Organisational structure and management system-some relevant issues in context of Guwahati municipal corporation

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Through this paper an attempt is being made to discuss some issues related to organisational set up and management system of Guwahati Municipal Corporation. With a view to systematizing the discussion on the topic referred to here, the entire paper is divided into three parts.

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International Journal of Management (IJM) Volume 8, Issue 3, May–June 2017, pp.63–74, Article ID: IJM_08_03_006 Available online at http://www.iaeme.com/ijm/issues.asp?JType=IJM&VType=8&IType=3 Journal Impact Factor (2016): 8.1920 (Calculated by GISI) www.jifactor.com ISSN Print: 0976-6502 and ISSN Online: 0976-6510 © IAEME Publication ORGANISATIONAL STRUCTURE AND MANAGEMENT SYSTEM-SOME RELEVANT ISSUES IN CONTEXT OF GUWAHATI MUNICIPAL CORPORATION Banajeeta Sharma Research Scholar, Assam Down Town University, Panikhaiti Guwahati, India Dr. Arabinda Debnath Assistant Professor, B. B. Engineering College Kokrajhar, India Dr. Prodip Kumar Adyapok Professor of Humanities and Social Science, Assam Down Town University, Panikhaiti Guwahati, India ABSTRACT Through this paper an attempt is being made to discuss some issues related to organisational set up and management system of Guwahati Municipal Corporation. With a view to systematizing the discussion on the topic referred to here, the entire paper is divided into three parts. The first part entitled Theoretical Approach, includes an introduction, meaning of organisational setup, objective of the study, research question and methodology. The second part entitled Organizational and management system of GMC is a comprehensive study where various factors of organisational structure and management system are discussed which impact on performance of the GMC activities. Basically, organisational design, work load and employee, departmentalization, span of control etc are discussed as factors of organisational setup. On the other hand, composition of governing Body and their rights and duties, recruitment procedure of members and their policy and decision making system are discussed under the management system. The third part entitled Conclusion, provides some findings as identified throughout the study and which stand on the way of showing a good performance of GMC. Accordingly some suitable suggestions are put forward for designing a scientific organisational structure and management system. Key words: Organisational setup, management system, GMC. Cite this Article: Banajeeta Sharma, Dr. Arabinda Debnath and Dr. Prodip Kumar Adyapok, Organisational Structure and Management System–Some Relevant Issues in Context of Guwahati Municipal Corporation. International Journal of Management, 8 (3), 2017, pp. 63–74. http://www.iaeme.com/IJM/issues.asp?JType=IJM&VType=8&IType=3 http://www.iaeme.com/IJM/index.asp 63 editor@iaeme.com
Banajeeta Sharma, Dr. Arabinda Debnath and Dr. Prodip Kumar Adyapok 1. INTRODUCTION An organisational structure presents pattern of relationship amongst various components and part of an enterprise, through which various jobs are integrated into an effective operating system to achieve the organisational goal. So far as, the organisational structure of GMC is concerned, it is observed that there are various drawbacks in designing organisational setup which creates multifarious administrative and operational problems. On the other hand, organisational structure is the basis of management. Moreover, different problems have also been identified on the part of management of GMC. All of these facts and circumstances warrant a careful research work on the topic referred to here, so that this kind of research work provides some effective guidelines for designing scientific and organisational structure and management system to make the overall development of GMC. Organisational structure refers to the designation relationship among resources of the management system. Its purpose is to facilitate the use of each resource individually and collectively as the management system attempts to attain its objectives. On the other hand, a management system is the framework of policy’s process and procedures used by an organisation to ensure that it can fulfil all the tasks required to achieve its objectives. Management system includes detailed information as how to organize an enterprise, implementing and setting policies for the organisation, rules for accounting, monitoring and to have control on all procedures in proper manner, for selection and training of employees, getting good suppliers, managing distribution and marketing. 2. OBJECTIVE The basic objective of the study is to examine how far the present organization structure of GMC is designed scientifically considering the necessary factors of the present environment of Guwahati city and how far the management system is made to conduct its activities smoothly. To achieve this basic objectives the following specific objectives have been taken:- • To examine the various factors of organisation structure of GMC and the impact on its performance. • To review the prevailing management system of GMC as how far it is able to achieve the organizational goal of GMC. 2.1. Research Questions In order to analyse the above objectives following research questions have been taken in the light of hypothesis and the same are explained in the second part of the paper RQ:1) Is the prevailing organisation structure of GMC ,facilitating towards the achievement of its objective? RQ:2). Is the present management system adopted by GMC is able to make the corporation overall development of the GMC? 3. METHODOLOGY Methodology of the study is described below Type and nature of the study –By the nature the study is analytical and empirical. Location and limitation of the study: The location of the study is the entire Guwahati city specially the zones of the GMC and its limitation is till the zones and its wards from where the information have to be collected. Sources and collecting techniques of data.:- The sources for collecting data basically involves primary source of data that is through visiting the different zone offices ,sites, http://www.iaeme.com/IJM/index.asp 64 editor@iaeme.com
Organisational Structure and Management System–Some Relevant Issues in Context of Guwahati Municipal Corporation personnel interview etc and another is the secondary data ie through the documents that are available in GMC offices and websites, articles etc. Size of the populations: In GMC, the populations in area wise are vast and respondents of various sectors are found there, out of which nearly 20 numbers of top and middle level officials are selected, who are found to be experienced and knowledgeable in connection of subject matter of the topic for collecting data and information. Further, a group of 70 respondents are formed for the purpose of conducting questionnaires as follows. List of Respondent Table:1 Sl. No Sources No. of Respondent 1 GMC Officers-Top level 10 2 GMC Officers-Middle level and lower 20 level 3 Senior Intellectual Citizen 15 4 NGO engaged in this line 15 5 Lawyers 10 4. ORGANISATION STRUCTURE AND MANAGEMENT SYSTEM OF GUWAHATI MUNICIPAL CORPORATIO In this part, both the organisation structure and management system of GMC are discussed .Organisation structure is the foundation for basis of management. So success of management largely depends on proper organisation structure. That is why, both these aspects are discussed together as follows:- The Guwahati Municipal Corporation (GMC) is the creator of the Guwahati Municipal Corporation Act 1971.The Corporation was duly constituted in 1974 in the first meeting of the elected councillors as per provision of sec 45 of this Act. The Guwahati Municipal Corporation is a local Authority type of the Guwahati. The corporation has five elected bodies who are in charge of the administration of the corporation since 1974. 4.1. Organisational Design For the efficient performance of the functions of the Corporation the following Municipal Authorities under the Corporation have been designed as follows: • Corporation. • Mayor • Mayor –in – Council • Wards Committee • Area Sabha and • Commissioner. http://www.iaeme.com/IJM/index.asp 65 editor@iaeme.com
Banajeeta Sharma, Dr. Arabinda Debnath and Dr. Prodip Kumar Adyapok 4.2. Existing Structure of Council Mayor Deputy Mayor Mayor-in Council Member Finance Appeal Conservancy Public works Deptt Building Market & Permission License Figure 1 Existing Structure of Council http://www.iaeme.com/IJM/index.asp 66 editor@iaeme.com
Organisational Structure and Management System–Some Relevant Issues in Context of Guwahati Municipal Corporation 4.3. Existing Structure of Executive Body Commissioner Additional Commissioner Joint Commissioner Collector Six Revenue Zones Municipal Secretary Six Engineering Divisions Accounts Department Health & Veterinary Department Project Management cell Planning Department Figure 2 Existing Structure of Executive Body The present Corporation has 60 wards, which have now been merged to form 31 wards, thereby increasing the area of each ward. The total area is 216.79 sq.km and there are 31 elected councillors and 2 nominated councillors appointed by the Government. Also there are 90 Area Sabha Representatives. The Guwahati Municipal Corporation has 6 zones- • West Zone • East Zone. • South Zone. • Central Zone. • Lokhra Zone. • Dispur Zone. http://www.iaeme.com/IJM/index.asp 67 editor@iaeme.com
Banajeeta Sharma, Dr. Arabinda Debnath and Dr. Prodip Kumar Adyapok All the zones have one Deputy Commissioner along with one Asst Commissioner . All the zones looks after their own areas specially the works of Public works departments, Assessment, licence and tax. Functions and power of Mayor , Mayor in councillor, Ward committee , Area Sabha and commissioner are discussed below- The Mayor is the head of the corporation and shall be responsible to the corporation and he shall have full access to all the records of the corporation and shall obtain reports from commissioner on any matter connected with the administration of the corporation. The Mayor in councillor shall consist of the Mayor and the Deputy Mayor and seven members of elected councillors to be nominated by the Mayor. It shall regulate frames for the purpose of determining the powers and duties of each and may by such regulations provide for a conference of two or more standing committee or a joint committee for any purpose in respect of which they may be jointly interested. Also a special power is provided in dealing with finance and taxation. The function of ward committee is to prepare the annual budget for the ward, maintain ward, to look after the funds transfer and present accounts every three months at the committee etc. The function of the area sabha representatives are to generate proposals and determine the priority of the scheme development programmes, to identify the various needs of the areas, to help the area people in all possible ways. The function of the Commissioner is that it is the executive Head of the Corporation having financial power of Rs.ten lakhs as defined in section 34 and 95 of the Guwahati Municipal Corporation Act,1971 subject to all other restrictions, limitations and conditions imposed on or conferred thereto. Explanation and Observations It is observed that in the Guwahati Municipal Corporation there is a structure of existing council headed by the Mayor. As for the selections of the Mayor- in- council members, they are elected from the general votes from the 31 wards. The selection of the Mayor is done from the selected members from different wards and is seen that a lot of political influence are involved in it. Each Mayor-in council members are given different responsibilities to look after such as Finance, Building Permission, Appeal, Conservancy, Market & Licence, Public works. Municipality is a corporation and there is a council in it headed by Mayor and Deputy Mayor who makes policies ,decisions etc. If the Mayor is absent from his post due to some reasons then the powers, duties and functions shall be exercised and performed by the Deputy Mayor. These are executed by the executive body such as Commissioner, Additional Commissioner, and Joint commissioner along with other executives. . The Commissioner is on deputation for 5 years and he has all the financial powers to run the organization and he looks on new assessments, tax, revenue .Along with the commissioner there are one or two additional commissioners and one to three joint commissioners. The Commissioner looks after the recruitment policies of the employees of the corporation for its various branches. There in the executive body Municipal Secretary plays an important role as he looks overall to the works done and acts a middle man between the Mayor and Mayor-in-council Members. The ward committees and area sabha representatives came from the Assam NagarRaj Act 2007, where the ward committees shall prepare calendar for each month meeting, prepare ward budgets, accounts, ward development plans etc. Area Sabha representatives are also based politically and its term shall ordinarily hold office for a duration that is co-tern with that of the http://www.iaeme.com/IJM/index.asp 68 editor@iaeme.com
Organisational Structure and Management System–Some Relevant Issues in Context of Guwahati Municipal Corporation Corporation or Municipality. It also looks after all the welfare of that particular area and has to inform all the matters to the ward committee for the upliftment of the areas. The existing organisation structure is designed in the year 1971.After a long gap, in spite of lot of changes in the field of municipality administrative; so far as Guwahati city is concerned no organisation change has been accordingly made. The Guwahati Municipal Corporation also follows the Assam Municipality Discloure Act,2007. After the observation of the present organization structure, it is found that it adopts line and staff system of internal organisation, where to help different line personnel such as- Commissioner, Municipality Secretary, Additional Commissioner, Joint Commissioner, Mayor, Deputy Mayor etc, different staff personnel or advisor are provided such as personal, financial and legal advisors. But practically it is seen that due to lack of adequate coordination in between this line personnel and staff personal, no program or schemes or activities of the corporation are effectively implemented. Questionnaire Analysis With a view to eliciting the views of different categories of respondents regarding organisation structure and management system questionnaire analysis is conducted where to tell 75 number of respondents consisting of five categories are taken .These are top executives, middle level officers , lower level officers, management experts and NGO’s. In this regard a model of parameter called PAGE (poor, average, Good, Excellent) is used to record the feedback of the respondents. In the following table this feedback is shown in percentagewise and lastly aggregate average is calculated to get the final result. Table 2 Analysis of feedback of respondent Middle Management Top level Lower level NGO’s level level officer Aggregate officer (10) officer (20) (15) Questions officer (20) (10) average percentage percentage percentage percentage percentage percentage form form form form form 1. Is Organisation structure P 50 64 72 48 53 57.4 suitable with the nature of the A 40 36 28 50 47 40.2 activities of GMC G 10 Nil Nil 2 Nil 2.4 E Nil Nil Nil Nil Nil Nil 2. Can organisation structure P 30 30 40 25 40 33 contribute towards the A 35 45 45 40 30 39 fulfillment of the goal of the G 25 25 10 30 30 24 GMC E 10 Nil 5 5 Nil 4 3. Is organisation structure P 50 40 50 50 50 48 scientifically designed A 25 30 25 40 40 32 G 25 20 25 10 10 18 E Nil Nil Nil Nil Nil Nil 4. Is the organisation structure P 25 30 40 30 50 35 flexible to adjust with the A 30 40 40 48 40 39.6 changing environment G 35 25 20 12 10 20.4 E 10 5 Nil 10 Nil 5 5. Is the management system P 20 30 40 50 50 36 appropriate to the GMC A 30 40 50 35 30 37 function G 35 30 10 25 20 24 E 15 Nil Nil Nil Nil 3 6. The political influenced P 5 10 20 20 10 13 management system of GMC A 40 45 30 30 30 35 G 40 35 30 30 40 35 E 15 10 20 20 20 17 Source : Field Survey and questions http://www.iaeme.com/IJM/index.asp 69 editor@iaeme.com
Banajeeta Sharma, Dr. Arabinda Debnath and Dr. Prodip Kumar Adyapok From this table , taking the aggregate average against the six questions ,the following bar graph have been drawn to analyse it. 70 60 50 poor 40 average 30 good 20 10 excellent 0 organisation contribution scientifically flexible of appropriate political actitives of org in gmc designed magmt system magmt system influenced in goal to function mgmt system GMC Figure 3 From the above bar graph it is seen that in an organisational structure the activities of GMC, according to the respondents is that no one is of the opinion that the activities are excellent whereas almost all are of the opinion that they are in poor category that is of 57.4%. Regarding the contribution of the organisation towards the achievement of the goal of GMC it is found that the respondents are of the opinion that at par to average the works are going on whereas miles left to be completed . In case of the organisation structure whether it is designed scientifically, it is found that no one is of the opinion excellent and mostly they found it to be poor and unmanageable and that the structure is technically not fit for today’s up liftment of the society due to various duties entrusted on few people only. In the context of organisation structure, flexibility to adjust with the changing environment ,it is found that 39% of the respondents are of the opinion that it is average and can adopt to the changes as the executives are mostly from the political background. Again in the case of the management system is appropriate to the GMC function, it is seen that mostly people are of the opinion that it is average that is 37% and others are of the opinion that it is still poor where only a 3% are of the opinion that it is excellent. Lastly regarding influence by political parties in the management system of GMC it is found that good number of respondents are of the opinion that there is interference of political setup in the management system and which hampers the growth of the structure and also in the achievements of the GMC’s goal to make Guwahati a better place that is a metropolitan city. 4.4. Departmentalisation of GMC Departmentation is the process of grouping various activities into separate units of departments. A department is a distinct section of business establishment concerned with a particular group of business activities of like nature. The actual number of departments /division always depends upon the structure of the organization. If it is a big organisation then they should have large number of departments as compared to the small organisation. Every http://www.iaeme.com/IJM/index.asp 70 editor@iaeme.com
Organisational Structure and Management System–Some Relevant Issues in Context of Guwahati Municipal Corporation organisation should have an appropriate number of departments so that it can achieve its specific goal as determined. The Guwahati Municipal Corporation has various branches. To manage the different branches a head of the department is put into it and along with it the other people are appointed according to the qualification and need of the various branches. The various branches are listed below. 1.Conservancy.2 Water works tax division. 3.Building Permission.4. Public Works. 5 Market. 6. Streetlight and Electrical.7. Veterinary.8.Sanitation and Health.9. Enforcement.10.Property Tax.11.Trade Licence.12.Mutation Branch.13. Slow moving vehicle branch. 14.Adverstiment branch.15.Poverty allevation.16.Garage branch.17.Death body and night soil branch.18.Birth and death registration. 19. Accounts branch. It is seen that along with this some other branches are also found such as an establishment branch ,service commissioner branch, council section branch, computer cell, central registry, NRY(Nehru Rozgar Yojana),NURM(National Urban Rural Mission ), and Estate Branch are also there and the corporation is divided into six zones where all the zones are headed by one Deputy Commissioner and each zone deputy commissioner looks into the revenue parts of each zone along with the PWD works .Too many departments made the organization structure too flat which is not at all easily controllable. It is seen that the main head is empowered with lots of responsibilities which in turn are deputed to its fellow colleagues for execution and mainly the authority flows vertically from top to bottom. The present manpower of the Guwahati Municipal Corporation is stated below: Table 3 Sl No Type Schedule of post Staffing pattern Man in position 1 Grade-I 80 51 29 2 Grade-II 165 92 73 3 Grade-III 1309 522 789 4 Grade-IV 2256 977 1279 Total 3810 1642 2168 Further it is observed that the GMC has opened unnecessarily more number of branches, and on the basis of similar nature of activities branches like Property tax with Property allevation, Mutation branch and Trade licence should be combined to have a one branch ;similarly Market with Advertisement branch; Conservancy with Sanitation and Health; Building permission and Enforcement should be combined, thereby reducing the number of branches from 27 to 18. It is gratifying to mention that in lieu of 27,18 number of branches are manageable. There are branches like service commissioner which can be merged with establishment branch, Estate branch with Building permission It is seen that at present the manpower is too less to function properly at all the branches and need more people to work productively. 4.5. Questionnaire Analysis In addition to above observation ,with a view to elicit more views and altitude regarding the departmentation of the GMC ,a questionnaire analysis has been conducted as follows:- a) Is the present structure scientifically designed to fulfil the necessary needs of the corporation within planned time? Yes No Sometime No comments. http://www.iaeme.com/IJM/index.asp 71 editor@iaeme.com
Banajeeta Sharma, Dr. Arabinda Debnath and Dr. Prodip Kumar Adyapok It is observed that majority (60%) of the respondents are of the opinion that the present structure of department could not fulfil all the needs of the organisational goals as in the line of control too many people are there and the main reports or orders takes time to get processed, which also delays all the works of the Guwahati Municipal Corporation. The following diagram below depicts it. Percentage of respondent 5% 20% Yes 15% NO Sometimes No Comments 60% Figure 4 Hence it is observed that there is a need of immediate reform of the structure of GMC for its sustainable development. In doing so, the organisation structure should be designed in such a way it that can provide maximum facility for excellent performance of their activities and for taking proper managerial decisions. 5. CONCLUSION In this part, some major findings as identified throughout the study are given. Accordingly, some suitable suggestions are put forward for removing the prevailing problems and thereby to make organisation structure and management system of the Guwahati Municipal Corporation effective. 5.1. Findings • In the organisation structure the proper designing of the structure is not found for which both human resource and material resources are not properly utilised for achieving its goal.. • Provision of too many branches makes the structure unnecessary flat and consequently it creates the performance of the Corporation inefficient. • The Guwahati Municipal Corporation is yet to exercise a professional skill in management, right from top to bottom the attitude of no officers and managers has professional outlook in discharging their duties. • It is found that due to too much of division there is lack of specialisation ,co ordination and one man gets excess works whereas others donot. • The organisation structure is politically influenced and its head is elected by holding election only. • Lack of coordination is found between line and staff personnel . • Too much of departmentation leads to misappropriation of managing the space between the top and the lower and is too large which in turn loose its control mechanism. http://www.iaeme.com/IJM/index.asp 72 editor@iaeme.com
Organisational Structure and Management System–Some Relevant Issues in Context of Guwahati Municipal Corporation • Though the functions of Ward committee and Area Sabha are almost same so in performing their duties lot of confusion arises and make their performance poor. • .The provision of too wide span of control leads to failure of managers performance because the number of subordinates are not entrusted under one manager according to the efficiency of that manager. • The Act under which the Guwahati Municipal Corporation runs was enacted in the year 1971. Throughout these years, a lot of management, social, political, financial and economic marketing aspect have changed. In spite of happening lots of changes no amendment is made in this act which has hampered a lot in this changing environment. • It is found that some branches are there in the name where the number of employees are very less and works in some departments do not get the additional support . • It is found that the number of permanent employees are less and more number of employees are on contractual basis for which the sincerity of the employees towards their works comes down which hampers in achieving the Guwahati Municipal Corporation’s targets. 5.2. Suggestions • Organization structure should act as a foundation for management and also it should act as a guiding map of different activities properly. Hence it is suggested to reform the existing structure of the GMC keeping in view the smooth conduct of activities and as a basis for scientific management. • It is suggested to reduce the number of branches from 27 to 18 by combining Property tax with property allevation, mutation branch and trade licence; Market with advertisement branch; Conservancy with sanitation and health; Building permission and enforcement . • Presently the managerial activities have been performed by the IAS and ministers but they are not professional skill in management so along with them it is suggested to appoint some mangers having professional skill on this line. • The top management with the cooperation of middle and lower level should create work culture so that everybody will be able to generate their sense of duties and responsibilities. • Election and all managerial aspects should be completely free from political influence . • It is suggested to establish a strict official guidelines for sustaining adequate coordination between line and staff personnel. • It is suggested to divide the activities specially among Ward committee and area sabha in more prominent way. • It is urgently needed to fix the number of subordinates under one manager considering the efficiency of the manager, skill of employees, nature of activities. • The committee should be constituted taking different stake holders such as public, senior citizen, management experts, social workers, etc. • It is right time to amend the act of GMC strictly in the light of present population, urbanization, economic and social aspects of the greater Guwahati. • It is suggested to have new recruitments for employees on permanent basis which will increase the level of confidence among the young employees to do their works more efficiently. REFERENCES [1] As per the discussion with The ex-Commissioner Sanjib Bura Gohain Baurah of the GMC Panbazar. [2] As per the discussion with The ex –joint commissioner Daya Ram Rajbonshi of the GMC, Uzan Bazar. [3] As per the discussion with Hiranya Das Head of Council Section GMC Uzan Bazar. http://www.iaeme.com/IJM/index.asp 73 editor@iaeme.com
Banajeeta Sharma, Dr. Arabinda Debnath and Dr. Prodip Kumar Adyapok [4] Philcy Philip and Alice Mani, Connect Among Employee Engagement and Three Key of Organisational Commitment Level–An Empirical Exploration AMID Techs. International Journal of Mechanical Engineering and Technology, 8(3), 2017, pp. 296–303. [5] As per the discussion with P.Deka and B.Nath of Personal Branch of GMC Uzan Bazar. [6] Bhupen Srivastava (2007) “Organizational Design and Development” Publication Biztantra. [7] Dr. Ruchi Sharma. Enhancing Organisational Commitment through Workplace Relationships. International Journal of Management, 7 (3), 2016, pp. 298–305. [8] The Guwahati Municipal Corporation Act,1971. [9] The Guwahati Municipal Corporation: Uzanbazar. [10] The Guwahati Municipal Corporation office, Head office: Panbazar. [11] Portal of the GMC website and wikipedia. [12] S.S.Sarkar, R.K.Sharma,(2009.) Shashi K.Gupta, ‘Principles of Management,”New Delhi, Kalyani Publishers. [13] Dr. J. Sivasubramanian and Dr. M. Velavan. An Empirical Study on Employee Perception about Organisational Climate and Its Impact on the Quality of Service. International Journal of Management, 7 (2), 2016, pp. 19-23. http://www.iaeme.com/IJM/index.asp 74 editor@iaeme.com