Smart Governance – Framework for e-Governance in ULB's P.R.Krishnamoorthy prk@egovernments.org Associate Vice President, eGovernments Foundation

Agenda About eGov Framework Product Corporation of Chennai – Case Study 2

eGovernments Foundation Technology & Analytics to improve Urban Governance a Not-for-Profit Trust founded by Nandan Nilekani and Srikanth Nadhamuni in ‘03 An Integrated eMunicipal ERP - scalable & replicable cloud-based technology - developed in accordance with municipal standards & local needs Enable ULBs improve revenues (assessment & collection of property taxes), manage works & expenses efficiently, and improve citizen service delivery Exclusive focus on Municipalities; Implemented in 275+ Municipalities Enable data-driven governance Available in open source. Freely download from Github and implement. © 2014 eGovernments Foundation 3

Service Fulfillment Engine Framework of eGov ERP Citizens Businesses & Service Providers Administration Information Sharing Citizen Services Taxes Vendor Management Procurement of Goods & Services Taxes & Licenses Dispute Resolution G2C G2B Service Fulfillment Engine Employee Self Service Funds & Grants Employees G2E G2G Government Agencies Regulatory Information BI & Analytics Dashboard Infrastructure Content Management Workflow, Business Rules Multi Channel Access Security GIS © 2014 eGovernments Foundation

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© 2014 eGovernments Foundation

eGov SmartCity ERP Suite Integrated systems for Urban Local Bodies SmartCity*Dashboard SmartCity*Mobility

Implemented in 275+ Cities

Direct Beneficiaries of ~ 1.25 crores Module Usage Impact Birth & Death Over 41 Lakh births/deaths registered 47 lakh certificates issued 1000+ man years saved for Citizen 406 man years saved for Govt. officials Wait time to get certificate reduced from 4-5 days to less than1 day Grievance Redressal Over 22 lakh complaints registered Over 90% of complaints redressed Over 358 man years saved for Public Over 2000 man years saved for Govt. Over 80% of the complaints redressed with in a week Improved analysis – Proactive action Property Tax Tracking over 44 lakh properties. Collected over 3,800 crore in property taxes Largest GIS urban cadastral database of over 28 lakh properties Increased revenues for ULB’s from 25% to 800% Mahadevpura witnessed an increase in revenue of over 800% Over 40% unassessed properties brought into tax net Transparency, Citizen’s convenience © 2014 eGovernments Foundation 9

Direct Beneficiaries of ~ 1.25 crores Module Usage Impact Public Works Management 31,700 work orders amounting to 4,800 crore Over 16,000 payments amounting to 1,600 crore Efficiency gains equivalent to 10% of engineers Improved decision making as the entire data is available for analysis Improved utilization of Municipal expenses Employee Information Payroll & Pension Managing over 34,000 employees Over 25,000 pensioners Payroll of over 8000 employees Improvement in Tracking of Municipal cadre Automatic rules for Workflows for file movement 80% efficiency gains in Payroll and pension disbursals Financial Accounting Over 69 lakh financial vouchers passed in the system More than 5 lakh payments amounting to 27,406 crore More than 180 ULB’s in Karnataka have published their balance sheets from the system Real time Finances in New Delhi and Corporation of Chennai Over 2000+ man years saved of Municipal Employees Improved Decision making 10

eGov’s Focus Increase adoption of data-driven governance in ULBs – Partner with Govt. Agencies, Academicia, NGO’s and System Integrators Enable integrated planning & management - OpenData & Self-Service Enable an eco-system of problem-solvers to build innovative solutions Product: OpenSource, publish Standards & APIs OpenSource Dashboard & Analytics UX / UI Mobile everything © 2014 eGovernments Foundation 11

Unique Value Proposition Robust & integrated suite of products for Municipal Governance Built ground up focusing on the needs of a municipality Governance Standards: data, process and reporting standards Domain Expertise: Government rules & workflows considered in architecture Enables data-based decisions - Integrated data model & single version of truth Mobility, Analytics, and Cloud capabilities Low Cost of Ownership – Available in Open Source Rapid implementation due to Product Standardization & Modular Design © 2014 eGovernments Foundation 12

product © 2014 eGovernments Foundation 13

Professional / Company / Estate Tax Property Tax Assessment of all 11 Lakh properties in the City Property Tax based on Annual Rent / Capital Value / Unit Area Collection Notices and integrated to payment gateway Supports various payment methods: Online, Cash, Office, Kiosks Ability to track Defaulters and take appropriate action Professional / Company / Estate Tax Assessment of all business/trade in the City City-owned properties that are rented/leased Tax Assessment and Notices Rich MIS and Dashboard to drive city collection strategy and operational best practices © 2014 eGovernments Foundation 14

Building Plan Approval Digitization of Building Plan Approval process Upload of Plan documents and workflow to review and approve Integrated with Auto-DCR for compliance to Development Control Rules Significant efficiency improvement for Staff and predictable outcomes for citizens with contactless service delivery Works Management Ability to map all the works in the city with GIS Integrated with Financial Accounting, and Assets Management to track expenditure, asset-value and depreciation Ability to track quality, re-work of assets and tie to contractor performance evaluation and payments © 2014 eGovernments Foundation 15

Public Grievance Redressal Financial Accounting Double-entry accrual fund-based accounting systems Online, Ability to classify capital/non-capital expenditures and receipts Accounting: Supports Cash, Bank, Journal and Contra transactions Fixed Asset Management / Decentralized budgetary planning, budgetary controls Standard MIS and statutory reports, Bank Reconciliation Public Grievance Redressal Integrated platform (SMS / Internet / Help Desk) to LISTEN to Citizens’ concerns and issues Workflow for a route complaint to respective engineers Escalation to ensure Service Levels Satisfaction Survey for all complaints Rich MIS / Dashboard to review performance and identify trends and plan preventive measures © 2014 eGovernments Foundation 16

Case Study – Corporation of Chennai 17

FACTS ABOUT CHENNAI Annual Budget of more than ₹2,000 Crores Maintain 40,000+ roads; Storm water drain length of 962 Km. Street lights 2,13,045 and using 19 megawatts per day Collection of Property Tax from 1.2 Million properties Maintaining 260 parks & 113 community halls Leased out 153 shopping complexes with 5500 shops Handling 5,200 MT of solid waste per day Fleet with 1,000+ conservancy vehicles Strength of 23,000+ staff © 2014 eGovernments Foundation

ACHIEVEMENTS © 2014 eGovernments Foundation 1992 2004 2007 2008 2009 Property Tax Assessments Legal Cases Management Works Management System Estimates and Billing Mobile-powered Engineer’s Diary Work Order Issued to eGov for Integrated ERP 13 Modules at a cost of Rs.1.82 Crores Financial Accounting & Budgeting Online real-time NMAM complaint accounting Offline Financial Vouchers with Chart of Account Coding 1992 2004 2007 2008 2009 2010 2011 2012 2013 2014 2015 Detailed System Study for Integrated ERP Public Grievance Redressal Module Building Plan Approval Online Birth & Death Registration Pension Management Payroll Processing Automation of Street Lights Bill Payment © 2014 eGovernments Foundation

Building Plan Approval SOLUTIONS FOR CHENNAI Municipal Accounting Financials Revenue Expenditure Admin Efficiency Citizen Convenience Collections Property Tax Trade License Land & Estate Professional Tax Company Tax Road Cut Management Public Grievance Citizen Portal Building Plan Approval Works Management Pension Payroll Assets Engineer’s Diary Fleet Management Legal Case Management © 2014 eGovernments Foundation

LEVERAGING TECHNOLOGY Centralized Open Source Web based Application Unified Citizen Web Portal for Services Enabling all modes for Collections - ATM, real-time Interface with Banks, Online, Handhelds, Manual Counters, IVRS and Credit/Debit Online Service Request with SMS/Email alerts on every status update Mobile based applications with GIS Integration – Bin Tracking, Complaints Registration Mobile based Engineer’s Diary with MBook facility GPRS/GPS Tracking © 2014 eGovernments Foundation

IMPLEMENTATION SUCCESS STORIES Customization of ERP for the Greater Chennai Merger of 42 local bodies with CoC has been completed in a record time of 45 days Contractor Payment Process through RTGS Budget Control and Validation for all the Expenditure Weekly Review of 1500 Crore Capital Work through online reports End-to-End Online Building Plan Approval Centralized Financial Concurrence - consolidation of payments against each Bank Instant Trial Balance and Real-time Journalization © 2014 eGovernments Foundation

IMPACT & TYPICAL BENEFITS Module Usage Impact Public Works Management 31,700 work orders amounting to ₹4,800 crore Over 16,000 payments amounting to ₹1,600 crore Efficiency gains of 800 man years Improved decision making as the entire data is available for analysis Improved utilization of Municipal expenses Financial Accounting Over ₹27 lakh financial vouchers passed in the system More than ₹3.25 lakh payments amounting to ₹7,341 crore Real time accounting Centralized Financial Concurrence for 100% of the payments with auto consolidation First of its kind in the country. Accounts of FY 2010-11 & 2011-12 closed in 6 months Grievance Redressal Over 1.5 lakh complaints registered Over 80% of complaints redressed Over 25 man years saved for Public Over 500 man years saved for Govt. Improved analysis – Proactive action Property Tax Tracking over 11.5 lakh properties. Collected over ₹1,000 crores Payment through payment gateway, banks, handhelds and ATM’s Online assessment Building Plan Approval Over 11,000 building plans created Over 8000 plans approved Contactless service delivery with sms/alerts at each step of the process

CHENNAI’S E-GOVERNANCE EXPERIENCE Change Management Planning Investments Team Detailed Project Report Structured Architecture Financial Accounting as Core Module NMAM Standard Coding of Chart of Accounts Phased Approach - Citizen Impact Modules in 1st Phase Funding Source - JNNURM Project Fund Using the State Data Center for DC Infrastructure Dedicated Internal IT Team ELCOT as the IT Project Consultant eGov as the Implementation Partner Buy-In of Stakeholders for the Requirements Participative Process Re- engineering Training with In- house Dedicated Training Facility © 2014 eGovernments Foundation

ROADMAP TO SMART CITY GIS Mapping of Assets Open Data Portal City Wide Platform (Integrating Fire/ Police/ Water/ Sewerage/ Transportation/ Emergency Response) Single-Integrated Dashboard to manage Natural Calamities Participative Governance Works Management to Asset Management © 2014 eGovernments Foundation

OTHER MAJOR INITIATIVES Well-designed & traffic friendly roads with architect & traffic engineer Ecologically Sustainable Garbage Management with citizen participation Proactive actions with integrated disease tracking Integrated urban transport Smart streetlights - internet-enabled with camera and in-built diagnostics Green City Parks / Tree Management Solar/LED Street Light Waste to Energy © 2014 eGovernments Foundation

OTHER eGov INITIATIVES Integration of Property Tax System with Building Plan Module Integration of Registration Department for Vacant Land Tax Assessment Integration of Tax Modules with other Sister Concern like Commercial Tax, Central Excise, EPF, TNEB and Registrar of Companies -Planning for Auto Registration for Professional Tax based on his registration made at Commercial Tax and Registrar of Companies. This will reduce the time cycle for new business ventures. Approaching Postal Department help for collecting BPL Property Tax Talks with Banks for Professional Tax/ Company Tax Drive from their existing Customer Base Proposed to increase the Foot Print of Tax Payers for other Government Services in e-Seva and Vice-versa. © 2014 eGovernments Foundation

PROPERTY TAX PERFORMANCE

ZONE & WARD: PROPERTY TAX PERFORMANCE

Public Grievance Redressal

Public Grievance Redressal

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