Public Sector Workflow Mgt. System

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PSWMS is a software for managing & streamlining day-to-day tasks in public sector organizations.

PSWMS is a software for managing & streamlining day-to-day tasks in public sector organizations.

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  • 1. PUBLIC SECTOR WORKFLOW MANAGEMENT SYSTEM (PSWMS) Prepared for Honbl. Mrs. Sonia Gandhi
  • 2. MYTHS REGARDING INDIAN BUREAUCRACY ( Disclaimer: I too, was an ardent believer in some of these ) It is slow & inefficient It is designed to exclude & screen out and not include It is ignorant of ground realities It is risk averse It discourages new ideas and resists change
  • 3. BUT WHAT'S THE REALITY? It has been researched and proven beyond doubt that SYSTEMS are more critical than PEOPLE, in determining the quality of management or administration . It is the bureaucratic system that is the problem – not the people* * exceptions are there, like in any other profession
  • 4. SO WHAT'S THE SOLUTION? Systems must be created that: Streamline responsibilities & work flows Allow generation and reuse of knowledge base Fully leverage the skills & experience of people Manage delivery of social sector schemes
  • 5. WHAT SYSTEMS DO WE NEED? Public Sector Workflow Management System - To streamline & manage the workflow of day-to-day activities in the public sector (this presentation discusses this software) Panchayati Raj Administration System - To manage the administration & delivery of various government schemes Knowledge Management System - To capture all the information generated by bureaucrats & PSU employees (while doing their jobs) and convert it into reusable knowledgebase Public Sector Human Capital Management System - to manage the professional development of bureaucrats & PSU employees & to best leverage the human capital in the public sector
  • 6. PUBLIC SECTOR WORKFLOW MANAGEMENT SYSTEM (PSWMS) What is it? Intranet-based software for managing & streamlining day to day activities in the public sector – both at the Central and State level.
  • 7. What is the core concept of this software? This software helps to create a “system” for managing workflow in the public sector. The premise is that an efficient system can help to improve governance quality and sustain it, irrespective of the changes in the top leadership. This software uses a process-based approach to managing day-to-day administrative duties. In other words, any responsibility/task undertaken by, say, a bureaucrat, is looked as a process and every process has following elements: Process owner (leader) Actors (participants) Team (process owner + actors) Schedule Collaboration Invites, Reminders, Messages Public Sector Workflow Management System (PSWMS)
  • 8. Who can use it? Bureaucrats in the central and state ministries PSU managers Special officers (consultants, technical experts) Public Sector Workflow Management System (PSWMS)
  • 9. What are the benefits of using this software? Enhances accountability among the users through transparency in work delegation and clarity in timelines Significantly reduces the time spent on meetings and memos : reduces unnecessary meetings and hence costs Makes workflow streamlined and transparent - thereby reducing errors and delays in bureaucratic/administrative processes Enables more productive use of public sector human capital by aiding formation of process-oriented, flexible, just-in-time teams. In the absence of such a system, sometimes the people with most relevant skills/experience maybe omitted (accidentally) from a particular process. Emphasizes focus on objectives and not department creation : This software encourages flexible on-demand team formations, instead of formation of new departments, every time a new problem has to be tackled. The software insulates administration quality & efficiency from change in leadership or key personnel. Facilitates better communication within and between government agencies and departments Public Sector Workflow Management System (PSWMS)
  • 10. Useful functionalities in this software? Create and manage groups/committees/task forces in real time Reminder service is provided (reminders can be set within the context of a task) Makes workflow streamlined and transparent - thereby reducing errors and delays Send & receive messages within the context of the task - thereby reducing any email clutter & the time spent in searching relevant emails By taking care of workflow, the software allows bureaucrats to focus on their core jobs - research, data gathering, analysis, implementation of policies/projects Public Sector Workflow Management System (PSWMS)
  • 11. What kind of administrative tasks and processes can be facilitated by this software? The software can be used to set up & manage committees, teams, task forces, groups for: internal consulting projects budget making procurement – agricultural commodities, minerals/metals, defense designing internal regulations/policies/protocols auditing approving budgets, programs, plans, projects monitoring and managing projects and schemes funds dispersal replying to external queries (from Parliament, civil society) discussing or designing subsidies/social sector schemes/new projects/strategies (e.g. for fund raising etc)/regulations/policies deciding on disaster relief or another emergency situation approving files discussing problem projects and key issues in them reviewing & writing reports, RFPs, proposal for seeking funds Public Sector Workflow Management System (PSWMS)
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  • 24. Lets change the systems. Everything else will fall in place!