report: coordination between different civic agencies

8/4/2019 Report: Coordination Between Different Civic Agencies

1/12

Coordinationbetween different Civic Agencies

2011 September 07

arif samoonue-06 department of urban & infrastructure engineering

NED University, Karachi.


2/12

2 |P a g e

A good relationship with other departments will help you

conduct your job responsibilities with less effort.

Introduction

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.


3/12

| 3P a g e

Departments in Karachi

CDGK KWSB

KBCA

KPT

Board of Revenue

Education & Literacy department

Health department

Excise & Taxation department

Environment & Alternative energydepartment

Works & Services department

Finance department

Transport department

Labour department

Mines & Mineral department

Industries & Commerce

department

Communication protocol

Coordination between different civic agencies observes theprotocols 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.


4/12

4 |P a g e

Different media employed:

Post

Courier Fax

Telephone

Email

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.

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 eachother, 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.


5/12

| 5P a g e

Sample letter

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

Most urgent

****************************************

********************************************

****************************************************************************************

***********************************************

********************************************

*********************************************

___________________

Cc to: Prime Minister Secretariat

PA, Sindh Chief Minister

***********************

**************


6/12

6 |P a g e

Letter sent by CDGK

*Letter taken from Transparency International website.


7/12

| 7P a g e


8/12

8 |P a g e

Reply to letter sent by CDGK

*Letter taken from Transparency International website.


9/12

| 9P a g e

All the letters received and sent by the department are recorded by

a Records officer, in separate registers, called Inward & Outward.

Letter records

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


10/12


11/12

| 11P a g e

Outward-Letter records


12/12

12 |P a g e

References

Inward register details

Vaansh (India) -http://vanshstationers.weebly.com/registers.html

Letter examplesTransparency International-CDGK - http://www.transparency.org.pk/pm/cdgk.php
http://vanshstationers.weebly.com/registers.htmlhttp://vanshstationers.weebly.com/registers.htmlhttp://www.transparency.org.pk/pm/cdgk.phphttp://www.transparency.org.pk/pm/cdgk.phphttp://vanshstationers.weebly.com/registers.html

report: coordination between different civic agencies

Documents