Criteria for successful administration

7/27/2019 Criteria for successful administration

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Table of Contents

Bibliography...................................................................................................................... 2

Research Methodology................................................................................................ 3Aims and Objectives .............................................................................................................................. 3

Scope and Limitations .......................................................................................................................... 3

Method of Writing and Mode of Citation ...................................................................................... 3

Sources of Data ........................................................................................................................................ 3

Criteria for successful administration............................................................... 4

Organization and management.............................................................................. 5Survey ......................................................................................................................................................... 5

Inspection .................................................................................................................................................. 6

Form control ............................................................................................................................................ 6

Filing ............................................................................................................................................................ 7Method study ........................................................................................................................................... 7

Work study ............................................................................................................................................... 7

Work measurement .............................................................................................................................. 8

Work simplification ............................................................................................................................... 8

Strengthening integrity and vigilance ............................................................... 8

Peoples participation .................................................................................................. 9

Public accountability................................................................................................. 11meaning ................................................................................................................................................... 11

forms of accountability............................................................................................ 12Legislative control ............................................................................................................................. 13

Executive control ................................................................................................................................. 15

Judicial control ..................................................................................................................................... 15

Conclusion....................................................................................................................... 16


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Bibliography

Books referred

Avasthi & Maheshwari, Public Administration, 30th ed.

Books cited

Random House Unabridged Dictionary Handbook of Public Administration. Eds Jack Rabin, W. Bartley Hildreth, and

Gerard J. Miller. 1989: Marcel Dekker, NY

UN Economic and Social Council. Committee of Experts on PublicAdministration. Definition of basic concepts and terminologies in governance

and public administration. 2006

Seckler-Hudson, C., Organization and Management, op. cit., The first 5 year plan, New Delhi, Planning Commission, 1952 Schedler, Andreas, "Conceptualizing Accountability", 1999 Pfiffiner and Presthus, op. ci, p. 522 Willoghby, W.F., op. cit., p. 8
http://dictionary.infoplease.com/public-administrationhttp://dictionary.infoplease.com/public-administration


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Research Methodology

Aims and Objectives

This paper aims to analyze the ways through which, administration can be made

more successful. The objective is to discuss various kinds of ways and controlsthrough which administration can be made accountable to the public.

Scope and Limitations

I have limited my research to the important writings in this regard. This is not an

exhaustive study of administration although it has dealt with the basic methods

and techniques to further improve it.

Method of Writing and Mode of Citation

I have adopted a descriptive style of writing with own analysis in the conclusion,

as the research topic demands. Every effort has been made to make the research

as concise and succinct as possible. Wherever necessary, description of the

elementary concepts has been provided. The mode of citation in this research

paper is uniform and consistent.

Sources of Data

The research is based on reliance on authoritative books on administration. All

sources have been duly acknowledged.

Acknowledgement

I would like to thank my Political Science professor Monica maam for providing me

insight and being instrumental in my research. I would also like to thank my family

and my friends for giving me support throughout my research.


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Criteria for successful Administration

Public administration houses the implementation of government policy and an

academic discipline that studies this implementation and that prepares civil servants

for this work.1 As a "field of inquiry with a diverse scope" its "fundamental goal... is

to advance management and policies so that government can function." Some of the

various definitions which have been offered for the term are: "the management of

public programs"; the "translation ofpolitics into the reality that citizens see every

day"; and "the study of government decision making, the analysis of the policies

themselves, the various inputs that have produced them, and the inputs necessary to

produce alternative policies."2

Public administration is "centrally concerned with the organization of government

policies and programs as well as the behavior of officials (usually non-elected)

formally responsible for their conduct" Many unelected public servants can be

considered to be public administrators, including heads of city, county, regional, state

and federal departments. Public administrators are public servants working in public

departments and agencies, at all levels of government.3

1Random House Unabridged Dictionary2Handbook of Public Administration. Eds Jack Rabin, W. Bartley Hildreth, and Gerard J. Miller.

1989: Marcel Dekker, NY3UN Economic and Social Council. Committee of Experts on Public Administration. Definition ofbasic concepts and terminologies in governance and public administration. 2006
http://en.wikipedia.org/wiki/Politicshttp://en.wikipedia.org/wiki/Citizenhttp://en.wikipedia.org/wiki/Policy_analysishttp://en.wikipedia.org/wiki/Public_servanthttp://en.wikipedia.org/wiki/Public_servanthttp://dictionary.infoplease.com/public-administrationhttp://dictionary.infoplease.com/public-administrationhttp://dictionary.infoplease.com/public-administrationhttp://dictionary.infoplease.com/public-administrationhttp://en.wikipedia.org/wiki/Public_servanthttp://en.wikipedia.org/wiki/Public_servanthttp://en.wikipedia.org/wiki/Policy_analysishttp://en.wikipedia.org/wiki/Citizenhttp://en.wikipedia.org/wiki/Politics


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In every public or private institution, undertaking or service whose aim is,

undoubtedly, the achievement of success, the keynote is efficiency, by which is

meant the securing of maximum result with the minimum labour and resources, fiscal

and material in the least possible time.4 Efficiency can be enhanced through various

aids:

Organization and Management

The term Organization and Management includes the study of entire process of

management, namely planning, organizing, coordinating, motivating, directing and

controlling. The term, when used in the restricted sense, means the organization of

public bodies and their office procedures with a view to improving both.

The principal techniques used in Organization and Management method are:

Management and Organization Survey Inspections Work Measurement Work Simplification Automation Forms Control

Filing System etc.

Survey.

Survey is the chief technique for improving organizational procedures and methods.

A management survey is a systematic examination and analysis of one or more

4Avasthi & Maheshwari, Public Administration, 30th ed.


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related organizations, functions and procedures. It is initiated for the purpose of

identifying problems, determining their causes, and developing solutions.5

Various types of surveys include:

Preliminary survey; Overall survey; Performance survey; Organization survey;

Functional survey; Procedure survey; and Follow-up survey

Inspection

An inspection is the act of a monitoring authority administering an official review of

various criteria (such as documents, facilities, records, and any other assets) that are

deemed by the authority to be related to the inspection. Inspections are used for the

purpose of determining if a body is complying with regulations. The inspector

examines the criteria and talks with involved individuals. A report and evaluation

follows such visits.

Forms Control

Many forms are needed to keep the machinery of Government running. Forms control

aims at achieving better procedures and work methods through greater simplicity in

the design of the form, greater ease in the entry and use of the data, greater clarity,

and stricter conformity to accepted and useful standards.

In order to fulfill its functions adequately, a Forms Control Program should have

these broad objectives:

Elimination of needless forms Improvement in the design of the needed forms Analysis of forms in their relationship to procedure and methods.

5Seckler-Hudson, C., Organization and Management, op. cit., p. 196
http://en.wikipedia.org/wiki/Documenthttp://en.wikipedia.org/wiki/Document


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Filing

Filing may be defined as arranging ad maintaining papers for essential and economic

self keeping and reference.6 Filing systems are methods of arranging records in a

systematic sequence. Such systems are essential for the easy location of any particular

record in a file. The ready location of records, when needed, is the sole reason for

maintaining files. The smooth working of a department depends to a large extend

upon the effectiveness of its filing services. The management of files has a direct

bearing on the speed and efficiency with which day-to-day operations are performed

inadequate file service delays command action, hampers decision-making, and

otherwise hinders operations.

Method study

Method study is the systematic recording, analyzing and critical examination of

existing and proposed way of doing work and development and application of easier

and more productive methods.7 It is essentially concerned with finding better ways of

doing things and it contributes to improved efficiency by getting rid of unnecessary

work, avoidable delays and other forms of waste.

Work study

Work study is the application of detailed analysis of work to achieve higher

productivity. Its objective is to discover, through systematic methods and a scientific

approach, simpler, easier, more effective and more economical ways of work activity.

6Avasthi & Maheshwari, Public Administration, 30th ed.7ILO definition


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Work measurement

Work measurement is the application of the techniques designed to accomplish the

work content of a specific task by determining the time required for carrying it out at

a defined standard of performance by a qualified worker.8

Work simplification

Work simplification is a commonsense, systematic method of identifying and

analyzing work problems, developing solutions, and installing improvements. It

permits continuous evaluation of an organization by analyzing existing methods and

procedures with a view to improving them.

Strengthening integrity and vigilance in the

administration

The dictionary defines integrity as soundness of moral principles; the character of

uncorrupted virtue; uprightness; honesty; sincerity. Integrity is indeed, the most

important attribute of a welfare state. The First Five-Year Plan rightly emphasized:

integrity in public affairs and administration is essential and there must, therefore, be

an insistence on it in every branch of public activity. The influence of corruption is

insidious. It not only inflicts wrongs which are difficult to redress, but it undermines

the structure of administration and the confidence of the public in the administration.

There must, therefore, be a continuous war against every species of corruption within

the administration9

8ILO definition9The first 5 year plan, New Delhi, Planning Commission, 1952, p. 115


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Therefore, for successful administration more empowerment should be given to all

the vigilance departments including CBI, Lokpal etc. to check the level of corruption

and ensure smooth and effective functioning of various departments.

Redressal of Citizens Grievances and Peoples

Participation in the administration

The ultimate goal of administration in a civilized society, and more particularly in a

democracy, has ever been the happiness, contentment and welfare of the people over

whom it administers. However, there has always remained, in all forms of polity, the

crucial problem of average citizen at the cutting edge of administration, being

deprived of the service and treatment to which he is entitled. The administration in

democracy is or should be responsible to the people. It is in this context that the

participation of people in the administration assumes importance.

Therefore by further empowering and strengthening the provisions like Right to

Information and Consumer Protection Acts, the administration can be made

successful.

Modes by which people can participate in the administration

Elections. The highest officials of the state are generally elected by the peopleeither directly or indirectly. The administrative officers are appointed by and

are responsible to them. This is done to bring these officials under the control

of the people.

Pressure Groups. Modern administration have been exhibiting a tendency ofcoming under the influence of organized private interests, called Pressure

Groups. The function of these groups is to influence executive because

ultimately they have to seek big favours from the executive. They got the


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questions raised in the legislatures through the members inclined to get change

in Public Policies or activities of administrative officials.

Advisory Committees. Another form of public control, which has recentlyarisen in democratic states, is the appointment of advisory committees. They

consist of important knowledgeable persons from different sections of the

society. These committees through the co-operation of common citizens in the

formulation and administration of policy, help the administration to acquire a

democratic character.

Public Opinion. The Democratic Government derives its powers from publicopinion and is based on it. The government or administrative official which

violates the public opinion cannot stay long. It is, therefore, collectively said

that, an alert and enlightened public opinion is the first essential of

democracy.


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Public accountability

Meaning:

Public accountability pertains to the obligations of persons or entities entrusted with

public resources to be answerable for the fiscal, managerial and program

responsibilities that have been conferred on them, and to report to those that have

conferred these responsibilities.10From this definition of public accountability it is

clear that the public entities that utilize public resources have an obligation to account

for the way these resources are allocated, used and the results these spending have

achieved. In other words, the main objectives of all public accountability initiatives

are to ensure that public money is spent most economically and efficiently, that there

is minimum of wastage or theft and finally that public actually benefit from public

finance.

It is frequently described as an account-giving relationship between individuals, e.g.

"A is accountable to B when A is obliged to inform B about As (past or future)

actions and decisions, to justify them, and to suffer punishment in the case of eventual

misconduct".Accountability cannot exist without proper accounting practices; in

other words, an absence of accounting means an absence of accountability.11

L.D. White said, Administrative responsibility consists of the sum total of the

constitutional, statutory, administrative and judicial rules and precedents and the

established practices by means of which public officials may be held accountable for

their official actions.

10International Organization of Supreme Audit Institutions (INTOSAI), Boncondin (2007)11Schedler, Andreas, "Conceptualizing Accountability", 1999


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According to Pfiffiner, accountability refers to formal and specific location of

responsibility, whereas responsibility has a highly personal, moral quality , and is not

related to formal status of power.12

The two terms administrative accountability and administrative responsibility are

very often used interchangeably. Accountability may refer to the legal and

hierarchical locus of responsibility, whereas responsibility has ethical and normative

connotations.

Administrative accountability is enforced by means of various controls. Control

involves devising measures to keep the administration under a close watch. The

purpose of control is to ensure that the public servants exercise their powers and

discretion in accordance with laws and regulations. The grant of powers inevitably

carries with them a fear of their abuse or misuse. This is not a mere theoretical fear.

The excesses committed on the people by the public administration under the internal

emergency13 will always point to the need for devising an effective system of control

over it.14

Forms of accountability

Broadly speaking, there are two types of administrative control, namely, internal and

external control.15 The internal control operates from within the administrative

machinery. External control, on the other hand, operates from outside the

administrative machinery. It is part of constitution of a country.

Techniques of internal control are as follows:

1. Budgetary system12Pfiffiner and Presthus, op. cit., p. 5221326 June 1975- 23 march 197714Avasthi & Maheshwari, Public Administration, 30th ed.15Ibid


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2. Efficiency survey3. Professional standards4. Hierarchical order5. Enquiries and investigation6. Pressure groups7. Press8. Annual Confidential Reports

The external control over administration is exercised by the following agencies:

1. Legislative control2. Executive control3. Judicial control

Legislative control

In democracy, the broad policies of administration are laid down in the legislative

enactments. The tasks of government are, thus, not of its own making; these are

broadly speaking, defined by the legislature. Further, the latter provides the

government with the funds to finance the various programs. Coupled with these

legislative prerogatives is its general powers of direction, supervision and control of

public administration, a phrase which, in the words of W.F. Willoughby implies far-

reaching decisions regarding the character of work to be undertaken and the means to

be employed in performing such work; giving the necessary direction for its

performance; and subsequently exercising such supervision and control over the

persons to whom the work is entrusted as well ensure that it is being properly and

efficiently done.16

16Willoghby, W.F., op. cit., p. 8


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In India, the tools of legislative control are: Questions, Resolutions, Zero Hour

Discussion, Adjournment Motions, Votes of Censure, Budgets and Parliamentary

Committee, Public Accounts Committee, Estimates Committee, Committee on Public

Undertakings, Committee on Subordinate Legislation and the Committee on

Assurances. Thus opportunity for exercising control over administration assumes

several forms.

Budget discussions. Since the introduction of the Budget on Account,Parliament now has greater opportunity of discussion on the budget proposals

for the administration.

Question Hour. The first hour of every parliamentary day is reserved forquestions, which provide an effective form of control.

Zero Hour Discussion. Zero Hour, Indias innovation in the field ofparliamentary practices, has emerged, since 1962, as a powerful tool of control

over the executive, though it is not a formally prescribed device available to

the Members of Parliament.

Adjournment Debates. The device of adjournment motion is a tool of day today control, and may be utilized for raising a discussion in the house on any

specific question of urgent nature and of public importance.

No-confidence Motion. This motion provides an occasion when the entirepolicy of the government or a part of it, comes under fire. An adverse vote on

this occasion leads to the resignation of the Government.

Parliamentary Committees. Parliamentary Committees, namely PublicAccounts Committee, Estimates Committee, Committee on Public

Undertakings, Committee on Subordinate Legislation and Committee on

Assurances are also tools of control over administration.


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Audit. Parliament exercise control over public expenditure through theComptroller and Auditor General, who audits (and in practice, maintained till

1976, when accounts were separated from the audit) all Governmental

accounts to ensure that the money granted by Parliament has not been

exceeded without a supplementary vote, and that the money expended

conforms to rules.

Executive Control

Executive control over administration is another potent instrument in responsible

government, meriting attention. Under the prevalent system, public policies originates

from the chief executive. These policies are implemented by the civil servants, who

unlike the chief executive, enjoy permanent tenure and are not affected by the ups and

downs of political parties. There is, thus, an apparent need for control of the civil

services so that its behavior, however, is not an easy task. The civil service is

everywhere change-resistant, and does not display an automatic devotion to new plans

and programs, outlined by the chief executive.

The tools of executive control over public administration are the following:

Power of appointment and removal Rule making power, ordinances, etc. Civil Service Code Staff agencies Budget Appeal to public opinion


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Judicial control

The judicial control over administrative act stems out from the doctrine of rule of law.

Courts of law intervene in any of the following cases:

Abuse of power Lack of jurisdiction Error of law Error in fact-finding Procedural error.

The courts intervention may be sought if the public servant uses his authority

vindictively to harm some person. The court also intervenes if the administrator has

acted ultra vires or without authority, or if his acts falls outside his authority. 17

Judicial remedies may be sought if the official misconstrues the law and imposes on a

citizen obligations which are not required by law. In legal terminology this is called

misfeasance. Similarly, an error in discovering a fact, or departure from the rules of

procedure that have been laid down, are grounds for judicial intervention. Any

administrative act which violates the Constitution is liable to be pronounced

unconstitutional by the judiciary.

Conclusion

By applying administrative reform methods, making organization and management

more effective, removing corruption by empowering vigilance organs and public

participation, accountability of public administration can be further improved.

17Articles 32 and 226 of the Constitution of India

Criteria for successful administration

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