report: coordination between different civic agencies
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Coordinationbetween different Civic Agencies
2011 September 07
arif samoonue-06 department of urban & infrastructure engineering
NED University, Karachi.
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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.
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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.
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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.
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Sample letter
No. DO (coord.)/W&S/CDGK/__ /11Subject: *********************************
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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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
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Outward-Letter records
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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