PREPARATION OF DETAILED PROPOSAL REQUIRED FOR SETTING UP OF NEW OFFICES

The Government functioning is generally organised in a three tier system viz(1) The departments of the Government at Secretariat level (2) the Directorates and the Divisional, Regional or Circle offices and (3) the collectorates, the district level offices and field offices. For proper planning in setting up of new offices, preparation of detailed proposal, as and when any new office is proposed to be set up, a detailed proposal/scheme should be prepared as a "Really New Scheme" by the concerned directorate/department.The detailed scheme should include, among other things the following aspects for the consideration:-- (a) The basic objectives of the proposed office and the role to be performed by the office, indicating whether there already exist such offices and if so, why the proposed assignment can not be undertaken by the existing offices. (b) Statutory proposed functions of the office, as distinct from purely administrative functions (c) Overall staff requirement, with detailed pay scales, staff already positioned and additional requirement, together with detailed functioning and distribution of the duties. (d) Position as to availability of trained manpower, material, machinery etc (e) Location of office with justification for proposed location from the point of services required to be rendered by the office, means of transport and communication, availability of raw materials, manpower technical assistance etc (f) Availability of accommodation both for office and residence, land and other facilities and how the same are proposed to be arranged (g) Reporting system, ie whether the proposed office/unit will be directly under the Secretariat department, or Directorate or Regional/Divisional/Zonal office or district level office (h) Whether any office/unit with similar functions etc has been set up in the State by any other department. (I) Over - all estimate of expenditure involved during the entire period for which the office is likely to function with year-wise annual break-up of expenditure (j) Estimated revenue receipts (k) How the estimated expenditure is proposed to be met (l) Special features of the office if any . The detailed scheme so prepared is to be submitted to the Finance department by the administrative department for concurrence for inclusion in the budget estimate as a "Really New Scheme".After the concurrence of the Finance department, the administrative department has to obtain administrative approval, before making provisions in the budget estimates. As soon as the budget is passed by the legislative Assembly, the administrative department should convey sanction for the setting up of the office to the concerned Head of the department for implementation of the scheme. Simultaneously, other action required to be taken by the administrative department, like creation of posts, financial sanctions etc, should be taken up without waiting for reference from the Head of the Department :-- Er Fateh chand Guleria, Director RTI welfare Association registered number HPCD, 3552,Bilaspur Himachal pradesh phone number, 9459334377