Decentralisation of Activities : Issues & Challenges

R. Thyagarajan

Historical back ground :- Financial Perspective

Finance & Accounts Division

R.S.D. Regional CentresExpenditure Vouchers

Adjustment V

ouchers

Imprest

Benefit of Centralisation of Financial Powers

• No deviation in Procedures• Unlimited mandate to RSD• Limited powers to Regional Centres• Adjustment by RSD only – not by RCs• Control of Finance• Expenditure control• Economy of scales • Address issues Nationally

• Best practices could be nurtured • Consistent decision• Effective tool for financial control• Dispensation of Administration uniformly

Ill effect of Imprest System : Disadvantages in centralised financial Powers

• Regional Centres starved of Funds due to delay in reimbursement

• Imprest – Funds spent – but adjustment not effected

• Queries raised by RSD – Letters were shot • Delay in despatch of letters• Delay in receipt of reply

• Unnecessary telephone calls to RSD/Finance for funds

• Spent but not accounted for • Audit Objected to the terminology “Voucher-in-

transit”• 1992-93 – Audit refused to certify the Accounts • RSD was not showing interest in delegation of

power• RCs did not have staff for financial activities• Regional Directors were not authorised as DDOs• Storage of Vouchers at Block No. 1

• Vouchers were torn due to unscientific storage• Due to passage of time vouchers of capital nature

were lost in transit – RCs to RSD to Finance

Proactive Action Caused by Audit

• Director General of Audit advised the University to decentralise the Powers

• Committee was constituted by Prof. Takwale• Recommendation accepted and BOM approved • One ARD post was converted to Assistant

Registrar in all Regional Centres• Regional Directors were designated as DDOs• Financial Powers under various heads were

delegated

• Finance Division organised training programme to Regional Centres Staff at Headquarters in 2 batches

• Monthly Accounts format was conceived for transmission of Accounts

• Further delegation and improvements were effected by time and as per requirement

Advantage of Decentralisation

• Initiative• Responsibility• Decision making

Centralisation

Decentralisation

Reasons for De-centration in an Organisation

• Expansion of organisation/Institution - Scope & coverage

• Local approach culmination in national approach

• Bottom up instead of top-down• Locally relevant – relevance• Results oriented – Decision making• Answering local needs – divergent needs • Solving issues locally - effectiveness

Administrative Powers

• Service Book maintenance• Leave sanction• Pay fixation with the consent of Hqrs.• Release of increment• Purchase powers• Financial powers• Delegated financial powers• Regional Directors as DDO

• Liberty with accountability in spending money• Preparation of monthly accounts• Purchase of capital item & recurring issue

Admission & Student Support Service

• RCs were empowered to finalised admissions • Data transfer to Head quarters• Issue of Admission cards• Determination of Study centres• Finalisation of counselling session• Monitoring evaluation of assignments by RCs• Data transfer on assignment to SED• Arrangement of practical's

Examination-Activities-Decentralised to RCs

• Receipt of Examination form• Determination of Exam centres• Conduct of examination• Regional convocation• Distribution of Certificates, Diploma &

Degrees

MPDD – Activities – Decentralised to RCs

• Maintenance of storage• Distribution of study materials

Challenges in discharging delegated duties

Finance• Non commerce background staff dealing with

finance • Compilation of Accounts by precedents and

not by the occasions/principles • Accounts complied on Cash basis• Contradiction between Head Quarters &

Regional Centres in compilation of Accounts

• Frequent transfer of officials• Not having any specific policy on rotation of staff

who have expertise• Non adheres to financial procedure especially in

purchases• Non reconciliation of bank accountsAdministration• Delay in fixation of pay• Head quarter not quickly disposing the RCs

request• Improper maintenance of Service Book• Non-updation of leave account

• Not having full strength of staff as per the normsMPDD• Non determination of requirement of materials as

per the strength• Accumulation of unwanted study materials• Non effective utilisation of space at store• Delay in distributionStudent Support Services• Delay in communication in regard to counselling

practical's• Not providing courteous reply to the approaching

students

• Inefficient management of assignment Evaluation and other services

Possible reasons for ineffectiveness in providing various services• Not having staff• Staff under threat of transfer• Not having conducive atmosphere at RCs• Not having requisite qualification and experience• Exploiting the committed staff• Delegating powers of different divisions of Hqrs• Accountability factor is also a threat to taking

responsibilities• Conflicting interest among staff

ConclusionDecentralisation is not only an administrative value but also a civic dimension, since it increases the opportunities to local centres to take interest in dispensing educational services to student community.Hence the issues & challenges as explained have to be faced with courage & connection for the betterment of society.Adopting of best practices can solve the problem to certain

Repetitive nature of works to be tabulated so that action could be taken without consumption of time Recruitment of staff should give attention to the needs of the universityStandardisation and finalisation of procedures will enhance the efficiency. Skype conference will give better guidance.