Refining an IT-based management system Integrated Workflow & Document Management System (IWDMS)

Transcription

1 Refining an IT-based management system Integrated Workflow & Document Management System (IWDMS) 1. IWDMS: An Overview The overarching project of Integrated Workflow and Document Management System (IWDMS) in all departments of the Secretariat Gandhinagar was implemented in 2005 as part of e-governance execution across country. The end to end solution has been provided by M/s. Tata Consultancy Services (TCS) with implementation cost around 78 Million rupees. The system was designed with following objective 1.1 Objectives Enable Quick Decision through Decision Support System Manage Resources ( Human and Assets) Receive and Acknowledge applications/submissions E-communications-External and Internal Back Office Management System Enable Policy Based Processing Accept payments online, provided the feature Online processing of the requests / applications / submissions Updates on status of the requests / applications / submissions MIS and exception report It is a capability of system that generates system report if any kind of hardware or software related fault occurs 1.2 Targeted Benefits Quick & Easy for End Users Effective file tracking & monitoring Less Paper office Help in decision making through Checklists & Access to Precedent Cases, Acts, Rules, Statutes, etc. A structured & collaborative work environment at secretariat Automates routine tasks Work flow / Business rules / Processes Automatic generation of unique file number and tracking Standardization of common process 24*7 access Break Geographical and time barriers Integrating departments by providing interdepartmental interface Pictorial dashboard Provide a holistic status with drill down facilities Traceability and accountability of actions Audit trial Reminder and notification to officers Maintenance of all registers Helps in Prioritization of work by Weightage of Subject Areas, Reminders for Tasks Due, Automated prioritization engines, etc Building of a knowledge base consisting of various Circulars, Acts, Precedents, Document, Reports, etc, thus enabling a robust decision support system Role based access control & effective security through the use of digital signatures Prepared By, Kartik Shastri CMF Department of Science and Technology, GoG 1

2 1.3 IWDMS Component Structure at a Glance Common Applications: 49+ These are the applications targeting the basic day to day general activities in Government and giving them touch of digitization and easy template structure which can save the time. Core Applications: 14+ These are the components/features of whole system under which common and department specific applications are encapsulated. Department Applications: 300+ These are the customized department specific applications which were created to serve different needs of Government of Gujarat Departments 2. Critical Analysis of Current IWDMS system This whole exercise is carried out with the objective of making already implemented solution-iwdms more efficient and usable to employees so that government functioning can be faster, reliable and secure and thus making document processing and management more effective comparative to traditional ways and deliver the actual objective of system in real. Some of the identified issues: 2.1 System Level Considerations Easy Content Classification: In current system, some fine level classification is essential for easy representation of Tapals and Files so that system can be more logical and feel like working on real files. Efficient Document Searching: This is the basic requirement of document retrieval process. More efficient search requires focus on keywords, contents, sender, subject etc level of searching so that the targeted document can be found out. Indexing and intelligent search parameters are also to be introduced under execution phase. Better Record Management: Systematic record keeping of historical data is also a key consideration which needs to be improved in current system. So that in future, it can be retrieved easily. Based on document characteristics, this record keeping can be made more productive. Content and Level Minimization in Workflow: In government work flow hierarchy, there is a tedious and time consuming document movement. By introducing technical components and reconsidering the document flowing path, the same execution can be made easy and faster. More User Friendliness looking at User s Perspective: In this consideration, bettering User Interface is the aim so that employee gets self driven directions in day to day document movements. Better Response Time and Compatibility Issues: Due to server connectivity issues and workload, the IWDMS response time is high at times. For that system tuning and load balancing is to be taken care by close examination of components. Moreover, compatibility issues of IWDMS with latest technological resources are also to taken care of. Making IWDMS more DSS than a paper pushing system: It is essential to make IWDMS a Decision Support System rather than a content conversion system. Strategic inputs at each level of document movement should be given instead only formal approvals. Comprehensive informative report only should be given for making decision at higher levels instead raw data report by injecting sincere inputs from each underlying staff. 2 Department of Science and Technology, GoG Kartik Shastri - CMF

3 2.2 Current Scenario of IWDMS Logon As per the current analysis on IWDMS logon percentage, following details on 27 different departments of secretariat have been found. As per the chart, we can clearly distinguish the low and high logon statistics departments. Logon is defined as average percentage of users from respective department has logged into the system in particular time frame. In 2 nd quarter , the scenario was as shown below. For studies, departments falling under low and high end of the chart will be considered and analyzed. ( IWDMS Avg % users logging into IWDMS Statistics in 2 nd Quarter 2010 across All Departments) 2.3 End User Considerations Skilled and Efficient Staff It is the basic requirement of IWDMS because the system s performance is dependent on entry level inputs. Lack of knowledge, wrong inputs, and mismatched keywords can lead to inefficiency and create overhead on system s performance. Awareness of working with Computers This is also an important aspect of productive man power and proper utilization of any system. Employees should be motivated to work on it and performance based encouragement is also essential to get work done. Moreover, lethargic and sluggish work culture needs to be transformed into dynamic and employee friendly environment. Trigger Mechanism in Document Flow and Timely Follow ups (Average Log on Statistics of Secretariat from April to July 2010 ) Periodic analysis of IWDMS and Employees Inputs into system is to be considered. Serious reconsiderations can lead to more productive outcomes. Automatic shifting of documents from level to level providing precise time boundness in government hierarchy can motivate employees to work on time. Kartik Shastri - CMF Department of Science and Technology, GoG 3

4 3. Further research of IWDMS utilization During the execution of the IWDMS refinements, considering all above major aspects and department specific minor aspects, the proposed execution plan would focus upon followings: Constantly reviewing IWDMS system as per user s perspective Whole exercise will be carried out considering government employee as a key executer who is to utilize software. Ground level requirements will be identified and reflected into system as it is for employees & by employees only. Analyzing technical components, applications and their real importance Department and Hierarchy level applications across GoG departments will be analyzed and upgraded as per the statistics of utilization of each component of IWDMS. Working on Indexing and Defining conventions for content management Under this Standardizing content & document storage, classifying & implementing naming convention for records management will be studied and applied. Response time analysis and Performance measuring Query execution and response time of each click will be examined and analyzed. Moreover, by applying logic and minimizing hops to reach the exact content will improve the response time of the same. Understanding public governance and giving inputs on efficient technology involvement at each level of government under e-governance project Analyzing upcoming technical requirements of departments and providing solution assistance will also be considered in execution phase. Identifying infrastructural issues Optimum utilization of system also depends upon infrastructural requirements. Identifying the needs and finding best feasible option will help for the same. Working with DST on GSWAN Phase II and giving inputs on last mile connectivity During execution phase, knowledge support on networking issues and injecting solution on village level connectivity will be considered. 3.1 Research Methodology Systematic parameters for department level SUI (System Utilization Index) finding procedure - is in the pipe line and initially targeted departmental visits is to be carried out on the basis of Logon statistics. Each department is to be visited personally and surveyed for finding real picture or the Survey format will be sent to the identified small cluster of departments and asked to fill it and submit it back to us in time limit for going paper less as soon as possible. Some of the Identified Parameters for SUI Index are: 1. Actual utilized components of system 2. Actual physical document movements 3. Self Knowledge on application of components Identified Low Running Departments: Science and Technology Department Forest and Environment Legal 4 Department of Science and Technology, GoG Kartik Shastri - CMF

5 Identified Good Running Departments: Industries and Mines Finance Social justice and Empowerment Interaction with Users Targets Seeing the correlation and assignment of duties to end users, the clusters have been identified. According the clusters, a planned research is to be carried out and the issues are to be identified. Cluster: 1 PF Prime Focus Strategy Gap Analysis on Physical Work and Digital Work in terms of Hardware Issues Document Inward Processing and Introductory Noting Efficiency Cluster: 2 PF Prime Focus - Strategy o Gap analysis on intelligent inputs and noting standards on document issues o Easy previous record gathering and compiling Cluster: 3 & 4 SF Secondary Focus - Strategy o Noting standards refinements and policy references o Easy content look ups and management reports Cluster: 5 SF Secondary Focus Strategy o Providing top management and Administrative level of view to system instead of historical view o Clear view and innovative means of system utilization Technical Targets Technical targets are very crucial as far as the system is concerned. Technical targets are the components which require more focus seeing the objective of the whole system and those play a critical role in actual utilization of the same. Role based UI- User Interface - As per the role of workings, each clusters will be given UI - Simple and light version of application - Easy browsing and hops minimization Files and Document Classification standards - Systematic standards and classification of documents(triplets and easy classification techniques) Kartik Shastri - CMF Department of Science and Technology, GoG 5

6 Search Engine based on Classification and key words Easy document browsing and noting facility imposing Adobe Acrobat standards on system. Parallel concern of digitization of important historical documents in each department for complete implementation of paperless environment and central registry concept for efficiency. Innovation on facilitating top management/administrative people with new technology and ease of doing the things in efficient manner. 4. Implication of Research Activity As being the most e-prepared and advanced state of India and with all stability in terms of governance, policy frame work and state-of-the-art infrastructure, the dynamic Government of Gujarat is constantly trying to reap the benefits of technology for welfare of state and citizens. The GoG is spending heavy amount of budget on IT, enabling effective service delivery. Thought and execution of Digitization of Traditional File movement and solution of cases just in less time was a big leap in Government administration as IT revolution. So expected implication of this research are as follows: Finding the technical gaps between traditional document management workflow and digital form of the same and bridging it with latest technology inclusion. Finding the key utilization issues on users end which may directly impact on fruitful end and providing refinements in making the system more user friendly. Inclusion of latest upcoming technologies into Government considering optimum utilization of budget spending. Providing efficient means of Technology to Department of Science and Technology for future projects targeting creation of knowledge repository, management of IT Infrastructure and effective policy framework for the same. 6 Department of Science and Technology, GoG Kartik Shastri - CMF