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Scope & Implementation Methodology

e-COLLECTORATE of National Informatics Centre Department of Information Technology Government of India. Scope & Implementation Methodology. e- Collectorate Suite. Collectorate Letter / File Tracking System Collectorate offices / Sections Tehasils / Blocks

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Scope & Implementation Methodology

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  1. e-COLLECTORATE of National Informatics Centre Department of Information Technology Government of India Scope & Implementation Methodology

  2. e-Collectorate Suite • Collectorate Letter / File Tracking System • Collectorate offices / Sections • Tehasils / Blocks • Village panchayats / other field offices • Workflow Automation of various Functionalities of the Collectorate • Citizen Centric Services Delivery Phase-1 Phase-3 Phase-3 Phase-2 Phase-4

  3. Why Letter / File monitoring? Challenges being faced • Locating a letter • Locating a file • Knowing status / action taken on a letter • Knowing status of a file • Searching a Document • Archive & Record Keeping Citizen Perspective • Status of the letter / file • To know who is dealing with the file

  4. How a Letter Moves… DAK / Letters Diary Section (OS) Collector Res. Office DAK / Letters with Markings Section Diary Section Diary Section Diary Dealing Clerks Dealing Clerks Sections (Dy. Coll ) Sections (DWO ) Sections (DPO etc.) Dealing Clerks Self Diary

  5. Requirements in e-Mode

  6. Situations • One Letter may be marked to a wrong section / Clerk • One Clerk is assigned another subject to deal • One clerk is transferred & New Clerk Joins

  7. Process in e-Mode • No manual entry • Type the parameters related to the letter • Scan the letter / documents & Upload • Mark to the section online • Automatic Generation of Diary Number Once this is done our backbone is ready

  8. File Management • Attach the letter to an existing file • Open a new File & Attach the letter to the same

  9. Collector ADM File Movement File File File Movement Dy.Collector Head/Sr./Jr. Clerk

  10. Integration with Specific Modules • Financial Management • Revenue Recovery • Public Grievance • Court cases Monitoring • Explosives License • Circuit House Booking …. Modules are Pluggable

  11. E-Collectorate Personnel Management Arms License Public Grievances File Movement Package Court Case Monitoring Pensions(Old Age/ Widow) …… Application Packages -20

  12. Unique Features • Automation of each & every Diary at various locations – Central Diary / Collector’s Residence Office / any Section level • Completely automated file processing & file movement with electronic workflow • Online status tracking of application by the government officials • SMS based response system for the citizen

  13. Unique Features • Bar coding of each despatch along with metadata of the letter for quick reference & search • Parallel panes enabling officials to see the attachments & write notes simultaneously • Integration of regional language (Odia) wherever required • The complete automated process to make the district a less-paper administration

  14. E-Collectorate Implementation Support Plan NIC Odisha State Team NIC District Team

  15. E-Collectorate Implementation Support Plan District e-Collectorate Team

  16. Deployment Plan • Data Server • Backup Server • Staging Server • Networking of all Sections • Computer Systems at each seat • Establishing a training Lab • Basic Computer Awareness Training • Training on e-Collectorate

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