Service Delivery Standard

Census Services

Sl. No

Type of Services provided

Documents Required

Time taken

Remarks

1

Birth Registration

1. Completed BR forms
2. Parents CID copy
3. HC/Birth certificate
4. Marriage Certificate

30 Minutes

With the assumption that all documents/formalities are completed

2

Death Registration

1. Completed DR form
2. Death Certificate
3. CID of the deceased

30 Minutes

With the assumption that all documents/formalities are completed

3

Census Transfer

1. Lagthram Copy
2. House construction report

30 Minutes

With the assumption that all documents/formalities are completed

4

Processing of new CID

1. Passport size photo (2 nos)
2. Completed CID form

30 Minutes

With the assumption that all documents/formalities are completed

5

Nationality Certificate

1. Application
2. Two Passport size photo

30 Minutes

With the assumption that all documents/formalities are completed

6

Name & Age Correction

1. Completed Name & Age Correction forms
2. Gup & Tshokpa Statement
3. Documentary Proof (school certificate/Service record)
4. Passport

1 Hour

With the assumption that all documents/formalities are completed

7

Change of Head of Household

1. Completed HoH form
2. NoC from family members (18 years & above)

1 Hour

With the assumption that all documents/formalities are completed

8

Change of Occupation

1. Completed Occupation Change form
2. Authentication from concerned agency

1 Hour

With the assumption that all documents/formalities are completed

9

Replacement of CID/SRP

1. Completed replacement form
2. Loss/Damaged Report from RBP
3. Loss/Damaged Report from Agency

1 Hour

With the assumption that all documents/formalities are completed

10

Change of Spouse

1. Completed spouse change form
2. Two Passport size photo
3. Recommendation letter from Gewog

1 Hour

With the assumption that all documents/formalities are completed

11

Change of Census status

1. Copy of Kasho
2. Approval letter from Ministry/Department
3. Original CID/SRP

30 Minutes

With the assumption that all documents/formalities are completed

12

Household Information

1. Application
2. Two Passport size photo

2 Days

With the assumption that all documents/formalities are completed

13

Naturalization/Regularization

1. Investigation letter from Ministry

1 Day

With the assumption that all documents/formalities are completed

Environment Services

Sl.No

Type of Services provided

Procedure for accessing service

Time frame for service delivery

Contact/Coordinating Inmate

 

1

Issuance of Environmental Clearance(EC) for the activities delegated to the Dzongkhag Environment Committee under Annex 2 of the Regulation for Environment Clearance

   General Procedure(Approval Process

   

1. Acknowledgement of the receipt of application for environmental clearance
 

 Within 2 days

 

        Dzongkhag   Environment Officer    (Secretary, DEC)
2. Screening. Review by the DEC to assess the adequacy of the application, which is usually Initial Environment Examination (IEE), and other pre-requisite documents as per government rules and guidelines. If additional information or clarification is required, the DEC will ask the applicant accordingly.   Within 3 days   after step 1
3. Conduct site visit to verify the information furnished in the application  Within 10 days   after step 2
4. Upon site visit, DEC determines whether the project/activity would require further Environmental Impact Assessment (EIA) studies
• If impacts are significant, the applicant needs to conduct detailed EIA. Time frame for the assessment will be determined through negotiation between relevant parties and approved by the DEC
Time frame to   be negotiated
5. Otherwise, based on the findings of the site visit and the application (IEE) submitted, DEC shall approve/reject environmental clearance   Within 10 days   after step 3           Dasho Dzongdag(Chairman, DEC), Environment    Officer & DEC          members  
6. Appeal on the decision (approval/rejection) made  Within 30 days   from the date   EC is issued/     rejected
   2   Forwarding application to the NEC/competent authorities for other non-listed projects  A. The DEC forwards application to         NEC/competent authorities for non-listed     projects  Within 2 days  
 Environment Officer
B. However, if competent, the DEC also reviews/ assesses other non-listed activities and further recommends to the NEC/competent authorities for Environmental Clearance. This is to expedite the approval process. Following procedure applies:
 
 
 1. Step 1, 2 & 3 of the approval process shall apply  Same time limit
 2. However, DEC does not make decision on EC. Forwards the application and its recommendation to the NEC/competent authorities for EC  Within 10 days after the site visit
 3. NEC/competent authorities make decision on EC. However, the time limit for issuance of EC depends on when NEC/competent authorities make decision  Depends on NEC/competent authorities  NEC/Competent authorities
   Renewal of Environment Clearance

  1.Application should be submitted with details of company or applicant.

  2.A copy of Environmental Clearance.

 3. Seeking the reason for the renewal of EC 

 4.Mention for how long extension required. 

 5.Brief report on how environmental management plan were carried out(compliance report).

6. Any other relevant documents such as receipt of fines paids.

 within 1 week including site visits  Environment Officer

Culture Services

Sl.No

Type of Services provided

Documents Required

Time taken

Remarks

1

Approval for new Religious structures

1. Application endorsed from Gewog
2. Duly filled new construction form
3. Drawings & Estimates
4. Agreement

2 weeks

 

2

Approval for structures more than 100 years

1. Duly filled renovation forms
2. Existing drawings
3. Proposed drawings
4. Estimates
5. Agreement

2 Weeks

Including getting approval from the Ministry

3

Approvals for structures less than 100 years

1. Duly filled renovation forms
2. Existing drawings
3. Proposed drawings
4. Estimates
5. Agreement

30 Minutes

 

4

Application for Ceremonies (within)

Application with endorsement from Gewogs

30 Minutes

 

5 Application from Ceremonies (higher authority) Application with endoresement from Gewogs 30 Minutes Forward to NLC

 

 

Engineering Services

Sl.No

Type of Services provided

Documents Required

Time taken

Remarks

1

Bill Verification

1. Biils
2. Work order
3.Measurement book

21 Days

All required documents intake

2

Material Advances

1. Material Invoices
2. Bills
3. Materials at site(proof)

5 days

3

Estimates and Drawings

1. All Clearances
2. Finalized sites

15 days

 

4

Technical Sanction

1. Drawings
2. Estimates
3. History sheet

1 Hour

 

5

Mobilization Advances

Bank Guarantee

1 Hour

 

6

Tender document preparation

1. BoQ
2. SBD

 5 days

 

7

 NIT

 As per tender documents

30 days

 

8

Opening, Evaluation and Award

As per tender Documents 

 15 days

 

9

Handing/Taking

Completion Report

5 Days

 

10

Housing Constructions approvals 

Documents as per the Bhutan building rules 2003 & rural housing rules

 As when and required

Documents as per Bhutan building rules 2003 & rural housing rules

11

Labour permit processing

1. Application from proponent

2. Approval letter for construction

1 hour

 

 


 

Accounts and Budget Services

Sl.No

Type of Services provided

Documents Required

Time taken

 1

 Disbursement of salary

1. Office order

 On or before 20th of every month

1. Appointment order
2. Transfer order
3. TPN No
4. Joining Report
5. Bank A/C no
6. CID No
7. LPC

On or Before 25th of every month 25th of every month

2

Remittances

System generated report

On or Before 25th of every month 25th of every month

3

TDS certificates suppliers

TPN no and Entity cord

By the end of January

5

TDS for PIT

TPN no and CID no

1st to 31st Janauary

Construction Bill Payment/Settlement

1

Mobilization Advance

1. Work order
2. Bank Guarantee for the work

 7 days

2

 Material Advance

1. Work Order
2. Materials Bills
3. Royalties and MB

9 days

3

Construction running bill

1. BoQ
2. MB verified by the engineers

 9 days

4

Final Bills

1. Work order
2. BoQ
3. MB
4. Completion report
5. Handing Taking note

15 Days

5

Retention Money 

Clearence from end user

 9 days

6

Party bill payment

1. Supply/work order
2. Verified bills
3. Stock entries
4. Good Issue note
5. Comparative Statement
6. Approved notesheet

5 days 

Others

1

TA/DA

1. Office order
2. Tour Report

5 days 

Transfer benefits 

1. Transfer Order
2. Joining Report
3. LPC
4. Relieving Order

 

LTC & Leave encasement 

1.Office order

 5 days

 4

Retirement Benefits 

1. Separation order
2. Approved gartuity working sheet
3. Clearnce letter from Financial Institution
4. Audit Clearance
5. LPC6. NOC from Current office
7. Death Certificates(deseased)

7 days 

Rural Life Insurance 

 Approved Notesheet

30 minutes 

Budget Services     

 1

 Supplementary Budget

1. Separation order
2. Approved gratuity working sheet
3. Clearance letter from Financial Institution
4. Audit clearance
5. LPC
6. Death certificates(deaseased)

 7 days

 2

 Re-appropriation

 Approved Note sheet within delegation of financial power

 10 days

Revenue Section     

 1

 Rural Tax(Land, Cattle & House Tax)

 1. Register for collection
2. Deposit to CD account

 1 month

 2 

 Life Insurance 

1. Collection of amount

 Within 15th January every month

2. Deposit to RGR Account 

Within 15th Feb Every Year 

 3

 House Insurance

 Collection register (List)

 1 month

4

Receipt issue( tender, token, fee, fines and penalties, land survey, onwer certificates fee, house rent, CID fee)

Related documents

2 days

 5

 Life Insurance

1. Death certificates
2. Insurance receipt
3. Insurance receipt
4. Dully filled form endorsed by Gewog

 20 minutes

Livestock Services

NO

 

Types of services

 

Documents/tools/material required 

 

Time frame

 

 

Remarks/ responsible person

General – Dzongkhag HQ

1

Planning of activities geog wise, chiwog wise

Chiwogwise plan and data records

One day

DLO/ ADLO

 

2

Compilation  of activities

Geogwise plan and data

One day

DLO/ ADLO

3

Documentation of sectoral activities

Geogwise data and progress report from Geog Extension Centres

Two days

DLO/ ADLO

4

Seeking approval for implementation of the activities- writing approval note sheet , for each activities

Office equipments

One hour

DLO/ ADLO

5

writing  confirmation letter to extension staff  for execution of activities ( each activity)

Office equipments

Thirty minutes

DLO/ ADLO

6

Arrangement of  required expenditure through finance officer

Office equipments/approved budget

One hour

DLO/ ADLO

7

Monitoring of the activities, fishery, dairy, poultry , piggery and fodder pasture

Geog progress report

Three hours each

DLO/ LPO

8

Report compilation of the geogs

Geog reports on time

Two hours  each Geog

ADLO/ Data manager

9

Validation of reports

Geog reports on time

Three hours

DLO/ LPO

10

Preparation of inputs requirements list-

-Veterinary medicines and vaccines

-Breeding semen and breeding bulls

-DOC and pullets

-Piglets and fingerlings

-Fodder seed and seedlings

-Feed and nutritional supplements

-Stationeries and office supplies

-Computers and peripherals

-furniture

-Extension materials and

Dairy/ poultry  equipments

 

 

 

 

 

 

Geog Plan and  requisition and  latest livestock data

 

One day

Two hours

One hour

One hour

One hour

One hour

One hour

One hour

One hour

One hour

 

DLO/ LPO

11

Maintaining stock inventories ( inspecting, verifying and recording)

Office equipments

Thirty minutes each item

ADLO/ Data manager

12

Making distribution list as per  requirements of the geogs

Office equipments

One hour

Incharge, DVH/ ADLO

13

Checking and dispatching materials and other items to Geogs

Office equipments

Two hours

Incharge, DVH/ ADLO

14

Monitoring the activities like –

-Conduction of clinical cases

-Conduction of animal operation

-Conduction of training and awareness  on various fields

-Monitoring the disease outbreak situation in the risky areas

-Documentation and stock maintenance of medicines and vaccines

-Farmers training and exhibition cum awareness campaign

Geog reports, progress report sheet and plan documents

 

 

 

One hour   to one day

 

DLO/ ADLO/LPO

15

Checking and verifying the annual livestock census and production data

 

Office equipments

One to two days

DLO/ LPO

16

Assisting extension staff for emergency treatments of animals

DVH clinical room and required medicines and vaccines

One to two hours each case

DLO/ADLO/LPO

17

Monitoring and inspecting the quality of group activities especially dairy , fishery and piggery- meeting with beneficiaries

Group members, progress sheet

One to two days

DLO/ADLO/LPO

18

Technically checking of milk quality by using Garbar test

Milk laboratory simple equipments

Two hours

DLO/ADLO/LPO

19

Approving the tour  and issuing the office orders for extension staff

Plan and nature of activity

One hour

DLO/ADLO

20

Verifying the tour performed and passing their claims

Bills and progress report plus tour performed sheet

30 minutes each

DLO/ADLO

21

Field verification for establishment of farms

Farm implementation guide books and proposal

Three hours  to one day

DLO/ADLO/LPO

22

Writing report for loan

Loanee’s application

Three to four hours

DLO/ADLO/LPO

23

 Completion of loan procedures for farms establishment- PSL, REDCL, BDBL

Loanee’s application

Two to three hours

DLO/ADLO/LPO

24

Liaise with DE for estimates  for construction, maintenance and renovation of farm house, MPU, staff quarters and extension offices

Approved budget and plan document

One hour

DLO

25

 Visit and periodical checking, monitoring  of  geog level activities like- Breeding program

-vaccination and deworming

-Castration and campaigns

-Fodder and pasture programs

-Livestock data

 

Progress report and data validated sheet  of the concerned Geog

 

One day to two days , depends upon distances

DLO/ADLO/LPO

Technical ( Geog level)

1

Conduction of sterilization of bulls/ dogs/ horses/pigs etc.

Veterinary medicines and equipments

One to two hours each animal

Extension staff

2

Vaccination of cattle /poultry/ piggery/ dogs

Vaccines

2o minutes each animal

Extension staff

3

 Provide artificial insemination for cattle

Semen, cows on heat

Thirty minutes each animal

Extension staff/CAIT

4

Conduct minor operation cases of various types of animals

Veterinary equipments and drugs

Thirty minutes each case

Extension staff

5

Conduct major operation cases of various types of animals

Veterinary equipments and drugs

One to three hours depending on cases

Extension staff

6

Dispense of veterinary medicines/ drugs for different cases of different breed and species of animals

Veterinary equipments and drugs

20-30 minutes each cas

Extension staff

7

Conduct registration of dogs

Livestock census record and address of the owner

20 minutes

Extension staff

8

Conduct house to house livestock census

Census format, papers

One to two hours each HH

Extension staff

9

Conduct house to house feed and fodder plantation works

Plan book and approved budget provision

One to two hours each HH

Extension staff

10

Conduct farmers training on various subjects of livestock husbandry

Plan book and approved budget provision

One to three days

Extension staff/ ADLO/LPO

11

Monitor  and check the quality of milk in the groups

Established group 

Thirty minutes to one hour

Extension staff

12

Collect laboratory samples , level and dispatch to Dzongkhag

Equipments / formaline

One to two hours

Extension staff

13

Record the treatment regimes in the register

 

Recording book

20 minute each case

Extension staff

14

Record all progress of the productions in the register

Recording book

One to two days

Extension staff

15

Record the details of beneficiaries address for any inputs/ services

Recording book

One day

Extension staff

16

Conduct water and soil  feasibility study for fish farm establishment

Farmers field, GPS, recording book

One to two days , depending on distances

Fishery focal staff and Geog extension staff

17

Arrangement  for ponds excavation clearances ( needs field visit)

 Field Report- social clearances, forest clearances’, env. clearances and excavator

Two days to one week

Fishery focal staff/ Geog extension staff

18

Monitor the establishment of ponds after excavation

Excavated ponds

One to two days

Fishery focal staff

19

Isolate, provide oxygen and arrange to transport the fingerlings to the fish farming areas

Oxygen tank, filling tools, plastic sheet bags

30 minutes per 200 fingerlings ( one bag)

Fishery focal staff

20

Monitor the growth of the impounded fish

Established ponds

One to two hours per ponds

Fishery focal staff/ DLO

21

Provide technical knowledge and ideas for fish farmers on farming, feeding and harvesting mechanism

Interested farmers and  fish farms

One to two days

Fishery focal staff/ DLO

22

Provide medicines and preventive feeding ingredients whenever required in the ponds

Established fish farms

One to three hours per tank

Fishery focal staff

23

Verifying and ear tagging of the improved breed of animals

Recording book

One day

Extension staff

24

Write requisition for the inputs requirements to various inputs supplying agencies

Papers , pen along with plan  record sheet

Forty minutes

Extension staff

25

Monitor the bio gas activities in the villages

Recording book

1- 2 hours each depending upon distances

Extension staff/ Bio gas focal person

26

Compile and submit report to Bio Gas division Thimphu

Recording book

2-3 hours

Extension staff/ Bio gas focal person

27

Verify loan application and submit to Dzongkhag  on various loan applicants for REDCL/ PSL/BDBL/ Bio gas and BDBL

Register

One  hour each case

Extension staff