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e-File processing in Government of Odisha OSWAS – Odisha Secretariat Workflow Automation System Sri D P Dash, Additional Secretary, IT Department, Govt. of Odisha and Consultant of TCS. Index. Background Introduction Business Process Reengineering e-File Workflow Institutional Mechanism
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e-File processing in Government of Odisha OSWAS – Odisha Secretariat Workflow Automation System Sri D P Dash, Additional Secretary, IT Department, Govt. of Odisha and Consultant of TCS
Index • Background • Introduction • Business Process Reengineering • e-File Workflow • Institutional Mechanism • Process of Implementation • Benefits • Highlights • Areas of Replication • Way Forward
Background • The predominant work accomplished by Govt. of Odisha Secretariat is workflow intensive • It involves a lot of flow of information in form of files Manual movement of such files from one officer to another was being done for seeking views, opinions, concurrence and approvals • As a result, the day-to-day official work in the department was cumbersome
Introduction To eliminate the physical movement of files and reduce paper work a need-based and conceptualized Online Application outlining the procedures for efficient and effective management of secretarial practice was designed. The project was started on 26th September 2008.
Introduction • Objectives: • Bringing an institutional systemic change • Making public delivery systems efficient and transparent • Readiness for disaster recovery • Paperless office (Green Office) • Services Available: • Core Applications: Covers functionalities related to various core activities e.g. Dak Creation, File Creation/File Approval, Dashboard, MIS, File Tracking, Knowledge Management, Communiqué Monitoring, etc. • Common Applications: Addresses the automation of typical common processes. It covers functionalities related to various common activities e.g. Court Case management, RTI, Notice Board, Leave Management, Online Telephone Directory etc. • Department Applications: Addresses the automation of those processes which are specific to a particular Department e.g. CM Relief Fund, MP/MLA Reference, CM District Visit etc.
Process Reengineering • Before : • The physical file movement of official files & documents incurs a lot of time and requires a continuous monitoring from desk to desk before the final decision is made by the senior officials. • Consequently, many crucial decisions get delayed due to the slow movement of files and/or unavailability or absence of the senior officials in the office for clearing these files. • After : • Digital Workplace Solution that replaces the existing manual handling of files and documents with an efficient electronic system. • Data is stored digitally with audit trails for every transaction being done. • Regular backups and Disaster Recovery systems are in place which ensures that Government files are not damaged in case of any mishap. • Being a web based application, senior officials can access it from anywhere on VPN continue working while at offsite.
Institutional Mechanism Major stakeholders were identified with the following roles:
Process of Implementation Collection of Master Data Training & Support Implementation at Pilot locations
Benefits • Reduced file Processing & Disposal time - Takes less than one hour to dispose a file . • Less manpower • Easy storage and retrieval of files • Secured access Control • Reduced dependency on staffs • Easy tracking of files. • Effective, efficient and transparent administration • Less Paper office • Automates routine tasks – Work flow / Business rules / Processes / MIS Reports • 24*7 access of the application from anywhere • Provides Interdepartmental interface
Sustainability Component Centric Architecture allows Addition of Modules on the Go. Developed on Open Source Platform. Hence, to sustain and maintain Work flow based Approval System used by Departmental users. Role Dependent and not User Dependent. Hand Holding Support Imparted for 3 Years
Areas of Replication Application based on similar framework has been planned for implementation in the following areas. • Governor’s Secretariat • Assembly Secretariat • HOD’s with integration with back offices • All directorates across district and block levels • Other stakeholder offices like Corporation, Societies etc.
Way Forward • Rollout of OSWAS Application in HODs and other areas. • Digital Signature implementation for all users • OSWAS Mobile Application • Web enabled application with selected features • Recommending best practices and functionalities implemented in other state.
