An umbrella of e-Governance Applications for better administration From NIC Assam

1. An umbrella of e-Governance Applications for better administration From NIC Assam

2. Functionality • Magistracy Branch’s Cases Management • Magistracy Branch’s Affidavit Management • Magistracy Branch’s Firearms Licensing System • Public Services Facilitation Counter System • Bakijai (Loan Recovery) System • Circle Office to DC Office Monthly Reporting System • Public Distribution System(PDS) • Payroll System • Public Grievances Redressal system • DRDA schemes monitoring system • Personnel Information System(PIS) • File Monitoring System • DAK(Mail) Management System

3. Introduction PRAGATI consists of the following applications: • ANUSHRAWAN – Circle Office to DC office Reporting Application . • AAGNEYASTRA – Fire Arms Licensing Management Application. • BETON – Payroll Application . • DAK – Mail Management Application. • GRAMONNAYAN (RuralSoft) – DRDA Schemes Monitoring Application. • GRIHALAKSHMI – Public Distribution System Application . • JANASEWA – Public Services Facilitation Counter Application . • MANAV-SAMPAD – Personnel Information System Application. • MIMANGSA (PGRAMS) – Public Grievances Redressal Application . • NATHI-AWASTHITI – File Status Monitoring system • PARISHODH - Bakijai (Loan Recovery) Application. • SHAPATH - Affidavit Management Application . • VIDHAN – Magistracy Cases Management Application .

4. Introduction TECHNOLOGY : PRAGATI uses a host of state-of-the-art technologies to deliver the best to its clients. Let us have a look onto this:- PRAGATI includes projects which are • Purely web-based or on-line, • Client-Server based that runs on LAN, and • Hybrid of Client-Server model & web-based model.

5. Introduction TECHNOLOGY : Accordingly, it employs different technologies such as • Development/Coding: ASP, XML, HTML, Javascript, Visual Basic • Database: SQL Server, Access • Platform: MS-Windows

6. Introduction Software & Hardwarerequirements : • SERVER: • Hardware : A reliable P4, Xeon or later based server with minimum 512 MB or RAM & fault tolerant storage like RAID. • Nerwork : LAN & hi-bandwidth Internet connectivity. • O/S : Windows 2000 or later • Applications : IIS, SQL Server, MS-Office • CLIENT: • Hardware : A reliable P3 or later with minimum 128 MB or RAM • Nerwork : LAN (& Internet connectivity for clients located outside DC’s Office) • O/S : Windows 98 or later • Applications : IIS, SQL Server, MS-Office

7. Introduction PRAGATI : some Features : • Developed after thorough study of real data & real scenario. • Provides solutions for all the major branches in District Administrator’s Office. • Where relevant, it offers query facility for public over web. • All applications share same look & feel. • SRS (Software Requirement Specification) as per ISO standards available. • Integrated as one product. • Available on Auto-Run Installer CDs.

8. Glimpses of Applications under Pragati

9. - A Computerised ArmsLicensingSystem Objective The objective of this application is to provide features for entry/edit of details of Fire Arms Licences issued to various agencies, and automatic generation of various reports/queries relating to Fire Arms for efficient decision making by the administration. Features • The Entry / Edit module provides entry/edit of the following items : • Licensee details such as name, Father’s name , address, Police station etc. • Fire arms detail such as make , number, bore size , minimum ammunition etc. • Status of a licensee such as “sent for police verification”, “License Issued” etc . • Suspension detail of a licensee • Renewal of license

10. 2. The Reporting Module generates - • Reports of licenses issued police station-wise. • List of Licenses lapsed P.S.-wise. 3. The flexible query facility helps the administration to know the exact status of a license.

11. Benefits Government : The Computerised fire arms licensing system will improve the performance of the fire arms licensing system . Since case records will be processed and monitored through the computerized system , monitoring the status of the fire arms licences will be very easier . With large number of licences piled up every month it is not very easy for a manual system to monitor and detect licences which are due for renewal. Also it will help in quick decision making for cancellation of licences. Also through this government will be able to know the correct account of revenue earned through the Fire Arms Licences. Public: All this will result in a fast & effiecient service to the firearms owners. Secondly, this system would contribute to a better law-&-order situation.

12. – A Computerised Circle Office to DC Office Monthly Reporting System. Objective The Objective of the Anushrawan system is to facilitate speedy and efficient submission of following Monthly Reports (mostly land records and revenue related) from the Circle Office to the Deputy Commissioner’s Office : Statement showing progress of disposal of mutation cases for a particular month. Statement on progress report for updating of land records for particular months. Report on “RAJAH ADALAT” for a particular month. Monthly progress report of ceiling surplus for particular months. Statement of N.R. cases for a particular month of the year. Statement of conversion cases for a particular month. Statement of eviction cases for a particular month. Monthly progress report of reclassification and reassessment of land for a particular.

13. Features • Input Modules : • There are Three Major Input Modules : • Registration of a Circle Office • Specification of Month/Year for the Reports • Offline Report Entry facility for all eight reports • Output Modules: • There are three output modules : • Preview and Print facility of the reports entered. • Online Submission of Report from the Circle Office to DC Office. • Online viewing (individual and cumulative) of reports already submitted.

14. Benefits • This is the most suitable solution for an office where the Internet connectivity is either not available for a long duration or it is too much expensive. • It facilitates online monitoring and timely submission of Reports from the Circle Office to the DC office.

15. - A Computerised Payroll System Objective The objective of this application software is to provide features for error-free entry/edit, and automatic generation of all the information/reports relating to Payroll System of an Establishment/Organization of government. Features The application deals with the following domains : Employees database. Employees pay details. Income Tax preparation .

16. The application can generate the following reports : • Pay Bill generation of the current month. • Annual Pay statement. • Annual Consolidated report. • Pay statement of previous month . • Income Tax Report. • Last Pay Certificate(LPC). • Challan generation for GPF, P.Tax, GIS,HBA, Festival Adv., House rent etc.

17. Benefits We all know what a payroll systen is for. It is perhaps the most commonly used application in any organisation. The software includes all possible needs for pay generation. It is designed to eliminate the flaws of manual payroll system and present a fast, easy, reliable and secure payroll system all DC’s Offices.

18. - A Computerised Dak (mail) Management System Objective The DMS has been developed to record each DAK at the RS level and various actions taken by respective branch to which it was initially forwarded. The Deputy Commisioner’s Office receives lot of daks daily and at present there is no computerized system to record and monitor various daks. In the present manual system, Revenue Sirastardar(RS) maintains a register of daily daks received and information on to which branch the dak has been forwarded. But there is no information on the follow up actions taken by various branch.

19. Features • Dak has been designed as a web based system with separate user id for every officer. • Uses three types of users - ‘RS’, ‘DC’ and ‘Officers’, with diferrent priviledges. • Streamlines the Dak-management process. • Easy & detailed Dak searching facility. Reports generated by the system are • Nature wise like Assembly question, Parliament question, court case etc. • Priority wise like urgent, immediate, fixed date. • Dak marked MONITORED by DC.

20. Benefits The Deputy Commisioner’s Office receives lot of daks daily and at present there is no computerized system to record and monitor various daks. In the present manual system, Revenue Sirastardar(RS) maintains a register of daily daks received and information on to which branch the dak has been forwarded. But there is no information on the follow up actions taken by various branch. Hence it is quite difficult to monitor by the Deputy Commissioner as well as other officers whether any actions has been taken on the forwarded daks by the respective branch/officers. Dak has been developed to record each dak at the RS level and various actions taken by respective branch to which it was initially forwarded. This will surely eliminate the bottlenecks in manual system and enable transparent & efficient dak handling.

21. - A Computerised Public Distribution System Objective The objective of computerised PDS software (‘GRIHALAKSHMI’) is to facilitate efficient maintenance of information on various public distribution essential commodities like food grains, petroleum products, sugar and other notified items issued to the public through various agencies and automatics generation of various reports for perfect decision making. Features The software have the following entry modules: • Card Entry • Fair Price Shops • Oil Depot • Gaon Panchayat Samabay Samiti (GPSS) • Gaon Panchayats under GPSS • Vigilance Committee.

22. The Software facilitates automatic generation of following reports : • Card Details • Fair Price Shops Details • Oil Depot Details • Details of GPSS • Details of Vigilance Committee • Allotment of Fair Price Shops. Benefits The Food and Civil Supply department can now easily & efficiently handle perfect distribution of items. Also public and fair price shops can know the allocated quantity for them. Through the use of this software we can expect to check the malpractices in supply of essential commodities to the public.

23. - A Computerised Public Facilitation Counter System Objective The objective of the Application Software System is to provide features for recording petitions receipt for various services and providing efficient , responsive, timely , and quality services to the citizens on the following requirements - • Permanent Residence Certificate (P.R.C.) • Jamabandi Copy(RoR) • NOC for Birth Certificate • NOC for Death Certificate • Land Sale Permission • Legal Heir Certificate • Bakijai Clearance Certificate • Non Creamy Layer Certificate • PRC-Circular Copy etc.

24. Features • Entry/Edit of a Petition details.. • Updating the status of a Petition. • Generating the required Certificate in Duplicate for issuing to the Citizens by the concerned authority. • Generate receipt for the Petitioner.

25. Benefits Public: With the computerization of Public Facilitation Counter, it becomes very easy for the Public to get Certificates. They do not have to run after the office staff of the D.C.’s office. After applying for a certificate the applicant get a receipt where it is mentioned that the applicant can collect the certificate within 4 days from the date of application from the issue counter of the PFC. This 4 days time is required for doing the necessary administrative formalities. Moreover, unemployed youths can be engaged in the ‘JANA-SEWA’ counter for managing the counter and some percentage of the amount earned through this counter can be paid to them as remuneration and solving unemployment problem to some extent with Public-Private-Partnership philosophy.

26. Concerned Branch/Section: They will get the benefit of minimum paper work, because the receipt and certificate will be auto-generated from the system. The receipt of petition, issue of receipt and certificate will be recorded in the computerized system and there by helping proper accounting and auditing. Government: i) With the introduction of ‘JANA-SEWA’ system the productivity of the D.C’s office increases. Because the administration has to do less paper work and on the other hand issuing more certificates with very minimum time and effort. ii) Financial benefits:For each application applied for a service, the applicant has to fix a stamp of Rs.1.25 and in case of Jamabandi for each page a stamp of Rs. 1.25. With the increase of application the Revenue earning is also increasing. In addition an applicant has to pay a sum of Rs.20/- for Jamabandi copy and Rs.10/- for other service/certificate. This amount is charged as processing charge for the recurring expenditure of the ‘JANA-SEWA’ counter.

27. – A Computerised Personnel Information System Objective The objective of this application software is to provide features for department-wise up-to-date maintenance, querying and reporting system on ‘Human Resource’ of government under the district administration. Features The Entry and Edit modules facilitate to maintain information on the following areas of government employees : Present Official Data Social Bio-Data Home Address Joining / Promotion Details Transfer Details Training Details

28. The Entry and Edit Modules of the system allows only authorized users to do the entry and modification of the employees’ data. A general employee can access the site and can view their information and can take printout of the report. The GPF Account No. is taken as the employee code of an employee. Using the Search module an user can search by using name, employee code, place of posting and designation as the search criteria. The ‘List of Employees Report’ gives complete list of employees in a District of a department.

29. Benefits • Since the System is a web-based system , so an employee can access the system from any table of the district administration and see his/her details by giving their GPF No as the employee code. • Also, an authorized person of the district administration can also see or modify or generate a report of employees information by sitting on his/her table. • The Personnel Information Management System of Govt. Employees is the principal source of staff information for the Government and is a critical administrative tool for decision making.

30. – A Computerised File Monitoring System Objective The objective of the software system is to facilitate the officials to monitor the Movement of Files in the Deputy Commissioner’s Office and to review the status of each and every File. Features There are Four Major Input Modules : • Registration of Employees • Registration of Files • Administration to create FMS Users for a Department and Change Password etc. • File Diary where the File Movement is Recorded

31. Other Modules (outputs generated from the inputs): • Status View of a particular File of a Department • Listing of Registered Files of a Department • Listing of Registered Employees of a Department Benefits • It helps in the maintenance of a register of files created in an office/department. • It facilitates speedy monitoring of the status of files. • Also it facilitates maintenance of file diary.

32. - A Computerised Bakijai (Loan Recovery) System Objective The objective of this application software is to facilitate efficient registration, quick query , and timely generation of various Bakijai reports. Features The Entry /Edit module facilitates entry/edit of the following information : • Newly registered cases along with details such as amount of demand ,debtor name , bank, branch name etc. • Entry of installment fixed for a case by certificate officer (magistrate). • Entry of execution details such as issue of notice, warrants etc. to a debtor. • Entry of suspension details of a case as required. • Update the case status as required. • Entry of Installments paid by the debtor.

33. The system facilitates generation of reports such as : • Monthly Register of newly taken up cases. • Monthly Bakijai Collection Statement. • List of newly taken up cases in a month - case type wise. • Monthly Bakijai collection - case type wise • Magistrate wise monthly Bakijai collection report. • Notices and warrants. The query facility enables one to know the current status of a registered case. The administration module of the system facilitates the system administrator to mange security and other requirement of the system.

34. Benefits Financial Institutions : They will be benefited in knowing the exact status of their demand on loan repayment and collection thereon. Government : The government will be benefited in the following ways: • Proper monitoring of the status of demand and collection on loan repayment bank-wise , and Certificate Officerwise (Magistrate-wise). • Proper calculation of interest as per B.P.D.R. Act. • Automatic generation of various reports, notices and warrants etc. • Proper monitoring of the revenue earning by the government @6.25% from the loan defaulters.

35. - An Affidavits Management System Objective This web-based package is developed to automatise the process of maintaining the record of affidavits by Magistracy Branch of DC’s office. Features • Fully web-based • Centralised menu cum status display for different level of users. It displays all the services relevant for the current user at a time. • Provision for affidavit record query by respective affidavit holder over web. • Highly customizable: Suites the needs of different districts/users. • Automatic generation of Reports in MS-Word compatible RTF format using a new technology. This eliminates the need for ‘Copy-Paste’ or ‘Save As’, and also the need to set page-breaks.

36. Highly secure: Mechanism to trace the user, event and type of change made in every bit of information. • Minimises human errors by suggesting, detecting and automatising wherever possible. • Powerful search engine & Report tool: Affidavit records could now be searched upon vast variety of criteria, sorted upto 3 levels on 4 criteria and accordingly 2 types of reports: Detailed & Concise, could be generated. • Digital preservation of Affidavit Records: The Affidavit Register could now be preserved digitally and could be easily ported on demand. Target User • Magistracy Branch Staff • Magistrates • Affidavit holder (for query only)

37. Benefits Public: Now public can now see the record of their affidavits over web. This may prove to be trouble-saver in case the person doesn’t have the affidavit in hand but needs to prove existence of his affidavit, or in case of loss of the same. Magistrates & Magistracy Branch Staff : Since SHAPATH has included the register maintenance & report generation parts of affidavit, the Magistrates & Staff will be highly benefited from this application. Now the register maintenance will be easy, error-free and more complete. The Report generation will enable to instantly locate a particular affidavit or produce statistics of affidavits, like the sum of Court Fees collected by government within a period. Government:If the system is implemented in all the districts, the government can avail a compiled report of the Affidavits of present or past years without any paperwork, delay and error.

38. - A Magistracy Case Management System. Objective This web-based package is developed to automate the process of taking-up magistracy cases by the Magistracy Branch of DM’s Office and to facilitate online query of case-status by parties and various reports generation Features • Fully web-based • Centralised Menu cum Status Display for different level of users. It indicates all the services relevant for the current user at a time, like any pending actions etc. • Provision for case status query by respective parties over web. Query for Case Statistics will also be provided to the public over the Net. • Restriction of access of services at user level by login/password • Highly customizable: Suites the needs of different districts/users.

39. Automatic generation of Notices, Warrants and Bonds etc. in MS-Word compatible RTF format using a new technology. This eliminates the need for ‘Copy-Paste’ or ‘Save As’, and also the need to set page-breaks. • Highly secure: Mechanism to trace the user, event and type of change made in every bit of information. • Decision Support: Minimises human errors by suggesting, detecting and automatising wherever possible. • Structured Case Orders: Every details of a case order is structured- which can later be searched upon. • Easy Order Writing : Magistrates can now write orders with a few clicks. Sections, Party names, text…everything will appear automatically. • Powerful search engine & Report tool: case records could be searched upon vast variety of criteria, sorted upto 3 levels on 4 criteria and accordingly 3 types of reports: Detailed, Concise & Summary could be generated. • Digital preservation of case records: The case records (though not the relevant documents) could now be preserved digitally and could be easily ported to upper court or anywhere on demand.

40. Target User • Magistracy Branch Staff • Magistrates • Addl. Dist. Magistrates / Dist. Magistrates • Public (Parties, ie., the complainer & accused) Benefits Public: Now public can avail a much efficient system to handle their cases – where VIDHAN is providing document management & decision support. Now the bond violator could be easily detected, which never happened before. Moreover public can now know the status of their cases through web and also learn about the statistics of cases taken-up in their DM’s Office.

41. Magistrates & Magistracy Branch Staff: Since VIDHAN has included almost every aspects of magistracy case proceeding (including pramulgamation of 144) the Magistrates & Staff will be highly benefited from this application. As said before, its intense document management will provide much relief to the staff, while its intense decision support will help the Magistrates. For instance, now the bond violator could be easily detected, which never happened before. Enhancements to the existing system like displaying complete case details in Order Form VIII, keeping track of section change, making a party members father’s name mendatory, inclusion of Concise Report to instantly locate a particular order etc. will make the hearing process a breeze. Government: If the system is implemented in all the districts, the government can readily avail a comprehensive report of the Magistracy Cases of present or past years without any paperwork, delay and error, which will definitely help it get a better view of the law-&-order scenario and thus to make a good governance – which is the real objective of a e-Governance.

42. - DRDA Schemes Monitoring System Objective This is an web-based system. The application is not installed on user’s system, ratrher an Internet link is created, as the target system (Gramonnayan) is available online to every district. Gramonnayan deals with monitoring of schemes executed by DRDA. Benefits Proper monitoring of the status, instalments etc. of schemes executed by DRDA.

43. - Public Grievances Redressal System Objective This is an web-based system. The application is also installed as an Internet link, as the target system (PGRAMS) is available online to every district. Mimangsa (PGRAMS) deals with the public grievances management in DC’s Office. Benefits The system will help to maintain & generate reports of public grievances lodged by public, thus it would help to redress the public grievances quickly and in a transparent manner.