1.0 Introduction This report is based on a 2-day attachment program to Bangladesh Secretariat for the participants of 48th Foundation Training Course of BPATC. The Attachment Program to Bangladesh Secretariat is an indivisible part of every FTC and thus all of us , the participants of 48 th FTC, had to attend in that attachment program at different ministries of Bangladesh Government held for two consecutive days on 25th and 26th May, 2011. Along with my other co participants, I, as a member of group no.15, took part in that attachment program at the Power Division (Ministry of Power, Energy & Mineral Resources) which was previously assigned by the course management of the 48th FTC.

The prime objectives of the said attachment program to Bangladesh Secretariat were as follows:i) To get acquainted with the overall business disposal and working procedure of the Power

Division as per The Secretarial Instructions of Bangladesh Government, ii) Review of the final disposal or decision-making procedure within reasonable period with

respect to transparency and accountability of a specific matter from a file of policy formulation of the concern ministry.

2.1 Overview of the power divisionElectricity is a key ingredient of socio-economic development of the country. Adequate and reliable supply of Government electricity is an important pre-requisite for attracting both domestic and foreign investment. The has given top priority to the development of the sector considering its importance in overall development of the country. The Government has set the goal of providing electricity to all citizens by 2020.

Power Division was established in 1998 under the Ministry of Power, Energy and Mineral Resources vide Cabinet Division Notification No. CD-4/1/94-Rules/23(100), dated 25 March 1998. It is entrusted with the responsibility of overall management of the power sector in Bangladesh.

2.2 Different organizations under this divisionPower GenerationThe following government entities are involved in generation of power:1.     Bangladesh Power Development Board. (BPDB)2.     Ashuganj Power Station Co. Ltd (APSCL) 3.     Electricity Generation Company of Bangladesh Ltd. (EGCB)4.     Rural Power Company Ltd. (RPCL)5.     North West Power Generation Company Ltd. (NWPGCL)6.     Independent Power Producers (IPPs) Power Transmission Power Grid Company of Bangladesh (PGCB)1

Power DistributionThe following entities are involved in power distribution:1.    Bangladesh Power Development Board. (BPDB)2.    Rural Electricity Board (REB)3.    Dhaka Electric Supply Co. Ltd (DESCO)4.    Dhaka Power Distribution Co. Ltd. (DPDC)5.    West Zone Power Distribution Co. Ltd (WZPDCL)6.    North West Zone Power Distribution Co. Ltd (NWZPDCL)7.    South Zone Power Distribution Company Ltd (SZPDCL)

2.3 Bangladesh’s Power Sector: At a Glance In FY 2009-10 total generation capacity was 5, 376 MW (upto May’10) including 3,331 MW in public sector and 2045 Megawatt in private sector (including REB)

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2.4 Recent Generation Capacity (May, 2010)Presently total generation capacity is 5376 MW. Of this capacity, 3331 MW is from public sector and 2045 MW is from the private sector, which is 62% and 38% respectively of the total generation capacity.

3.0 Vision/Mission Statement and Major Functions

Vision -To provide access to affordable and reliable electricity to all by the year 2020. Mission Statement-Ensure uninterrupted and quality power supply for all by 2020 through improvement in generation, transmission and distribution systems. Major Functions

All activities related to power generation, transmission and distribution; Manage all matters and policies related to the Power sector;

Expand, rehabilitate and modernize power generation, transmission and distribution services in line with the increasing national demand and prepare action plans and programmes accordingly;

Encourage private and joint venture investment in the Power sector in addition to the government investment;

Monitor revenue earnings and commercial activities.

3.1 Organogram Of The Power Division

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4.0 Process of beginning and disposal of a policy making issueThe Power Division has to formulate and implement many policies regarding generation and distribution of electricity. Power Division is entrusted with the responsibility of supervision, control, development and management of all matters and policies relating to the Power Sector. In order to comply with one of the primary objectives of the attachment program, we gathered information about the file disposal procedures from its initial stage to its disposal stage as a policy including all intermediate stages observing the respective file. To fulfil this objective we have studied one file named, Establishment of 100 MW electric plant in Syedpur using Farnesh oil as its raw materials by IPP.

5.0 Decision making procedure

As a decision making organ of the government, the Power Division has to make numerous decisions regarding electricity generation and distribution affairs of the whole country. Disposal of generation and distribution cases is one of the most important functions of the ministry as stated earlier. As a part of our attachment program we also reviewed a specific Independent Power Producer case which was initiated and finally disposed under the section development-1 of the division. The reviewed case was regarding establishment of a electric plant in Syedpur.

This division act under the policy of private sector power generation policy of Bangladesh. At first a pre-qualification was done by advertisement, bid, meeting and evaluation. The evaluation committee submit a report on pre-qualification for implementation of 100+10% MW HFO-Fired Power Project on Build Own Operate (BOO)Basis at Syedpur, Nilphamari, BD. Then Request for Proposal was evaluated and a report was made. For Technical Evaluation and appeoval Chairman of Power Development Board (PDB)sent a letter to the Scretary. The secretary marked it to the Joint Secretary (Development) for taking proper action which was followed by the marking to the Deputy Secretary (Development-1) and then it is sent to the Senior Assistant Secretary (Development-1). Considering reports on the concerned case, the SAS sent back his views to the DS. The DS analyzed the report of 4

the SAS following due procedure of the Secretariat instruction. The DS sent letter again to the Join Secretary and the JS sent the required documents to the Secretary with his own comment about the case. The Secretary send the Chairman of PDB about the approval of technical evaluation. Again the Chairman send the Secretary about the tariff charges proposal Envelop-two with concerned documents and merit of the cases, and evaluation committee report approval and length of intent to first Bidder.The summary for the Cabinet Committee for Government Purchase was prepared. Then Vetting on Project aggrement was sent to the Secretary from the Chairman PDB. The secretary of power Division sent the file, following the appropriate procedure, to the Secretary of Finance Division, Ministry of Finance. Ministry of Finance send it to the Legislative and Parliamentary Affairs Division and Ministry of Commerce for vetting and opinion, after that National Board of Revenue makes its opinion and finally the approval is being given.

6.0 Observations regarding the decision making and file management process of Power Division

I. The Power Division follows the below mentioned rules and regulations during disposal of business:

a. Secretariat Instructions, 2008;b. Rules of Business, 1996 and Allocation of Business (Schedule-I) of Rules of

Business;c. All concerned policies and guideline regarding generation and distribution of

electricity in Bangladesh.II. The Secretary as well as other higher officials is trying to dispose of all pending works. Some

of those have been pending even for 10 years.

III. File docketing and management procedure is going to be digitalized very soon; necessary works are under implementation through the ATI (Access To Information) program of Bangladesh Government.

7.0 Recommendation:

a. All pending decision should immediately be disposed of judiciously,b. All vacant positions should be filled up, workload should be distributed among the officers

rationally, measures should be taken to improve the skills of the employees, c. Note should be written in simple comprehensive language, tag should be attached with in

proper cases and all the information regarding the note and file should be recorded properly in sequential manner.

8.0 ConclusionSecretariat is the apex policymaking body of the Government regarding administration and development sector of the country. In secretariat, formulation of laws, rules, regulations are

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performed for the people of our country discussion with the cabinet, So, secretariat attachment for us is such a vital opportunity that the view we observed will increase our area of thinking, the process with which we are introduced will increase the capability of decision making, the people with whom we met will broaden our mind, the place at which we wandered will notify us about our supremacy, the speeches we listened will make our track smooth and easy.

9.0 References(i) www. powerdivision .gov.bd (ii) The Secretariat Instructions, 2008(iii) Rules of Business, 1996

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SL. No. Designation Salary grade Man Power

01   Secretary 1

02   Joint Secretary 3

03   Deputy Secretary 4/5

04   Deputy Chief 5

05   Senior Assistant Secretary / Assistant Secretary 5/6/9

06   Senior Assistant Chief/ Assistant chief 6/9

07   Accounts Officer 9

  First Class: Total Man Power

08   Assistant Librarian 10

09   Administrative Officer 10

10   Personal Officer 10

  Second Class: Total Man Power

11   Accounting 11

12   Assistant Accounting 13

13   Cashier 14

14   Steno-Typist 14

15   Office Assistant cum Computer Operator 16

16   Office Assistant 16

17   Typist 16

18   Driver 16

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19   Cash Sharkar 17

20   Photostat Machine 18

21   MLSS 20

  Third Class & Fourth Class: Total Man Power

  Total Man Power

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Allocation of Business. Government has allocated following business to this Ministry vide SRO No.82-Law/2008-CD-4/4/2008- regulation dated 31/03/2008 Published in Bangladesh Gazette on March 31, 2008:  

1. Textiles & Jute policy, planning, implementation and evaluation.

2. Administration of state owned Textile and Jute industries and properties of BJC (Defunct)

3. Administration of Jute Ordinance, Formulation and Administration of Jute industries policy.

4. Coordination of internal and external marketing of Jute yarn and Textiles including synthetic, specialized, power loom and products and their transportation and shipment.

5. Overall Coordination of export of Textiles and Jute products and its market promotion and related matters.

6. Collection, processing and publication of all Textile statistics & statistics in respect of Jute industry, Jute production, Jute marketing and export etc.

7. Promotion and development of foreign investment in Textiles & Jute industries and employment of foreigners in Textile industries.

8. Correspondence, contracts and agreements with international agencies and other countries for technical

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cooperation and assistance in respect of Textiles & Jute products.

9. Regulation, Supervision and Certification of the standard and quality of Textiles & Jute products including their raw materials/ingredients.

10. Determination of overall requirements of raw materials for government-owned Textiles and Jute Industries and formulation of policy guidelines in this respect.

11. To facilitate promotion of Textile and Jute industries and related matters in the private sector.

12. Promotion, Research and development of Textiles and Textile raw materials.

13. Technological (Industrial) Research of Jute and Diversified Jute Products and development of Diversified Jute Products and their market research.

14. Promotion, establishment balancing and modernization and replacement of Textile mills/factories in public sector and handlooms.

15. Setting up of Commissions as and when required on any subject for study/investigation on Textiles & Jute industries.

16. Matters relating to Textiles & Jute industries, Jute and Textile products.

17. Education and training of Textiles and Jute technology and human resource development in these sectors.

18. Administration and control including financial matters, relating to this Ministry and subordinate/attached Department, Directorate, Corporation, Board and other Agencies.

19. Supervision and regulation of dealing in Textiles, Textile products, Jute and Jute manufactures.

20. Agreement for transport and shipment of Jute and Jute goods manufactured within the country and to foreign countries.

21. Matters relating to Sericulture Industries.

22. Matters relating to Primary Textiles, Jute sector of the country and their Technical Evaluation.

23. Liaison with International Organizations and matters relating to treaties and agreements with other countries and world bodies relating to subjects allotted to this Ministry.

24. Regulation and issue of licences to dealers, exporters of Jute & Jute manufacturers and occupiers of Jute Mills and if necessary suspension of such licence.

25. All laws on subjects allotted to this Ministry.

26. Inquiries and statistics on any of the subjects allocated to this Ministry.

27. Fees in respect of any of the subjects allotted to this Ministry except fees taken in courts.

28. To facilitate Jute, Ready Made Garments (RMG) and Primary Textiles including allied textile-processing industries.

29. Matters relating to the Backward & Forward linkages on Textiles, Jute, Textile goods & Jute goods.

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30. Matters relating to International Jute Study Group (IJSG) and other Agencies/International bodies engaged in the welfare/Development of Jute.

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1 Budget-2012-13 Dept. of Jute 17.01.2012

2 Annual Report 2010-11 30.11.201110

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3 Primary Report of Jute Commission 29.03.2011

4 Annual Report 2009-10 16.01.2011

5 Report 24 Month

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