Attached Offices | Public Administration Optional for UPSC (Notes) PDF Download

Introduction

The Government of India operates through various Ministries and Departments, each responsible for specific functions and policies. Understanding the structure of a Department is crucial for aspirants preparing for the UPSC Civil Services examination. This article provides an in-depth exploration of the organizational framework of a Department within the Indian Government. Additionally, it sheds light on related bodies such as statutory and constitutional organizations, offering a comprehensive overview of the polity and governance syllabus for UPSC candidates.

Definition of a Department

According to the General Financial Rules, a Department is defined as follows:

• Formulating Policies and Execution: A Department is entrusted with formulating government policies relevant to its assigned responsibilities. It is also responsible for executing and reviewing these policies.
• Internal Organization: To facilitate efficient handling of its allocated tasks, a Department is divided into various organizational units, including wings, divisions, branches, and sections.
• Role of the Secretary: Generally, a Department is headed by a Secretary to the Government of India, who acts as both the administrative head of the Department and the principal advisor to the Minister on matters of policy and administration within the Department.
• Hierarchical Structure: The work within a Department is typically organized into wings, with an Additional Secretary, Special Secretary, or Joint Secretary overseeing each wing. These officials are granted a significant level of independence and responsibility within their respective areas, while remaining accountable to the Secretary for overall departmental administration.
• Divisions and Sections: Wings are further subdivided into divisions, each led by an officer at the level of Deputy Secretary, Director, or Joint Director. Divisions may consist of several branches, supervised by an Under Secretary or equivalent officer. At the lowest level, a section comprises a well-defined unit of work, staffed by assistants under the supervision of a Section Officer. Dealing with initial case handling, assistants and clerks, known as the dealing hands, play a crucial role in the section's functioning.
• Variations in Organization: Although the above structure represents the typical organization of a Department, variations exist. One notable example is the desk officer system, wherein distinct functional desks are established at the lowest level. Each desk is staffed by two desk functionaries, such as an Under Secretary or Section Officer, who handle cases independently with appropriate stenographic and clerical support.

Hierarchy of Functionaries

A Department's structure includes various levels of functionaries, each with specific roles and responsibilities:

• Secretary: The Secretary to the Government of India serves as the administrative head of a Ministry or Department. They act as the principal advisor to the Minister on all matters of policy and administration within their purview.
• Additional Secretary/Joint Secretary/Special Secretary: When the workload of a Ministry exceeds the capacity of a Secretary, wings are established with Additional Secretary/Joint Secretary/Special Secretary overseeing each wing. These functionaries have a high level of independence and responsibility within their respective wings.
• Deputy Secretary/Director: A Deputy Secretary or Director acts on behalf of the Secretary and is responsible for overseeing a Secretariat Division. They handle the disposal of government business within their division, exercising discretion in handling cases independently while seeking the orders of higher-ranking officers for more critical matters.
• Under Secretary: An Under Secretary is in charge of a Branch consisting of multiple Sections within a Ministry. They exercise control over the dispatch of business and discipline maintenance within their branch. While they aim to resolve cases independently, they seek guidance from Deputy Secretaries or higher-ranking officers for significant matters.

Attached and Subordinate Offices

In addition to the main Departments, several attached or subordinate offices may exist. These offices serve important roles:

• Executive Decentralization: Attached and subordinate offices are established under a Department when the execution of government policies requires decentralized executive action or direction.
• Attached Offices: Attached offices provide executive direction required for implementing policies set by the Department. They also serve as repositories of technical expertise, advising the Department on relevant technical aspects.
• Subordinate Offices: Subordinate offices function as field establishments or agencies responsible for executing government policies in detail. They either operate under the direction of an attached office or, in cases with limited executive direction, directly under a Department. In the latter scenario, they assist the concerned Departments in handling technical matters within their specialized fields.

Other Bodies

Apart from attached and subordinate offices, numerous organizations perform various functions assigned to them. These bodies can be categorized as follows:

• Constitutional Bodies: These bodies are constituted under the provisions of the Constitution of India.
• Statutory Bodies: Statutory bodies are established through statutes or Acts of Parliament.
• Autonomous Bodies: Autonomous bodies are established by the government to carry out activities related to governmental functions. While these bodies operate with a degree of autonomy, the government maintains control over them since they receive funding from the Government of India.

Conclusion

Understanding the structure of a Department within the Government of India is crucial for aspirants preparing for the UPSC Civil Services examination. By comprehending the hierarchical organization, the roles of different functionaries, and the presence of attached, subordinate, statutory, constitutional, and autonomous bodies, candidates can gain a comprehensive understanding of the functioning of the Indian Government. This knowledge will undoubtedly prove invaluable in tackling questions related to polity and governance, allowing aspiring civil servants to navigate the complexities of the UPSC syllabus with confidence.