scope & implementation methodology
DESCRIPTION
e-COLLECTORATE of National Informatics Centre Department of Information Technology Government of India. Scope & Implementation Methodology. e- Collectorate Suite. Collectorate Letter / File Tracking System Collectorate offices / Sections Tehasils / Blocks - PowerPoint PPT PresentationTRANSCRIPT
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Scope & Implementation Methodology
e-COLLECTORATE of
National Informatics CentreDepartment of Information Technology
Government of India
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e-Collectorate Suitee-Collectorate Suite
• Collectorate Letter / File Tracking System– Collectorate offices / Sections– Tehasils / Blocks– Village panchayats / other field offices
• Workflow Automation of various Functionalities of the Collectorate
• Citizen Centric Services Delivery
Phase-1
Phase-2
Phase-3
Phase-3
Phase-4
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Why Letter / File monitoring?Challenges being faced
•Locating a letter•Locating a file•Knowing status / action taken on a letter•Knowing status of a file•Searching a Document•Archive & Record Keeping
Citizen Perspective•Status of the letter / file•To know who is dealing with the file
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Diary Section
(OS)
Collector Res. Office
DAK / Letters
DAK / Letters with Markings
Sections (Dy. Coll )
Sections (DWO )
Sections (DPO etc.)
Section Diary
Section Diary
Section Diary
Dealing Clerks
Dealing Clerks
Dealing Clerks
Dealing Clerks
Dealing Clerks
Dealing Clerks
Self Diary
How a Letter Moves…
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Requirements in e-ModeManual E-Mode
Keeping the Physical Letter Letter to be scanned & Uploaded to system
Letter is Marked to a Section System should know what are the sections – Which section deals with which subject(s)
Officer in Sections mark to Dealing Clerk
System should know who are the clerks of the section & they deal with which subjects / Sub-Subjects
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Situations
• One Letter may be marked to a wrong section / Clerk
• One Clerk is assigned another subject to deal• One clerk is transferred & New Clerk Joins
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Process in e-Mode
• No manual entry• Type the parameters related to the letter• Scan the letter / documents & Upload• Mark to the section online• Automatic Generation of Diary Number
Once this is done our backbone is readyOnce this is done our backbone is ready
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File Management
• Attach the letter to an existing file• Open a new File & Attach the letter to the
same
Manual File Movement Online Noting & MovementMark Notes as “Pls see manual file”
Enter the notes using the editor providedVarious Templates Available (Letter / Proceedings / Allotment ….
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04/22/23 9
File
Collector
ADM
Dy.Collector
Head/Sr./Jr. Clerk
File
File
Mov
emen
tF
ile Movem
ent
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Integration with Specific Modules
• Financial Management• Revenue Recovery• Public Grievance• Court cases Monitoring• Explosives License • Circuit House Booking ….
Modules are PluggableModules are Pluggable
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04/22/23 11
Arms License
…… Application Packages -20
Personnel ManagementF
ile
Mov
emen
t P
ack
age
Public Grievances
Court Case Monitoring
Pensions(Old Age/ Widow)
E-CollectorateE-Collectorate
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• Automation of each & every Diary at various locations – Central Diary / Collector’s Residence Office / any Section level
• Completely automated file processing & file movement with electronic workflow
• Online status tracking of application by the government officials
• SMS based response system for the citizen
Unique Features
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• Bar coding of each despatch along with metadata of the letter for quick reference & search
• Parallel panes enabling officials to see the attachments & write notes simultaneously
• Integration of regional language (Odia) wherever required
• The complete automated process to make the district a less-paper administration
Unique Features
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NIC Odisha State Team
E-Collectorate Implementation Support Plan
NIC District Team
Group Head Overall Coordination
Two Officers well versed in Open Source
To study the code, Understand Logic, First-hand support for any minor customisation etc.
DIO / DIA Overall Coordination of e-Collectorate Technical Support at the District
Two programmers – to be Outsourced
Handholding , Training, Documenting customisation needs etc
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District e-Collectorate Team
E-Collectorate Implementation Support Plan
e-Collectorate Nodal Officer
Formulate action plan, Coordinate issue of GOs / EOs, Implementation of GPR, Certify the requirements & deliverables etc.
Master Trainers – One from each section
They in turn should train the other officials of the section, Oversee the implementation of e-Collectorate in the section
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• Data Server• Backup Server• Staging Server• Networking of all Sections• Computer Systems at each seat • Establishing a training Lab• Basic Computer Awareness Training• Training on e-Collectorate
Deployment Plan