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Understanding the Collectorate functioning

Implementation of eOffice in Collectorate, North 24 Parganas West Bengal Presented by: Randhir Kumar, IAS on 4/4/2014 in collaboration with National Informatics Centre ….. ……. …… an approach towards egovernance initiatives . Understanding the Collectorate functioning. Background

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Understanding the Collectorate functioning

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  1. Implementation of eOfficeinCollectorate, North 24 ParganasWest BengalPresented by: Randhir Kumar, IASon 4/4/2014in collaboration withNational Informatics Centre ….. ……. …… an approach towards egovernance initiatives

  2. Understanding the Collectorate functioning • Background • Citizen Service delivery in the era of information and communication technology is becoming very demanding. With enactment of Right to Information Act in year, 2005, gone are the day of secrecy unaccountability. RTI Act, 2005 envisages digitization and indexing of the official records within 120 days of the enactment of the Act. 5 years had already passed after the implementation of the Act and the status of data was in very and shabby condition. It was becoming difficult on the part of district administration in protecting the rights of the citizens as far as the information was concerned. • Additionally, the methodology of providing services to the citizen was still based on old Totenham system and on the Practice and Procedure described in Bengal Secretariat Manual and Practice and Procedure Manual 1964. The system of physical files was leading to several complications in the citizen service delivery. • Paper & File processing statistics • As a citizen service provider, there is a huge influx of papers from various sources, approx. 100000 in a year. • On an average 1000 new files get created in a financial year • Each active file runs for approx. 5 years before going to the record room 2

  3. Challenges faced in the Collectorate before advent of eOffice • Lack of transparency & accountability • Manual system vulnerable to corrupt practices • Delay in the decision making process due to multiple levels of physical file movement • No automated system for tracking papers/Files/Cases • Loss of Papers/files • Difficulty in Record Management • Limited information sharing • Inaccessibility of Files during absence of an Officer/Staff • No means to measure citizen service delivery

  4. Genesis of the Project District Administration was seeking an electronic solution to • Digitize legacy files. • Process files electronically • Track & Monitor DAK • Accelerate Decision Making process • Establish a Central repository of common documents • Provide efficient citizen service delivery • Engage, empower and measure human resources • Streamline the Non-Plan expenditure (space, consumables & non-consumables) 4

  5. eOffice suite of NIC, was best suited for the Collectorate • Based on the Central Secretariat Manual of eOffice procedures of DAR&PG • Strategic control of the application and data as per the NeGPguidelines • Role Based Access Mechanism • Electronic File Processing System • Central Repository of Documents with Managed Access • Single Employee Directory • Management Information System

  6. eOffice at a glance . . . platform for efficient, effective and transparent inter and intra departmental transactions and processes. Unified File Management System (eFile) Knowledge Management System (KMS) Collaboration and Messaging Services (CAMS) * Personnel Information and Management System (PIMS) * Leave Automation System (eLeave) * Tour Automation System (eTour) *Under Implementation

  7. eFile Features • Prominent features • Dashboard view with alerts for different categories of Files and Receipts lying with self and subordinates. • Email Diarisation • Generation of Acknowledgement for received letters • Follow up – Setting reminders on files and receipts • Powerful Global Search on metadata and content • Added security with Digital Signatures • Email and SMS alerts on important files • Instant Messaging for notifications

  8. eFile Process

  9. eFile Process Scan directly to eOffice application Enter Meta Data System Creates sequential Diary Number for each receipt Send e Receipt to Section, in case of CRU as first receiver First receiver Scans Store in Hard Drive Create a new efile Attach to current efile Browse & upload Enter Meta Data System Creates a efile Number e-file moves through the Channel of Submission on the system Digital Sign and send efile to next user Open efile and start Noting, create draft/edit draft/approve draft/issue draft, referencing to drafts & correspondence sections within e-file

  10. eFile Dashboard

  11. Knowledge Management System…………… centralized knowledge bank for information sharing, retrieving and archiving

  12. Implementation Approach • Composition of a Project Management team • Carrying out Administrative Reforms and Innovations • Establishing ICT infrastructure

  13. Administrative Reforms & Innovations • Government Process Re-engineering • Revising the extant systems and reengineering the existing processes to increase efficiency and cut down delays and superfluous steps • Extensive interaction and communication to buy-in support from stakeholders • Conducting workshops and brainstorming session with the staff • Regular interaction to develop a sense of ownership among the employees • Setting up a Central Digitization and Migration Centre • Scanning of all active physical files and old records • File Migration • Setting up a Training & Handholding Centre for eOffice • Establishing a Knowledge Repository of documents • All documents organized in a structured directory • Role based access given to employees for information sharing and retrieval • Publishing Notices & Circulars through portal • Specially designed capacity building programme for all the eOffice users • The training was designed with elective modules to cater to employees with varied skill sets. 13

  14. Establishing ICT Infrastructure for eOffice Implementation The success and efficiency of an e-Governance project depends critically on the quality and extent of the network and its availability in an organization. Setting up of Network-Cum-Data Centre [NDC-N24P] in the Collectorate • 4 High End servers • SAN Storage • Backup through LTO • Remote backup (NDC and WBNIC-DC) • Disaster Recovery Network Campus wide LAN • Integrated Network Backbone – North 24 Parganas (INB-N24P), 1000 nodes in 20 buildings spread in an area of 2.1 sq. km WAN [NICNET & Internet Gateway] • Primary [BSNL 34 Mbps MLLN] • Secondary Failover [Railtel 34 Mbps MLLN] Hardware • 206 Thin clients and Desktops for users • 4 High level Scanners • 25 Middle level Scanners • 20 Small Scanners 14

  15. Implementation Plan 15

  16. Benefits of Innovation • Cost Savings • Resource Savings

  17. Benefits of Innovation • Cost Savings • Resource Savings

  18. Benefits of Innovation • Increased Efficiency • Faster file processing • Central Document Repository • Enhanced Monitoring and Evaluation • Systematic Management through Institutions • Robust ICT Backbone • Improved office environment

  19. Objectives fulfilled • Every document which enters the departments gets accounted for • eOffice has infused transparency in all transactions • Delay caused by the physical carrying of files from one desk to another got eliminated • Paper processing time has gone down by 2-3 days per file • Decision making is not getting delayed due to the absence of any officer • Sections have become cleaner and free from bulky physical files • Management Information System for monitoring • Efficient citizen service delivery by sections such as MGNREGA, SSM, etc. • Responding to RTI queries became very easy as information retrieval became faster • Data Security: Zero loss of papers and files post the implementation of project • Dynamic Inventory of all documents and Files in the electronic system • Officers are no longer carrying files back home to complete pending work • Flexi work timings as now files are available in electronic space 24*7 19

  20. Sustainability of the Project • Technology and Security measures • Based on Open Source Technology • No license fee involved • System is enabled over https • User Authentication through Lightweight Directory Access Protocol (LDAP) • Digital Signatures used for Authentication and Signing • Built in encryption mechanism to ensure data security • Training and Support Model • Fully ICT equipped Training Centre • Dedicated eOffice Helpdesk at 233 (033-25846233) • Regular capability building programmes by experienced resources • Dedicated support from NIC 20

  21. Project Cost 21

  22. Replication of Best Practices Innovative project management process Quick Deployment to any other organization with minimum data customization Simplified processes and generic SOPs easy for adoption by other agencies Innovative use of technology to bring reforms in Administration and Bureaucracy Customized and elective Employee Capacity Building Program One of its kind of projects which acts as a epicenter for internal organizational reforms Model successfully adopted by Collectorate, South 24 Parganas and District Sindhudurg, Jalna, Nandurbar, Maharashtra 22

  23. Dashboard : Monitoring Pendency

  24. Receipt Diarisation:Scanning, uploading & metadata entry of Inward Letter

  25. Receipt Forwarding

  26. Receipt Sent items: Tracking Sent receipts

  27. File Creation: Creation of new eFiles

  28. Receipt Attachment :Attachment of Inward letters now termed as Receipts to the relevant files

  29. File Work Area :Noting, Correspondence, Draft, References, Linked files, Movements, Details, Digital Signatures, Sending, Closing etc.

  30. File Forwarding

  31. File Sent items :List of forwarded files for easy tracking

  32. File Movement History

  33. Search :Quick and Easy retrieval of Receipts, Files and Dispatched letters

  34. Search :Quick & Easy retrieval of Receipts, Files & Dispatched letters

  35. MIS Reports

  36. Central Repository :Organized storage of documents in KMS

  37. Knowledge Repository :List of recently shared documents

  38. Outcome & Impact after implementation of eOffice

  39. The electronic file enables a comprehensive e-governance approach and this means the benefits envisaged are: • Simplification & acceleration of processes, • Uniform documentation of files and thus a better traceability, modernization of archiving, • More flexible and efficient internal organization, • Simplification of internal reorganizations, • Comprehensive e-government approach, • Simplified co-operation and exchange between department/sections due to uniform standards, • Knowledge base for one-stop government in the future

  40. Before eOffice vs After eOffice VS Forms ADMINISTRATION SECTION CENTRAL REPOSITORY SECURITY WORKFLOW SEARCH Rules LESS EFFICIENT MULTIPLE COPIES MORE TIME STORAGE SPACE INCREASED COSTS MANUAL SEARCH ONLINE ACCESS QUICK SEARCH DISASTER RECOVERY SMS/EMAIL ALERTS CENTRAL REPOSITORY WORKFLOW ARCHIVAL DISTRIBUTION SECURITY VERSION CONTROL

  41. Lessons Learnt from the achievement

  42. Thank You

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