Journey to ISO Certification of Tehsil Chhata, District Mathura Presentation By Dr. Rajender Pensiya IAS Joint Magistrate Mathura / SDM Chhata

Over view of Tehsil Chhata in OCTOBER 2017

Over view of Tehsil Chhata in OCTOBER 2017

All this Prompted me to Set a Clear VISION & MISSION to bring Improvement in Tehsil Chhata

Vision & Mission Vision Mission Sustain the Growth Towards Clean & Efficient Tehsil by Providing Better Service & Clean Environment to the Public. Mission Make Tehsil Chhata an ISO 9001:2015 Certified Tehsil. Provide Optimum Benefits to the Public, related to Judicial Service, Govt. Schemes, Land Issues, Election Management and Grievance Redressal under the Tehsil, in the Current year and in all the Subsequent Years. To Recover Govt. Dues to Meet the Target under Factorization Management.

Next Step was to frame a STRATEGIC PLANNING

Strategic Planning How to Achieve Hiring of Consultancy Firm Forming a Team Defining Roles & Responsibilities Setting a Time Frame How to Arrange Funds

Project of Swachh Daksh Tehsil Before Proceeding Further Lets take a brief Look at our Project of Swachh Daksh Tehsil Brief Project Report - Chhata.ppsx

How to do this Project in your Tehsil?

1st Step - Gap Analysis Swachhta & 5S Gaps Infrastructure & Layout Gaps Quality Management System Gaps File & Document Management System Gaps Visual Management Gaps Generic Gaps

Brief Description of Gap Analysis   Swachhta / 5S Gaps Gaps related cleanliness & housekeeping in the premises of Tehsil Infrastructure Gaps Gaps in relation to the infrastructure required in the Tehsil premises such as Tables, Chairs, Almira, Computer, Printer, Projector etc. Layout Gaps Locations / Orientation of set up or necessary requirements such as Reception / Enquiry or Parking

Brief Description of Gap Analysis   Quality Management System Gaps Gaps in relation to 10 clauses as mentioned in ISO 9001 standard File & Document Management System Gaps Files Management, Record Keeping, Documentation Visual Management Gaps Visual display of Process Flow Charts, Schemes, Signages etc. Generic Gaps General requirements like Stationary, Housekeeping items or any other minimum requirement not covered under the above heads.

2nd Step - Budgeting Infrastructure & Layout Expenses Visual Management Expenses Consulting & Certification Body Fee Technology Enhancement Expenses FDMS & Generic Expenses

Average Budget Development of Reception / Enquiry 75000 S.No. Item / Action Tentative Cost ` 1 Development of Reception / Enquiry 75000 2 Computers & Printer 100000 3 Photo I Cards for all permanent employees 15000 4 Stationary Items 80000 5 Housekeeping Items 6 Drinking Water Purifier + Cooler 7 Development of Training cum Meeting Room 175000 8 Repairing & Maintenance of Building 300000 9 Audio Visual System for Trainings 10 Plastic Chairs 60000

Total Estimated Cost ( Approximately) Average Budget S.No. Item / Action Tentative Cost ` 11 Tables / Workstations 200000 12 Steel Almira 120000 13 Executive chairs 50000 14 Reapiring & Maintenance of infrastructure like Chairs / Tables etc. 15 Plumbing Work 16 Electrical Repairing & Fitting 17 Gap Analysis, Consulting, Training & Handholding, Monitoring & Supervision Expenses 600000 18 ISO Registration, Auditing & Certification Expenses 19 Flex of schemes & Flow charts 100000 Total Estimated Cost ( Approximately) 2280000

3rd Step – Finding Resources Govt. Fund for Betterment of Tehsil CSR : Industries / Institutions in the Area under Tehsil Voluntary Donations: Industries / Institutions willing to Donate Govt. Dept.: Nagar Panchayat, RES, Horticulture Dept. Others: NHAI, IOC, MP LAD

4th Step – Closure of the Identified Gaps Training & Handholding Infrastructural Development Technological Enhancement File & Document Management Audits

A Brief Look at File & Document Management

An Identification Number should be Assigned to all Files / Registers and Displayed on it. An Example of Unique File No. : RK / A1 / L1 / FA01

Location for Each Type of File/Register/ Document should be Fixed & Marked

List of All File / Register / Document should be Displayed

Outcome of the Project ISO 9001 Certification Clean & Efficient Tehsil Citizen Friendly Environment Better Monitoring Self Motivation of Employees

Challenges in Completing the Project Selection of Resources Convincing the Organisations Alignment of the staff with the Project Lack of Competency in Staff Streamlining the Process adopted in Office

Challenges in Completing the Project Lack of Manpower Lack of Discipline in Staff Lack of Technical Knowledge among Staff, such Computer, Internet skills Public not habitual in maintaining Cleanliness in the premises of Govt. Offices

Can it be done without taking help of a Consultant? At Tehsil Chhata, we did this Project with the help of a Consulting Firm, expert in Swachh Daksh Tehsil Projects in Tehsils. Can it be done without taking help of a Consultant?

To Help you find answer to this question Lets look at the Advantages, Disadvantages & Risk in hiring a Consulting Firm.

Easy Identification of the Gaps. Advantages of Hiring a Consulting Firm Easy Identification of the Gaps. Better Options are Offered to Close the Gaps. Better Supervision on Closure of Gaps. Various Trainings conducted for Staff. Handholding of the staff in Improving the System. ISO 9001:2015 Certification of Tehsil. Project Completes without Hampering Routine Work.

Cost is incurred as their Consultancy Fee. Disadvantages of Hiring a Consulting Firm Cost is incurred as their Consultancy Fee. We Need to take care of their Lodging, Local Travelling & Food during the entire Project Period. Risk in Hiring a Consulting Firm If the Consulting Firm has No Exposure of Tehsil Functioning, the Above Cost may be wasted.

That’s All for the Day……. Thanks & All the best…..