is removed observing the usual procedures and the loan and interest thereon are adjusted from the RSC or APSTC as the case may be.  AGREEMENT: Chitty loan agreement is executed on stamp paper of value of Rs. 50/ BOND PREPARATION CHARGE: Bond preparation charge is 0.2% of loan amount at minimum Rs.50/- and maximum Rs.200/-

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BRIEF ABOUT OTHER MAJOR PRODUCTS A. GOLD LOAN SCHEME: The gold loan scheme was launched by the company on 16th Oct 1989. Under the scheme, short term loans up to Rs. 20,000/- for a maximum period of 12months are provided on the security of gold ornaments.  PURPOSE: The scheme is intended to provide short term loans for people who are urgently in need of money, on the security of gold ornaments. Gold coins and bullion will not be accepted as security.  APPLICATION: Application form will be supplied free of cost.  LIMIT OF LOAN: Maximum loan amount in this scheme is limited to Rs. 1, 00,000 per individual per day. To insure the identity of the customer copy of documents like Electoral card, Passport, Driving license or introduction of any KSFE Employ or Gazette Officer, MPs, MLA‟s etc. Customer known to unit head may be obtained and identified.  ELIGIBILITY: The maximum amount that can be granted per gm of 22carat gold jewellery at any point of time is limited to 70% of the prevailing market price rounded off to the lower rupees ten, provided the principle plus interest should not exceed 75% of the market value at any point of time during the loan period. The prevailing market price of gold listed in any leading newspaper on the date of gold loan is to be recorded in the loan application by the concerned J.E. and it is to be certified by the unit head. The same should also be noted in the personal ledger folio. If the market price of gold in various towns within the state differs from one another, the lowest prize quoted may be taken as the base for fixing the eligible loan amount per grams. Page 31

A REPORT ON ORGANIZATIONAL STUDY

 APPOINTMENT OF APPRAISER: The branch manager concerned may select suitable person who has sufficient experience in appraising gold ornaments as appraisers for the branch with the approval of the Regional Manager concerned. The selected appraisers have to take a fidelity insurance policy for a sum of Rs.5000/-The appraiser should have the following essential qualifications. o Should know Malayalam (both reading and writing). o Should have engaged in the manufacture of gold ornaments & must

have

sound

knowledge and experience of goldsmith work. o Should have completed 25years of age and should not have completed 65 yrs as on the date of engagement. o Should hold goldsmith certificate issued by Central Excise Authority.  PERIOD OF LOAN : Maximum period of loan is 6 months.  OVER DUE GOLD LOAN: The unit heads should send notices demanding the remittance of up-to-date interest within 15days from the date of notice. If the loanee, in response to our notice, remits at least the interest due for 6 months within the stipulated time, his account can be kept live for the period remaining to cover the maximum period of 12months..

If the loanee fails to remit the interest as demanded by the company with in the stipulated time, the unit heads should initiate immediate steps for the auction sale of pledged gold ornaments after fulfilling the usual formalities. The maximum period for repayment of gold loan is 1year and even in cases where the loanee has remitted interest for the first 6months, the account has to got closed immediately after the completion of 12months.

 INTEREST: Up to 5,000 - 12%5,001-25,000 - 13%Above 25,000 - 14%

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 PART PAYMENT: Part payment towards the loan is accepted at any time provided the interest till the date of remittance is paid in full and remittance towards principal is made in hundreds or its multiples.  DOCUMENTATION: Loanees stamped receipt, promissory note etc., are the documents for payment of gold loan.

B. FIXED DEPOSIT  PURPOSE: This scheme aims at raising fund for financing our schemes, paying attractive interest rates.  LIMIT: Rs .500/- or above.  INTEREST RATE Simple interest will be paid as fixed by the company from time to time. The rate of interest on fresh fixed deposit as well as for renewal of existing deposits accepted from public is; PERIOD RATE : For 1year and above but not exceeding60 months 9.75%  FIXED DEPOSITS GENERATED FROM PRIZE MONEYCHITTIES: Fixed deposits created from prize money of chitties and offered as security towards the future liabilities irrespective of the duration of the chitties and quantum of future liabilities. a) Should be deposited in full without any deduction. b) Subscribers who avail this facility should open a Sugama account in his/her name.. c) Should be a single deposit, initially. It can be split up into 2 or more deposits for different period on the depositors‟ request, when it becomes renewable, provided the subscriber is up to date in remittance.

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 PAYMENT OF INTEREST: Interest will be paid monthly for deposits of Rs.10, 000/- and above. The interest will also be transferred to the depositors Sugama Account, chitty or loan account as per request  PREMATURE CLOSURE: (a)

Period of deposit less than one month – Nil

(b)

Period of deposit one month and above but less than one year –Sugama rate of interest.

 RENEWAL: Fixed Deposits can be renewed with retrospective effect. When F.D. is renewed on a later date interest will be given from the maturity date of the original deposit provided the deposit is renewed for a minimum period of one year from the maturity date of the original deposit. The rate of interest will be the rate applicable on the date of maturity of the original deposit.  LOAN FACILITY ON ENCUMBERED F.D: 1) Only one FD Loan account can exist against a deposit at any one time. So the depositor can draw a second loan on FD, equal to 75% of the depositor the amount he requires, whichever is lower, as a new loan after closing the existing loan on FD. 2) A loan on the same FD can be allowed for an amount not exceeding 75%of the unencumbered portion.  OTHER FEATURES: Deposits can be in the name of individuals, joint names of two or more persons, firms and companies. a) The deposit receipts issued by the company are not transferable b) The deposit receipts can be pledged as security for chitty payment and for availing loans under various schemes of company. c) Nomination facility is also available.

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C. LOAN ON FIXED DEPOSIT:

 PURPOSE The loan is intended to provide quick loan to depositors on their Fixed Deposits.  APPLICATION: Application is issued free of cost.  LIMIT: 75% of the F.D amount is paid as loan. The Regional Managers are authorized to consider individual cases on merit for FD loan above this limit of 75% subject to a maximum of 90% of FD amount.  ELIGIBILITY: Normally the FD on which the loan is intended to be availed must be free of any liability. Only 1 FD loan account can exist against a deposit at any one time.  PERIOD OF LOAN: The period of loan can go up to the maturity date of the FD on which the loan is availed.  RATE OF INTEREST: The interest chargeable on a FD loan is 2% above the rate applicable to the FD on which such loan is granted.

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D. SUGAMA DEPOSIT SCHEMES:  PURPOSE: Sugama deposit scheme aims at providing a deposit facility similar in many ways to SB accounts in bank but without the cheque facility. The scheme helps the customers in the following manner. a. The customers can give standing instructions to the company to transfer the monthly installments towards chitty on the due dates from the Sugama account.

b. Interest on FD can be transferred to this account as and when it becomes due on the basis of standing instructions obtained from the depositors.

 MINIMUM BALANCE: Minimum balance to be maintained at any time should not be less than Rs.100/-. The minimum balance to be maintained in the Sugama for interest eligibility should be Rs.250/- or more.

 ELIGIBILITY: The person who intends to open the account should be introduced by a customer or respected person known to the co., A Sugama account can be opened. a. By a person in his own name. b. On behalf of any minor relative.

 INTEREST RATE: 5.5% on the minimum balance maintained in the account between 6th and the last day of any month. The interest will be credited twice in a year, on 30th Sep and31 Mar.

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 MODE OF DEPOSIT: Remittance of amount for the credit of the account should be made in cash at the branch office concerned or by way of transfer credit of any amount not exceedingRs.20000/- due to the depositor, on request; a subscriber is permitted to transfer the chitty prize money in full to a sugama account.  WITHDRAWAL: Withdrawal from the account shall be made through withdrawal slips supplied by the co., According to the income tax rule, deposit above Rs.20000/- shall be refunded only by crossed cheques; this limit being applicable to the total withdrawal of the day.

E. RELIABLE CUSTOMER LOAN (RCL):

The scheme is intended to provide easy credit facility to our customers.  APPLICATION FORM: On registration by payment of Rs. 10/- application can be obtained from the unit he/she intends to take the loan.  LIMIT: The maximum amount of loan is Rs.15 lakhs /-. But in the case of single surety, offered by an unemployed customer, the maximum loan liability is limited to Rs.2 lakhs /-.  ELIGIBILITY: All the customers of KSFE can be considered for the RCL. a. He She should have been a customer of the branch in which he/she is applying for the finance, continuously for a minimum period of 12 months. b. He/ She should not be a defaulter at the time of applying for the loan. c. He/ She should not have committed default for more than 3months during past 1year.

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 PERIOD OF LOAN: - The minimum and maximum period of the loan is 12months and 36 months respectively.  RATE OF INTEREST: - Interest will be charged at 14% yearly diminishing basis.  REPAYMENT OF LOAN: The loan together with interest shall be repaid in monthly installment as per the EMI table.  PENAL INTEREST: Penal interest of 2% for each month of default on the defaulted installments amount will be charged.  NUMBER OF LOAN WHICH CAN BE AVAILED UNDER RCL: At any one time, there should be one and only one live RCL in the co., in the name of a customer. To ensure this the covering abstract should be sent to HO and clearance obtained before issuing the loan.

 PREMATURE CLOSURE: For premature closure re-calculation of EMI up to the month of closure is made minimum one year‟s interest is taken.

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CHAPTER 5 ORGANIZATION STRUCTURE

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ORGANIZATION CHART

BRANCH MANAGER

ASSISTANT MANAGER

ASSISTANT MANAGER

ASSISTANT MANAGER

ASSISTANT MANAGER

ADMINISTRATION

ACCOUNTS

COLLECTIONS

GOLD LOANS

ASSISTANTS AND MESSENGERS

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ORGANISATIONAL STRUCTURE

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DUTIES AND RESPONSIBILITIES Duties and responsibilities of Branch manager: He will responsible for the environment within the units in which his subordinates work and will create conditions conductive to effective work.  To prepare a master plan outlining the proposed activities with the objectives to be attained in accordance with the policies of the organization and forward it to the head office each year to enable the company to prepare a realistic budget every year. In addition to the implied duties he will have the following specific functions….. To do all the basic tasks of the Manager, such as;•  To plan the operations of his subordinates, organize, integrate, control land co-ordinate their activities for maximum contribution to the Branch Manager as head of financial unit.  To post proper persons to various positions in the Branch, train and develop them to accomplish their task effectively.  To organize their role relationship to start chitties conforming to the pattern prescribed by the Head Office and achieve the targets fixed by the Company;  To issue advertisements, if necessary, directly to the local dailies with the approval of the Regional Manager.  To perform the duties and to exercise the rights of the foreman under the relevant provisions of the Acts relating to the chitty.  To receive proxy form on behalf of subscribers enter the details in the register prescribed, to file the proxy forms chitty-wise, and to be responsible for the proper inclusion of their names in the auction/ draw.

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 To keep correct minutes of the proceedings of every auction and drawings, sign the minutes on behalf of the foreman and to file a true copy of the minutes with the Registrar on the due date.  To take steps for the payment of the amount due to the defaulting subscriber on the due date.  To demand in writing, consolidated payment of future subscription from defaulting subscriber on the due date.  To prepare a separate Annual Balance Sheet for each chitty and to take steps for the audit of such balance sheets and filing of copies with the Registrar at the appropriate time.  To initiate timely action under R.R. Act to collect defaulted subscriptions or other dues recoverable, wherever necessary.  To send intimation cards indicating the amount due for the next installment to the subscribers/ banks having standing instructions from the subscribers, timely.  To send recovery schedules to the drawing / disbursing officers in respect of subscribers who have joined our salary deduction scheme and to ensure the remittances so received are duly entered in the books of accounts promptly.  To develop chitty business of the branch by starting chitties timely and attain the budgeted sala of business.  To verify the correctness of the entries in the Money orders Register, sign the Money order forms, and to receive the Money order, on behalf of the Company.  To ensure that all the amounts received by Money order on the day have been duly acknowledged by the cashier.  To ensure that the day-to-day accounts in the Units are written up on a current basis and satisfactorily maintained.  To be responsible for the proper identification of the subscriber and of his acknowledgements on the documents, payment voucher, cheque counter foil, personal ledger folio etc and hand over the cheques to the parties concerned.  To be responsible for the safe keeping of all the documents relating to the payment of prize money/ removed subscribers contribution  To reconcile the Bank accounts, Head Office Current Accounts and Regional Office Current Accounts.

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 To arrange for the preparation of subscribers personal ledger schedules and their tallying with control accounts.  To schedule payment of prize money in such a way that they are more or less evenly distributed over the month, also taking into account the ways and means position and giving priority of payment based on the date of receipt of surety/security applications and subsequent execution of documents.  To transfer funds to the Regional Office within the date stipulated towards 

Other Branch collections



Salary deduction



Share of tax and Head Office administration overheads

 To deposit the entire collections of a day in the bank the same day or on the morning of the next day.  To check occasionally and ensure that the employees have already performed their assigned duties (including carrying out checking procedure) satisfactorily;  To build up and enhance the reputation of the Company in its dealings with the subscribers and prospects, fostering friendliness with the general public projecting always the good image of the Company so that we may merit a reputation of our own for the quality of service;  To be responsible for the proper maintenance and updating of (a) Personal files of all employees in the Unit (b) Service records/books) Loans, advances and their repayments

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Duties and responsibilities of the Assistant Managers:Assistant Manager/Deputy Manager will be the front line supervisor in the Officers‟ Cadre who will discharge the following duties, functions and exercise the following powers and report direct to the Unit Head.1. To do all the basic tasks of the front line supervisor, such as: a) To plan the operations of his subordinates organize, integrate, control and co-ordinate their activities for maximum contribution; b) To post proper persons to the various positions under his control, train and develop them to accomplish their task effectively; c) To organize their role relationships; d) To direct their work by clarifying their assignments, guiding them towards improved performance and motivating them to work with zeal and confidence; e) To control them by measuring and correcting their activities to assure that events conform to plans and to co-ordinate their work.

The major responsibilities of Assistant Managers are as follows: To be responsible for supervising and checking of all collection activities of the Branch.  To ensure by test check or complete check as may be appropriate that all the financial transactions under his section are in order.  To verify the correctness of the entries in the Money Order Register with reference to the Money Order Forms to initial every entry in the Money Order Register authenticating its correctness  To be responsible for the correctness of the entries made in the Money Order Register and of the amounts received and recorded in the Money Order Register.  To correspond with persons from whom the Money Order has been received incases where proper details regarding such remittances are not available.

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 To receive and enter all the cheques/demand drafts received in the “Cheques/Bank Drafts Sent for Collection Register” and to get defects, if any, rectified or to return the cheques to the parties on the same day if the defects noticed could not be got rectified, close the register every day.  To ensure that the cheques / bank drafts are duly crossed and if not, to cross them “Account Payee”;  To supervise the postings in the Chitty Collection Registers/ Chitty Day Book, Personal Ledgers/ Loan Registers/ Sugama Account Ledger and Collection Registers, and all the other relevant registers.  To supervise and check the postings in the Personal Ledger  To ensure timely preparation and tallying of quarterly collection summary.  To ensure that the amount kept under suspense are cleared in time..  To regulate and conduct the draw/auction to act as proxy on behalf of the subscribers who have authorized the Branch Manager for such participation.  To get the auction proceedings voucher prepared.  To get the default statements (prized, non-prized and loan schemes) prepared in time.  To operate the Bank account of the Branch jointly with the Branch Manager.  To make physical verification of cash with the Cashier at the close of business every day, to certify the fact of having made such verification in the cash scroll and to bring to the notice of the Branch Manager difference between the actual physical cash and book balance;  To arrange for the preparation of chitty balance sheets and its filing.  To scrutinize the cheques/ demand drafts and ensure they are in order;  To be responsible for the remittance of daily cash collection (including the Money Order collection) in to the bank on the date of collection itself or latest by the next working day, for the maintenance of the Cash in Transit Register.  To be responsible for the safe keeping of the cheques received until they are deposited in to the Bank.  To verify and initial transfer chalans and to be responsible for any erroneous or fraudulent entry in respect of such chalans.  To ensure the writing up of the Chitty Ledger.

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 To verify the scrutiny report, ensure that the prize amount payable agrees with the figures shown in the original auction minutes, ensure with reference to books of accounts that the deductions to be made as shown in the report are accurate and initial the scrutiny report..  To get all payment vouchers prepared, to check and initial it, and to be responsible for its accuracy.  To be responsible for the accuracy of the prize amounts and other payments made.  To review and submit monthly work position reports to the Branch Manager.  To ensure timely completion of annual accounts and related statements.  To transfer funds to Regional Office to wards:  Salary deduction  Share of tax and Head Office administration overheads along with the other Branch collection.  For meeting emergency requirements.  To get the Bank account and Head Office Current Account/ Regional Office Current Account reconciled monthly and to give the reconciliation statement, by 15th of every succeeding month  To be responsible for the safe custody of all the relevant records, registers, vouchers etc., handled by him and seats under his control.  To initiate action for the starting of chitties in the Branch and to arrange the release of advertisements with the approval of the Branch Manager.  To assist the Manager in canvassing subscribers as and when necessary  To obtain sufficient security for the payment of future subscription.  To take steps for the payment of prize money to the prized subscriber on the due date, if the subscriber has furnished adequate security for the payment of future subscriptions, and to intimate the fact to the prized subscribers;  To verify the genuineness/ liability of the subscribers/ sureties;  To examine all the documents concerned with the payment of prize amount and ensure that they are in order and correct and complete in all respects.

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WORKING OF THE BRANCH. 1. OFFICE HOURS The Office hours for regular employees are from 10 am to 5 pm on all working days except in the case of Evening Branches. The office hours prescribed for Evening Branches are from1p.m to7 p.m. In the case of part time employees; it is fixed from 8 a.m. to 1 p.m. in regular Branches and from 11 am to 4 p.m. in Evening Branches.

2. LUNCH BREAK 45 minutes interval is allowed for lunch break and this has been fixed between 2p.m and 3 p.m

3. PUNCTUALITY IN ATTENDANCE All members of the staff are expected to observe punctuality in attendance. Habitual late attendance and other irregularities connected with attendance are punishable under the provisions of the Standing Orders of the Company. Any employee found absent from his seat during office hours for a duration exceeding five minutes except with the permission of the authorized officer will be called upon to explain his absence and if this habit persists, disciplinary action will be taken against such employee who is found guilty.

4. HOLIDAYS All holidays declared by the Government of Kerala as holidays for its employees will be holidays for the company also, unless declared to be restricted to specific department in which the Company is not included. In addition to the above, the local holidays either whole or part declared by Government are also available to Company employees of the respective locality. At the beginning of every year, a list will be drawn up and released showing the public holidays on the basis of the public holidays declared by the Government. In addition to the holidays fixed for each year all Sundays and Second Saturdays will be holidays for the Company.

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5. MAINTENANCE OF OFFICE PREMISES The Unit Heads in the Units, Regional Managers in the Regions and Administrative Officer in the Head Office are responsible for the security, upkeep and proper maintenance of the offices concerned. The office premises shall be kept clean and tidy. All employees are expected to help in the maintenance of cleanliness of the office premises by not throwing about papers, cigarette stumps, etc., and by not disfiguring walls, pillars etc., with writing of slogans and the like and pasting and displaying posters on them .Recognized unions may, however, put up notices about legitimate union activities in the space provided for them. The offices shall be arranged to be opened at 8 a.mor earlier to enable the sweepers to sweep the rooms and premises, cleanup the furniture, fittings, bathrooms and the lavatories. The Administrative Officer in the Head Office, the Regional Managers in the Regions and the Unit Heads in the units shall occasionally inspect the above work and ensure cleanliness and tidiness of the premises. Files, registers and papers shall be methodically arranged and when not in use, should be kept neatly stacked in the space provided. No files ,registers or papers shall be kept on the floor. Waste paper should be kept in the waste paper baskets provided and not strewn about on the floor. Important papers, files and other records should be kept in safe custody. It must be scrupulously ensured by all concerned that small items of stationery such as pins, gem clips, tags, carbon papers, refill, etc., are kept in their proper places and not allowed to lie strewn about on the floor. The offices should be closed at the end of the day and the doors and windows securely locked. This should be ensured by the Administrative Officer in the H.O., Regional Managers in the Regions and Unit Heads in the Units or by the persons authorized in this behalf. It is the duty of every member of the staff to observe strict economy in the use of articles supplied and facilities provided. All stationery items supplied should be economized to the maximum possible extent and all kinds of waste eliminated. Lights, fans should be switched off and water taps turned off when not required for use.

6. ACCEPTANCE OF DONATION FROM SUBSCRIBERS. Members of staff are strictly forbidden from seeking or accepting donations from subscribers or others either in the personal capacity or in his representative capacity as member or office bearer of an association.

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7. DISPLAY OF NATIONAL FLAG The National Flag shall be hoisted on the office building on special occasions like Republic Day or Independence Day

8. OBSERVANCE OF BUSINESS DISCIPLINE IN THE INTEREST OF GOOD CUSTOMER RELATIONS. In the dealings of the Company with the customers, it is not enough that the employees are just and fair, but they should make the customers feel that they are just and fair. In order to ensure this the members of the staff shall observe the following business discipline in addition to the directions given elsewhere in this manual: (i)

To act honestly and faithfully at all times

(ii)

To demonstrate a sense of fair play and impartiality in disposing of cases;

(iii)

To show courtesy and consideration in public dealings;

(iv)

To maintain strictest secrecy regarding the Company‟s affairs whatever be the Provocation;

(v)

To observe scrupulously the rules and regulations;

(vi)

To avoid seeking and receiving cash, donations and advertisements from the Company‟s clients, constituents, business associates, etc., even for a good cause;

(vii)

To attend the public grievances promptly;

(viii)

To dispose of cases promptly but without undue haste;

(ix)

To get all oral instructions and decisions of the higher authorities down in writing and get them confirmed;

(x)

To give job rotation to those who are on sensitive positions;

(xi)

Not to issue or cause to issue cheques in favor of other subscribers/ loanee/sureties/ guarantors towards payments in connection with the business of the Company;

(xii)

Not to attend the auction as proxy (except the Unit Heads) on behalf of others in the Unit where they are working;

(xiii)

Not to accept payments in connection with the business of the Company on behalf of others except with the permission of the Unit Head, who shall exercise such caution and discretion in this regard

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(xiv)

Not to make payments in cash in connection with business of the Company in lieu of cheques issued;

(xv)

Not to en cash cheques issued to subscribers/ dealers or others in connection with the business of the Company;

(xvi)

Only cashiers/ authorized persons shall accept cash from the transacting public who should issue proper receipt and keep proper accounts.

(xvii)

Not to accept blank cheques /cheques un-accompanied by pay-in-slips/ cheques not duly signed and without details of remittance.

(xviii) To be impartial in all their dealings with the transacting public; (xix)

To supply the intending loanees with a list of approved dealers and the choice of dealers left to them.

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PROCEDURE OF ACCOUNTING THE DATA Tally is used in KSFE Branches for accounting purposes and Excel is used for creating of schedules, reports, daily fund flow summary etc.

The SAMPLE schedule for the major products of KSFE is as below:-

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Apart from accounting in Tally, the cashier is maintaining the Daily Cash Scroll register also. The sample of the Cash Scroll Register is as follows,

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CHAPTER 6 DEPARTMENT PROFILE

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A) The different departments of the Head Office are the following: i.

Business Department:This is headed by General Manager (Business) who is responsible for all business

activities of the Company. ii.

Finance Department:-

This department is headed by the General Manager (Finance). The main functions of this department are planning, budgeting and control, compilation of accounts,

reconciliation

and preparation of annual accounts, and controlling Deposit Schemes of the Company etc. iii.

Administration Department:-

This is headed by the DGM P& HR to be in charge of personnel administration , salary, industrial relations, man power planning etc. iv.

Secretarial Department:This department is headed by the Company Secretary who is responsible for the functions

conferred on him by the Company‟s Act, 1956. v.

General Administration Department:-

This department is headed by one of the senior officers of the Company who will be responsible for the General Administration including purchase, printing etc.

vi.

Legal Department :This department is headed by AGM (Legal) who is responsible for all day to day legal

matters.

vii.

Internal Audit Department :This department is headed by the DGM (IA&V) assisted by seventeen audit teams to

exercise internal check and control. All the above Department Heads report directly to the Managing Director.

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(B) The different departments of the Regional Office

The activities of the Regional Managers are grouped functionally as well as scheme wise. They are mainly responsible for the proper and also healthy functioning of the Branches and to be in charge of the overall growth and development of the Branches under their jurisdiction. The Regional Managers report directly to the General Manager Business and the General Manager Finance for the respective functions and to the Managing Director relating to the other functions. The functional departments of the Regional Office are Business, Accounts, and default; which corresponds to respective departments with focus on operational aspects

C) The different departments at Units level

At the base level the Units are graded into three categories viz.

(i)

Major Branches having a chitty sala of Rs.70 lakhs and above.

(ii)

Medium Branches having a chitty sala of Rs.40 lakhs and above and

(iii)

Small Branches having a chitty sala of below Rs.40 lakhs.

A Unit Head viz, the Manager; heads each Unit and its activities are grouped under Assistant Manager(s)/ Deputy Manager(s). The Unit Heads report directly to the Regional Manager and to the Departmental Heads in the Head Office on matters pertaining to the departments concerned. In exceptional circumstances the Unit Heads can report directly to the General Manager (Business)/ General Manager (Finance) and Managing Director.

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The different departments in the unit are as follows: 1) Collection Department

Assistant manager (collection)

Assistant (Auction)

Assistant (Sugama)

Assistant (FD/STD)

Assistant (cash)

Important functions of collection department are 

Receive money from customers



Give receipt to customers



Ensuring proper document for every receipt



Entry of transactions in the books.



Internal checking



Maintain effective coordination with accounting department



Preparing periodic collection report



Sending collection agents to collect money.



To arrange for the preparation of chitty balance sheets and its filing.

An assistant manager will be the head of this department. She/he monitors all activities relating to receipt of cash and has the responsibility of ensuring that there are no mistakes or frauds committed during transactions. Major decisions relating to the receipts of funds are taken by the AM Collection. All staff in the collection department should report to him/her. She/he delegates responsibility to the staff under him/her.

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2) Accounts Department

Assistant manager (Accounts)

Assistant (Loans / chitty price money payments)

Assistant (book keeping)

Important functions of accounts department are 

To be responsible for the remittance of daily cash collection (including the Money Order collection) and cheques in to the bank on the date of collection itself or latest by the next working day.



To ensure once in every fifteen days that the cheques sent for collection are either realized or dishonored and the entries in the Cheque Sent for Collection Register are complete in every respect.



To ensure the writing up of the Main Cash Book, to sign it and to check the postings of General Ledger and to be responsible for the accuracy of the postings.



To examine all the documents concerned with the payment of prize amount and other



Payments and ensure that they are generally in order and in particular ensure that all the amounts mentioned in the documents are accurate.



To ensure satisfactory maintenance of accounts in the branch, arrange the preparation of all statements/ schedules relating to the accounts and to render all returns relating to Accounts to the Head Office/ Regional Office.



To ensure timely completion of annual accounts and related statements. Page 58

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3) General Administration Department

Assistant Manager (general)

Assistant (Loans / chitty price money payments)

Assistant (New chitty registration)

Assistant (collection agents)

Important functions of general administration department are 

To initiate action for the starting of chitties in the Branch and to arrange the release of Advertisements.



To assist the Manager in canvassing subscribers as and when necessary



To issue variolas (application form for joining chitty) to the canvassing agents of the Branch, maintain the Agents Register and verify the claims for commission received from agents.



To take steps for the payment of prize money to the prized subscriber on the due date, if the subscriber has furnished adequate security for the payment of future subscriptions, and to intimate the fact to the prized subscribers.



To verify the genuineness/ liability of the subscribers/ sureties.



To be responsible for the entire personnel administration of the Branch for the proper maintenance of Attendance Register, Casual Leave Register and other leave accounts, personal files, service records/ books , provident fund records, loans, advances and its repayment etc

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4) Default follow up Department

Assistant Manager (Default) Assistant (Current default)

Assistant (Chronic default)

Important functions of default follow up department are 

Monitoring of default on a current basis in all schemes of the company.



Initiating necessary follow up action including RR, in cases of chronic default



Timely preparations of default statements

5) Special Gold Loan Department

Assistant Manager (Gold loan)

Assistant

Appraiser

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Important functions of special gold loan department are 

Speedy and efficient disbursal of Gold Loan



Safe custody of ornaments pledged.



Default monitoring of the Gold Loan scheme



Initiating auction steps in cases of chronic default.



Preparation of periodic schedules.

6) Systems Department

Assistant Manager

Implementer KSFE is passing through the infancy stages of its computerization process. The unit level systems department is now formed on an ad-hoc basis. There is no exclusive assistant manager provided

for this function. Generally any one of the assistant

managers who is in charge

of Collection/ Accounts/ Default is given additional responsibility to supervise this function. Generally, he is required to look after issues related to software / hardware / data entry errors etc and at the same time extent a helping hand to other general activities of the branch.

Important functions of systems department are 

Ensure smooth functioning of all the computer systems.



Reporting software errors/bugs to Head Office.



Timely reporting of hardware failures to the Vendor/AMC Company.



Taking data back ups at the prescribed intervals.



Providing information and assistance to other employees in matters related to system.

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CHAPTER 7 SWOT ANALYSIS

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SWOT ANALYSIS Strength

 Better customer relation.  Good products and services.  Reasonable repayment period.  Better customer satisfaction.  Government owned Company.  Variety of services other than chitties.  Variety of chitty schemes and several other facilities associated with chitties.  Works similar to banks.  Branches throughout Kerala.  Skilled employees selected through public examinations  A relatively younger work force.  Transparency in operations.  Updated website gives information about new developments in all branches.  Tie up with insurance and western union money helps to attract more customers.  It uses effective advertising campaigns.

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Weakness  Lack of marketing activities.  Lack of computer knowledge of workers.  It has the limitations of NBFC‟s.  Still main business area is on chitties and not yet able to grow in other services.  Lack of fieldwork in marketing.

Opportunities  Improve marketing activities.  Introduce a disaster recovery system.  Expansion of small-scale industries in the state.  Rising middle class.  Rise in income.  Saving thirst increases.  Ensuring more participation of NRI families in the schemes of KSFE.  Developing rural areas provide an opportunity to increase customer base.

Threats  Tough Competition.  Policies of Reserve Bank.

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CHAPTER 8 FINDINGS AND SUGGESSIONS

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FINDINGS AND SUGGESTIONS FINDINGS  KSFE is leading player in chit business in Kerala.  Security of Data center is not sufficient  Some issues are associated with recovery procedure  Possess an uncorrupt and dedicated work force.  The organization is engaged in a face lifting effort.  Variety of services for various needs of customers.  Government owned company which mobilizes the fund within Kerala.  The extensive branch network combined with its elite and dedicated work force gives the much-needed flexibility for the organization.  Flexibility in schemes according to customer needs.  Some of the services are unique to KSFE.  Wide acceptability among middle class.  It improves saving habit of people.  Agency system has not yet proven its merit and there seems to be clear division between agents and company staff.  Lack of concentrated and coordinated marketing efforts .  Lack of specific transfer norms and the undue influence of trade unions in these matters.  Total absence of modern performance appraisal mechanisms.  No modern facilities for remittances like e-payment or ECS.  Absence of effective customer feed back surveys and marketing research

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SUGESSTIONS  More awareness campaigns and advertisements should be organized in order to attract public.  Introduce a disaster recovery site for data center. That will ensure safety of data.  Try to introduce new schemes as per customer requirements  Give much concentration on recovery procedures  Effective customer feedback mechanisms should be introduced.  Need more branches in rural areas.  Employee motivation needed.  More management techniques need to be adopted

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CHAPTER 9 CONCLUSION

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CONCLUSION

As there is a proverb that:“A journey of a thousand miles begins with a single step”

The journey of KSFE started slowly and in a small scale basis. But not KSFE have a largest role in the financial market in Kerala. KSFE stands outstanding with its unique and secured products type and range when comparing with the other financial institutes in Kerala. The products of KSFE is a risk free safe haven for the public as KSFE conducts only chitties fully governed by the provisions of Kerala Chitties Act, 1975. Because of the same reason and the quality of the service towards Customer Satisfaction and the products offered KSFE has got a place on the list of trusted Companies in everyone‟s mind. This „organizational study‟ was an attempt to study the organizational structure and the department functions and to provide an analysis on the basis of the functioning of the organization. The data with regarded to the study collected from the KERALA STATE FINANCIAL ENTERPRISES LTD. Helped to understand the process.

The study provides information about the products, organizational structure of the company, departmental functions and gives a good knowledge about the financial position of the company. The co-operation and interaction extended by the employees and management of KSFE have made it possible for the in-depth organizational study which would be used to the research in the future.

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CHAPTER 10 BIBLIOGRAPHY

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BIBLIOGRAPHY

 Moshal B.S. (2010) , Principles of Management, Anne Books Pvt. Ltd.  Pandey I.M. (2001), Financial Management, Vikas Publishing House Pvt. Ltd.  WWW.KSFE.COM

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