Scope & Implementation Methodology

e-COLLECTORATE of

National Informatics CentreDepartment of Information Technology

Government of India

e-Collectorate Suitee-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-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

Section Diary

Section Diary

Dealing Clerks

Dealing Clerks

Dealing Clerks

Dealing Clerks

Dealing Clerks

Dealing Clerks

Self Diary

How a Letter Moves…

Requirements in e-ModeManual E-Mode

Keeping the Physical Letter Letter to be scanned & Uploaded to system

Letter is Marked to a Section System 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 readyOnce 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 Movement Online Noting & MovementMark Notes as “Pls see manual file”

Enter the notes using the editor providedVarious Templates Available (Letter / Proceedings / Allotment ….

04/22/23 9

File

Collector

ADM

Dy.Collector

Head/Sr./Jr. Clerk

File

File

Mov

emen

tF

ile Movem

ent

Integration with Specific Modules

• Financial Management• Revenue Recovery• Public Grievance• Court cases Monitoring• Explosives License • Circuit House Booking ….

Modules are PluggableModules are Pluggable

04/22/23 11

Arms License

…… Application Packages -20

Personnel ManagementF

ile

Mov

emen

t P

ack

age

Public Grievances

Court Case Monitoring

Pensions(Old Age/ Widow)

E-CollectorateE-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 Head Overall Coordination

Two Officers well versed in Open Source

To study the code, Understand Logic, First-hand support for any minor customisation etc.

DIO / DIA Overall 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