Transcript Computerization of Transport Department (Non

Computerization of Transport Department
(Non-commercial wing), Punjab
Mr. Nirmaljeet Singh Kalsi, IAS
(BE IIT Roorkee, M.Tech IIT Delhi)
Computerization of
Director cum Secretary,
Department of Information Technology
Managing
Director,(Non-Commercial
Punjab ICT Corp. Ltd.,Wing)
Transport
Department
Commissioner NRI Affairs, Govt. of Punjab
Slide 1
Presentation Overview
• Project Overview
• Project Evolution
• Problems in Manual System
• Improvement Opportunities
• Process Reengineering
• Pilot Implementation
• Key Challenges & Mitigation Strategies
• Key Learnings
• Critical Success Factors
• State Wide Roll Out
• Project Highlights
• Voice of Citizens
Computerization of Transport Department (Non-Commercial Wing)
Slide 2
Project Overview
Name of the Project
Computerization of Department of Transport, Punjab
Project Start Date
November, 2003
Project Domain
Government – Citizens in Urban and Rural Environment
Project Status
• Pilot site Ropar went live (June, 2005)
• Smart Card based Pilot currently in progress at
Mohali
• Process for State Wide Rollout started
Implementation
Mechanism
• Pilot – Government
• State-wide-Roll-out : BOOT basis
Expenses/ Revenue
Sharing Model for State
Wide Roll Out
• Upfront payment by department for data
digitization and servers
• Monthly re-imbursement of connectivity charges
• Monthly payment to BOOT operator on per card
basis
Type of access to services
• Delivery Station (Transport Offices)
• Departmental web portal
Computerization of Transport Department (Non-Commercial Wing)
Slide 3
Project Overview
Source of Funds
•Central Assistance for Pilots
•State-wide-Roll-out : BOOT basis
Ownership of IT
infrastructure
•For Pilot sites
: Government
•State-wide-Roll-out : BOOT Operator
•Ownership of Data : State Government
Application Software
Designed and Developed by NIC
Type of Project
Citizen Centric
Expected Beneficiaries
Both Government and Citizens
Total value of the project
Rs 45 Crores (Approximately)
Computerization of Transport Department (Non-Commercial Wing)
Slide 4
Project Evolution
Standardization of Technologies and Application
By MoRTH
Inter-operability of Licenses and Permits
across the states
Roll-out of common strategies across all the states
Implementation on Pilot site Ropar in state of Punjab
done successfully; Smart card implementation in
progress at Pilot Site Mohali
Process for State wide Roll-out started
Computerization of Transport Department (Non-Commercial Wing)
Slide 5
Problems in Manual System
Multiple points of interaction between the citizen and the
government
Duplication of efforts
Manpower Constraints
Inability to generate list of defaulters
Time wastage in search and retrieval of records
Computerization of Transport Department (Non-Commercial Wing)
Slide 6
Process delays
Factors
Time
loss
1.
2.
3.
4.
5.
6.
7.
8.
Applicant goes to clerk
Waiting in queue to submit form
Manual checking of Forms
Submission of application and
signature of appropriate authority
Availability of requisite official
No check on accountability
Manual retrieval of forms
Overloading of work with
department staff
Scope of
Improvement
1.
2.
3.
4.
Online availability of Forms
Better turn around time
Easy entry of online data
Easy retrieval of historical
records
5. Easy electronic approval by
the signing authority
6. Need to make system
transparent and effective
Computerization of Transport Department (Non-Commercial Wing)
Slide 7
Improvement Opportunities
Key Services
Issuance of
Process Time
Pre-implementation
Process Time
Post- Implementation
2 to 3days
1.5 Hours
2 to 3days
2 Hours
Issue of permits
Up to 7 days
1 Hour
Issue of fitness certificates
3 to 4 days
1 Hour
Collection of tax
1 day
30 min
license
Registration
of vehicles
Computerization of Transport Department (Non-Commercial Wing)
Slide 8
Proposed Reeingineering in DL
Issuance
A
B
Collection of
Appln
Form
(5 m)
Filling of
Appln
form
(5 m)
Waiting in
queue to
submit form
(1 Hr)
Collection of
Appln
Form
(5 m)
Filling of
Appln
form
(5 m)
Waiting in
queue to
submit form
(5 m)
Submissio
n of Form
(30m)
Checking
the form
(10 m)
Payment
of fees
(20 m)
Capturing Biometric finger print,
electronic signature & web cam photo
& Payment of fees
(10 m)
DL test
(45 m)
Going to
license clerk
To submit
form
(10 m)
Waiting for
submission
of form
(30 m)
Submission of applicant’s file to
authority for signature.
Signature from the authority
(1/ 2 days)
DL test
(45 m)
Going to
license clerk
To submit
form
(10 m)
Waiting for
submission
of form
(5 m)
Submission of Form
(2 m)
Value added
Non-value added
Going for DL
test
(10 m)
Going for DL
test
(10 m)
Preparation of
license
(30 m)
A
B
Issuance of
license
(20 m)
Preparation & Issuance of
license
(1 m)
Proposed
Average time taken to get a license reduced from 2-3
Days to approx 1.5 Hours
Computerization of Transport Department (Non-Commercial Wing)
Slide 9
Proposed Reeingineering in
RC Issuance
Collection of
Appln
Form
(5 m)
Filling of
Appln
form
(5 m)
Going for
Vehicle
Testing
(10 m)
Vehicle
Inspection
( 20 m)
Going to
DTO
(10 m)
Collection of
Appln
Form
(5 m)
Filling of
Appln
form
(5 m)
Going for
Vehicle
Testing
(10 m)
Vehicle
Inspection
( 20 m)
Going to
DTO
(10 m)
A
Preparation
of RC
(15 m)
Submission of applicant’s file to authority
for signature, Calculation of Fees.
Signature from the authority
(1/ 2 days)
Submission
of Forms
(20 m)
Submission
of Forms
(20 m)
Writing in
Register for
Vehicle Reg
(20 m)
Data Entry
(10 m)
A
B
Issuance of
RC
(20 m)
B
Preparation of RC & its activation
(5 m)
Value added
Non-value added
Issuance of
RC (5 m)
Proposed
Average time taken to get a RC reduced from 2-3
days to approx 2 Hours
Computerization of Transport Department (Non-Commercial Wing)
Slide 10
Pilot Implementation
June 2005Implementation
May 2005
Feb 2005
July 2004
Planning
Sw
Customization
Training
Monitoring &
Stabilization
Hw
Installation
Data Entry
June 2004
BPR
Functional
Specs
Budgeting
Pilot Successfully Completed at Ropar
Computerization of Transport Department (Non-Commercial Wing)
Slide 11
Key Challenges/Mitigation Strategies
Area of Challenge
Data
Description
High Volume of Manual
Records
RC: 2 Lacs DL: 1.5 Lacs
Poor Quality of Manual
Records in some case
Implementation Strategy
• Data Digitization Outsourced
• Data Digitization Carried out
round the clock in 3 shifts
• Control Oriented Data Entry
Strategy
Managing Data Entry
Operations
People
Resistance to Change
Lack of Exposure to
Technology
Interdepartmental Coordination
• Formation of State and District
level Committee
• Project level issues discussed
during co-ordination committee
meetings, reviews, discussions
etc.
Computerization of Transport Department (Non-Commercial Wing)
Slide 12
Key Challenges/Mitigation Strategies
Area of Challenge
Technology
Description
Lack of awareness of
Computerization
Resolving
bugs/errors/functional gaps
during operationalization
Software stabilization
Implementation Strategy
•Well Designed Graphical User
Interface for Ease of Use
•Capturing Finger Print through
Bio Metric device
•Capturing Photograph &
Signature digitally through Web
Cam & Signature Pad respectively
•Comprehensive Technical
Training
•Co-ordination with NIC for
software issues
Computerization of Transport Department (Non-Commercial Wing)
Slide 13
Key Learnings
• Continuity of the Pilot Project Officer during the entire tenure of
the Project is key to the success
• Centralized initiative but decentralized implementation facilitated
effective but speedy implementation
• Manpower intensive tasks shall be outsourced for its timely completion
• Timely availability of funds led to effective implementation
• Key process changes & Role based functions discussed during training
sessions.
• Guidelines and Orders issued from State & District level communicated
the message from the Top.
• “Involve People & Evolve Success”
Computerization of Transport Department (Non-Commercial Wing)
Slide 14
Critical Success Factors
• Commitment and Continuity of the Project Team
• Effective Monitoring at State Level
• BPR initiatives to achieve the desired level
• Training & Communication Strategy
Computerization of Transport Department (Non-Commercial Wing)
Slide 15
Key Features
Biometric Finger Print Capture
Efficient Handling of Records
Better Turnaround Time
Automation through Application
Software
Computerization of Transport Department (Non-Commercial Wing)
Slide 16
Project Plan – State Wide Roll
Out on BOOT Basis
Geographic Coverage: STC 1, DTO 20, RTA 3, SDM 52
Site preparation
Operationalization
Of site
Finalization of RFP
Selection of BOOT
operator
Data Digitization
Issue of Card based
DL/RC
Inter-connectivity
Between field
offices
Hw & Mpwr
Deployment
Date of Issue of
LoI
Date of Contract + Six Months
(A)
(B)
Consolidated Vehicle
Owners Database
Computerization of Transport Department (Non-Commercial Wing)
B + 4.5 Years
Slide 17
Role of stakeholders
Department of Transport
1. Process Reengineering
2. Preparation of Detailed Project Plan
3. Provide premises for site preparation
4. Provide detailed guidelines/ manuals for all work processes
5. Co-ordination with NIC for application software
National Informatics Centre
Co-ordinate with Transport Department for :
1. Software related activities like development, customization and installation
2. Bug-fixing, up-gradation and post implementation issues
3. Technical Support
Computerization of Transport Department (Non-Commercial Wing)
Slide 18
Role of stakeholders
BOOT operator
1. Site preparation to meet requirement of computerization
2. Supply of hardware/ data base software
3. Deployment of requisite manpower
4. Providing general facility, support systems and security measures at
the site
5. Transfer the operations and management at the end of term of contract
Computerization of Transport Department (Non-Commercial Wing)
Slide 19
Implementation Model for BOOT
Operator
Computerization of Transport Department (Non-Commercial Wing)
Slide 20
Project Statistics
Data Digitization
Registration Certificates
Approx. 35 lakhs
Driving Licenses
Approx. 65 lakhs
Permits
Approx. 84 thousands
Transaction Details
Approx Cost of Smart Card Based Transaction = Rs 72
Year
2006-07
DL
LL+CL
RC
Approx Cost of Paper Based Transaction = Rs 42
Permits
451044
347536
615616
28067
2007-08
466831
359700
657803
30088
2008-09
483170
372289
689392
32254
2009-10
500081
385320
768424
34577
2010-11
517584
398806
821436
37066
Smart Cards
Paper Based
Computerization of Transport Department (Non-Commercial Wing)
Slide 21
Network Architecture
Computerization of Transport Department (Non-Commercial Wing)
Slide 22
KMS, Smart Card Solution and
Citizen Data Integration
Historical
Data
Digitization
VAHAN
&
SARATHI
Forward Integration
With Transport
Software and Database
Backward Integration With
Historical Data
Backward Integration with application software
Replication of data at field offices with main database.
Issue of smart card license/permits
Transport
Application
Database
Smart Card
Integration with
smart card solution
as per SCOSTA
Computerization of Transport Department (Non-Commercial Wing)
Slide 23
CKGA
SDMs
RTAs
SKGA
DTOs
LKGA
STC
TSDC
VAHAN
&
SARATHI
Three –Tier Security Key Infrastructure
(MoRTH Guidelines)
Computerization of Transport Department
Key Management System
DATABASE
Forward Integration of
Database with Application software &
Key Management System
Computerization of Transport Department (Non-Commercial Wing)
Slide 24
Financial Estimates for the project
S.
No
Cost Head
Approx. Amt (INR)
1
Up-Front Payment During First Six Months
for Data Digitization & Servers/Database
2
Cost of Connectivity (To Be Reimbursed)
1 Crore /Annum
3
Cost of Transactions
8 Crores /Annum
Computerization of Transport Department (Non-Commercial Wing)
3 Crores
Slide 25
Project Highlights
Self-sustainable Project
State-wide-Roll out in Punjab on BOOT basis
Connectivity between all the transport offices
Integration with Challan Management System
Introduction of citizen services through website
Better turn around time for citizen services
Computerization of Transport Department (Non-Commercial Wing)
Slide 26
Project Highlights
Automation of Processes for delivering Citizen Services
In-situ image capture for driving licenses
Use of bio-metric log on to establish robust security
Proposed implementation of smart cards for License and Registration
Easy maintenance of records
Increased transparency in system
Computerization of Transport Department (Non-Commercial Wing)
Slide 27
Voice of Citizens
“ A simple & less time
consuming process for
getting DL and RC”
“ Avoidance of Touts”
“ License Renewal takes
less time as it used to be
4-5 years back”
“Better Turnaround Time
& affordable Cost of
Service as compared to
manual”
“ For Quality Services
we are ready to pay”
“ Neat and Clean
Environment with no
stack of files”
“ We hope the system
will continue forever”
“ Happy Citizens and
Satisfied Government”
Computerization of Transport Department (Non-Commercial Wing)
Slide 28
The journey to 100 miles begins
Computerization of Transport Department (Non-Commercial Wing)
with a single step
Slide 29
Thank You
Computerization of Transport Department (Non-Commercial Wing)
Slide 30