Policy making process in public administration 1

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Policy making process in public administration Introduction: Policy is important for planning which revolves around course of action. Policy is needed in decision making as to what to do, how and where. In depth study and analysis is required before formulation of policy. Policy making process covers three steps 1, formulation 2, legislative and 3, execution. This means managers will develop a plan, will act in accordance to legal requirements and try to achieve target objectives. Nature of administrative policy: Rules and customs are often interchangeably used in place of policy. All three are related because all three covers decisions which needs a course of action. Rules are rigid and describe dos and donts. Customs are less rigid than rules and links to habitual course of action that are vague in its implementation. Policy differs from rules and customs because course of action is rational. Policy differs from planning but steps involved in policy making from objectives setting to execution are related to planning. Policy is very essential component of administration. It gives concrete framework needed to shape political and social objectives. This administrative policy practically shapes objective when is applied practically in public administration. For example when Pakistani rulers define their goal to set Islamic society they based their goal on teachings of Quran and Sunnah. Role of administrative in policy making: Administration is rational activity that is focused on reaching already set objectives. For setting objectives planning is required that needs understanding of objective that is desired. In case of political administration, policy making is function of legislature and

Policy making process in public administration 3 execution. Policy is broad when it is made by legislature but even ministry needs to have detailed data and facts to make it work. Before formulating policy, its complete and accurate study is required. Detail knowledge will help correct policy formulation which in political sense is supplied by administrators, covering rising problems. There are four ways by which administration could collect relevant data needed to formulate policy 1, From internal records 2, From non- official institutions 3, By utilizing services of special investigation of organizations or committee enquiry and 4, from research. (Shaikh) Policy making process: Policy is made and is modified at all levels of administration. Initiative for policy may come from administrators of day to day operations requiring problem solving thus proposing new set of policies. Policy can be initiated from two levels one from administrative officials and other by elected representatives in ministry or legislature. In parliamentary form of government two levels are converge into one. On the other hand, in presidential form of government like America the channels of policy making remains divergent and ultimate authority of implementation lies with President. The policy which is being placed down by the legislature discovers expression by means of resolution passed by laws formed by it. Thus the policy either it is made by executive or legislature must be grounded on reliable information. As public administrator deals with the management and organization of public programs, so their duty is to interact and cooperate with the citizens of that particular region. Their task is to provide services to people, which can become easy by proper networking with residents of society. Public administration cannot be improved in a small number of years. It is a longterm developmental process, which probably can be implemented only by several successive governments in a difficult, highly competitive and rapidly changing external environment. In

Policy making process in public administration 4 order for public administration process to be successful, it is essential that a great number of intended groups (particularly key people at the management and decision making levels) support and obligate to the requirement for changes and their implementation. The most important feature in an administration process is the management of reform during their implementation. In policy process modified strategies related to public administration are set by systematizing the preparation, decision, implementation and evaluation stages of the overall policy process. This process involves instituting staff, organizations, systems, and procedures. It includes separating the goal setting and direction by the political leadership from the administrative and technical work of Government permanent officials and to split accountability between oversight of policy preparation on one side and execution of policy on the other. The steps which are associated with policy making process in public administration are as follows: First is to set an agenda, in placing an agenda there can be no particular organizational factor of Government administration responsible for setting the policy agenda, as this option is intrinsically political. However the enduring officials in a contemporary administration have a fraction to participate in translating the Governments Program into a set of policy preparation steps. It inexorably involves selection, redefinition, prioritization, and sequencing of actions. The overall agenda cannot be acceptable to grow slowly and gradually, as it has to fit within implicit limitation. As soon as agenda setting groundwork comes to an end, policy preparation phase begins. In policy preparation phase, unit which is responsible for policy programming has complete authority to prepare or establish a pattern or plan through which complicated articles of policy would be prepared for decision at government meeting. The model would set out arena of the work with appropriate remuneration where essential for synchronization, coordination and

Policy making process in public administration 5 agreement with top ministries who holds complete authority over resources and reserves, principally finance and investments. Unit has to associate with ministers who are providing support and other levels of government, conference with corresponding ministers and contribution, involvement and participation of civil society, citizens, and external stakeholders where it is appropriate. In order to prepare a realistic policy, unit has to examine and revise policy theoretically and strictly with different ideas of implementing it. One has to consider possible impacts and risk associated with reformed policy with allowance for open discussion. The unit would require depositing forward guidelines, procedures and suggestions of best practice; to set some firm rules; to explain and apply norms and standards; and in general control the policy process in order to achieve the preferred characteristics. After completion of policy phase, government conferences and meetings takes place in which there is complete focus on scheming and controlling the development of the agenda, the flow of manuscript, the principles, standards and quality of the documents prepared for the conference, the preceding discussions necessary to arbitrage problems or preparation of effective discussions, the recording of apparent assessment taken at the meeting, and the transmission of decisions to the rest of Government. It is Secretary General who arranges and is responsible for management and supervision of governmental meeting and in order to avoid mistakes it is essential for Secretary General to setup a particular arrangement which includes a commission of permanent authorized representatives from ministries who would meet before the government meeting to refine its agenda. After transmission of decisions, in ultimate case, government meetings would progressively deviate from a passion on agreeing plan legislation to make collective decisions on important topics that comes under government powers, some of which is carried under existing or proposed out laws. Next step includes policy execution which calls for a unique fashion of oversight, misunderstanding and communication of citizens with ministries at the central government.

Policy making process in public administration 6 Unit of policy programming will be satisfied and convinced till the date ministries will follow and obey the process properly but if compared with implementation part then unit would be looking for particular outputs to be delivered by specific dates. This precise approach makes the execution of policy more accountable, and allows management by exception. Without such a process there will normally be continuous possibility for argument and excuses during implementation. Such a plan which is prepared for each item of policy under execution it is easy to see the occurrence or incidence of exceptions that demands high level of involvement. Finally, after execution, it looks forward to outcomes of policy i.e. evaluation of policy. The overall impact of policy should be subjected to ex-post evaluation which involves standard procedures and schemes. The responsibility to accomplish this task is given to unit of policy programming as they are the primary users of information which is involved in policy preparation (PROFIROIU). As already explained that public administration requires several years to restructure and involves a competitive environment so, it is necessary to follow some principles which will administrate the whole modification process. First is to distribute information and knowledge about reforms, educate people regarding modification and develop their interests in order to make modification happen. Reforms, which one wants to be introduced, should be founded on solid professional analysis of present state. One should adapt an inclusive and complete approach to the modification and should avoid isolation and partial modification. Strategies of public administration should be prioritized and definition of priority change should be explained. One must assure permanence of the operation of public administration, which must continue to function also in the course of reorganization, decentralization and other changes.

Policy making process in public administration 7 There should be proper managing and coordination of whole modification to ensure consistency of the strategy implementation.

The impact of external influences on policy making: Policy making doesnt isolate itself while formulation but is impacted by various influences. Firstly, administrative policy when developed should show consistency with laws and in case of parliamentary countries should respect legislature; secondly, if work is developed by a team the consensus need to be achieved before implementation of policy. Thirdly, many influential groups may be organized to modify policy that previously was affecting them to suit their interests. Administrative may have obligation to listen to these influential groups representations and advices. Agencies participating in formulating policy: In a country generally two agencies work for formulating policies. These two agencies are constitutional agencies and extra-constitutional agencies. 1, constitutional agencies: Under which falls the following: Legislature (federal and provincial) Center and provincial cabinet Provincial divisions of development and planning commission. National council Advisory and consultative bodies Top and middle level civil services. Judiciary that influences policy indirectly through it power in Supreme Court or its reviews or by advising President on important legal issues. 2, extra-constitutional agencies:

Policy making process in public administration 8 These agencies also play part in formulating policies and are as follows: Political parties: The party that wins the elections is powerful enough to declare its own policy and this policy is then adopted by the government. In contrast opposition influences government policies by pointing out modifications that are needed in policy or short comings that are present in policy. Pressure group: these groups include trade unions, farmers association, students unions and chamber of commerce groups. They want to mould policy according to their own interest. Professional associations like medical associations or civil services e.t.c they have their own professional interests and philosophies which they try to enforce upon policy that have been formulated.

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Work cited Shaikh, Mohammad Hasan. Principles of public administration- theory and practice. Jamshoro: Kifayat Academy, 1982. PROFIROIU, Marius. PUBLIC ADMINISTRATION REFORM. 2 11 2011 <http://unpan1.un.org/intradoc/groups/public/documents/nispacee/unpan025570.pdf>.