Tamil Nadu Administration

Evolution and nature

 Public Department, 1670

 The Tamil Nadu Secretariat has a unique historical background, marked by its
distinctive character and identity. The history of the Tamil Nadu Secretariat begins
with the establishment of the Public Department in 1670, which laid the
foundation for the secretariat. The Public Secretary was responsible for their
department, revenue affairs, and government functions. Additionally, the Public
Department was also known as the Chief Secretariat of the Madras Presidency.
 Secretariat Reorganization 1800
 At the beginning of the 19th century, the British government showed interest in
reorganizing the Madras Presidency's secretariat. As a result, the secretariat was
restructured. In 1800, the position of Chief Secretary was created for the first
time. Additionally, three secretaries were appointed along with him. Thus, the
Madras Presidency secretariat operated with one Chief Secretary and three
secretaries.
 The real power (de facto power) of the state lies with the Chief Minister's
cabinet, whose members are all political leaders, not administrative experts.
Therefore, they require advice from Professional Administrators. Only then
can ministers effectively carry out their administrative duties and
responsibilities. The Secretariat was created to advise all ministers, including
the Chief Minister. The Secretariat is an administrative body consisting of
departmental secretaries. Just as ministers serve as political leaders,
secretaries serve as administrative heads.
Secretariat Functions

Main functions of the Secretariat:

 1) Advise ministers on policy decisions and policy-based planning
 2) Give shape and form to policies
 3) Provide general guidance to directors and field organizations in
implementing government policies and programs
 4) Monitor implementation of various government programs
 5) Act as government spokesperson
 6) Serve as connecting bridge with Central Government, other state
governments, and external agencies
Chief Secretary

 The Chief Secretary heads the secretariat. The secretariat revolves around
the Chief Secretary, which is why they are considered the axle of the
organization. All secretariat departments operate under the Chief Secretary's
control. Their office is exempt from the Tenure System.
 Secretariat
 In India, every state has its own secretariat. It is the nerve centre of the state
administration. It comprises of several departments of the government.
 The political head of a department is the minister and the administrative head
of the department is the secretary.
 The Chief Secretary is the head of the entire secretariat while a Secretary is the
head of one or two departments. The Secretary is usually a senior IAS officer, a
generalist.
 An exception to this rule is the public works department which is headed by the
Chief Engineer, a specialist.
 In Tamil Nadu, the secretariat is called as the chief secretariat which is situated
at St.George Fort, Chennai.
 Departments

 Generally, the number of departments in secretariat differs from state to

state. It ranges from 15 to 35 departments.
 Secretariat in Tamil Nadu, are following.
❑ Industries, Investment Promotion and Trade Department
❑ Information Technology and Digital Services Department
❑ Labour Welfare and Skill Development Department
❑ Legal Department
❑ Municipal Administration (Urban Water Supply) Department
❑ Human Resource Management Department
❑ Planning, Development and Special Initiatives Department
❑ Public Department
Hierarchy of Personnel

 The Chief Secretariat of Tamil Nadu consists of officers who are appointed for
a fixed tenure. The retirement age of government servants in Tamil Nadu is
58.
 The secretariat consists of officers belonging to All India Service and the
officers recruited by the Tamil Nadu Public Service Commission. The hierarchy
of the secretariat
 Secretary

 Additional Secretary

 Joint Secretary

 Deputy Secretary

 Assistant Secretary

 Under Secretary

 Section Officer

 Assistant Section Officer

 Assistants

 Steno-Typists and Typists

 Office Assistants
Functions of Secretariat
 The secretariat formulates the policies and programmes of the state government.
 It coordinates the policies and programmes of the state government.
 It prepares the state budget and imposes control on public expenditure.
 It frames legislation, rules and regulations.
 It supervises the implementation of policies and programmes by the field agencies.
 It reviews the results of the execution of public policies.
 It maintains contacts with the control and other state governments.
 It approves the service rules and their amendments.
 It explores the possibilities of improving the financial position of the state.
 It serves as a think-tank of the state government.
 It assists the chief secretary in the proper functioning of the secretariat;
 It receives the complaints, representations and appeals from the people and solve them.
 Chief Secretary
 CURRENT CHIEF SECRETARY- N. Muruganandam
 Lord Wellesley, who was the Governor-General of India at the time, established this
office in 1799.
 The first Chief Secretary appointed to the role was G.H. Barlow.
 The Chief Secretary is the executive head of the state secretariat. He is the
administrative head of the state administration and stands at the apex of the
hierarchy of state administration.
 In fact, he is the chief of the secretaries and controls all the secretariat
departments. He is the senior-most civil servant in the state. He has the powers
and functions mentioned in the ‘Rules of Business’ framed by the state government.
 He also receives some of his powers from conventions. He performs the following
primary and other functions.
Primary Functions
 As an advisor to the Chief Minister, the Chief Secretary explains the
administrative implications of the proposals forwarded by the state ministers.
 As secretary to the cabinet, he prepares the agenda for cabinet meetings and
keeps the records of its proceedings.
 As the head of civil service, he deals with all cases related to appointment,
transfers and promotion of senior state civil servants.
 As chief coordinator, he works towards ensuring inter departmental
coordination.
He is the chairman of coordination committees set up for resolving the
interdepartmental disputes.
 As the head of certain departments, he supervises and controls them; and
 As crisis administrator, he plays a very significant role in the time of crisis like
flood, drought, communal disputes, etc in the state.
Additional Chief Secretary

 The Additional Chief Secretary to the Government of Tamil Nadu is a senior

administrative position, playing a critical role in the state's governance structure.
 This high-ranking official is responsible for overseeing significant portfolios and
ensuring the smooth functioning of various government departments.
 Appointed from among the senior Indian Administrative Service (IAS) officers, the
Additional Chief Secretary supports the Chief Secretary and acts as a key advisor
to the state government.
Roles and Responsibilities
 1.Departmental Oversight:
 Administrative Leadership: Acts as the administrative head for specific
departments or portfolios, ensuring effective implementation of policies and
programs.
 Policy Implementation: Oversees the execution of government policies,
ensuring alignment with state objectives and directives.
 2. Coordination with Government Authorities:
 Collaboration: Coordinates with other senior officials, including the Chief
Secretary and Additional Chief Secretaries, to align departmental activities
with overall government strategies.
 Report Preparation: Prepares reports and updates for the Chief Minister,
Cabinet, and other key stakeholders on departmental performance and policy
matters.
 3. Supervision of Senior Officials:
 Monitoring: Supervises the work of Secretaries, Directors, and other senior
officials within assigned departments.
 Performance Review: Reviews and assesses the performance of departmental
officers, ensuring adherence to administrative standards and efficiency.
 Strategic Planning and Advising:
 Strategic Input: Provides strategic advice to the Chief Minister and Cabinet on
critical administrative and policy issues.
 Planning: Assists in formulating long-term plans and strategies for departmental
development and governance.
 5. Crisis Management:
 Emergency Response: Plays a key role in managing and coordinating responses to
emergencies and crises, including natural disasters and public health issues.
 Coordination: Ensures effective coordination among various agencies and
departments during crisis situations.
 6.Financial Oversight:
 Budget Management: Monitors and approves budgetary allocations for
assigned departments, ensuring financial discipline and compliance with
government guidelines.
 Resource Allocation: Oversees the allocation of resources and funds for
departmental projects and initiatives.
 7. Interdepartmental Coordination:
 Facilitation: Facilitates coordination between different departments to
ensure smooth execution of cross-departmental projects and policies.
 Conflict Resolution: Resolves administrative conflicts and discrepancies
between departments, promoting a collaborative working environment.
 8. Policy Evaluation and Improvement:
 Monitoring: Evaluates the effectiveness of policies and programs, providing
feedback and recommendations for improvement.
 Assessment: Conducts assessments and reviews to measure the impact of
departmental initiatives and programs.
 9. Human Resource Management:
 Staff Oversight: Manages the appointment, promotion, and transfer of
senior officials within assigned departments.
PRINCIPAL SECRETARY
 A Principal Secretary ranks above a Secretary but below Additional Chief
Secretary and Chief Secretary in the hierarchy.
 Principal Secretaries serve as the administrative heads of the departments to
which they are assigned.
 Roles and Responsibilities:
 1. Administrative Oversight:
 Coordination of Departments: The Principal Secretary coordinates the activities
of different government departments, ensuring alignment with state policies and
objectives.
 Policy Implementation: Oversees the execution of policies and schemes,
ensuring that they are implemented effectively and in accordance with
government directives.
 2.Advisory Role:
 Advice to Government: Provides strategic advice to the Chief Minister and the
Council of Ministers on administrative and policy matters.
 Drafting Proposals: Assists in drafting proposals, reports, and policy documents
for consideration by the government.
 3. Supervision of Senior Officials:
 Monitoring Performance: Supervises the performance of Secretaries and senior
officers within the state government, ensuring efficiency and accountability.
 Administrative Decisions: Reviews and approves significant administrative
decisions and proposals submitted by various departments.
 4. Legislative and Parliamentary Affairs:
 Legislative Liaison: Acts as a liaison between the government and the
legislature, facilitating communication and providing information on legislative
matters.
 Parliamentary Sessions: Assists in preparing for legislative sessions and handling
matters related to legislative scrutiny and debates.
 5. Crisis Management:
 Emergency Response: Coordinates government response during emergencies and
crises, including natural disasters, public health issues, and other unforeseen
events.
 Disaster Management: Oversees the implementation of disaster management plans
and ensures effective coordination among various agencies involved in disaster
response.
 6. Financial Management:
 Budget Oversight: Monitors and reviews budgetary allocations and expenditures
across different departments, ensuring financial discipline and adherence to
budgetary guidelines.
 Resource Allocation: Ensures optimal allocation of resources for various
government schemes and projects.
 7. Public Administration:
 Administrative Reforms: Initiates and implements reforms in public administration
to enhance efficiency and service delivery.
 Grievance Redressal: Addresses public grievances and ensures that complaints and
issues raised by citizens are resolved effectively.
 8. Interdepartmental Coordination:
 Facilitation of Collaboration: Facilitates collaboration and coordination among
different government departments to ensure the successful execution of cross-
cutting projects and initiatives.
 Conflict Resolution: Resolves conflicts and discrepancies between departments and
ensures harmonious working relationships.
 9. Human Resource Management:
 Staff Appointments: Oversees the appointment, promotion, and transfer of senior
officials and key personnel within the state administration.
 Training and Development: Ensures that staff receive appropriate training and
development opportunities to enhance their skills and capabilities.
 10. Policy Evaluation and Feedback:
 Monitoring and Evaluation: Evaluates the effectiveness of government policies and
schemes, providing feedback and recommendations for improvements.
 Performance Review: Conducts performance reviews of various government
programs and initiatives to assess their impact and effectiveness.
Questions

Which of the following statements is correct?

a) The Chief Secretary is the head of one or two departments in the secretariat.
b) The Additional Chief Secretary is ranked above the Chief Secretary.
c) The Principal Secretary ranks above the Secretary but below the Additional
Chief Secretary.
d) The Chief Engineer is the head of the Agriculture Department.
E) Answer not known
Ans: c
2. Assertion (A): The Chief Secretary acts as a crisis administrator during
emergencies like floods and communal disputes.
Reason (R): The Chief Secretary is responsible for overseeing specific
departments and ensuring policy implementation.
a) Both (A) and (R) are true, and (R) is the correct explanation of (A).
b) Both (A) and (R) are true, but (R) is not the correct explanation of (A).
c) (A) is true, but (R) is false.
d) (A) is false, but (R) is true.
e) Answer not known
Ans: b
3. Which of the following is not a function of the Tamil Nadu Secretariat?
a) Preparing the state budget
b) Approving the service rules
c) Framing legislation, rules, and regulations
d) Conducting elections for the state assembly
e) Answer not known
Ans: d
Match the following:
Role Official
A) Chief Coordinator 1) Principal Secretary
B) Crisis Management 2) Chief Secretary
C) Strategic Planning 3) Additional Chief Secretary
D) Public Relations 4) Joint Secretary
a) A-2, B-3, C-4, D-1
b) A-1, B-4, C-3, D-2
c) A-2, B-3, C-1, D-4
d) A-3, B-1, C-2, D-4
e) Answer not known
Ans: c