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Coordination

between different Civic Agencies

arif
ue-06

samoon

department of urban & infrastructure engineering NED University, Karachi.

2011 September 07

Introduction
A good relationship with other departments will help you conduct your job responsibilities with less effort.

Various activities in a local government overlap between departments. The situation though arrives only once in a while, but for those situations, a standardized procedure, called, Coordination between Civic agencies, is followed. It ensures that the communication between departments is complete, timely, and recordable. It also ensures that the activities between departments remain transparent.

Scope
The research for this project, Coordination between Civic agencies, was conducted as a group, by the author himself (Arif Samoon), along with Ali Mushtaq. The project was conducted in only three departments: Works & Services department, Education department, and Excise & Taxation department. These constraints were due to two main factors: Poor law and order situation in the city (Karachi: 22-31 Aug, 2011) Redundant information being provided by different departments.

Despite the small scale of the project research, the information gathered proved to be holistic. Furthermore, relevant information was gathered from the websites of the concerned departments.

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Departments in Karachi
CDGK KWSB KBCA KPT Board of Revenue Education & Literacy department Health department Excise & Taxation department Environment & Alternative energy department Works & Services department Finance department Transport department Labour department Mines & Mineral department Industries & Commerce department

Communication protocol
Coordination between different civic agencies observes the protocols of communication. All communication between departments undergo using the proper departmental hierarchy. For government departments, the hierarchy is such that every communication between departments is done via the officer at DO-2 level, and sent ahead within, or without the department. The DO-2 level designation is a Grade-19 designation. Furthermore, when matters turn into pure legal issues, professionals, in the Departments law section, known as the EDO-Laws, are contacted, and the matter looked upon.

Example To communicate with the Secretary of another department, an individual has to forward his letter to the EDO of his own department, who then sends it to the concerned departments EDO. The EDO of that department analysis the letter for content, and then decides on whether to forward the letter to the Secretary of the Department, or not.

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Coordination media
The departments employ a number of communication mediums, to communicate between each other. Communication via Post is the official method, although other methods are employed as a complimentary medium to send information more quickly.

Different media employed: Post Courier Fax Telephone Email

Currently, work is under way, to connect the departments by a Local area network, so that they may communicate with one other in a more secure and faster manner. The proposed digital network is said to be in place by the month of July next year (2012).

Post- the official method


The post is the official method of coordination between departments. At times, where the communication is either urgent, or important, the Courier service is employed. Most of the time, the Post is slow to reach, hence the concerned officers, fax the letter to each other, for faster access. However, these are not considered as official documents, and have no validity. Hence, methods such as Fax, and email augment the Post method, but do not replace it.

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Sample letter

No. DO (coord.)/W&S/CDGK/__ /11 Subject: ********************************* Most urgent **************************************** ******************************************** ******************************************** ******************************************** *** ******************************************** ******************************************** ******************************************** *

___________________ Cc to: Prime Minister Secretariat PA, Sindh Chief Minister *********************** **************

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Letter sent by CDGK


*Letter taken from Transparency International website.

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Reply to letter sent by CDGK


*Letter taken from Transparency International website.

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Letter records
All the letters received and sent by the department are recorded by a Records officer, in separate registers, called Inward & Outward.

Incoming letters are recorded in the inward. The following features are noted: Serial number assigned to the letter Date of letter sent Date of letter received Assigning a serial number to the letter received Sender name Short detail of letter Letter number being replied to Date of letter being replied to Remarks

In a similar way, outgoing letters are recorded in the Outward. The following features are noted: Serial number assigned to the letter Date of letter sent Receiver Short detail of letter Letter number of reply (if received) Date of reply received (if received) Postal charges Remarks

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Inward-Letter records

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Outward-Letter records

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References
Inward register details
Vaansh (India) - http://vanshstationers.weebly.com/registers.html

Letter examples
Transparency International-CDGK - http://www.transparency.org.pk/pm/cdgk.php

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