BZU, BAHADUR SUB-CAMPUS LAYYAH

DEPARTMENT OF BUSINESS ADMINISTRATIONMBA 2009-12, SEMESTER 7

KNOWLEDGE MANAGEMENT

FUNCTIONS OF TMA

SUBMITTED TO: Mr. MEHBOOB HUSSAIN

STUDENT GROUP

SANIA FAROOQ (MB-09-07)

MUHAMMAD IHSAN UL HAQ (MB-09-02)

ADNAN ASLAM KHAN (MB-09-28)AKHTAR HUSSAIN CHUGHTAI (MB-

09-22)NADEEM AKHTAR (MB-09-25)

October 18, 2012

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ACKNOWLEDGEMENT

irst of all we are grateful to ALLAH ALMIGHTY who gave us

ability to work significantly on this report. We are thankful

to our teacher Mr. MEHBOOB HUSSAIN who gave us keen

knowledge on KNOWLEDGE MANAGEMENT. We admire the

group members who work together all the time and available

when they were called. Undoubtedly our group is a responsible

group and helps each others. This is the whole credit goes to

only Mr. MEHBOOB HUSSAIN who gave us opportunity to

select members for our group as a mental satisfaction.

F

SANIA FAROOQ MUHAMMAD

IHSAN UL HAQ ADNAN ASLAM KHAN

NADEEM AKHTAR AKHTAR HUSSAIN

CHUGHTAI

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DEDICATION

This Report

IsDedicated

To

Who are always a source of love, affection and inspiration for us.

Whose love and prayers always accompanied us and

guide us like a shining star whenever we were in

darkness and enable us to reach this stage.

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TABLE OF CONTENT

INTRODUCTION 06

ADMINISTRATIVE SETUP 06

TMA 06

TMO 07

HIRARCHY 07

PLANNING 09

ORGANIZING 10

LEADING 12

CONTROLLING 12

TMA BUDGET 13

SOLID MANAGEMENT SYSTEM 14

STREET LIGHTS 14

PARKS 14

PLAYGROUNDS 14

STRUCTURE OF ORGANIZATION 15

CULTURE OF ORGANIZATION 15

TEAM WORK 15

LEADERSHIP STYLE 16

BOSS-EMPLOYEE RELATIONSHIP 16

PERFORMANCE APPRAISAL SYSTEM 16

INFORMATION SHARING 16

TECHNOLOGY USED 16

SUGGESTIONS 17

REFERENCES 18

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TEHSIL MUNICIPAL ADMINISTRATION LAYYAH

INTRODUCTION

Layyah was given the status of Municipal Committee in the year of 1887.

Tehsil Municipal Administration was established under Punjab Local

Government Ordinance on August 14, 2011. There are three CO units i.e

Layyah, Chowk Azam and Kot Sultan. Tehsil Layyah has 23 Union Councils.

The area of Layyah city is 22 sq. Km & area of Tehsil Layyah is 1582 sq. Km.

Most of the area is sandy.

ADMINISTRATIVE SETUP

The Tehsil Municipal Administration is a body corporate and consists of

the Administrator, Tehsil Municipal Officer, 5 Tehsil Officers and other

officials. Administrator is the head of Tehsil Municipal Administration and

exercises all functions and powers as have been assigned to him under the

Ordinance. The Tehsil Municipal Officer is acting as coordinating and

administrative officer in-charge of the Tehsil Officers. TMA covers all the

Tehsil area including Rural Union Council and Urban UC.

ADMINISTRATOR

Zaffar Abbas Bhatti

District Officer (Revenue)

TMA Layyah is headed by Zaffar Abbas Bhatti Administrator. He is also

Revnue Officer District Layyah. He has taken over the charge of Administrator

TMA Layyah on 26-02-2010 by order of Punjab Govt.

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TEHSIL MUNICIPAL OFFICER

Muhammad Zubair Wattoo

Since:                16-05-2008

Qualification: Graduation from Govt. College Lahore

Native: District Okara

Hobby: Walking & reading Newspaper

HIRARCHY OF TMA

Administrator (ADC)

Tehsil Municipal Officer (TMO)

Tehsil Officers

T.O (C.O) T.O (F) T.O (R) T.O (P&C) T.O (I&S)

T.O (C.O) = Tehsil Officer (Chief Officer)

T.O (F) = Tehsil Officer (Finance)

T.O (R) = Tehsil Officer (Regulation)

T.O (P&C) = Tehsil Officer (Planning & Coordination)

T.O (I&S) = Tehsil Officer (Infrastructure & Services)

ADC = Additional District Collector

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TMA OFFICE

TMO IN HIS OFFICE

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TMA MANAGEMENT FUNCTIONS

PLANNING

SPATIAL PLANS

Spatial planning refers to the methods used by the public sector to

influence the distribution of people and activities.

There are following spatial planning.

Construction of buildings

Utilization of Budget

Getting feedback from the public for making plans

Specifying the commercial and non commercial areas

Mention the industry area

Mention the rural & urban areas

Making the plans for new budget

Planning for imposing new tax

Planning for imposing the fine

Every planning will be made after feedback and then MPA’s,

Administrator and TMA will approve it.

Planning and decisions are rational.

INDUSTRIAL / RURAL AREAS

It is also mentioned that which area is for industry. Boundary will be

specified between rural and urban area. From main city to Rivaj Hotel will be

urban area. Onward the area will be rural.

DEVELOPMENT PLANS

TMA execute and manage development plans.

 PUBLIC-PRIVATE PARTNERSHIP

A very important feature of the Devolution Plan is the participation and

involvement of non-elected citizens in the development process in their

respective local areas.

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ORGANIZING

1) TEHSIL OFFICER (CHIEF OFFICER)

Layyah city is divided into 2 sectors and 13 sub sectors. Chief Officer,

Sanitary Inspector is in charge of sectors. Sanitation Darogha are in charge

of sub sectors. Chief Officer is responsible for solid waste management.

2) TEHSIL OFFICER (FINANCE)

TO shall be officer in-charge of the Finance Office and shall be responsible

for budget, revenue, receipts and any other function entrusted to his office by

the Administrator/ Tehsil Municipal Officer. T.O Finance will issue funds for

every purpose. He will make the budget book and record the funds issued for

TMA, petrol, street lights, repairing of instruments, purchasing of assets etc.

3) TEHSIL OFFICER (REGULATIONS)

TO shall be officer in-charge of the Municipal Regulations Office and shall

be responsible for licensing, management of municipal lands, estates,

properties, facilities and enterprises, enforcement of relevant municipal laws,

rules, regulations. He will also fine the people if they throw wastes in front of

their doors, construction without permission or map and even if employees

disobey rules in the office. He acts like a Magistrate.

4) TEHSIL OFFICER (PLANNING & COORDINATION)

TO shall be officer in-charge of the Planning Office and shall be responsible

for spatial planning and land use control, building control, coordination of

development plans and projects with Union Administration, Village and

Neighborhood Councils and other local governments and any other function

entrusted to his office by the Administrator/ Tehsil Municipal Officer.

TMA prepare spatial plans for the tehsil in collaboration with Union Councils,

including plans for land use, zoning and functions for which the Tehsil

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Municipal Administration is responsible. T.O (P&C) controls the buildings

which are constructed. He will authorize the maps for constructing the

buildings. T.O (P&C) is responsible for utilizing the portion of budget for

developments. He will also conduct the survey and will get the feedback from

the people like shops keepers, lawyers, doctors, journalist, businessmen etc.

Then the data will be compiled and new schemes will be launched. He will also

specify the areas which are commercial or non commercial. For example roads

in front of BZU Bahadur Sub campus and Thana Saddar Layyah are residential,

not commercial. There is no permission for construction of Plazas and shops in

these areas.

5) TEHSIL OFFICER (INFRASTRUCTURE AND

SERVICES)

TO shall be officer in charge of the Infrastructure and Services Office and

shall be responsible for water supply, regulate affixing of sign-boards and

advertisements, sewerage, drainage, sanitation and solid waste management,

roads entrusted to Tehsil Municipal Administration, and traffic planning,

engineering and management including traffic signaling  systems, signs on

roads, street markings, transport stations, stops, stands and terminals; park

services, street lighting; fire fighting; playgrounds, open spaces; slaughter

houses; and any other function entrusted to his office by the Administrator/

Tehsil Municipal Officer. TO also organize sports, cultural, recreational events,

fairs and shows; cattle fairs and cattle Markets.

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LEADING

TMA is the leader and after that TMO leads the officers. TMO performs

the following duties.

(1) The Tehsil Municipal Officer shall perform such duties and functions as

have been assigned to him under the Ordinance and these Rules.

(2) In matters of policy and important decisions, the Tehsil Municipal Officer

shall obtain approval of the Administrator before communicating such matters

and decisions to the Provincial Government.

(3) The Tehsil Municipal Officer may call for any case or information from any

office of the Tehsil Municipal Administration.

MEETINGS

Govt. made a District Coordination (Committee) whose members are

elected MPA’s. Alphabetically every MPA will call a meeting in which they

propose the schemes. They will also discuss;

(i) Important pending cases;

(ii) Specific problems calling for general expression of views or exchange of

ideas; and

(iii) Questions of general interests concerning the Tehsil office or the Chief

Officer unit, as the case may be.

.

CONTROLLING

INSPECTION BY TMO

The Tehsil Municipal Officer shall inspect the working of offices in

Tehsil Municipal Administration once every six months. He shall pay special

attention to:

(i) Compliance with the Rules, standing instructions and orders and office

directives;

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(ii) Security arrangements;

(iii) General office management; and

(iv) Proper use and care of property, equipment and stationery etc. under the

control of an office.

PROMOTIONS

Promotion will be given that time when there is a vacant seat. For

example senior clerk will be promoted to Head Clerk seat when there is vacant

seat of Head Clerk. Then the most senior clerk will be promoted first. Eligibility

and no adverse marks will also be checked. If someone thinks that he is not

promoted with all requirements, then he can go to Appellant & Authority.

TMA BUDGET

Total budget of TMA Layyah is 29 crore rupees. Govt. provides Rs. 10

crore and remaining Rs. 19 crore, TMA Layyah collects by its own sources.

Other source of budget of TMA Layyah is Chowk Azam Mandi, Layyah Mandi

and Transfer of property from the public. 52% of the budget is spent on non

development programs like salary of employees, bills and miscellaneous

expenses.

Budget is issued after this process.

Issue budget call letter till September and then making the draft budget

which will show that what will be the activities (development programs)

in the next year.

Budget call letter will be issued to Press Club, Bar, non elected people,

doctors and any organization or NGOs in the Tehsil area. Data will be

compiled and analyzed and then Draft budget will be presented to

Administrator in April and finally will be issued in new financial year.

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SOLID MANAGEMENT SYSTEM

Solid waste generation in Layyah city is approximately 55 tons per day.

These wastes are household waste, hospital waste, commercial waste and

animal dung. TMA collection efficiency is approximately 52% of Layyah city.

DUMPING SITE

There is only one dumping site near Railway lines. There is no land fill site

or compositing plant.

STREET LIGHTS

TMA is providing street lights services in urban area of Layyah city, Kot

Sultan and Chowk Azam. Types of lights are Tube light and Sodium light.

PARKS

There are following parks providing by TMA.

Ladies Park Housing Colony No.1

Municipal Ladies Park U.C 3

Jinnah Park

Family Park

Rescue 15 Park

Jinnah Park Chowk Azam

Children Park Chowk Azam

Fazal Hussain Jhakar Park Layyah City (Under construction)

PLAYGROUNDS

Vera Stadium Multan Road Layyah

TDA Colony Ground Layyah

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STRUCTURE OF ORGANIZATION

1) CENTRALIZATION

Organization is centralized. Plans and decisions are made in the committee

meeting and employees have to follow it. They cannot do any decision on their

behalf.

2) FORMALIZATION

Organization is formal. They have to follow the rules and regulations made

by Government and administrator.

CULTURE OF ORGANIZATION

Culture includes the following traits.

1) INVOLVEMENT

There is low involvement of employees in the decision making. Decisions

are made by the MPA’s, Administrator and TMO.

2) CONSISTENCY

Consistency refers to well coordination and integration. TMO creates the

coordination between Administrator and Tehsil Officers.

3) INTERFERENCE

Politicians interfere in the work of TMO. People are recruited on politics

bases. Politicians are hurdle in the clean work of TMO. There is negative

mindset in the organization. Such selected employees show laziness in doing

their work. Some officers are pressured and black mail by politicians.

TEAM WORK

Tehsil officers have their teams and they watch their teams for work. For

example in Infrastructure department, Sub engineers, contractors, SDOs etc are

working under Tehsil officer in shape of team.

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LEADERSHIP STYLE

Decision authority is in the hand of MPA’s or Administrator. But

decisions are shared with the TMO. So leadership style is autocratic.

BOSS-EMPLOYEE RELATIONSHIP

There is no such good relationship because it is a politicized organization.

People do not act upon the Boss orders properly.

PERFORMANCE APPRAISAL SYSTEM

There is a committee who will identify the employees who work better.

Then that employee will be given the award and additional salary.

INFORMATION SHARING

Information is shared through email among the officers. Beside this

survey is conducted for feedback and information is stored. In meetings, all

information is shared.

TECHNOLOGY USED

1) COMPUTER TRACKING SYSTEM (CTS)

Computer tracking software is introduced. Computer tracking software is an

application that records everything that is done on the PC. Emails sent can be

tracked anytime.

2) FINANCIAL MANAGEMENT SYSTEM (FMS)

A financial management system is the software that an organization uses to

oversee and govern its income, expenses, and assets. TMA controls the water

supply bills, salary bills etc.

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SUGGESTIONS (1) All officers and officials working in the Tehsil Municipal Administration

shall use polite and decent language while dealing with the public

representatives and visitors in their offices.

(2) Government should increase the budget.

(3) TMO should have proper survey of the markets and roads. Illegal

occupations by the shops on the roads and lands should be removed.

(4) Funds should be used properly. Street lights, parks, playgrounds and traffic

signals should be check regularly and maintenance & repairing of instruments

should be in time.

(5) Complaint system should be maintained.

(6) Politicians should avoid interfering the organization.

(7) There is no 100% collection of solid waste. 52% solid waste is collected. It

should be maximum collection.

(8) There should be vast separate land for dumping of waste material.

(9) There should be scientific method for waste material. Recycling should be

done.

(10) There is difference between the politicians and TMA officers. Politicians

want to construct the roads for getting vote. So mostly fund is uses in the areas

of politicians.

(11) Shed for bus and wagons are required at bus stand Chowk Azam. It should

be provided.

(12) Composite plant should be provided.

(13) Animals houses should be constructed out of the city area.

(14) The number of parks should be increased. Proper attention should be given

on the beautician of city.

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REFERENCES

[1] Muhammad Zubair Watto, TMO, TMA office Layyah.

[2] www.tmalayyah.com