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IMPLEMENTATION OF FUNCTIONS OF MANAGEMENT UNDER THE SUPERVISION OF DCO (Layyah)

DCO ( District Coordination Officer )

PERSONAL INFORMATION Name: M.Mushtaq Anjum D.C.O. 20

DCO is the incharge of all administrative activities that are performed in the districts. He is the district government head (all departments, devold department). DCO perform two types of functions: Managerial capacity Administrative capacity

Designation: Scale:

Joining as D.C.O: 14 T H May 2011 Total Experience: 33 years Qualification: P.C.S. Hobbies: Contact # Email: Social Work 0606 -413705 ; 0606-413711 dco@punjab.gov.pk

Managerial capacity is related with office work like banking related activities. While administrative capacity is basically field work, such as executive matters, law and orders, health, agriculture etc.

DCO co-ordinates all the activities of his departments to achieve the government objectives and to give feedback about the district. He also implements the federal policies in his district. Supervisory capacity include the supervision of the tasks performed in the district at provincial level. Now a days he is also have the the capacity of the district collector and also as a head of revenue department (Ex-officio district collector April, 2011). Revenue is a provincial level department and at district level DCO is the head of that department and it is implemented from 20th April, 2011. In the revenue department the DCO directs and order of all department under his head as the designation of Ex-officio Collector. DCO capacity is also enhanced to be considered as Nazim (because the Nazim has been terminated from the field). When making any decision it was necessary for the Nazim to take permission from the federal government whereas the DCO has the power to take decision on his own).

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IMPLEMENTATION OF FUNCTIONS OF MANAGEMENT UNDER THE SUPERVISION OF DCO (Layyah)

DCO also has the provisory act. at the provincial level. He has also provisory authority and directly report to CM.

HIERARCHY

DISTRICT LEVEL

PROVINCIAL LEVEL
AC

DCO

EDO

Tehsil Dar (grade first)

DO

Naib Tehsil Dar (AC grade 2)

DDO

Qanon Goh (gardavar

Patwari

DC, AC (assistant commissioner) incharge of every tehsil is known as Tehsil Dar is now performing the responsibilities of ADC also known as AC grade first. EDO: literacy department has been abolished recently.

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DO: normally there is one DO in every department but in education department there are more than one. (Elementary female and male) DDO: basically tehsil wise

FUNCTIONS OF MANAGEMENT

PLANNING
SHORT TERM AND LONG TERM PLANS TYPES OF BUDGET PLANS i. ii. Non-development budget Development budget

Non-development budget Short term plans are comprised of non-development budget. It is money basis budget comes in FDA account that normally expires on 30th June i.e. salaries, expenditure etc.
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Development budget Long term plans are comprised of development budget. There are 2 sources of development budgets: District income (taxes) Federal govt. funds

These funds are allocated as per the district capacity. There are different priorities of govt. for the allocation of these funds i.e. roads , health ,education etc. with specified amounts and proportions. Long term plans come under the head of A.D.P.(annual development program) here funds to different plans are allocated as per the priority and financial capacity of the district then these allocated funds are divided on the total periods as per financial status to get the time frame of that plan. Time frame could be modified with financial capacity as well. i.e. FORMATION OF PLANS Plans are formed on two basis. First is, identifying the needs of districts by district government and the second is, directed by the federal government. APPROVAL OF THE PROJECTS The needs which are identified by the district government are ranked according to their priorities (importance) on the basis of fund available. The needs which are prioritized are considered in the next budget. When a specific need is identified by the district government then it is evaluated on the basis of the parameters, given by the provincial level. If the needs fulfill the criteria on the basis of these parameters and get prioritized by the district Govt. then it is forwarded to the provincial level for its recommendation or its approval in the coming budget. This whole role is played by the planning and development department. As it is the duty of the Planning and Development department to combine the whole data provided by the district government, related to the district government or any project. APPROVAL OF FUNDS AND SCHEMES: When a budget is released, the respective funds are transferred directly to the DCO accounts not to the MNA and MPA. These funds are allocated according to needs of respective district or sector wise.
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Schemes or needs are identified by the MNA and MPA. These are then approved from provincial and federal level according to the needs of the districts. MNA and MPA are not concerned with funds, they only gave schemes to DCO to approve the funds for these schemes. The schemes related to the welfare of the society are directly approved by the government according the CM vision and forward to the senior beurucrate, then the DCO implement it. The CM share his vision with the senior beurucrate and directs them to make a roadmap which will be approved by the CM. After this approval, the senior beurucrate gave this roadmap to DCO for implementation. For Example: 18 Indicators Proposed Initiatives of CM. For better implementation of these indicators monthly report is made by DCO, after the inspection of monitory team under the control of DMO (district monitoring officer), to the provincial level PMU (Project Management Unit) which is then forward to CM. These reports are evaluated on quarterly basis, and then a meeting is held of respective DCO with CM. the DCO which are successful on their tasks are appreciated and those who cannot, are asked the reasons of their failure in the implementation of the tasks. DECISION/POLICY MAKING STEPS (DISTT. GOVT. BUDGET IS MADE)

Meetings of distt. Govt. officers are conducted for many times, hurdles are seen, expected income is seen, provincial funds are also kept into consideration, then needs are analyzed and prioritized. When heads of all the departments (whole house) go for some specific need it is given priority over others and other needs over others and so on as per house consent. Every member can have different view point but that decision or policy is considered best which is supported by the whole cabinet and feedback must also be taken from the executers from where the policy is going to be implemented.

ORGANIZING
HOW TO ASSIGN THE RESPONSIBILITIES? Responsibilities are assigned as per the capabilities as D.C.O. is known to the caliber of every of his officer, as per the nature of task innovative, creative or sensitive the officer is selected from the concerned department on merit basis and is assigned the responsibility of team head and members accordingly to get the task done efficiently and effectively.

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DISTRICT BUDGET District budget is made by E.D.O. Finance. After making budget and get it approved and is sent to , budget is first allocated and then released to the concerned people and department for the whole year and get it evaluated on monthly basis and feedback is also given . Budget is released monthly from the allocated budget. In case of mismanagement of budget the deficit is carry forward to the next release period (month/quarter).

LEADING
As it is Govt sector, so there are no promotional activities or motivational activities to retain the employees in financial terms rather subordinates are motivated by the higher authorities personally. But in the finance department, during the budget commencement the finance department is payed with an additional salary due to their overtime and extra participation in budget making. Only the step taken towards the motivation of dedicated emloyees is that, the DCO is required to write down the ACR(Annual report) which is passed to the provincial level. In writing the ACR the DCO appraise of the performance for promotion or demotion. To keep the employees efficient on their work, on and off or sudden check and balance is conducted, not only the specific department but also individually (what is his conduct and response towards his work and responsibilities). TRAINING AND DEVELOPMENT Training and development is provided to the employees departmentally at the district level. But the training programs are organized for the senior officers at the provincial level. Mainly these training programs are organized during September and October. EMPLOYEE EMPOWERMENT T he decisions made by the DCO are decentralized. That the DCO consult all the relevant department and the staff, take their opinions about the relevant matter and than make the decision with full consultantation.

CONTROLLING
CITIZEN FEEDBACK SCHEME The government had established a committee called Citizen Feedback Scheme to avoid corruption. In this scheme government has direct contact with public.

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i.e: online DHQ patient data base It is the responsibility of the DCO to listen the public problem for a specific time (11:00 A.M to 1:00 P.M.) and upload their application on CM website. CM then evaluates the performance of the DCO whether he has given time to the public or not? And how these problems are solved. This approach is different from citizen feedback scheme. Whenever there is a project/scheme e.g: related to roads and buildings, the E.D.O ( Works , roads and building ) is called and asked to conduct a meeting with his departmental engineers , The departmental engineers are informed about achieving quarter the scheme and asked to give a tender, then the succeeded contractor is informed about the budget and time frame. Normal time frame for the schemes is up to 30th june . when the scheme gets implemented, the bills of the performed schemes are dispatched to E.D.O finance, then E.D.O. Finance personally visit the site and the bills are evaluated (as per the actual task) and payments by the district govt. are made against those justified bills. BUDGET CONTROL System automatically crosses after utilization of 25% resources in each quarter. Balance sheet is maintained by the account office on daily basis and distt. Govt. is updated on daily basis to avoid financial mismanagement.

PRIORITY OF K.M.& TECHNOLOGY AND ITS IMPACTS


Prompt decision making Increases efficiency Accuracy Transparency Mails and faxes (quick and automatic record maintenance ) Increased unemployment Online registration of domicile Balloting of different schemes Data is fetched maintained and analyzed on daily basis by federal authorities for different schemes for controlling

i.e. application of k.m and technology made it easy for authorities to trace the illegal acts and violation of rules as in green tractor no one was allowed to apply twice but people who did were traced due to data base maintained for this scheme.
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REFERENCES: Mushtaq Ahmad Anjum Naseer Ahmad Khan M. Arshad Asim Sadiq (DCO) (EDO Finance) (EDO Human Resource Management) (DO Coordination)

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