BY Productivity Enhancement using ICT at Rashtrapati Bhavan V. Ponraj Director (Technology...

BY

www.presidentofindia.nic.in

Productivity Enhancement using ICT at Rashtrapati Bhavan

V. PonrajDirector (Technology Interface)

President’s SecretariatRashtrapati Bhavan

New [email protected]

mailto:[email protected]

E-Governance – Vision of H.E. Dr. APJ Abdul KalamE-Governance – Vision of H.E. Dr. APJ Abdul Kalam

Agriculture

LAW

CIVIL

PoliceTransport

Electricity

RuralPWDWater

Pvt.Public

Industries

Education

State State GovernmentsGovernments

E-Gov Data Centre at State/ Central Level

G 2 GG 2 G

G 2 CG 2 C

E-Governance Grid connecting the State and Central Government Departments and E-Governance Grid connecting the State and Central Government Departments and ensuring interoperable flow of information for G2G and G2C connectivityensuring interoperable flow of information for G2G and G2C connectivity

““A transparent smart e-governance with seamless access, secure and authentic A transparent smart e-governance with seamless access, secure and authentic flow of information crossing the inter-departmental barrier and providing a fair flow of information crossing the inter-departmental barrier and providing a fair

and unbiased service to all the citizens.”and unbiased service to all the citizens.” – Dr. APJ Abdul Kalam – Dr. APJ Abdul Kalam

““Bringing change in Bringing change in thinking and in doing so”thinking and in doing so”Democratizing the Democratizing the information information Administrative reforms Administrative reforms eliminating the procedural eliminating the procedural bottlenecks bottlenecks

www.presidentofindia.gov.in

Website has a hit Website has a hit rate of over two rate of over two hundred and fifty hundred and fifty thousand per day. thousand per day.

Whenever the Whenever the president visits president visits various parts of the various parts of the country, the hit rate country, the hit rate will be more than will be more than double than the double than the present hit rate. present hit rate.

In the year 2007, In the year 2007, average monthly hit average monthly hit is more than 1 is more than 1 Crore hitsCrore hits

On certain special On certain special occasions like occasions like Independence Day, Independence Day, Republic Day, it Republic Day, it touches nearly a touches nearly a million hits million hits

G2G

RB E-Governance Portal

NewsNews

Human Resource ManagementHuman Resource Management

Appointment ManagementAppointment Management

Meeting ManagementMeeting Management

File/Record/Correspondence ManagementFile/Record/Correspondence Management

Messaging and CollaborationMessaging and Collaboration

Issue ManagementIssue Management

Project ManagementProject Management

CircularCircular NoticesNotices IOMIOM

Gri

evan

ces

Man

agem

ent

Gri

evan

ces

Man

agem

ent

Do

cum

ents

Man

agem

ent

Do

cum

ents

Man

agem

ent

Budget Control ManagementBudget Control Management E-P

rocu

rem

ent

Man

agem

ent

E-P

rocu

rem

ent

Man

agem

ent

Task ManagementTask Management

Jet-Mail

DiscussionForum

VirtualConference

VirtualLibrary

MediaLab

InvitationMgmt

HelpDesk

RB e-Governance PortalRB e-Governance Portal

Secured Dynamic Workflow / Message QueueSecured Dynamic Workflow / Message Queue

G2CG2C

Pre

sid

en

t’s

Sec

reta

riat

U

se

rs

Management Information Systems (MIS) Management Information Systems (MIS) Departmental Information Systems (DIS)Departmental Information Systems (DIS)

Secured Access Control Secured Access Control Smart Card based Employee ServicesSmart Card based Employee Services


RB e-Governance PortalRB e-Governance PortalGrievances/Petitions/Letters/SuggestionsGrievances/Petitions/Letters/Suggestions Citizens Citizens Petitions from sensitive cases, criminal cases Petitions from sensitive cases, criminal cases Ministers Ministers MPMP MLAMLA Ex. MLAs, Ex. MPsEx. MLAs, Ex. MPs Email Email Junk Letters Junk Letters


CR SectionCR Section

SO – Public – I SO – Public – I

Public – I SectionPublic – I Section

US(P)US(P)

File StorageFile Storage

Dir (A&E)Dir (A&E)

JSPJSP

The PresidentThe President

Scanning/ProcessingScanning/ProcessingAt CR Section At CR Section Scan CentreScan Centre

CR Section CR Section ForwardsForwards

To To SO – Public - ISO – Public - I

SO – Public – ISO – Public – IAssigns to Assigns to

Dealing Dealing AssistantAssistant Public – IPublic – I

Dealing Dealing AssistantAssistant

Comments & Comments & Forwards to SO Public - IForwards to SO Public - ISO – Public –I SO – Public –I

Put up to Put up to US(P)US(P)

US(P)US(P)Put up to Put up to DIR(A&E)DIR(A&E)

DIR(A&E)DIR(A&E)Put up to Put up to

JSPJSP

JSPJSPWrites toWrites to

MPMPDispatch throughDispatch through

CRCR

CR sends letter CR sends letter By Post to MPBy Post to MP

Letter Letter Sent to MP Sent to MP

By By PostPost

It seamlessly It seamlessly Happens Happens through through

E-Governance E-Governance PortalPortal

• No Physical file movement No Physical file movement • File Electronically moves File Electronically moves • Faster response timeFaster response time• Secured flowSecured flow• Reaches CR section for dispatchReaches CR section for dispatch• Easily searchable like GoogleEasily searchable like Google


Letter from MP/Letter from MP/CITIZENCITIZEN


Personal Cell

PSP(P)Scan

May write to concernedOrganisations/authorities

For Advice

Dealing Asstt.1The

PresidentPSP(HS)

RB e-Governance PortalRB e-Governance PortalREQUESTS FOR APPOINTMENTS

CR

Dealing Asstt.2

Dealing Asstt.3

Regret

Accept

For MM

Secretary

PS to Secy

MM

Reply fromOrganisations/authorities

The President

With advicePSP(HS)

PSP(P)Regret

Accept

Fix date and time

CR

Only letter For dispatch

File all related papersFor record.

Dealing Asstt.Per.Cell

Secy

JSP

Dir-TI

…..

Acceptance Letter for

VIPs/Govt. bodies

Intimation Over tel.


Personal Cell

PSP(P)Scan

May write to concernedOrganisations/authorities

For Advice

Dealing Asstt.1The

PresidentPSP(HS)

RB e-Governance PortalRB e-Governance PortalREQUESTS FOR FUNCTIONS

CR

JSP

Secretary

MSP/DMSP

OSD(R)/Dir(TI)

Press Secy

Dealing Asstt.2

Dealing Asstt.3

Regret

Accept

For MM

Accept+MM

Secretary

PS to Secy

MM

Reply fromOrganisations/authorities

The President

With advicePSP(HS)

PSP(P)Regret

Accept (Wait)

Accept

Give a date &Send a letter

CR

Only letter For dispatch

File all related papersFor record.

Dealing Asstt.Per.Cell


Dir(A&E)Dir(A&E)

JSPJSP

SecretarySecretaryThe PresidentThe President

Initiate Note (Green Sheet) DirectlyInitiate Note (Green Sheet) Directly

DIR (A&E) – Put up DIR (A&E) – Put up To JSPTo JSP

IFAIFA

US(A) - Puts up a note to Dir (A&E)

The President The President ApprovalApproval

JSP Forwards to IFA JSP Forwards to IFA For Financial For Financial ConcurrenceConcurrence

IFA Sends to IFA Sends to IIAU/PAO SectionIIAU/PAO Section

To PUT UPTo PUT UP

IIAU/PAOIIAU/PAOPUT UPPUT UP

The file backThe file backTo IFATo IFA

IFA Concurs IFA Concurs PUT up to PUT up to

JSPJSP

JSP – Put up to JSP – Put up to SecretarySecretary

Secretary – Puts up to Secretary – Puts up to PresidentPresident


G2GG2GBackbone forBackbone for

Effective & SmartEffective & SmartE-GovernanceE-Governance

President’s SecretariatPresident’s Secretariat

Central/State GovernmentCentral/State GovernmentE-Governance PortalE-Governance Portal

JSPJSPSecretarySecretary


FILES from PMO/Ministry/ RajBhavan/ FILES from PMO/Ministry/ RajBhavan/ State Government to The PRESIDENTState Government to The PRESIDENT

File is File is Decrypted Decrypted

Digital SignDigital SignVerifiedVerified

File is Digitally Signed File is Digitally Signed Encrypted and sent to Encrypted and sent to

President’s OfficePresident’s Office

Through Secured VPNThrough Secured VPNBroadband NetworkBroadband Network

Secretary Secretary Analyze the Analyze the

PUT UP PUT UP NOTE to NOTE to


Dir(CA)Dir(CA)

Secu

red V

PN

Netw

ork – M

essage

Secu

red V

PN

Netw

ork – M

essage

Orien

ted A

rchitectu

reO

riented

Arch

itecture

Files/DAKFiles/DAKInitiated atInitiated at

PMO/ Ministry/ Raj Bhavan/ PMO/ Ministry/ Raj Bhavan/ State SecretariatState Secretariat

Work Flow with Work Flow with in the organizationin the organization

DIR(CA)DIR(CA)Sends toSends toCA-I/CA-IICA-I/CA-II

Section to Put up Section to Put up the filethe file

CA Section CA Section Put up to Put up to DIR(CA)DIR(CA)

DIR(CA)DIR(CA)Analyses and Analyses and

Put up the NotePut up the NoteTo JSPTo JSP

JSP Analyses JSP Analyses And And

PUT UP to PUT UP to The SecretaryThe Secretary

The President The President Approval / Selection / Approval / Selection /

Send back for ReconsiderationSend back for ReconsiderationSigns/ Rejects/ Decision takenSigns/ Rejects/ Decision taken

Communicated back to theCommunicated back to theConcerned Ministry / Department /Concerned Ministry / Department /

Governor / State Government Governor / State Government

G2G Communication in a secured frameworkG2G Communication in a secured framework


Rashtrapati BhavanRashtrapati Bhavan

Sta

te

Sta

te

Go

vern

men

tsG

ove

rnm

ents

Central Central GovernmentsGovernments

Sta

te

Sta

te

Raj

Bh

avan

sR

ajB

hav

ans

G2GG2G G2GG2G

G2GG2G

G2CG2C

CITIZEN INTERFACECITIZEN INTERFACE



Productivity increase through e-Gov Willingness, mindset, acceptance to change, adoptability and the

commitment are the ingredients for productivity enhancement in any ICT

implementation.

Implementation of e-Governance necessitated the re-organization of

process and procedures.

It has necessitated rethinking that led to the amalgamation of certain

sections, separation of certain activities and redeployment of manpower

for a productive work.

Manual searching of files and documents was one of the major task

Search and retrieval is independent of the availability of the person who is

holding the file.

The decision maker is freed from search for linked information and

absorption. All the information is available on the fly. Enabling him to

intellectually analyze and provided a considered decision on the issue

once for all.


• Level of file movement is ¼th the time if there are 4 levels. It gave independent opportunity for each functionary to think, when the files were sent to 4 people at a time for certain type of tasks. Thus, the quality of decision making improved a lot.

• Even when the sequential file movement were followed in majority of the cases, the e-governance system provided an opportunity and given amble time for intellectual thinking rather than handling mundane tasks.

• System chases the pendency and reminds the decision maker to take a decision for speedy clearance of files.

• Synchronization of data and its verification and validation mechanism not in place earlier led to duplication of efforts. E-Governance system eliminated that duplication, repetition, authentication and brought uniformity in the system because of validation and verification mechanism is in place.

• The places where we found work is beyond human control, due to ICT intervention the human intervention has been drastically reduced and helped to enhance the productivity.

• The change in thinking and doing so is very essential.

Productivity increase through e-Gov

Petitions in Public-I Section

Manual

Petitions 20 per day

To clear 3 – 4 days Min 72 hrs

E-Gov

Petitions 40 per day

Scan & upload 3 hrs

SO to Dealing Assts 30 m

3 Dealing assistants takes in parallel

Max 30m

US(P) – to generate letters 2 hrs

Dispatch – for postage by 3 DA 30 m

To clear 40 petitions per day 5.30 hrs per day

Performance Metrics – e-Governance

Items Days Output

Appointments with President (Normal letter)

1 letter 4 days 4-6 appointments per day will be cleared

Appointments Manual E-Gov

Scan & upload - 10 m

PSP 1 day 5 m

President 1 day 10 m

Secretary/MSP 1 day 10 m

MM (Sec/MSP) with President

1 day 1 day

PSP(HS) 1 day 10 m

Decision (Regret/OK) 2 days 10 m

Dispatch 1 day 10 m

Total time taken 8 days 1d 55 m

Performance Metrics - E-Governance

Message Request 1 message req 7days 2-8 per messages per day

Scan & upload 10 m

PSP 1 d 5 m

Deputy Press Sec 2 d (Draft msg) 30 m

Press Sec 2 d (Draft msg) 2 hrs

Sec 1 d 1 hr

PSP 1 d 30 m

President 1 day 1 hr

8 days 5.15 hrs


E-mail 300 - 500 emails

1 day 20 % emails answered in little detail. 10% emails go for Workflow and further action – leading to letters to various ministries and action items. 40% mails simple response sent30% mails no response.


Email & e-Gov Work Flow

PETITIONS RECEIVED THROUGH EMAIL

APSP(RK)

Secretary

Email to presidentofindia

account

[ President of India

Email - Dealt by APSP (RK) ]


The PresidentEmail - Read

Email - Reply

MM

JSP DIR-CA OSR® DIR-TI

By Email By workflow


RB Multimedia Studio & Multimedia tele-conferenceRB Multimedia Studio & Multimedia tele-conference


Borderless worldBorderless worldCollaboration between Collaboration between INDO-US Universities INDO-US Universities

• 342 Universities• 7 IIT’s• 1 IISc



US – INDIA Summit Multimedia Tele-conferenceUS – INDIA Summit Multimedia Tele-conference

Using high definition and high bandwidth network from Rashtrapati BhavanUsing high definition and high bandwidth network from Rashtrapati Bhavan

Borderless World: Equitable Access to Resources Borderless World: Equitable Access to Resources

ACCESS TO

• High precision equipments

• High resolution devices to map materials to subatomic level

• Femto Second Lasers

• Nano Fabs

DISTRIBUTED GRAPHICAL DISTRIBUTED GRAPHICAL

LOCATIONSLOCATIONS

LEADING LEADING

TO TO

BORDER LESS BORDER LESS

RESEARCHRESEARCH


Collaborative Conferencing – at Rashtrapati BhavanCollaborative Conferencing – at Rashtrapati Bhavan


Productivity increase through Communication

• Irrespective of distance, the technology enables you to reach the quality material to the remote corners of the country.

• It is not the video conferencing, but multimedia tele-conference in a synchronized environment.

• It is the power of technology, which makes the concept, penetrates the minds instead of just delivering a talk.

• Normally, a tolerance time for any talk is only 15 minutes. • But with the power of technology, communication and the

synergy in bringing the multimedia tools together sky is the limit for the presenter to present, to captivate the intellectual audience for more than 1.30 hrs with spell bound interaction at the end.

• It is being witnessed in more than 20 multimedia conferences held nationally and international level.


Productivity increase through Communication

• It is being authenticated based on the feedback that the President receives from the intellectual gathering for further progress of the missions spelt out by the President.

• It is not one-to-one but one-to-many and many-to-many conferences. The multiplier effect it brings increasing the productivity with national perspective.

• The entire interactive sessions becomes available in the knowledge management with complete tracking of multimedia interactions, where it helps in review learning as well as for future references on the fly during the live lecture sessions.

• Enables qualitative improvements of the lecture using the feedback from students, and other participants.

• The high quality multimedia with high definitions systems using the ICT tools, the system makes thousands of people and intellectuals at the remote locations feel that the President was with them with out much security hassles and they enjoy the interaction in a much bigger picture in a lively environment.

• These multimedia conferences enhanced the productivity of the President’s Office to be more dynamic, responsive, live and proactive to the people’s expectations at large.


Healthcare at RB

• ICT assisted health checkup for over 1000 personnel during Nov 2003 and a follow up check up during Dec 2004.

• A team of 14 doctors and paramedical staff drawn from CARE hospitals and President Estate Clinic carried out this checkup.

• The health checkup included

– general information about the patient

– his or her habits like smoking, alcohol intake and family history.

• After general physical examination of the employee about height, weight, BP etc., they were examined for Cardiovascular and respiratory diseases, the pathological examination included haemogram, lipid profile, Urine analysis, ECG, Chest X-ray, ultrasound and echocardiography.


Healthcare at RB• After the examination, the medical team made suitable

inferences about the health status of individuals and provided them suitable advice

• The whole process of examination and subsequent follow up has been done with in a short time of two weeks every year for all the 1000 individuals.

• The data is now available in electronic form for further examination in future years.

• on manual basis, it would have taken at least 3 months for the first examination and subsequently same kind of repeated effort will be needed for creating the records, maintaining the records and providing the advice.

• Use of ICT tools has enabled creation of one time record and with the unique Electronic medical record number; the follow up is all done automatically with incremental effort using the integrated healthcare and tele-medicine system.


Healthcare at RB

• The productivity index in the first examination is over 6,

whereas in subsequent follow up examination the productivity

factor has gone up to 15.

• In addition, many of the follow up examination has been done

through the tele-medicine links between Rashtrapati Bhavan

Clinic and CARE hospital Hyderabad.

• This has saved the movement of doctors or the movement of

patients by train or by air. It is difficult to quantify the individual

productivity index arising out of non-movement of personnel,

though it is substantially high.

BY Productivity Enhancement using ICT at Rashtrapati Bhavan V. Ponraj Director (Technology...

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