FOLLOW THE FILE / How to Wrap Roasted Yam
By: Salisu Suleiman
Many Nigerian professionals, experts and businesses, both at home and in the Diaspora send hundreds, even thousands of proposals to government ministries and public sector agencies every year. These proposals cover a wide range of products and services which they might have seen elsewhere and thought of introducing back home. Somehow, most of these usually well intentioned and well packaged proposals simply disappear in the labyrinth of government. What happens to them?
A brief excursion into the mindset of the Nigerian civil servant and the workings of public sector organizations would explain why the proposals are hardly replied to, or even acknowledged. It may also explain why those beautifully packaged, articulate and detailed proposals never left somebody's desk, or how it ended up as wrapping for someone's groundnut or suya. If you follow the journey of a file through the treacherous jungle of the civil service, you'd know why the sector is so resistant to change and new ideas.
As head of the Ministry, most correspondence from outside are addressed to the ‘Honourable Minister'. (Don't mind the misnomer). The Minister is usually too busy to read proposals, so it gets sent to an assistant. The proposal, without being seen by the minister to whom it is addressed, has taken its first step towards the basket of the groundnut seller. If it is lucky, it may get sent to the Permanent Secretary who will in turn, direct it to the relevant department or director for ‘further necessary action'. Whatever that means.
Many files and proposals get passed on to ever more junior staff until it gets to the last person on the line. By this time, several pages have been added to it without any work on its actual content being done. The officer with whom the proposal ends up is angry because the file got to him only because there is no money involved. And he is right. If there were the prospect or slightest scent of gratification or money coming from somewhere, those at the top would have done the job themselves or hijacked the proposal.
So the officer keeps the file aside. By this time, the proposal would have been several weeks, even months old. It has not been acknowledged, and its authors have no idea what is happening to what they assumed any sane person would jump at. Sometimes, it gets ‘put away'. Sometimes, it gets ‘kept in view'. At other times, it is acted on ‘accordingly'. But in reality, nobody has taken time to actually read and understand what the proposal is about. If the authors persist, and delegate somebody to ‘follow the file', they may get to meet the officer ‘to discuss some aspects of the proposal'. Eventually, they may write a watery recommendation which is ‘humbly submitted' for yet ‘further directives'.
At this point, the file begins its convoluted journey back the way it started, only this time, in reverse! It is now twice the size of the original proposal sent. By the time action is taken, if at all, the owners of the proposal or the officer delegated to track it would have given up. Or simply died out of sheer frustration. If your company is lucky, it may get a reply to your wonderful proposal - several months after the project, consultancy or even plain idea would have been of any use to anybody.
But the above is a good scenario. In many cases, you never get even an acknowledgement. Not even to tell you that your proposal is not needed. Nothing. There is no number to call, no website to visit, nobody to report to. So ‘smart' people, to ensure that their proposals do not get filed away, get a ‘connection' or introduction to the Minister or Permanent Secretary. In this case, the proposal may actually be read by these top functionaries of government. But herein lies the danger of this scenario. If there is money to be made from the proposal, a sheep has just walked straight into the lion's den.
The minister or permanent secretary would congratulate you for developing such a wonderful proposal and how Nigeria needs bright young men and women like you. You leave the office elated, perhaps even thinking of the project you're soon to be engaged in, and the money you'd soon be making. Sorry for you.
As soon as you leave, they call their special assistants (in one case, a female minister's brother) who will transfer your entire proposal – wood, stock and barrel to another company letterhead and submit same to the same minister or permanent secretary. So while you go about planning, and even incurring liabilities on the proposed project, your ideas would have been processed, bastardized, shabbily implemented (if at all), and 10 times the amount you asked for paid to these fictitious companies. By this time, the minister or permanent secretary (if he is still in the same ministry), would have become totally inaccessible. So much for connections.
You one day open a newspaper or tune in to news to see or watch your proposal being ‘commissioned'. This ‘direct stealing' of ideas and proposals is not restricted to the only top level management. Virtually every civil servant has a company or has access to one that can be used to ‘lift' peoples' professional ideas and other consultancy proposals. Even sealed bids have known to be expertly opened, competitors' ideas stolen and bettered, so that they usually come up with the most cost effective and most comprehensive submissions. If you think that is far-fetched, you do not know the system.
So, if you have been wondering why those thoughtful, articulate and well-written proposals from experts and professionals to public (and even private) sector organizations never get anywhere, you have to ‘follow the file'. Then you will see that the proposal was either both hijacked and poorly implemented, or somebody somewhere simply couldn't be bothered. Or worse still, somebody thought it would make good wrapping for roasted yam.
Suleiman is a student of the Ahmadu Bello University, Zaria
Re: Follow The File
Akuluouno posted on 06-17-2009, 04:24:34 AM
You actually hit the point in the head. I think this is what Max Weber never wanted bureaucracy to be and which sadly it has become in Nigeria. I hope the new Head of Service will do well and cause a review of the way and manner files are handles and give a deadline within which memos must be treated.
Most importantly there is the need for the Honourable Minister to maintain his honour by at least acknowledging all letters written to his ministry.
Finally, Nigeria needs to latch unto the ICT train. Maintain living government websites and portals. All the current sites are dead. I once had to thank EMS for responding promptly to an e mail I sent to them.
Oncemore thanks for you cogent email.
Re: Follow The File
Dapxin posted on 06-17-2009, 05:23:02 AM
madam is reBranding that. Yu hear ?
Re: Follow The File
DeepThought posted on 06-17-2009, 09:29:57 AM
Thanks Sule, for the article.
I actually worked in a government Ministry a long long time ago.
I smiled as I recalled the various unproductive acronomys we used in those day(KIV); Keep in View and the dreaded PA (Put Away)
Naively and foolishly, I once wrote a proposal and submitted to the lagos state MWT around 87. At that time, they were calling for proposals from the public. I called it the Transient Lane Scheme.
I guess I know what what happened to it.
Oh well, I guess aspects of it is being implemented by Fashola
The more things change, the more they remain the same. Unfortunately, in 2009, we still dey write proposals...
Re: Follow The File
Ochi Dabari posted on 06-17-2009, 23:53:46 PM
Like you, it brought back memories. I was a clerk as an 18-year old. The writer must have worked before in the ministry, too as he seems to understand the system so well. Us clerks would barely flip through the opening pages and identify which higher officer would deal with the issue, and send it along FYI&NA (for your information and necessary action). It always surprised me that in less than an hour, the bell would surmon you to come and remove the files, as Oga has finished dealing with them. On some of them, you would read "Noted", or "Seen", or PA or KIV. I would wonder what would happen next, but that's what Sule explained above - Nothing may happen again or someone would arrive to follow the file. And clerks had their way of dealing with people who came in to follow files! We were only just more notorious than one another and played all kinds of games with clients, which is not supposed to be. I am reminded about one notorious clerk at our head office, called Amase. Even the Governor dreaded Amase, as he could do quite a number of things to files. If you are lucky, the clerks would "search" and search for your file and never find it (and you could not question their filing abilities!). They would throw their hands in the air and talk about hunger (you know what to do now!), or they simply leave you and go for burukutu, ogogoro and palmwine. It was useless querying the clerks; their personal files were always "missing" and we all know that you cannot discipline (serious discipline) anyone using a temporary file! Nigeria has come a long way and has not changed. Whoever invented bureaucracy didn't think of Nigerians. Like our democracy, it is a "bureaucrazy". Out here, your junior could report you for bullying and you could end up in jail; in Nigeria, if you dare report your senior, your job is finished - the bosses will team up and deal with you.
The lawlessness and lack of respect for intellectual property extends to every facet of the Nigerian life. DT and Sule talked about proposals; try sending your book manuscript to a publisher in Nigeria and see what happens to it, if you do not have very strong connections and "follow". I did, again, as an 18-year old. I wrote to the publisher, an international company based in Ibadan, with offices all over Nigeria. They identified the relevant reviewer for me, to send the manuscript to, which I did. The manuscript came back after a few months, rejected. A year later, I was browsing a bookshop at Otukpo and saw this new booklet from the reviewer, b/c the title struck me as familiar. I took it up and scanned through. Low and behold, I could identify at least 4 of my chapters, well edited and re-presented. My eyes welled with tears, and till today, I have not known how to deal with this case. No one was going to believe me, and even though I still have that manuscript with me (very brown with age), I still have not found how to deal with the situation. This reviewer (and "renowned" author) goes around today, being toasted as a good writer. When I hear his name or see his face on TV, I squirm and wonder how many manuscripts he stole from young Nigerians to get to where he is today. I won't name names, sorry. I have two other manuscripts, written a long time ago. I got really wary of sending them out; now I know how to publish them myself, with all the information around the place, but just can't find time to prepare them, as they were all handwritten.
Nigeria will go around in circles for some time to come. Until we can have a few Fasholas (I can't call this name many times enough).
Re: Follow The File
Shinycoin posted on 06-18-2009, 02:14:29 AM
little wonder nothing gets done the right way in our dear fadaland.
why can't we have a bureaucracy that works?
why must everyone look out mostly for themselves and have no love for his fellow man?
Nigeria does have along way to go, i swear.
Nice write up, Suleiman, very true and very concise.