Secretariat Energy,Power & Mineral Resource

An individual Report On

Secretariat Attachment(Ministry of Energy, Power and Mineral Resources)

(Power Division)

Module – 11: Secretariat and BPATC Attachment Program

Date of Submission: 22nd July, 2014

Bangladesh Public Administration Training CentreSavar, Dhaka-1343

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SUBMITTED TO:Touhidur RahmanModule DirectorModule No: 11

56th Foundation Training CourseBPATC, Savar, Dhaka.

SUBMITTED BY:Asif Imtiaz

Roll No: 233Section- B

Group No: 17

Introduction

We the 268 participants of the 56th Foundation Training Course had to attend the secretariat

attachment program at different ministries of Bangladesh Government held for two days on

16th - 17th July, 2013 at Secretariat of Bangladesh. The objectives of this attachment are to-

Know about the organization of secretariat, distribution of work, and work plan

Know about the functions, distribution of works of concerned ministry and attached

division according to Secretariat Instruction of Bangladesh government.

Know about opening of a new files, structure of digital file number, movement and

submission of files, dispatch, recording and preservation of records.

Know in details about a policy making files from its opening to disposal.

Background

Power Division is responsible for formulating policy relating to power and supervise, control

and monitor the developmental activities in the power sector of the country. The vision is to

provide access to affordable and reliable electricity to all by the year 2021. Mission of power

division is to ensure uninterrupted and quality power supply for all by 2021 through

improvement in generation, transmission and distribution systems.

To implement its mandate the Power Division is supported by a number of organizations,

related with generation, transmission and distribution. The organizational linkage is as

follows:

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Achievement at a Glance

2015 2020 2025 20300

5000

10000

15000

20000

25000

30000

35000

40000

Achievement in Renewable Energy Development in Bangladesh

Category Achievement

SHS 45 MW

Other Solar PV Applications

including Solar Irrigation

1 MW

Wind Energy 2 MW

Biomass based electricity <1 MW

Biogas based electricity 1 MW

Total 50 MW

File study (Decision Making): Bagha-Bari 50 MW Peaking power plant

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The projected power generation up to the year 2030

Total Distribution Lines 278,000 km

Total Consumers 12.5 million

Irrigation Consumer 2.77 Lac

Access to electricity 50%

Distribution Loss 12.75%

Accounts Receivable 2.22 equivalent months

(August, 2013)

The process was first initiated by a senior assistant secretary of that ministry. Then secretary

of power division gave instruction for rough estimation about the issue. Docketing and

numbering in the register book was done. The file then forwarded to cabinet division through

the channel of senior assistant secretary then deputy secretary to joint secretary and secretary.

Comments and no. of the letter was written in the note sheet. After getting positive answer

from Cabinet division it came back to the power division of Ministry of Power, Energy and

Mineral Resources. It was then send to the Ministry of Commerce for inspection and

justification. With the permission letter from Ministry of Commerce it was then send to the

Power Development Board. Power Development Board appointed consultant for getting an

overall view of the power plant. After getting permission from Ministry of Home power

development board prepared all issues at the final stage. The whole procedure took about 6

months.

Fig: Decision making

Movement and Dispatch of File

In case of file movement a file which has not been allotted a file number will be shown in the

remarks column. When the issue of draft has been authorized the typing of the fair copy will

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Sr. Asst. Secretary Deputy Secretary Joint Secretary

Secretary

Power Division

Cabinet Division

Ministry of Commerce

Ministry of Home

be done by the typist attached to the officer (whose signature will be on the letter in

question). Every fair copy will be carefully compared with the help of section assistant. On

receiving the signed fair copy, the steno will send the paper to the typist dispatcher. The

typist dispatcher will date the letter for issue and fill in the column of the requester. The

dispatcher will date the fair copy, office copy and spare copy, affix the stamp; bring it to the

notice of the section officer and dispatch all post promptly within the shortest possible time.

Fig: Flow of note

Maintenance of Note or File

Ministry of Power, Energy and Mineral Resources maintains all the notes and files in

a very ordered manner. They classify various files according to Secretariat Directives

2008. There are four categories of files: Category A, B, C & D

The copies of file belonging to category A is sent to Secretariat record room or

Directorate of Archive for preservation. Category B is preserved in Secretariat record

room.

Preservation of Files When the action of any file has been completed--- The section officer marks the file

as “Record”

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Senior Assistant Secretary

Deputy Secretary

Joint Secretary

Secretary

Senior Assistant Secretary

Sent back to the AO

Deputy Secretary

Sent back to the Senior Assistant

Secretary

Secretary

Sent back to the Joint Secretary

Administrative Officer (AO)

Honorable Minister

Joint Secretary

Sent back to the Deputy Secretary

Classifies according to category.

For “A” type file a list of letter contained in the file is written on the first page.

The letters are also arranged chronologically.

For type “B” and “C” verification is made by the chronology of the document.

Notes are placed below the letter and subsidiary points.

Minutes are included in the appendix.

Observation and Suggestion

1. The steps of file processing should be decreased.

2. When an inter Ministerial decision is related for a particular issue, in that case the

attached department should have the power to contract with the concerned ministry

directly.

3. For an important issue, the file may be moved up to the secretary directly, otherwise

the file may be moved up to Deputy Secretary.

4. E-file management system should be introduced.

5. The letters should be sent & received through E-mail.

6. Every officer from top to bottom should be skilled in computer.

7. More power should be streamlined and delegated from the attached department to the

subordinate office.

8. More power should be delegated from the Ministry/Division to the attached

department.

Conclusion

It was an important attachment program for the participants of the 56th Foundation Training

Course because as an entry level civil servant we should know about the functions and

distribution of work of different ministry of secretariat not only for its governing authority

over us but also this is the institution from where all policies of the government are

formulated.

Annexure

Distribution of Projects

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Name of ProjectsCompletio

n Date

Project cost

(Crore Tk.)

Project objective

BPDB

1. Power Distribution System

Development, Mymensingh

Zone

2013-14 637.76

12,466 new connection will be

provided by construction and

renovation of distribution line &

substations


Development, Chittagong

Zone

2013-14 1088.00




substations


Development, Comilla Zone2013-14 756.00




substations


Development, Sylhet Zone2013-14 410.00




substations


Development, Rangpur Zone2013-14 710.00




substations


Development, Rajshahi Zone2013-14 693.00




substations

Total (BPDB) 4295.00

Name of ProjectsREB

Completion Date

Project cost

(Crore Tk.)

Project objective

1. 10 lakh new connection 2012-13 348.00 10 lakh new connection

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2. RE upgradation

project(Rajshahi, Rangpur,

Khulna & Barisal)

2012-13 1322.00 Substation & line up gradation

3. RE Expansion Dhaka

Division-12012-13 498.00 4100 km line construction

4. RE Expansion Chittagong-

Sylhet Division-12012-13 498.00 4500 km line construction

5. RE Expansion Rajshahi-

Rangpur Division-12012-13 407.00 3400 km line construction

6. RE Expansion Barisal

Division-12012-13 268.00 2500 km line construction

Total(REB) 2993.00

DPDC

1. Development of new 132/33

kV & 33/11kV substation2011-12 434.00 Substation up gradation

2. Rehabilitation and

Augmentation of distribution

network

2011-12 169.00 Distribution line up gradation

Total(DPDC) 603.00

DESCO

1. Strengthening of distribution

network2011-12 486.00

Distribution network up

gradation

2. Upgrading & Expanding

Distribution System in

Gulshan

2011-12 595.00Distribution system up

gradation

Total(DESC) 11081.00

WZPDC

1. 21 Districts Power

Distribution Projects2012-13 469.00

Up gradation of distribution

network and substation

Prevailing Renewable Energy Development Program

Renewable Energy Total Capacity

Solar 25 MW

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Wind 235 MW

Total 260 MW

Expected Private Sector Participation (through IDCOL) is:

Renewable EnergyAverage Unit

CapacityTarget Total Capacity

Solar Home System 50 W 3 million 150 MW

Biogas Plant for cooking gas 2.6 m3 100,000 40 MW

Solar Mini Grid 50 KW 10 1 MW

Solar Irrigation Pump 8 KW 750 6 MW

Biogas based Power Plant 20 KW 300 6 MW

Biomass Based Power Plant 200 KW 15 3 MW

Total 206 MW

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Documents

Secretariat Energy,Power & Mineral Resource