PERSONNEL AND ADMINISTRATIVE REFORMS DEPARTMENT

POLICY NOTE 2001 - 2002

1. The Personnel and Administrative Reforms Department,  is an   Advisory Department in Secretariat, and it primarily controls and regulates the service conditions of all the employees governed by the "State and Subordinate Service Rules".

2. Though the Special Rules for various posts are framed by the Departments concerned in consultation with P&AR Department, the basic rules such as,

1. i)    General Rules for Tamil Nadu State and Subordinate Services;
2. ii)   Fundamental Rules;    
3. iii)  Tamil Nadu Government Servant Conduct Rules;
4. iv)   Business Rules and Secretariat Instructions;
5. v)   Tamil Nadu Secretariat Office Manual;
6. vi)   District Office Manual (Tamil Nadu Government Office Manual) are administered by P&AR Department.

3) The Personnel and Administrative Reforms Department  is also functioning as administrative department for the Tamil Nadu Public Service Commission,  the Tamil Nadu State Administrative Tribunal besides looking after the establishment matters of all the Secretariat staff members, who come under the ‘ONE UNIT SCHEME’ . 

4. This Department  is also  in charge of Administrative Reforms and simplification of procedures  with a view to improving efficiency in the Government departments.

STATUTORY FUNCTIONS:-
5. This Department is also in charge of the subject, Standing Orders of the Chief Minister  issued from time to time, besides the Business Rules and Secretariat Instructions to carry on the business of the Government at the Secretariat level. 

ADVISORY FUNCTIONS:- 
6. The Advisory  functions in the P&AR department covers  advice on  service matters, such as,

1. i)   Preparation of panel;
2. ii)  Regularization of services;
3. iii)  Declaration of probation;
4. iv)   Fixation of pay and sanctioning of increments;
5. v)    Voluntary and Compulsory Retirements;
6. vi)    Regularisation of suspension period,
7. vii)   Resignation, Relinquishment of rights;
8. viii)   Revision of Seniority etc.,
9. ix)    Deputation of Government Servants;
10. x)      Equivalence of qualifications for appointment in Government Service;
11. xi)    Maintenance of personal files to Government Servants;
12. xii)  Sanctioning of Advance Increments to Government Servants for acquiring higher Qualifications.

As and when referred to it by the Administrative departments of Secretariat, as per the Business Rules and Secretariat Instructions.

ADMINISTRATIVE FUNCTIONS:-
7. The  P.&A.R. department deals with the establishment matters relating to staff members who come under the  One Unit Scheme in the Secretariat which include

1. (i)    The recruitment / allotment and promotions of    Assistants, Typists, Personal Clerks and Assistant Section Officers.
1. (ii)     The preparation of panel for promotion as Personal Assistants , Private Secretaries and Section Officers under  One Unit Scheme and their allotment  /         re-allotments.
2. (iii)      The  preparation of panels of Under Secretaries to Government  (Non-IAS) and their appointment / allotment / re-allotments

ADMINISTRATIVE REFORMS:-
8. This department also deals with matters relating to Administrative Reforms.  Orders have been issued to all the departments of Secretariat to bring out Citizen Charters. The departments of Secretariat have also been instructed to place the Citizen Charters in the Legislative Assembly along with Policy Note as well as in the Web-site of the Government.

9. The Department deals with the grant of recognition to Service Associations besides the conduct of Tamil Nadu Government Servants' Civil Services Joint  Council Meetings and periodical meetings of  the Secretaries to Government with recognised Service Associations.

TAMIL NADU ADMINISTRATIVE TRIBUNAL
The Tamil Nadu Administrative Tribunal was established on 12.12.1988.  As  on  30.6.2001,  63,429 cases are pending before the Tamil Nadu Administrative Tribunal.

10. In the light of the Judgement of the Supreme Court in L.Chandrakumar Vs. Union of India and others (1997) 3 SCC 260 Dated 18.03.1997 the orders of the Tribunal are subject to the Judicial scrutiny by the High Court.  As such, there will be three Judicial Forum on service matter.  Hence, the abolition of the Tamil Nadu Administrative Tribunal was suggested to the Government of India.  But, as per the opinion of the Government of India, to abolish the Tribunal once constituted, an amendment to the Administrative Tribunals Act, 1985 is necessary.  Accordingly, the Government of India has been addressed on 12-06-2001 to make the necessary amendment to the Administrative Tribunals Act, 1985 and also to abolish the Tamil Nadu Administrative Tribunal.  The matter is under the consideration of the Government of India. 

11.(i)  In pursuance to the  announcements made in the Governor's address on 25-05-2001 in the Legislative Assembly  that

“a scheme will be implemented to enable the representatives of Government Employees, to meet the Head of Departments in Districts and at State level to periodically represent and find solutions to their problems”.  In G.O.Ms. No.109, P. & A.R(K) Dept., dated 25-06-2001, order  has been issued to implement this policy.

Ii) Regarding another announcement of the Governor that the concept of  "File Closing Week"  will be implemented  to ensure expeditious clearing of files within 90 days.   .  e-Governance will be employed to facilitate Citizen - Government Interface. The Government in G.O.Ms.No.104, P. & A.R. (A) Dept., dt.15-06-2001,  directed that each office having direct dealings with the public should take speedy action to publish the rules and regulations on welfare schemes so as to enable the public to be aware of those schemes.  They should also take immediate action on the grievance petitions received from the public / Government officials.

STATE VIGILANCE COMMISSION
12. State Vigilance Commission was established in the year 1965. The main objective of the State vigilance Commission is to advise the Government on major administrative problems with respect to prevention of corruption in public services in general and the manner in which individual cases of corruption brought to the light should be dealt with.

13.  The State Vigilance Commission is empowered to undertake an enquiry  into any transactions in which the public servant is suspected or alleged to have acted for improper purpose or in a corruption manner.

14. The Director of Vigilance and Anti Corruption, who is the Appropriate Investigating Agency of the State Government, is assisting the Vigilance Commission in the efficient discharge of its functions.  The Director of Vigilance and Anti Corruption is responsible for enforcement of law under Chapter 9 of the IPC and the Prevention of Corruption Act, 1988 including offences under section 165A of the IPC and conspiracy or abetment of the above provisions.  Cases which are essentially and substantially against servants of the State Government, or are in respect of matters concerning the State Government and other public institutions coming under the State Government for receiving grants from the Government are investigated by the Director of Vigilance and Anti Corruption.  The investigation reports sent by the Director of Vigilance and Anti Corruption are examined by the State Vigilance Commission and the Vigilance Commission tenders such advice as are necessary to the various Secretariat Departments for pursuing action with a view to prevent corruption in their department.  

15. The activities of the State Vigilance Commission are generally secret/confidential in nature.

PREVENTION OF CORRUPTION
16. In an effort to identify the areas prone to corruption and then suggest remedial measures, ensure transparency in all spheres of administration and to reduce the scope for demand and acceptance of bribe, the Government constituted a High Level Committee on Administrative Reforms and Prevention of Corruption under the Chairmanship of Justice Thiru G.Ramanujam.  Appropriate follow up action has been pursued by all Departments concerned,  on the recommendations of the said Committee except setting up of the Institution of Lok Ayukt  in this State.  It has been decided to await passing of the Lokpal Bill in Parliament, study the provisions of the Bill and then take a decision on this matter. 

17. During 2000-2001, 171 Vigilance Reports were submitted by the Officers of the DVAC, against 315 persons.  These persons include one All India Service Officer, 43 Group ‘A’ Officers, besides other Public Servants/Private Individuals.  Out of these Vigilance Reports, 26 Preliminary Enquiries, 25 Detailed Enquiries and one Regular Cases have been taken up.

18. Besides conducting enquiries on specific information or complaint, the DVAC also arranges to lay traps in cases, where the information is specific about the demand of bribe.  This has a telling effect on corrupt elements and has maximum deterrent value.  During 2000-2001, 109 successful traps were laid.

19. 223 Cases/Enquiries consistings of Preliminary enquiries – 39 , Ddtailied Enquiries - 58, Regular Enquiries – 17 and traps –109 were taken up during the year 2000-2001.  During this year, to avoid delay in finalisation of enquiries/investigations, in-take has been selective.  Greater emphasis has been placed on taking up Regular Cases including Traps, considering the better potential for follow-up action. The Public Servants involved in these Enquiries/cases include 98 Officers belonging to All India Service and Groups ‘A’ and ‘B’. 

20. During 2000-2001, a special drive was launched for expediting investigation/enquiries resulting in the finalisation of as many as 347 (PEs.53, DEs.109, RCs.22 and Traps 163) cases, which included especially time-bound and sensitive as also long pending cases.  During this year several cases of Public Men and Senior Officers belonging to All India Services, Heads of Departments/Undertakings were finalised. 

21. During 2000-2001 twenty nine surprise checks were conducted  along with the Officers of District Inspection Cell in various sensitive departments including Government Hospitals.  On the basis of the material collected, one  P.E., 5  DEs. and 3  Rcs. were taken up against the Officials into allegations of corrupt practices and other irregularities.

TRAINING
22. Training plays a vital part in Public Administration.  It is essential not only for achieving efficiency in administration but also for broadening the vision of the employees.  It teaches him precision, makes himself reliant and independent and develops in him capacity to take decision and arrive at judgments.  Training has  described as a continuous process. The Government lays great emphasis on training for Government officials and Public Sector Staff at all levels.

1. 23.   Tamil Nadu has the following Training Institutions:

1. 1)     Secretariat Training Institute, Chennai.
2. 2)     Anna Institute of Management, Chennai-28.
3. 3)     Foundational Training Institute for A & B Group Officers, Anna Institute of Management, Chennai-28.
4. 4)     Civil Service Training Institute, Bhavanisagar.
5. 5)     All India Civil Services Coaching Centre, Chennai-40.

24. The Secretariat Training Institute offers, Foundational Course on Office Procedures, Disciplinary Procedures to the staff members  of the Secretariat whereas the Anna Institute of Management, Chennai-28 and Civil Service Training Institute, Bhavanisagar, offer Training Programmes for the A & B Group officials and C & D officials of the Tamil Nadu Government respectively.  Two separate Training Institutes which were functioning to offer coaching to Backward Classes, Most Backward Classes and Scheduled Caste and Scheduled Tribe candidates appearing for All India Services were merged and brought under the control of Anna Institute of Management, Chennai-28. 

25. It is proposed to start four Regional Training Centres at Chennai, Tiruchirappalli, Madurai and Coimbatore with Central Assistance to give intensive training to Junior Assistants/Assistants belonging to various Departments  in the State.

26. It is proposed to effect changes in respect of training curriculum, study material, laboratories and teaching methodologies which have become inevitable in view of the latest developments  in almost all areas of science and technology.

27. The actuals for the year 1999-2000, the amount provided in the Revised Estimate for the year 2000-2001 and the Budget Estimate for the current year 2001-2002 under these Heads are as follows:-

28. The Government is keen on promoting social justice removing the social and economic inequalities in society; on developing industries and formulating development schemes to usher in a prosperous welfare State. The Government has an abiding commitment to maintain Law and Order and Communal Harmony and create an environment conductive to all round development of the State.

Chief Minister of Tamil Nadu