e-Office - Kmcgov.in

Transcription

The Kolkata Municipal Corporation
e-Office
Moving towards paperless office
The Kolkata Municipal Corporation (KMC)
being conferred ‘Urban G2C Award’ for
having most user-friendly website among
municipal bodies in India!!
e- Office
Table of Contents
1.
Introduction.................................................................................................................. 2
2.
Areas of automation.................................................................................................... 4
a) Enterprise Forms Automation .............................................................................................5
b) Document and Content Management ..........................................................................5
c)
Workflow Automation..........................................................................................................6
d) Electronic File Movement ...................................................................................................7
e)
HR & Admin Processes.........................................................................................................7
f)
Payroll......................................................................................................................................9
g)
Project Monitoring ................................................................................................................9
h)
Collaboration & Messaging .............................................................................................10
3.
KMC: Transformation into an e-office ...................................................................... 11
a) Background .........................................................................................................................11
b) Initiatives Undertaken ........................................................................................................14
c)
Results Achieved ................................................................................................................55
d) Lesson Learned ...................................................................................................................57
e)
Way ahead..........................................................................................................................58
4.
Case Studies & Best Practices................................................................................... 69
a) E-Office - Case Studies......................................................................................................69
b) E-Office - Best Practices ....................................................................................................71
5.
Recommendations & Way ahead............................................................................ 75
a) Existing Initiatives- To be completed ..............................................................................75
b) New Initiatives- To be adopted .......................................................................................76
Page 1
e- Office
1. Introduction
The electronic office, or e-office, was a term coined to cover the increasing use of
computer-based information technology for office work, especially in the 1980s. The
aim of implementing e-Office in an organization is to eliminate the use of paper and
to make most of the office communication electronic. The need for paper is
reduced by using online systems, such as replacing manual storage with databases,
typed letters and faxes with email, and reference books with e-books. Another way
to reduce paper is to automate paper-based processes that rely on forms,
applications and surveys to capture and share data. This method is referred to as
'Enterprise Forms Automation' and is typically accomplished by using existing printperfect documents in electronic format to allow for pre-filling of existing data,
capturing data manually entered online by end-users, providing secure methods to
submit form data to processing systems, and digitally signing the electronic
documents without printing.
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e- Office
The Government of India, in recognition of the long-felt need for efficiency in
government processes and service delivery mechanisms, has included e-Office as a
core Mission Mode Project (MMP) under the National e-Governance Plan (NeGP).
e- Office aims at creating a positive environment by doing away with the
cumbersome load of paper documents and files. Streamlining office workflow to
reduce processing delays forms the core focus of e-Office project.
Objectives of e-Office:
• To improve efficiency, consistency and effectiveness of government responses
• To reduce turnaround time and to meet the demands of the citizen charter
• To provide for effective resource management to improve the quality of
administration
• To establish transparency and accountability
• To provide cost effective e-storage facility
• Environment friendly, eco-friendly
Advantages of e-Office:
•
Workflow automation including standardization & automation of repetitive
processes/work flows
•
Cost Savings
•
Improved efficiency
•
Transparency and Accountability
•
Reduction in processing delays
•
Boost Productivity
•
Save space
•
Easier documentation and information sharing
•
Environment friendly
•
Knowledge management, including creation of institutional memories
•
Record management
•
Efficient communications management
•
Quality assurance
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e- Office
•
Productivity management (dashboard view, performance management, file
tracking)
•
User-friendliness
•
Accountability, including audit trails
•
Responsiveness to citizens, with certainty of response
•
Integration within the same office and with other department
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e- Office
2. Areas of automation
e- Office can broadly be visualized as automation of the different components
encountered in a government office. The figure below captures some the basic
areas where e-Office can bring in automation and lead towards a paperless office
Collaborati
on &
Messaging
Project
Monitoring
Enterprise
Form
Automation
e- Office
Payroll
HR & Admin
Document
& Content
Manageme
Workflow
Automation
Electronic
File
Movement
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e- Office
a) Enterprise Forms Automation
Enterprise forms automation is a company-wide computer system or set of systems
for managing, distributing, completing and processing paper-based forms,
applications, surveys, contracts and other documents. It is mainly about automation
of paper-based processes that specifically rely on documents that retain their
paper-based look and feel even if not printed out during the process. A forms
automation solution, in order to be considered as an ‘Enterprise Forms Automation’
solution, must meet the requirements of enterprise software and be specifically
focused on automating paperwork and paper-based forms.
A typical Enterprise Forms Automation implementation will consist of the following:
•
Library of electronic versions of paper-based documents (PDF format or other
comparable format)
•
Data store of existing data and/or web page to collect data to fill onto forms
•
Software to pre-fill existing data from databases and data stores onto electronic
forms
•
Software to save forms that are in process and/or partially completed
•
Software to capture and translate electronic form data
•
Workflow systems to manage the interaction with forms and data
•
Two-way messaging between forms and systems during submission and
validation
•
Barcode software to match images of forms with electronic form data
•
Digital signature solutions to capture signatures electronically
Currently available solutions available include:
•
Quik! Forms Enterprise
•
Access Enterprise Forms Management
•
Custom solution
b) Document and Content Management
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e- Office
Document Management Systems are used to store, maintain and track electronic
documents. It also helps in maintaining the versioning of the documents.
Key features implemented by a document management system are:
•
Creation and capture of documents
•
Content creation with metadata
•
Workflow
•
Versioning and history
•
Check-In, Check-Out driven version control
•
Audit trails
•
Alerts and notification
•
Search
•
Sharing and security
Some of the document management solutions currently available are:
•
Microsoft Sharepoint
•
Document Locater
•
Enterprise Document Manager
•
Inquest Project
•
KMS Of e-Office suite
c) Workflow Automation
Workflow refers to a sequence of steps undertaken to accomplish a task. Workflow
automation helps to ensure that at the right time the right person gets the right
information about what needs to be done and in what order by bringing about an
automation of the business processes. Automation of manual business processes
can reduce costs and greatly improve efficiency of the organization.
Workflow management software should have support for the following:
•
User friendly GUI for creation of business processes
•
Alerts and notifications
•
Audit trail
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e- Office
•
Automated e-mails, sms, etc
•
Reports
•
Security
Some solutions that are currently available for workflow automation are:
•
Chronos workflow platform
•
Pega
•
Process maker (Open Source)
d) Electronic File Movement
Electronic file movement is aimed at eliminating the manual file movements
currently prevailing in government offices. It tries to streamline the file movement
through:
•
Scanning of inward letters
•
Digital signatures of secured delivery
•
Electronic routing of files to appropriate authority
•
Due dates and reminders
•
Search and viewing of files
•
Identification of pending files
•
Report generation
Some of the currently available solutions are:
•
e-File from e-Office Suite
e) HR & Admin Processes
e- Leave
Employee applying for leave is a very routine activity in any organization. A leave
system is required that allows employees to apply for leave online at a convenient
time and location. The approver for the leave also needs the same convenience.
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e- Office
Further, reporting officers many times require the information as to how many of their
staff are on leave during a specified period.
Key Features of Leave management system:
•
Role based Access
•
Leave management is per the relevant guidelines
•
Link Officer(for leave approval)
•
Alerts on approval of leave
•
Online submission of Joining report
•
Current Leave Balance
•
Leave details of subordinates
Current solutions available include:
•
e-Leave from e-Office suite
•
Farsight’s employee leave management system
•
e-Leave solution from Info-tech Systems Integrators Pte Ltd
•
e-Leave from RSOLUTIONS
e- Tour
Tour and Travel management requires a lot of paper work and approval. State of
the art online Tour Management System is required to improve efficiency and
ongoing savings of money and time
Key Features of an e-Tour Solution:
On line mode for:
•
Submission of tour
•
Approval of tour
•
Confirmation of tour
On line Tour claims:
•
Settlement and Expense Claim
•
Confirm Expense Claim
•
Cancel Claim Request
•
Approve/ Reject Claims
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e- Office
•
Claim History
Currently available e-Tour solutions:
•
e-Tour from e-Office suite
f) Payroll
Automated payroll enables an employer to process employee payrolls through a
computerized system. A manual payroll system requires that the payroll be
processed by hand and is therefore a considerably slower procedure than an
automated system. Automation makes payroll processing simpler, and reduces
errors, which are more likely with the manual system.
Key features of an automated payroll system:
•
Computerized payslip
•
GPF
•
Income Tax statements
•
Payment Calculation
•
Deduction
•
Reporting
Currently available payroll solutions:
•
e-Office suite
•
ADP Payroll services
•
ERP Solutions
g) Project Monitoring
Automated project monitoring can be carried out using project management
software solutions.
These software solutions can be desktop based or web based. They provide support
for key project management activities like:
•
Estimation
•
Scheduling
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e- Office
•
Cost Control
•
Budget
•
Resource Allocation
•
Collaboration
•
Quality management
•
Documentation
Currently available project management solutions include:
•
Microsoft Project
•
e-Office suite
•
Open Proj(Open Source)
•
Ace Project
•
Apollo
•
Project Tracker
h) Collaboration & Messaging
There is an increased dependency on e-mail, voice, calendaring, and real-time
collaboration tools. There has been a move towards automating scheduling of
meetings, conferences workshops etc. Also internal messaging and communication
has been implemented across many workplaces the world over.
Key features implemented through collaboration and messaging solutions include:
•
Shared calendar
•
Shared events (conferences, workshops etc)
•
Discussion Boards
•
Instant Messaging
•
RSS feeds
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e- Office
3. KMC: Transformation into an e-office
a) Background
i.
Basic Statistics of the City of Kolkata
Area of Kolkata
187.5 square km
Latitude
22030’ N to 22037’ N
Longitude
88018’ E to 88023’ E
Population of Kolkata (as
44,86,679
per 2011 census)
(provisional)
Male : 23,62,662
Female : 21,24,017
Population of Kolkata (as
45,72,876
per 2001 census)
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e- Office
Male : 25,00,040
Female : 20,72,836
Decennial Growth Rate
-1.88%
% (2001 to 2011)
Population Density (as
24,252
per 2011 census)
(provisional)
Population Density (as
24,718
per 2001 census)
No. of females/ per
899
thousand males (as per
2011 census) (provisional)
No. of females/ per
829
thousand males (as per
2001 census)
Literacy Rate (%)
84.98%
excluding age 0-6
population 2011
Literacy Rate (%)
80.86%
excluding age 0-6
population 2001
Floating population
60,00,000 / day
No. of boroughs
15
No. of wards
141
The Kolkata Municipal Corporation (KMC) is the largest Urban Local Body (ULB) in the
greater Kolkata area, providing a wide range of civic services such as water supply,
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e- Office
roads, education, drainage, solid waste management, etc. to over 4.5 million
citizens of the city. KMC provides services through more than 40 departments with
about 35,000 employees on its payroll.
Computerization in KMC started in 1973-74, with the Data Processing Unit set up as a
central department. However, there was no reorganization of work or process flows
to integrate computers with the operations of the various departments. Inefficient,
slow and difficult to track flow of work resulted in poor level of service to citizens.
KMC suffered huge losses in revenue, mainly due to lack of systematic organized
data for departments such as Assessment-Collection engaged in Property Tax
Collection. Being the primary civic service provider in Kolkata, KMC was unable to
cater to the rising urbanization, increasing pressure on infrastructure (e.g. water
supply, roads, sewerage, solid waste disposal, etc.) and services. This made reforms
in IT and introduction of E-Governance an imperative to improve the overall
efficiency and improve the service delivery to the citizens of Kolkata.
Possible because
of strong backend
systems
2010
Portal
Service
Need for efficient
Citizen Services
was felt
20062011
E-KOLKATA
CENTER
Increased
Citizen
Awareness
KMC DATA
CENTRE
&MAS
20052010
2000
KMC
STATIC
WEBSITE
1996
STANDALON
E
SYSTEM IN
MANY DEPTT
Demand
for efficient
services
KMC’s Journey Toward e-
Data
Processing
19731974
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e- Office
ii.
Situation before the introduction of e-governance reforms
• Computerization in KMC started in 1973-74, with Data Processing Unit set up as
a central department.
• In 1995-96 individual computer rooms were set up in all major departments,
and several individual initiatives were undertaken, covering almost all
departments in KMC.
• Most computer cells were operating with a server with several dumb terminals
intended for data entry and for collection counters, supported by a small
number of personal computers for software development to cater to individual
functions like Property Tax billing and collection, Payroll, Stores etc.
• There was little integration between various applications
• In most cases computers were predominantly used for bills and receipt printing
only.
• There was limited networking within units of the same department or between
departments and offices outside the head office.
• There had been no reorganization of work or process flows to integrate
computers with the operations of the department.
• Most of the computer staff was engaged in data entry or as operators at the
cash counter.
• Several computer courses, varying in duration from three months to two years,
were organized but were of little success.
• There was a lack of a central pool of IT specialists.
• Inefficient, slow and difficult to track flow of work resulting in poor level of
service to citizens
• There was a loss of Revenue due to lack of systematic organized data for
departments
such as
Assessment-Collection engaged
in Property
Tax
Collection.
• KMC had a website, www.Calmanac.com, which had basic information about
Calcutta and KMC.
In 2003-04, the Asian Development Bank (ADB) identified Kolkata as a priority city
and initiated the Capacity Building Program (CBP). The objective of the CBP was to
build a KMC that is citizen responsive, efficient, equitable, financially stable,
transparent and delivers quality services to citizens. The Capacity Building
Programme was intended to re-invigorate the organization so that it would be
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e- Office
capable of facing challenges such as rapid urbanization, increasing demand for
infrastructure and services.
In 2003, KMC approached the Department for International Development (DFID) for
funds to transform this vision into a reality in terms of E-Governance and other areas.
b) Initiatives Undertaken
As a part of the IT vision, several initiatives have been taken to transform KMC into an
e-Office.
i. Objectives of the Reforms
•
To provide simplified and efficient citizen services
•
To implement Business Process Re-engineering for simplifying major municipal
functions
•
Cost recovery & increased revenue generation
•
Cost reduction – Reducing the costs of various municipal functions
•
Cost Efficiency – Providing a better level of service by reducing the cycle time
involved
ii. Key components of the reforms
•
Business Process Reengineering study and implementation – To strengthen
and improve decision making process at all levels of KMC and enable KMC to
streamline its core systems and procedures.
•
Development and Deployment of a Municipal Administration System (MAS)
for digitization in internal workflow – To strengthen the strategic planning
capacities and day-to-day management of core municipal functions by the
local bodies.
•
Hardware Procurement and Operationalization – To ensure that there is
adequate computer hardware infrastructure to run the E-Governance
Systems.
•
Network Connectivity – Connectivity between CMO and about 90 remote
offices of KMC allowing easy data access and information circulation.
•
Data Entry and Validation – For creating KMC’s Master databases (one time
data entry) both through data entry and through migration of legacy
databases.
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e- Office
•
Computer Training – It is imperative for all levels of KMC staff so that they
posses adequate computer usage skills for usage of the new systems.
•
Facilities Management – To maintain the MAS infrastructure effectively and
efficiently
KMC’s IT Centre
KMC’s Server Room
iii. Development of Municipal Administration System (MAS)
A Municipal Administration System (MAS) has been developed for digitization of
workflows in all the departments. The system ensures systematic flow of work,
automatic sharing of citizen information between departments and quick access
to data for officials.
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e- Office
KMC’s Municipal Administration System (MAS)
Financial
Inventory
Accounts
Finance
Treasury
Auditing
Budgeting
Bank
Revenue
Civic Services
Property
Tax
Solid
Waste
Bldg. Fees
Health
Trade
licensee
Water
Chg.
Education
Engineerin
g
Water
Supply
Drainage
Obs.
Leased
Prop.
Mkt.
Stallage
Adv/Car
Sewerage
&
Drainage
Back Office
IT
HR DB
Law
Payroll
Secretary
PF
Press/IPR
Pensio
ns
Vigilance
/
Corruptio
n Control
Planning
&
Designing
H.R.
Poverty
Poverty
DB
Procur
e
Bustee
Services
Stores
Program
s
Scheme
s
Schools
Supply
Contra
ct
Estate
Other
Assets
Plant &
Machin
ery
Lighting &
Electricity
The facilities provided by MAS to various KMC departments are:
No Module
.
1.
Common
Collection
Features
•
Common Collection System is running from 9 e-Kolkata
Citizen Service Centres (CSC) and 9 Common Collection
Centres (CCC)
•
Collection of Bar-coded demands for 16 departments of
KMC is collected through the system. Departments are
Assessment (PD Bill, F/S Bill, LOI), Advertisement (LUC, nonLUC payment), Building, License (New, Renewal), Market
(Stallage fees, Miscellaneous collection), Car Parking
(Fees and Exclusive Parking), Survey, Water Supply,
Drainage, Amusement (Renewal), Bustee, Parks &
Square, MAT, Engineering, and Revenue department
•
Integration with other departmental collection systems
through Pay-In-slip for the purpose of banking of
collected amount. Departments are Assessment, License,
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Advertisement, Car Parking, Central Records and I & PR
departments
2.
3.
Assessment
Collection
•
Collection of Earnest Money and Security Deposits, all
collections from employee and refunds against
employee earmarked funds, MP/MLA Funds and
Government Grants and contractor advances
•
Any other sort of miscellaneous collection through GM
•
Generate Pay In Slip on collected amount and submit to
Bank
•
Generate MIS Reports
•
Generation of new Assessee number and maintaining the
details of the Assessee
•
Hearing process
•
Adjustment of the excess payment through the suspense
account
•
Conducting a mutation through
capture or initiating a suo-motu
•
Generation of NOC (No Outstanding Certificate) and
NOD (Notice of Demand) as required
•
Issuance of Assessment Register
•
PD Bill Generation
•
Maintenance of Khatal List, Exempted properties
•
Demand and Collection system for Port Trust and Central
Govt. Properties
•
Interface between MAT and Assessment Collection
Unit
Area
•
Assessment
System
(Developed
•
and
not
implemented)
•
A-42
application
Four types of Self Assessment Forms (SAF-1A, SAF-1B, SAF1C, SAF-1D) have been developed in MAS as well as ePortal to accept property details from owners.
Calculation of tax liability of an existing assessee or an
unassessed property as per UAA rule.
Create Demand Challan for the property after form
submission.
•
Enable user to pay tax online.
•
Generation of supplementary or fresh bills based on new
property tax (UAA based) liability
•
Adjustment of the excess payment through the suspense
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e- Office
account
4.
5.
6.
7.
License
Market
•
Generation of MIS reports
•
Maintaining the master data like list of wards, streets,
different multiplicative factors
•
Issuance of New/Renewal Licences from all licence
offices
•
Issuance of Renewal Demands from all licence offices
•
Renewal of demand generation through Batch-Process
and Printing
•
Payment of Counter New & Renewal CE
Kolkata centers and Treasury counters
•
Enables online payment and generation of the e-receipt
•
Collection & data entry for new issuance by Bailiff
•
Providing an efficient rate engine to calculate Trade
Licence fees under different sections
•
Managing modification and correction of Trade Licence
data and generating supplementary demands
•
Validation for Fire Certificate
•
Generation of MIS reports
•
Maintain market and stall details
•
Maintain electrical connections and customer details for
the stalls
•
Print bills for Stallage, electricity
miscellaneous charges of stalls
•
Receive online payment collection against bills through
bar code reader
•
Record payment collection status for offline markets
Birth Certificate •
Issue
through e-
charges
and
Extract birth records supplied by hospitals and nursing
homes of Kolkata and home delivery registered in
Boroughs
•
Birth Registration Data entry from HO and Boroughs
•
Certificate Issue from Data entry from HO, Boroughs and
e-Kolkata Citizen Service Centres
Death
•
Certificate Issue
•
Death Registration Data entry from HO
Death Registration from
Burning
Ghats
and
Burial
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e- Office
Grounds
8.
9.
Health
Information
Amusement
10. Parking
•
Certificate Issue
•
Facility of issuance of multiple copy of death certificate
•
Maintain information regarding quantity and quality of
Health Services provided to the citizens & report to Senior
Management at any point of time.
•
Maintain
information
Operations
•
Maintain information regarding storage of laboratory test
results for food items and potable water
•
Maintain of Decease control information system of KMC
•
Maintain of patient status system
•
Food safety system to be implemented soon.
•
Issuance and maintenance of casual and permanent
permissions
•
Provide an effective and efficient rate engine to
calculate the demand amount applicable under the
different BI Codes
•
Issuance of New and Renewal Demands of permanent
permissions and Collection through the Common
Collection System
•
Issuance of New demands for casual permissions and
Collection through the Common Collection System
•
for all permissions
•
Provides online assessment, demand generation and
payment of casual amusement fees by citizen
•
Generation of various reports for checking collections,
defaulters list, revenue growth and other analysis
•
Maintain car parking area details
•
Maintain allotment details for Fee Car Parking, Exclusive
Car Parking and Night Car Parking system
•
Generates bar coded demands for the Parking Areas
•
Collection from Night Route Vehicles and issuance of
Receipts & Stickers
•
Maintain Tender Details
regarding
Vector
Control
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e- Office
11. Social Sector
12. Education
13. Advertisement
•
Issuance of Possession Certificate to the parties/agencies
•
Generate Pay in Slip against collection for Bank
Submission
•
Tracking of defaulters and getting their outstanding
details
•
Maintain Rate Details
•
•
National Old Age Pension
•
National Family Benefit Scheme
•
Janani Suraksha Yojna
•
Swarna Jayanti Shahari Rojgar Yojna
•
On-line BPL system
•
Generation of BPL list
•
Preparation of formatted data of RSBY
•
Maintain school and class information
•
Maintain student information
•
Cash Allotment for Mid-Day-Meal in the KMC Schools
•
School Usage Tracking
•
School Rent Monitoring
•
Information on teachers and other staff of KMC schools
•
Maintain advertisement unit’s allocation details and
accordingly allocate different categories of such units to
parties
•
Renew Advertisement Units allocated to any party or
transfer it to other parties
•
Generate Bar coded demand to collect by Common
Collection System
•
Interface with Property Tax department to ensure tax on
private property being used for advertisement is paid
•
Maintain temporary collection and issue receipt
•
Tracking of defaulters and getting their outstanding
details
•
Provides advertisement unit wise payment details and
outstanding details
•
Generate Pay in Slip against temporary collection for
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Bank Submission
14. Building
15. Survey
Estate
and
16. Bustee
17. Internal Audit
18. Parks
Squares
•
Maintain agency details
•
•
•
Plan Submission Module – Primary Scrutiny and Detail
Scrutiny
•
Maintaining a Sanction
Completion Certificate
•
Maintaining the data for Unauthorised / Insecure
Buildings and the actions taken for their rectification.
•
Maintaining data
Stoppage of Work
•
Maintain workflow for issuance of Survey Observation
Report (SOR), Land Acquisition, Occupier’s detail of KMC
Properties, Development Fees and Supply of Smart’s
maps
•
Maintain details of occupiers
property list
•
Uploading important documents like Lease Deed against
KMC property, Agreement, Drawing, etc.
•
Generate
bar
coded
bills
against
SOR,
Lease/Rent/Licence of KMC properties, Development
Fees and Supply of Smart’s maps, & other miscellaneous
collection
•
•
Generate MIS Report.
•
Monitoring the ongoing and completed works/schemes
for a bustee/slum
•
Maintaining the association between NGOs and the Pay
& Use toilets and generating and monitoring the
demands for any NGO
•
Collections of all departmental financial queries
Register
corresponding
of
and
to
Issuance
Demolition
of
/
KMC immovable
and •
Granting permission for usage of parks / open lands for
other commercial use like circus / fairs etc and for other
uses except pujas
•
Granting permission for maintenance & upkeep of parks/
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open lands and for advertisement by corporate bodies
19. Law
20. Lok Adalat
21. Water Supply
•
Maintain the case for initiation to final judgment
•
Maintain the scanned copy of any document related to
the case including final judgement
•
Maintain Opponent details
•
Maintain proceeding status
•
Interface with MAT cases
•
Lawyer’s Billing system
•
Generate reports as per requirements
•
Case Receiving and Register maintenance
•
Cause List Preparation
•
Hearing notice generation
•
Judgement Order Maintenance
•
Maintenance of the scanned copy of any document
related to the case including judgement.
•
Reports generation as per requirements
•
Provide and maintenance of Water Supply Connection
(Ferrule, Bulk Meter, Power driven private Tube well).
•
Provide and maintenance of new water connections to
the Citizens (Ferrule, Bulk Meter, Power driven private
Tube well).
•
Maintenance of Log for Water Supply Booster Pumping
Station.
•
Maintenance of Log & Chemical reports of water for
Water Supply Treatment Plant
•
Provide sufficient way to calculate the connection fees
under different connections types and connection sizes.
•
Water Supply demand generation (ICI Ferrule, Bulk Meter,
Power driven Private tube well, Water Lorry supply,
New/shifting connection)
•
Receive payments against demands and Record
payments for collection at common collection counters
and e-Kolkata centers and collection through Internet.
•
Miscellaneous demand generation and collection for
Water Supply through Lorry & other Demands.
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22. Motor Vehicles
23. Drainage
24. Asphaltum
Plant
25. Project
Management
Unit (PMU)
•
Generate MIS reports.
•
Tallah and other booster pumping station in operation
•
Water Treatment Plant operation and maintenance.
•
MIS report of Pumping Satiation
•
Details of breakdown & maintenance of Vehicles and
machineries as per reporting schedule
•
Allotment details of vehicles, machineries, drivers, lorrymazdoors & mechanics
•
Recording fuel
machineries
•
Generate Sewerage & Drainage demands. (Ferrule,
Power driven private Tube well (ICI)).
•
Receive payments against demands and Record
payments for collection at common collection counters
and e-Kolkata centers and collection through Internet.
•
Maintenance of Logs for Drainage Pumping Station
•
MIS report of Pumping Satiation
•
Maintain bituminous hot mix requisitions
•
Daily production planning of bituminous hot mix at
Asphaltum plants
•
Departmental gang allocation, vehicle and machinery
details,
fuel
consumption
records,
records
of
transportation details
•
Maintain trip card details
•
Receive online weight collection of bituminous hot mix
against vehicles through weigh bridge
•
Maintain details of Heritage Buildings
•
Upload Photograph, Brief history, etc. on Heritage
Buildings
•
Maintain list of Pond/Water Bodies details
•
Upload important documents on Pond/Water Bodies
•
Give on-line clearance on a file from Assessment, Building
& Ch. V S department related to Heritage Building or
Pond/Water Bodies
•
26. House Building •
consumption for
the
vehicles and
Process the application for House Building Loan by the
Page 25
e- Office
Loan (HBL)
27. Group
Insurance (GI)
employee
•
Online Interest Calculation
•
The approval of the sanction file is given through online
work flow by using this application.
•
Every month the HBL deduction details for about 7000
employees are synchronized with the payroll system; no
manual intervention is required
•
System will calculated Accrued Interest for Income Tax
•
System will also calculate principal & interest recovery
schedule and it is connected with Payroll system
•
The deduction of HBL amount of any employee can be
seen from the KMC official web site (www.kmcgov.in)
•
Any KMC employee can view and print his own Accrued
Interest certificate of HBL from the KMC official web site
(www.kmcgov.in)
•
Provide the Group Insurance Survival or Death Benefits to
KMC Employees
•
Track Investments
•
Generate Management Information Report at any point
of time as per higher authority’s requirements
•
The printing of the GI cheques are made through
Continuous Cheque Printing system
•
The approval of the retirement file is given through online
workflow system by using this application
•
Every Month the GI deduction details of about 29,000
employees are synchronized with the payroll system and
no manual intervention is required for update of monthly
contribution
•
The deduction of GI amount of any employee can be
seen from the KMC official web site (www.kmcgov.in)
28. CMATP
29. HR
•
Viewing information of other departments like Licence,
Assessment, Building, Ch. Valuer & Surveyor etc. to taking
decisions on Town Planning.
Maintenance of recruitment process & issuance of offer
letter
•
Maintenance of recruitment under SPL regulation
•
Joining and Employee ID Generation
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30. Payroll
•
Employee Records Generation & Maintenance
•
Gradation List Maintenance for promotion
•
Maintenance of Schedule of Establishment
•
Vacancy Generation
•
Execution of Promotion based on regulation.
•
Execution of Transfer
•
Issuance of Promotion/Transfer orders
•
Preservation of Office Order/Circular.
•
Employee’s joining followed by a promotion/transfer,
keeping previous history
•
Maintenance of Admin. posting/additional duties
•
Maintenance of DP (Disciplinary Proceeding) Case
•
Service Details maintenance.
•
Maintenance of NOC and Training details.
•
Maintenance of Asset Declaration Submission Details
•
Interface with PF, Pension, HBL, GI, Payroll, PTB, Complaint
and Login module
•
Generation of MIS reports from employee database
(around 100 reports are there under report menu). Adhoc reports are also being generated as and when
required
•
Process Salary of 31 thousand KMC regular employees of
281 establishments of KMC .
•
Each and every establishment can access the system
through KMC-Net to generate payroll of their employees
•
Online salary payment to employee’s Bank Account
through ECS
•
Online Integration with HRMS, Finance, HBL, GI, PF ,
Pension , Income Tax, ET, ESI, CCS
•
Generate INPUT Sheets for all 281 unit offices at the
beginning of each month to capture employee
attendance, data for OT hours, no. of holidays, and
others infrequent salary heads like Honorarium, Risk
Allowance, Rewards/Remuneration etc.
•
Data for all others salary components are captured
through Payroll-HRMS, Payroll-PF, Payroll-HBL, Payroll-CCS
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interfaces.
•
Automatic Retirement and increment of Basic Pay by the
system.
•
Compute salary and generate the reports for all 281
establishments viz. Salary Bill, ESI deduction list, CCS
deduction list, CCB deduction list, BCS deduction list,
Income Tax deduction list, Ptax report etc and finally Pay
Slip.
Prepare data for Accounting System, PF system, HBL
system, CCS system.
Finally prepare and generate ECS salary data and send
to RBI for credit of employees’ salary account.
•
•
31. Pension
•
The system is abided by KMC salary rules and flexible to
incorporate any changes introduced through KMC
circulars time to time and ROPA.
•
Settlement for Pension, Gratuity, Family Pension and
commuted value of pension
•
Efficient Bank Disbursement Process
•
e- Pension payment system is running through
Computerized Pension System. All Pension, Gratuity,
Commutation are calculated by the system based on
HR-Payroll data; No manual intervention is required for
calculation. Approval of PSA, PPO Entry, PPO Report etc.
all are received through Pension System
•
Processing of retirement benefits to the employees is
much faster due to introduction of e-Pension system
•
All Bank Payments are done through Computerized
Pension System
•
Pension accounts are now credited through Core
Banking System (CBS) on the 1st working day of the
month across all over the country, for all branches of
United Bank of India and Union Bank of India. Previously, it
was credited by hard copy using a manual process and
consequently the pensioners got their pensions after the
20th day of each month
•
Commutation amount is revived automatically through
Computerized Pension System after 15 years of retirement
•
Age arrear pension (after age of 80 years) is credited to
the pensioner automatically through Computerized
Pension System
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32. Secretary
33. PF
•
Pension is closed automatically through Computerized
Pension System due to non submission of Life Certificate
•
Family Pension Enhancement
Computerized Pension System
is
done
through
•
Pension application status
available
through
•
Arrear payments for Ropa’09 and Ropa’98 are prepared
through Computerized Pension System
•
Gratuity and pension nominee details are stored through
•
All Pension related information (PPO details, monthly
pension, yearly certificate, file status etc.) can be viewed
in KMC Web Portal (www.kmcgov.in)
•
At present, no. of pensioners are 20,000 .
•
Generating different MIS report (Retirement File Tracking,
Monthly pension payment bank wise etc.)
•
All files received by the Pension cell for ROPA – 2009 have
been disposed of and payments have been made
through system.
•
Introduction of Minor, Unmarried , Widow and disabled
pension through system.
•
Facilities of nomination of Gratuity and Lifetime arrear
through systems.
•
Releasing Family Pension to the family members of KMC
pensioners.
•
Maintain activities of Liveries Section like Stock
maintenance, Requisition from various departments and
Distribution of livery items
•
Maintain activities of Stationery Section like Stock
Maintenance, Requisition and Distribution to different
department
•
Automation of the “Poura Tender Barta” (PTB). On-line
requests are received from all departments of KMC
•
Track claims and payments of MEDICLAIM process
•
Telephone Billing
•
Maintain the PF Account of the employees
•
Provision of Advance and Withdrawal
is
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34. Complaint
•
Provision for Final Payment from the fund for Retired and
Death cases
•
Maintain investments
•
Annual Statements of accounts are supplied to each
subscriber through computerized systems.
•
Preparation of Final Accounts Statement
•
All PF related information like PF number, PF nominee, PF
Monthly contribution, PF monthly recovery, PF loan, PF
withdrawal, Final payment is preparing through
Computerized PF System.
•
Processing of Retirement benefit to the employee is
much faster due to introduction of PF system
•
PF loan and Final payment cheques are printed through
Computerized PF System
•
Yearly PF Yellow sheet containing opening balance,
contribution, recovery, withdrawal, closing balance,
interest etc. for all active employees are prepared
through Computerized PF System
•
Integration between Payroll and PF system has been
introduced. All PF Monthly contribution, PF monthly
recovery are populated in the PF System from Payroll
System as well as Common collection system. No manual
intervention is required in this regard
•
Final Accounts for Provident Fund is prepared through
•
All investments of PF Fund are prepared through
•
All PF related information like (Year wise Account view,
Application status etc.) have been introduced in KMC
Web Portal (www.kmcgov.in)
•
At present, no. of active PF subscribers are 30,000 .
•
Register the complaints from the citizens
•
Auto forward the complaints to the departmental officers
•
Forward the complaints within the department or to other
departments
Track these complaints to closure
35. Municipal Data
•
Feature of uploading the documents like circulars,
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Bank
notices etc for viewing by the KMC internal users
•
Search the uploaded documents
36. File Tracking
•
(Developed
but
not
•
implemented)
•
Receive the files initiated by the department or received
from external agencies
37. Vigilance
View the Employee’s Service Records
38. Information
•
and
Public
Relations (I &
•
PR)
•
Maintain sale of book / various publications from I & PR
Sales Counter
39. Central
Records
40. SWM
Track the files with system generated unique file no
Maintain sale of Books at Fairs
Generate Pay-in-slip
Submission
against
collection
for
Bank
•
Sale of Tender Barta and Tender Papers
•
Searching Fees for Assessment, Licence, and Building,
etc.
•
Certified copy of assessment register
•
Searching Fees for Electoral roll
•
Sale of Waste papers
•
Generate Pay in Slip against collection for Bank
Submission
•
Searching Fees for Electoral roll
•
Maintain storage type and vat / point details
•
(Developed
but
not
implemented)
•
41. Municipal
Assessment
Tribunal (MAT)
Despatch the files to other departments
Maintain vehicle (both KMC & Agency owned) details for
transportation of solid waste
Maintain agency details for the disposal of solid waste
•
Maintain direct collection & container details
•
Maintain garage wise vehicles & machinery details
• Receiving of new MAT application from recorded owner
/ others along with mandatory documents
• Processing of limitation
Limitation Cost (if any)
hearing,
determination
of
• Mandatory processing of Case Admission, Peremptory
Hearing (PH) and Argument. There is some other
processing which are not mandatory but can be
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processed as per direction / order of MAT Judge
• Generation of Limitation Cost Demand, Appeal
Processing Demand, Certified Copy Cost Demand
• Collection of Limitation Cost Demand, Appeal Processing
Demand, Certified Copy Cost through e-collection
centres
• Final Judgment and issues of judgment order to party
• Scanning and attachment of Judgment order in system
• Searching of old migrated Judgment Orders
• Generation of different miscellaneous and collection
reports
• Interface and viewing of Judgment orders for all final
ordered cases with Assessment Collection Module and
Law Module
42. MIS
43. CRN
MIS reporting of all modules
KMC has adopted 21 Digit Chart of Account partitioned into
seven segments and corresponding financial system has also
been implemented in ERP. However, the legacy Chart of
Accounts having 9 Digits (partitioned into three segments) is
still being maintained in KMC. KMC budget has also got
prepared in both the systems (legacy and new) in the
financial year 2012-2013.
CRN application software is used for efficient management
of the funds in legacy system following the KMC budget at
the ends of fund owning departments. The application is
being used by many user departments across Engineering
and Non Engineering departments. The software has the
following salient features :
•
Allocated embargo free Fund is entered in system at the
beginning of the financial year.
•
For every file, there is provision of fund booking at the
planning stage of the work.
•
At later stage, after initiation of the work, actual CRN is
made by converting the “Booking” made earlier and
available fund balance gets reduced.
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•
Any saved CRN can be modified/cancelled with
approval from Administrator in the system.
•
After cancellation of the CRN, fund gets released
resulting in increase of the available balance.
•
Fund Availability Reports - Budget Code wise,
Department wise etc. are always available from system.
44. ERP Interface
45. Engineering
(Rev)
46. Engineering
(Civil)
47. Lighting
Interface between various collection systems of
Assessment, Advertisement, Parking, SOR, Water Supply &
Drainage ,Building, Parks & Square , Engineering Revenue
with Finance ERP
•
Maintain Road Restoration request details for the public
utility agencies under KMC areas
•
Maintain hiring request of auditorium hall & community
hall
•
Generate demands and collection through Common
Collection
•
Issue of demand Notice to public utility agencies for
collecting Road restoration charges through Engineering
(Rev) system.
•
Collecting different fees and charges at Borough level.
•
Engineering works- from estimate to billing through
Engineering ERP systems
•
e-tendering
•
Using CRN module for fund management
•
Estimating - Provides estimate of a work easily using ERP
System. It takes considerable less time and also
monotonous type of work can be avoided by this system
as the description of Item and Rates are being copied
from the previously saved schedule of works. There is no
possibility of committing any mistake at the estimating
stage.
•
Approval of Estimate - In the system, there is a particular
route of approval according to value of estimate and
the softcopy reaches to the hierarchy by default. Thus
probability of skipping any hierarchy has been
eliminated.
•
Tendering - Opening of tender, preparation of
comparative statement and arranging a bid call are
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being done more quickly than the traditional system.
Tender is opened by the concerned AE/SAE in the
system. SAE/AE can select the offerer as per KMC norms.
iv.
•
Approval of Tender - It is like financial approval in manual
system. In the system, there is a particular route of
approval according to value of work and the softcopy
reaches to the hierarchy by default. Thus probability of
skipping any hierarchy has been eliminated.
•
Billing - After entering of receipt of quantities, Bill of
Quantities is ready for generation. By this system, Unique
Bill No is generated for each bill. Hence, there is no
question of committing any mistake.
Implementation of Enterprise Resource Planning (ERP) software (Oracle E-Business
Suite 12.0.4)
The Kolkata Municipal Corporation decided to implement Enterprise Resource
Planning (ERP) software (Oracle E-Business Suite 12.0.4) with the objective of
deploying ERP in three distinct areas viz Stores (Inventory), Finance and
Engineering ERP.
The departments currently using the Engineering ERP systems are:
•
Solid Waste Management
•
CME (Civil)
•
Lighting
•
Drainage Pumping Stations
•
Entally Work Shop
•
Roads (Mechanical)
•
Asphaltum Plants
•
Road Roller Shop
•
Project Management Unit
•
Water Supply
•
Parks & Squares
•
Drainage & Sewer Cleansing Roads
•
Bustee Services
Key Features of the Engineering ERP Systems
1. Estimate Creation
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• Detailed Estimates are created in the system by simply selecting the
scheduled items or entering the non schedule/fair rate items and entering
corresponding formulae
• After Creation of Estimate, works committee details can be entered and
maintained in the system
• Drawings, letters and other documents can be attached and maintained in
the system with estimates
2. Schedule Maintenance
• All the “Schedules of Items & Rates” presently used by KMC have been
entered into the system, resulting in elimination of manual entry of the item
details every time
• New schedules can be entered in the system at any time
• There is a provision for change or correction of item descriptions and
nomenclatures and change in rates of scheduled items
3. Database of fair rate items
• A repository of all fair rate items can be created and maintained across KMC.
Users will have a ready reference of commonly used fair rate items
4. Maintenance of Tender and Bid data
• Details of all parties participating in a tender along with quoted rates are
maintained in the system
• Notice Inviting Tender, Comparative Statements and Bid Sheets are
generated from the system
• Draft/ Cheque Number, Bank Name and Amount of EMD received
• Comparative statements, work proposals, Budget booking sheets are
generated and sent for online approvals
5. Online Approvals
• Online approvals of estimates, files, Work Order, Bills, Credit Memo. All
necessary documents being maintained in hard-copy based manual system
are also available online in the system
• Notes and comments given by others in the approval hierarchy are visible to
all concerned
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• Files can be sent online for vetting/information to persons who are not in the
approval path
6. Faster file processing and online tracking of files and bills
• Online approvals lead to faster file processing
• System can show the status of a particular file or bill any time along with the
details of the persons it is pending with
7. Works tracking
• The present status of a works file and the details of work completed are
available in the system
• Work completion certificates are stored in the system against work orders
• Details of opening and closing of works are available
8. Online bill generation
• Bills are generated online from the details of works completed and printed in
KMC Bill format. No manual calculations are required
• All deductions such as retention, security deposit, advance adjustment and
tax deduction can be done in the system
9. Integration with Finance and other departments
• The system use integrated system data such as party master, budgets and
fund positions
• Complete information flow between Finance & Accounts, Engineering and
other relevant departments in the system
10. Generation of MIS Reports
• Utilization certificates and other reports can be generated from the system
11. Final Payment
• Details of all payments made to contractors, including release of final
retentions can be made available in the system
Benefits of the ERP Engineering System
•
One time data entry
•
Easier item selection
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•
Minimal manual calculations
•
Online approval
•
Faster processing and online status tracking
•
Audit trails of all transactions
•
Budget Tracking and Fund Management
•
Fully integrated system
•
Ability to generate all MIS Reports
•
Data security and access controls
Finance ERP forms the backbone for the entire ERP software and was put on
production w.e.f 01.04.2010.
Benefits of the Finance ERP System
•
In this system, the movement of any bill / estimate / work proposal / payment
information can easily be tracked within a short time span
•
In this system, with the help of Chart of Accounts (COA), both macro and micro
level information of any expenditure related bill in terms of cost center can easily
be found. MIS reports, fund wise or source wise, expenditure report, (for example
revenue , non-revenue, assets, earmarked fund, SFC, 13th FC, MSDP, etc.) as well
as reports (Road name wise, Market name wise, location wise, etc.) can easily be
generated
•
By using Income Interface system, all information related to demand and
collection data of revenue departments like Advertisement, Assessment, License,
Building, Water Supply, Amusement, Drainage , Car Parking, etc. can easily be
found
•
Payroll interface, common collection interface is also integrated with the finance
ERP system
•
ERP system will be able to provide the following information after the introduction
of the new COA :
support double-entry system of accounting using the new account heads
provide information about the exact location of the transaction - Ward and
Borough
provide information about the department executing the transaction
provide information about the source of funds that KMC utilizes for the
transaction
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provide information about the exact point of activity i.e. the transaction is for
which particular road, park, slum, KMCP School, hospitals/dispensaries, water
treatment plant, pumping station, etc.
new accounting structure would comply with Section 119 of the KMC Act
codes will seamlessly integrate with budgeting, accounting and ensure
costing of services
codes will work on the ERP platform that KMC would implement for better
determination and reflection of activities of KMC and measure the exact
benefits provided to the citizens
ERP system would also ensure real-time accounting of all financial
transactions
The Stores & Supply ERP system was started in April, 2009 and has been running
successfully from last 4 years. It is successfully running in eleven number
stores/inventories, situated across Kolkata. Purchasing & Inventory modules have
been implemented in Supply department under the CBP project. Parts of Finance
module have also been implemented for billing in the Supply department.
Benefits of the Stores & Supply ERP System
•
Purchase related file processing is now online
•
Status of file can be found at any given point of time
•
The payment has become more transparent
•
Requisition of items and approval from concerned controlling officer was made
online
•
Consolidation of requirements (Annual & Casual) becomes much easy
•
At any point of time, system can generate report depicting the items &
quantities issued to various departments
•
System can track each individual issues made towards various user departments
(number of user departments is more than three hundred)
•
Transaction audit can be done at any point of time for the online inventories
•
Priced Store ledger is available in the system for online inventories
•
Short excess report is also available in the system for online inventories
•
Each user of the system is connected with employee master of the organization
•
As stock of items for online inventories is available online, inventory management
becomes much easier
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ERP in Entally Work Shop started operation from September, 2011. Custom module
was implemented for capturing information related to daily production,
requirements from user departments and the items issued towards user departments
situated across the city. Custom Engineering module was also implemented from the
financial year 2012-13.
Benefits of the Entally Workshop ERP System
•
Helps in production activities due to availability of requirement in the system
•
Maintenance of stock becomes much easier
•
Each transaction related to delivery of finished goods towards user departments
is available in the system
•
Gate pass is generated strictly through system. Hence, transaction audit can be
done at any point of time
•
File processed electronically using engineering module. So, status of each file is
always available in the system
v.
E-Kolkata Citizen Service Centres
There are total 9 e-Kolkata Citizen Service Centres and 9 KMC Treasury Centers.
e- Kolkata Centre
Salient Features of e- Kolkata Centre
•
All KMC Treasury locations and e-Kolkata Citizen Service Centres spread across
the City can collect the KMC taxes and fees
•
The system stores all the bills generated by KMC
•
The citizens are issued bar-coded demand slips by KMC
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•
On presenting the demand at any of the treasuries or e-Kolkata Citizen Service
Centers by the citizen, the system reads the bar-coded details on the bill and
allows payment of the taxes and fees
•
The collections are updated against the demands
•
Bar-coded receipts are generated by the system for the citizen for better security
and verification in case of disputes
•
Stationery Control integrated within the system
•
The physical control over receipts continues to be in place as a second line of
security defense
•
Named users with masked password ensure security to the cashier
Services available at e-Kolkata Citizen Service Centers
•
Assessment (PD & FS ) Bill Payment
•
Issuance of Duplicate PD Bill
•
Licence (New & Renewal) Bill Payment
•
Building (All Payments)
•
Water Supply (All Payments)
•
Drainage (All Payments)
•
Advertisement (LUC/Non-LUC Payments)
•
Amusement (All Payments)
•
Market (Rental Bills Payment)
•
Parking (Fee and Exclusive Parking)
•
Survey & Estate (All Payments)
•
Bustee (All Payments)
•
MAT (All Payments)
•
Revenue (All Payments)
•
Parks and Squares (All Payments)
•
Engineering (For Br – I, V, VI and VIII only; will be extended for others)
•
Issuance of Birth Certificate
•
Grievance Registration System
•
Earnest Money
•
Security Deposit
•
Refund against advances
Benefits of e-Kolkata Citizen Service Centers
KMC Benefits
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•
Data protected under the Central Server
•
System generated Bank Pay-in slip
•
User-wise day-end operation makes the system secure
•
Treasury-wise day Begin and day-end makes the collection system protected
•
Automation of day-end operations and reporting eliminates manual intervention
in consolidation and reconciliation
•
Online transfer of data from different collection centres to the central server
provides efficient fund management
•
Monitored from a central location, the system ensures adequate protection of
Tax Payer’s data
•
Treasury-wise efficiency monitored
Citizens Benefits
•
The citizen can pay the bills of multiple departments at one location
•
Any citizen can pay the bills at any of the 9 treasuries across the city or the 9 eKolkata Centers
•
Elimination of data entry errors by barcode reading
•
Barcodes printed on receipts for higher security
•
No scope of Duplicate Payment reducing the harassment of getting the
payments adjusted.
•
Payment of Citizen is more secure
List of e-Kolkata Citizen Service Centres and other Common Collection Centres
No
.
1
Citizen
Service
Centre
(CSC)/
Common
Collection
Centre
(CCC)
CSC
War
d
Address
33
P-187, C. I. T. Road, Kankurgachi V. I. P. Market, Kolkata –
700 054
2
CSC
67
28A, K. N. Sen Road, Kasba, Kolkata – 700 042
3
CSC
74
11, Belvedere Road, Kolkata – 700 027
4
CSC
68
212, Rashbehari Avenue, Kolkata – 700 019
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vi.
5
CSC
130
516, D. H. Road, Kolkata – 700 034
6
CSC
96
Baghajatin Market Complex, Unit 2, Raja SC Mullick Road,
Kolkata - 700 092, (Beside RAKTAKAMAL CLUB)
7
CSC
11
79, Bidhan Sarani, Kolkata - 700 006
8
CSC
8
56/1 Raja Rajballabh Street, Kolkata - 700 003
9
CSC
132
Sakher bazar Super Market Basement(Br-XIV),42,D.H Road
Kolkata - 700 008
10
CCC
46
CMO Bldg., 5, S. N. Banerjee Road, Kolkata-700013
11
CCC
6
10, B. T. Road, Kolkata-700002
12
CCC
40
22, Surya Sen Street, Kolkata-700012
13
CCC
81
New Alipore Market Complex, Beside Durgapur Bridge
14
CCC
98
180, N.S.C. Bose Road, Kolkata-700040
15
CCC
93
C.I.T. Market, Jadavpur, Central Road, (8B Bus Stand)
Kolkata - 700032
16
CCC
89
28, Prince Anwar Shah Road, Kolkata - 700033
17
CCC
103
K.M.C. Super Market, Santoshpur Avenue, Kolkata-700075
18
CCC
134
E/3, Circular Garden Reach Road, Kolkata - 700024
Implementation of e-Procurement (e-Tendering system)
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•
KMC had decided to use a generic Government e-Procurement system,
developed by National Informatics Centre built on using open source
technologies. All the tenders estimated value above 25 lakh will now be
published on web based GePNIC. KMC had procured Digital Signature
Certificate for 35 Officers. A sample form is attached below:
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The system has the following advantages:
•
Registration/enrolment of the Govt. officials & the bidders
•
Tender creation and publishing
•
Publishing of corrigendum
•
Publishing of pre-bid meeting documents
•
Online bid submission/resubmission as many times as required
•
Facility for single/two/multiple cover bid system
•
Withdrawal of online bids
•
Tender Opening online
•
Automatic evaluation of the financial bid
•
Mail communication at various stages to bidders/officials
•
Award of the contract
Status report of E-Procurement System as on 18.02.2013
Sl
Department
No
.
No. of
Tender
Uploaded
No.
of Bid
1
2
20
4
3
4
5
vii.
C M E (CIVIL)
ROADS
(MECHANICAL)
ROADS (CIVIL)
SEWERAGE
DRAINAGE
SEWER CLEANSING
No. of ReTender
No. of
AOC
35
2
No. of
Tender
Cancelle
d
7
0
7
0
0
0
4
22
7
39
1
10
1
10
0
0
4
12
1
1
0
Development of a Dynamic Web Portal
KMC’s Web Portal has been redesigned to make it a convenient access point for
multiple citizen services. It has been launched in both English and Bengali. The web
portal provides the facility of online download and submission of forms for paying
various taxes and fees.
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KMC was recently conferred the Urban G2C award under the “User Experience”
category by Janaagraha Urban G2C (Government to Citizen) Awards which was
organized on October 31st, 2012 so as to benchmark and reward citizen-centric
urban e-Governance in India. The KMC website was chosen as the most user friendly
website among the websites of 29 major Municipal Corporations of India.
In addition to this, the contact details of all Department Heads are available online.
Grievances can be reported on the KMC web portal and the status of Grievance
Redressal progress can also be tracked on the portal itself. Tenders are prepared on
MAS and are directly uploaded on the web portal. KMC news is updated on the
portal every day. BPL list, National Old Age Pension Scheme (NOAPS) beneficiary list,
NFBS beneficiaries’ list, GR list, etc. are also available online. Online death
certificates/ cremation certificates are readily available from burning ghats, burial
grounds, etc. Central server based fully integrated online systems are integrated with
the online portal. A dynamic user visits counter has been developed.
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Department wise data, detailing the online information and services available for
the citizens is provided below:
I.
Advertisement
•
Provides schedule of taxes, fees & charges for displaying advertisements
on various media- hoardings, posts, kiosks, structures, etc. within the city of
Kolkata
•
Searching and printing unpaid advertisement fee as per agents & units
•
Online payment and generation of the e-receipt against advertisement
bills
•
II.
Provides on-line advertisement tax calculator
Amusement
•
Provides fees & charges for exhibitions, carnivals, fetes, fairs, casual shows,
etc.
•
Allows downloading of various forms online
•
Assists in searching and printing unpaid amusement demand
•
Enables online payment and generation of the e-receipt for all permissions
•
Provides a set of FAQs for the benefit of the citizens
•
Provides contact details of the important officials of the department
•
Provides online assessment, demand generation and payment of casual
amusement fees by citizen
III.
Assessment Collection
•
Provides taxes, surcharge and other fees & charges for availing various
services like processing fee for mutation, amalgamation fee, etc
•
Online payment & generation of the e-receipt of PD, F/S Bills & LOI
Demands
•
Receipt and Issuance of No outstanding certificate
•
Enables checking mutation status, payment status, etc
•
Hosting of a chart showing presentation date along with due date of PD
bills for all wards
•
Hosting of hearing notice for all the units of Assessment-Collection
department
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•
Publication
of
the
Citizen
hand
book
for
Assessment-Collection
department
IV.
Building
•
Provides information online about maximum permissible floor area ratios,
ground coverage, etc.
•
Online access to the address of all the Borough offices
•
Provides fees & charges for availing various services like building permit
fee, waste water charges, etc.
•
Online search of the list of LBS, ESE, etc.
•
Allows downloading various forms online
•
Option for searching Hearing notices
•
Enables checking building plan proposal status, etc.
•
Assists in searching and printing unpaid building demands, etc.
•
Enables online payment and generating the e-receipt
•
V.
VI.
Bustee
•
Online beneficiary list of BSUP
•
Displays various information like results of lotteries held, etc.
•
Assists in searching and printing unpaid bustee demands as per NGO ID
•
•
•
Car parking
•
Provides chart of rates for day and night parking within the city of Kolkata
•
Searching and printing unpaid car parking bills for car parking agents
•
Online payment and generation of the e-receipt of unpaid bills of car
parking agents
•
VII.
Ward wise list of car parking areas with the city of Kolkata
Central Records
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•
Provides fees & charges for availing various services like inspection of
building sanctioned plan, general search, etc.
•
VIII.
Chief Valuer & Survey
•
Provides details of various fees like fees for Development plan, fees for
supply of Smart’s map, fees for Survey Observation Report (SOR),
Demarcation fees etc.
•
Allows
downloading
various
forms
online
like
development
fees
application form, survey observation report application form, etc.
IX.
X.
•
Assists in searching and printing unpaid CHVS demands, etc.
•
•
Displays various public notices online
•
Education
•
Provides various online information about KMC schools
•
Provides online list of KMC Schools
•
Displays various notices online
•
•
Engineering (Civil)
•
Provides online information about civic problems in Kolkata and solutions
provided by KMC
•
Provides details of various for house drainage connection, restoration of
roads, etc.
•
XI.
License
•
Explains the online procedure for obtaining trade license, details the
requirements and procedure for obtaining Certificate of Enlistment (CE),
change or correction and closure
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•
Provides the list and address of unit offices of the department and
duplicate demand issuing offices
XII.
•
Enables viewing of all information about CE
•
Provides trade wise fees and charges
•
Displays current circulars and notices online
•
•
Assists in searching and printing unpaid CE
•
•
•
Lighting
•
Provides fees and charges for using KMC poles by cable service providers,
etc.
XIII.
XIV.
XV.
•
•
•
Market
•
Provides list of KMC markets
•
Provides rates of stallage of shops/ stalls, etc.
•
•
Assists in searching and printing unpaid market demand
•
•
Parks & Squares
•
Provides online list of important parks maintained by KMC
•
PMU
•
Provides online guideline for the owners of the Heritage buildings
•
Provides application forms online to avail exemption of property tax for
heritage buildings
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XVI.
•
Provides a list of all the Heritage Buildings
•
Provides a list of Conservation Architect with their contact details
•
Sewerage & Drainage
•
Provides online information of various procedures to be followed for
construction of house drains, etc.
•
Provides sewerage and drainage service charges for various purposes
•
Provides online list of drainage pumping stations
•
Assists in searching and printing unpaid drainage fee
•
• Provides reprint facility of the e-receipt
XVII.
•
•
Social Sector
•
Allows downloading various forms online like application forms for N. F.B.S.
or for inclusion in the BPL list, etc.
•
Provides online list of various Government sponsored schemes along with
eligibility criterion and benefits
XVIII.
•
Provides list of UHIS, NFBS and NSAP beneficiaries and GR recipients
•
Provides model regulations online for Neighbourhood Committees
•
SWM
•
Provides online information about ways and places of disposing solid
wastes
•
Provides the fees and charges applicable for encroachment on public
roads, for temporary occupation, etc.
XIX.
•
•
Water Supply
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•
Provides online information regarding various water treatment plants,
pumping stations, etc. and the upcoming ones
•
Provides online list of KMC registered plumbers
•
•
Provides the fees and charges applicable for supply of water by lorry/
trucks, meter testing fee, etc.
•
Provides list of locations of water supply stations for fire fighters
•
Assists in searching and printing unpaid water fee
•
• Provides reprint facility of the e-receipt
•
•
KMC conferred the Urban G2C Awards under the “User Experience” category
The first edition of the Janaagraha Urban G2C (Government to Citizen) Awards was
organized on October 31st, 2012 so as to benchmark and reward citizen-centric
urban e-Governance in India. The Kolkata Municipal Corporation (KMC) was
conferred the Urban G2C award under the “User Experience” category; the award
was presented by Shri Kamal Nath, Honourable Union Minister for Urban
Development. The KMC website was chosen as the most user friendly website
among the websites of 29 major Municipal Corporations of India. The award was
accepted on behalf of KMC by IT Nodal Officer.
The jury committee for the awards was chaired by Shri Sam Pitroda, Adviser to the
Prime Minister of India with Shri Arun Maira, Member of the Planning Commission, Dr.
M. Ramachandran, former Secretary, Ministry of Urban Development and Shri
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Sanjeev Bikhchandani, Founder and Executive Vice-Chairman, Info Edge (India)
Limited. The members of the award committee adjudged the KMC website to be
the most citizen-friendly website which allows citizens to not only access information
on various departments of KMC and their functions, but also view and pay the tax
and other demands and charges from different departments.
Apart from KMC, the winners in other categories included the municipal bodies of
Coimbatore (Best G2C Website 2012), Hyderabad (Best G2C Website 2012 -State
Capitals), Coimbatore (Best G2C Website 2012 – 1 to 2 Million Cities), Bhubaneswar
(Best G2C Website 2012 – Cities with population less than 1 Million), Surat
(Transparency and Accountability), Mumbai (Online Services) and Pune (Citizen
Voice).
In the inaugural edition of the awards, there was no process of application from
cities. Participating cities were selected by Janaagraha based on population and
geographical coverage. Evaluation and scoring of websites was carried out by
Janaagraha through detailed perusal and browsing of websites of the participating
cities. The websites of municipal corporations of top 29 cities of India across 19 States
and Union Territories were ranked along with 5 international cities, namely
Johannesburg, London, New York, Singapore and Sydney, as global peer
benchmarks within a comprehensive framework of citizen-centric parameters. There
was a robust review process, including re-evaluation in certain cases. Cities that
scored the maximum marks in each category automatically qualified for the
Awards. However, the Awards Jury provided significant inputs in the choice and
number of Award categories. The G2C Awards were designed by Michael Foley, the
designer of 2010 Commonwealth Games baton and the 2012 Airtel Indian Grand
Prix Trophy.
The aim of the Janaagraha Urban G2C Awards aim to induce healthy competition
among Indian cities and towns and catalyze the evolution of a vibrant eGovernance culture in urban India, centered on the G2C connection. Thus the best
“User Experience” award will further encourage the KMC to make the web portal
more citizen-friendly with further e-governance initiatives in course of time.
viii.
Development of GIS
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KMC had undertaken GIS mapping project of KMC area as a part of Capacity
Building Programme under DFID funding. The work has two major components:
•
Survey of individual households
•
Preparation of GIS map along with linking of survey data and KMC
departmental data
The entire KMC area has been subdivided into five zones. Primarily a pilot phase
was done on 5 wards (Ward no: 10,40,69,92 and 128), each from one zone. After
successful completion of pilot phase, roll out phase was undertaken. At present,
survey and GIS mapping of 41 wards (Br. 1, 2, 3, 5 & Ward 69, 92 and 128) out of
141 wards has been completed. Application modules have been developed for
16 departments and hosted in Production environment of KMCNET. The said
application modules are running from KMC Production environment from April
2012
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ix.
Service Call Centre For Improvement Of Civic
In order to render better civic service Sri Sovan Chatterjee Hon'ble Mayor of Kolkata
inaugurated call centre on Monday 11th October 2010 at KMC head office
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Now it is very easy for the citizens of Kolkata to get answers of their queries regarding
birth and death certificate, records, arrear property tax fees, licence fees, building
sanction plans, Water supply fees, car parking and any other information related to
KMC services only through a phone call.
They may call at 155360 (for only BSNL subscribers) and 22269909 (for all subscribers)
to get their queries answered or lodge grievances.
Call Centre service remains open from 10.30 am to 5.00pm. from Monday to Friday,
and Saturday from 10.30pm to 2.30pm.
Hon'ble MMICs Sri Rajib Deb , Dr. Shashi Panja, Sri Atin Ghosh ,Sri Debabrata Majumder, Smt Sanchita
Mondal, Sri Arnab Roy, I.A.S., Municipal Commissioner and other Controlling officers of KMC attended
the ceremony.
x.
Other initiatives to transform KMC into an e-Office
a.
Computerization of Entally workshop
Entally workshop is the sole manufacturing unit for the Kolkata Municipal
Corporation, catering to in-house requirements. With a vision of making it a state
of art facility and as a part of modernization initiatives, computerization of the
issue process was made live as a pilot. Entally workshop went live on 01-Sep-2011.
Further, Engineering ERP was also rolled out from 01-May-2012 to cater to basic
civil jobs and local procurement activities.
b.
Payroll interface
Successful development of monthly Payroll data to get the data interfaced to
Oracle general ledger from legacy system. The interface and allied reports went
live on Nov-2011.
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c.
Waiver Rollout and Assessment waiver interface
Successful development and rollout of WAIVER scheme which proposes that the
citizens who clear their outstanding dues within a stipulated time period shall be
provided an interest waiver of ‘up to 95%’ and a penalty waiver of ‘up to 99%’.
This is to ensure property tax compliance in KMC area. The system went live on 1st
Apr-2012. Some of the salient features of the WAIVER scheme are as follows:
•
No need to submit any application to avail this scheme
•
Taxes can be deposited in head office or at any of the 17 collection counters
spread across Kolkata
•
Collection of waiver demand and deposit at any of these counters
•
Facility to log on to the web portal, download the Waiver demand and
deposit taxes online
•
All suspense deposit automatically adjusted under the scheme
•
No outstanding certificate issued on payment of the due taxes shown in
WAIVER demand
The assessment waiver interface to get the data interfaced to Oracle general
ledger was successfully developed. The interface and allied reports went live on
01-Feb-2012, with zero schedule slippage.
d.
Engineering ERP rollout
After extensive user training activities for all Engineering departments and finance
units (both on systems usage and new chart of accounts) and capacity building
exercises for KMC’s internal IT personnel from Dec-2011, the double entry based
accrual procure to pay system was officially rolled out on 01-Apr-2012 for all
engineering departments. The technical, financial approval for estimates,
proposals and bills is also being done through the Oracle Applications ERP system
using the appropriate approval hierarchy.
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e.
Municipal Application Support
Support of the application modules are provided, some of which are very critical.
•
Ticket management and issue resolution within given SLA
•
Application Enhancements & Development
•
Regular critical DBA activities like batch processing for various applications
•
Monthly batch processing
•
Suggestions for application improvement and value adding in the process,
whenever and wherever required
f. Video Conference
The first mile stone of KMC’s e-governance project is Video Conference System
between CMO and all borough offices. It is one of the most significant and useful
achievement of KMC. KMC is utilizing the system very frequently to conduct
meetings with the borough Chairman/Chairpersons, Councillors, borough
Executive Engineers, borough Executive Health Officers, Executive Engineers (WS),
Executive Engineers (Lighting) and Asstt. Directors (SWM).
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CMO VC Room
xi.
Implementation of e-Governance Modules
No
.
Modules
1
3
Registration and
Issue
of
Computerized
Birth/Death
certificates
Payment
of
Property
Tax,
Utility Bills and
Management of
Utilities
that
come under ULBs
Property Tax
4
Water
2
Borough VC Room
Status of
Implementati
on
Supply
Complete
Remarks
•
•
Birth certificate can be issued from any
Borough in Kolkata
Death certificate issued from HO,
Burning Ghats and Burial grounds
Complete
Payment of bills is possible from e-Kolkata
centres, Borough offices and Treasury
offices
Complete
Property
Tax
payments
are
now
computerized through any of the treasury
counters
Complete
For both, water supply and drainage,
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and other utilities
5
6
7
8
9
10
11
12
13
14
Grievances and
Suggestions
Building
approvals
revenue collection is computerized
Complete
Complete
•
Full
fledged
Grievance
Redressal
Mechanism has been put in place;
citizens can register their grievances
through web portal / e-Kolkata citizen
service centres / any KMC office
•
The status of their grievances can also
be checked by the citizens
•
Building plans are scrutinized and
sanctioned through Building application
•
Initiatives are being taken to rationalize
the process of giving sanctions for
erection or alteration of a building
•
Initiatives are also being taken towards
scanning and archiving of building
sanction plans
Procurement
and Monitoring
of projects
E-Procurement
Complete
System development for PMU is complete;
system live from HQ and 6 Boroughs
Complete
Any tender above 25 lakhs
processed through e-tendering
Project/Ward
Works
Licenses
Complete
System available
Complete
System in use since the last 6 years
Solid
Waste
Management
Accounting
System
Payroll System
Complete
System is in use from February, 2013
Complete
Finance ERP rolled out from FACC
Complete
•
System is in use since last seven years
Human Resource
Management
System
Complete
•
System implementation is 90% complete
•
Entry for service book is in progress
•
Leave maintenance
implement
is
is
being
ready
to
Data Flow Diagram of HRMS:
Schedule of Establishment
(Sanctioned Strength)
Recruitment
(through R/R)
Vacancy
Promotion & Transfer
(through Gr. List )
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Direct
(through
M.S.C)
[Advertiseme
nt]
Walk-inInterview
(through
Personnel
Deptt.)
Spl.
Regulatio
n
D.P. Case
Court
Case
Application
Promotion/
Tansfer Order
Processing (Written Exam,
Interview etc.) &
Selection
Offer Letter
Joining to the
promotional
and/ or
Employee
Database (H.R.
Database)
Joining &
I.D Generation
P.F, HBL,
G.I
Payroll
Process
Leave
Mainte
Pension
Training
Details
Liveries, Emp.
Login etc.
PTB
Asset Statement
Submission
Law Case
Details
c) Results achieved as a result of introduction of e-governance reforms
The Central Server has been commissioned in a well designed data Centre
completely owned and managed by the Corporation.
About 80 major city offices have been centrally connected through
dedicated links with backup ISDN links. All these offices have access to the
MAS (Municipal Administration System) Software.
All 15 borough offices have full-fledged Video Conferencing facilities with
Central Municipal Office.
All controlling officers have KMC domain specific mail addresses.
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A Disaster Recovery Site has been made operational to ensure a smooth
running of operations in emergency situations.
Assessee – wise Property Tax records are 100 percent digitized. Citizens have
the provision of getting their property mutations done through the system.
Different property demands are generated from the system and sent to the
citizens for payment.
Issuing computerized birth certificates is possible from any of the 15 Borough
Health Units.
Computerized death certificates are distributed from the head office.
Building plans are accepted and scrutinized through the system. Completion
certificates also provided to citizens through the system.
System can issue and renew trade licenses.
Casual and permanent amusement permissions can be taken online.
The land estate online system maintains the survey observation report and
generates online demands against the collections made.
The market information system maintains the complete information of all
Corporation markets and generates payments across counters.
Procedural improvements
Services
Registration of Births and
Deaths
Public Grievance
Redressal
Before the introduction of e After the introduction of e
governance
governance
4
1
10-15
2
All Manual;
No customized delegation;
Different Officers used to
give sanctions at different
levels.
All Manual
All Computerized;
Delegation as per the
Citizen’s Charter
Works Management
System
-
-
E—procurement
-
-
Personal information
System, i.e. Human
Resource Management
-
-
Property Tax
Management, including
records mgmt
Municipal Accounting
System
All Computerized
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Payment of Property Tax,
Utility Bills and
6-7
Online payment facility
available now
Management of Utilities
that come under the ULBs
-
-
11 (including clearances
from other agencies)
4
Building plan approval
Time taken for providing services
Before the introduction of After the introduction of e
e governance
governance
Services
Registration of Births and
one month
Deaths
Within a day
Public
Redressal
Depends on the nature of
the grievance
On an average – 7 days
Grievance
Property
Management,
records mgmt
Municipal
System
Works
System
3-6 months
Tax
including Varied from 1-6 months
Instantly updated
Accounting More than 2 years to
Accounted on a daily basis
prepare annual accounts
Management
E—procurement
-
-
-
-
Personal
information
Preparation of lists, MIS
System,
i.e.
Human 10-15 days time to arrange reports etc. is now done
information
Resource Management
instantly.
Payment of Property Tax,
1 month or more
Utility Bills and
Management of Utilities No system for proper
that come under the ULBs management of utilities
Ad Hoc management
Small residential Buildings
(less than 500 m2): 4
Building plan approval
months
Other
buildings:
1-1.5
years
Instantly – Facility available
on Web Portal 24X7
Systematic management of
utilities introduced
Small
(less
residential
Buildings
KMC TODAY
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141 Wards &
Ward
Committee
15 Boroughs
5 Lighting
Zones and
CMO
CENTRAL
MUNICIPAL OFFICE
9 e-Kolkata
Service Centers
18 WS
pumping stns
incl far flung
PALTA
19 Drainage
Pumping
Stations
Few more
e-Kolkata Citizen Service
are planned at
suitable areas in the city
107 Ward Health
Units
68 Malaria Clinics
27 Dispensaries
21 Health Admin
Units
4 Maternity
Homes
1 TB Hospital
10 TB Units
7 Crematoria
7 Burial Grounds
IT Centre
Citizen Domain
24 Markets
BSNL providing the Network
7 Assmt
Collection
d)
9 Treasuries
8 License
Centres
15 Borough
Conservancy
offices
Lessons Learned
Challenge/Constraint Faced
How the challenge was overcome
KMC is a large organization
KMC organized workshops and structured discussion
with
sessions to propagate the proposed benefits of the
a
large
departments.
number
of
Getting the
change that the new program would bring in.
buy-in for this holistic and
end-to-end
e-governance
initiative was difficult.
for
IT Department formed from existing Data Processing
the
Centre, all IT personnel from all departments were
requirements
from
brought under one umbrella and strengthening
departments
and
them under supervision of one Controlling Officer.
Centralize
IT
Control
understanding
acceptance
of
the
development system.
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Lack
of
knowledge
making
organization.
the
IT
KMC formed a IT Technical Committee comprising
decision
professors from eminent institutions namely Prof
the
Aditya Bagchi from ISI, Prof A. K. Majumdar from IIT-
This hindered
Kharagpur, Prof Suryasarathi Barat from BESU, Prof
advanced
for
within
technical
decision
making process.
Klyan Dutta from JU, Prof Rana Dutta Gupta from JU
and Prof Tapan Ghosal from JU.
The technical committee meets once a quarter to
provide inputs towards ensuring implementation of
a world-class IT Solution capable of providing
exemplary services
Resistance to change
Firm decisions driven from top were communicated
across the organization. Sensitive areas were taken
up slowly but effectively.
Lack of IT skills and capacity
KMC organized regular training sessions to ensure
amongst KMC staff
the final users of the technology had appropriate
skills and capacity.
Digitization
of
manual
records
This was a gigantic task. KMC engaged data entry
operators for quick data digitization
e) Way ahead
i.
Supply Department
The existing manual system of file movement poses difficulty in searching, retrieving
and tracking files when needed. The storage of the files is another challenge, both in
terms of space as well as secure preservation.
There is need for scanning facility, file creation, modification, dispatch, search and
follow up electronically to enable easy tracking, easy file management and
monitoring, uniform working procedure across KMC, automatic reminder facility,
increase in transparency and efficiency of working environment, minimisation of
processing delays, ensuring of timely handling of important files, enabling officials
work from anywhere (e.g. from home, on official car using portable devices) and
anytime.
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There is, thus, a need for a workflow based system that replaces the existing manual
handling of files with a more efficient electronic system which must involve all stages,
including the noting of inward receipts, creation of files, movement of receipts and
files and finally, the archival of files for future references. The electronic files must
arranged in such a way in the system, so that registered users of the system can do
easy search, retrieval and take actions on them instantly and in a very easy way. The
system must also offer facility like link to and reference relevant files, documents,
rulings and decisions. This would simplify decision making, as all the required
information is also available at a single point. These would also result into more
transparency and, thereby, resolve various issues.
Oracle ERP workflow system is already implemented and running successfully for last
four financial years in the Supply department. However, it requires extension to all
other services which are currently manual.
ii.
•
Municipal Secretary Department
An online system for submission of requisitions already exists in livery cell.
However, many of the departments do not avail this facility and Livery cell
maintains issues, receipts and stock both online & manually
•
In Stationery section, maintenance of issues, receipts and stocks are carried
out both online & manually but there is need for requisitions to be processed
online in the next financial year 2013-14
•
Billing of salaries by the Establishment section is carried out through
KMC/SRA&C salary system. The same can be accessed by the department
•
The computerized system in the Telephone section requires some changes.
Necessary liaison is going on with IT Department for the same
•
There is no computer system for the Form section at present. The proposal is
under processing for computerization during the Financial Year 2013-14
•
iii.
In case of Mediclaim Section, some modifications are required in the system
Amusement Department
An online Amusement System is running in the department to issue & maintain
permissions & demands, generate reports both for the department and for the
citizens, online assessment and payment, etc. However, the system requires further
automation in the following areas:
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•
Business code of licence (Trade code) & amusement (Category) are to be
unified / linked
•
Link with new CE in licence database where amusement fees is applicable
should be established.
•
Interface with licence database may be established to handle withheld of
cases in buildings with objection from fire department and from which no fees
are to be collected
•
Document management system to be developed to preserve the documents
•
Proper guideline should be provided for exemption /reduction of fees to
make it more systematic
•
Link with new premises no. in assessment database for nature of use where
amusement fees is applicable
iv.
Personnel Department
An HRM system is running in Personnel Department for various purposes like
maintenance of recruitment process, Posting and Transfer, Promotion, NOC and
training details, issuance of offer letter, etc. and is integrated with Payroll, Pension,
PF, HBL, GI, Complaint, PTB, Livery and Login Module of all other applications
However, to make the office more automated it is proposed that:
•
File tracking system should be implemented in all file/letter receiving units
•
Employee’s joining followed by a promotion/transfer order should be
recorded through the system in concerned establishment or through
Personnel department to get real time update of employee records
•
Asset declaration submission details should be recorded in the system from
respective Offices
•
Leave Maintenance should be implemented in all establishments of all
departments
•
System for RTI should be developed
•
System for Census may also be developed
•
Attendance and Leave Application Maintenance may be developed for all
establishments of all departments
v.
Advertisement Department
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A software module has been developed under Municipal Administration System
(MAS) for digitization of workflows in the Advertisement department. The system
ensures systematic flow of work and quick access to data for officials for taking
valuable decision. However, few more additions can further improve the efficiency
of the department.
•
Service records of all employees of the advertisement department can be
recorded into the HR system
•
A document management system can be developed to keep important soft
copy / scanned copy of various documents so that the same can be
retrieved effortlessly and in a faster way
vi.
Car Parking Department
(MAS) to undertake various activities of the Car Parking Department. However, few
more additions can further improve
the efficiency of the department.
• Service records of all employees of the car parking department can be
recorded into the HR system
• A document management system can be developed to keep important soft
copy / scanned copy of various documents so that the same can be
vii.
Asphaltum Department
Previously (i.e. before September 2008), Foxpro software (under DOS Platform) was
used in Asphaltum Plant (both in Palmer Bazar & Goragacha units). As functionality
of the department grew, the erstwhile legacy system was unable to meet the
increasing demand and expectations. Thus, with an objective of implementing
effective control, web based Asphaltum plant management system (MAS System in
Java – Oracle Platform) was introduced in Goragacha Plant from September 2008
and from December 2008 in Palmer Bazar Plant. Along with MAS, ERP System has
also been introduced both in Palmer Bazar and Goragacha Plant and all the works
files (i.e. Civil, Mechanical & Electrical) are now being executed through this system.
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All functionalities, from estimate stage to bill processing, are performed through ERP.
Final Work Orders are also generated from ERP.
As per future requirements, action has already been taken to capture plant
temperature in the system in Goragacha Plant and it has been planned to develop
a web based Staff Attendance Software for Asphaltum Plant in the future.
viii.
Chief Valuer & Surveyor’s Department
(MAS) to undertake various activities of the Department.
However, few more
additions can further improve the efficiency of the department.
•
Service records of all employees of the Chief Valuer & Surveyor’s
department can be recorded into the HR system
•
A document management system can be developed to keep important
soft copy / scanned copy of various documents so that the same can be
•
Survey department has different valuable maps / drawings which needs
scanning and archiving for quick searching as well as preservation
ix.
License Department
A software is being developed which would allow receipt of online application
for
new licenses and change collection. A trader applying for a new license would be
provided a registration number which can be used to track the status of the same.
The same facility would be provided in case of change collection.
x.
Social Sector
On-line BPL system has been implemented. Within a short period of time dynamic
BPL system will be implemented.
xi.
Roads Department
After the successful implementation of the ERP system which has considerably
reduced time taken to prepare estimates and chances of error, necessary provision
in the system to help preparation and submission of the reports to the relevant
authorities is required by the department. Besides, as per standing circular, deviation
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and extra work up to 15 (fifteen) % of the sanctioned amount is permissible with the
approval of Controlling Officer, but the system demands child estimate for the extra
work. This is required to be modified according to the norms. Further, a separate
section for processing of e-Tenders is much needed to run the system smoothly.
xii.
PMU Department
GIS has been implemented in the central server for 41 wards of KMC till date. The
department is further preparing GIS map for 100 more wards and upgrading the GIS
of the initial 41 wards. It is also preparing the documentation on heritage buildings.
The Waterbody Management Board, by amendment, may be incorporated in the
KMC Act for better functioning in such issues.
xiii.
Law Department
A system is in use under Municipal Administration System (MAS) to undertake various
activities of the Department. Other departments can view the case status of their
concern. To improve the efficiency of the department Lawyer’s Billing system should
be implemented.
xiv.
Market Department
A Market system has been successfully implemented. Now to make it more
efficient for better management, following should be incorporated in the
system:
•
Maintenance Computerized Rent Roll.
•
Computerized Security Deposit Register.
•
Maintaining register of meter deposit with a proper forwarded
recalculation the deposit as per the existing guideline of KMC.
•
Maintain a Register of Stalls who are enjoying electricity other than individual
meters athere are point wise usage and number of electrical points in stall/
slab are to be recorded
•
Maintaining a total layout plan of the market showing individual
measurement, passage with KMC electrical installations on the common
passage, position of C.C cameras, posting of Security staffs position of
security alarm and other fire fighting equipments , such that these can be
used at emergencies
•
Printing of all types of bills.
to
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•
A detail system should be worked out for the machine , change of business ,
fixing of rolling shutter etc and all other function which are now carried on in
the market manually.
•
Received all payments through on line payment system.
•
Introduction of E- Payment system in all the offices of the Market Department
•
Automatic update of machine datas etc after payment .
•
For development of a screen such that the traders can fill up various Datas
online.
•
A system to be generised for receiving applications online and to receive
scanned documents for more effective function of the department .
•
Provision for scanning and preserving all notes documents / Court cases ,
briefs etc number of stalls in the computerized system to avoid in future
complications .
•
Permission if back facility to the stall – holders through mobile phone and E –
mail of all types of report and bills payment etc .
•
Maintaining daily reports of Beatwise Squatter collection and to prepared a
comparative chart in future to study the growth of revenue Visa – vis the cost
of employee spent on this collection to issue the actual revenue collected .
•
On line reporting with Digital signature and online approval of speed up file
movement within department.
xv.
Health Department
System has been implemented for Birth, Death, maintenance of quantity and quality
of Health Service to the citizens.
Food safety system has been proposed and needs to be implemented soon.
xvi.
Service Records & Accounts Cell
Payroll system is in run since last seven years. Automatic Income Tax calculation,
Form-16 generation and printing have been introduced. After implementation of
Leave system, Payroll system will be fully automated.
Scanning and digitization of service book is required to get full information of
employees through the system.
xvii.
Water Supply Department
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(MAS). The system ensures systematic flow of work and quick access to data for
officials for taking valuable decision.
Interconnectivity with Accounts, Drainage, Assessment Collection, Licence and
Building department is to be established.
It will be helpful for our Engineers for tracing out the leakage on the pipe line and its
speedy restoration, position of control valves, depth and alignment of the pipe line if
GIS of primary, secondary and tertiary grid is available.
xviii.
Drainage Department
(MAS). The system ensures systematic flow of work and quick access to data for
officials for taking valuable decision.
Interconnectivity with Accounts, Assessment Collection, Licence, Building and Water
Supply department is to be established.
It will be helpful for our Engineers for tracing out the under ground Sewerage &
Drainage networks, speedy restoration, if GIS of such network is available.
xix.
Central Records
Scanning & digitization of old records is required to get the full benefit of e-office.
xx.
Treasury Department
Implementation of the Common Collection system in Treasury department
augmented a new era in KMC. It eliminates use of lots of registers maintain manually
at one go. However, the followings may also be incorporated in e-office suit.
Petty Cash Payment section is to be included.
Establishment functions of Treasury department may be integrated with
SR&A/C, HR system.
Internal messaging and document sharing between HQ and all the CCCs,
CSCs.
xxi.
Lighting
It has been experienced that the time saved by introducing the ERP system is not
utilized for making of HARD COPY simultaneously. Also, as per Communiqué of Jt.MC
(Dev) this will minimize the use of paper.
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xxii.
Some modification of estimating requires as entry of non schedule items
without rate for calling quotation is required.
Approval of Estimate – Absence of any hierarchy for a short period, access
should be made for an alternative person.
Billing- Modification of Billing for deviation & other aspects should be
incorporated for easy access to the users.
There should have interface system for link with erp & eTendering Process. Etc.
etc.
Finance and Accounts Department
1. e-LTC:
Present norms for processing LTC matters
Presently, an employee of KMC
eligible for availing LTC fills up the
prescribed “LTC Application Form”
and submits the same before
his/her concerned Hod.
Then HOD as well as concerned
Controlling Officer forwards the
case to F&A Deptt.
After receiving the same, FA Cell
takes necessary scrutiny and further
process the file through the channel
of Dy. CMF&A, Addl. CMF&A, Spl.
CMF&A,
CMF&A
and
finally
sanctioned by Jt. M.C.(G).
After obtaining sanction for availing
LTC, in few cases the concerned
employee takes advance as
admissible or in other cases the
employee submit the bill in full for
getting reimbursement of LTC.
Then after checking necessary
documents FA Cell takes final
approval for releasing the amount
through Dy. CMF&A, Addl. CMF&A.
Then the bill is generated and
processed in favour of the
incumbent and finally cheque is
prepared, and the reimbursement
of LTC is recorded in the Service
Book of incumbent and the entire
file along with Service Book is
Proposed form of e-LTC
∗
∗
∗
An e-LTC module is
prepared and is available
at
the
Establishment
Section of all departments
of KMC, as well as at the
end of HOD’s and CO’s.
Initially, an
employee
intending to avail LTC will
approach
to
his/her
Establishment Section and
after considering his/her
eligibility, the concerned
AO will open up the LTC
application
form
available in the said
module.
Then the entire procedure
of
LTC
would
be
managed electronically
through a model as
annexed here with.
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returned back to the department.
e-LTC model:
Employee fills up the LTC application form electronically, form available at
the end of concerned AO of his/her Establishment Section
AO then forward
the form to HOD
HOD approves the same and forwards to CO
CO approves
the same and
forwards to
CMF&A just forwards the same to Mpl. Acctt.
FA Cell.
If the form appears to be in order,
then FA Cell will forward the same to
Dy. CMF&A; Dy. CMF&A to Addl.
CMF&A, Addl. CMF&A to Spl.
CMF&A, Spl. CMF&A to CMF&A and
so on, finally get approved by Jt.
If the form having any problem, in
that case FA Cell will return back the
same directly to the AO of
concerned Establishment for making
necessary correction and then it will
straight come again to FA Cell from
After getting approved, it will come
back directly to the FA Cell.
Then the approval is given in same
manner as detailed and it comes
If advance is required, then FA Cell will prepare the same
electronically and bill will be passed accordingly.
If no advance, then FA Cell will return back the file to concerned
Establishment.
After completion of tour, on submission of relevant
document, the concerned Establishment will
prepare the bill and will send it directly to FA Cell
through concerned HOD.
FA Cell will process the bill through
Dy. CMF&A and Addl. CMF&A.
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2. E-medical bill (any other reimbursement bill): Reimbursement bill related to
medical expenses or any other matter may be processed electronically in the
same manner as indicated above.
3. E-establishment: The entire Establishment Section under F&A Deptt. might be
managed electronically through a standardized module in order to keep,
update, retrieve the entire information of individual employees in relation to
their personal data as provided to KMC time to time, as well as service
related data regarding joining in the department- pay fixation- pay
increment in due time- pay revision, if any- leave recording and updationleave account maintenance- and all other related issues.
xxiii.
Engineering (Civil)
Engineering (Rev) and Engineering (ERP) system are in use for the activities of the
department. However, following should be considered to make the department
more efficient:
Receive and Dispatch system should be introduced
Modification/fine tuning of ERP system
Modification/fine tuning of e-tendering system
New software for issuing permissions to different agencies
xxiv.
PF
•
Release of all kinds of payments from fund should be smooth and hassle free.
•
Digitization of nomination papers and different registers in a friendly
atmosphere for the interest of the PF subscribers.
xxv.
xxvi.
Pension
•
Digitization of Jackets and different registers.
•
On line registration of Life certificate.
Planning and Development department
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•
The process flow is different from other departments. Hence the present
system does not conform to P&D’s needs. New process flow needs to be
defined for P&D.
•
Complete process from DPR through Tender to Bill needs to be implemented
•
Provision of storage for CCTV video files which are used as evidence for work
completion and design/drawing integration required in system
•
Project management, project tracking of physical and financial progress
should be available in system.
•
E-Tendering and online supplier transaction system and Bid change
management is required.
•
Milestone based payments to contractors and consultants should be
provided in system.
•
Process change required to have proper knowledge transfer in place.
•
Challenging for engineers to create bills by inserting number of lines in the
screen. Hence no
user adoption of system.
•
Message alerts on mobile/email are required.
•
EMD and tendering process integration required.
•
System should have provision to enter legal cases/files for tracking.
Oracle will present the new solution areas and roadmap to the KMC team.
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4. Case Studies & Best Practices
a) E-Office - Case Studies
Various organizations have developed applications for automating office processes
in Government departments. Few of them are:
i.
Government of Gujarat
The DigiGOV (then IWDMS) project was conceptualized by Government of Gujarat
in partnership with Tata Consultancy Services to improve accountability, efficiency,
transparency and effectiveness in government administration. A phased approach
was used to roll out the DigiGOV solution across the State Secretariat and Head of
Departments (HoDs) in Gujarat. Starting with 12 departments of the State Secretariat
today DigiGOV has been full-fledged implemented in all 27 departments, Chief
Secretary's office and Chief Minister's Office, 155 HoDs and is catering to 6000+ users
including administrative staff and ministerial staff.
DigiGOV caters to day-to-day file management system in the Secretariat. DigiGOV is
also exhaustively used in CM Office for CM's Appointment Scheduler, CM's Relief
Fund, email correspondence and MP/MLA reference. For three years, DigiGOV has
been used as a tool to prepare the state-wide budget. This has almost nullified the
preparation of more than 6000 physical files, which were previously needed in the
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budgeting process. Apart from this, DigiGOV has satisfactorily served its stakeholder
as an effective monitoring system with a quick and immediate response for data.
There has been a steady increase in the number of users availing of services through
the IWDMS. Some of the core users such as IAS, IPS, IFS officers and others are
located across the state and access the system through the Gujarat State Wide
Area Network (GSWAN).
The transformation of Gujarat Secretariat has only been possible due to dedicated
and unflinching support of the Government of Gujarat and the commitment from
the highest offices to ensure the success of the project.
ii.
National Authority of Chemical Weapons Convention
The e-Office journey began in December 2009 at the National Authority for
Chemical Weapons Convention (NACWC), a department under the Cabinet
Secretariat. NACWC implemented the product on an 'as is where is' basis. The
department worked closely with NIC to overcome the issues that came up. The
employees of NACWC, through their valuable suggestions, were instrumental in
making the product more user-friendly.
As a step towards extending e-Office to the entire Cabinet Secretariat, a live demo
of the e-Office system implemented in NACWC was presented to the Cabinet
Secretariat in March 2010. After a series of internal discussions, the decision was
made to implement e-Office in the Cabinet Secretariat.
At present, the department has more than 1,200 files and more than 17,000 file
movements in e-File. The department is now setting up a 24x7 data centre with the
goal of making the Cabinet Secretariat completely paperless, a significant feat by
any measure.
The implementation of e-Office is being extended to all departments in the
Government of India and State Governments. One of the steps in this direction is the
inclusion of e-Office as a success indicator in the Results Framework Document
(RFD), so that in the next three years there should be a government-wide flow of
electronic files, resulting in increased transparency and efficiency in government
processes.
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iii. Karnataka Power Transmission Corporation Limited
Karnataka Power Transmission Corporation Limited (KPTCL) was suffering from a big
backlog of pending files because of the manual file and other document
movement processes. KPTCL then formalized their problem statement and
approached HCL for a solution and its implementation. HCL came back with an
Automation of Approval process and archival of documents on turnkey basis using a
web based DMS built-in workflow and Electronic Note sheet in Kannada language.
The application is being used for automating the working of KPTCL's Personnel
Department.
Some key benefits derived from the application are:
• Consistent and uniform processes
• Low process time due to automation of processes
• Ease of access to information/central repository
• Transparency in process
• Instant recovery of data in case of disasters
b) E-Office - Best Practices
Various Ideas, approaches and practices that have worked well while implementing
e-Office have been cited below as the best practices from Department of
Administrative Reforms and Public Grievances (DARPG):
The Government of India, in recognition of the long-felt need for efficiency in
government Processes and service delivery mechanisms, has included e-Office as a
core mission mode project (MMP) under the National e-Governance Plan (NeGP). In
2006, the NeGP was approved by the Department of Administrative Reforms and
Public Grievances 21 Cabinet and DARPG was made the Line Department
responsible for the e-Office MMP. In 2009, NIC was selected for development of the
e-Office software and in September 2010, Pilot projects Were launched in DARPG,
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DIT(e-Gov Division) and DoPT (Training Division). It is being implemented in a phased
manner in other central government ministries/departments.
E-Office aims at creating a positive environment by doing away with the
cumbersome load of paper documents and files. Streamlining office workflow to
reduce processing delays forms the core focus of e-Office project.
Objectives
The e-Office MMP has been designed to serve as the means to achieve the
following objectives:
•
Government e-Office around a Standard Architecture & Framework
•
Global Govt. Directory and Data storage (Information and Data Repository)
•
Support integration & interoperation
•
Avoid duplication of efforts & redundant data storage
•
Inter/Intra Govt Information sharing & movement
•
Flexibility for scaling/evolving
•
Centralized file and work flow system
E-Office ensures a strategic control by maintaining security of the critical and
sensitive data. E-Office also ensures standardization on a single robust product
without the need for maintaining a number of products/technologies and problems
of interoperability that may surface. The Main Products and services of e-Office
which are being utilized by DARPG are as follows:
•
E-File
•
E-Personnel Information System
•
E-Leave – Leave Management
•
E-Tour
•
Payroll
•
Document Management System
•
Collaboration & Messaging Services
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Outcomes
Success of e-Office would be measured by the simplification it brings in government
processes and procedures, elimination of unproductive/ non-value-adding work,
and reduction in paperwork. The outcomes expected from process reforms through
e-Office are as follows:
•
File and Document Management System in all Government offices.
•
Enable a Single and Standard file movement and tracking across the
Government.
•
Establish a Single and Central Government Information Repository.
•
Access to common and shared documents and data based on roles.
•
Information sharing across departments files, documents and data.
•
Establishment of Global Directory for Inter-Government file movement.
•
Single Authoritative
information.
•
Management will be centralized with option for de-centralized updations.
Employee
Directory
for
maintaining
employee
Current status
DARPG is facilitating e-Office implementation in 12 ministries/ departments during
this year.
The aim is to:
•
E-Office allows regular monitoring after activation in DARPG
•
Deploy NIC-developed e-Office product suite, comprising e-File, e-Tour, eLeave, Knowledge Management System, Personnel Information System and
Messaging and Collaboration services
•
Enable creation of work environment through the Central Secretariat Manual
of e-Office Procedure (e-Manual) recently prepared by DARPG
•
Implement the strategies envisaged in the Change Management and
Government Process Re- engineering documents formulated by the
Department
•
Ensure that the technical architecture of e-Office MMP is in alignment with
open Standards
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DARPG's Strategic Plan (1.04.2011 - 31.03.2016) has set a target to implement eOffice MMP in 29 ministries/ departments.
Some areas where the concept of e-office has been initiated are as follows:
i.
Ministry of Urban Development
ii.
Ministry of Information & Broadcasting
iii.
Ministry of Panchayati Raj
iv.
Ministry of Power
v.
Department of Revenue
vi.
Department of Financial Service
vii.
Department of Land Resources
viii.
Ministry of Mines
ix.
Ministry of Home Affairs(Disaster Management Division)
x.
Department of Chemical & Petrochemicals
xi.
Department of Fertilizers
xii.
Ministry of Labour & Employment
xiii.
Prime Minister’s Office
xiv.
Cabinet Secretariat
xv.
Ministry of HRD
xvi.
Planning Commission
xvii.
Department of Administrative Reforms & Public Grievances
xviii.
Department of Personnel & Training (Training Division)
xix.
Department of Electronics & Information Technology (e-Governance Division)
xx.
Ministry of Rural Development (under implementation)
xxi.
Government of Tamil Nadu Secretariat (under implementation)
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5. Recommendations & Way ahead
KMC has taken many initiatives to adopt e-Governance and turn into an e-Office.
Few of these initiatives require further action to be fully implemented.
a) Existing Initiatives- To be completed
•
Enterprise Resource Planning (ERP) software- The ERP systems have currently been
implemented in all the engineering departments, finance department and
supply department. Thus the benefits of the ERP system have been extended to
almost all the relevant departments of KMC. Further, the new Chart of Accounts
(COA) has been introduced to reap the benefits of the Finance ERP System
•
GIS mapping project – At present, survey and GIS mapping of only 41 wards (out
of 144 wards) has been completed. This needs to be completed for the
remaining wards also
•
Implementation of e-Procurement (e-Tendering system) - All the tenders
estimated value above 25 lakh are now being published on web based GePNIC
and this needs to be extended to the remaining tenders also. Further, KMC needs
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to complete the initiative of procuring Digital Signature Certificate for all the
officers besides the 35 already procured.
b) New Initiatives- To be adopted
Though KMC has undertaken some initiatives, adoption of few more measures will
transform it into a “paperless office” and bring about the simplification in
government processes and procedures eliminate unproductive/ non-value-adding
work and reduce all paperwork.
i.
Architecture
A robust e-Office framework and architecture has to be evolved for the
development of e-Office product suite in any organization. The suggested
architecture should be in alignment with open standards. The other salient features
of the architecture include - Common data sets and standards, role-based access
for authorization, workflow manager and Unicode compliant support for local
languages. The architecture recommendations include enterprise architecture,
technology architecture and application deployment architecture with breakup in
hardware components and performance service levels.
KMC has implemented enterprise architecture to a certain extent but further work
needs to be done on the same. The e-Office Architecture and Framework would
comprise of the following features:
•
Open Architecture &Technology Neutral
•
Common Data Sets and Standards
•
Role based access for authorisation
•
Directory based authentication
•
Workflow manager
•
Open Standards & technologies based
•
Unicode Compliant - Support for local languages
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ii. Sub systems of e-Office
The following are the key sub-systems that should be part of any e-Office solution:
• Document Imaging
• Document Management System
• Business Process Management System
• Web Content Management System
• Record Management System
• Digital Asset Management System
• Collaboration Management System
Few of these are already part of the KMC framework and the remaining needs to be
incorporated for effective functioning of an e-Office.
The e-Office system has the potential to bring internal operational effectiveness in
the working of ministries/ departments.
iii. Other initiatives
KMC needs to take few other initiatives to transform itself into a paperless office. Few
of them are:
•
e- Leave enables the employees to apply for leave (Casual Leave / Restricted
Leave / Earned Leave / Paid Leave etc.) online on the organization’s e Office
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system. Using the e Leave system makes it easier for the employees to plan their
leaves ahead and also maintain records.
The following steps are followed by the employees while applying for a leave:
Step 1: The employees access the e Leave portal using their own domain ids and
passwords
Step 2: The request for the leave goes to an authorizer (personnel or reporting
head) depending upon the organization policy, where it is accepted, put-onhold or rejected.
Step 3: The applicant is then informed via an email on the status of the leave via
mail.
This kind of a structure enables the employees to keep a record of all the leaves
taken during the year and also, manage the remaining leaves.
•
E-Tour: An online process of booking an official tour, it also gives the employees
and the employer complete details on tour history for the entire tenure of the
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employee. This provides an opportunity to the employee to claim the expenses
online and keep a record for the same.
•
Collaboration & Internal Messaging: Internal Messaging is an application that the
firm and its members can use for one-to-one chats or group chats. It provides a
means for communicating by exchanging real time messages with other users.
Unlike e-mail, you can see if another user is on-line before sending a message,
thereby increasing the likelihood of an immediate response. It also enables
employees to book time and check availability of others in case of an upcoming
conference, meeting, appointment, event, etc.
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•
Knowledge Management System (depository of all reports to be accessed online)
involves the e-Filing systems in which all the letters and files are digitized
electronically. E Filing system involves role based viewing of files that improves
efficiency in working and also brings transparency in the system and also enables
the user to search and view files at any point of time (based upon hierarchy). The
following diagrammatic representation explains the various steps involved in e
Filing system:
Indicative Steps for e-Filing System
Step 1:
Physical Documents / Files / Letters are scanned and uploaded in the server
repository.
Step 2:
The uploaded documents are provided a diary number (reference number) which is
automatically / manually generated (depending upon the requirement).
Step 3:
The diary number along with the name of the file is uploaded in the server directory
against the uploaded documents as reference view.
Step 4:
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e- Office
Scanned physical receipts are then put in Guard File IN (password enabled) for
retrieval as per the convenience of the user (s)
Another important component of the Knowledge Management System is “e
Personnel Information System”. It provides information on all the employees of the
firm (in case of private organization) and all the Government officials (in case of a
Government entity). The following gives a pictorial representation of e Personnel
information System which represents employee information (Employee ID,
qualification, address, designation, salary, etc):
•
Document Management System (DMS) of e Office creates a searchable
enterprise repository of all the documents available in the server for immediate
access of the users. Users / employees or officials have Access Rights provided to
these documents and thus enabling easily managed security for these
documents. With the use of an
advanced search option, retrieval of
these documents is made easy to
use and access. The document
management system also has an
automated work flow routing process
for these documents, following a
predefined chain of command, or
the user defined recipient thereby
resulting in an efficient workflow and
document management.
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e- Office
KMC has huge scope of DMS in the following departments:
a) Assessment Collection: Digitization of IB, Asset Register, Premises Ledger and
Hearing Docket
b) SRAC & Payroll: Employee Service Book digitization
c) Records Section: Scanning & digitization of old records
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e-Office - Kmcgov.in

Transcription

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