Application for HUDCO Award for best practices to improve Living Environment

Urban Governance - e-Governance for Thane CityA project by Thane Municipal Corporation, Thane, Maharashtra.

1. Name of the Best Practice : Urban Governance (e-Governance) for Thane City

2. Address of the Best Practice : THANE MUNICIPAL CORPORATION City - Thane

Postal Code- 400602 State- Maharashtra Telephone-022 - 25336523 Fax- 02225364779 Email : tmcmc@thanemahapalika.com

: tmcit@thanemahapalika.com3. Contact Person : Shri. R. A. Rajeev, I. A. S.,

Municipal Commissioner

4. Type Of Organization : Local Body

5. The Nominating Organization :

a) Name and Address of the organization : Thane Municipal Corporation , New Administrative Building, Almeida Road, Panchpakhadi, Thane (W.), 400602 , Maharashtra

Telephone-022-25331590 Fax- 02225364779

b) Contact Person :- : Shri R. A. Rajeev, I. A. S., Municipal Commissioner

c) Type of Organization : Local Body

6. The Partners: a. Cybertech System & Software Ltd. Cybertech House,J B Sawant Marg,Waghle Estate, Thane-400 604 Maharashtra, India Shri : Shri Vishal Bargat The Company has Design and Development of Centralized Geo- database and IMAC GIS Applicationb. M/s e-Procurment Technologies (I),Ahmadabad Mr. Vishal Dhori The company for e-Tendering solutions

c. M/s Kartik Automation Pvt.Ltd

Mr. Prashant Ugemuge The company has Design E-Portal and BPAS for town planning Department

7. Financial Profile:

Partners 2009-10 2010-11 2011-12Cybertech System & Software Ltd. 0 34.15 75.13M/s e-Procurment Technologies (I), 1.39 3.04 8.45M/s Kartik Automation Pvt.Ltd 0 0 19.87

Total1.39 37.19 103.45

( Rs. in Lakhs) 8. Category of the Best Practice:-

Urban Governance - (e-Governance) - GIS Based Administration

- E-Tendering Procurement - Online Building Plan Approval

9. Level of activity: Maharashtra State

10. Eco system: Coastal

11. Summary:-

11.1 - Purpose:-

• GIS Based Administration Thane Municipal Corporation (TMC) intends to facilitate, promote the economic growth of the city along with being a service provider. TMC is responsible for planning, development, repairs, operation & maintenance of services and utilities within its area of jurisdiction, which includes socio-physical & environmental infrastructure facilities. TMC envisages implementing Enterprise Geographical Information System (GIS) to enhance the services and establish better management control.

• e-Tendering Procurement Thane Municipal Corporation has initiated the e-tendering

process to achieve Automate tender process and to have the Global Participation, Security & Transparency in the complete process.

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• Online Building Plan Approval The portal is a complete online web enabled portal with

intention to bring complete transparency thru e-governance in the working of town planning department of Thane Municipal Corporation.

11.2 - Achievments:-

• GIS Based Administration1:1000 scale Mapping of the Entire city of Thane by using High Resolution Satellite Imagery which provides current ground realities ,All the layers required for Municipal administration are geo-reference on the base maps and a common geo-database is created , Data silos are overcome with a common geo-database at the enterprise level ,Decision making process is enhanced due to access of information with location based intelligence in day to day and every aspect of Municipal Administration ,Enterprise level GIS application with user friendly GUI available on the browser made GIS as a common operating picture for the organization ,Real time updation of spatial and non-spatial data is possible through web based and mobile based application interfaces

• e-Tendering Procuremente-Tendering Procurement has achieved Automated & Fast Process ,Higher & Global Participation ,Economical , assured ROI , Security is Foolproof , Repeatable process on Click , Accurate and Trusted Process ,Convenience to Buyer and Supplier

• Online Building Plan Approval Online Building Plan Approval achieved Online forum for any query to Thane Municipal Corporation's Town Development Department (TMC-TDO), Do's and Don'ts for citizens while buying house of flat in any scheme, Projects buyers from buying unauthorized/unsanctioned houses, Citizens can be a part of forum where they can share their views, complaints and suggestions with the Department so as to bring them closer to each other.

12. Key Dates:-

1. Work order given for Development of Geographical Information

System IMAC- 05/04/2010

(Intelligent Municipal Application Center) in 2011

2. Work order given for E-Tendiring in Thane Municipal Corporation

23/01/2009

3. Inogaration of E-Portal and Using of BPAS by Hon . Chief Minister

13/06/2011

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13. Narrative:-

13.1 - Situation Before the initiative Began:-

• GIS Based Administration Before acceptance of GIS based administration in TMC, All

Departments were working as individual identity, Using traditional mapping methods, Semi automated computerized systems, unplanned semi automation of the systems, No integrated databases, Lacking in decision making at administrative levels

• e-Tendering Procurement Before acceptance of e-Tendering process of tendering was Lengthy & Time Consuming, Fewer Bids, Limited to Locals, Expensive, Tedious Process, Security is a Threat, Process cannot be repeated, Prone to manipulated and errors, Headache for Tenderer

• Online Building Plan Approval Before acceptance of Online building plan approval system all submission of proposal Manual Submission, Scrutiny & Approval of Development Proposal , Lengthy & Time Consuming

13.2 - Establishment of Priorities:-

• GIS Based Administration• Mapping of the Entire City of Thane • Design of ideal Geo-database structure for the city of Thane• Finalization of various layers for the effective implementation of

GIS in Municipal Corporation• User friendly GUI design for employees and officers of Thane

Municipal corporation for their day to day operations • e-Tendering Procurement

• Transparency in the overall Tendering process • Restricting interference of any persons for influencing Tendering

process • Making the Tendering process easy and acceptable to al the

stakeholders • Online Building Plan Approval

• Transparency in the overall process of building plan approval • Restricting interference of any persons for influencing building

plan approval process• Making the building plan approval process easy and acceptable to

al the stakeholders

13.3 - Formulation of objectives and strategies:-4

• GIS Based Administration

Methodology Used is Procurement of high resolution satellite imagery, Performing of DGPS Survey to achieve submitter positional accuracy, Design of Attribute structure for each layer required by each department, Digitization of Ground features including structure ,Digitization of administrative boundaries ,Superimposition of total station survey data of slum areas ,Geo-referencing of Village Maps, City Survey, Final Plot Boundaries ,Geo-referencing of Utility Maps ,Geo-referencing of Development Plans ,Depiction of CRZ boundaries

Ground Truthing and Attribute data Updation Thane Municipal Corporation has taken own initiative to implement an advance geo technology to perform the ground truthing of each structure and other features using GPS enabled handheld devices. GP Enabled handheld devices will be loaded with calibrated Georeferanced map of TMC and a light weight data entry application which will be taken on the ground by the assessor and the same will be done on the ground and can be taken to the office for validation and updation the database

Intelligent Municipal Application Centre (IMAC) A customized web-based application – Intelligent Municipal Application Centre (IMAC), was then built specifically to empower TMC users with quick and easy access to the centralized data repository. The application was designed to incorporate all business requirements of every TMC department including Town planning, property Tax, PWD, water supply, Electrical, Drainage, slums, trees and Encroachment.

• e-Tendering Procurement The objective was to implement and achieve automated tender process and to have the Global Participation, Security & Transparency in the complete process.

• Online Building Plan Approval The objective was to have complete online web enabled portal with intention to bring complete transparency thru e-governance in the working of town planning department of Thane Municipal Corporation.

13.4 - Mobilisation of Resources:-

• GIS Based Administration Given its proven geospatial expertise, CyberTech was chosen to

build a strong GIS-centric decision support system. CyberTech applied their GIS skills and in-depth understanding of the Indian government sector to provide TMC with a best-in-class GIS strategy.

• e-Tendering Procurement5

E-Procurement Technologies Pvt. Ltd. was chosen to implement e-Tendering procurement system at Thane Municipal Corporation which is being effectively used in all the procurements of TMC.

• Online Building Plan Approval Softech Ltd was chosen to implement Building permission system at Thane Municipal Corporation which is being effectively used in all the building plan approvals. E-Portal for submission of Vikas Prastav was developed by M/s Kartik Automation Pvt. Ltd.

13.5 - Process:-

• Process of GIS Based Administration Development of Web Enabled IMAC GIS Based Application

Thane Municipal Corporation has taken initiative to develop and implement web enabled GIS based application namely

Comprehensive map creation with around 70 layers consisting of:

Base map Layer, Administrative boundaries Layer, Transportation Layer ,Utilities Layer, City development plans Layer ,Land records Layer Municipal Boundary Layer, Village Boundary Layer, Election Wards Layer, Road Network Layer, Railway Network Layer, Buildings Layer, Rivers Layer, Streams Layer , Lakes Layer, Gardens Layer, Open Spaces Layer, Street Lights Layer, Hoardings Layer, Statues Layer ,Water Pipelines Layer, Valves Layer, ESR Layer ,Drainage Lines Layer, Pumping Stations Layer, Manholes Layer ,Slums Pockets Layer, Huts Layer, Land Records Layer ,Reservations Layer, Existing Land use Zones Layer, City Development Sectors Layer, Original Plots Layer, Final Plots Layer ,City Survey Layer ,Vikas Prastav Layer, Amenity Plots Layer

Web based GIS Application – IMAC;-

Web based GIS application includes Property Tax Management ,Town Planning Management, PWD Department Management, Drainage Network Management, Water Supply Management, Tree counting management ,Encroachment and Slum Development

Capturing of GIS Layers from Satellite Imagery:-

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Capturing of GIS Utility Layers:-

• Process of e-Tendering Procurement The process of e-Tendering for all tenders is Uploading of Tender document and preparing NIT (Notice Inviting Tender), Approval of the same by the concerned officer of the department, Online submission whereby the entire data is encrypted through Digital signature certificate, Online opening of technical bid in presence of HOD / Designated officer, Evaluation of technical bid, Opening of the price bid, L1 report & Audit rail report

• Process of Online Building Plan Approval It has three Sections.

Architects/developers Architects can submit the building proposals online from anywhere through web and all the queries etc regarding the proposal can be raised and resolved online. The separate dash board is designed for architects and developers. Architect can submit, resubmit, the drawings etc. Architects and Developers also can view the current status of their proposals like where it is lying and for how long. The payment gateway is also integrated in order to have the payments made through e-payment. The Auto-DCR software is also

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integrated in order to have the scrutiny and process the drawings submitted by the architects online.

EmployeesEmployees of the Town Planning Department can process the

applications online and all the stake holders can view the status and the flow of the documents online. The internal documents flow is also monitored through the same system.

CitizensThe citizen's section is a complete with facilities like online search for

sanctioned plans of all the buildings. All the DP plans and DC rules are available online for free download. Due to this the applications received in Right to Information Act (RTI) will be minimized and the gap between the Department and the citizens will be narrowed.

13.6 - Results Achieved:-

• Results Achieved of GIS Based Administration

Property Tax collection Status: TMC officers can generate at a glance picture of the Entire city or Prabhag samiti or ward wise for the collection of property tax. This helps to undertake missions and priority management and also do the defaulters analysis, Automated Information management processes with minimum human interventions to build an efficient, self driven structure, thereby allowing TMC officlas enough time to focus on core, strategic activities ,Powerful geo-information analytics to support efficient government services, planning and administration ,Single version of truth to ensure continuous, real time access to the most current and authenticated property information ,Advanced reporting capabilities to enable better and faster decision making ,Reduced time, efforts and cost of data collection and management activities, Consolidated geo-data repository integrating information from all departments across all formats

Dynamic Search for All Layers:-

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Tax Module: Tax Collection Status at a Glance;-

Overall Tax Collection Status – Individual Building Wise;-

Property Search of By Property Name;-

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Search on Water Connection Type;-

• Results Achieved of e-Tendering Procurement After accepting of e-Tendering procurement tendering procedure is Automated & Fast Process, Higher & Global Participation , Economical ,assured ROI , Security is Foolproof , Repeatable process on Click ,Accurate and Trusted Process ,Convenience to Buyer and Supplier , TMC has saved 4.09 cr. on account of news paper advertisements and printing of tender document since implementing of e-tendering.

Screen shot of e-Tendering Screen:-

Secure Process:-

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Comparison of Manual Tendering vs E-Tendering:-

• Results Achieved of Online Building Plan ApprovalKey Benefits to Architects

The status of the proposals can be known from individual portal accounts.

Architects can send inquiries and attachments of drawings, documents to the TDO online.

They can even publish advertisements of their schemes on the portal on a chargeable basis for limited period.

Architect gets a link to AUTODCR Console from where he can submit a new proposal/including Transfer Development Right (TDR) proposal and gets status of existing ones etc.

Key Benefits to Town Development Department Department can publish their latest announcements, schemes,

sanctions online so that people can see them without coming to TMC for inquiry thus avoiding the public rush in the office. TMC-TDO expects that this initiative will also reduce its work so far as Right to Information Act (RTI)

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applications are concerned and hence will be able to concentrate on its job fully.Vikas Prastav Scrutiny Report TMC has taken an initiative to automate Vikas Prastav Scrutiny through GIS based IMAC application which enables TMC to generate the DP remarks on the Development proposal submitted by an architect through TMC web site without any manual intervention. Software reads the AutoCAD files submitted by an architect on tmctp.com and IMAC Application automatically Geo-referances the CAD files after DCR process and superimposes it on DP map and generates the DP remarks in the form of scrutiny reports This Automated DP Remarks scrutiny is a unique concept developed for the first time for any Municipal Corporation or ULB in the country under town planning department ,which enables TMC staff to increase the efficiency and transparency of work to the citizens of Thane city

Screen Shot of e portal of Town planning Department:-

Vikas Prastav File to be Submitted in Auto CAD Format ;-

Vikas Prastav Scrutiny Report ;-

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Town planning department of TMC can perform a transparent and automated scrutiny of Development Plan remarks for any of the Vikas Prastav (Development proposals) submitted by the Architects or Builders or Private Developers to the Thane Municipal Corporation. This helps TMC to keep away the manual errors and interventions during the most crucial process of Building permissions.

Statistical Reports on the basis of selected spatial criteria on the map;-

13.7 - Sustainability:-

• GIS Based Administration

With the ever increasing demand for better facilities and amenities, it is critical for government to employ transparent information systems that provides citizens with easy access to accurate and authenticated planning information, thereby building a robust structure for development and growth of the city.

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• e-Tendering Procurement With the ever increasing demand for works to be carried out for development of city, it is critical for government to employ transparent Tendering systems that provides faster, reliable and transparent tendering process with easy access to all the stakeholders.

• Online Building Plan Approval With the ever increasing demand for development to be carried out for the growth of city, it is critical for government to employ transparent building permission systems that provides faster, reliable and transparent building plan approval process with easy access to all the stakeholders..

13.8 - Lessons Learned:-

• GIS Based Administration To address the challenges brought by the extensive urbanization, TMC needed a strong and transparent decision support system that would help the corporation provide the best-in-class amenities and services for its citizens. Critical governance decisions being largely dependent on geographically spread information, TMC realized the importance of Geographic Information System (GIS) for efficient data collection, management and analysis.

• e-Tendering Procurement e-Tendering solution provides an answer to the challenges faced by the government organization for transparent Tendering systems that provides faster, reliable and transparent tendering process. TMC realized the importance of e-Tendering solution for efficient Tendering process.

• Online Building Plan Approval Building permission system gives an edge over the manual process of building permission thereby allowing Municipal Corporation for transparent building plan approval systems which provides faster, reliable and transparent approval process.

13.9 - Transferability:-

• GIS Based Administration TMC has built comprehensive geo-database model, to help any

Municipal Corporation address the identified challenges. The database was designed to be centralized repository with over 70 layers of various sets of information spanning citizens, properties, infrastructure and corporation assets.

TMC is extending GIS functionalities for Citizen Request and services management, Disaster Management, Public Transportation Management, Solid Waste Management, Public Health Management, Water and waste water management and slum-free city planning and rehabilitation.

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TMC model can be re-implemented in any other Municipal Corporation across the country. This can be implemented through a special purpose vehicle (SPV) established by TMC and Cybertech to extend the benefits and power of GIS to other ULBs.

• e-Tendering Procurement The model of TMC for e-Tendering has been adopted by various nearby local governments as well as a Team from Tanzania Country visited Thane Municipal Corporation for replication of similar systems in their local government bodies.

• Online Building Plan Approval Chief Minister has inaugurated the Building plan submission portal developed by TMC with a specific remark of replication of the similar systems in all other ULBs in Maharashtra.

14. References:-

News paper cuttings attached1. SCOTCH Award received for Best 100 E-Portal in India- DNA news

paper2. SCOTCH Award received for Best 100 E-Portal in India -Maharashtrta

times news paper3. E-Governance project started- Lokmat news paper

Municipal Commissioner Thane Municipal Corporation

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