e-COLLECTORATE
of
National Informatics Centre
Department of Information Technology
Government of India
Scope & Implementation Methodology
e-Collectorate Suite
• Collectorate Letter / File Tracking System
– Collectorate offices / Sections Phase-1
Phase-3
– Tehasils / Blocks
– Village panchayats / other field offices
Phase-3
• Workflow Automation of various Functionalities
of the Collectorate
Phase-2
• Citizen Centric Services Delivery
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
How a Letter Moves…
Diary
Section
(OS)
DAK / Letters
Collector
Res. Office
DAK / Letters
with Markings
Section
Diary
Sections
(Dy. Coll )
Section
Diary
Sections
(DWO )
Section
Diary
Sections
(DPO etc.)
Self
Diary
Dealing
Clerks
Dealing
Clerks
Dealing
Clerks
Requirements in e-Mode
Manual
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 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 & Movement
Mark Notes as “Pls see manual Enter the notes using the
file”
editor provided
Various Templates Available
(Letter / Proceedings /
Allotment ….
File Movement
File
4/13/2015
File Movement
ADM
File
Collector
Dy.Collector
Head/Sr./Jr. Clerk
9
Integration with Specific
Modules
•
•
•
•
•
•
Financial Management
Revenue Recovery
Public Grievance
Court cases Monitoring
Explosives License
Circuit House Booking ….
Modules are Pluggable
E-Collectorate
File Movement Package
Personnel Management
Arms License
Public Grievances
Court Case Monitoring
Pensions(Old Age/ Widow)
…… Application Packages -20
4/13/2015
11
Unique Features
• 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
E-Collectorate
Implementation Support Plan
NIC Odisha State 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.
NIC District Team
DIO / DIA
Overall Coordination of e-Collectorate
Technical Support at the District
Two programmers – to be
Outsourced
Handholding , Training, Documenting customisation
needs etc
E-Collectorate
Implementation Support Plan
District e-Collectorate Team
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
Deployment Plan
•
•
•
•
•
•
•
•
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