Perusal of the Action plans received from some of the Departmental and Zonal Heads reveal that uniform pattern for preparation of Action Plans has not been followed.  The importance of Annual Action Plans can not be over emphasized in strategic and operational management.  The Institutional Strategy lays down the long/medium/short-term objectives of the organization and various constituent Divisions/Departments/Zones and so on.  It provides the foundation and direction for progress and development of the Institution.  It is duty of the respective heads to formulate short-term annual objectives, design strategies, organize resources, lay down monitoring controls, system of feed-back, establish MIS and performance appraisal system to achieve the short-term objectives and quantified goals.  The following guidelines are issue for formulation of action plans to achieve the short-term and long-term organizational goals:-

          I.      Short-Term Objectives:

The short-term objectives should be determined in the light of long-term and short-term objectives listed in the Institutional Strategy and specific directives flowing from objectives pertaining to the specific Division/Department/Zone or Region.  These objectives should be more specific, detailed and in furtherance of the objectives of the Institution. 

II.         Annual Quantified Goals:

The Annual Quantified Goals and targets should be specified in the action plan by each Division/Department/Zone on the basis of the decision made Zonal/Departmental Heads meetings and consequential decisions made by Divisional Zonal Heads and Departmental Heads in consultation and with the consent of Zonal Heads.  The Regional and Zonal Heads shall also follow the instructions already issued regarding fixation of their targets, checking plans, record building, improvement of employers’ database, reconciliation of collection etc.  Each manager in the hierarchy must prepare the specific goals for the year and the Departmental and Divisional goals shall be in furtherance of Institutional Strategy on the pattern of Management By Objectives (MBO) which has eight ingredients as given in Annex. Zonal and Regional Heads shall explain each point and implement MBO in letter and spirit.

            III.        Strategy for Achievement of Goals:

Specific strategy for achievement of specific goals shall be prepared in the light of Institutional Strategy keeping in view the local environment, culture, constraints, opportunities, scope, potential and strengths. 

IV.        Organizing the Resources:

Effort has been made to provide optimum manpower, equipment and financial resources.  It is the duty of top/middle and first line managers to ensure optimum utilization of resources in the best interest of the Institution and achievement of annual goals set with their consent by their immediate superiors.  

V.         Monitoring Control Mechanism:

Monitoring of Action Plans is important to achieve the objectives.  The managers at different levels shall specify the monitoring mechanism in order to assess the progress made by the managers below them in hierarchy.  They may devise specific mechanism such as daily meetings at Regional Offices, weekly/fortnightly meetings at Zonal Office where regions are based at the same station and monthly meetings as found suitable by the respective zonal Head keeping in view the local conditions.  Daily office meetings in case of Head Office to review the progress and get feed back are always useful for increasing efficiency, coordination and team building. However, the time factor should be kept in view and the meeting should be brief, specific and emphasis should be on sharing information, experience, getting advice, removal of bottle-necks and constraints.

VI.       System of Feedback:

The feedback from the bottom of the hierarchy and field activity is very essential for the managers to check the accuracy and adequacy of the Action Plan, fine tune policy/instructions within their sphere and to provide upward feedback to the senior managers.  The feedback system can be through direct communication in meetings, use of telephone & fax, spot visits by the senior managers to see the actual operations in the field supplemented by meetings with stakeholders, on the spot supervision, checking, interaction with the inspecting authorities, associations of stakeholders, representatives of chambers and general public. 

VII.      MIS and Performance Appraisal:

The Monthly Progress Reports namely C1, C2, C3 have already been reviewed and made comprehensive.  However, such reports should be constantly reviewed and wherever additional information is required by the managers at any level, they may prescribe further monthly information, which can increase the efficiency and effectiveness of the Institution.  In case, submission of such monthly information is considered useful by the Zonal Heads, they may send proposal to Head Office so that the monthly reports can be further improved to meet the MIS requirements of the Institution.  Monthly comments on performance are essential to accord recognition to those showing good performance vis-à-vis the achievement of goals.  These are also important to caution the low performers.  The Performance Ranking System may be effectively utilized to prepare and convey comments to all officers and officials. 

VIII.     Identification of constraints:

It is duty of managers at all levels to identify real constraints along with proposal for their removal.  The constraints falling beyond their competence/control may be referred to the next higher controlling echelon so that the removable constraints are removed expeditiously to overcome obstacles in achievement of goals.   

2.     The Action Plans prepared in the light of above guidelines not exceeding three pages duly approved by the Divisional Heads may be submitted upto 28^th August 2003 at Head Office. A sample of the action plan is placed as annex-II for guidance of the officers.

 

 

                                                                                           (Muhammad Shafi Malik)                                                                                                   Chairman EOBI

-   All officers of EOBI for perusal and compliance.

- All DGs with the request to get the action plans prepared from the Departments/Zones under their control on the standard/structured in the light of above guidelines and ensure their submission of consolidated action plans upto 30^th August 2003.

 

Annex-I. 

STEPS IN “MANAGEMENT BY OBJECTIVES” (MBO) PROGRAMME

 1.      The organization’s overall objectives and strategies are formulated.

2.      Major objectives are allocated among divisional and departmental units.

3.      Unit managers collaboratively set specific objectives for their units with their superiors.

4.      Specific objectives are collaboratively set for all department members.

5.      Action Plans defining how objectives are to be achieved are to be achieved, are specified and agreed upon by managers and subordinates.

6.                The action plans are implemented.

7.                Progress toward objectives is periodically reviewed and feedback is provided.

8.                Successful achievement of objectives is reinforced by performance-based rewards.

Sample:       Annex-II

Action Plan for Zone/Region………..for the year 2003-04.

Name of officer                                           __________________________________________

Name of Supervisory Officer                      __________________________________________ 

Date of submission of Action Plan              __________________________________________

 1.         Short-Term Objectives:

 -           Completing the employers’ database.           

-           Registration of Register able employers.       

-           Enforcing & Promoting compliance of EOBI Laws/Rules.

-           Updating of registers including Arrear Register, Ledger Register, Activity Register etc.

-           Collection & Cleansing of Arrears.

-           Enforcing Checking Plans in a transparent fashion.

-           Building confidence of stakeholders.

-           Providing quality service to pensioners

-           Record Building of employers

-           Processing Pension cases expeditiously

-           Passing appeal-proof order under Section 12(3) on the basis of concrete evidence

-           Guiding & assisting subordinates to improve their efficiency and effectiveness

-           Ensuring compliance of laws, rules and instructions by all employees.

2.         Annual Quantified Goals/Targets

-           Registration of employers                   _________________________________

-           Registration of Employees                 _________________________________

-           Collection of correct Contribution       _________________________________

-           Identification of cases of evasion

of contribution                                                _________________________________

No. of cases proposed                                   _________________________________

            for checking                                                   _________________________________

-          Target for collection out of

Arrears                                                            _________________________________

-           Record Building of IPs.                                   _________________________________

-           Registers to be maintained and updated.

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-           Computer Record updating & reconciliation. 

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3.         Strategy for achievement of goals: 

-                      Best utilization of updated evidence/data.

-                      Allocation of work on the basis of right man for the right job.

-                      Maximum utilization of Information Technology/PICE/Map Survey/Websites.

-                      Getting cooperation from all stakeholders, employers & employees.

-                      Ensuring coordination and team work

-                      Providing guidance and assistance.

-                      Making best use of internet and affiliated source of information.

-                      Taking confidence building measures to restore confidence of stakeholder

-           ----------------------------------

-           ---------------------------------. 

4.         Organizing the Resources: 

-                      Making optimum use of resources.

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-                      -----------------------------------------------.  

5.         Monitoring Control Mechanism: 

-                      Daily meetings of officers and staff where possible.

-                      Prescription of weekly/fortnightly/monthly statements.

-                      ------------------------------------------------

-                      ------------------------------------------------.

6.         System of Feedback: 

-                      Examination and evaluation of statement received from Beat/Region.

-                      Examination and evaluation of progress of implementation of checking plans.

-                      Examination and evaluation of collection statement

-                      Meetings with stakeholders/workshops and seminars.

-                      Supervision of checking and audit.

-                      Examination and compliance of inspection reports.

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7.         Management Information System(MIS): 

-                      Evaluation and issuance of comments on monthly progress reports.

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