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REPORT ON SECRETARIAT
ATTACHMENT


Name of the Ministry: Ministry of Information


Date of Submission: 20/03/2012


Submitted To

Md.HEDAYETULLAH
Director Admin
&
Module Director
BPATC, Dhaka.


Submitted By
Shahnaz Siddiqui
Section- B
Roll No: 239












50
th
Foundation Training Course
Bangladesh Public Administration Training Centre
Savar, Dhaka.

Acknowledgement
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All praises are due to Almighty Allah. I would like to express my heartiest gratitude to
the course management of 46
th
foundation training course, BPATC, Savar, Dhaka. I am
thankful to Kanka Jamil, respected course director of 46
th
FTC. I want to tender my
heartfelt thanks and gratitude go to Nurunnahar, module director to attach me to the
Ministry of Establishment. I am also grateful to Senior Assistant Secretary, Ministry of
Establishment for his cordially help. I also thank to the officials & staff of computer
Lab. and library of BPATC for providing facilities and cooperation to finish the task.
Finally, I am also thankful to my colleague and friends of 46
th
FTC for their continuous
inspiration and encouragement to complete the report.




























Table of content
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Serial
no.
Content Page no
1 Acknowledgement 2
2 Table of content 3
3 Introduction 4
4 Objective 4
5 About the ministry of Establishment

4
6 Composition of wings: 5
7 Main responsibilities of Ministry of Establishment 6
8 Process of a file management from initiating stage to end
stage
7
9 Acquire proper knowledge about file record keeping and
presentation
8
10 Note writing 8
11 Recommendations: 9
12 Conclusion: 9
13 References: 9














Introduction
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As a part of foundation training course (FTC) secretariat attachment was held on
25.08.2010 and 26.08.2010. We the nine participants of 46
th
foundation training course were
in a group and attached with the Ministry of Establishment, the parent ministry of
Bangladesh.
The users of this ministry will be able to utilize the information, they want as a
citizen or just to meet curiosity and for any other purposes from websites, citizen charter,
rules of business and allocation of business. The attachment of the ministry gives me ideas
and provides basic information about the structure, activities of this Ministry This handbook
and websites will help me to understand the way government is functioning in Bangladesh
and the efforts of this Ministry towards fulfilling the aspirations of the Bangladesh and our
global commitments.

Objectives of the Attachment Program
There are mainly four objectives:
To know an overall idea about the ministry
To learn the procedure of file management from initiating stage to decision making
end with reasonable time , accuracy and transparency
To gather knowledge about file record keeping and presentation
Recommendation of better/improvement of the file management as well as decision
making process with ensuring quality.

About the ministry of Establishment
Secretary: Secretary is the administrative head & the principal Accounts officer.

Wing: wing is composed of branches. Additional Secretary & Joint Secretary are the
head of the wing.

Branch: Branch is composed of sections. Deputy Secretary is the Branch head & works
under the wing.

Section: Section is the basic working unit. Senior Assistant Secretary & Assistant
Secretary is the section head & works under the branch.
1. There are some deputy Secretaries who are not holding charge of any branch but
working officer, like law officer, statistics & research officers.
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2. There are some deputy Secretaries who are working in the sections as super new-mary
DS temporarily due to scares of branches.

At this moment Honble Prime Minister is in charge of this ministry. Secretary is its
administration head & The Principal Accounting Officer.


The ministry is composed of the following wings:
A. Additional Secretary &
B. 6 Wings:
1. Administration wing
2. The Appointment, Promotion and Deputation Wing
3. The Career Planning Wing
4. The Regulations Wing
5. The Discipline and Law Wing
6. The Organization and Management Wing
The branches under Additional Secretary:
1. DS- Development & Implementation branch
2. DS- Confidential Report Branch

1. The Administration Wing:
Branches under this wing
1. DS-Administration-1, 2
2. DS-Secretariat & welfare,
3. DS-Publication & Transport

2. The Appointment, Promotion and Deputation (APD) Wing :

Branches under this wing
1. DS- Senior Appointment
2. DS- Field administration
3. DS- New & Foreign Appointment
3. The Career Planning Wing:
Branches under this Wing
1. DS- Public administration computer centre(PACC)
2. DS- Career Planning
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3. DS- Foreign & Local Training
4.The Regulations Wing:
Branches under this Wing
1. DS- Regulation-1,2
2. DS-Bangla language implementation cell
3. DS-Specialist
5. The Discipline and Law Wing
Branches under this Wing
a. DS-Discipline-1,2
b. DS- Law cell
c. DS- Enquiry-1.2
d. DS-Law Officer
6. The Organization and Management Wing:
Branches under this wing
e. DS-O & M-1
f. DS-O & M -2
g. DS-O & M-3
h. DS-Statistics & Research
i. DS-Surplus

Main responsibilities of Ministry of Establishment:
Creation of new posts
Transfer of posts from development budget to revenue budget
Development project of the Ministry of Establishment
Implementing National Training Policy, Annual Confidential Reports
Transfer/posting of Senior Assistant Secretaries and Assistant Secretaries in different
ministries and divisions.
Transfer/Posting of administrative officers at the offices of Commissioner, Deputy
Commissioner and Upazilla Nirbahi Officer;
Transfer/posting of cadre officers and officers of equal at different Ministries,
divisions, departments, directorates, etc;
Preparing, amending, etc, Recruitment Rules and farming rules relating to different
cadres;
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Examining and providing opinion on different rules relating to non-cadre employees
at different
Updating Establishment Manual and other rules, regulations on service matters.
Disciplinary procedures regarding all officers under administrative control of the
Ministry of Establishment.

Process of a file management from initiating stage to end stage:
Initiating stage: The important letter came from cabinet division of Government of
Peoples Republic of Bangladesh. Memo no-pori.m.ni/m 4-5/2007-135(2), date-
25.04.2007. This letter also came from Anti corruption commission. The subject matter
of that letter is to escape responsibility for which earlier required of opinion or
clearance of each civil servant for the time of promotion & time scale.
According to establishment manual with in the 72 hours of receiving a letter must
present in front of section officer.

Decision making process: The file goes to section--Deputy Secretary---Joint
Secretary---Addl. Secretary--- Secretary. The decision of the Secretary of Establishment
Ministry is to arrange a meeting with the combination of
Representative of Anti corruption commission,
Representative of Law ministry,
Representative of Cabinet division &
Representative of Establishment Ministry.
The meeting was held in the dated 15
th
July, 2007 & the resolution of the meeting came
out 18
th
July, 2007. After checking resolution of the meeting again the file places or
initiated by the senior assistant secretary to Deputy Secretary to Joint secretary to Addl.
secretary to Secretary is approved the decision dated on 31
st
July, 2007. Finally the
summery of the decision of the file present in front of Honorable Prime Minister for
final approval.

The whole process is done smoothly within the reasonable time and maintains accuracy,
accountability & transparency.
Acquire proper knowledge about file record keeping and presentation:
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Opening of new files: A new file can be opened to submit a newly letter or under the
direction of the higher authority. Administrative officer will give a number of the file on
consultation with the officer in charge of a particular section and then it will be
included in the file register.

Date and year of opening the file should be included concerned section should be
worked with the file number. One or two words of the section should be written.

A file should have:
1. File heading
2. Referencing
3. Movement of file
4. Submission of file

Note writing: Note writing is an important part of file management. A note is a
detailed presentation of a matter, a problem or an issue in the light of existing rules
&regulation, background of the issue and precedence. A suggestion for taking
decision on the issue should also be there in the note.














Recommendations:
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1. All the existing filing system should be automated and computer based.
2. More power should be delegated and developed from Ministry/Division to the
attach department & subordinate office.
3. The steps of file processing should be decreased
4. Every ministry should be digitalized
5. The letter should be sent & received through E-mail
6. Every ministry must be follow citizen charter.

Conclusion:
Secretariat attachment program was an enjoyable session. It was
informative, knowledgeable & fruitful. We learn how to write or initiate file/note.
The entire processes give me a better idea about decision-making process as well as
over all idea about the establishment ministry. So this type of attachment gives
benefit to the participants who are the coming bureaucrats.


References:
1. www.moestb.gov.bd
2. The Secretariat Instructions, 2008
3. Establishment manual, 2008
4. Rules of Business, 1996