___________________________________________________________________
Department of Personnel & Administrative Reforms
Particulars of Organisation, Functions and Duties
1.1 Mission / Vision Statement of the public authority
The Department of Personnel & Administrative Reforms aims to achieve excellence in governance and make optimum use of the human resources in Government by:
(a) Formulating rational personnel management policies for all Departments that will increase efficiency in Government and ensure proper career planning for officers.
(b) Laying down procedures, standards and norms in recruitment, regulation of service conditions, postings, transfers, deputations and pension matters and providing advice to Departments on all matters related to public service.
(c) Enhancing transparency and accountability in Government and formulating appropriate public grievance redressal policies.
(d) Codification and simplification of procedures.
(e) Combating corruption through preventive and punitive vigilance.
(f) Providing quality training and motivation to Government employees by promoting modernization and enhancing skills.
(g) Maintenance of Government Records in a systematic manner.
1.2 Duties of the Public Authority
(a) Policy support and advice to all Departments of the Government of Nagaland on issues of recruitment, appointments, training, promotions, seniority, reservation of backward tribes, deputation, retirement benefits, service rules and other matters relating to personnel management and conditions of service.
(b) Cadre management of IAS, NCS and NSS officers through the Civil Services Board.
(c) Implementing and providing advice on administrative reforms pertaining to good governance practices, interpretation and simplification of rules and procedures, redressal of public grievances, record keeping and improvements in organizational structures.
(d) Policy support to the Nagaland Public Service Commission on matters relating to recruitment, departmental promotions, disciplinary action, reservation in services and other related matters.
(e) Conducting training programmes for employees at the Administrative Training Institute and institutions outside the State.
(f) Investigating cases of corruption and fraudulent practices and taking departmental and criminal action against the offenders through the Vigilance Commission and Police.
1.3. List of services being provided by the public authority with a brief write-up on them.
The Department of Personnel and Administrative Reforms is primarily responsible for the Personnel policies of the State Government, Services matters, Training of officials, Administrative Reforms, Pension matters, Vigilance matters, Reservation in Services etc. The Department is the cadre controlling authority for the IAS (Indian Administrative Service), NCS (Nagaland Civil Service) and NSS (Nagaland Secretariat Service). It is also the Administrative Department for the Administrative Training Institute, Vigilance Commission, Nagaland Public Service Commission and the State Information Commission.
1.4. Organisation Structure of P&AR Department.
1.5 . Expectation of the public authority from the public for enhancing its effectiveness and efficiency.
In order to help us to provide quality services, we would welcome the following actions from the public.
(a) References made to us should conform with the existing policies and instructions of the Government: it is the responsibility of the referring Department itself to examine this aspect and turn down cases which violate or deviate from existing policies and rules.
(b) Before referring a case to us, it should be carefully analysed by the public, ensure it is complete in all respects and the views and comments of the Department clearly and explicitly stated.
(c) Citizens having public grievances should state their grievances clearly and complaints of any nature against Government employees should give full details as well as full particular of the complainant.
1.6 . Mechanism available for monitoring the service delivery and public grievance resolution.
The Secretary-in-charge of the Personnel and Administrative Reforms Department is the Chief Public Grievances Officer for the State of Nagaland. The Joint Secretary/Additional Secretary of the Department is the Public Grievances Officer for the Personnel and Administrative Reforms Department.
1.7 Address of the office:
Personnel and Administrative Reforms Department,
Nagaland Civil Secretariat, Kohima -797004.
Telephone No : (0370) 2270105
(0370) 2270282
1.8 Office Timings:
Summer 9.30 AM to 4.30 PM
Winter 9.00 Am to 4.00 PM
( Manual 2 )
Powers and Functions of Officers and Employees
2.1. Please provide details of the powers and duties and employees of the organisation
As per the Rules of Executive Business, the following powers and duties are vested to the Organisation:-
(1) The P&AR Department is responsible for seeing that the rules and principles relating to services in general are properly followed.
(2) The P&AR Department shall be consulted for advice by other Departments in matters relating to framing of service rules and general principles relating to service.
(3) The clearance of the P&AR Department will be obtained by other Departments in the following matters.
(i) Relaxation of service rules,
(ii) Relaxation of any general service condition,
(iii) Creation and upgradation of posts,
(iv) Re-organisation of Departments,
(v) Personnel policies,
(vi) All policy matters relating to recruitment and promotions,
(vii) Prescription of educational qualifications and relaxation of age limits for employment into state services,
(viii) All matters relating to recruitment, promotions, service conditions, service rules and regulations and all service relating to IAS, NCS, NSS and Ex-Cadre posts.
(ix) Training and career development of officers of AIS and State services,
(x) Deputations of officers for training/seminar abroad,
(xi) Matters relating to reservation of posts for Backward Tribes,
(xii) Constitution of DPC/Selections Boards.
( Manual 3 )
Rules, Regulations, Instructions, Manual and Records for Discharging Functions.
3.1.Please provide list of rules, regulations, instruction, manual and records, held by public authority or under its control or used by its employees for discharging functions as per the following format. This format has to be filled for each type of document.
Name / Title of :
(i) Compilation of important Government notifications.
(ii) Rules of Executive Business Nagaland, 1980.
(iii) Nagaland Manual of Office Procedure, 1969.
(iv) Nagaland Services (Discipline & Appeal), Rules, 1967.
(v) Nagaland Government Servants Conduct Rules, 1968.
(vi) Nagaland Secretariat Service Rules.
(vii) Nagaland Civil Service Rules.
(viii)Role of an Inquiry Officer and Asst. Presenting Officers in Departmental
Disciplinary Procedures.
(ix) Handbook on procedures in Departmental Enquiry.
(x) List of Appellate Authorities, PIOs and APIOs of various Departments.
(xi) Nagaland Directorate Ministerial Service Rules, 2006.
(xii) Annual Administrative Reports.
(xiii)ACRs of all Govt. servants.
Choose one of the types given below.
(Rules, Regulations, Instructions, Manual Records, Others)
3.2. From where one can get a copy of rules, regulations, Address:
instructions, manual and records C/o P&AR Department, Nagaland Nagaland Civil Secretariat, Kohima
Telephone No: (0370) 2270105
(0370) 2270282
Fax: (0370) 2270105
E-Mail:
Others:
3.3. Fee charged by the Department for a copy of Rules, Regulations, Instructions, Manual and Records ( if any ).
(a) rupees two for each page (in A-4 or A-3 size paper) created or copied;
(b) actual charge or cost price of a copy if given in larger size paper;
(c) actual cost or price for samples or models; and
(d) for inspection of records, no fee for the first hour; and a fee of rupees five for each fifteen minutes (or fraction thereof) thereafter.
(e) for information provided in diskette or floppy rupees fifty per diskette or floppy; and
(f) for information provided in printed form at the price fixed for such publication or rupees two per page of photocopy for extracts from the publication.
( Manual 4)
Particulars of any arrangement that exists for consultation with, or representation by, the members of the public in relation to the formulation of its policy or implementation
Formulation of Policy
4.1. Whether there is any provision to seek consultation/participation of public or its representatives for formulation of policies? If there is, please provide details of such policy in following format.
No formal provision is available for the public participation in formulating personal policies.
Implementation of Policy
4.2. Whether there is any provision to seek consultation / participation of public or its representatives for implementation of policies? If there is, please provide details of provision in following format.
- No-.
( Manual 5)
A statement of the categories of documents that are held by it or under its control.
5.1. Use the format given below to give the information about the official documents.
Also mention the place where the documents are available for e.g at Secretariat level, Directorate level, others (Please mention the level in the place of writing others)
Sl. No
Category and Name of the document and its introduction in one line
Procedure to obtain document
Held by/ under control of
1
Compilation of important Government notifications.
In writing officially to the P&AR Deptt
P&AR Deptt
2
Rules of Executive Business Nagaland, 1980.
-Do-
-Do-
3
Nagaland Manual of Office Procedure, 1969.
-Do-
-Do-
4
Nagaland Services (Discipline & Appeal), Rules, 1967.
-Do-
-Do-
5
Nagaland Government Servants Conduct Rules, 1968.
-Do-
-Do-
6
Nagaland Secretariat Service Rules.
-Do-
-Do-
7
Nagaland Civil Service Rules.
-Do-
-Do-
8
Handbook for Presenting Officers.
-Do-
-Do-
9
Handbook for Inquiry Officers
-Do-
-Do-
10
List of Appellate Authorities, PIOs and APIOs of various Departments.
-Do-
-Do-
11
Nagaland Directorate Ministerial Service Rules, 2006.
-Do-
-Do-
12
Annual Administrative Reports.
-Do-
-Do-
13
Annual Confidential Reports of all categories of Government servants.
-Do-
-Do-
14
Service Records of IAS, NCS, NSS and Ex-cadres.
-Do-
-Do-
15.
Annual Property Returns of AIS (All India Services).
-Do-
-Do-
( Manual 6 )
A statement of Boards, Council, Committees and other Bodies constituted as its part.
6.1. Please provide information on Boards, Councils, Committees and Other Bodies
related to the public authority in the following format :
(h) Civil Service Board to recommend officers of IAS, NCS, NSS and other Senior Officers in the rank of Under Secretary and above.
(i) Post Creation and Upgradation Committee.
( Manual 7)
The names, designations and other particulars of the Public Information Officers
7.1. Please provide contact information about the Public Information Officers, Assistant Public Information Officers and Departmental Appellate Authority of the Public Authority.
Name of the Public Authority: Personnel and Administrative Reforms Department
APPELATE AUTHORITY
(i) Joint Secretary
P & AR, Government of Nagaland, Kohima.
Tel. Nos. 0370-2270282 (O)
PUBLIC INFORMATION OFFICERS
(ii) Smti Tainiu, Under Secretary (Personnel B and Vigilance Branch),
(iii) Shri H. Lungalang, Under Secretary, Personnel A Branch).
(iv) Shri Nchumbemo Lotha, Senior Research Officer (AR Branch),
(v) Shri Shashimongba, Senior Pension Analyst (Pension Cell)
(vi) Shri Kevishe Pucho, O & M Officer (O&M Cell)
(vii) Shri Vethi Vero, Record Officer (Record Cell),
ASSISTANT PUBLIC INFORMATION OFFICER
(viii) Shri Tongna Konyak, Assistant Superintendent (Personnel A Branch),
(ix) Shri Rongsenlemba, Assistant Superintendent (Personnel B Branch)
( Manual 8 )
Procedure followed in Decision Making Process
8.1. What is the procedure followed to take a decision for carious matters? (A reference to Secretariat Manual and Rule of Executive Business Manual, and other rules / regulations etc. can be made)
The P&AR Department is using the Rules/OM issued by the Government of Nagaland from time to time.
8.2. What are the documented procedures / laid down procedures / Defined Criteria / Rules to arrive at a particular decision for important matters? What are different levels through which a decision process moves?
The Department has the following documents as mentioned at Manual 5 above. Decisions are being taken at the level of Chief Minister, Chief Secretary or the Secretary-in-charge of P&AR Department depending on the nature of the case.
8.3. What are the arrangements to communicate the decision to the public?
The Department used to issue the OM/Notifications to the Departments and in all the Heads of Offices. Further, a copy is also sent to the Directorate of I&PR (Publicity Cell attached to the Nagaland Civil Secretariat), for wide publicity through Newspaper.
8.5. Who are the officers at various levels whose opinions are sought for the process of decision making?
Depending on the subject matters the opinion of the Secretary, Law & Justice and Financial Commissioner are sought in addition of the opinions of Administrative Heads of the Department.
8.6. Who is the final authority that wets the decision?
The routine decisions are taken by the Principal Secretary. But the decisions relating to policy matters and other important issues are decided by the Chief Secretary or Chief Minister or the Cabinet as stipulated in the Rules of Executive Business.
8.7. Please provide information separately in the following format for the important matters on which the decision is taken by the public authority.
Subject on which the decision is to be taken
All policy matters
Designation of the officers involved in decision making
Chief Minister, Chief Secretary or the Secretary-in-charge of P&AR Department
Contact information of above mentioned officers
Secretary-in-charge of P&AR Department
( Manual 9 )
Directory of Officers and Employees
9.1. Please provide information in following format a Directory of its officers and employees.
Sl. No.
Name
Designation
Ph. No.
Fax
Address
Office
Home/Mobile
1
Shri C. J. Ponraj
Prin Secretary
2270105
2229876 986209360
2270105
P&AR Deptt.
2.
Shri T. Kiheto Sema
Joint Secretary
2270282
9436003680
-do-
3.
Shri Vikeyie Kenya
Deputy Secretary
9436017875
-do-
4.
Shri H. Lungalang
Under Secretary
9436000812
-do-
5.
Smti Tainiu
Under Secretary
9436211521
-do-
6.
Shri Shashimongba
Senior Pension Analyst
9436435035
-do-
7.
Shri Nchumbemo Lotha
Senior Research Officer
2242170 9436062371
-do-
8.
Shri Kevishe Pucho
O & M Officer
2244989 985648021
-do-
9.
Shri Vethi Vero
Record Officer
2225340 9436000480
-do-
10.
Smti Neisabeino
Asst. Superintendent
2242066 9856789093
-do-
11.
Smti Rongsenkala
Asst. Superintendent
2225385
-do-
12.
Shri Thsatingse Sangtam
Assistant Pension Analyst
9856793274
-do-
13.
Shri Rongsenlemba
Asst. Superintendent
9436005149
-do-
14.
Shri Tongna Konyak
Asst. Superintendent
-do-
( Manual 10 )
The Monthly Remuneration received by each of its Officers and Employees, Including the System of Compensation as provided in Regulations
10.1. Please provide information in following format.
Sl.No
Name
Designation
Monthly remuneration
Compensatory/ Compensatory Allowance
The procedure to determine the remuneration as given in the regulation
The monthly remuneration is being controlled by the Home Department Bill & Cash Branch, Nagaland Civil Secretariat, Kohima.
( Manual 11 )
The Budget Allocated to each Agency
( Particulars of all plans, proposed expenditures and reports on disbursement made )
For Public Authorities responsible for developmental, construction, technical works
11.1. Please provide information about the details of the budget for the different activities under different schemes in the given format
Year : Does not arise.
Sl No
Name of the scheme / Head
Activity
Starting date of the activity
Planned end date of the activity
Amount proposed
Amount sanctioned
Amount released/disbur-
sed
( no.of installments)
Actual expen-diture for the last year
Responsible officer for the quality and the complete execution of the work
The budget allocation is being controlled by the Home Department (Bill & Cash Branch), Nagaland Civil Secretariat, Kohima.
For other Public Authorities
Sl No
Head
Proposed Budget
Sanctioned Budget
Amount released/ disbursed ( no. of installments
The budget allocation is being controlled by the Home Department (Bill & Cash Branch), Nagaland Civil Secretariat, Kohima.
(Manual 12)
The Manner of Execution of Subsidy Programmes
12.1. Please provide the information as per the following format :
ุ Name of the Programme / Scheme
ุ Duration of the programme / Scheme
ุ Objective of the programme
ุ Physical and financial targets of the programme ( for the last year )
ุ Eligibility of Beneficiary
ุ Pre- requisites for the benefit
ุ Procedures to avail the benefits of the programme
ุ Criteria for deciding eligibility
ุ Detail of the benefits given in the programme ( also mention the amount of subsidy or other help given )
ุ Procedure for the distribution of the subsidy
ุ Where to apply or whom to contact in the office for applying
ุ Application Fee ( where applicable )
ุ Other Fees ( where applicable )
ุ Application (format ) where applicable. If the application is made on plain paper please mention it along with what the applicant should mention in the application)
ุ List of attachments ( Certificates/ documents )
ุ Format of attachments
ุ Where to contact in case of process related complaints
ุ Details of the available fund (at various levels like district level, block level etc)
Sl No/ Code
Beneficiary Name
Amount of subsidy
Parent/ Guardians
Criteria of selection
Address
District
City
Town/ Village
House No.
NIL
( Manual 13 )
Particulars of Recipients of Concession, permits or Authorisation granted by it
13.1. Please provide the information as per the following format :
ุ Name of Programme
ุ Type ( Concession / Permits/ Authorisation )
ุ Objective
ุ Targets set ( for the last year)
ุ Eligibility
ุ Criteria for the eligibility NIL
ุ Pre-requisites
ุ Procedure to avail the benefits
ุ Time limit for the concession/ Permits/ Authorisation
ุ Application Fee ( where applicable )
ุ Application format ( where applicable)
ุ List of attachments ( Certificates/ documents )
ุ Format of attachments
ุ List of beneficiaries ion the format given below
Sl No/ Code
Beneficiary Name
Validity period
Parent/ Guardians
Criteria of selection
Address
District
City
Town/ Village
House No.
NIL
Also provide the following information for concession
ุ Detail of the benefit given
ุ Distribution of benefits
( Manual 14 )
Norms set by it for the discharge of its functions
14.1 Please provide the details of the Norms/ Standards set by the Department for execution of various activities/ programmes.
The Department does not operate any activities or programmes except dealing with policies and other service matters.
( Manual 15 )
Information available in an electronic form
15.1.Please provide the details of the information related to the various schemes which are available in the electronic format.
NIL
( Manual 16 )
Particulars of the facilities available to citizens for obtaining information
16.1. Means, methods or facilitation available to the public which are adopted by the department for dissemination of information like
The following information are available in the Department.
ุ Office Library
ุ Through Newspaper
ุ Notice Board
ุ Inspection of Records in the Office
ุ System of issuing copies of documents
ุ Printed Manual Available
( Manual -17 )
17.1. Frequently Asked Questions and their Answers by Public
17.2. Related to seeking Information
ท The citizens can write their grievances and send it to us.
