H.— 19c

68

Each of the gentlemen mentioned submitted a written statement setting out briefly the main points of their criticisms, and they were also given the opportunity to verbally elaborate and illustrate, their points. The time at our disposal did not enable us, nor did we, think that you required, that we should go minutely into the detail of the various branches, and attention was therefore confined to a general study of the system and methods followed. It was considered desirable to make an examination of the, method adopted and the records established in connection with the various actions taken from the time a person is registered as a Reservist under the Military [Service Act until he is sent overseas or is otherwise disposed of. We found, that in giving effect to the provisions of the Military Service Act for the supply of men for the Expeditionary Force the following organizations exist for the handling of the men, apart from their equipment and training :• — Registration (Government Statistician). Director of Recruiting. Groups (21). Military Service Boards. Medical Boards (with Attesting Officers attached). Director of Personal Services. Camp Records. Q.M.G. (4)- Pay Office. Financial Assistance Board. Base Records. Accordingly, visits of inspection were paid to the offices of the Government Statistician, Group 5 (Wellington), Group 6 (Palmerston North), Director of Recruiting, Director of Personal Services, Base Records, Wellington Military Service Boards, and the Trentham Camp. Dealing separately with the two principal branches more particularly criticized, we come to the following conclusions : — Base Records.- --The criticisms, in so far as they relate, to pay and duties, arise principally from the fact that the staff is composed of both military and civil officers, the former being paid according to rank irrespective of duties performed. But it must be borne in mind that anomalies are almost unavoidable when very large organizations have to be suddenly and rapidly created. We noted that these anomalies are gradually being eliminated in some directions. So far as the methods followed in this office are concerned, we consider, for all the various services required of the office, they were expeditious and efficient. As to the carriage of files between Base Records and War Expenses, this must continue so long as these branches are housed in different buildings. Recruiting Office. The criticisms of this branch suggested that overlapping and duplication of work existed in its relations with the offices of the Government Statistician, the Director of Personal Services, the Groups, the Military Service Boards, the Camp, and Base Records ; that the methods and system adopted within the branch itself were inefficient ; and that much of the work done could better be done in the Groups. As a result of our investigations and inquiries it is apparent that considerable duplication and overlapping does exist, particularly as between the Director of Recruiting, Director of Personal Services, and the Groups ; but as to how far this duplication or overlapping is necessary or expedient, having regard to the duties imposed by the statute, is a matter for determination, if reorganization is decided upon. As to the methods and procedure in the Recruiting Office, we think they could be, simplified and thus rendered more expeditious and efficient. As to whether the notices calling up the Reservists selected by ballot could bo issued from the Government Statistician's Office, they could, of course, be so issued, but whether, with existing organizations, such a change at this stage would be desirable is somewhat doubtful. That is a matter for determination in the event of a complete reorganization of the whole system being decided upon. In stating these, oonolusions it is only right to point out that we are referring to organizations brought into existence to enable the country, under the Military Service Act, to fulfil its obligations in regard to the war, and to carry out work of which no one had had any previous experience. Hence, at various stages developments took place and systems were adopted in an honest endeavour to meet necessities of the times which, viewed and examined at this stage in their relation to the whole, appear cumbrous and inefficient. A- matter calling for immediate action is that under the, present procedure there is an absence of the " personal touch " as between the various branches of the Department and*! the individual •concerned. All action is taken about a " paper " man, and we are convinced that more effort in the nature of " personal " inquiry would not only eliminate considerable delay and much resultless effort, but would prevent the mistakes and consequent complaints which are, inseparable from " paper" inquiries. We feel that the present position has largely arisen through the, absence of an organizing head, controlling and co-ordinating the whole of the clerical functions of the various branches concerned under officers trained in modern office organization and management, and seeing that the systems and procedure adopted give the required results efficiently and expeditiously, with* the maximum of economy. We are, also convinced that if all the clerical services of the various branches were organized on a civil basis the results would be more satisfactory, and many of the existing anomalies would disappear. J. D. Geay. Malcolm Fraser. P. Vbrschapfelt.

Authority : Maecus P. Marks, Government Printer, Wellington.—l9lB.