Scope & Implementation Methodology e-COLLECTORATE of National Informatics Centre Department of Information Technology Government of India

e-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-4

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

Diary Section (OS) Collector Res. Office DAK / Letters DAK / Letters with Markings Sections (Dy. Coll ) Sections (DWO ) Sections (DPO etc.) Section Diary Dealing Clerks Self Diary How a Letter Moves…

Requirements in e-Mode ManualE-Mode Keeping the Physical LetterLetter to be scanned & Uploaded to system Letter is Marked to a SectionSystem 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

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

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 ready

File Management Attach the letter to an existing file Open a new File & Attach the letter to the same Manual File MovementOnline Noting & Movement Mark Notes as “Pls see manual file” Enter the notes using the editor provided Various Templates Available (Letter / Proceedings / Allotment ….

5/16/20159 File Collector ADM Dy.Collector Head/Sr./Jr. Clerk File File Movement

Integration with Specific Modules Financial Management Revenue Recovery Public Grievance Court cases Monitoring Explosives License Circuit House Booking …. Modules are Pluggable

5/16/ Arms License …… Application Packages -20 Personnel Management File Movement Package Public Grievances Court Case Monitoring Pensions(Old Age/ Widow) E-Collectorate

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

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

NIC Odisha State Team E-Collectorate Implementation Support Plan NIC District Team Group HeadOverall Coordination Two Officers well versed in Open Source To study the code, Understand Logic, First-hand support for any minor customisation etc. DIO / DIAOverall Coordination of e-Collectorate Technical Support at the District Two programmers – to be Outsourced Handholding, Training, Documenting customisation needs etc

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

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