Decentralization of HR Section -AG – dt 27.08.2020
In an effort to improve the efficiency and effectiveness of the Human Resources (HR) section, the Office of the Accountant General Punjab issued a pivotal office order on 27th August 2020. This directive, numbered TM-1/225, sets forth the decentralization of HR functions, particularly the management of pay and allowances for employees. The decentralization aims to streamline operations and ensure that each department can handle its payroll processes more directly and efficiently.
Background and Rationale
The need for decentralization arises from the increasing complexity and volume of HR-related tasks. Previously, the centralization of payroll functions often led to bottlenecks and delays, impacting the timely disbursement of salaries and allowances. By empowering individual departments to manage their payroll changes, the Accountant General’s office aims to mitigate these issues and enhance overall operational efficiency.
The decision to decentralize was previously endorsed through office order No. TM-1/206 dated 29th May 2017. The recent order reinforces this directive and provides detailed Standard Operating Procedures (SOPs) to guide the implementation.
Key Provisions of the Office Order
The office order outlines several critical points to ensure a smooth transition to decentralized HR operations:
- Direct Responsibility to Senior Auditors: Senior Auditors in each payroll section are now responsible for punching in computer changes related to pay and allowances. This task was previously handled by Key Punch Operators (KPOs) at the HR Lab.
- Supervision and Oversight: Accounts Officers and Assistant Accounts Officers must supervise the punching of changes to ensure accuracy and timeliness. This supervision is crucial to maintain the integrity of the payroll data.
- Record Keeping: Senior Auditors are required to maintain proper records of all changes. This documentation is essential for accountability and future reference.
- Verification Process: Before executing the payroll, all entries made during the month must be verified against the edit lists by the concerned AAO and AO. This verification process aims to detect and correct any errors, preventing overpayments or underpayments.
- Monitoring and Control: The Accounts Officer Incharge must closely monitor the decentralization process to ensure smooth operations and prevent any misuse of the system.
- Utilization of KPOs: KPOs, now relieved from their previous duties at the HR Lab, will be reallocated to other tasks as deemed appropriate by the Deputy Accountant General (PR) in coordination with the Administration Section.
Benefits of Decentralization
The decentralization of the HR section offers several significant benefits:
- Increased Efficiency: By decentralizing the punching of payroll changes, departments can manage their processes more swiftly, reducing the time lag that was previously caused by centralized operations.
- Enhanced Accountability: With each department responsible for its payroll changes, there is greater accountability. Errors can be quickly traced and addressed at the departmental level.
- Better Supervision: The mandated supervision by Accounts Officers ensures that changes are accurate and timely, which enhances the reliability of the payroll system.
- Improved Record Keeping: Maintaining proper records at the departmental level facilitates better tracking and management of payroll data.
- Reduced Risk of Errors: The verification process helps identify and rectify errors before payroll execution, reducing the risk of financial discrepancies.
- Optimal Utilization of Resources: Reallocating KPOs to other essential tasks helps optimize the use of available human resources, ensuring that the office functions more effectively.
Implementation and Compliance
To ensure the successful implementation of these changes, the office order stresses the importance of strict adherence to the outlined SOPs. The directive requires that all concerned personnel, including Senior Auditors, Accounts Officers, and Assistant Accounts Officers, follow these procedures meticulously. The compliance will be monitored, and any deviation may result in corrective actions.
Moreover, the order was widely communicated within the organization, with copies forwarded to all relevant officers, including the SPS to Accountant General, PS to Director General (DA), Additional Accountant General/Admn, and Deputy Accountant Generals. This broad dissemination ensures that everyone involved is aware of the new procedures and their respective roles.
Conclusion
The decentralization of the HR section marks a significant step towards improving the efficiency and accuracy of payroll management within the Office of the Accountant General Punjab. By empowering departments to handle their payroll changes and implementing stringent verification and supervision processes, the office aims to provide better public service and operational efficiency.
This move is expected to enhance the overall performance of the HR section, ensuring timely and accurate disbursement of salaries and allowances, thereby contributing to the smooth functioning of the government machinery. The successful implementation of this directive will serve as a model for other administrative reforms, promoting a culture of efficiency and accountability.
