Secretariat Administration Department

R F D(Results-Framework Document)for(Secretariat Administration Department)(2012-2013)

Results-Framework Document (RFD) for Secretariat Administration Department(2012-Section 1:Vision, Mission, Objectives and FunctionsVisionVisionTo provide effecient, edicated and responsive workforce for better and transparent governance, and to facilitate abetter work environment.MissionMission1. Motivate Secretariat Staff and officers to render better, responsive and prompt service.2. Instill a sense ofprofessionalism at all levels of administration.3. Reform work culture to facilitate effective service delivery.4. Induce asense of punctuality, accountability and work ethics among the Officers and staff.Objective1 1. Increase efficiency and improve quality of service delivery.2 2. Review and simplification of general rules related to service matters and office manuals.3 3. Ensure compliance / adherence of rules and procedures in all Government Departments.4 4. Rationalization and streamlining of staffing of Government Departments and agencies5 5. Planning, development and implementation of the new training modules for the capacity development of Secretariatstaff and officers.6 6. Improving quality of service deliveryFunctions1Functions 1. Identify obsolete service rules and recommend amendments and actions in regard to this. 2. Carry out studies onsimplification of systems and procedures. 3. Sponsor trainees to national level institutions like ISTM, ASCI and IIPA. 4. Carry outinspection of government departments at regular intervals to monitor performance of staff. 5. Bringing professional approach to office upkeeping. 6. Process recommendations of ROP and Anomalies Committee and monitor their implementation. 7. Implementation andFacilitation of the new training modules through the Secretariat training School and AASC. 8. Computerisation of all functions relating toAccounts of Ministers / Officers and staff of Assam Secretariat. 9. Purchase / maintenance and allotment of vehicles to the council ofMinisters as well as seniormost Officers.page : 2 of 11

Results-Framework Document (RFD) for Secretariat Administration Department(2012-Section 2:Inter se Priorities among Key Objectives, Success indicators and TargetsObjective Weight Action SuccessUnitWeightTarget / Criteria ValueExcellent Very Good Good Fair Poor100% 90% 80% 70% 60%[1] 1. Increase efficiency and improve quality ofservice delivery.20.00 [1.1] Implementation andFacilitation of the newtraining modules throughthe Secretariat trainingSchool and AASC[1.1.1]Induction Training tonewly recruitedJr.A.Asstt. Group'A',Group'B' , Sr. A.Asstt., DoT / DTS forOfficers of AssamSecretariat Service% 10.009590 85 80 75[1.2] Computerization of allfunctions relating toaccounts of ministers,Officers and staff of AssamSecretariat.[1.2.1]E-Governanceinitiative of ITDepartment fordigitization of AssamSecretariat.% 5.009085 75 70 65[1.3] Organising exposure trips [1.3.1]to various State Secretariesof the Country[2] 2. Review and simplification of general rules 10.00 [2.1] Identify obsolete service [2.1.1]related to service matters and officerules and recommendmanuals.amendments and actions.2 teams will be senteach having 10membersammendment ofRules and therebyconductingpromotions haveenabled to providethe deservingOfficers and Staff ofAssam Secretariat aform of incentives.% 5.009080 75 70 60% 10.008580 75 70 65[3] 3. Ensure compliance / adherence of rulesand procedures in all GovernmentDepartments.10.00 [3.1] Process recommendationsof ROP and AnomaliesCommittee and monitortheir implementation whereSAD plays a pivotal role byintimating the associations /organisations regarding this[3.1.1]The AnomaliesCommittee set up byFinance Departmenthave been involvedin hearing fromdifferentassociations /organizations.% 10.009085 78 67 65page : 3 of 11

Results-Framework Document (RFD) for Secretariat Administration Department(2012-Section 2:Inter se Priorities among Key Objectives, Success indicators and TargetsObjective Weight Action SuccessUnitWeightTarget / Criteria ValueExcellent Very Good Good Fair Poor100% 90% 80% 70% 60%[4] 4. Rationalization and streamlining of staffingof Government Departments and agencies15.00 [4.1] Giving Priorities todepartmental interest andkeeping in mind theefficiency & experience ofAsstts & Officersreorganization of staffingcarried out[4.1.1][5] 5. Planning, development andimplementation of the new training modulesfor the capacity development of Secretariatstaff and officers.15.00 [5.1] Induction course for newlyrecruited Jr.A.Asstts will beprovided[5.1.1][5.2] DTS & DoT, Mentoringskills, Facilitation skillstraining will be provided forOfficers of AssamSecretariat[5.2.1]New appointees andpromotees areallotted theirrespectivedepartmentsconsidering theiraptitude and workexperience.Newly recruitedJr.A.Asstt. are wellacquainted withrules andprocedures ofAssam Secretariat.Officers who haveundergone trainingseems to be morewell equipped withpractical knowledgeto deal with / indisposingdepartmental works.% 15.009590 85 80 75% 7.509590 80 70 65% 7.509085 80 78 70[6] 6. Improving quality of service delivery 15.00 [6.1] Purchase, maintenance [6.1.1]and allotment of vehicles inaccordance and OK time.[6.2] Quick disposal of work [6.2.1]meant for the benefit ofemployee as well as retires[6.3] Giving priorities to[6.3.1]maintaining cleanliness andaesthetic of the premisesAllotment of vehiclesto newly appointedIAS / ACS / CabinetMinisters inaccordance withRulesMedicalReimbursementPension.SA (Nazarat) Deptt.is assigned this jobRules% 5.009590 80 75 70% 7.509080 75 70 65% 2.50 10090 80 75 70page : 4 of 11

Results-Framework Document (RFD) for Secretariat Administration Department(2012-Section 2:Inter se Priorities among Key Objectives, Success indicators and TargetsObjective Weight Action SuccessUnitWeightTarget / Criteria ValueExcellent Very Good Good Fair Poor100% 90% 80% 70% 60%*Efficient Functioning of the RFD System 11.00 Timely submission of reviseddraft for ApprovalOn time submission Date 3.0 07/07/2012 09/07/2012 11/07/2012 13/07/2012 15/07/2012Timely submission of Result On- time submission Date 2.0 01/06/2013 07/06/2013 15/06/2013 22/06/2013 30/06/2013Finalize a Strategic PlanFinalize a Strategic Plan fornext 5 yearsDate 6.0 15/03/2013 16/03/2013 18/03/2013 19/03/2013 20/03/2013*Improving InternalEfficiency/Responsiveness/Service deliveryof Departmen4.00 Citizen's charter Timely preparation ofCitizen CharterGrievance Redressal Mechanism Establishment of GrievanceRedressal MechanismDate 2.0 15/03/2013 16/03/2013 18/03/2013 19/03/2013 20/03/2013Date 2.0 15/02/2013 16/02/2013 18/02/2013 19/02/2013 20/02/2013* Mandatory Objective(s)page : 5 of 11

Results Framework Document (RFD) for Secretariat Administration Department(2012-Section 3:Trend Values of the Success IndicatorsObjectiveActionSuccessUnitActual Value Actual Value Target Value ProjectedValue forFY 10/11 FY 11/12 FY 12/13 FY 13/14ProjectedValue forFY 14/15Government Departments andagenciesand keeping in mind theefficiency & experienceof Asstts & Officersreorganization of staffingcarried outallotted their respectivedepartmentsconsidering theiraptitude and workexperience.[555. Planning, development andimplementation of the new trainingmodules for the capacity developmentof Secretariat staff and officers.[5.1] Induction course fornewly recruitedJr.A.Asstts will be[5.1.1]Newly recruitedJr.A.Asstt. are wellacquainted with rulesand procedures ofAssam Secretariat.%85 8590100 100[5.2] DTS & DoT, Mentoringskills, Facilitation skillstraining will be providedfor Officers of AssamSecretariat[5.2.1]Officers who haveundergone trainingseems to be more wellequipped with practicalknowledge to deal with/ in disposingdepartmental works.%75 808590 95[6] 6 6. Improving quality of service delivery [6.1] Purchase, maintenanceand allotment of vehiclesin accordance and OKtime.[6.1.1]Allotment of vehicles tonewly appointed IAS /ACS / CabinetMinisters inaccordance with Rules%70 8090100 100[6.2] Quick disposal of workmeant for the benefit ofemployee as well asretires[6.2.1]MedicalReimbursementPension.%80 7080100 100[6.3] Giving priorities tomaintaining cleanlinessand aesthetic of thepremises[6.3.1]SA (Nazarat) Deptt. isassigned this job Rules%70 8090100 100* Mandatory Objective(s)page : 7 of 11

Results Framework Document (RFD) for Secretariat Administration Department(2012-Section 3:Trend Values of the Success IndicatorsObjectiveActionSuccessUnitActual Value Actual Value Target Value ProjectedValue forFY 10/11 FY 11/12 FY 12/13 FY 13/14ProjectedValue forFY 14/15*Efficient Functioning of the RFDSystemTimely submission of reviseddraft for ApprovalOn time submissionDate-- -- 09/07/2012-- --Timely submission of Result On- time submissionDate-- -- 07/06/2013-- --*Improving InternalEfficiency/Responsiveness/Servicedelivery of DepartmenFinalize a Strategic Plan Finalize a Strategic Plan for Date-- -- 16/03/2013-- --next 5 yearsCitizen's charter Timely preparation of Citizen Date-- -- 16/03/2013-- --CharterGrievance RedressalMechanismEstablishment of GrievanceRedressal MechanismDate-- -- 16/02/2013-- --* Mandatory Objective(s)page : 8 of 11

Results-Framework Document (RFD) for Secretariat Administration Department(2012-Section 4:Description and Definition of Success IndicatorsDescription and definition of Success Indicators:1. For fulfilment of the objectives stated in the Section.2 and Section.3 in matters of training, obstacles like sanction offunds require Finance Department's approval, which if delayed may hinder the smoth conduct of training programs.2. In certain other matters like relaxation of Rules, De-reservation etc., Perssonel Department's as well W.P.T & BCDepartment's views are required which if not produced on time may hinder conduction of promotion matters.3. Matters like Medical Re-imbursement, Court Cases depend on the approval and views of Departments like Health& Family Welfare, Judicial Department. Their timely response is utmost necessary for disposal of these matterspage : 9 of 11

Results Framework Document (RFD) for Secretariat Administration Department (2012-2013)Section 5:Specific Performance Requirements from other DepartmentsSl.No. Department /Ministries1 PersonnelDepartment2 FinanceDepartment3 A.R. &TDepartment4 JudicialDepartment5 HealthDepartment6 W.P.T. &BCDepartmentRelevantSuccessIndicatorsRelaxation ofWhat do youneed?rules to facilitate relaxationpromotionCreation ofposts ofStenographer,Grade.IVChange ofnomenclatureCourt casesand rulesrelaxationMedicalreimbursementof employeessanctioned withthe respectivefinancial yearDe-reservationetc.views onSanction forpost creation,BudgetViewsregardingchanging ofnomenclatureviews on Courtcases, rulesrelaxationApproval ofHealth &FamilyWelfare Deptt.Maintenance ofRoster pointsWhy do youneed it?for conductingpromotionfor creatingposts, budgetTo modifynomenclatureHandling CourtCasesFor disposingthe cases onMedicalreimbursementFor conductingpromotionsHow much youneed ?Section 5 :Specific Performance Requirements from other Department.What happensif you do notget it?Full support Deservingemployees arenot promotedmany postsremain vacantFull support Post creationhindered.Moderate Change ofnomenclatureunaccomplishedFull support Court casesFull supportmatters delayedand leftundisposed.and commitmentcan't beFull supportRelevant casesdisposed ontimePromotionand commitmentprocedurehindered.page : 10 of 11

Results-Framework Document (RFD) for Secretariat Administration Department(2012-Section 6:OutCome/Impact of Department/MinistryOutCome/Impact ofDepartment/MinistJointly responsible forinfluencing this outcome /impact with the followingdepartment (s) /Success Unit FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/151 Relaxation of Rules Personnel Department Succesfully conducted%90 90100100 100promotion from Grade.IV toAdditional Secretary2 Sanction for post creation,Finance Department Creation of posts of%90 90100100 100Budget etc.Stenographers, Grade.IV3 Modification of CabinetA.R. & T Department Views of regarding changing %70 758090 90Memorandumof nomenclature4 Court Case matters Judicial Department Court cases and rulerelaxation matters%90 90100100 1005 Medical Re-imbursementcasesHealth & Family WelfareDepartmentMedical Re-imbursement%100 100100100 1006 Maintenance of RosterRegisterW.P.T & BC Department De-reservation etc.%100 100100100 100page : 11 of 11