sa informaion ministry

8/12/2019 SA Informaion Ministry

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All praises are due to Almighty Allah. I would like to express my heartiest gratitude to

the course management of 46th

foundation training course, BPATC, Savar, Dhaka. I am

thankful to Kanka Jamil, respected course director of 46thFTC. I want to tender my

heartfelt thanks and gratitude go to Nurunnahar, module director to attach me to the

Ministry of Establishment. I am also grateful to Senior Assistant Secretary, Ministry of

Establishment for his cordially help. I also thank to the officials & staff of computer

Lab. and library of BPATC for providing facilities and cooperation to finish the task.

Finally, I am also thankful to my colleague and friends of 46th

FTC for their continuous

inspiration and encouragement to complete the report.

Table of content


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Serial

no.

Content Page no

1 Acknowledgement 2

2 Table of content 3

3 Introduction 4

4 Objective 4

5 About the ministry of Establishment 4

6 Composition of wings: 5

7 Main responsibilities of Ministry of Establishment 6

8 Process of a file management from initiating stage to end

stage

7

9 Acquire proper knowledge about file record keeping and

presentation

8

10 Note writing 8

11 Recommendations: 9

12 Conclusion: 9

13 References: 9

Introduction


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As a part of foundation training course (FTC) secretariat attachment was held on

25.08.2010 and 26.08.2010. We the nine participants of 46 thfoundation training course were

in a group and attached with the Ministry of Establishment, the parent ministry of

Bangladesh.

The users of this ministry will be able to utilize the information, they want as a

citizen or just to meet curiosity and for any other purposes from websites, citizen charter,

rules of business and allocation of business. The attachment of the ministry gives me ideas

and provides basic information about the structure, activities of this Ministry This handbook

and websites will help me to understand the way government is functioning in Bangladesh

and the efforts of this Ministry towards fulfilling the aspirations of the Bangladesh and our

global commitments.

Objectives of the Attachment Program

There are mainly four objectives:

To know an overall idea about the ministry To learn the procedure of file management from initiating stage to decision making

end with reasonable time , accuracy and transparency

To gather knowledge about file record keeping and presentation Recommendation of better/improvement of the file management as well as decision

making process with ensuring quality.

About the ministry of Establishment

Secretary:Secretary is the administrative head & the principal Accounts officer.

Wing:wing is composed of branches. Additional Secretary & Joint Secretary are thehead of the wing.

Branch: Branch is composed of sections. Deputy Secretary is the Branch head & works

under the wing.

Section:Section is the basic working unit. Senior Assistant Secretary & Assistant

Secretary is the section head & works under the branch.

1. There are some deputy Secretaries who are not holding charge of any branch but

working officer, like law officer, statistics & research officers.


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2. There are some deputy Secretaries who are working in the sections as super new-mary

DS temporarily due to scares of branches.

At this moment Honble Prime Minister is in charge of this ministry. Secretary is its

administration head & The Principal Accounting Officer.

The ministry is composed of the following wings:

A. Additional Secretary &B. 6 Wings:

1. Administration wing2. The Appointment, Promotion and Deputation Wing3. The Career Planning Wing

4. The Regulations Wing

5. The Discipline and Law Wing

6. The Organization and Management Wing

The branches under Additional Secretary:

1. DS- Development & Implementation branch2. DS- Confidential Report Branch

1. The Administration Wing:Branches under this wing

1. DS-Administration-1, 22. DS-Secretariat & welfare,3. DS-Publication & Transport

2. The Appointment, Promotion and Deputation (APD) Wing :Branches under this wing

1. DS- Senior Appointment2. DS- Field administration3. DS- New & Foreign Appointment

3. The Career Planning Wing:Branches under this Wing

1. DS- Public administration computer centre(PACC)2. DS- Career Planning


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3. DS- Foreign & Local Training4.The Regulations Wing:

Branches under this Wing

1. DS- Regulation-1,22. DS-Bangla language implementation cell3. DS-Specialist5. The Discipline and Law Wing

Branches under this Wing

a. DS-Discipline-1,2b. DS- Law cellc. DS- Enquiry-1.2d. DS-Law Officer

6. The Organization and Management Wing:

Branches under this wing

e. DS-O & M-1f. DS-O & M -2g. DS-O & M-3h. DS-Statistics & Researchi. DS-Surplus

Main responsibilities of Ministry of Establishment:

Creation of new posts Transfer of posts from development budget to revenue budget Development project of the Ministry of Establishment Implementing National Training Policy, Annual Confidential Reports Transfer/posting of Senior Assistant Secretaries and Assistant Secretaries in different

ministries and divisions.

Transfer/Posting of administrative officers at the offices of Commissioner, DeputyCommissioner and Upazilla Nirbahi Officer;

Transfer/posting of cadre officers and officers of equal at different Ministries,divisions, departments, directorates, etc;

Preparing, amending, etc, Recruitment Rules and farming rules relating to differentcadres;


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Examining and providing opinion on different rules relating to non-cadre employeesat different

Updating Establishment Manual and other rules, regulations on service matters. Disciplinary procedures regarding all officers under administrative control of the

Ministry of Establishment.

Process of a file management from initiating stage to end stage:

Initiating stage: The important letter came from cabinet division of Government of

Peoples Republic of Bangladesh. Memo no-pori.m.ni/m 4-5/2007-135(2), date-

25.04.2007. This letter also came from Anti corruption commission. The subject matter

of that letter is to escape responsibility for which earlier required of opinion orclearance of each civil servant for the time of promotion & time scale.

According to establishment manual with in the 72 hours of receiving a letter must

present in front of section officer.

Decision making process: The file goes to section--Deputy Secretary---Joint

Secretary---Addl. Secretary--- Secretary. The decision of the Secretary of Establishment

Ministry is to arrange a meeting with the combination of Representative of Anti corruption commission, Representative of Law ministry, Representative of Cabinet division & Representative of Establishment Ministry.

The meeting was held in the dated 15th

July, 2007 & the resolution of the meeting came

out 18th

July, 2007. After checking resolution of the meeting again the file places or

initiated by the senior assistant secretary to Deputy Secretary to Joint secretary to Addl.secretary to Secretary is approved the decision dated on 31

stJuly, 2007. Finally the

summery of the decision of the file present in front of Honorable Prime Minister for

final approval.

The whole process is done smoothly within the reasonable time and maintains accuracy,

accountability & transparency.

Acquire proper knowledge about file record keeping and presentation:


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Opening of new files: A new file can be opened to submit a newly letter or under the

direction of the higher authority. Administrative officer will give a number of the file on

consultation with the officer in charge of a particular section and then it will be

included in the file register.

Date and year of opening the file should be included concerned section should be

worked with the file number. One or two words of the section should be written.

A file should have:

1. File heading2. Referencing3. Movement of file4. Submission of file

Note writing: Note writing is an important part of file management. A note is a

detailed presentation of a matter, a problem or an issue in the light of existing rules

&regulation, background of the issue and precedence. A suggestion for taking

decision on the issue should also be there in the note.

Recommendations:


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1. All the existing filing system should be automated and computer based.

2. More power should be delegated and developed from Ministry/Division to the

attach department & subordinate office.3. The steps of file processing should be decreased

4. Every ministry should be digitalized

5. The letter should be sent & received through E-mail

6. Every ministry must be follow citizen charter.

Conclusion:

Secretariat attachment program was an enjoyable session. It wasinformative, knowledgeable & fruitful. We learn how to write or initiate file/note.

The entire processes give me a better idea about decision-making process as well as

over all idea about the establishment ministry. So this type of attachment gives

benefit to the participants who are the coming bureaucrats.

References:1. www.moestb.gov.bd2. The Secretariat Instructions, 20083. Establishment manual, 20084. Rules of Business, 1996

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