E-Governance , M-Governance for Accountability, Transparency and Efficiency Vision “ Information Communication Technologies for transparency and efficiency” Mission “Citizen centric e-governance in the Local Self Government Institutions of Kerala”

Information Kerala Mission infokerala.org

• Most comprehensive local body computerization project in the country, which envisages networking and computerizing 1209 Local Self Government Institutions of Kerala

• 5 Corporations

• 60 Municipalities

• 14 District Panchayats

• 152 Block Panchayats

• 978 Grama Panchayats

• In-house software development & implementation .

Project Scope

• Transform local bodies into effective institutions of self governance by providing transparent and efficient mechanisms for governance and citizen service delivery

• Develop software and establish a mechanism for automating and monitoring various operations at the local body level like plan formulation, approval, monitoring and management, accounting, revenue , purchase, works ,civil registrations, welfare activities , public services, and other e-governance related tasks.

• Provide continued technical support to the Local Self Governments for timely implementation of the e-governance & m-governance program.

Application Software

• According to different functions of Local self government institutions 16 different software developed and implemented as part of application suite.

• Some of the major applications and websites

• Decentralized planning - SULEKHA Meeting management - SAKARMA

• Civil registrations - SEVANA Asset management - SACHITHRA

• Social welfare pensions - SEVANA Building permit - SANKETHAM

• Accounting - SAANKHYA Work estimation - SUGAMA

• Revenue and License - SANCHAYA Pay roll - STHAPANA

• File Management - SOCHIKA Premises mapping - SACHITHRA

• LSGI Portal - SAMVEDHITHA Local Body website - SAMVEDHITHA

Overview of Planning Process – Kerala

Grama Sabha Prepares draft project proposals - month of November

Working group verifies the proposals – Subject Experts , Elected Reps and IOs -December

Working group recommends draft projects based on proposals from grama sabha

Grama Panchayat Verifies the project recommendations

Conducts Development seminar and Prepares draft plan ( Participants of development seminar – ERs , Grama sabha facilitators from each ward, Subject experts, IOs

Grama Panchayat Approves the final plan

Overview of Planning Process – Kerala

Implementing Officer prepares the project in Sulekha

Standing Committee Verifies and reccommends the project

Panchayat Committee verifies and approves/rejects/returns to IO the project

Secretary forwards the project to the subject expert

Subject Expert/Higher officer to IO approves/rejects/returns to IO the project

Overview of Planning Process – Kerala

Once all projects are approved by subject expert / appellate committee(subject to a maximum of 10 % of disputes) and Validation based on Allocations of state budget is equal to the total allocation(Development fund and Maintenance fund) of the Plan

LB Secretary forwards the plan with other documents to District Planning Committee

DPC Approves the plan

SULEKHA Decentralized planning and monitoring

SULEKHA

Sulekha is the Plan monitoring software developed by Information Kerala Mission for Local Self Government Department of Govt. of Kerala for the formulation and monitoring of the nearly 2 lakh annual decentralized plan projects of local governments.

Sulekha is being used in Kerala for more than one decade, tailor made to track the plan formulation, appraisal, approval, monitoring, revision processes and expenditure tracking of the plan projects of local governments of Kerala. This web application suite meets the requirements of not only the Local Self Governments but also of the State Planning Board and State Government.

www.plan.lsgkerala.gov.in

Device a hassle free mechanism for formulation , verification , approval , implementation and monitoring of plan projects of local self government institutions.

Creation of a centralised data base for plan process. Data for research and analytical purposes, data sharing with other allied departments for planning and information available at the finger tips of the public.

Enhance transparency, increase accountability with full fledged stakeholder participation in planning process and implementation .

Decrease human resource, human effort and the cost of planning process.

Success Factors

• Satisfied stakeholders

• Met project objectives

• Completed within time

Success Factors

Pre implementation

Project Formulation – Project form was written by working group members in different formats.

Demerits

Nearly 7 to 15 members is involved in this process, Unwanted usage of human capital.

Nearly 60 pages of paper is needed for this process

Nearly 60 minutes is needed to complete one project

Accuracy is not ensured since there is no cross validation

Post implementation

Project Formulation – Project form is entered to sulekha software by implementing officer

Merits

Only implementing officer is involved, optimum utilization of human capital.

No paper is needed for this process

Nearly 10 minutes is needed to complete one project

Accuracy is ensured since there is cross validation between different aspects of a project

Success Factors

Pre implementation

Project Approval – Project was approved by Technical advisory group in different levels

Demerits

LSGIs required to wait for TAG meetings for project approval , nearly 15 members involved in this process – wastage of human capital and time

Manually transfer all projects and other attachments from LSGI to other offices

Post implementation

Project Approval – Project was approved by subject expert or a higher officer

Merits

No need of waiting, Only higher officer of implementing officer is involved, optimum utilization of human capital.

Electronically transferred , no need of human resource for transferring

Success Factors

Pre implementation

Plan Approval – Plan was approved by District planning committee after manual scrutiny of projects

Demerits

LSGIs required to transfer all projects from TAG to District planning committee, wastage human capital

Manual preparation of DPC agenda and other documents , wastage time and change for mistakes

Post implementation

Plan Approval – Plan approval by District planning committee after digital scrutiny.

Merits

All documents are electronically transferred to District planning committee.

DPC agenda and other documents and electronically generated, no wastage time and zero change for mistakes

Success Factors

Pre implementation

Plan Expenditure – Expenditure was done manually , budgetary control was not available

Demerits

Chance of unauthorized expenditure is very high

Lack of accuracy, no transparency in expenditure, chance of corruption.

Post implementation

Plan Expenditure – Expenditure is done by accounting application with budgetary control

Merits

No change of unauthorized expenditure since budgetary control is active.

Nearly no chance for corruption

Success Factors

Pre implementation

Plan Monitoring and analysis – Plan monitoring was done manually, data collected manually from LSGIs , then district wise and state wise consolidation was done manually

Demerits

The above process involves a number of human resources, the time required for the process very high , accuracy cannot be ensured, herculean task is involved in this process.

Nearly no chance of analysis

Post implementation

Plan Monitoring and analysis – Plan monitoring and analysis done electronically

Merits

Data for monitoring at all levels is available with maximum accuracy and with minimum time

All types of analysis can be done with maximum accuracy

Implementation

Implementation

1209 local self institutions in Kerala formulating , verifying , approving and implementing their plan projects Using SULEKHA software.

In the year 2012-13 , 185126 projects with an outlay of 85941 million rupees was approved using SULEKHA Software

In the year 2013-14 , 204123 projects with an outlay of 105415 million rupees was approved using SULEKHA Software

The process of project approval and plan approval for the 2014-15 is on going.

Cost Analysis

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Project Formulation

Project Approval Plan Approval Training

Pre Implementation

Post Implementation

Decentralized Planning

• The local self government institutions prepared 238138 projects with an outlay of INR 131945 million during the year 2015-16

www.plan.lsgkerala.gov.in

Decentralized planning ..

• The local self governments individually prepare their own proposal under different heads and source of funds

• MIS reports accessible over web by category, sector, district and state level in the form of graphs and charts .

THANK YOU