Management Services Wing

Frequently Asked Questions (FAQ's)

MS WING - INTRODUCTION & ROLE
Q1	What is the role of MSW?
Ans.	To act as Management Consultants to the Federal Government and to undertake studies on specific management problems of public sector organizations.
Q2	What is the present status of MSW?
Ans.	The MSW is a wing of Establishment Division.
Q3	When MS activities started in GOP?
Ans.	Historically, an O&M Unit was created within the Establishment Division in 1952 which was replaced in 1958 by an Efficiency & O&M Wing of Establishment Division. In 1978, a full fledge entity in the name of O&M Division was established in Federal Government which was renamed as Management Services Division in 1988. Later on, due to economy measures, the Division was converted into a Wing of the Establishment Division.
Q4	How to approach MS Wing for studies?
Ans.	The Public Sector organizations can forward their cases through their respective Ministries / Divisions to the Establishment Division addressing Additional Secretary, Member (MS Wing) or Directors General concerned.
Q5	Can MS Wing offer consultancy services to Private Sector Organizations?
Ans.	We are purely government organization; therefore, we cannot offer consultancy services to the Private Sector clients.
Q6	How management studies are conducted by MSW?
Ans.	Upon receipt of a request, MS Wing seeks approval of the competent authority and thereafter conducts meeting with client for framing of TOR of study. After finalization of TOR, data collection starts end detailed visits to the various units of the client’s organization are made. Thereafter, a report is written and sent to Client organization for comments. Subsequently, necessary amendments are made if required and report is submitted for approval of competent authority. Finally, the report is sent to the client organization for implementation.
Q7	What is the criterion for selection of an organization for review by the MSW?
Ans.	MSW follows the following criteria in order of priority for review: 1. On directives of the President, Prime Minister and Cabinet. 2. On identifying areas of socio-economic significance to the Government e.g. 3. Of Organizations providing utilities and services to the people where public complaints have registered in increasing trend; 4. Of organizations whose performance has been frequently questioned in the parliament; 5. To facilitate good governance in terms of greater security, prosperity and stability; 6. On request/invitation from organizations concerned; 7. To carry out studies for “E-enabling environment” in organizations 8. Of organizations where study of MS Wing has not been carried out for more than 5 years; 9. Of important statistical information pertaining to civil servants required by the Government in policy formulation from time to time.
Q8	What is the role of Management Consultants in Federal Government?
Ans.	The role of MS Wing is to prevent unnecessary expansion of the Government and to avoid duplication / overlapping of functions allocated to the Ministries / Divisions under Schedule-II of the Rules of Business, 1973. As per Secretariat Instructions 2004 [Instruction # 75 (i)], all the Ministries / Divisions are required to utilize free consultancy services of the Management Services Wing in order to save expenditure on foreign / local consultants.
Q9	What is the role of Management Services Wing in creation of new posts or in expansion in the activities of government departments?
Ans.	All the government departments, in the light of the Secretariat Instruction # 75 (ii), have been asked to get their proposals, regarding creation of new posts and expansion in their activities, cleared from Management Services Wing of the Establishment Division.
Q10	What is the role of M.S. Wing in status determination of organizational entities?
Ans.	According to Rules of Business, 1973, Schedule-II (10) (23), Management Services Wing determines the status of organizational entities in light of already defined criteria for determination of organizational status.
Q11	What is the role of M.S. Wing in all commissions / committees concerned with the re-organization of government machinery?
Ans.	According to Secretariat Instructions 2004, Instruction No.75 (3), Management Services Wing must be given representation on all commissions / committees concerned with the re-organization of government machinery.
Q12	What are the core assignments being dealt by the M.S. Wing as a consultant to Federal Government / its ancillary organizations and what additional roles have been entrusted to MS Wing?
Ans.	MS Wing has the mandate to provides its services in following areas being a Management Consultant to Federal Government: Management / Staff / Periodic Review of Federal Government Organizations Restructuring / Reorganization and Rightsizing of Federal Government Organizations Status Determination of Federal Government Organizations Provision of Technical advice to the Regulation Wing of Establishment Division on up-gradation / re-designation of posts in Federal Government Organizations. Studies regarding Creation of Posts and Status Determination of the Federal Government Organizations. Deals the cases of Surplus Pool and implementation of Recruitment Policy M.S Wing has also played an important role in placement of employees of defunct Ministries/ Divisions in the wake of 18th Constitutional Amendment ISO 9001:2015 Certification of Establishment Division Capacity building of government employees in specialized areas Civil services/ institutional reforms including among others are development of performance standards for Federal Ministries / Divisions through KPIs, Secretariat support to Cabinet committee on institutional reforms (CCIR), identification related to redundant federal organizations, policy matters related to devolution etc.
Q13	What role has been played by M.S Wing in switching towards Performance Management System?
Ans.	M.S Wing has assisted the Ministries/ Divisions in completing the assignment regarding framing of KPIs/ Job Descriptions in respect of all positions (BS-17 & above), paving the way for KPIs based Performance Management System in the Federal Government.
Q14	Whether M.S Wing has attained any international certification?
Ans.	M.S Wing is ISO 9001:2015 Certified and all its procedures and processes have been duly standardized, accordingly.
Q15	Are the recommendations of MSW mandatory for implementation by the concerned Ministries and Departments/Organizations?
Ans.	The recommendations of MSW on Management problems are advisory in nature.
Q16	Does the MS Wing offer its consultancy services to provincial governments?
Ans.	Yes, the MS Wing offers its services to the provincial governments on their request.
MSW AS INTERNAL CONSULTANTS TO GOP, ITS METHODOLOGY AND TERMINOLOGY USED IN ITS CONSULTANCY REPORTS/ASSIGNMENTS
Q17	Definition of management consulting?
Ans.	Management consulting is an independent and objective advisory service provided by qualified persons to clients in order to help them identify and analyze management problems or opportunities. Management consultants also recommend solutions or suggested actions with respect to these issues and help, when requested, in their implementation.
Q18	What is the role of MS Wing as internal consultants to GOP?
Ans.	Being internal consultants, MS professionals avoid becoming involved in complex and negative interdepartmental rivalry of organizations. By using their specialist technical knowledge, influencing skills and models of organizational change, these consultants make performance improvement efforts in the public sector. Whenever any part of an organization’s strategy, structure, processes or system fails to deliver the necessary levels of performance, professional consultants of MS Wing are invited to ameliorate the situation. MS Wing provide advice in such a way that it enhances the client's ability to solve their problems and also facilitate the management of change
Q19	What is the objective of initial meeting of MS professionals with client organization?
Ans.	The purpose of any initial client meeting is to understand the client’s business and problems. This involves jointly exploring their key challenges and concerns and establishing the possible basis for a project or assignment. Learn about client’s operation Understand client’s problems or challenges Assess, if he can provide assistance in the conduct of study Assess, if he is interested in the problem solving Building a client relationship Reflect on the client problem
Q20	What is the importance of settling terms of reference (TOR) with client organization?
Ans.	Settling an initial term of reference with the client before initiating any consulting work is crucial in managing relationships with clients. The consultant and client must be absolutely clear about the scope and objectives of the study at the beginning. The process of agreeing an initial term of reference ensures that a clear and mutual understanding has been established. Agreeing on an initial written term of reference sets a direction of the study and also reflects what client expects from the study.
Q21	How information is collected by the consultants of MSW?
Ans.	The main methods of gathering information are: Desk research that involves the review and examination of information or records pertaining to system & procedures in vogue. Detailed meeting with chief executive of the organization and various sectional heads; Group interviews by visiting sections. Questionnaires circulated to staff, branches/wing or other relevant people in the organization; Mapping of existing process or systems or procedures. Published data by various govt. organizations like Economic Survey, publications of Statistics Division etc.
Q22	What are the objectives of writing consultancy reports by MS Wing?
Ans.	A report is an efficient method of communicating the work to a wider audience. The formal writing process is initiated by examining terms of reference, identifying the areas going to be focused on reflecting how final report structure would emerge. The objectives of preparation of reports are: To provide information that significantly informs the client about particular problems or issues confronted by the organization; To influence the client towards a particular view/ and form of action to solve the problem; Provide documentary evidence of findings conclusions & recommendations: A formal record of the whole consultancy work; Structured to communicate to various levels in client’s organization; Allowing the client time to reflect on the recommendations in the report; Motivating the client to grasp the critical issues and actions recommended; To maintain a permanent record of the work undertaken; To avoid misunderstandings (because the client desire to hear their own wishes); To confirm any client/ consultant mutual agreements; To clarify major issues and problems; To influence the clients thinking; To seek client agreement and willingness to implement;
Q23	How may a management problem be defined?
Ans.	When a system or process behaves as expected, allowing for suitable tolerances, no problem exists. A problem arises only when behavior moves out of the range and an observer would normally view it as being not reasonable in the circumstances. Thus, a problem may be said to exist when the observed behavior of a system or process violates the bounds of reasonable expectations.
Q24	What is work study?
Ans.	Work study is a generic term for those techniques, particularly method study and work measurement, which are used in the examination of human work in all its context — it leads to the investigation of all the factors which affect the efficiency and economy of the situation being reviewed. Method study is concerned with the reduction of the work content of a job or operation, while works measurement, is mostly concerned with the investigation and reduction of any ineffective time.
Q25	What philosophy is followed during solution development by consultants?
Ans.	Taking a comprehensive view of the problematic situation and how it relates to an overall organization. It is ensured that the selected solution relates directly to objectives that the client desires to achieve. Consultant always aims at finding a solution whose costs is lesser than cost of problem.
Q26	What is the function of ‘staff departments’ Vs. “line departments”?
Ans.	Staff departments usually provide either advice or services or both, to line departments. Line authority follows the chain of command established by the formal hierarchy and achieves the desired objectives of an organization.
Q27	What is job analysis?
Ans.	Job analysis is the systematic collecting and recording of information about the purpose of a job, its major duties, the conditions under which it is performed, the required contacts with others and the knowledge, skills and abilities needed to effectively perform.
Q28	What is job evolution?
Ans.	Job evaluation is a method used by human resources managers for determining the relative worth of jobs for purpose of compensation and position in hierarchy.
Q29	What is the purpose of performance appraisal?
Ans.	An important purpose of performances appraisal is to make certain that future actions involving either promotion or training or discipline can be justified.
Q30	What is bureaucratic control?
Ans.	The managerial approach relying on regulation through rules, policies, supervisions, budgets, schedules, reward system and other administrative mechanisms aimed at ensuring employees exhibit appropriate behaviors and meet performance standards.
Q31	Centralization Vs. Decentralization?
Ans.	Centralization means the extent to which power and authority are retained at the top organizational levels. Decentralization is an extent to which power and authority are delegated to lower levels.
Q32	What is Organizational structure?
Ans.	The formal pattern of interactions and co-ordination designed by management to link the tasks of individual and groups in achieving organizational goals.
Q33	What is organizational culture?
Ans.	System of shared values, assumptions, beliefs and norms uniting members of an organization.
Q34	Explain organization development (OD)?
Ans.	The change effort planned, focused on an entire organization or a large subsystem, managed from the top, aimed at enhancing organizational health and effectiveness, and based on planned interventions.
Q35	Explain re-engineering?
Ans.	A thorough analysis and radical redesign of existing business processes to achieve breakthrough improvements by focusing on critical performance criteria, such as cost, qualify, services and speed.
Q36	Explain scenario analysis?
Ans.	The approach that addresses a variety of possible futures by evaluating major environmental variables, assessing likely strategies of other significant actors, devising possible counter-strategies, developing ranked hypotheses about the variables, and formulating alternative scenarios.
Q37	What is the primary focus of problem solving?
Ans.	The solution development phase aims at selecting an optimal solution.
Q38	What information an organizational chart provides?
Ans.	Organization chart provide information about reporting relationships, who reports to whom and levels of authority.
Q39	Define Authority?
Ans.	The right to make decisions, carry out actions, and direct others in matters related to the duties and goals of a position.
Q40	Explain chain of command?
Ans.	The unbroken line of authority ultimately linking each individual with the top organizational position through a managerial position at each successive layer in between.
Q41	What delegation means?
Ans.	Delegation means distribution part of a manager’s work to others, along with both responsibility and authority necessary to achieve expected results.
Q42	Explain downsizing?
Ans.	The process of significantly reducing middle-management layers, increasing spans of control, and sprinkling workforce size.
Q43	Explain formalization?
Ans.	The degree to which written policies, rules, procedures, job descriptions and other documents specify what actions are (or are not) to be taken under a given set of circumstances.
Q44	Explain TQM?
Ans.	The management system integral to an organizations strategy and aimed at continually improving product and service quality so as to achieve high levels of customers satisfaction and service quality and encouraging individual to work together to improve quality.
Q45	How conflict in organization can be reduced?
Ans.	Factionalism and conflict can be reduced in an organization if its departmental managers focus on the overall goals of the organization rather than solely on their own goals.
Q46	Differentiate policy from procedures?
Ans.	A policy differs from a procedure in that a policy provides guidelines for action while a procedure specifies the action to take.
TRAINING ROLE OF MSW
Q47	Why Management Services Wing conduct training activities?
Ans.	Training of the Government Functionaries is one of the functions allocated to the Management Services Wing under Schedule-II to the Rules of Business, 1973.
Q48	How many courses have so far been conducted by Management Services Wing?
Ans.	A total of 294 training courses/Seminars/Workshops have so far been organized by the Management Services Wing in which more than 5288 officers of Federal/Provincial Governments, the Government of AJ &K and the Armed Forces of Pakistan been trained.
Q49	What is the duration of the training of course of MS Wing?
Ans.	The duration of short courses is one wee while duration of long course is 4-6 week.
Q50	What are the subjects of Specialized Training in MS Wing?
Ans.	A few subjects of Specialized Training are: Organizational Analysis Management by Objectives Organizational Design Management information system Operational research Project Management Human Resource Development Communications Skills Time Management Stress Management Negotiation Skills
Q51	Does Management Services Wing provide boarding and lodging facilities to the participants?
Ans.	No, the participants have to arrange boarding and lodging arrangements at their own.
Q52	Does Management Services Wing charge any fee for the Training Courses?
Ans.	Management Services Wing does not charge any fee from Federal Organizations/Armed Forces paid from the Federal Consolidated Fund. However, it charges Rs. 5000/ from Provincial Governments/Autonomous Bodies and the Government of AJ &K.
MANAGEMENT OF SURPLUS POOL
Q53	Why civil servants are rendered surplus?
Ans.	Civil servants are declared surplus due to the following reasons: - The post against which he is working is abolished or The Organization (Ministry/Division/Department/Office) in which he is working is disbanded/abolished.
Q54	Which employees are enlisted on the Surplus Pool of Establishment Division?
Ans.	Only regular civil servants declared surplus by Ministries/Divisions/Attach Departments/ Sub-Ordinate Offices are enlisted on the Surplus Pool of Establishment Division for absorption elsewhere
Q55	Can an employee of Autonomous/Semi-Autonomous/Public Sector Corporation be enlisted on the Surplus Pool of Establishment Division?
Ans.	No. Employees of Autonomous/Semi-autonomous/Public Sector Corporations are not civil servants and therefore, cannot be placed on the Surplus Pool of Establishment Division.
Q56	What is the procedure for disposal of employees declared surplus by the Autonomous Bodies/Semi-Autonomous Bodies?
Ans.	The Autonomous Bodies/Semi-Autonomous Bodies are required to make policy for disposal of their surplus employees in consultation with their administrative Ministries and the Finance Division.
Q57	What is procedure of enlisting Civil Servants in the Surplus Pool of Establishment Division?
Ans.	Ministries/Divisions/Departments inform the Surplus Pool, maintained by the Establishment Division, about their surplus civil servants. Surplus Pool obtains particulars of surplus employees on a prescribed proforma and enlist their names in the database maintained by it.
Q58	From where do the surplus employees get their salaries?
Ans.	The surplus civil servants get their salaries from their Parent departments against the supernumerary posts created by the concerned Department for this purpose till their absorption elsewhere.
Q59	How surplus employees are absorbed by the Surplus Pool?
Ans.	Ministries/Divisions/Departments are required to obtain NOC from Surplus Pool, Establishment Division before filling vacancies through regular appointment of civil servants. If civil servants of the required categories are available in the Surplus Pool, they are absorbed against the reported vacancies and NOC is issued for recruitment against the vacancies where surplus employees are not available.
Q60	Can Ministries/Divisions/Departments/Autonomous/Semi-Autonomous/Public Sector Corporations make fresh recruitment without getting NOC for appointments form Surplus Pool?
Ans.	No. The Ministries/Divisions/Departments/Autonomous/Semi-Autonomous/Public Sector Corporations are required to obtain NOC for fresh recruitment as per policy in vogue.
Q61	Can a surplus civil servant be absorbed in Provincial Government Department/ Organization?
Ans.	Yes, a surplus civil servant be absorbed in a provincial government department/organization only on by name requisition by the concerned Provincial Government. Thereafter, he severs all connection with federal government and the Surplus Pool.
Q62	Can a surplus civil servant be absorbed in an Autonomous/Semi-Autonomous/Public Sector Corporation?
Ans.	No. A surplus civil servant cannot be absorbed in an Autonomous/Semi- Autonomous/Public Sector Corporation.
Q63	When the name of surplus civil servants is de-listed from the surplus pool?
Ans.	A Surplus employee is de-listed from the Surplus Pool when he is absorbed in any other Ministry/Division/Department/Office and taken on regular strength of that organization.
Q64	Can a civil servant once absorbed, be taken back on the surplus pool or repatriated to his parent department?
Ans.	No. A surplus civil servant once absorbed can neither be taken back on the Surplus Pool nor repatriated to his parent department.
Q65	Who deals with the financial/administrative matter of the surplus civil servants?
Ans.	The parent department of a surplus civil servants deals with his financial/administrative matter before his absorption. Similarly, the new organization, where he is absorbed, would deal with the said matters after his absorption. As such the surplus Pool does not deal with such matters at any stage.
Q66	Can surplus employees opt for retirement?
Ans.	Yes. The Surplus civil servants can opt for retirement from civil service.
APPOINTMENT OF CONSULTANT
Q67	Can a consultant be appointed by Government Organization?
Ans.	All Ministries/Divisions and Govt. organizations/Departments can hire the services of a consultant.
Q68	Why the services of a consultant are required?
Ans.	The services of a consultant are hired to address un-common problem; provide technical Supervision, introduce innovative practices and solutions to the client organization.
Q69	How many types of consultants can be hired?
Ans.	There are two types of consultant: - Firstly, to provide technical expertise exclusively for a development project and funded from the development fund/budget. Secondly to provide technical expertise to any Ministry/Division and funded from non- development budget.
Q70	What type of services a consultant is supposed to provide?
Ans.	Consultant has to render his services in accordance with the proscribed Terms of Reference (TOR) in a specified period of time.
Q71	Who one can apply for position of a Consultant?
Ans.	The client organization has to advertise the position of consultant in the Newspapers indicating detailed TOR, financial package, duration, qualification and experience. As such potential candidates have to apply and compete for the position/assignment through open competition.
Q72	What is the Procedure for appointment of consultants to be followed by the Ministries/Divisions /Departments/organizations?
Ans.	Guidelines for appointment of consultants are available in the Establishment Division’s MS. Wing’s U.O.No.1 1-3/2001/MSW-III dated 25.01.2002.
OTHER MANAGEMENT TERMS USED IN GOVT. ORGANIZATIONS
Q73	Explain transition from old to new management?
Ans.	Yesterday ‘s perspective of Manager	Today’s perspective of Manager
	I am in control	I serve others
	I direct and command	I facilitate
	People have to come to me	I go to people
	I breed dependency	I promote independence
	Status and position are important Contribution	Status and position are less important than Contribution
	I think functionally	I think processes
Q74	What is public administration?
Ans.	Public administration is an executive branch of government.
Q75	Explain public policy?
Ans.	Public Policy cycle includes agenda setting by the government and thereafter, policy formulation, implementation, monitoring and feedback. A critical factor in the success of policy is that it is logical and feasible. Political parties, press, Bureaucracy and pressure groups participate in formulation of public policy.
Q76	What is decision making by manager?
Ans.	In making a decision, ‘a manager must engage in some sort of problem solving, evaluate alternative solutions and make a choice among alternatives.
Q77	What is Accountability?
Ans.	The requirement to provide satisfactory reasons for significant deviations from duties or expected results.
Q78	What is autonomy?
Ans.	The amount of discretion allowed in determining schedules and work methods for achieving required output.
Q79	Explain brainstorming technique?
Ans.	Encouraging group members to generate as many novel ideas as possible on a given topic without evaluating them.
Q80	What we mean by a goal?
Ans.	The future target or end result an organization wishes to achieve in a given time frame.
Q81	What is Halo effect?
Ans.	The tendency to use a general impression based on one or a few characteristics of an individual to judge other characteristics of that same individual.
Q82	Explain Mission statement?
Ans.	The broad declaration of the basic, unique purpose and scope of operations distinguishing the organization front others of its type.
Q83	What is a policy?
Ans.	Policy means general guide specifying board parameters within which organization members are expected to operate in pursuit of organizational goals.
Q84	What is a programmed decision?
Ans.	Programmed decisions made in routine, repetitive, well-structure situations by use of predetermined decision rules.
Q85	Please explain strategies and strategy formulation?
Ans.	Strategies are large-scale action plans for interacting with the environment to achieve long-term goals. Strategy formulation is the process of identifying mission and strategic goal, conducting competitive analysis, and developing specific strategies.
Q86	What we mean by a system?
Ans.	System is a set of interrelated parts operating as a whole in pursuit of common goals.
Q87	What is a team?
Ans.	The temporary or ongoing task group with members charged to work together to identify problems, form a consensus about what should be done, and implement necessary actions in relation to a particular task or organizational area.
Q88	What is Management?
Ans.	Management is best described as the process of obtaining, deploying, and utilizing resources in order to achieve organizational objectives. The effectiveness of managers is best judged by how many objectives are achieved by them.
Q89	What is a 'closed system’?
Ans.	When a set of interrelated elements functions as a whole, and is independent of its environment, it functions as a closed system.
Q90	Which forces effect working of organizations?
Ans.	The forces in the environment that most closely affect daily operations of organizations consist of legal and political factors, social and cultural factors, international factors and the economy.
Q91	Describe the Theory X and Theory Y?
Ans.	The concept that human beings don’t like to work and need to be closely supervised is labeled Theory X. The theory that human beings like work, provided that it is meaningful and that they can exercise some control over it, is labeled Theory Y
Q92	How strategic plans differ from operating plans?
Ans.	Strategic plans differ from operating plans in that strategic plans are long-range while operating plans are short-term.
Q93	What is MBO?
Ans.	The concept underlying management by objectives is that a person who participates in setting objectives is likely to be committed to attaining them. The process through which specific goals are set collaboratively for the organization as a whole and every unit and individual within it; the goals are then used as a basis for planning, managing organizational activities, and assessing and rewarding contribution.
Q94	Distinguish between Data & Information?
Ans.	The distinction between data and information is that data form the raw material of information. The information result front processing of data and is 'fit’ to be used.
Q95	Describe the process of change?
Ans.	A useful concept of the change process is the three-step sequential i.e., unfreezing or thawing out of established behavior patterns; changing or moving to a new pattern; and refreezing or development of the new pattern.
Q96	What are various elements of a job?
Ans.	A job consists of the important duties, responsibilities and authority.
Q97	What is job enlargement?
Ans.	The allocation of a wider variety of similar tasks to a job to make it more challenging.
Q98	What is job enrichment?
Ans.	The process of upgrading the job-task mix in order to increase significantly potential for growth, achievement, responsibility and recognition.
Q99	What is job rotation?
Ans.	The practice of periodically shifting workers through a set of jobs in a planned sequence.
Q100	Described unity of command principle in management?
Ans.	The principle that a sub-ordinate should report to one superior is called unity of command.