Session 1: Concept of decentralisation of NACP III program to

district

Duration: 45 Min

Objectives:
At the end of this session participants will be able to:
• Understand evolution of NACP from Phase I to Phase- III
• Relate to the concept of decentralisation of NACP III program to district
level
• Describe linkages between NRHM and DAPCU at district level through
District Health Society (DHS) and District AIDS Prevention Control
Committee (DAPCC)

Topics covered:
• Evolution and expansion of NACP from Phase- I to Phase- III
• Concept and need for District AIDS Prevention Control Unit (DAPCU)
• Constitution of DAPCC and it’s basic responsibilities
• Link between NRHM and NACP at district level through District Health Society

Reference document:
• DAPCU Operational Guidelines
• NACP III Strategy Document

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Session 1 Concept of decentralisation of NACP III program to district

INTRODUCTION
National AIDS Control Project- I
Based on experience and evidences from other
countries, the Government of India initiated necessary
action to contain HIV epidemic within manageable “In 1986, following the
limits. The National AIDS Control Program was detection of the first AIDS
launched in 1987, which focused on increasing
awareness, blood screening and testing. NACP-I case in the country, the
initiated in 1992 was a start-up investment to launch National AIDS Committee
interventions for HIV prevention, so as to slow down was constituted in the
the spread of HIV, and mitigate the impact of AIDS.
Ministry of Health and
The larger objective of the NACP-I was to slow down
the spread of HIV to reduce future morbidity, mortality, Family Welfare”.
and the impact of AIDS by initiating a major effort in the
prevention of HIV transmission. The specific objectives
were to:
i. Involve all States and Union Territories in developing HIV/AIDS activities with a
special focus on the major epicentres of the epidemic;
ii. Attain a satisfactory level of public awareness on HIV transmission;
iii. Develop health promotion interventions among high risk behaviour groups;
iv. Screen all blood units collected for blood transfusions;
v. Decrease the practice of professional blood donation;
vi. Develop skills in clinical management, health education and counselling, and psycho-
social support to HIV sero-positive persons, AIDS patients and their associates;
vii. Strengthen the control of STD; and
viii. Monitor the development of HIV/AIDS epidemic in the country.

NACP-I project substantially achieved its specific objectives and often exceeded the original
targets. The nationwide capacity building in managerial and technical aspects of the program
in all 35 States and UTs was a major focus during the implementation period. A multi-
sectoral approach was adopted in planning, implementing and monitoring of all the key
project activities. Maximum efforts were made for integrating relevant project activities with
health care system.
National AIDS Control Project-II
The increasing incidence of HIV/AIDS epidemic necessitated the extension of NACP-I with
larger objectives. The proposal for the Phase-II of NACP that is implemented in all the 35
States/UTs and 3 Municipal Corporations (Ahmedabad, Chennai and Mumbai) was
formulated through a participatory process. Based on the different stakeholder consultations
at the state level, state project implementation plans (PIP) were developed that were collated
to develop the National PIP.
The two key objective of NACP-II were to reduce the spread of HIV infection and to
strengthen India’s capacity to respond to HIV/AIDS on a long term basis. This was to be
achieved through five key components:

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 Concept of Decentralisation of NACP III program to district Session 1
• Component-1: Targeted interventions for communities at higher risk
• Component-2: Prevention of HIV transmission among the general population
• Component-3 : Provision of low cost AIDS care
• Component-4 : Strengthening institutional capacities
• Component-5 : Intersectoral collaboration
The Phase II of the National AIDS Control Project (NACP-II) became effective from
November 1999. The specific objectives of the project were:
i. To shift focus from raising awareness to changing behaviour through interventions,
particularly for groups at high risk of contracting and spreading HIV;
ii. To support decentralization of service delivery to the States and Municipalities and a
new facilitating role of NACO;
iii. To protect human rights by encouraging voluntary counselling and testing;
iv. To support structured and evidence based annual reviews and ongoing operational
research; and
v. To encourage management reforms, such as better-managed State level AIDS
Control Societies and improved drug and equipment procurement practices.
The outcomes envisaged in the Second National AIDS Control Project were to keep HIV
sero-prevalence below 5 percent of the adult population in high prevalence states, below 3
percent in the moderate prevalence states, and below one percent in the low prevalence
states.
For more information on activities undertaken and funds spent during NACP –I and II refer
Annexure – I at the end of this session.
National AIDS Control Project-III
India is committed to the Millennium Development Goal of halting and reversing the
HIV/AIDS epidemic in the country by [Link] implementation of NACP-I (1992-99) and
NACP-II (1999-2006) resulted in institutionalization of efforts nationwide and there is
encouraging evidence regarding its stabilization in some parts of the country. However, it is
also true that over the years the virus has travelled from urban to rural areas and from high
risk to general populations, affecting the women and the youth disproportionately. Thus the
reorientation of Program strategy is a crucial challenge before NACP-III.
There are six program components in NACP-III:
1. Targeted Intervention
2. Basic Services
3. Care, Support and Treatment
4. Information, Education and Communication and Mainstreaming
5. Blood Safety and
6. Strategic Information Management Unit
Conceptualisation of DAPCU
India is committed to the Millennium Development Goal of halting and reversing the
HIV/AIDS epidemic in the country by [Link] implementation of NACP-I (1992-99) and
NACP-II (1999-2006) has resulted in institutionalization of efforts nationwide and there is

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Session 1 Concept of decentralisation of NACP III program to district

encouraging evidence regarding its stabilization in some parts of the country. However, it is
also true that over the years the virus has traveled from urban to rural areas and from high
risk to general populations, affecting the women and the youth disproportionately. Thus the
reorientation of Program strategy is a crucial challenge before NACP-III.
NACO recognizes that the magnitude of the response to HIV epidemic in India under NACP-
III cannot be managed centrally. During NACP-II, program management was decentralized
to State AIDS Control Societies (SACS). Under NACP-III, program implementation is further
decentralized to District and Sub District levels. Based on the epidemiological and
vulnerability criteria, 611 districts in the country have been divided into four categories viz. A,
B, C and D; out of them, Category A are 156 districts (High prevalence) and Category B are
39 districts (high HIV epidemic districts). The District AIDS Prevention and Control Unit
(DAPCU) have been constituted to implement AIDS Control and Prevention strategies,
synchronized with the public health infrastructure and programs at district level.
DAPCU is operating within District HIV/AIDS Prevention and Control Committee. It is
envisaged that it is a part of the District Health Society eventually, sharing the administrative
and financial structures of NRHM. The unit reports to and work through the District
Collector and the Chief Medical Officer of the District for medical interventions, it will also be
responsible for non-health related activities such as Adolescent Education Program, District
campaigns, advocacy and mainstreaming and, M&E. These activities are carried out through
the office of District Collector or Zilla Panchayat.1
The Government of India launched a flagship program called the NRHM in 2005 with the
objective of expanding access to quality health care to rural populations by undertaking
architectural corrections in the institutional mechanism for health care delivery. The crucial
strategies under NRHM have been the integration of Family Welfare and National Disease
Control Programs under an umbrella approach for optimization of resources and manpower;
strengthening of outreach services by incorporation of village health worker called ASHA;
efforts for community ownership of services through formation of Health and Sanitation
Committees at village, block and district level; registering Rogi Kalyan Samities for improving
hospital management; strengthening and upgrading the public health infrastructure to Indian
Public Health Standards (IPHS); and consolidation of the District Level Program
Management Unit through the induction of professionals.
The NACP-III aims at integration of NACP interventions within the NRHM framework for
optimization of scarce resources and provision of seamless services to the end customer /
patients as also for ensuring long term sustainability of interventions. Thus, the
institutionalization of DAPCC and DAPCU within the District Health Society, sharing
administrative and financial structure of NRHM becomes a crucial program strategy for
NACP-III. The DAPCU needs to ensure coordination, management, monitoring and
supervision of ongoing NACP-III activities related to care and treatment, and further facilitate
civil society partnership at the district with NGOs, CBOs, Red Ribbon Clubs and PLHAs
network, private sector organization and academic institutions working in the area of
HIV/AIDS in the district. Simultaneously, it will attempt to create a wider knowledge base in
the district for effective prevention, detection, referrals and treatment strategies through
convergence with the ongoing interventions of NRHM, RCH, TB Control etc. and build a

NACP-III Strategy Document, Page no. 155, Section 14.8

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 Concept of Decentralisation of NACP III program to district Session 1
strong monitoring and coordination system through the public health infrastructure in the
district.
STRATEGY FOR DISTRICT PLANNING
NACP-III recognizes the need for a comprehensive package of graded services covering the
entire population of the district unlike the focused approach adopted hitherto in the earlier
phases of NACP. Four Service Groups have been identified broadly as follows:
• Saturating the coverage of 3 High Risk Groups (HRG): Female Sex Workers (FSW)
and their clients, Injecting Drug Users (IDUs) and partners, and Men having Sex with
Men (MSM).
• Expanding the coverage of two Bridge Populations (BP) - truckers and migrant
workers
• HIV Prevention among the highly vulnerable populations: women, youth and children
• HIV Prevention among general population: a multi sectoral response through
mainstreaming
The following four components of the strategy will be undertaken in all districts, except the
3rd component only in "A and B" districts.
1. Formation of Community Based Organizations and Peer led Interventions for
saturating coverage of all HRGs in urban areas: All towns and cities (defined as
per Census 2001) will be covered with high-intensity Target Intervention with
outreach and service provisions for sex workers (female, male and Hijra populations)
and their clients.
2. NGO led Interventions in rural areas with 5000+population: NGO led
intervention will be planned in large villages on lines of TI approach, with the
expectation to cover approximately 10 FSWs or more practicing in these villages.
3. Mainstreaming Interventions in rural areas with <5000 population: In these
villages, focus will be on creating general awareness about HIV/AIDS and STIs, and
also providing referral services for STI treatment, VCT/PPTCT, care and support.
Such interventions will be done through the Link Worker Scheme.
4. Small, scattered villages: Focus will be on environment building through the
government machinery by mainstreaming HIV/AIDS in all departments.
ACCESS TO PACKAGE OF SERVICES AT DISTRICT LEVEL
The District Hospital will provide the full complement of preventive, supportive and curative
services. It will provide the whole spectrum of HIV related ‘core and integrated services’:
psycho-social counselling and support, ART, OI management as out-and-in-patient, positive
prevention services, TB, STI, specialized pediatric HIV care and treatment, palliative care
and pain management as well as referral for specialist needs such as surgery, ENT and
ophthalmology etc. Linkages of NGOs/CBOs with the District Hospital will help provide the
additional components of continuum of care and support with outreach, peer support
services and home-based care. Additional testing facility for PPTCT services will be
provided in the district hospital in the antenatal clinics. Community linkages will also provide
means to follow-up with children born to HIV-positive women, support at the community level

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Session 1 Concept of decentralisation of NACP III program to district

and outreach.. Ensure access to safe blood will be a major area of work in collaboration with
NRHM.

Figure 1- Service availability at district Level for NACP activities

(1) DISTRICT HEALTH SOCIETY (DHS)

Under the NRHM framework different Societies of national programss such as Reproductive
and Child Health Program,, Malaria, TB, Leprosy, National Blindness Control Program have
been merged into a common State Health Society chaired by the Chief Minister/Health
Minister
Minister of the State. Similarly, at the district level all
al program societies have been merged
into the District Health Society (DHS). Funds from Government of India come to the State
Health Society in a funnel mode and are passed on to the District Health Societies. The
Governing Body of the DHS is chaired by the the Chairman of the Zila Parishad / District
Collector. The Executive Body is chaired by the District Collector (subject to State specific
variations). The CMHO is the Member -Secretary
Secretary of the District Health Society. Different
programs operate through program
prog specific committees constituted at State and District level
and also maintain separate bank accounts at each level. Funds coming to the Health Society
are transferred to the Bank accounts of the Program Committee after requisite approvals at
appropriatee stage. This system ensures both convergence as well as independence in
achieving program goals through specific interventions.

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 Concept of Decentralisation of NACP III program to district Session 1
District Officials for related Departments supporting the Health, Family Welfare and
Sanitation activities in the district are represented in the DHS and issues of program
implementation and convergence are discussed at the monthly meeting under the guidance
of the District Collector.
It is envisaged to merge the proposed District HIV/AIDS Prevention and Control Unit into the
DHS. In order to ensure sustaining the current momentum and continued focus, the State
may direct that separate meetings of the DHS be convened dedicated primarily to monitor
the implementation of the NACP activities.
(2) DISTRICT HIV/AIDS PREVENTION CONTROL COMMITTEE (DAPCC)
Analogous to the presence of district program committees for all National programs (e.g.
RCH, NRHM Immunisation Committee, TB Committee, malaria Committee, Blindness
Control Committee) under the NRHM framework, the DAPCC are constituted for effective
ownership, implementation, supervision and mainstreaming of the NACP activities at the
district level. The Committee will oversee the planning and monitoring of the physical and
financial activities planned in the District HIV/AIDS Action Plan. It will ensure appropriate
management of the funds coming to DAPCU for project activities. The committee ideally
should not have more than 20 members. The suggested membership of this committee is
given below. Subject to the broad structure, States have feasibility to add further persons as
special invitees
i. District Collector - Chairman
ii. District (Chief) medical and Health Officer(CMHO)
iii. Medical Superintendent, District Hospital
iv. District HIV/AIDS Control Officer- Member Secretary
v. District Program Manager (HIV / AIDS)
vi. District Program Manager (NRHM)
vii. District TB and RCH Officer
[Link] IEC officer
ix. M&E officer
x. Medical Officers in rotations - In-charge of one ICTC centre in the district, ART
and CCC (3 in all)
xi. One representative each of TIs, CCCs and PLHA networks (3)
xii. Representatives of related Departments identified by DAPCU for convergence,
viz. Women and Child, Panchayati Raj, Labour, Mines, Tribal, Industry, Tourism,
Urban Local Bodies etc.(5)

(3) DISTRICT AIDS CONTROL OFFICER (DACO)

A Nodal Officer, District AIDS Control Officer (DACO) for AIDS Prevention and Control
Program at district level may be appointed from among the available Additional District
Medical Officer/ Dy. CMHO (Health), or the district officer for Leprosy as In-charge of NACP
activities in the district, as per the State Government notification. The District HIV/AIDS
Program Control Unit (DAPCU) shall be headed by DACO with the DAPCU in-charge
District Program Manager along with M&E Assistant and Assistant cum accountant.,

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Session 1 Concept of decentralisation of NACP III program to district

The District AIDS Control Officer will be the nodal person for all HIV/AIDS activities in the
district. S/he would be central to framing and implementing the district level strategy for
prevention and control of HIV / AIDS in the district under the guidance and supervision of
District Collector who is the Chairman of District HIV/AIDS Prevention and Control
Committee. S/He would assist the District Administration to put up a unified action plan for
stabilizing and reversing the HIV/AIDS epidemic in the district by building convergence within
the H and FW sector and also with the different stakeholders present in the district. S/He
would ensure the continuity of the supply chain, service delivery and implementation of
directions of SACS and NACO.

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 Organisational Structure at NACO, SACS and DAPCU Level Session 1
ANNEXURE - I

Statement showing Activities undertaken and funds spent during NACP- I and II

[Link]. Activity NACP I ( 1994-99) NACPII (1999-07)

6 high prevalence states 6 high prevalence states

Prevalence and
45 high prevalence 113 high prevalence districts
I. Geographical spread
of the epidemic districts 3.7 million 5.2 million (Estimated) HIV
(Estimated) HIV infected. infected.
Prevention :
Targeted
Interventions (TIs)
among high risk
groups (sex workers,
injecting drug users < 300 NGOs were 1209 were involved in awareness
and men having sex involved mostly focusing generation, provision of prevention
2. with men) focusing on on only awareness services etc. covering larger groups
behaviour change generation. of vulnerable populations.
communication, STD
care, condom
promotion and Rs. 1.8 crore Rs. 801 crore
enabling environment
Also includes bridge
population (truckers
and migrants)

2 million units of blood 4.5 million units of blood collected

collected per annum per annum
20% voluntary blood 52.4% voluntary blood donation
donation 883 Blood Banks established
685 Blood Banks 82 Blood component separation
established units
Blood Safety
3. 40 Blood component 255 Major Blood Banks
separation units
10 State of the art Model blood
235 Major Blood Banks banks
(major expansion of (consolidation of blood bank
infrastructure took place services and minor expansion of
during this period) infrastructure during this period)
Rs. 174 crore Rs. 183 crore
Infrastructure for clinics in
Expansion of clinic services and
district hospital and
newly created districts took place.
medical colleges was
However, utilization of STD
created.
4. STD services was not satisfactory.
504 STD clinics
845 STD clinics established.
established
Rs. 53 crore
Rs. 48.53 crore

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Session 1 Concept of decentralisation of NACP III program to district

[Link]. Activity NACP I ( 1994-99) NACPII (1999-07)

377 PPTCT Centres.
No Interventions. 3394 ICTC Centres established.
5. ICTC/PPTCT 2.66 million so far tested of whom
13% were positive.
Rs. 167.85 crore
Focused primarily on In addition to awareness
HIV/AIDS awareness generation, advocacy and
generation only initiatives related to removal of
stigma and discrimination took
6. IEC place. Mass media campaigns tool
free helpline and School AIDS
Education Program were taken up.
Rs. 253.8 crore Rs. 375 crore
Primary focus was on inter-sectoral
collaboration with Railways,
Defence, SAIL, ESIC etc. to initiate
7. Mainstreaming None HIV/AIDS prevention program
within their organizations.
Rs. 53.57 crore
Pilots on low cost care and support
initiated. Support for anti-retroviral
treatment (ART) started in 2004
and 101centres established.
47,693 PLHA received ART. 120
Care, Support and community care centres for also
8. None
Treatment supported. All these centres
functioned as stand-alone units and
were not linked with prevention
programs
Rs. 190.42 crore
NACO and AIDS Cells 38 State AIDS Control Societies
were set up in all States. established. Program
Health care providers in implementation decentralized to
public sector hospitals States. Computerized financial
Capacity Building/ were given basic training management system established.
on HIV/AIDS. Program Program support units were also
Program
implementation was established to supplement SACS
9. Management/
centralized at NACO. efforts in 8 states. Increased
Institutional participation of donors in various
Arrangement HIV/AIDS related activities.
Capacity in NACO and SACS
weak, due to two factors – high
turn-over of PD’s and low salaries.
Rs. 41.45 crore Rs. 443.47 crore

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Session 2: Organisational structure at NACO, SACS and DAPCU
level
Duration: 1 Hour 10 Min

Objectives:

At the end of the session participants will be able to

• Explain Human Resource structure at different levels of NACP III

• Identify the availability of human resource at different levels (State,
District) for technical assistance to DAPCU

Topics that will be covered:

• Human Resource structure at NACO level

• Human Resource structure at SACS level
• Human Resource structure at DAPCU level
• Technical support mechanism available to DAPCU

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Session 2 Organisational Structure at NACO, SACS and DAPCU Level

What is Organisation Structure?2

Definition: Formal and informal framework of policies and rules, within which an
organisation arranges its lines of authority and communication and allocates rights and
duties. Organsational structure determines the manner and extent to which roles, power, and
responsibilities are delegated, controlled, and coordinated, and how information flows
between levels of management.
This structure depends entirely on the organization's objectives and the strategy chosen
to achieve them. In a centralized structure, the decision making power is concentrated in the
top layer of the management and tight control is exercised over departments and divisions.
In a decentralized structure, the decision making power is distributed and the departments
and divisions have varying degrees of autonomy. An organization chart illustrates the
organizational structure.
What is Organisation Chart:
Visual representation of how an organisation intends authority, responsibility and information
to flow within it’s formal organisation structure. It usually depicts different management
functions (accounting, finance, human resources, M&E etc.) and their subdivisions as boxes
linked with lines along which decision making power travels downwards and answerability
travel upwards- also called organisation chart.
In the pages to follow, there are Organisational Charts for NACP-II and NACP-III (Source:
NACP-III Strategy Document, Page no. 240 and 241). Apart from these, there are
organisational charts for Category-I, II and III states along with District AIDS Prevention and
Control Unit (DAPCU).

2
[Link] dated 22nd May’10

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Organisational Structure at NACO, SACS and DAPCU Level Session 2

Page 13 of 38
Session 2 Organisational Structure at NACO, SACS and DAPCU Level

Category I States Organogram

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 Organisational Structure at NACO, SACS and DAPCU Level Session 2

Category II States Organogram Project Director

D.D Finance

Addl. Project Director

AD
AD Admin
Procure Finance
ment Division

Stores Procure Admin Office PA Fin. Asst

Officer ment Assistant Assistant (6)
Assistant

BSD Division Blood Safety TI Division M&E Division

CST Division IEC & M.S Div
Div

J.D BSD J.D B.S J.D I.E.C

DD TI DD
(M&E)
DD
STD Q.M Q.M Cons
VBD AD
Ad Consul (BS) (LS)
Nursing TI
tant
AD AD CST
ICT
C STD
AD Consult Con GIPA AD M&E Statist Statis
Condom ant Civil sultant Coordi Docume ical tical
ntation& Office Office Asst
Promoti Society Youth nator
& Publicity
on Mainstr
Affairs
eaming

1 Driver, 2 Messengers, 3 Computer literate steno and 12 Program Assistants for all divisions together
Page 15 of 38
Session 2 Organisational Structure at NACO, SACS and DAPCU Level

Category III States Organogram

Project Director

AD D.D Finance
Admin
Procure
ment Division
AD
Stores Procure Admin Office PA Finance
ment Assistan Assistan
Officer Assistant t t

Fin. Asst
(3)

BSD Division CST Division Blood Safety IEC & M.S Div TI Division M&E Division
Div

D.D STD D.D B.S D.D I.E.C D.D TI D.D M&E

M&E
Quality Consultant Officer
AD AD Manager VBD
ICTC Ad Consul
STD Nursing tant
CST

Consult Con GIPA AD

ant Civil sultant Coordi Docum
Society Youth nator entatio
& Affairs n&
Mainstr Publicit
eaming
y

1 Driver, 1 Messengers, 3 Computer literate steno and 12 Program Assistants for all divisions together Page 16 of 38
 Organisational Structure at NACO, SACS and DAPCU Level Session 2

The structure of DAPCU is as follows-

For A and B Categories of

Staff
Districts
District Program Manager (HIV/AIDS) or 1 (Regular Post to be filled on
District Program Officer (As per state deputation, failing which could be
Designation on contract basis)

1 (On contract)
M&E Assistant

Account Assistant 1 (2 in NE states)- On Contract

1 (to be outsourced and expenses

Support Staff (Not a program staff) to be met from office expenses)

District ICTC supervisor (Supported

through Global Fund for High Prevalent 1 ( On contract)
state)

DAPCU Organogram

NACO
NERO (for
N.E States)
SACS

DAPCU

DACO

DPM DIS

M&E Account
Assistant Assistant

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Session 3: Roles and Responsibilities of DAPCU staff

Duration: 2 Hr 10 Min

Objectives:

At the end of this session participants will be able to

• Define and relate to the roles and responsibilities of DAPCU staff

Topics covered:

• Job responsibilities of DAPCU

• Job responsibilities of DAPCU staff (DACO, DPM, Dist ICTC Supervisor, M&E
Assistant, Account Assistant)

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Session 3 Roles and Responsibilities of DAPCU staff

1. Role and Responsibilities of DAPCU:

The core roles and responsibilities of DAPCU is three fold. It Includes:
a) Coordination of HIV facility Centers at District and Sub District Level
b) Coordination and integration with NRHM
c) Generating awareness and impact mitigation.
The detailed program activities to be coordinated are divided in thematic components in
tabke-1 as listed below under four sections:
Table - 1: Listing of various programmatic activities of DAPCU

[Link] Thematic Components Roles and responsibilities of DAPCU

Section-I: Coordination – HIV Facility Centres at District and Sub District level
• Identify and communicate human resources (staff)
status / needs / vacancies at various facilities to
SACS for recruitment.
• Based on the field visits identify gaps / needs in the
capacities of the various facility personnel and
1 Human Resource communicate to SACS
• Coordinate with SACS / Identified Capacity building
organisation to ensure the training / refresher to build
capacities of the personnel based on the needs.
• Facilitate conduct of district level trainings.
• Through field visits and reports from the service
delivery, identify the gaps and needs.
Service delivery through
2 • Coordinate with other program components, health
the Facility Centres
and other line departments to address gaps and
needs.
• Coordinate with the NRHM – RCH district unit to
ensure HIV testing as a part of ANC during MCH
sessions at sub centre / village level.
3 ANC – HIV testing
• Identify gaps in the ANC HIV testing and address
them with support of NRHM-RCH personnel in the
district.
• Monitor referral linkages among various facilities-
ICTC to STI clinic, STI clinic to ICTC, ICTC to DMC
(RNTCP), DMC (RNTCP) to ICTC, ICTC to ART,
Intra Linkage among ART to STI (ICTC shall be a hub for referrals)
4 HIV program
• Coordinate with District TB officer and RCH officer to
components
address gaps
• Ensure regular monthly review meetings for TB-HIV
and for HIV-STI linkages.

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Session 3 Roles and Responsibilities of DAPCU staff

• Report about availability of supplies (HIV test kits,

reagents, lab consumables, blood bags, condom,
drugs, formats and registers, IEC material etc.)
Supply chain through field visits and review of reports.
5
management
• Coordinate with concerned section in SACS or at
District level to ensure regular supplies and address
stock-out.
• Coordinate with SACS and facilities to ensure regular
AMC of equipment procured through SACS and their
Equipment calibration as required.
6
• Redress gaps identified with support of SACS.
• Follow up with various facility centres for Submission
of Statement of Expenditure and Utilisation
7 Finance certificates and report the same to SACS. Follow up
with various facility centres for submission of Audited
statement and Compliance report to SACS.
• Monitor the records updating and submission to
8 Records and registers
SACS.

Section-II: Coordination and integration with NRHM

• Liaison with DPM of NRHM for – STI RTI service
linkages, ANC –ICTC service linkages
• Coordinate with the district level machinery (DPM /
RCHO / DMHO etc)
Integration of ICTC
9 services and care and - for facilitating positive deliveries
support services
- Referral of PLHIVs to ART Centre
• Coordinate Capacity building for the staff of the health
and other line departments for facilitating service
provision and referral linkages.
• Coordinate and liaise with NRHM and other line
10 Campaign departments for including HIV related messages /
issues in their campaigns.

Section- III: Generating awareness and impact mitigation

• Coordinate for condom promotion campaign in
identified areas / villages with the support of district
health and other line department machinery along
with program partners / components.
• Coordinate service demand generation campaign for
11 District Campaigns ICTC, STI, HIV and TB involving health and other line
Departments at district and their staff at grass root
level.
• Work with the tribal department (ITDA) where present
to address HIV related issues in the campaigns
organised by ITDA.

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 Roles and Responsibilities of DAPCU staff Session 3
• Provide inputs to SACS and or initiate campaigns for
migrants at source and provide linkages to
12 Migrants organizations in destination areas and link up with
existing health services for STI management and
Condom promotion.
• Conduct district level IEC campaign.
Communication and
13 • Work with PRIs and local CSOs for social
Social Mobilization
mobilization for HIV prevention and management.
• Provide Technical support to district level
Mainstreaming with organisations/Departments to integrate HIV in their
14 Public and Private functions.
Sector
• Involve them in district campaigns.
Schemes of Other line • Disseminate information on extended benefits of
15 departments for various social welfare schemes to HRGs and
mainstreaming PLHIVs

Section-IV: Management
• Coordinate and facilitate various facilities,
District Action Plan departments and organisations in the district for
16 preparation and preparation of District Action Plan
implementation • Monitor implementation of approved action plan
through DAPCC
• Seek clarification from SACS / NACO on immediate
Trouble shooting responses for issues and problems in
17 bottlenecks in program implementation of the program at the field.
implementation • Follow up instructions of SACS / NACO for
strengthening district level programs.
• Maintain and update the District dashboard
• Regular reporting to District collector on the Dash
Board.
18 MIS • Submit monthly report to PD SACS and NACO on
physical, financial, epidemiological progress of the
program.
• Receive reports from all the HIV / AIDS facilities in
the district.

Some examples of DAPCU Roles and Responsibilities (for discussion):

• Human Resources: Your ART centre is having a load of 200-250 patients per month
and the existing Medical Officer regularly complains that s/he has not been able to
give enough time to patients and also has not been able to concentrate on Second
Line treatment/referral for PLHIVs. Through your field visit to the centre, you have
validated the complaint. You may have to discuss this issue with the overall ART
centre team and explain the need for counselling of patients by Nurse and

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Session 3 Roles and Responsibilities of DAPCU staff

Counsellors before being seen by the doctor and thus help doctor to focus on the
complex cases.
• Service Delivery through the facility centers: Every service delivery shall be
linked even with the other department functionaries within the district and at sub
district level. This shall ensure reaching out to the needy through existing
infrastructure and resources of other dept. Reaching out to ANC women through
DRDA (District Rural Development Agency)/ WCD. This is mainly in the situation
when you observe down trend in the no. of tests conducted at mandal/ facility against
the desired target- approach SHGs, ANM for mobilising ANC women (through their
respective depts). Vulnerable group can be covered through the respective program
(Youth, out of schools, migrant labours, truckers).
• ANC-HIV Testing: Since ANC testing is one of the monitoring indicators of RCH/
NRHM program, HIV testing can be linked to this indicator for achieving 100% ANC
women in the district. Coordination with 104 (Fixed day health services)Health
management Research Institute) will help in reaching out to ANC cases at village
level (remote).
• Supply Chain Management: One of your ICTC, which is one of the high client load
centre in the district, has run out of HIV Testing kits. It has been observed that stock
out at this facility is happening quite frequently. In the next month, SACS has planned
to conduct a massive HIV testing campaign for high risk behaviour groups in the
district.
o What will be your role in terms of ensuring adequate supply of testing kits to
this centre.
o Ensure indent is raised as per requirement (appropriate calculation to be
done), ensure better linkages with the nearest ICTC for mutual transfer of kits
as back up plan, ensure there is sufficient storage place at facility to raise the
indent, ensure timely supply of testing kits to the facility.
• Equipment: What will happen if service delivery facility does not have any calibration
mechanism or AMC for their equipments? E.g. CD4 machine at ART centre does not
have AMC. Because of error, it starts showing higher CD4 count than actual- how
this will affect start of ART drugs to the patients.
• Finance: If SOE are not submitted in time then what can be the consequences to the
program or facility.
• Integration of ICTC services and care and support services: Integrate with
NRHM to ensure availability of services at Govt. Health facility. E.g. NRHM to ensure
availability of STI services at Area Hospital and Civil Hospital level, depute staff for
LAC, improve testing facilities at PHC level, Outreach for these services through
ASHA worker and ANM, additional incentives or different mechanism to address
positive deliveries, etc.
• Campaign: DPM unit of NRHM is going to conduct a campaign for increasing ANC
registration and compliance to the ANC visits. How do you incorporate your program
component in this activity of NRHM?

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 Roles and Responsibilities of DAPCU staff Session 3
• District Campaigns: In process of planning the campaign at district level, DAPCU
has to prioritise the areas to be covered, which has to be evidence based. What
approaches DAPCU will adopt? Using the mandal wise PLHIVs and assessing the
local context (local festivals, jatra, etc.) DAPCU to prioritise the campaign/ IEC van
route. Post campaign, the DAPCU shall also look at the impact of the campaign by
assessing the scale up in the service uptake (campaign specific service uptake).
Specific geographical areas and depts shall be at fore front, e.g. The tribal dominant
districts shall have special focus and exclusive plan with clear deliverables like no. of
villages to be covered, no. of tests to be conducted and ensure imparting HIV
program component in their regular IEC.
• Migrants: The district does not have any migrant intervention, but DAPCU has
identified few pockets which have high outmigration, what do you do?
o Can you focus on the transit points with IEC? Can you send the focussed IEC
to these areas? Can you work with labour contractors? – Yes for all.
• Mainstreaming with Public and Private Sector: District specific resources and
depts shall be identified and leverage them for program component. District has a
major mining industry owned by a private company which results in high In-
migration, mobility of trucks and provide scope for sex services. Should, How and
what DAPCU shall leverage their support? Similarly, district which has a pre-
dominant population, have strong SHGs, have strong and wide network of youth then
what shall be the approach from DAPCU? Mainstream HIV program with respective
departments.
• Schemes of Other line departments for mainstreaming: The DAPCU shall
closely review the programs of other line departments and link them with the
beneficiary group of HIV program. E.g. PLHIV women opting for additional amount
for livelihood, handicap PLHIV prioritised for benefits from welfare department,
CLHIV getting additional nutrition/ benefits through ICDS, etc.
Some other examples of Mainstreaming can be
a. Women and child development
o In Andhra Pradesh, APSACS in collaboration with Women and Child
Development Department has launched the Chetana program. Thrust of this
intervention is to build the capacity of the department by training 70
institutions and 385 ICDS project staff as the Master Trainers in handling
HIV/AIDS issue. The master trainers will further train all AWW and conduct
awareness program during meetings and training program under various
programs like Kishori Shakti Yojna, Swadhar homes etc. The training is
designed focusing on strengthening program synergy among ASHA, ANMs,
ORWs and AWW for referral.
b. Panchayati raj
o In Rajasthan, The Department of Panchayati Raj organised a series of events
on the mainstreaming of HIV/AIDS. Through the monitoring of migrant labour
by proposed Migrant Information Centres to welfare measures for People

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Session 3 Roles and Responsibilities of DAPCU staff

Living with HIV/AIDS, from holistic District Action Plans to training programs
for Panchayat level officials, many innovations were designed.
c. National Academy of Construction Workers
o In Andhra Pradesh, APSACS in collaboration with National Academy of
Construction Workers (NAC) under Labour Ministry have mainstream
HIV/AIDS and convinced to take up HIV/AIDS issue in their existing course
curriculum and develop master trainers in their 133 training centres. Around
40000 to 50000 construction workers will be trained every year.
o In Jharkhand, the State AIDS Control Society has collaborated with the
International Labour Organization in workplace interventions that seek to
educate working people on HIV/AIDS and its prevention. From government
departments to the state police, from the employees of the State Electricity
Board to the workers of the many coal mines in Jharkhand, customised
workshops and programs have been organised for different audiences
d. Tourism department
o The Tamil Nadu Tourism Development Corporation organised a workshop on
tourism and HIV/AIDS in June. It recommended promoting appropriate
messaging at tourism information offices, fairs, sites and at hotels. It also
sought to build capacity among tourism professionals and stakeholders,
beginning with a pilot project in Mamallapuram and Ooty
e. Ministry of Tribal Welfare
o APSACS in collaboration with tribal welfare department have prepared the
State Action Plan 2009-10, including the tribal areas and has integrated the
entire HIV/AIDS program in their ongoing activities, titled as the Tribal Sub-
plan for HIV/AIDS within the State AAP. As an initiative towards
mainstreaming the Adolescent Education Program it has introduced basic
facts on HIV in all the schools under the tribal welfare scheme. The existing
health facilities in tribal area are also identified for integrating HIV/AIDS
services like ICTC and link ART centres.
• District Action Plan preparation and implementation: How does DAPCU ensure
evidence based, decentralised, participatory planning process for formulation of
District Action Plan?
• Trouble shooting bottlenecks in program implementation: What are the different
types of trouble shooting DAPCU does? Every troubleshooting shall be done in
consultation with component head; this is one of the conditional mechanisms for
building coordination.
• Capacity Building: How DAPCU can ensure quality of district level trainings, identify
resource persons and facilities for coordinating quality training program.
• MIS: What are the different places, DAPCU will use dash board? Update district
collector, SACS and NACO on monthly status and progress of important indicators in
district on a monthly basis.

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 Roles and Responsibilities of DAPCU staff Session 3
2. Roles and Responsibilities of District Program Manager (DPM) and other DAPCU’s
Staff Members.
As per the guidelines of NACO, DAPCU’s staff can be recruited / selected either on
deputation or contract basis. The recruitment/selection is done by the SACS/DHS as per
State’s specific policy. The suggested Terms of Reference (ToR) of the following DAPCU
staff is mentioned below:
a) District Aids Control Officer (DACO)
b) District Program Manager (HIV / AIDS)
c) M&E Assistant
d) District ICTC Supervisor (DIS)
e) Account Assistant
f) Support staff

(a) District Aids Control Officer (DACO)

A Nodal Officer for AIDS Prevention and Control Program at district level may be appointed
from among the available Additional District Medical officer/ Dy. CMHO (Health), or the
district officer for Leprosy as In-charge of NACP activities in the district, as per the State
Government notification.

• S/He would be the overall in charge and responsible for the DAPCU and its
functions.
• S/he would be central to framing and implementing the district level strategy for
prevention and control of HIV / AIDS in the district under the supervision and
guidance from District Collector, Chairman of DAPCC.
• S/He would assist the District Administration to put up a unified action plan for
stabilizing and reversing the HIV/AIDS epidemic in the district by building
convergence within the HFW sector and also with the different stakeholders present
in the district.
• S/He would ensure the continuity of the supply chain, service delivery and
implementation of directions of SACS.
• S/He would regularly report to District collector on the dash board, Submit monthly
report to PD-SACS on physical, financial, epidemiological progress of the program
• S/He would coordinate for Condom promotion and service demand generation
campaigns with the support of district health and other line department machinery
along with program partners / components.
• Undertake field visits (at least 10 days a month) to identify and verify program related
issues
(b) District Program Manager (HIV / AIDS)
The District (AIDS) Program Manager’s role is to provide techno-managerial, support for
training, reporting, monitoring, supervision, implementation and surveillance of NACP and all
HIV/AIDS related programs / projects in the assigned District according to policies and
guidelines of SACS. The DACO shall supervise the DPM. DPM will be selected by PD
SACS/District Collector, Chairman of DAPCC. S/he will be responsible to Nodal Officer at

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Session 3 Roles and Responsibilities of DAPCU staff

District level and PD SACS at State level in the discharge of his duties. The roles and
responsibilities of DPM are as follows:

i. Planning and implementation of District Action Plans

• Coordinate the preparation and smooth implementation of the District Action Plan for
HIV/AIDS prevention and control, emphasizing both on the implementation of core
NACP strategies and effective mainstreaming with NRHM activities.
• Ensure submission of regular reports on physical, financial and epidemiological
parameters to SACS.
• Monitor Supply chain management for condoms, ICTC kits/ reagents and
ARV/STI/OI drugs at the facility centers.
ii. Capacity Building:
• Based on the field visits identify gaps / needs in the capacities of the various facility
personnel and communicate to SACS.
• Coordinate with SACS / Identified Capacity building organisation to ensure the
training / refresher to build capacities of the personnel based on the needs.
• Ensure district level support for training of staff of facility centers as per the guidance
from SACS.
iii. Advocacy
• Engage in Stakeholder Consultations with Govt. Departments, SMOs, CBOs, PLHAs,
NGOs through the NGO forum to be constituted.
• Coordinate IEC campaign for the NACP activities- especially Condom promotion,
service demand generation and voluntary blood donation.
iv. Program Management
• Institutionalize system of interaction with District Program Management Unit of
NRHM to work out effective convergence with activities under NRHM, RCH, TB and
IEC.
• Coordinate collection of the information about functional status of each institution on
a monthly basis, compilation of data and sending this information to the SACS.
• Supervise the functioning of the HIV service facility centers and attend quarterly
meeting of Medical officers, monthly meeting of other project staffs and frequent visit
to these service outlets.
• Provide feedback and support to the field staff for better performance
• Undertake field visits (at least 15 days a month) to identify and verify program related
issues
(c) M&E Assistant
The role of M&E Assistant is to strengthen the DAPCU and assisting the DACO and DPM by
monitoring all the HIV/AIDS related activities in the district and provide timely feedback to the
District team for better execution of HIV/AIDS plans. The responsibilities of M&E Assistant
are as follows:

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 Roles and Responsibilities of DAPCU staff Session 3
• Enter the data and send the completed reports to SACS/NACO on time.
• Monitor submission of reports by various facility centers, review them and provide
feedback to ensure that the reports submitted are filled correctly and completely and
submitted on time
• Undertake field visits to verify the records, reports and registers (content and quality
of information) in the centers
• Maintain the district dashboard and update it regularly.
• Update the team members about the district situation in the monthly team meetings
(d) District ICTC Supervisor
The District Supervisor will assist DACO and DPM in implementation of the ICTC program,
PPTCT and HIV-TB coordination in accordance with operational guidelines of ICTC.
• S/He should support DACO in the overall functions of the District level counselling
and testing related activities.
• S/He based on the field visits identify gaps / needs in the capacities of the various
facility personnel and communicate to DACO / DPM.
• S/He should coordinate with DACO / DPM / Identified Capacity building organisation
to ensure the training / refresher to build capacities of the personnel based on the
needs.
• S/He would coordinate along with DPM IEC campaign for the NACP activities-
especially Condom promotion and service demand generation.

(e) Account Assistant

The Accountant will maintain the accounts of the DAPCC/ DAPCU.
• S/He will prepare the budget for the activities as per the given guidelines by SACS.
• S/He will ensure fund flow for various activities under the District Action Plan and
proper monitoring and report of fund utilization to DACO.
• Se/He will facilitate audit of the funds utilized by DAPCU through SACS.
• S/He shall facilitate SACS for financial management at respective facility centres in
the district. Also follow up regarding funds devolved, utilised and balance available.
• S/He shall follow up with various Facility Centres in charge for timely submission of
statement of accounts/expenditure and utilization certificate.
• S/He shall also follow up various Facility Centres in-charge for timely submission of
Audited statement and compliance report to SACS.

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Session 4: Different forms of written Government Communication
Duration: 2 Hrs 30 Min

Objectives:

At the end of this session participants will be able to:

• Define and differentiate most widely used forms of written communication

tools in Govt system
• Demonstrate steps recognising a requirement till it’s execution in office
procedures
• Cite scenarios where relevant communication tools can be applied in day to
day functioning

Topics:

• Basic Filing Procedures

• Introduction to various forms of written Govt. communication viz.,
1. Letter
2. DO letter
3. Office order
4. Memorandum
5. Circular
6. Under Office Note (U.O. Note)
7. Draft
8. Proceeding
9. Notice
10. E-mail and other forms of communication e.g. Phonogram, Telegram, etc.

Preparation of draft notes and letters along with preparation of a file(taking World AIDS Day
as an example for different groups)

Reference documents

• District Office Manual, Govt. of Andhra Pradesh

• [Link] (dated 24/05/2010).

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Session 4 Different forms of written Government Communication

Basic filing procedures:

1. Opening a file: (Material required: file tags, file board, file cover, note sheets,
poker/punch, papers of correspondence in question)
a. A file consists of the following:
i. A file pad
ii. Note sheet portion
iii. Correspondence portion called current
iv. File cover
b. Place the correspondence Portion in the file cover
c. Obtain file number and write it on the note sheet
d. Write the subject, reference on the note sheet
e. Prepare note sheet and relevant draft communication tool (ex: Letter, DO letter,
Office order etc.)
f. Put tag to the note sheets
g. Put separate tag to the correspondence portion which is called current
h. Place current and note sheet portions tagged separately in the file cover
i. Place the entire set on the file pad and tie it
j. Enter the file number and subject in the register
2. In the file the latest correspondence (current) should be placed at the bottom (down) of
the tag. In other words the file will run from top to bottom
3. Give page numbers at the top right hand corner at 1” below with pen/pencil
4. Spare copies (duplicate) are not numbered but mentioned as spare
5. Reference material (books, rule books etc.) are kept at the bottom of the correspondence
and not numbered, the relevant pages will be highlighted with a flag. However maps,
sketch, tables etc. are part of the file and given page numbers.
6. When old/ previous files are linked to the current file for reference they are (old files) kept
at the bottom of the current file and the file flaps are closed and not tied, however the
current file pad flaps are tied so that the old file and the current file are tied together.

Different forms of written Government communication

In Govt. Set up, different forms of communication are used for different purposes. For each
specific purpose for example: Communicating an order, Sanction of money, approval of a
program, Decisions taken in the meetings, Drawing special attention of the officer etc. Some of
the most commonly used forms of communication are mentioned below:
1. Letter:
The letter is most commonly used form of communication in Govt. It has a definite structure and
varied purposes. The most common structure of a letter consists of:
• Address/mast head of the office/organization issuing the letter. for instance the letter from
ADMHO/DACO will have office of the (O/o) ………., Name of the district, Address
• File number
• Date

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 Different forms of written Government Communication Session 4
• Address of the intended recipient
• Salutation (Sir/Madam)
• Subject
• Reference
• Body of the text (Message to be communicated)
• The letter ends with ‘yours faithfully’ followed by
• Name , designation and Signature of the issuing authority
• If enclosures are sent with the letter mention “encl:” at the left bottom of the letter
• A letter should be written in polite language, Non Committal, No first person and simple
and clear language without being verbose (using unfamiliar words).
• Letter should be self explanatory
2. D.O. (Demi-Official) Letter:
DO letter is an official letter written by an officer in his official as well as personal capacity
drawing personal attention of the concerned officer to a specific issue/issues. A D.O. letter is
usually addressed to officials of equal rank, officers working under him or her and to officer’s one
rank above.
However, usually, D.O. letters are not sent to very senior officials. Usually D.O. letters are sent
by Heads of Offices/Departments.
The frame work of a D.O. letter will consists of
• Name and designation of the issuing officer at the top left hand corner of the letter /letter
head
• Name and address of the office at the top
• D.O. letter number and date (centered)
• Salutation: salutation is written with hand (not typed) by the issuing officer
• The salutation usually is Dear (name, Sir/Madam depending on the seniority of the
addressee)
• Subject and reference
• Body of the letter
• Salutations written in hand like:
o “with kind regards” to senior officers
o “With regards” to officers of equal rank
o “With best wishes” to subordinates and others
• The letter ends with yours ‘sincerely’ but not ‘yours faithfully’ followed by only name of
the officer/signatory
• The D.O. letters are written in first person
3. Office Order:
An office order is issued generally to communicate decisions taken by the head of office/
department giving directions to act.
The office order should be written in simple and clear language.

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Session 4 Different forms of written Government Communication

The office orders consist of:

1. Address/mast head of the office/organization issuing the letter. for instance the letter from
ADMHO/DACO will have office of the (O/o) ………., Name of the district, Address
2. File number
3. Date
4. Subject and reference
5. Office order no..... (centered)
6. Text of the order
7. Name and designation of the authority without any salutation
8. Designations/ Names of the addressees (ex: to all ICTC medical officers, DPMs,
ADMHOs etc.)
4. Office Memorandum:
Office memorandum is a communication issued containing Orders, Directions and Instructions. It
can be circulated with in the office and outside the office also.
The structure of the office memorandum is like office order.
5. Circular:
It is another form of communication which is issued to circulate communication to larger group of
audience (with in office, partners and other agencies)
The structure of the circular is also similar to Office order
6. Under Office (U.O) Note:
Generally this communication used as inter/intra office or department correspondence to get
information or inform decisions taken on issues relating to the same office/department
Ex: Information on ICTCs may be required by ART section in SACS
7. Draft:
A Drat is prepared for various forms of communication and placed for approval of the competent
authority.
Ex: a draft letter, draft D.O letter, Draft Office Memorandum etc.
8. Proceedings:
Proceedings are generally orders. They are issued by the Govt. Offices sanctioning funds,
programs etc. They are equivalent to Government orders (GOs). GOs are issued by the
Secretariat (Depts.) where as the Proceedings are issued by the Govt. Departments /offices
located outside the Secretariat.
E.g. PD, APSACS, District Collector, Addl DM and HO all issue proceedings.
A proceeding will consist of
• The Name, Designation and address of the authority at the top as under:
Office of the..........
Present: Mr/Ms................ IAS
Designation

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 Different forms of written Government Communication Session 4
• File number and date
• Brief subject as abstract
• References
• Type “ORDER”( in capitals) at the left hand corner
• READ (in capital)
• Body of the text of the order should contain brief introduction or background of the
subject, details of the order, process for its implementation etc.
• The language should be simple without any scope for different interpretations
• It should also contain directions for implementation (ex: PD APSACS is directed to fill up
posts of DAPCUs in the order given by Govt. For establishment of DAPCUs)
• It should end with name and designation of the issuing authority
• The proceedings should also mention relevant rules, powers under which these orders
are issued
• The name /designation of the recipients of the proceedings shall be mentioned at the left
hand corner at the end of the proceeding
9. Notice:
A notice is a formal form of communication used in lieu (instead) of a circular/office order.
It can also be used to issue show cause to individuals/institutions calling for explanation/ remarks
for contemplating disciplinary actions.
A notice generally follows the structure of an office order.
10. Email and Other forms of Communication:
There are other forms of communication used in Govt. for speedy actions. These are
• Emails
• Telegrams/Phonograms
While writing Emails, telegrams/phonograms the language should be simple with bare minimum
of words using abbreviations, if necessary.
They should be direct and used on important and special occasions to convey urgent and
specific information. The structure of these communications consists of:
• Reference number if necessary
• Matter
• Name and designation of the issuing authority
Example of Telegram/ Phonogram:
REF LET NO XY/AIDS/2010, 6TH MARCH INSTANT (.) SEND NO OF PATIENTS ON ART ON
DATE BY RETURN FAX (.) PD APSACS
Note: Such forms of communications are to be followed invariably with copy by post in
confirmation to the communication sent to the recipient.

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Session 4 Different forms of written Government Communication

Annexures

4. a. Sample Demi Official (D.O.)

(D.O Letter

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 Different forms of written Government Communication Session 4
4. b. Sample Under Office (U.O) Letter

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Session 4 Different forms of written Government Communication

4. c. Sample Office Order

Government of Andhra Pradesh

O/o THE ADDL. DM and HO
...........DISTRICT

Rc. No......... Dated...............

Sub:
Ref:
Office Order

It is to inform......................................................... that, .........................................................

...................................................................................... And all the concerned are directed to
follow the ...................................................

Addl. DM and HO

To

.....................................

....................................

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 Different forms of written Government Communication Session 4
4. d. Sample Memorandum

Government of Andhra Pradesh

O/o THE ADDL. DM HO
...........DISTRICT

Rc. No......... Dated...............

Sub:
Ref:
Memorandum

It has been noticed that, ...........................................has been ...........................................

................................................., Therefore, .....................................................is directed to
inform the reasons ........................................................., and comply within ....................... .

Addl. DM and HO

To

.....................................

....................................

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Session 4 Different forms of written Government Communication

4. e. Sample Circular

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 Different forms of written Government Communication Session 4
4. f. Sample Proceedings

PROCEEDINGS OF THE PROJECT DIRECTOR,

ANDHRA PRADESH STATE AIDS CONTROL SOCIETY, HYDERABAD
PRESENT SRI (NAME OF THE PROJECT DIRECTOR)

R.C No 910/AIDS/2009 Dated 20th Feb 2010

Abstract: APSACS – W.P. No. 342333 of 2008 in the Hon’ble High Court of Andhra
Pradesh – Payment of arrears of annual grade increments to the Lab Technicians
working in the ICTC at Government Maternity Hospital – Sanction of Rs 1200 to Ms
Sridevi – reg.

ORDER:

1. Mr M Anjaiah, S/o Late Narasaiah, occ. Lab Technician, O/o the Superintendent of
Govt. Maternity Hospital, Nayapool, Hyderabad and 4 others have filed an affidavit in the
Hon’ble High court of Andhra Prades wide [Link]. 342333 of 2008. The Hon’ble High Court
while disposing the writ petition vide their order 6th October 2009 has directed that “the
respondents to consider the claim of the petitioners herein for Annual Increments as well as
the arrears w.e.f from 1.1.2002 and pass appropriate order in accordance with law
expeditiously as possible preference within a period of eight weeks from the date of receipt
of this order. No Costs.” In view of the order of the Hon’ble High Court, the arrears of the
Annual Grade Increments have been worked out on the basis of the records available it has
been found that an amount of 2.76,000/- (Rupees two lakh seventy six thousand only) is the
amount to be released to the following individuals as per the letters issued by NACO.
i. Mr Moinuddin
ii. Ms Sridevi
iii. Mr Anjaiah

2. The amount paid vide proceedings at reference. However, Ms Sridevi, has

representation stating that she has to be paid arrears Annual Grade Increments with effect
from January 2001. In this context she has already been paid Annual Grade Increments from
1-4-2002. Based on her present contention an amount of Rs 1200 only would be difference
from January to March 2002.
3. The amount shall be debited to pool fund.
4. The Joint Director (Finance) is requested to draw and pay the amount sanctioned to
the concerned after obtaining receipt.

Sd/- Sd/-
Program Officer Project Director
APSACS

To,
The Superintendent, Nayapool Maternity Hospital
Copy to Bill and Copy to Joint Director (Finance)

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