Implementation of Odisha Secretariat Workflow Automation ...

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Implementation of

Odisha Secretariat Workflow Automation System

(OSWAS)

Electronics and Information Technology Department

Government of Odisha

NCeG, 9th August 2019


Agenda 1

Introduction to OSWAS

2 Objectives

3 Modules and Features

4

5

6

7

8

9

10

11

Workflow in OSWAS – Files, DAKs & Common Modules

OSWAS 2.0 Features

Project Governance Structure

Initiatives taken by Go)

Journey So Far

Outcome

Usage Statistics

System Diagram


Vision:

To improve the Accountability, Transparency & Effectiveness in Government Administration by transforming the government functions and processes.

Mission:

To ensure Digital Processing of File and Correspondences across the state along with outlining the procedures for efficient and effective management of secretarial practice

OSWAS 1.0 Initiation : 2009-10 Support Phase : April 2013 – Nov 2019

OSWAS 2.0 Initiation : 2017-18 Support Phase : Jan 2019 – Dec 2023

Lead Department :

Dept. of Electronics & Information Technology, Govt. of Odisha

Stakeholders :

CM Office, CS Office and all Departments, Odisha Secretariat

Implementing Office - Dept. of E&IT (GoO) & Odisha Centre Application Centre (OCAC)

SI - Tata Consultancy Services

Introduction to OSWAS


Objectives

01 Technology Refresh

02 Feature Upgrade along with Mobility

03 Enterprise approach across the State

04 Transform Government Processes across Dept.

05 Establish collaborative work environment

06 Move towards Digital Work Environment


State 5 T’s objective

23

Team Work

Technology

Time

Transparency

Digital Processing in place of manual intervention

Easy access to lakh of records

Centralized file and correspondence numbering System

Less paper environment

Tracking of Files with Pendency

Digitally secured Noting

Maintenance of Audit Trail for all transactions

Significant reduction in file Lifecycle

Easy access of files and disposal

Use of open source technology

Latest technology in Framework with security features

Web responsive

Single Sign on capability

Successfully implemented across multiple Gov. organisations

Handshaking between departments and directorates

Interdependent and interdepartmental file movement

Transformation


Core (14 modules)

• Portal

• Dak / Correspondence

Management

• File Management

• File Processing

• Files Room / Record Room

• Document Management

• Knowledge Bank

• Workflow Management

• Communiqué System (Internal Messaging)

• Organization Structure Management

• Dashboard

• Notice Board

• MIS Reports

• Audit Trail Management

• Advanced Search Engine

Common (7 Modules)

• Leave Management

• Vehicle Management

• Online Telephone Directory

• Tour and Travels

• RTI

• Court Case

Management

• Assembly questions

24x7 secure access

Online publishing of Notices and circulars

Creation of Knowledge Base in secretariat

SMS and e-Mail Notifications

Digital Signature

Suite of real time Executive Dashboards

Odia language support

Integration with 3rd party systems

MIS and

Dashboards

Security and

Remote Access

(VPN)

Compatible to all devices

Remote access through VPN

Modules & Features


Generic

•Open Source Technology Stack

•Integration and Interfacing Capability

•Multilingual with Odia Support

•Online Support Request Management

•Scalable solution

User Interface

•Personalization

•Web Responsive

•Cross browser compatible

•User Friendly

Core Applications

•Dynamic Template Management

•Customizable and Configurable Workflow

•DMS through File System

•Global Search

•Knowledge Base

Accessibility

•Accessible remotely over VPN •Users inside secretariat LAN can access in

mobile devices through Wi-Fi •Compatible to all mobile devices

Security Framework

•Follows Open Web Application Security Project (OWASP) Guidelines

•Implementation of Spring Security Framework

•Digital Signature and OTP

OSWAS 2.0 - Feature

Technology Stack

• Open Source : Java/J2EE, Springs, Hibernate • Database : My SQL

• Application Server : JBOSS

• OS : RedHat Linux

• Others : Zabbix (EMS), LDAP


Highlights


Project Governance Structure

Process Uniformity Across the Departments

Standardized file numbering system viz., (Dept-SEC-COL-No-Year)

Imparting Computer Fundamental training and application training to all users

Appointment of nodal officers across departments for monitoring of OSWAS

Workshop conducted for sensitizing nodal officers

Mandates by senior officials to process all files electronically

Monthly review meetings by Committees & all secretaries for smooth implementation

High Level Committee

headed by Chief Secretary

Oversee Committee headed by

Principal Secy to Governor

Technical Committee headed by

Director, IIIT-Bhubaneswar

Department Nodal Officers

& Key Users

Initiatives taken by Government of Odisha


• Electronic processing for automation of Secretarial Functions

• Adoption of Digital Technology for smart governance

Initial Challenges • Infrastructure

• Server • End User

• Adaptability towards Digital

Transformation

Gathered Momentum • Upgradation of Infrastructure • Knowledge and Benefits on Electronic

processing to Department Users • Training on OSWAS to Users

Gradual Adoption : 2013

Revamped • Upgraded to OSWAS 2.0 • Electronic Processing of File

and Daks with end to end

processing • Secured VPN

Present Stage

User Base • 43 Departments including CM O and Governor office. • 3 Directorates – DG Vigilance, OSDMA, OCAC

• 4500+ Users • About 4 lakh file system and 53 lakh file processed

• About 40 lakh Daks and15.50 lakh Dak processed.

Journey so far

September 2009


Network Architecture

Data Center – Secretariat DC DR Site NDC – New Delhi

BCP site – OSDC, OCAC

Data replication

OSWAS users

Data back up shall be done at two layers to ensure data protection.

• Redundancy • Security • Fail Safe • Recovery Time Object 1 hr


OSWAS - Home Page


OSWAS – User Dash Board

The worklist where pending files can be seen


OSWAS- User Worklist

The list of files pending for disposal


Previous noting

Noting editor Correspondence

OSWAS- File View


OSWAS- Common Modules

Leave Module Assembly Questions

Tour & Travel


OSWAS - Leave & Tour Module

Types of Leave

Leave

Balance


1 Creation of File for a department with section and subject details

2 Notes are given on the Note side. Odia Language can be used for the Notings with Phonetic keyboard option

3 Drafts are created by selecting the draft type such as letter, office order, advertisement, agreement etc.

4

5 Files are sent in hierarchy using Send to Menu option

6

Incoming and Outgoing Daks are attached to the file using the functionalities of Dak Side in an eFile.

7 File Pendency can be checked in Graphical or tabular view

Actions on the file are taken selecting menu option from the Action Menu

Workflow Process in OSWAS


Workflow Process in OSWAS

Shadow file

1. Referral Department can create shadow files.

2. The process of shadow file is similar as normal

file

3. The making decision by referral department,

advice is appended to main file automatically

Other processes relating to file

1. Part file Creation

2. Linking of files

3. Linking of Act, rules, notifications etc. in noting

from Knowledge bank


Usage Statistics (Cumulative till 31st July 2019)

SL No DEPARTMENT NAME DAKS CREATED (New)

40,91,366

DAKS PROCESSED (Daks

Added to File) 15,57,510

CREATED FILES

(Unique)3,91,918

1 Agriculture & Farmer`s Empowerment 31141 10706 4145

2 Co-operation 66367 23152 5592

3 Commerce & Transport (Commerce) 16195 8068 1616

4 Commerce & Transport (Transport) 31347 11004 2487

5 Directorate of Vigilance 235 126 1505

6 Electronics & Information Technology 20471 8396 1790

7 Energy 79840 30967 5092

8 Excise 48245 15412 4210

9 Finance 35198 18919 41206

10 Fisheries & Animal Resources Development 58107 11291 3306

11 Food Supplies & Consumer Welfare 112049 39839 7114

12 Forest & Environment 84265 27076 8782

13 General Administration and Public Grievance 258328 43867 24964

14 Handlooms, Textiles and Handicrafts 42179 4045 3178

15 Health & Family Welfare 269864 95083 19218

16 Higher Education 304745 54299 18822

17 Home 171137 70798 20955

18 Housing & Urban Development 86442 36342 6752

19 Industries 54964 28721 6613

20 Information & Public Relations 26611 11663 3374

21 Labour & Employees State Insurance 69457 22116 3240

22 Law 39939 3521 4507


SL No DEPARTMENT NAME DAKS CREATED

(New)

DAKS PROCESSED

(Daks Added to File)

CREATED FILES

(Unique)

23 Micro,Small and Medium Enterprises 53886 11707 3093

24 Odia Language, Literature & Culture 19548 7443 1256

25 Odisha Computer Application Centre 6648 2560 978

26 Odisha State Disaster Management Authority 15679 464 407

27 Panchayati Raj and Drinking Water Department 160534 92954 20541

28 Parliamentary Affairs 29508 10628 2414

29 Planning and Convergence 89349 39582 8979

30 Public Enterprises 20176 9552 1973

31 Revenue & Disaster Management 620030 419187 61449

32 Rural Development 253333 114491 22842

33 School & Mass Education 253686 79400 22465

34 Science & Technology 11091 6201 1755

35 Skill Development & Technical Education 28575 6669 2034

36 Social Security & Empowerment of Persons with Disabilities 6406 919 932

37 Sports & Youth Services 46926 28964 2577

38 ST & SC Development, Minorities & Backward Classes Welfare 188401 51577 9044

39 Steel & Mines 61587 18518 3315

40 Tourism 6622 2527 1951

41 Water Resources 187080 33722 13106

42 Women & Child Development and Mission Shakti 64743 24381 5912

43 Works 60432 20653 6427

Usage Statistics Contd…. (Cumulative till 31st July 2019)


File Movement Usage (Cumulative 53,30,226 files till 31st July)

SL No Department Processed Files (File Movement)

1 Revenue & Disaster Management 672912

2 Home 416996

3 General Administration and Public Grievance 387692

4 Rural Development 318152

5 Health & Family Welfare 269243

6 Higher Education 253000

7 School & Mass Education 247705

8 ST & SC Development, Minorities & Backward Classes Welfare 211231

9 Finance 195850

10 Water Resources 185449

11 Panchayati Raj and Drinking Water Department 179988

12 Women & Child Development and Mission Shakti 152265

13 Forest & Environment 134711

14 Planning and Convergence 131756

15 Food Supplies & Consumer Welfare 126647

16 Office of Chief Minister 124933

17 Sports & Youth Services 109764

18 Industries 107547

19 Housing & Urban Development 98060

20 Agriculture & Farmer`s Empowerment 93709

21 Works 77441

22 Energy 67360

SL No Department Processed Files (File Movement)

23 Information & Public Relations 65325

24 Fisheries & Animal Resources Development 63460

25 Commerce & Transport (Transport) 59018

26 Labour & Employees State Insurance 56253

27 Parliamentary Affairs 48002

28 Steel & Mines 44198

29 Law 40177

30 Skill Development & Technical Education 39320

31 Excise 37596

32 Electronics & Information Technology 34592

33 Co-operation 34398

34 Science & Technology 33562

35 Commerce & Transport (Commerce) 31957

36 Odisha Computer Application Centre 29792

37 Handlooms, Textiles and Handicrafts 28245

38 Micro,Small and Medium Enterprises 27950

39 Public Enterprises 26601

40 Tourism 21438

41 Social Security & Empowerment of Persons with Disabilities 15068

42 Directorate of Vigilance 10787

43 Odia Language, Literature & Culture 10670

44 Odisha State Disaster Management Authority 9406


Cumulative Usage (Last 5 Years) 4

9.9

55

.2

75

.4

64

.9

38

.94

55

6.8

71

5.9

10

86

.6

13

23

.9

79

4.3

4

64

6

74

2.2

74

1.6

85

5.3

51

3.1

8

39

6.4

46

4.9

58

9.9

60

1.1

36

0.6

6

0

200

400

600

800

1000

1200

1400

2015 2016 2017 2018 2019

Files Created Files Processed Daks Created Daks Processed

In Thousand

▪ Model State in Electronic File Processing

▪ Realization of 5Ts - Transparency, Teamwork, Time, Transformation and Technology

▪ 13.22 lakh file movement processed in a year and 6 lakh Daks processed.

▪ 5145 configured users and 3258 active

users processing files.

▪ YOY Increased usage ▪ Move towards digital transformation

▪ Standardization of File processing ▪ Online Tracking of KPIs

▪ Department wise ▪ Section wise ▪ Employee wise

Growth and adoption


Quantum increase in Government Efficiency

Reduction in file cycle time By 70-75%

Saving of Papers across Years 41+ Lakhs of Papers

Centralized file/correspondence

numbering system a 0 manual register

entries

Easy and Fast access to 2+ Lakhs

of orders/rules

Less than 4-5

Seconds

a

Online Tracking of Files Approx. 429+

Thousand Files a

Digitally Secured Noting across

Department

Approx. 58+

Thousand Noting a

Implementation Outcome

Processing time of

Cases/GOs/GRs was in days

in manual mode

Prone to destruction &

manipulation of Data

Compilation of information

/reports

Lots of man hours needed for

file processing

Highly paper intensive

Little access control

Easy search and retrieval

of 74+ Lakh Records

58+ Thousand of Digitally

Secured Notings

Real time Dashboards for

KPIs

System driven file

processing resulted in

saving of man hours

Less paper Environment

Secured access control

Before After


Extension of OSWAS Application to State Directorate Offices.

Integration of OSWAS with other application like HRMS, eAbhiyog, RTI, iFMS, eVidhan, etc.

e-Mail Functionality Deployment on Production Environment.

Recommending best practices and functionalities implemented in other state as per Requirement.

Strengthening of OSWAN and SECLAN connectivity towards proper usage at directorate.

OSWAS Way Forward

Thank you

Implementation of Odisha Secretariat Workflow Automation ...

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