Modi's Suggestion Of Promt Action Put Into Effect

No file should go through more than 4 layers: Cabinet secretary to departments-Times of India-7th June 2014

NEW DELHI: The Cabinet secretary has asked government departments to become more nimble in decision-making — by reducing the number of layers that a file passes through to four at the most and referring disputes to the Prime Minister's Office (PMO) or the Cabinet secretariat. Departments have also been asked to reduce the size of application forms to one page, wherever possible.

The instructions issued by Cabinet secretary Ajit Seth on Thursday came a day after Prime Minister Narendra Modi's meeting with secretaries of all departments and are meant to make it simpler for citizens to deal with the government and also improve the quality of governance.
Apart from making the forms less intimidating by reducing their bulk, the over one-page letter has also asked secretaries to rely more on ICT tools for submission of information. "Every department should identify forms that are in vogue and shorten them, where possible, to one page only. (Seeking of unnecessary or irrelevant information should be discouraged)," the letter said.

The main focus is on "improved work culture" and better service delivery, said officials. So, ministries have been asked to identify and repeal at least 10 rules or processes - and archaic laws - "that are redundant and would not lead to any loss of efficiency". India has several laws dating back over a century which TOI has repeatedly suggested should be repealed.

In any case, efficiency is the bottom line and secretaries have to ensure that files should not pass through more than four layers. Starting with the section officer, to the deputy secretary or director, a file then moves to the joint secretary before landing on the secretary's desk and finally reaches the minister. In several cases, the file also goes to what are called "service ministries" such as law, personnel, finance and Planning Commission, where it languishes for weeks.

While the circular is silent on how many days an officer can take in clearing a file (which was three days earlier), it suggested departments should move to "collaborative decision making and frequent consultation between departments must be done". And, in case issues are not sorted out, the Cabinet secretariat or the PMO "should be appraised for resolution".

(Narendra Modi interacts with the secretaries of the central government on Wednesday)

The statement is seen by officials to be of particular relevance as several proposals could not be cleared during UPA's term due to inter-ministerial wrangling, with the PMO and the Cabinet secretariat remaining mere spectators. With the Narendra Modi government doing away with group of ministers, the message in any case was clear: contact the PMO to resolve any dispute.

Seth has asked department heads to indicate an action plan on 11 points raised in his letter by Monday when he will hold a review meeting on the interim progress.

The Cabinet secretary has also asked secretaries to ensure that files and papers are weeded out in accordance with the rules of record keeping including digitization. "This exercise should be completed within three-four weeks," the letter said.

Seth also asked secretaries and department heads to monitor timely resolution of public grievances. "Entire department should work as a team and every level should provide inputs and value addition in the exercise," the letter said.

Every department has been asked to analyze the status of goals set by UPA-2 and that these information should be included in the presentation to be made before the PM.

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