Rule 195 of The General Financial Rules 2017 Monitoring the Contract
Original Rule Text
Visual Summary
Ministry/Department must be involved throughout the consultancy.
Prefer a dedicated task force for effective oversight.
Ensure consultant’s output aligns with Ministry/Department objectives.
Executive Summary
Rule 195 of The General Financial Rules, 2017, mandates that the Ministry or Department must maintain continuous involvement throughout the duration of a consultancy contract. It strongly recommends adopting a task force approach and consistently monitoring the consultant’s performance. The core objective is to ensure that the deliverables and overall output of the consultancy are always in perfect alignment with the Ministry/Department’s predefined goals and objectives.
In-Depth Analysis of the Rule
Rule 195 is a critical provision within The General Financial Rules, 2017, designed to ensure accountability and effectiveness in government consultancy engagements. It moves beyond a passive oversight model, advocating for active and continuous participation from the contracting Ministry or Department.
Breakdown of the Rule
- Continuous Involvement: The rule explicitly states that the Ministry/Department ‘should be involved throughout’ the consultancy. This implies active engagement from inception to completion, rather than sporadic checks.
- Task Force Approach: A ‘task force approach’ is ‘preferably’ recommended. This suggests forming a dedicated, cross-functional team within the Ministry/Department to work closely with the consultant, providing guidance, feedback, and ensuring smooth collaboration.
- Continuous Monitoring: The performance of the consultant(s) must be ‘continuously monitored’. This goes beyond milestone reviews, implying ongoing assessment of progress, quality, and adherence to timelines.
- Alignment with Objectives: The ultimate goal of this continuous oversight is ‘so that the output of the consultancy is in line with the Ministry/Department’s objectives’. This ensures that the public funds spent on consultancy yield results directly contributing to the government’s strategic goals.
Practical Example
Consider a Ministry hiring a consultant to develop a new national education policy. Under Rule 195, the Ministry would establish a dedicated task force comprising relevant officials and subject matter experts. This task force would meet regularly with the consultants, review interim reports, provide data, and ensure that the policy recommendations being developed consistently align with the government’s broader educational vision and societal needs, preventing any deviation from the core objectives.
Related Provisions
Understanding Rule 195 is enhanced by considering other provisions related to procurement and contract management:
- Rule 192 of The General Financial Rules 2017 Quality and Cost Based Selection QCBS: This rule outlines methods for selecting consultants, emphasizing quality and cost, which directly precedes the monitoring phase covered by Rule 195.
- Rule 225 of The General Financial Rules 2017 General principles for contract: This rule provides overarching principles for entering into all types of contracts, including those for consultancy, setting the foundation for effective contract management and monitoring.
Learning Aids
Mnemonics
- M.O.N.I.T.O.R.: Ministry Oversight Needs Involvement, Taskforce Orientation, Results-focused.
Process Flowchart
Multiple Choice Questions (MCQs)
1. What is the primary recommendation of Rule 195 of the General Financial Rules, 2017 regarding consultancy contracts?
- A) Minimal involvement after contract award
- B) Continuous monitoring and task force approach
- C) Exclusive reliance on consultant’s self-reporting
- D) Focus solely on financial outcomes
Show Answer
Correct Answer: B) Continuous monitoring and task force approach
2. According to Rule 195 of the General Financial Rules, 2017, what approach is preferred for Ministry/Department involvement in consultancy?
- A) Ad-hoc reviews
- B) Quarterly meetings
- C) Task force approach
- D) Annual audits
Show Answer
Correct Answer: C) Task force approach
3. The main objective of monitoring consultant performance under Rule 195 of the General Financial Rules, 2017 is to ensure:
- A) Cost reduction
- B) Timely completion only
- C) Output aligns with Ministry/Department objectives
- D) Compliance with general legal standards
Show Answer
Correct Answer: C) Output aligns with Ministry/Department objectives
4. Rule 195 of the General Financial Rules, 2017 states that the Ministry/Department should be involved in consultancy:
- A) Only at the beginning
- B) Only at the end
- C) Throughout the conduct
- D) Only during payment stages
Show Answer
Correct Answer: C) Throughout the conduct
5. Which of the following is NOT a key aspect of Rule 195 of the General Financial Rules, 2017 for managing consultancy contracts?
- A) Continuous monitoring
- B) Task force approach
- C) Ensuring output aligns with objectives
- D) Delegating all oversight to the consultant
Show Answer
Correct Answer: D) Delegating all oversight to the consultant
Frequently Asked Questions
Why is continuous monitoring important for consultancy contracts under Rule 195 of the General Financial Rules, 2017?
Continuous monitoring ensures that the consultant’s work remains aligned with the Ministry/Department’s objectives throughout the project lifecycle, allowing for timely adjustments and preventing deviations that could lead to ineffective outcomes or wasted resources.
What does a “task force approach” entail in the context of Rule 195 of the General Financial Rules, 2017?
A task force approach involves forming a dedicated team within the Ministry/Department to actively engage with the consultant. This team provides continuous oversight, facilitates communication, offers necessary inputs, and ensures that the consultancy progresses in line with the Ministry’s expectations and goals.
Who is responsible for monitoring consultancy contracts as per Rule 195 of the General Financial Rules, 2017?
The Ministry/Department that has engaged the consultant is responsible for continuously monitoring the contract. This responsibility includes active involvement and, preferably, the use of a task force approach to ensure the consultancy’s output meets its objectives.
Key Takeaways
- Rule 195 mandates continuous Ministry/Department involvement in consultancy contracts.
- A task force approach is preferred for effective and collaborative monitoring.
- The primary goal is to ensure that the consultancy’s output consistently aligns with the Ministry/Department’s objectives.
- Proactive oversight is crucial for maximizing value from public funds spent on consultancy and preventing misalignment.
Conclusion
Rule 195 of The General Financial Rules, 2017, serves as a cornerstone for effective governance in consultancy engagements. By emphasizing continuous involvement, a task force approach, and rigorous monitoring, it ensures that public resources are utilized efficiently and that the outcomes of consultancy services directly contribute to the government’s strategic objectives. Adherence to this rule is vital for accountability and achieving desired results in public service.