Government’s Governance

Through LettersLetters

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Big Picture

• Key areas are often overlooked by the over burdened govt. machinery.

• Communication within the Government still remains shady.

• Many offices do not initiate work unless signed letter is physically delivered to them

• Transformation of Government to e-Government, should not necessarily re-not necessarily re-

engineer engineer the process.the process.

Situation

– Absence of dedicated monitoring and tracking system

– Absence of independently verifiable escalation procedure

– Absence of centralized Management Information Alerting and Reporting Tool

– Absence of flexible and time-bound mitigation rules

– On an average each letter takes nearly 3 hours from start to reach the dispatch section. However this is not the exact time as most of the letters have to wait in queue, only to get physically dispatched at the end of the day or the next day at the post office

– There is no guaranty on whether the letter dispatched has reached the recipients

Solution

• Transparency• Accountability• Central Repository • Easy IT intervention• Ensure Delivery• e-Archival Process

Strategy

– High-Impact, process-oriented resolution of Letters despatch• Sahaz, Saral and Safal IT enablement for masses• An easy 5-Step process of sending letters• Same people, less time, more impact • Reducing time & effort taken to dispatch letters • Various modes of letter despatch, ensuring readability by 100%• On site presence guarantees citizen centricity

What is it

• e-Despatch is an appliance which uses Multi Functional printer of HP brand M 3035 and is productive from the first day of its implementation.

• It ensures Govt. Signed letters reaching its recipient in real time via, email, fax, SMS & e-Space. Without any kind of re-engineering, the process of issuing letters and cutting short the rudimentary processes, e-Despatch purports a formidable, long lasting solution to address the present communication problem to all different departments in the government sector.

• This solution will help not only in fastening the process but also avoid delay in monitoring of the letters.

Workflow

Advantages

• Maintaining register becomes easy.• Printing address on the envelope• Automatic faxing of a letter• Automatic emailing• Publishes on the Internet • Generating day wise & weekly statistic report• Motoring of entire tasks becomes easy• Searching of letters becomes very easy with

the use of various criteria

Advantages to Government departments

• Increase transparency of the flow of letter at different department levels.

• Effective implementation of e- despatch application within time and cost parameters.

• Tracking the flow of the letter formulation and impact assessment.

• Lower cost of transaction and time at all levels of service delivery

• Getting all the necessary information regarding letters from e- Despatch for better decision making among all the departments.

Thank You