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RHD Operational Procedure – Planning and Maintenance Wing
 
Monitoring
 
OP/MON/1.2 - Answers to Parliamentary Questions
 
Purpose and Scope :

This procedure describes how the information for answers to Parliamentary Questions is obtained and approved within RHD, before final submission to the Ministry of Communications.
 
Definitions :

Questions are raised by a Member of Parliament and submitted to the Minister of Communications by the Parliament Secretariat. There are two types of questions:

Written Questions - answers to the written questions are distributed to each Member of Parliament and the Speaker confirms that an answer has been given in Parliament. There is no provision to raise supplementary questions against written questions.

Oral Question - a question marked with a star (sometimes referred to as a starred question). The main feature of an oral question is that the answers are not supplied to the Members of the Parliament in writing. The Minister of Communications delivers the answer in Parliament, and is normally asked supplementary questions.
 
Responsibility :

Additional Chief Engineer - Planning & Maintenance Wing - approves the final draft of the answer prepared by the Monitoring Circle.

Superintending Engineer - Monitoring Circle - acts as a co-ordinator in preparing answers to the parliamentary questions. He checks and recommends draft answers and sends them to the Additional Chief Engineer - Planning and Maintenance Wing for approval.

Executive Engineer - Monitoring Division - is the council officer of RHD and receives parliamentary questions from the Ministry of Communications. He plays the key role in compiling and editing the draft answers, which are, sent from the field offices/Foreign Aided Projects, with the help of his Sub-divisional Engineer and Assistant Engineer.

Additional Chief Engineer - Field Zone - approves the draft answer prepared by the Field Circle.

Superintending Engineer - Field Circle - receives the questions from the Executive Engineer - Monitoring Division. He provides information, which will enable the answer to be prepared by the Monitoring Division with the help of his staff.

Project Director - Foreign Aided Project - receives the questions from the Executive Engineer - Monitoring Division.
 
Method :

4.1 RECEIPT OF THE REQUEST FOR AN ANSWER TO A PARLIAMENTARY QUESTION

The Executive Engineer - Monitoring Division (RHD Council Officer) receives parliamentary questions from the Ministry of Communications’ Council Officer, in advance of and during parliamentary sessions. A deadline is given for providing the answer, and the time available is variable.

A list of questions is provided and answers will be given to Parliament in writing unless the question is marked with a star, in which case an oral answer is to be given. For oral answers, the Minister may be required to give supplementary information and this will be provided with the answer form the RHD.

4.2 PREPARATION OF THE ANSWER – HEADQUARTERS

If the required information is available on the database of the Monitoring Division and other offices in the RHD Headquarter then the Executive Engineer - Monitoring Division will collect and prepare the answers with the help of his staff.

4.3 PREPARATION OF THE ANSWER – FIELD ZONE

Where the answer requires information from the field offices, the Executive Engineer - Monitoring Division sends the questions by fax immediately to the field office.

A question about the overall activities of the Zone is sent directly to the Additional Chief Engineer - Field Zone. A question about specific operations in a Field Circle, is sent directly to the relevant Superintending Engineer. If the information is available in the Circle Office an answer is prepared immediately and returned. If divisional input is required, the Superintending Engineer requests the relevant Executive Engineer to prepare the answer.

All answers are approved by the Additional Chief Engineer or Superintending Engineer before they are returned to the Executive Engineer - Monitoring Division.

4.4 PREPARATION OF THE ANSWER – FOREIGN AIDED PROJECT

When an answer requires information from a Foreign Aided Project, the Executive Engineer - Monitoring Division sends the questions by fax immediately to the Project Director for the project, who provides the information.

4.5 SUBMISSION OF ANSWERS TO PARLIAMENTARY QUESTIONS

The Executive Engineer - Monitoring Division compiles the answers sent from the field offices, Foreign Aided Projects and those prepared by his own staff. After final editing, the answers are reviewed by the Superintending Engineer - Monitoring and Evaluation and Additional Chief Engineer - Planning and Maintenance Wing before final submission of the answer to the Ministry of Communications.
 
References :

RHD Annual Report

Monthly Progress Reports

MIS database
 
Procedure Flowchart :

The procedure flowchart for this procedure is detailed below -
 


 


 

 

For duties associated with each grade of personnel see

 

Updated on : 1/12/2003

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