State Mission Mode Project e-district - Department of Electronics and ...

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Study Report on Assessment of the Model e-districts This phase included computerization and final movement towards an office relying more on IT than on paper. It included following activities in particular:- 1. Alien recovery 2. Accounts and budgeting 3. Land Resource Management 4. Land acquisition 5. Planning for infrastructure development (Tourism, industry, etc.) 6. Database for scarcity relief, floods and other disasters 7. Disbursement of government relief in natural and manmade disasters 8. Government orders and amendments 9. Registration (i.e. Sub Registrar’s office) 10. Monitoring of various other government schemes 11. Publishing the Electoral Roll in the public domain Responsibilities were distributed among various officers. These included the responsibility of co- ordination, shifting, day-to-day monitoring of sub-projects, fund raising, etc. At the macro level, a number of things had to be looked into. It had to be decided as to what part of the project was to be completed first and what later, in what phases shifting to be done, how to distribute the furniture, which issues to be computerized first, what kind of level jumping to be prescribed to enable the disposal within the prescribed time limits, etc. After the macro level planning, micro level planning continued for each activity with full participation of the employees. Development of the software also involved full participation of the staff of Collectorate, Prant Offices and Mamlatdar offices. Various issues of the Citizen’s charter were distributed amongst various staff members as per their choice and expertise. A standard format design, which encouraged transparency, was decided in one of the brain storming sessions and on that basis all the formats were prepared. These were then finalized in discussions during Shakha meetings and Revenue Officers’ meetings. There were mixed feelings about expecting citizens to provide some basic information in each format. It was felt that since the citizens are used to get their work done by putting in simple 5-6 line application, they would not take these formats positively. But the final view which prevailed was that unless citizens learn to take the responsibility for providing true and correct information upon themselves, the earlier system could not be speeded up. There could be no other way to deliver citizen services in the absence of any kind of validated and authenticated citizen databases. In order to enhance the speed and accountability, level jumping and standardized internal query formats were introduced at Mamlatdar level (which is the cutting edge for scrutiny of almost all applications). The system’s reengineering process, which began in July, 2003 was completed for phase-I and is still ongoing for next two phases. According to Ms. Karwal, former DM of Ahmedabad, 76
Study Report on Assessment of the Model e-districts “it can not, and in fact should not ever reach its logical end, because government systems are very dynamic and must change with every change in policy/approach”. Best Practices Followed at Ahmedabad District 1. Identification and standardization of 75 points of citizen contact by way of standardized forms, processes 2. While standardizing forms, process reengineering was done by introducing level jumping, internal query formats, shortening of processes etc. 3. Tracking of file movement horizontally and vertically across the offices through connectivity using GSWAN. 4. Public Private Partnership, in establishing and running the Jan Sewa Kendra. 5. Extensive focus on employee skill upgradation and employee involvement in the whole process of reengineering and automation. 6. The clean and green working environment of the Collectorate. 5. Techology and Data Digitization The software at Ahmedabad city Taluka is developed by the private vendor Microtech systems. It is windows based software and consists of a system of easy retrieval of the forms from the website, online tracking of applications by the citizen, online grievance registration, online monitoring by the Collectorate officials. There are 16 terminals functioning in Ahmedabad city Jan Sewa Kendra. The PCs used are Pentium P-IV, 2.4 GHz. These are connected to Intel Xeon Server with a 10/100 MBPS LAN. This LAN in turn is connected to GSWAN. The development platform for the software is as follows:- • Win 2000 Server • SQL Server 2000 • VB 6.0 • Crystal Report 7.0 • GIST 2.7, Web cam At other Talukas, the software developed by NIC, e-JanSewa automates the procedures at the place where the software is running right from the receipt of application to approval to printing of various certificates. This software is developed in client server architecture. The data generated at the Jan Sewa Kendra is given to district office on monthly basis on CD. The Kendra operator is not supposed to use this data in any way. Ahmedabad district is one of the pioneering district in terms of achieving 100% computerization of land records as well as mutation records of the same being updated on a regular basis. The district has undertaken digitization of sub registrar’s data till 1994. It has online Record of Rights for the 77
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