In pursuance of the decision of the State Government to put in place the institutional Mechanism for the inspection of the office of the Deputy Commissioners and Sub-Divisional Officers (Civil), the Senior Officers were deputed in respective districts for inspection for the effective implementation of the Institutional Mechanism.
The officers shall visit the districts and the sub-divisional offices thereunder at least twice a year. They will conduct comprehensive and intensive inspection of the Deputy Commissioner and Sub-Divisional Officer (Civil) offices.
In course of the inspection of the Deputy Commissioner and Sub-Divisional Officer (Civil) offices, the Senior Officers shall also undertake field visits to have first hand information on the functioning of the vital facilities/services and implementation of important government schemes/programmes. They can also hold consultation with the district/sub-division level officials for better understanding of the ground realities.
The Senior Officers will also be responsible for tracking the follow-up action on the issues flagged in the inspection report and bring the instances of good or unsatisfactory performance to the notice of the Government through General Administration Department.
The file management system:‘eOffice’ is a Mission Mode Project (MMP) under National e-Governance Programme for Government of India has been designed & developed by the National Informatics Centre (NIC). The eOffice product suite aims to usher in more efficient, effective and transparent inter-government & intra-government transactions & processes.
File Management System – the core module & integral component of eOffice product suite, aims at improving internal efficiencies in an organization by bringing in an era of ICT-enabled services offered with the product suite to optimize the existing landscape of administration in the country. eOffice provides an effective monitoring mechanism to assess the performance of individuals and the organization as whole on finger-tips. This monitoring mechanism will increase the accountability & responsibility in the administration and brings in an efficient and transparent public delivery system.
MIS is a well-established tool of e-Governance and it facilitates creation of comprehensive database, easy access to the information, timely reporting, regular updation of information and effective appraisal of the govt. programmes and schemes.
The MIS proposed for the field level general administration to have a huge transformative impact on the quality of functioning of the divisions, districts and Sub-Divisional offices, as it will ensure standardization and simplification in the record keeping, transparency in the processes prescribed for different functions, creation of institutional memory in regard to different aspects of governance, constant and continuous performance monitoring and generation of analytical reports. It is also being carried out with the help of NIC officials.
The General Administration Department has initiated process for providing training to the staff of the amalgamated establishment of the Deputy Commissioners of Assam and for their capacity building and accordingly has provided the following training materials which has been prepared by the Assam Institute of Management (A Government of Assam Society) and this department-
The department has also provided funds to the concerned offices for training of the 1st Batch of staff of the amalgamated establishment of the Deputy Commissioners during 2016-17 and same process will continue from time to time.
Further, the department also proposes to sanction the construction of IT labs in the office of the Deputy Commissioners to facilitate the training infrastructure.
The Accountability-Transparency Matrix (ATM) is designed to serve both as an instrumentality for continuous self-appraisal by the employees and concurrent performance audit of the employees by the superior authorities against universally accepted objective parameters.
Each and every employee will be required to rate his performance as per the ATM parameters and submit it to the supervisory authority on quarterly basis by 3rd of the month succeeding the quarter. The supervisory authority should record his/her remarks in the ATM and share the feedback in the staff meetings.
The filled-up ATMs should be kept in the personal file of the employees and appropriate strategies be devised and steps taken to improve their performance. The Senior-most Secretary shall review the feedback of the supervisory authorities in the meetings of the senior officers of the department.
For ascertaining ATM of the employees under divisional commissioners/ Deputy Commissioners/ Sub-divisional officers were instructed to practice this ATM and updating of records by senior officials after carrying out such ATM after a definite period of time.