CHAPTER I INTRODUCTION

(1) Organizational Structure: As a structure, organization is a network of horizontal and vertical relationships among the members of a group designed to accomplish common goals. It refers to the differentiation and integration of activities and authority, roles and relationship in the organization. A good organization structure is one which meets the demands of various contextual variables namely environment technology, people and size. Basic Principles of a Sound Organization: 1. An organization as a whole and every part of it must be geared to the basic objectives of the enterprise. 2. The activities of every member of the organization should be confined, as far as possible, to the performance of a single function. 3. There should be a clear chain of command extending from top to the bottom of the organization. 4. The duties, authority and responsibilities of every position should be clearly defined in order to avoid duplication of work and overlapping of functions. 5. Only exceptional matters, which are beyond the authority of lower level persons, should be referred to higher levels. 6. There should be coordination and channels of communication should be open and clear. An organization may be a Formal Organization or Informal Organization. Formal Organization refers to the organization structure deliberately created by management for achieving the objectives of an enterprise. It is a network of official authority, responsibility, relationships and communication flow. Informal organization refers to the organization structure emerging spontaneously due to social and psychological forces operating at the workplace. It is unofficial and social patter of human interactions. Three types of Organizational Structure can be classified by nature of authority: 1. Line Organization structure.

2. Functional Organization structure. 3. Line and Staff Organization structure. The process of organization consists of the following: 1. Determination and division of work. 2. Grouping activities. 3. Assignment of duties to each employee. 4. Delegation of authority.

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HITORICAL PERSPECTIVE OF REGIONAL INSTITUTE OF MEDICAL SCIENCES(RIMS), IMPHAL Regional Institute of Medical Sciences, Imphal is an autonomous Institute under the Ministry of Health and Family Welfare, Govt. of India and registered under the Manipur Societies Act,1860, it is shared by the Seven North Eastern states including Sikkim. The Institute came into existence on October 22,1968 as a 300 bedded General Hospital. On May 22,1972 it was converted as the first ever Medical College in Manipur. It was established as a joint venture of the North Eastern states headed by the Govt. of Manipur and the central Govt. On Sept 14,1972 the name of the college was changed to Regional Medical College, Imphal. After being taken over by the NEC in the year 1976, it was again renamed as North Eastern Medical College under the management of North Eastern Regional Medical College Society, which was the Ministry of Home, Govt of India. From 1st April,1995 it was again renamed as Regional Institute of Medical Sciences and its management was shifted from the Ministry of Home to the Ministry of DoNER in the year 2001. However, due to various constraints, the Ministry of DoNER decided to handover all institutions under NEC to their parent Ministries. Thus, from the 1st of April 2007, RIMS along with other medical related institutions under the Ministry of DoNER were handed over to the Ministry of Health and Family Welfare. Govt. of India. Features of RIMS:

1. Catering to the needs of the people of Northeast especially Manipur in the field of health. 2. Has been imparting quality medical education and producing qualified doctors and specialists since 1972. 3. Has been providing a great source of employment to the people of Manipur. 4. Has the unique training methodology backed by a team of highly dedicated professionals. 5. Has been taking up various research projects on different spectrums under WHO, STE, Govt of India, ICMR, State Govt etc. for the welfare of the public and patients in general and for the benefit of both the professionals and health administrators. Location: RIMS is situated in the picturesque Lamphelpat area of Imphal, Manipur spreading over 192 acres of land.

CHAPTER - II RESEARCH METHODOLOGY

(3) Objectives of Study: The objective of this study is to find out the role and effectiveness of maintaining a sound organizational structure in the management of an institute which caters its functions to imparting medical education, providing aid in the areas of health of the public. Most of the institutions established by the Govt in Manipur does not have a good organisation system and it is one of the factor for their inefficiency. It may be due to lack of proper managerial knowledge of providing a sound organization structure or due to ignorance on the part of the authority regarding its importance. It is therefore very important to find out, to what extent an organization can be efficient if there exist a good organization structure and how far it is applicable in the real field.

Hypothesis: 1. A properly designed organization facilitates both management and operation of an enterprise. 2. Sound organization helps in optimum use of technical and human resources. 3. Proper organization provides psychological satisfaction to employees. 4. The structure of organization becomes effective only when authority is delegated to the subordinate. 5. Employees are aware of their duties and responsibilities according to their rank and position. Collection of Data: The present project work is based on the following types of data: i) Primary and ii) Secondary i) Primary: This data consists of items collected from about 24 employees in the administrative block of the institute, through questionnaires and personal interactions. ii) Secondary: This data consists of informations provided by the staffs of the institute from its records, annual report publications, news letters, journals etc and also from its website. Sample size or Area covered by the study: Since RIMS is a huge organization consisting of Hospital, Administration and Academic, the study has been concentrated on its administrative section only. Therefore, it is the case study of the RIMS Administrative Block emphasizing its structure of organization and how far it has been effective in achieving its objectives. (4) Limitations of Study: 1. Time constraints: This research work has been conducted within a short period of time 2. Lack of proper records: The institute does not maintain detailed proper records for reference. So the project work has been done

solely on the few records provided in the yearly publications, journals etc. and the informations gathered from the employees.

CHAPTER III ANALYSIS OF DATA AND ITS INTERPRETATION

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CHART - 1 Factors which influence the efficiency of Organisation

Factors of Efficiency Good administration Initiativity & creativity Co-ordination Good human relation Other Factors

No. of respondent 15 0 5 4 0
Chart 1

Percentage 63 0 21 16 0

70
Percentage of Respose

60 50 40 30 20 10 0 Good administration Initiativity & creativity Co-ordination Factors of efficiency Good human relation Other Factors No. of respondent Percentage

Interpretations: 1. The given table and graph shows that the percentage of response favoring good administration stands at 63%, good human relation stands at 16% and response favoring coordination stands at 21%. This analysis proves that, the overall efficiency of the organization at RIMS is due to good administration. 2. Other factors are not relevant as the no. of response received is nil.

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CHART - 2 Factors which influence the effectiveness of Organisation Structure of RIMS

Factors Delegation of authority Departmentation Assignment of duty Others

No. of respondents Percentage 4 17 20 83 No. of respondents

0% 0% 17% Delegation of authority Departmentation Assignment of duty Others 83%

Interpretation: 1. As shown on the pie-chart, the shaded portion shows the no. of response favoring departmentation as a factor which influences

the effectiveness of the organization which is just about 17%. The rest 83% shows that assignment of duty is the most effective factor. 2. Other factors are not so effective as of RIMS since none of the respondents favor these factors i.e. delegation of authority etc.

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CHART - 3 Awareness of employees duties and responsibilities depends on Factors of Awareness Rank & Position Salary Motivation Others No. of respondents 2 22 No. of respondents 0% 0% 8% Rank & Position Salary Motivation Others 92%

Percentage 8 92 -

Interpretation:

1. Factor responsible for awareness of employees responsibilities and duties stands at a staggering 92% for salary and the rest 8% merely occupies rank and position as a factor. 2. This analysis shows that almost all the employees at the administrative section of RIMS are willing to perform their duties deligently if they are paid salary at the right time and regularly. Most of them feel that salary is the most important factor with regard to their efficient performance.

(8) CHART - 4 Factors determining the departmentation of RIMS Factors Specialisation Experience Qualification Other factors No. of respondents 0 21 3 0 Percentage 0 88 13 0

Chart 4
100 90 80 70 60 50 40 30 20 10 0 Specialisation Experience Qualification Other factors Factors No. of respondents Percentage

Percentage

Interpretation: 1. The no. of response favoring experience as a factor for determining departmentation in RIMS is at 88%. 2. Qualification as a factor for departmentation stands at 13% whereas other factors are not relevant. 3. The analysis shows that departmentation in the administrative block of RIMS is based on experience and qualification.

(9) SCOPE OF AUTHORITY Most of the decisions relating to the administration are taken by the Executive Council, decisions and problems which are beyond the control and power of the Executive Council are taken up to the

Board of Governors, who then provide appropriate solutions to the various problems and take decisions for the Executive Council. They occupy the top level of management. The authority is then passed down to the divisional heads who then delegates the responsibilities to their sub-ordinate staffs in the various departments. Purpose of Organization Structure (RIMS, Imphal): The organization structure in RIMS, administrative block, Imphal has been prepared to show formal organizational relationships among the employees. It shows who supervises whom and how the various units are related to each other. It shows the main lines of communication. The downward flow of authority and upward flow of responsibility. RIMS, Imphal, has designed, its organization structure to serve the following purpose: 1. 2. 3. 4. 5. 6. To help administration To facilitate co-ordination. To acquaint all members with their duties and responsibilities. To encourage good human relation. To develop a clear line of communication. To achieve its aims and objectives in the best possible way.

(10) Organization Structure in RIMS The institute is managed at two levels viz. A. Board of Governors and; B. executive Council. A) Board of Governors: 1. Union Minister, Health, Govt. of India 2. Chief Minister of Manipur Chairman 3. Health Ministers of 7 beneficiary states 4. Representative of Planning Commission 5. Secretary (Health), Govt. of India 6. Secretary (DoNER), Govt. of India 7. Secretary, North Eastern Council 8. Addl. Secy. & F.A. Ministry of Health & FW 9. Director General of Health Services, Govt. of India 10. Vice Chancellor, Manipur University 11. President, Medical Council of India 12. Director, RIMS Secretary B) Executive Council: 1. Secretary, Health, Govt. of India 2. Secretary, North Eastern Council Chairman 3. Secretary/ Commissioner (Health) of 7 beneficiary states 4. Director General of Health Services, Govt. of India 5. Addl. Secretary FA of Ministry of Health & F.W Govt.Of India 6. Jt. Secretary (NE), Ministry of Health & FW 7. Jt. Secretary, Ministry of DoNER 8. Representative of faculty staff, RIMS 9. Medical Superintendent, RIMS Hospital 10. Director, RIMS Secretary -Chairman -Vice -Member -Member -Member -Member -Member -Member -Member -Member -Chairman -Vice-Member -Member -Member -Member -Member -Member -Member -Member -Member -Member

(11) Staffing Pattern of the Administrative Section: 1. Director -1 2. Dean (Academic) -1 3. Deputy Director -1 4. Chief Accounts Officer cum Financial Advisor - 1 5. Administrative Officer -1 6. Accounts Officer -1 7. Librarian -1 8. Deputy librarian -1 9. Cataloguer -1 10. A/E(Civil) -1 11. A/E(Electrical) -1 12. Other Staff: a) Grade-III (Regular) -172 b) Grade-III (Contract) -23 c) Grade-IV (Regular) -211 d) Grade-IV (Contract) -70 e) Daily wage earners -15

Process of Organization Structure: The following process is incurred in the organization structure of RIMS, Administrative Section:

The Executive Council which is at the top level management takes charge of preparing the organization structure to be installed in the institution. 1. The activities to be performed in the institute are divided first. 2. The various activities identified are again classified into appropriate division according to the experience, similarities in function and common purpose. 3. The individual employees are given the necessary authority to carry out their duties assigned to them. 4. Authority is given to each employee to carry out the task given to him in such a way that in case of any default in carrying out the task he/she will be accountable for it. 5. For effective administration transfer of employees from department to department is also conducted at regular intervals.