PROJECT REPORT ON IMPLEMENTATION OF

e-GOVERNANCE ACTIVITIES IN THE DEPARTMENT OF PUBLIC INSTRUCTION.

M.MADAN GOPAL, I.A.S.,

COMMISSIONER FOR PUBLIC INSTRUCTION,

N.T.ROAD, BANGALORE.

TABLE OF CONTENTS I. Scope of the Project : 1.1 Objectives 2 1.2 Background 2 1.3 Problems 3 1.4 Project Importance 3 II. Project Model & benefits: 2.1 Capacity building 5 2.2 e-Governance Applications. 6 2.3 Software for e-Governance applications III. Project Requirements : 3.1 State eGovernance Monitoring Cell 11 3.2 CPI, Bangalore 11 3.3 CPI, Dharwad 11 3.4 CPI, Gulburga 11 IV. Budget : 4.1 State eGovernance Monitoring Cell 12 4.2 CPI, Bangalore 13 4.3 CPI, Dharwad 13 4.4 CPI, Gulburga 13 5.1 14 Project Financials V. Project benefits: 6.1 Benefits to the citizens 14 6.2 Benefits to the Department 15

5.1 15 Conclusions

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I. Scope of the Project : 1.1 Background : IT has become an integral part of life of the people in India today. India is one of the world leaders in IT. It is therefore important that the talent in this field that abounds in our country be applied to bettering the education system as well.

IT is not for reducing employment but to increase human efficiency. One of the arguments against IT is that it replaces manpower. The planning that has gone into the projects described in this document has taken this into account. The purpose of the IT projects here are merely to increase the productivity of employees and not to replace them. With the use of IT employees can be empowered to achieve more, at a faster pace and exercise greater creativity by reducing the amount of mundane and repetitive work. Government in India has the critical responsibility of social and economic development of the country. IT affords an excellent tool that can be deployed by Governments to reach goals of equity, justice, socio-economic prosperity. Just as corporate entities have benefited from using IT, e-Governance has become an important concept. Government of Karnataka has always been in the forefront in India, in attempting to tap the power of IT for development and in fact is one of the few states that have a department distinct for e-Governance (distinct from the IT department). This provides the in-principle support for the e-Governance perspective plan that is discussed in this document. 1.2 Objectives :

• Efficient administration

• Global Communication

• Improved collaboration

• Access to information All are essential to the Organizational growth and Development

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1.3. Problems :

• Difficulties in the management of the existing manual filing system • Lack of clear and comprehensive approach and policy with respect to

using IT • Lack of skills and awareness about IT among personnel • Diffuse, redundant, and inconsistent efforts in automation and in data entry • Inaccuracy of data • Wastage of time and energy due to manual systems • Poor IT infrastructure • Lack of understanding / support from senior administrators

1.4 Project Importance :

The project aims at e-governance and it is the processes in which information and communications technology (ICT) play an active and significant role. The role played by e-governance could be wide ranging in delivery and standards of governance services, to how people access such services and the participation of people in the governance sphere

The objective of e-governance is simply the use of IT to further the goals of good governance. Hence e-governance can be defined as the use by government agencies of information and communication technologies, to deliver governance services, including socio-economic development and enhance relations with citizens, businesses, and other arms of government. This includes :

a. Delivery of services to community / stakeholders b. high quality of services delivered c. timely delivery d. efficiency in process e. ability to learn from experiences for improved delivery f. Improved interactions with business and industry g. Citizen empowerment through access to information h. enhanced capacities of department personnel.

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II. Project Model

2.1 Capacity Building :

2.1.1. Leadership / Vision - Training for EGU - Policy Makers

A training program for seniors in the department needs to be planned and executed. This training program needs to be focused according to the requirements of the policy makers at the top. This may include communication of the following:

• Vision, Mission, Strategies, Policies, guidelines, frameworks, roadmaps • Benefits from e-governance, appreciation of technology in governance and

services delivery • Experiences of state and other Governments which can guide education

department in this aspect • Human Resources Strategy - for project leadership, implementation, operations • Process Re-engineering and its linkages to e-governance 2.1.2. IT Expertise/Culture

The real benefits come in when officers use computers themselves for information processing, communication and decision support. Firstly, there must be a ‘culture’ of using computers within the department. Every officer must use it as a tool to delivery results. Officers who do not use computers will be clearly perceived as not being equally efficient or effective in their work. The second mandatory step is of course, the provision of sufficient computers / infrastructure to officers. The name ‘PC’ stands for ‘Personal Computer’ and this clearly suggests that each officer needs to have a PC to work with. ‘Section computer’ paradigm will not allow the full fledged use of computers, though this can be a part of the gradual improvement in infrastructure provision. 2.2. e-Governance Applications.:

EMISSetup of e-Gov. Units

Human Resources

Process Re-Engineering

IT and Other Trainings

Capacity Building Applications Infrastructure Capacity Building Applications Infrastructure MaintMaint.& support.& support

Providing H/w

Providing S/w

Maintenance of H/w & S/w

Logistics & Support

EE--governance Project Process governance Project Process –– Flow chartFlow chart

Connectivity

PMIS

ShikshanavahiniE-Reporting

Bio-Metric &Child Tracking

School Adoption Programme

RDS – e-Learning

Education WEB portal/Think.com

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2.2.1. EMIS (Education Management Information System) : The fundamental principle underlying decision making is that, decision making should be data based and not based on the ‘gut feeling’ of the officer. However, given the scale and complexity of the data in the education sector, we still have not reached the state of ‘data based’ decision making in the department. Data tends to be incomplete, inaccurate, inconsistent and not available at time of need. The EMIS application is an attempt to remedy this situation.

EMIS is a multi-level system that provides information to the management and assist in making the tracking and planning activities of the department more effective. Collection of information has had many problems thus far, most notably inaccuracies, time lags, and redundancy of efforts. The EMIS project aims to rectify these through the development and deployment of software developed with the help of the Azim Premji Foundation.

Phase 1: profile, process automation, and school MIS Phase 2: payroll, budgeting, mid-day meals, MMR, NABARD, reports, and administration, Training Management System.

Benefits/outcomes:

• Make more time available to teachers as well as officers for academic work rather than administrative work

• Improve the flow of information to enable more informed decision-making • Make the activities of the department and its implementation transparent and

available for the public. • Reduces the redundancy in data collection, entry and reporting at all levels

and provide consistent and updated information and also ensure the timely availability of data

2.2.2. PERSONNEL INFORMATION SYSTEM : It is important to have information about its personnel in a database for easy access and use. Information on people, their skills and qualifications, contact information and service information is vital to support meaningful deployment of officers within the department. The Personnel Information System software has been developed by NIC, it includes Group A&B officers service matter. It is a web based application.

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2.2.3. EDUCATION ONE WEB PORTAL :

Education portal is single platform for information on all aspects of the Education department in Karnataka. There are various field departments and various agencies. The Education One portal will become a single link to all the departments and agencies and also the state governments.

• Government Schemes and programs • Government organization structure and people • Forms and circulars (Downloading) • Directory Services (For E-Mail, telephones, Addresses, Contact Personnel of

all • Education Offices) • Links to all other Government sites • Links to Education Departments , NGO/PPU/Research Institutes/

2.2.4. SCHOOL ADOPTION PROGRAMME :

It is proposed that providing more information on the Internet, including online forms and acceptance of credit card donations for those donors who can help in the development of the school and helping students by giving them scholarships by getting actual inputs from the web.

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2.2.5. SHIKSHANAVAHINI : The department carries out its duties and responsibilities by observing certain procedures, one of which is file and letter monitoring. Currently there is software that is restricted to showing only the position of the file. It would be beneficial to have a system that would allow comments to be made electronically and for relevant information on the file to be available for viewing. This software is integrated with Letter Monitoring System/File Monitoring System/ Court Monitoring System/Document System. Outcomes/benefits:

• Department processes can be expedited by such a system • Files may be tracked more accurately minimizing the loss of information • Transparency and accountability can be improved • System to track and manage court cases involving the department • DMS - Government organizations are required to maintain official documents

and matters of public record, which must be provided to constituents upon request under the Right Information Act.

• CMS - The number of court hearings missed will be reduced and the number of court hearings itself will be reduced (due to fewer contempt cases)

• The status of cases can be tracked more efficiently 2.2.6. e-REPORTING (MMR online): Each field office reports on at least a monthly basis to its supervisory office. Currently most of it is manual. However, the goal is to get each report electronically from the field office to the state monitory office through server connectivity at different levels.

Web based SolutionWeb based Solution

Server Hostedat ISP

CPI DDPI SCHOOLBEO

Issues

1. Schools are not equipped with computers

2. Dial up facility at BEO3. POPs of Internet4. Personal data security

Advantages

1. Centralized database2. Effective Workflow system3. Online data updation4. Instant information

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2.3 Software’s for e-Governance Applications: Sl.NO Name of the Software Developed by Funding by

1. Education Management Information System

CPI-EGU - Offline

SSA

2. Personnel Information System NIC FREE 3. Education one web Portal CPI-EGU CPI 4. School Adoption Programme CPI-EGU CPI 5. Think. Com Outsourcing CPI 6. Shishanavahini –

LMS/FMS/CMS/DMS NIC FREE

7. e- Reporting (MMR online) NIC FREE

• Most of the administrative softwares are free and developed by NIC. • All software at HOD’s office is maintained and supported by respective E-

Governance units. • The above software’s database planning to host in state data centre

(maintained by e-Governance secretariat) III. PROJECT REQUIREMENTS : The table summarizes the requirements for the different offices under the Department of public Instruction. Hardware requirement is mandate for implementing proposed e-Governance applications effectively.

Sl. No

Item Budget Source

Units

3.1. State e-Governance Monitoring Unit Computers (P4) with LCD Monitor with Networking and UPS

1 CPI 45

2 CPI 1 Touch Screen with Kiosk Counter Lap Top 3 CPI 3

3.2. CPI, Bangalore. 1 Computers (P4) with LCD Monitor with

Networking and UPS CPI 50

2 CPI 1 Multi function device with duplex mode a3 size , sorter , network card 64 mb memory with scanning facility 20-40cpm

3 Anti Virus Software (3 Servers + 100 Clients) CPI 1

4 CPI 1 Touch Screen with Kiosk Counter

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3.3. CPI, Dharwad 1 Computers (P4) with LCD Monitor with

Networking and UPS CPI, Dharwad

15

2 Server 1 3 Laptop 1 4 Touch Screen with Kiosk Counter 1 5 High End Scanner with ICR/OCR Taiwan

support 1

6 Line Printer 1 7 Anti Virus Software (1Servers + 20 Clients) 1

3.4. CPI, Gulburga 1 Computers (P4) with LCD Monitor with

Networking and UPS CPI, Dharwad

15

2 Server 1 3 Laptop 1 4 Touch Screen with Kiosk Counter 1 5 High End Scanner with ICR/OCR Taiwan

support 1

6 Line Printer 1 7 Anti Virus Software (1Servers + 20 Clients) 1 9 LCD Projector 1

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IV. Project Budget : A summary of the Project Budget is provided below , which gives about Total approximate cost and Budget source for the different offices in the department. HARDWARE & SOFTWARE REQUIREMENTS Sl. No

Item Budget Source

No. Unit cost

Approximate Cost

4.1. State e-Governance Monitoring Unit Computers (P4) with LCD Monitor with Networking and UPS

1 CPI 45 0.43 19.35

1.502 CPI 1 1.50 Touch Screen with Kiosk Counter Lap Top 2.103 CPI 3 0.70

22.95 Total 4.2. CPI, Bangalore 1 Computers (P4) with LCD Monitor with

Networking and UPS CPI 50 0.43 21.50

2 CPI 1 2.50 Multi function device with duplex mode a3 size , sorter , network card 64 mb memory with scanning facility 20-40cpm

2.50

3 Anti Virus Software (3 Servers + 100 Clients) CPI 1 2.00 2.00

4 CPI 1 1.50 1.50Touch Screen with Kiosk Counter Total 27.50

CPI, Dharwad 1 Computers (P4) with LCD Monitor with

Networking and UPS CPI, Dharwad

15 0.43 6.45

2 Server 1 1.53 1.533 Laptop 1 0.67 0.674 Touch Screen with Kiosk Counter 1 1.50 1.505 High End Scanner with ICR/OCR Taiwan

support 1 0.50 0.50

6 Line Printer 1 1.50 1.507 Anti Virus Software (1Servers + 20 Clients) 1 0.50 0.50

Total 12.65

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CPI, Gulbarga 1 Computers (P4) with LCD Monitor with

Networking and UPS CPI, Dharwad

15 0.43 6.45

2 Server 1 1.53 1.533 Laptop 1 0.67 0.674 Touch Screen with Kiosk Counter 1 1.50 1.505 High End Scanner with ICR/OCR Taiwan

support 1 0.50 0.50

6 Line Printer 1 1.50 1.507 Anti Virus Software (1Servers + 20 Clients) 1 0.50 0.509 LCD Projector 1 1.00 1.00 Total 13.65

V. Project Financials : The table summarizes the Project Financials of various field departments and estimated budget is available in the following head of account Sl No

Units Approximate Budget

1 State eGovernance Monitoring Unit, M.S.Building, Bangalore.

22.95

2 CPI, Bangalore 27.95 3 CPI, Dharwad 12.65 4 CPI, Gulburga 13.65 Total 77.20

V1. Project benefits: VI.1. Benefits to the citizens :

The transformation of the Education department to provide Efficient Convenient & Transparent Services to the Citizens through Information & Communication Technologies(ICT).

Provide easy access to information for all stakeholders, including the community.

Reduce costs of information processing.

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VI.2. Benefits to the Department :

• Enhance the decision-making abilities of administrators by aiming to provide correct, consistent and comprehensive information in a timely and transparent manner

• Improve the quality of education by assisting teachers as well as students using IT

• Bring about a holistic development by reaching distant areas through more efficient communication

• Streamline department internal and external procedures • Increase the productivity of department employees

VII. Conclusion :

There are great benefits to be enjoyed by accomplishing what has been laid out in this plan. The most apparent outcome of the above projects will be to help the department to meet its noble goal of achieving universal quality education in Karnataka. When department can react to events promptly and precisely it can provide better service to its constituents. IT will also allow department to be proactive in managing its activities and programs.

By implementing the above, employees of the department can see higher productivity. Efficient communication will allow them to coordinate their efforts leaving less room for repetition. As productivity increases, officials can accomplish what they have been expected to accomplish thus far and do a great deal more. Further, these projects can allow information to flow to and from the most distant locations. Decision makers can take into account more accurate and recent information in their work leading to better outcomes for distant areas. The benefits of IT can finally make a difference in areas that have yet to be reached.

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