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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: 22
nd
July, 2014



Bangladesh Public Administration Training Centre
Savar, Dhaka-1343


SUBMITTED TO:
Touhidur Rahman
Module Director
Module No: 11
56
th
Foundation Training Course
BPATC, Savar, Dhaka.

SUBMITTED BY:
Asif Imtiaz
Roll No: 233
Section- B
Group No: 17


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Introduction
We the 268 participants of the 56
th
Foundation Training Course had to attend the secretariat
attachment program at different ministries of Bangladesh Government held for two days on
16
th
- 17
th
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










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


0
5000
10000
15000
20000
25000
30000
35000
40000
2015 2020 2025 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
The projected power generation up to the year 2030

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


Sr. Asst. Secretary Deputy Secretary
Joint Secretary
Secretary
Power
Division
Cabinet
Division
Ministry of
Commerce
Ministry of
Home
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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
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.

Senior
Assistant
Secretary

12.12.2011



Signed on 20-
04-2011 and
sent to Deputy
Secretary

Deputy
Secretary

Signed on 20-
04-2011 and
sent to Joint
Secretary

Joint
Secretary

Signed on 20-
04-2011 and
sent to
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

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Preservation of Files
When the action of any file has been completed--- The section officer marks the file
as Record
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 56
th
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.

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Annexure
Distribution of Projects

Name of Projects
Completion
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
2. Power Distribution System
Development, Chittagong
Zone
2013-14 1088.00
10,384 new connection will be
provided by construction and
renovation of distribution line &
substations
3. Power Distribution System
Development, Comilla Zone
2013-14 756.00
60,000 new connection will be
provided by construction and
renovation of distribution line &
substations
4. Power Distribution System
Development, Sylhet Zone
2013-14 410.00
69,000 new connection will be
provided by construction and
renovation of distribution line &
substations
5. Power Distribution System
Development, Rangpur Zone
2013-14 710.00
77,100 new connection will be
provided by construction and
renovation of distribution line &
substations
6. Power Distribution System
Development, Rajshahi Zone
2013-14 693.00
33,009 new connection will be
provided by construction and
renovation of distribution line &
substations
Total (BPDB)

4295.00


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Name of Projects
REB
Completion
Date
Project
cost
(Crore
Tk.)
Project objective
1. 10 lakh new connection 2012-13 348.00 10 lakh new connection
2. RE upgradation
project(Rajshahi, Rangpur,
Khulna & Barisal)
2012-13 1322.00 Substation & line up gradation
3. RE Expansion Dhaka
Division-1
2012-13 498.00 4100 km line construction
4. RE Expansion Chittagong-
Sylhet Division-1
2012-13 498.00 4500 km line construction
5. RE Expansion Rajshahi-
Rangpur Division-1
2012-13 407.00 3400 km line construction
6. RE Expansion Barisal
Division-1
2012-13 268.00 2500 km line construction
Total(REB)

2993.00

DPDC

1. Development of new 132/33
kV & 33/11kV substation
2011-12 434.00 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
network
2011-12 486.00
Distribution network up
gradation
2. Upgrading & Expanding
Distribution System in
Gulshan
2011-12 595.00
Distribution system up
gradation
Total(DESC)

11081.00

WZPDC

1. 21 Districts Power
Distribution Projects
2012-13 469.00
Up gradation of distribution
network and substation
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Prevailing Renewable Energy Development Program
Renewable Energy Total Capacity
Solar 25 MW
Wind 235 MW
Total 260 MW
Expected Private Sector Participation (through IDCOL) is:
Renewable Energy
Average Unit
Capacity
Target 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