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Personnel and Administrative Reforms Department
POLICY NOTE - 2002- 2003
DEMAND No. 34
1. The Personnel and Administrative Reforms Department, is functioning in the Secretariat from 6th November, 1976 onwards. Advisory functions relating to the implementation of various service rules of Government Servants, Statutory functions and Administrative functions are the three main functions of this Department.
ADVISORY FUNCTIONS
2. As per the provisions contained in the Tamil Nadu Government Business Rules and Secretariat Instructions, this department advises on the following service matters referred to it by the Departments of Secretariat:-
- i) Preparation of panel for appointment to higher posts;
ii) Regularization of services;
iii) Declaration of probation;
iv) Fixation of pay and sanctioning of increments;
v) Voluntary and Compulsory Retirements;
vi) Regularization of suspension period,
vii) Resignation and Relinquishment of rights;
viii) Revision of Seniority;
ix) Deputation of Government Servants;
x) Equivalence of qualifications for appointment in Government Service;
xi) Maintenance of personal files relating to Government Servants;
xii) Sanctioning of Advance Increments to Government Servants for acquiring higher Qualifications and other issues relating to Government Servants.
STATUTORY FUNCTIONS:-
3. The following statutory rules are administered by this Department.
i) General Rules for Tamil Nadu State and Subordinate Services;
ii) Fundamental Rules of the Tamil Nadu Government;
iii) Tamil Nadu Government Servants Conduct Rules, 1973;
iv) Tamil Nadu Government Business Rules and Secretariat Instructions;
v) Tamil Nadu Secretariat Office Manual;
vi) Tamil Nadu Government Office Manual
vii) Tamil Nadu Public Service Commission Regulations, 1954.
viii) Tamil Nadu Secretariat Service Rules.
ix) Tamil Nadu Basic Service Rules.
x) Tamil Nadu Ministerial Service Rules.
xi) Tamil Nadu General Service Classes XII & XIIA.
xii) Tamil Nadu General Subordinate Service Class XXII
xiii) Tamil Nadu Civil Services ( Discipline and Appeal) Rules, 1955
4. This Department is also in charge of the issue of Standing Orders of the Chief Minister from time to time, besides the Business Rules and Secretariat Instructions to carry on the business of the Government at the Secretariat level.
ADMINISTRATIVE FUNCTIONS:-
5. This department is looking after the establishment matters of all the staff members of the Secretariat, who come under the ‘ONE UNIT SYSTEM’ . It is also functioning as an administrative department for the Tamil Nadu Public Service Commission and the Tamil Nadu Administrative Tribunal.
6. This Department deals with the grant of recognition to Service Associations besides the conducting of Tamil Nadu Government Servants' Civil Services Joint Council Meetings.
ADMINISTRATIVE REFORMS :-
7. FILE CLOSING WEEK
To provide a transparent, clean and efficient administration, the Government has directed that grievance petitions received from the public and Government officials be acknowledged within a period of five days from the date of receipt. The petitions should be disposed of within a period of 90 days at any cost. The result of the action taken on the petitions should be intimated to the petitioners. All District Collectors should conduct "File closing week" on every Monday just like Public Grievances Day.
8.CITIZENS' CHARTER
Orders have been issued to all the Departments of the Secretariat to bring out the Citizens' Charter and to place them in the Legislative Assembly along with the Policy Notes as well as in the Web-site of the Government.
This Department also examines proposals on Administrative Reforms and issues orders thereon.
9. CONSTITUTION OF THE COMMITTEE FOR SUGGESTING REFORMS IN ADMINISTRATION
The Government, as a reformative measure, has constituted a Committee headed by the Development Commissioner to study the various functions of the State Government to suggest steps for improving efficiency at all levels in Government operations internally as well as in dealing with citizens and for streamlining administrative procedures and rules for this purpose.
The Committee is examining the existing procedures in regard to the processing of files in Departments and issues like Human Resource Development, Introduction of Information Technology and Office Modernisation. The Committee is also examining ways and means to reduce file pendency, delegating powers to various levels in the departmental hierarchy and other allied subjects.
10. ACTION TAKEN BY THIS DEPARTMENT IN USING COMPUTERS
1. A " Rules Cell " has been formed in this Department, for the purpose of updating the Service Rules and computerizing them for easy reference and also for confirmation, as a "Reference Bank". The various Special Rules administered by the Departments of the Secretariat are being Computerised by this Department and the work will be completed within this year. All the Rules administered in this Department have been fed into the Computer and updated as and when amendments are issued.
2. This Department's Annual Budget proposals, Revised Estimates, Final Modified Appropriations and Part II Schemes are co-ordinated with the Finance Department.
3. All Establishment lists of Additional Secretaries, Joint Secretaries, Deputy Secretaries, Under Secretaries, Section Officers, Private Secretaries, Personal Assistants, Assistant Section Officers, Assistants and Typists have been computerised..
4. Data regarding Service Rules, Amendments, Government Orders, Pay Bills, Cadre Strength category wise (A,B,C,D), review meetings held by the Chief Minister and Secretaries to Government have been Computerised and maintained..
5. Government Orders which are of Public interest and Government Servants Letters, Service Rules etc. have been fed into the Secretariat Net work and also into the Tamil Nadu Government "WEBSITE".
6. Details on Legislative Assembly Questions are being fed into the computer of Chief Minister's Office.
11.JUDGEMENT INFORMATION SYSTEM - ACCESS TO THE WEBSITE CONTAINING REPORTED JUDGEMENTS OF SUPREME COURT .
i) The Registry of the Supreme Court has opened a Website into which all the Judgements of the Supreme Court are fed and the User can have access to the Website after registering with the Supreme Court Website. By using this facility the judgements may be downloaded from this Website. The Judgements of the Supreme Court from the year 1998 onwards are accessible from the Website.
ii) This Department has purchased CD-ROM which has the complete text of all reported Judgements of the Supreme Court of India from the years 1950 to 2000 and has made arrangements for the accessibility of the judgements, with the help of the National Informatics Centre.
iii) Judgements of the Madras High Court are also available on the Internet.
12.TAMIL NADU ADMINISTRATIVE TRIBUNAL
1. The Tamil Nadu Administrative Tribunal was established in the year 1988. As on 31.3.2002, 59,481 cases are pending before the Tamil Nadu Administrative Tribunal, as against 63,429 cases on 30.6.2001.
2. In the light of the judgement of the Supreme Court delivered in the year 1997, the orders of the Tribunal are subject to judicial scrutiny by the High Court. As such, there will be three judicial fora on service matters (Tribunal , High Court and Supreme Court). As it was decided by the Government that two judicial fora would be enough, the abolition of the Tamil Nadu Administrative Tribunal was considered necessary and the Government of India was addressed to abolish the Tribunal, by making the necessary amendments to the Administrative Tribunals Act, 1985. The Government of India has informed the State Government that it is taking necessary action to amend the Administrative Tribunals Act, 1985 (Central Act 13/85) for this purpose.
13. TAMIL NADU PUBLIC SERVICE COMMISSION.
Administrative Orders on the appointment of the Chairman and Members of the Tamil Nadu Public Service Commission and Administrative matters of the Commission are dealt with by this Department. The Tamil Nadu Public Service Commission is consulted on the following subjects:-
(1). Appointment to various categories of posts
(2). Appeal against punishment awarded to Government Servants and also for imposition of major punishment like removal, dismissal or compulsory retirement.
(3). Framing of Special Rules and Amendments to Rules.
(4). Promotion of Government Servants etc.
Further, The Annual Report of the Commission is laid on the Table of the Tamil Nadu Legislative Assembly with an explanation by this Department.
14.STATE VIGILANCE COMMISSION
1. The 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 light should be dealt with.
2. The State Vigilance Commission is empowered to undertake an enquiry into any transactions in which a public servant is suspected or alleged to have acted for an improper purpose or in a corrupt manner.
3. The Directorate of Vigilance and Anti Corruption, was established in 1964 and the Director of Vigilance and Anti Corruption, who is the Appropriate Investigating Authority of the State Government, is assisting the Vigilance Commission in the efficient discharge of its functions. The Directorate of Vigilance and Anti Corruption, which is headed by an Officer in the rank of Director General of Police, is responsible for the enforcement of law under Chapter IX of the IPC and the Prevention of Corruption Act, 1988, including offences under Section 165A of the IPC and of conspiracy or abetment under 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, or 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 is necessary to the various Secretariat Departments for pursuing action with a view to preventing corruption in the respective departments.
4. The activities of the State Vigilance Commission are generally secret / confidential in nature. Similarly, there are ten Commissioners of Disciplinary Proceedings in the State who conduct inquiries into cases recommended by the Director of Vigilance and Anti corruption and endorsed by the Government. They do not have any public contact.
15. TRAINING IN TAMIL NADU
1. Training plays an important role, both in improving the administration and implementation of Schemes. It enables Government Servants to understand Rules and Regulations and thereby helps them to serve with foresight. Training helps to evaluate the Government Servants' performance and their decision making ability. Hence, this Government has created a post of Secretary to Government (Training) to impart training to Government Servants as well as employees of various Government Public Sector Undertakings. The following Training Institutions are functioning under the direct control of the Secretary to Government(Training):-
i. Secretariat Training Institute, Chennai-9.
ii. Anna Institute of Management, Chennai-28.
iii. Foundational Training Institute for A&B Group Officers, Chennai-28.
iv. All India Civil Services Coaching Centre, Chennai-40.
v. Civil Service Training Institute, Bhavanisagar.
2. The Secretariat Training Institute imparts training in Office Procedures and Disciplinary Procedures. Foundational training to A&B Group Officers is provided by the Anna Institute of Management and the Civil Service Training Institute, Bhavanisagar, offers foundational training courses to 'C' & 'D' employees and in-service training to Deputy Tahsildars.
3. The All India Civil Services Coaching Centre at Anna Nagar has been constituted to provide intensive training to Backward Classes, Most Backward Classes, Scheduled Castes & Scheduled Tribes students to compete in the All India Civil Service Examination. It is heartening to note that the number of students getting through the Civil Service Examination is increasing year by year.
4. In the present scientific age, Computer based technology has made much progress. Computer training is also provided to Government Servants to enable them to familiarize themselves with E-Governance.
5. The post of Director, Anna Institute of Management, has been upgraded as Head of Department and the Civil Service Training Institute, Bhavanisagar, and the Foundational Training Institute for A&B Group officers have been brought under his administrative control. Further, orders have been issued to clear the backlog in giving Foundational Training to Junior Assistants/Assistants by the Departments outside Bhavanisagar.
16. INSPECTION DEPARTMENT
1. The Personnel and Administrative Reforms (Inspection) Department is comprised of three sections under the control of two Deputy Secretaries and one District Revenue Officer headed by the Secretary to Government (Training). Eleven Inspection Cell Officers in all Districts are working at the District level under the control of the Secretary to Government (Training).
2. The Inspection wing in P&AR is conducting Pilot Courses (Disciplinary Matters) for Officers and Short Courses (Office Procedures and Allied Matters) for Superintendents / Assistants to enlighten them and enrich their knowledge of Rules, Regulations and Office Administration. The object of the course is to increase their efficiency and to ensure the smooth functioning of District offices in redressing the grievances of the General Public.
3. The Inspection wings are conducting inspection of the Heads of Departments including Departments of the Secretariat, biennially. Apart from this, follow up action is taken, based on the reports given by Final Inspecting Officers (Senior level I.A.S Officers).
4. The Inspection Cell Officers at the District level, except Chennai District, are allocated more than two Districts, taking into consideration the area and the number of Offices. The functioning of the Inspection Cell Officers is reviewed every month.
5. The Inspection Cell Officers at the District level conducted 132 Annual Inspection and 2720 surprise checks.
6. Inspection I, II, and III wings are conducting Pilot / Short Courses in Districts. The expenditure incurred is Rs.1,08,89,000/-. The Budget and reconciliation of the expenditure with the Accountant General is looked after by Inspection III wing.
17. Organisation and Methods Cell
1. The purpose of the creation of O&M wing is to undertake studies for rationalisation of procedures, assessment of manpower and enforcement of economy in various Departments of the Government. The studies are conducted with the objective of suggesting improvements to systems and procedures and elimination of excess manpower in the Departments.
2. The O&M Cell now comprises two Administrative Teams and an Engineering Team. However, originally, the O&M Cell comprised six Teams, of which one is an Engineering Team. An Administrative Team has to be comprised of One Under Secretary to Government, Two Research Officers and one Steno-typist. The Deputy Secretary to Government is the overall Co-ordinator of all Teams, besides heading one Team as a Leader. The Engineering Team consists of one Executive Engineer, two Assistant Executive Engineers one Senior Draughting Officer and One Steno-typist. In addition, there is a Monitoring Cell comprising one Research Officer and an Assistant Section Officer for taking follow up action on the reports prepared, besides attending to house-keeping functions of the O&M Cell. The entire O&M wing comes under the control and supervision of the Secretary to Government, Personnel and Administrative Reforms (Training) Department.
3. Every year a call letter is issued by the Monitoring Cell requesting all the Heads of Departments and Departments of the Secretariat for information as to whether there are any problem areas in the Departments which require study by O&M Cell. Based on their request, an Action Plan is drawn up and each Team is allocated with study work.
4. Accordingly, each Team undertakes detailed studies in the area allotted to it. The studies undertaken by the O&M Teams can be broadly classified into;
(i) work measurement to fix work norms for various levels of staff, for assessing the man power requirement of the Department; and
(ii) Method and organisational study to improve efficiency and effectiveness of an office.
5. The Administrative Teams in the O&M Cell have so far prepared 222 Study Reports and forwarded them to the concerned Departments for implementation. The Engineering Team has prepared 85 Reports and these reports have been sent to the Technical Departments for implementation.
6. There is a separate budget provision for O&M Cell. The Budget Estimate and Revised Estimate of O&M Cell for the year 2001-2002 are Rs.41,45,000/- and Rs.41,11,000/-. The actuals for the year 2000-2001 was Rs.34,66,000/- only. The Budget Estimate for the year 2002-2003 is Rs.41,39,000/-.
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