http://www.it.iitb.ac.in/~prathabk/egovernance/egov.

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e-Governance

"Reaching the Unreached"

What is E-Governance?
It is the use of a range of modern Information and Communication Technologies such as Internet, Local Area Networks,
mobiles etc. by Government to improve the effectiveness, efficiency, service delivery and to promote democracy
Governance : An Information perspective
• Representative democracy relies on supposition that best way to make a decision is wider participation for all its
citizens having access to relevant information.
• Government is by nature an information intensive organization.
• Information is power and information management is political .
Governance : In IT framework
• Expansion of Internet and electronic commerce, is redefining relationships among various stake holders in the
process of Governance.
• A new model of governance would be based upon the transactions in virtual space, digital economy and dealing
with knowledge oriented societies.
• Electronic Governance is an emerging trend to re-invent the way the Government works.
E-Governance : Focus
• Greater attention to improve service delivery mechanism
• Enhancing the efficiency of production
• Emphasis upon the wider access of information
E-Governance vs. E-Government
"Government's foremost job is to focus society on achieving the public interest."
"Governance is a way of describing the links between government and its broader environment - political, social and
administrative."
GOVERNMENT GOVERNANCE
superstructure functionality
decisions processes
rules goals
rules performance
implementation coordination
outputs outcomes
e-Government e-Governance
electronic service delivery electronic consultation
electronic workflow electronic controllership
electronic voting electronic engagement
electronic productivity networked societal guidance
Why eGovernance?
eGovernment can transform citizen service, provide access to information to empower citizens, enable their participation
in government and enhance citizen economic and social opportunities, so that they can make better lives, for themselves
and for the next generation.
eGovernance Standards - Describes the standards and architecture for e-Governance applications The
Framework for e-Governance - Information on National e-Governance Framework

Geographic Information Systems in E-governance

Electronic Governance(e-governance) is tool by which citizens can communicate with government. Information and
Communication Technologies (ICT) provides appropriate e-government solutions for citizens with the help of Geographic

Information Systems (GIS). A user friendly GIS software like can play an important role in planning,
developing and implementation of government programmes by for example allowing creation of GIS enabled websites,
use of GIS in planning and monitoring of agricultural sectors and much more through digital governance.

Possible usage scenarios of in Urban Planning, Development

• Find land use like residential, commercial, industrial, agricultural etc.
• Find flood-prone areas, usar land and risk from other natural disasters.
• Layout of roads, drainage system and water-connections, utility cables.
• Access to park, markets, hotels, airport, railway-station, hospitals and schools.

can allow access to administrative records :

• Land use private, agriculture, commercial.
• Property owner-ship no, name of owner, name of area, present status, tax files, via their
geographical positions.
• Area wise Comparison of revenue collected and projected,according to the database.

Possible usage scenarios of to check power theft in the power distribution:

• Link consumer billing system with power supplied to each 11KV->440V transformer, or feeder with
33KV.
• Match the money collected vs power supply of a specific area.
• Identify and report leak points (area wise) with quantity of theft
• Mark areas of major default for enhanced vigilance.

In the telecommunication sector for e.g. telephone exchanges information:

• Number of levels, no. of pillars.
• Lay out of cables, primary cables, leak points.
• Load vs geographical area of an exchange.
• no. of subscribes along with the capacity of that exchange.
 For Agricultural sector e.g.:sugarcane

Agricultural Analysis

• Depict variety and quantity of cane grown plot wise/grower wise/village wise/center wise.
• Calculation of cane area to predict and calculate harvest.
• Variety and type wise cane area can be shown.
• Total cane production on the basis of average cane yield can be predicted.

GIS enabled website for the Tourism Industry using . for e.g. in a city queries
should give:
• Points of interest in a city with features and photographs.(mobility)
• Places to stay along with the information needed.
• Access to markets, parks, railway station, hospital, airport etc.

Improving the administrative processes

The Government shall undertake major administrative reforms, redefining its role, and recasting the structure and
functioning of its Administrative Departments to facilitate adaptation to IT. This exercise shall be carried out by removal
of redundancies, resource optimisation and rationalisation of rules and procedures to bring about transparency in working
and enhancing efficiency and productivity.
IT Budget
Each Department, Corporation etc. shall earmark 3% of its budget for IT applications. This budget shall be spent for
complete transition to e-Governance by the year 2005. Individual organisation specific IT plans will be finalised by
31.3.2002. The allocated budget shall be spent on procurement of hardware, systems software, establishing IT centres,
networking, web technology, development of applications software, training and technical consultancy, etc.
State-Wide Area Network
The State shall establish a backbone network Manipur State Wide Area Network (MANNET) for voice, data and video
transmission and dissemination. The network shall be utilised for inter department connectivity, multi-user and multi-
service facilities, video conferencing, file transfer facility, e-mail, on-line application processing, query and response etc.
The MANNET shall enable better communication, information sharing, allowing officials to work together more
effectively resulting in cohesive administration. Phased implementation of MANNET will cover strengthening the
existing/ future intranets at State Secretariat, C.M.'s Secretariat, Government Departments in the State Capital and 9
Districts Head Quarters with existing NIC/DoT infrastructure. The second phase shall extend MANNET to all intra
District networks and integrate the Sub-Divisions and Block Head Quarters. Private sector will be encouraged to
participate in developing this network.
The MANNET shall be a secure Network for the State and will be through VSAT/Leased lines/ dedicated Optical Fibre
Cables/ Radio Frequency Links. It will feature
a. Capability for Video-conferencing between Secretariat and District Offices ( minimum 128kbps to
begin with ),
b. Network at District level and
c. Link to remote SDO/Block Offices to be connected by VSAT etc. This facility will improve supervision
and monitoring of District & Sub-Divisional HQs from State capital, save travelling time and costs,
and speed up communication.
Departmental Local Area Networks
The State Government Departments shall establish departmental Local Area Networks/ Intranets.
Digitisation of Public Domain Information
All public domain information like Official Gazette Notifications, Acts, Rules, Regulations, Circulars, Policies and
programme documents would be digitised and made available for electronic access on the Internet as well as in the form
of CD-media. This process shall be introduced by the year 2002.
Flagship/Proof-of-concept Applications
Flagship applications will be developed as proof-of-concept applications for demonstration and building confidence in
other Departments. The applications shall be finalised by the High Powered IT Committee. These could be started in
Taxation, Treasury and Transport sectors.
Transaction automation and Information databanks
IT application in (a) Transaction automation and (b) Creation of Information databanks will be mandatory for all
Departments, Corporations etc. to achieve accountability and efficiency in administration. This process will be completed
by the year 2003. The different phases of Transaction automation for Revenue Generating Departments shall be:
1. Transaction computerisation in the Departments and
2. Extend payment facility at a single point.
SMART Cards
The Government shall consider issue of Electronic SMART Cards to citizens with multi-functions that enable citizens to
interact with services, make payments and serve as ration card, driving licence and identity card etc. This shall be
introduced on pilot basis in association with the private sector by the year 2003.
Use of Manipuri
The State Government shall promote use of Manipuri in Information Technology to increase the outreach to the common
man. For this purpose specific initiative will be taken for use of Manipuri in Computers and developing Web
Applications.
Management Information System
An efficient Department-specific IT based Decision Support System/ Management Information System shall be evolved.
Abstract on all developmental parameters, revenue collections, agricultural inputs, irrigation facilities, power generation
and distribution, social infrastructure etc. will be integrated in this system. Wherever citizen interface is involved, Web
enabled applications will be developed. This initiative shall be supported by the Department of Information Technology.
Development of this system shall be completed by the year 2003.
Standardisation of IT Infrastructure, data and applications
It shall be mandatory for all Departments and Corporations to procure hardware, software, networking equipment etc.
according to specifications and standardisation laid down by the IT Department. Standardisation of data shall also be
carried out by organisations to the feasible extent. These steps shall enable integration of resources into the State Intranet,
creation of centralised data warehouses and compatibility on all systems which will reduce future costs of IT applications.
Use of e-mail, bulletin boards and video conferencing
Internal communication will be improved by increasing use of e-mail, bulletin boards and video-conferencing in the
government. Routine circulars, meeting notices, and minutes will be communicated through e-mail. Video-conferencing
will be used particularly with the District Offices.
Use of GIS Technology
GIS shall be extensively used in integrating, analysing and visualising different types of data for spatial planning,
environmental protection, utility management, traffic regulation etc. Digitised maps of Manipur already available with the
Departments, Manipur University etc. will be utilised for providing GIS based services. Augmentation of digitised base
maps shall be made as and when required.
Development of Portal Website
A Portal website of the State would be set up by the IT Department which will interconnect the website of every
Department and organisation who in turn shall develop their own websites. The portal site developed by the IT
Department shall be updated dynamically.
Government Notices on Website
All Government tenders, employment news, public domain information and notices issued by Government for general
public shall compulsorily be published on the Government website.
IT Literacy in Government
The Government shall implement an IT Literacy Plan for its employees to achieve 100% IT literacy in the Government by
2005. IT literacy will have a minimum level of defined proficiency which will include word processing, e-mail, data entry
etc. Suitable incentive/disincentives shall be announced to achieve the desired level of proficiency. For all new employees,
appropriate level of computer literacy shall be made an essential requirement in the recruitment rules. This initiative will
be supported by IT Department and NIC. Use of e-mail, internet and computers in general shall be maximised.
e-Citizen Interface
Public Information and Facilitation Counters in Government offices shall be set up so that public domain information is
available without any delay and also for e-mail access into grievance and suggestion databases for citizens.
Delivery of Public Domain IT Services
The State Government shall establish electronic delivery of services in the public domain in its departments, and make
available these services on transaction fee basis to be charged from the users. Quality assurance for such delivery shall
follow well laid out norms.

Reckoner eGovernance OverView

e-Governance is all about citizens and about Services. Services are meaningful if time bound and Time bound services
are possible only by blending Information & communication Technologies (ICT) and Government Process
Reengineering. We perceives e-Governance as a ‘process’ & not as a ‘product’. It is a ‘paradigm shift’ for all the
stakeholders i.e. Govt. buyers/users, citizens, facilitators & vendors. Ascomp Technologies eGovernance solution
provides a wonderful application on Integrated Management Information System to integrate all your organization
process like File tracking, Complaints management, legal records, and any technical modules. E-Governance Solutions:
Electronic Governance is defined as giving Citizens the choice of when and where they access government information
and services. Putting the Citizen at the center of government means better services to citizens with more transparency.
This uses more and more of Electronics & Information Technology in many of the government functions. Why E-
Governance:
• To make government more result oriented, efficient and citizen centered
• Enhance good governance characterized by participation, transparency and accountability
• Use of new communication technologies and the Internet provide opportunities to transform the relationship between
governments and citizens in a new way contributing to the achievement of good governance goals
• The use of information technology can increase the broad involvement of citizens in the process of governance at all
levels by providing the possibility of on-line discussion groups and by enhancing the rapid development and
effectiveness of pressure groups
• Advantages for the government , government may provide better service in terms of time, making governance more
efficient and more effective
• The transaction costs are lowered and government services become more accessible
Reckoner e-Governance solution is built on n-tier architecture using latest window technologies and is truly web enabled,
easy, and secured. Key features:
• User definable processes
• Tightly controlled access rights at role & user level
• Task flow enabled
• Integrated with MS office using interoperability.
• Requires minimal training on line help is provided at each module level, screen level and field level.
• Totally secured and system and user wise audit trails

Electronic Governance thus, is the application of Uses & Objectives of e-Governance:

Information • Integrating various Business Functions
Technology to the processes of Government functioning to • Defined Processes across the Board
bring about • Process Automation – Workflow based approach
• Simple • Minimal Manual Intervention
• Moral • Quicker Response Time
• Accountable • Improved Monitoring
• Responsive and • Productivity Gain
• Transparent Governance • Secure Central Repository of Information
• Online & Real time Information Availability –
Consolidated MIS reports
• Extending Services to the outside world over the WEB
integrating with website or Portal

Key Features of our e-governance Application:

• Web based (Run on LAN/ WAN/Mobiles/PDAs)
• Highly optimized and required low bandwidth
• Workflow based/ task flow based
• Integrated modules (Shares common masters for better
integration)
• Central Database with data coming from different
Locations
• Application build with best/Latest technologies
• IPR Ownership: Open for customization in Core of the
Product.
• Implementation by Core implementation team having
experience in e-Governance applications and government
domain.
 Reckoner e-Governance login interface logs in the user as
per the access rights given to him. Entry screen are user
friendly and provides online help to the user doing the entry.

Key Menus:
• Entry transaction pages
• Browser for each module or document types.
• Registers of each document.
• MIS reports
• User dashboards
• User mail boxes
• User task (pending for me)

Complaint management is a common process in

government organisations with direct public
relations and should be handled proactively with
timely closure and transparency. The System
provides time bound acceptance of a complaint,
issuing an acknowledgement, assigning unique
complaints Token number, and subsequent
tracking of complaint actions and resolution.
The System enables pro-active auto escalation
of pending complaints for either action or
information etc. Different reports are available
for tracking, actions taken and pendency on
complaints. Complaints can be registered from
different Offices and are available to the
concerned authorized staff for further action
and monitoring.

Complaint Management System

Complaints can be entered in the central
database from different offices, site links, and e-
kiosks. The complaints are then allocated to the
concerned offices and subsequently to the field
officer/Employee for action. Complaint status is
updated as and when required and available all
across the system for further reference.
Complaints will be marked New, Forward,
Assigned, Resolved, Closed, and Confirmed.

Documents, files, video files, images can

be uploaded with the complaint details by
using the document management server.

Complaint module has functionality for entering

the complaints by any office. It can be made
available to the external parties like individual
citizens, NGOs and other stakeholders through
web browser based application.

Process:
• Complaint entry: Complaint entry document
is entered by the staff of any office who Benefits:
received the complaint and all the details are • Web browser based application. No need to install or
put in the entry regarding complaint, deploy any application or setup.
complainant, industry details, subject matter, • Solution for Effective & Efficient Management of
complaint description, Complaint category, Documents
Complaint classification etc. • Citizen/public Empowerment at All Levels.
• Total elimination of All Duplication of Efforts
All the details are entered in the central • Tool for Improving Organizational Efficiency and fast
complaint registry and a running serial number action on complaints.
is allocated to each complaints. Duplicate • Transparent Access to Information to Citizens/public.
complaints can also be grouped together for • Recording the flow of complaints in the organization
combined action report. • Pendency Monitoring at all levels
• MIS Reports…churning information out of data
• Allocation entry: These complaints are • Powerful search facility: Track/Search for any letter or
allocated to the concerned office and unique file in the organization
serial number is generated with prefix of office • Provide a tool for time bound service delivery in critical
code from the complaint Browser. Moreover, areas like grievances handling
Field officer/employee processes the complaints • It has empowered the Administration to monitor the
for further action. status of the complaints and has also empowered the
citizen by building in the transparency.
• Status updating: Field officer/employee • It has assisted in evolving a mechanism for laying
continues to update the complaints until it is down pragmatic citizens’ charter by incorporating
resolved and confirmed by the complainant. feedbacks from two vital stakeholders.
Field officer can attach soft copy of the action • This will build a database, which can further be used in
taken reports and these documents can be taking policy decision by doing qualitative analysis of
retrieved any time for reference. the data generated.
• Well Defined Complaints Handling mechanism
• Attachments: Complainant/User can attach • Automated Systems
the documents to support the complaint or • Assurance of Time Bound Delivery
responsible officers or field staff can attach the • Status Monitoring at all times
action taken reports or status files or videos to • Updating the Citizen for Current Status
support the closure of complaint.
Reports:

Application has number of reports available with

Drill down option, where user can see the unit level
details.
• Nature wise region wise Complaint: A matrix
report for nature and region wise details.
• Category wise Complaint: Category wise
segregation of complaints.
• Z-Category wise Complaint: Complaints marked to
highest authorities.
• Complaint Detail Report: Details of complaint
received
• Complainant Details Report: Details of
complainants who lodged complaints.
• Complaint Responsibility: Region/Area wise
complaints received.
• Complaint Grouping: for same complaints received
from different complainants or sources.
Reckoner File
Tracking
System
OverView

File Tracking
System
manages all the
File movement
from One Desk/
One person to
other and help
organisation to
manage the
flow effectively
and efficiently.
All the Files,
Documents,
Letters, memos,
Reminders etc.
can be
processed and
tracked by the
System. FTS
helps in online
tracking and
fast redressal or
location
information and
pendency
monitoring more
effectively by
providing,
online, a
plethora of
information at a
glance.

Any organisation receives and despatch
letters, applications and other
documents. FTS solution caters to the
entry and further processing of that
document across the organisation. The
System has comprehensive facilities for
managing all Inward-Outward related
functions & single point classification of
all letters. The System would follow a
Standard procedure of file numbering &
enable file tracking, file movements
tracking, pendency monitoring, etc.
All the Records will be Benefits:
maintained in the system • Solution for Effective &
about flow of documents in the Efficient Management of
department, also all the Documents
remarks and action taken by • Staff Empowerment at All
the employees on a particular Levels.
document will be stored in the • Total elimination of All
system. When work on Duplication of Efforts
particular document will be • Tool for Improving
over it will be outward from a Organizational Efficiency.
department. File Tracking • Transparent Access to
System will also provide very Information to Citizens
based on Docket sheet. It would have powerful technique / reports to • Designed for Less Paper & Not
very powerful search facility to locate a search any document at any Paperless Office
file. File tracking system will allow users point of time. File Management • Recording the flow of
to access the file location and monitor the document in the organization
time. There will be a registry with each • Manages Files/ Letters/ • Pendency Monitoring at all
department, all the letters will be marked Memos, Circulars, Office levels
as inward and outward with department’s Orders, Applications, Bank • MIS Reports…churning
concerned registry. System will allow guarantee details and other information out of data
organisation to create desks for different documents. • Powerful search facility:
departments, each department can have • Marking to Desks/ Marking to Track/Search for any letter or
multiple desks, and these desks will be Employees. file in the organization
directly linked to the designations, which • Multiple marking to different • Management of all Inward &
will be unique for every employee or Desks or Departments at a Outward
Head of the Departments. Once time. • Access Controls for software
document is assigned to the Designation, • Attach to Files or any other modules mapped to
it can be assigned to various other documents. organization hierarchy
employees in that department or to • Different status like pending, • System Administration thru’
another desk in that department. in progress, action taken, an independent module for
closed, attach to file with File defining masters, process and
no. Dispatched and Closed etc. access settings.

File Tracking System comprises of the following Process:

• Registry Entry: all the details pertaining to the document/File are entered and system captures the user
and time details. System tracks new additions and also maintains historical data of earlier
Documents/Files.
• Marking to the Desk: The document/ Files can be marked to different Desks/ Departments/Designations
for further processing. The details of the process flow are captured and action/ Remarks and maintained
throughout the process for each document/File.
• Marking To Employee: The Desk head can mark the document to specific employee and system
captures the action taken remarks and user login details.
• Pendency monitoring: System allows user to work in time bound manner and escalate the document
transaction which are on hold for long time and provides information on the unfinished tasks with
reasons.

File Tracking System Solution

Dashboard/Statistics

• Window on multiple reports on one

screen

• User can see details by expanding

• Major transactions are shown in top

records

Reports

• Letter At Desk Report

• FTS Report

• Sender Category Report

• Mode Of communication Report

• Escalation Report

• Pendency monitoring

Master

• Desk master

• Automatic Association of employees with

the Desk.
• Designation master/ Department linking
with the Desk.

• File type/ File master.

• Sender category master, Letter type/

Latter category

• Mode of communication master