Table of Contents

Bibliography ...................................................................................................................... 2 Research Methodology ................................................................................................ 3

Aims and Objectives .............................................................................................................................. 3 Scope and Limitations .......................................................................................................................... 3 Method of Writing and Mode of Citation ...................................................................................... 3 Sources of Data........................................................................................................................................ 3

Criteria for successful administration ............................................................... 4 Organization and management.............................................................................. 5

Survey ......................................................................................................................................................... 5 Inspection .................................................................................................................................................. 6 Form control ............................................................................................................................................ 6 Filing ............................................................................................................................................................ 7 Method study ........................................................................................................................................... 7 Work study ............................................................................................................................................... 7 Work measurement .............................................................................................................................. 8 Work simplification............................................................................................................................... 8

Strengthening integrity and vigilance ............................................................... 8 Peoples participation .................................................................................................. 9 Public accountability ................................................................................................. 11
meaning................................................................................................................................................... 11 Legislative control ............................................................................................................................. 13 Executive control................................................................................................................................. 15 Judicial control ..................................................................................................................................... 15

forms of accountability ............................................................................................ 12

Conclusion ....................................................................................................................... 16

Bibliography

Books referred
Avasthi & Maheshwari, Public Administration, 30th ed.

Books cited
Random House Unabridged Dictionary Handbook of Public Administration. Eds Jack Rabin, W. Bartley Hildreth, and Gerard J. Miller. 1989: Marcel Dekker, NY UN Economic and Social Council. Committee of Experts on Public Administration. Definition of basic concepts and terminologies in governance and public administration. 2006 Seckler-Hudson, C., Organization and Management, op. cit., The first 5 year plan, New Delhi, Planning Commission, 1952 Schedler, Andreas, "Conceptualizing Accountability", 1999 Pfiffiner and Presthus, op. ci, p. 522 Willoghby, W.F., op. cit., p. 8

Research Methodology
Aims and Objectives
This paper aims to analyze the ways through which, administration can be made more successful. The objective is to discuss various kinds of ways and controls through which administration can be made accountable to the public.

Scope and Limitations

I have limited my research to the important writings in this regard. This is not an exhaustive study of administration although it has dealt with the basic methods and techniques to further improve it.

Method of Writing and Mode of Citation

I have adopted a descriptive style of writing with own analysis in the conclusion, as the research topic demands. Every effort has been made to make the research as concise and succinct as possible. Wherever necessary, description of the elementary concepts has been provided. The mode of citation in this research paper is uniform and consistent.

Sources of Data
The research is based on reliance on authoritative books on administration. All sources have been duly acknowledged.

Acknowledgement
I would like to thank my Political Science professor Monica maam for providing me insight and being instrumental in my research. I would also like to thank my family and my friends for giving me support throughout my research.

Criteria for successful Administration

Public administration houses the implementation of government policy and an academic discipline that studies this implementation and that prepares civil servants for this work.1 As a "field of inquiry with a diverse scope" its "fundamental goal... is to advance management and policies so that government can function." Some of the various definitions which have been offered for the term are: "the management of public programs"; the "translation of politics into the reality that citizens see every day"; and "the study of government decision making, the analysis of the policies themselves, the various inputs that have produced them, and the inputs necessary to produce alternative policies."2 Public administration is "centrally concerned with the organization of government policies and programs as well as the behavior of officials (usually non-elected) formally responsible for their conduct" Many unelected public servants can be considered to be public administrators, including heads of city, county, regional, state and federal departments. Public administrators are public servants working in public departments and agencies, at all levels of government.3

1 2

Random House Unabridged Dictionary Handbook of Public Administration. Eds Jack Rabin, W. Bartley Hildreth, and Gerard J. Miller. 1989: Marcel Dekker, NY 3 UN Economic and Social Council. Committee of Experts on Public Administration. Definition of basic concepts and terminologies in governance and public administration. 2006

In every public or private institution, undertaking or service whose aim is, undoubtedly, the achievement of success, the keynote is efficiency, by which is meant the securing of maximum result with the minimum labour and resources, fiscal and material in the least possible time.4 Efficiency can be enhanced through various aids:

Organization and Management

The term Organization and Management includes the study of entire process of management, namely planning, organizing, coordinating, motivating, directing and controlling. The term, when used in the restricted sense, means the organization of public bodies and their office procedures with a view to improving both. The principal techniques used in Organization and Management method are: Management and Organization Survey Inspections Work Measurement Work Simplification Automation Forms Control Filing System etc.

Survey.
Survey is the chief technique for improving organizational procedures and methods. A management survey is a systematic examination and analysis of one or more

Avasthi & Maheshwari, Public Administration, 30th ed.

related organizations, functions and procedures. It is initiated for the purpose of identifying problems, determining their causes, and developing solutions.5 Various types of surveys include: Preliminary survey; Overall survey; Performance survey; Organization survey; Functional survey; Procedure survey; and Follow-up survey

Inspection
An inspection is the act of a monitoring authority administering an official review of various criteria (such as documents, facilities, records, and any other assets) that are deemed by the authority to be related to the inspection. Inspections are used for the purpose of determining if a body is complying with regulations. The inspector examines the criteria and talks with involved individuals. A report and evaluation follows such visits.

Forms Control
Many forms are needed to keep the machinery of Government running. Forms control aims at achieving better procedures and work methods through greater simplicity in the design of the form, greater ease in the entry and use of the data, greater clarity, and stricter conformity to accepted and useful standards. In order to fulfill its functions adequately, a Forms Control Program should have these broad objectives:
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Elimination of needless forms Improvement in the design of the needed forms Analysis of forms in their relationship to procedure and methods.

Seckler-Hudson, C., Organization and Management, op. cit., p. 196

Filing
Filing may be defined as arranging ad maintaining papers for essential and economic self keeping and reference.6 Filing systems are methods of arranging records in a systematic sequence. Such systems are essential for the easy location of any particular record in a file. The ready location of records, when needed, is the sole reason for maintaining files. The smooth working of a department depends to a large extend upon the effectiveness of its filing services. The management of files has a direct bearing on the speed and efficiency with which day-to-day operations are performed inadequate file service delays command action, hampers decision-making, and otherwise hinders operations.

Method study
Method study is the systematic recording, analyzing and critical examination of existing and proposed way of doing work and development and application of easier and more productive methods.7 It is essentially concerned with finding better ways of doing things and it contributes to improved efficiency by getting rid of unnecessary work, avoidable delays and other forms of waste.

Work study
Work study is the application of detailed analysis of work to achieve higher productivity. Its objective is to discover, through systematic methods and a scientific approach, simpler, easier, more effective and more economical ways of work activity.

Avasthi & Maheshwari, Public Administration, 30th ed. 7 ILO definition

Work measurement
Work measurement is the application of the techniques designed to accomplish the work content of a specific task by determining the time required for carrying it out at a defined standard of performance by a qualified worker.8

Work simplification
Work simplification is a commonsense, systematic method of identifying and analyzing work problems, developing solutions, and installing improvements. It permits continuous evaluation of an organization by analyzing existing methods and procedures with a view to improving them.

Strengthening integrity and vigilance in the administration

The dictionary defines integrity as soundness of moral principles; the character of uncorrupted virtue; uprightness; honesty; sincerity. Integrity is indeed, the most important attribute of a welfare state. The First Five-Year Plan rightly emphasized: integrity in public affairs and administration is essential and there must, therefore, be an insistence on it in every branch of public activity. The influence of corruption is insidious. It not only inflicts wrongs which are difficult to redress, but it undermines the structure of administration and the confidence of the public in the administration. There must, therefore, be a continuous war against every species of corruption within the administration9

8 9

ILO definition The first 5 year plan, New Delhi, Planning Commission, 1952, p. 115

Therefore, for successful administration more empowerment should be given to all the vigilance departments including CBI, Lokpal etc. to check the level of corruption and ensure smooth and effective functioning of various departments.

Redressal of Citizens Grievances and Peoples Participation in the administration

The ultimate goal of administration in a civilized society, and more particularly in a democracy, has ever been the happiness, contentment and welfare of the people over whom it administers. However, there has always remained, in all forms of polity, the crucial problem of average citizen at the cutting edge of administration, being deprived of the service and treatment to which he is entitled. The administration in democracy is or should be responsible to the people. It is in this context that the participation of people in the administration assumes importance. Therefore by further empowering and strengthening the provisions like Right to Information and Consumer Protection Acts, the administration can be made successful. Modes by which people can participate in the administration Elections. The highest officials of the state are generally elected by the people either directly or indirectly. The administrative officers are appointed by and are responsible to them. This is done to bring these officials under the control of the people. Pressure Groups. Modern administration have been exhibiting a tendency of coming under the influence of organized private interests, called Pressure Groups. The function of these groups is to influence executive because ultimately they have to seek big favours from the executive. They got the

questions raised in the legislatures through the members inclined to get change in Public Policies or activities of administrative officials. Advisory Committees. Another form of public control, which has recently arisen in democratic states, is the appointment of advisory committees. They consist of important knowledgeable persons from different sections of the society. These committees through the co-operation of common citizens in the formulation and administration of policy, help the administration to acquire a democratic character. Public Opinion. The Democratic Government derives its powers from public opinion and is based on it. The government or administrative official which violates the public opinion cannot stay long. It is, therefore, collectively said that, an alert and enlightened public opinion is the first essential of democracy.

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Public accountability
Meaning:
Public accountability pertains to the obligations of persons or entities entrusted with public resources to be answerable for the fiscal, managerial and program responsibilities that have been conferred on them, and to report to those that have conferred these responsibilities.10 From this definition of public accountability it is clear that the public entities that utilize public resources have an obligation to account for the way these resources are allocated, used and the results these spending have achieved. In other words, the main objectives of all public accountability initiatives are to ensure that public money is spent most economically and efficiently, that there is minimum of wastage or theft and finally that public actually benefit from public finance. It is frequently described as an account-giving relationship between individuals, e.g. "A is accountable to B when A is obliged to inform B about As (past or future) actions and decisions, to justify them, and to suffer punishment in the case of eventual misconduct". Accountability cannot exist without proper accounting practices; in other words, an absence of accounting means an absence of accountability.11 L.D. White said, Administrative responsibility consists of the sum total of the constitutional, statutory, administrative and judicial rules and precedents and the established practices by means of which public officials may be held accountable for their official actions.

10 11

International Organization of Supreme Audit Institutions (INTOSAI), Boncondin (2007) Schedler, Andreas, "Conceptualizing Accountability", 1999

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According to Pfiffiner, accountability refers to formal and specific location of responsibility, whereas responsibility has a highly personal, moral quality , and is not related to formal status of power.12 The two terms administrative accountability and administrative responsibility are very often used interchangeably. Accountability may refer to the legal and hierarchical locus of responsibility, whereas responsibility has ethical and normative connotations. Administrative accountability is enforced by means of various controls. Control involves devising measures to keep the administration under a close watch. The purpose of control is to ensure that the public servants exercise their powers and discretion in accordance with laws and regulations. The grant of powers inevitably carries with them a fear of their abuse or misuse. This is not a mere theoretical fear. The excesses committed on the people by the public administration under the internal emergency13 will always point to the need for devising an effective system of control over it.14

Forms of accountability
Broadly speaking, there are two types of administrative control, namely, internal and external control.15 The internal control operates from within the administrative machinery. External control, on the other hand, operates from outside the administrative machinery. It is part of constitution of a country. Techniques of internal control are as follows: 1. Budgetary system
12 13

Pfiffiner and Presthus, op. cit., p. 522 26 June 1975- 23 march 1977 14 Avasthi & Maheshwari, Public Administration, 30th ed. 15 Ibid

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2. Efficiency survey 3. Professional standards 4. Hierarchical order 5. Enquiries and investigation 6. Pressure groups 7. Press 8. Annual Confidential Reports The external control over administration is exercised by the following agencies: 1. Legislative control 2. Executive control 3. Judicial control

Legislative control
In democracy, the broad policies of administration are laid down in the legislative enactments. The tasks of government are, thus, not of its own making; these are broadly speaking, defined by the legislature. Further, the latter provides the government with the funds to finance the various programs. Coupled with these legislative prerogatives is its general powers of direction, supervision and control of public administration, a phrase which, in the words of W.F. Willoughby implies farreaching decisions regarding the character of work to be undertaken and the means to be employed in performing such work; giving the necessary direction for its performance; and subsequently exercising such supervision and control over the persons to whom the work is entrusted as well ensure that it is being properly and efficiently done.16

16

Willoghby, W.F., op. cit., p. 8

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In India, the tools of legislative control are: Questions, Resolutions, Zero Hour Discussion, Adjournment Motions, Votes of Censure, Budgets and Parliamentary Committee, Public Accounts Committee, Estimates Committee, Committee on Public Undertakings, Committee on Subordinate Legislation and the Committee on Assurances. Thus opportunity for exercising control over administration assumes several forms. Budget discussions. Since the introduction of the Budget on Account, Parliament now has greater opportunity of discussion on the budget proposals for the administration. Question Hour. The first hour of every parliamentary day is reserved for questions, which provide an effective form of control. Zero Hour Discussion. Zero Hour, Indias innovation in the field of parliamentary practices, has emerged, since 1962, as a powerful tool of control over the executive, though it is not a formally prescribed device available to the Members of Parliament. Adjournment Debates. The device of adjournment motion is a tool of day to day control, and may be utilized for raising a discussion in the house on any specific question of urgent nature and of public importance. No-confidence Motion. This motion provides an occasion when the entire policy of the government or a part of it, comes under fire. An adverse vote on this occasion leads to the resignation of the Government. Parliamentary Committees. Parliamentary Committees, namely Public Accounts Committee, Estimates Committee, Committee on Public Undertakings, Committee on Subordinate Legislation and Committee on Assurances are also tools of control over administration.

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Audit. Parliament exercise control over public expenditure through the Comptroller and Auditor General, who audits (and in practice, maintained till 1976, when accounts were separated from the audit) all Governmental accounts to ensure that the money granted by Parliament has not been exceeded without a supplementary vote, and that the money expended conforms to rules.

Executive Control
Executive control over administration is another potent instrument in responsible government, meriting attention. Under the prevalent system, public policies originates from the chief executive. These policies are implemented by the civil servants, who unlike the chief executive, enjoy permanent tenure and are not affected by the ups and downs of political parties. There is, thus, an apparent need for control of the civil services so that its behavior, however, is not an easy task. The civil service is everywhere change-resistant, and does not display an automatic devotion to new plans and programs, outlined by the chief executive. The tools of executive control over public administration are the following: Power of appointment and removal Rule making power, ordinances, etc. Civil Service Code Staff agencies Budget Appeal to public opinion

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Judicial control
The judicial control over administrative act stems out from the doctrine of rule of law. Courts of law intervene in any of the following cases: Abuse of power Lack of jurisdiction Error of law Error in fact-finding Procedural error.

The courts intervention may be sought if the public servant uses his authority vindictively to harm some person. The court also intervenes if the administrator has acted ultra vires or without authority, or if his acts falls outside his authority. 17 Judicial remedies may be sought if the official misconstrues the law and imposes on a citizen obligations which are not required by law. In legal terminology this is called misfeasance. Similarly, an error in discovering a fact, or departure from the rules of procedure that have been laid down, are grounds for judicial intervention. Any administrative act which violates the Constitution is liable to be pronounced unconstitutional by the judiciary.

Conclusion
By applying administrative reform methods, making organization and management more effective, removing corruption by empowering vigilance organs and public participation, accountability of public administration can be further improved.

17

Articles 32 and 226 of the Constitution of India

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