Ict enabled municipal initiative

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Ict enabled municipal initiative

  1. 1. NOMINATION FOR E WORLD AWARDS  2011   Pimpri Chinchwad Municipal Corporation ICT ENABLED MUNICIPAL INITIATIVE 1  
  2. 2. NOMINATION FOR E WORLD AWARDS  2011   CONTENTS 1 BRIEF OVERVIEW.............................................................................................. 3 2 ICT enabled Municipal Initiative………………………………… ……............4 2.1 E-tendering ..........................................................................................................4 2.2 Health care Management system..................................................... ................... 11 2.3 Online Octroi Facility...........................................................................................17 3 Project Differentiation................................................................................................20 4 Role of IT Team.......................................................................................................... 21 5 Project Sustainability and Scalability.............................................................. ........22 2  
  3. 3. NOMINATION FOR E WORLD AWARDS   2011  1.BRIEF OVERVIEWPimpri Chinchwad Municipal Corporation (PCMC), an Urban Local Body (ULB) wasformed in 1982 and was primarily an Industrial Hub. However after 2001, there was a surgein the residential sector and the population of 10.06 laths during 2001 started increasing at therate of 11% to reach 16 laths in 2010. The city is strategically located at 160 kms fromIndia’s financial center Mumbai and about 10 kms from one of the contry’s major IT hubs,Pune. Pimpri Chinchwad which developed as a supporting township for Pune, has nowemerged as an alternative in its own right with strong auto and auto-ancillary industries at itscore. The growth drivers of the city are slowly getting diversified and steadily shiftingtowards new clusters of Chakan, Hinjewadi, Talegaon and Talawade IT Park of Pune.As a growing city and considering changing requirements of the city, it was envisaged thatmajor changes will be required in operation and management of its services. The visionformulated during 2007 was aimed at ensuring the economic development of the city alongwith improving the quality of life of the citizens of Pimpri-Chinchwad. The important areasidentified were, providing universal access of municipal services to the urban poor,improvement in the standard of education and providing an efficient civic administration.To effectively realize this vision, PCMC has embarked on the development of an integratede-Governance Program that will result in improved transparency, efficiency and will lead tobuilding citizen centric governance. PCMC has not only proposed to deliver online servicesbut has designed its initiative to reduce the citizen’s footfalls in Corporation’s offices.PCMC is integrating and developing its entire operational system over e-Governanceinfrastructure. During the Phase I of the project the services were people interaction wassubstantial were targeted. During the phase II of the project which was initiated in January2010, deals with bringing all internal operational activities of each individual department one-Governance platform and interlinking all the existing services and department for efficientinformation sharing and control. 3  
  4. 4. NOMINATION FOR E WORLD AWARDS  2011  2. ICT ENABLED MUNICIPAL INITIATIVE2.1 E-TENDERING SYSTEMOf all the e-governance initiative undertaken by PCMC, one of the major initiatives is in thearea of E-Tendering system. Being an urban local body, PCMC is responsible forcontinuous development of the city infrastructure and public services. As a result, it invitestenders for works in various areas on a regular basis.Each department of PCMC was responsible for undertaking the tendering process afternecessary approvals. Earlier, there was no centralised system of management of tenderingwork. With the growing population and increasing demand of infrastructure leading toincrease in infrastructure activities required PCMC to undertake a model which is efficientpast and transparent.As a result, PCMC created a centralised system of tendering by means of softwaretechnology to address this issue. As a result of adoption of this technology, it also undertookprocess re-engineering of its function. The e-tendering model of PCMC is acknowledgecountry wide due to its ability in making the entire system online, which is discussed later inthis report. We further, discuss below the key features of this facility and the re-engineeringprocess undertaken by PCMC. Scope of services/ activities coveredThe earlier system of tendering for Pimpri Chinchwad Municipal Corporation was primarilymanual, where traditional two envelopes method of tender submission for technical andcommercial bid was followed, with manual payment of EMD and form fee through DD orsimilar financial instrument. Although the tender notice was getting published in the officialwebsite of PCMC, and news papers but rest of the processes including purchase of tender,submission of bids, evaluation and award of contract was primarily manual. Manual systemwas time consuming and prone for errors. The bidder’s information was known to publicwhich lead to physical prevention by intimation or formation of rings of these knownbidders.Pimpri Chinchwad Municipal Corporation has initiated the online tendering system for all theprojects and procurements to be taken up for the development works under its limits.Submission on tenders, documents, EMDs, security deposits and tenders are availablethrough online and e-banking facilities.Through online e-tendering, an amount of Rs 2231.95 lakhs has been collected throughpaymentgateway from 831 bids. This facility helps 1. All the Departments publish tender online hence the tenders are accessed globally 2. Bidders can view/download tenders online from anywhere 3. Bidders pay SD/EMD fees online 4. Bidders bid online using digital signatures 5. Bidding is controlled through parameters like bidding capacity 6. Tenders only opened by Tender committee using digital signatures online 7. Lowest financial bids (L1/L2) are published online to all bidders 8. The Bidder registration is one time process 9. Tender-Committee can be defined per tender 10. Department wise Bidder Registration as well as common Bidders 11. Bidding Capacity and Tender limits are configurable with Rate Contracts 12. Integration with Accounting 13. Generation of comparative statement as well as identification of L 4  
  5. 5. NOMINATION FOR E WORLD AWARDS  2011   14. Facility to define multiple manufacturers for single item and bidders can bid for multiple manufacturers for single item 15. The comparative statement is and L1 is generated for all manufacturers as well asmanufacturer wise. 16.The EMD and Tender Fees are -calculated based on Tendering Rules auto. 17. Bidders can pay the EMD and Tender Fees online through online payment gatewayNumber of Cards (Credit / Debit) accepted.Number of departments 40Nunber of users 440Number of members of tender committee 34Number of registered bidders 3652Number of Tenders 7800Number of tender documents published 1233Number of tenders published online 1105Number of banks connected online 37Number of cards(credit/debit) accepted 3652Number StatsOnline tender opening: Select Tender Committee as per Commissioner Order 5  
  6. 6. NOMINATION FOR E WORLD AWARDS  2011  PKI Encrypts the data of the tender that will be opened after allsignatures Citizen centricity and relevanceSatisfaction among contractor/ vendors due to transparency, accuracy & efficiency: Thee-Governance has brought high transparency into the operations. The tender opening iscarried out in public with a screen and announcement system. The e-Tendering system is verysecure and accurate complying with all Web Application Security guidelines. This hasinstilled confidence among contractors and citizens. The tender opening and comparativeprocess which used to take months to complete for large tender have improved radicallywhich has raised the speed and efficiency of the process.Large savings due to fair competitiveness: Due to e-Tendering it has eliminated chances ofunfair practices in the bidding process and has improved dramatically the competitiveness ofthe quotes. This has resulted into large percentage of savings of spend over procurement ofthe corporation.Savings of natural resources, time and environment friendly process: The system iscompletely paperless. All documents and forms are stored in a most secured database withPKI digital encryption leading to savings of tons of papers for the corporation and helping thenoble initiative of saving the natural resources and helping in reducing deforestation.Strong control over the administration: The e-Tendering has improved the control overadministration as well as finance management. The EMD and form pay is paid online throughonline payment gateway.There are various reports and statistical analysis which has helped the administrators tomanage the information and use it for better decision making. 6  
  7. 7. NOMINATION FOR E WORLD AWARDS  2011  Elimination of manual errors and interventions: The complete secure and reliable e-Tendering solution has eliminated the probability of manual errors as well as intervention atany stage ofprocurement.RTI: The RTI activity of corporation is also leveraging the availability of accurate andimmediateinformation and passing on its benefits to citizens and legislators. User ConvenienceThe Municipal Commissioner had driven the entire development of the e-tendering solutionthrough rigorous project management imitative and very close monitoring of the product. TheMunicipal Commissioner has conducted weekly meetings to review progress and steer theproject. Assistance Commissioner – Central Stores, Computer Officer, City Engineer and thecore group have played pivotal roles in critical analysis as well as Process re-engineeringwherever required. A Joint Project Management Committee (JPMC) is also formed whichmeet every month to take review of the system.The e-Tendering system is integrated with following infrastructures1. Online Payment Gateway (Bill desk – 37 banks + credit/Debit Cards)2. PKI Infrastructure (All makes of Class-II level digital certificates)The e-Tendering application provides following operational features that are essentials:1. Security2. Backup and restoration3. Purging4. Access Control5. Email & SMS gateway6. Audit Trails7. Link to Other applications: FINANCE, WMS8. Flexible to Define Terms9. DMS for Workflow (INDENT -> CLOSURE)10. Unicode support (Local Language & English)11. Disaster Recovery Planning (DRP)12. E-procurement & reverse AuctionWith this system in place, bidders can submit their tender bids from anywhere in the world asthe system requires only computer with an internet connection. Also the bidders are notrequired to visit PCMC offices to submit their tenders. They can access the e tenderapplication through its website. Efficiency enhancementAs a result of adoption of the e-tendering system, PCMC was able to manage the increasingnumber of tenders with a centralised system and with less manpower. The system alsofacilitated in managing the documents online, as against managing the same in hard copies,which requires manpower and space.Through the e-tendering system PCMC also largely benefited in fiscal terms viz., receivinglow tender(quotes)Year Tenders Total value Avg bid Type2008-09 800 3500000000 30% Manual2009-10 956 589,60,68585 -27% e-tender20010-11 1229 3133471908 -33% e-tender 7  
  8. 8. NOMINATION FOR E WORLD AWARDS  2011   Cost effectivenessThe savings to PCMC has been considerable after introduction of the new system. Asdiscussed earlier, it has saved in the areas of printing (tender printing and allied forms),storage space and manpower cost to manage such aspects. The savings in these areas havebeen given in the table below.Printing Charges 15,36,750Interest on EMD & FF 30,76,454Storage 1,40,000Total Other Savings in 2010-11 Rs 47,53,204 Capacity Building and Organizational SustainabilityOur approachA core user group chaired by the Municipal Commissioner had formed in the Corporation todefine the set of requirements. The core user group consisting department heads as membershave consulted various other Corporations to study the nature of requirements as well as theJNNURM and other national level guidelines. The knowledge partner who has played therole of system integrator was brought on board to conceive the e-Tendering solution.The Municipal Commissioner has driven the entire development of the e-Tendering solutionthrough rigorous project management initiative and very close monitoring of the project. TheMunicipal Commissioner conducted weekly meetings to review progress and steer theproject. Assistance Commissioner – Central Stores, Computer Officer, City Engineer and thecore group members have played pivotal roles in critical analysis as well as Process re-engineering.The Guardian Minister of the City was briefed about the initiative by the Commissioner.Various presentations to all elected members were carried out by the core group to convincethe advantages of the e-Tendering solution. Various officials from state and centralgovernment have been briefed about the project and its usefulness. Secretary UD & SecretaryIT of State as well as Secretariat of UD of center have been constantly communicated aboutthe benefits and outcomes of the initiative.Capacity building measures undertakenA special team is formed to support the e-tendering activity. The Team has undertakentraining sessions for all departments as well as a separate lab is established to handhold thecontractors as well as the corporation officials as part of training and user support activity. Ateam of technical experts and implementers have been deployed by the knowledge partner tomake sure the success of the implementation.The change management was carried out in extremely innovative way. The people weremotivated by the core team to use the e-tendering in most effective way. A strong thrust andperseverance from the top has broken the shekels and the new era of e-tendering has bournfor the corporation. Accountability 8  
  9. 9. NOMINATION FOR E WORLD AWARDS  2011  Due to e-Tendering all department users, contractors, administrators and legislators can worktogether seamlessly. The contractors can bid the tenders from home and with very high dataand information security and reliability.a. This e-tendering solution can be used as a nationwide reform solution for procurement.b. Improvement in competitiveness in procurement.c. Improvement in trust of citizens in the governance operations due to high transparency.d. The PCMC with its vendor can roll out the software at national level resulting hugesavingse. Large percentage of savings from spends in procurement costs have been achieved for thecorporation.f. Willingness from the top administrators of the ULB to implement transparent and secureweb e- Tendering application. InnovationUnlike e-tendering initiatives in other parts of the country, PCMC undertakes all processonline. The distinguishing aspects of PCMC’s e-tendering system’s are• Payment of EMD – this is accepted only online; whereas in utilities it is accepted in otherforms also. The larger benefit of this system is only those bidders bid who are reallyintending to undertake works; in case the bidder walks out, the EMD is invoked. Secondly,the interest on EMD is incurred from the day it is submitted, which is not the case when thesame is just submitted in hard form, where the realisation period is more.• Single window mechanism – All aspects of bidding process including submission of specialcondition documents are accepted only online. This helps in better management of the bidand avoids any disputes with respect to loss or insertion of documents in the bid. By doingthis, the bid process is not hampered at any point and the selection of bidder is transparentwith adequate proofs. 9  
  10. 10. NOMINATION FOR E WORLD AWARDS  2011  2.2 HEALTH CARE MANAGEMENT SYSTEM INTRODUCTION:For the government body to provide the service in an efficient ways is of prime significancesince it derives its funds from the delivery of services. Also the change in the outlook overmanagement of public services at all administrative level due to awareness has made itmandatory for PCMC to change its old inefficient operational system. InformationTechnology products has helped to change the work environment, by allocating the processdriven and non-judgemental works to be taken care by the IT system and the decisionoriented work to be taken care by deploying manpower. This allocation of efficiently utilisingthe resources has helped in improving the quality of life of the citizens and achieving theobjective of good governance for Corporation.With the awareness of right to information and introduction of service level benchmark, theaccountability and transparency in operations of the government organisation has become allthe more important. To sustain the quality of service, service delivery platform of e-governance solution has been very handy for achieving transparency in operations.To substantiate our point, we present below the “Citizen’s Health Care ManagementSystem” (HCMS) which is due for launch on 12th September, 2010 at eight Corporationshospitals, which includes two multi specialty hospitals, six maternity & general hospitals inPimpri Chinchwad area. The system also includes 16 dispensaries operated by Corporation.The project involved, development and the implementation of integrated solution byproviding hardware and software components for the HCMS and will cover support serviceslike registration counters, pathology, microbiology, cytology, radiology, pharmacy, storesand billing. Process in the Old system 1. The patient visits the hospital and prepares the test paper. 2. Patient is then directed to the respective doctor as per the problem described by the patient. 3. Doctor examines the patient and suggests medicine. 4. During the subsequent visit, the patient has to prepare fresh case papers and the same process is repeated. Issues in the Old system 1. Time lost in the preparation of test papers at each visits to the hospital. 2. If the old test paper is lost by the patient, the same or other doctor has no medical history for previous treatment and it starts its diagnosis afresh. 3. There is no data about the communicable diseases patients/citizens, daily visit to the hospital. 4. If the patient had a long medical history, that information is never captured to improve medical service. 10  
  11. 11. NOMINATION FOR E WORLD AWARDS  2011   5. Since there is no inter-linking with other support service like medicine, stores and lab, the support service management sometimes fail to cater to the demand of the time. Citizen’s Health Care Management System Process 1. During the patient’s first visit to any of the eight hospitals or sixteen dispensaries, the patient is issued a health card. 2. Once the patient is directed to the doctor, the patient’s login is available on doctor’s computer. 3. The doctor fills in patient’s diagnostic details, medicine, lab test details in the system. 4. While the patient goes to collect the medicine and take the lab test, the in-charge has the patient’s record displayed on his system and he certifies what has been provided to the patient and uploads the lab test result of the patient in the system. 5. The stores officer knows through his system the reduction in stock of the medicines and consumables in the hospital and accordingly plans to replenish the stocks in the hospital at its designated location. 6. During the subsequent visit of the patient, to whoever doctor the patient is directed, the medical history of the patient along with the name of the last doctor attended, medicine prescribed and lab test results is available. Benefits Derived 1. Improvement in the diagnosis analysis. 2. Learning database for the doctors on training. 3. Consultation with other doctors on serious cases in case doctor is not available in Hospital or Country. 4. In case patient is referred to external doctors, a copy of his medical history can be provided on patient’s request. 5. Data analysis on the age of patient and type of diseases patients/citizens are suffering acts as a decision point for taking preventive actions against communicable disease. 6. Legal action against doctor’s fault in diagnosis. PROJECT DIFFERENTIATION:The prime area of differentiation has been the approach adopted for service delivery. Thedifferentiation achieved is broadly classified asLicense Vs Open source: While the products like e-procurement developed by Governmentof Maharashtra (IT department) which charges bidder for every tender participation (licensedproduct), we have developed all solution on open source platform.Operation and Maintenance: All the e-Governance products developed by the Corporationare operated and managed by the regular corporation’s staff. An intensive training 11  
  12. 12. NOMINATION FOR E WORLD AWARDS  2011  programme was undertaken for the selected officials of the department in the operation of thesystems.Regarding the maintenance of the system, special IT expert designations have been createdand from the staff of the Corporation, qualified employees have been appointed. The ITexperts are currently undergoing training for C-DAC’s advance software developmentcourse. Each IT officer is completely responsible for maintaining and modifying the softwareas per the requirement. Moreover, the contract signed by the software developer is for aperiod 5 years, which include the provision of training the Corporation’s officers in theoperation and maintenance of the software. With such a forward looking strategy,Corporation has substantially reduced the future O&M cost of the system.Approach of service delivery: While the other Corporations like Baroda MunicipalCorporation who purchased licensed copy of for double entry accounting system and NashikMunicipal Corporation have implemented e-Procurement, dashboard for works managementsolutions, the approach adopted is discrete and concentrates on limited areas. The targetedcitizens and services are limited. While PCMC has taken a holistic approach, were thecomplete database in digitised, all operational transactions are available on web basedsystem, interlinking with the other department software for data sourcing and intelligentreports generation as per the requirements of the senior officers. This approach increases theaccess to authentic information which enhances the decision making capability of each andevery staff. This in-turn will equip the staff to deliver the service efficiently. SCREEN SHOTS 12  
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  18. 18. NOMINATION FOR E WORLD AWARDS  2011  2.3 ONLINE OCTROI FACILITY INTRODUCTION:Octroi is collected through citizen facilities centre of Pimpri chinchwad municipalcorporation. All the companies in the areas of PCMCAre bound to pay the octroi for the goods brought.Every company has to aplly to the citizenfacilities centre to get a rahdari pass.For the transparency in the operations the companieshave to submit the following documents to the rahdari pass section .Documents required:1. Bill of purchased goods from the locality2. Bill of importing goods3. Bill of paid octroi on main goods4. challan of goods sent for repair/processing5. Xerox copy of the permission letter (if taken earlier)6. Color photo prints of goods sent for processing/repairing with company stamp andsignature.7. Copies of rahdari pass application filled with stamp and signature in the main office.8. Reciept of bill paid for arrears (if any)9. Check memo list of goods sent for processing. This application with the documents is signed by the chief officer,Octroi department.The budget for the octroi section for the year 2011-2012 is stated as inflow as 11190000000and outflow as 26,37,02,000.The budget figures and details are listed in the screen shots below. SCREEN SHOTS OF THE OCTROI BUDGET: 18  
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  21. 21. NOMINATION FOR E WORLD AWARDS  2011  3.PROJECT DIFFERENTIATIONThe prime area of differentiation has been the approach adopted for service delivery. Thedifferentiation achieved is broadly classified asLicense Vs Open source: While the products like e-procurement developed by Governmentof Maharashtra (IT department) which charges bidder for every tender participation (licensedproduct), we have developed all solution on open source platform.Operation and Maintenance: All the e-Governance products developed by the Corporationare operated and managed by the regular corporation’s staff. An intensive trainingprogrammed was undertaken for the selected officials of the department in the operation ofthe systems.Regarding the maintenance of the system, special IT expert designations have been createdand from the staff of the Corporation, qualified employees have been appointed. The ITexperts are currently undergoing training for C-DAC’s advance software developmentcourse. Each IT officer is completely responsible for maintaining and modifying the softwareas per the requirement. Moreover, the contract signed by the software developer is for aperiod 5 years, which include the provision of training the Corporation’s officers in theoperation and maintenance of the software. With such a forward looking strategy,Corporation has substantially reduced the future O&M cost of the system.Approach of service delivery: While the other Corporations like Baroda MunicipalCorporation who purchased licensed copy of for double entry accounting system and NashikMunicipal Corporation have implemented e-Procurement, dashboard for works managementsolutions, the approach adopted is discrete and concentrates on limited areas. The targetedcitizens and services are limited. While PCMC has taken a holistic approach, were thecomplete database in digitised, all operational transactions are available on web basedsystem, interlinking with the other department software for data sourcing and intelligentreports generation as per the requirements of the senior officers. This approach increases theaccess to authentic information which enhances the decision making capability of each andevery staff. This in-turn will equip the staff to deliver the service efficiently. 21  
  22. 22. NOMINATION FOR E WORLD AWARDS  2011  4.ROLE OF IT TEAMPolicy and StrategyThe roles played by the Municipal Commissioner in the successful implementation of theproject are 1. The concept development on how a service needs to be delivered. 2. The identification of services for e-governance delivery mechanism which will improve service quality. 3. Creation of team structure and allocation of responsibility. 4. Making budgetary provision for funds required. Project ManagementThe roles played by the Computer Officer and his team in the successful implementation ofthe project is 1. Identification of detail activities for implementation. 2. Identification of experienced staff for monitoring and quality control of the project. 3. Identification of qualified and experienced project implementation team. 4. Preparation of project implementation plan. 5. Identification of tech savvy staff from each department for training on project development and maintenance. 6. Procurement of Hardware for the system.Project Design and DevelopmentThe roles played by Probity Soft Pvt. Ltd and his team in the successful implementation ofthe project is 1. Identification of system requirements through discussions with the department. 2. Setting-up of the coding and testing team for different application. 3. Designing system application test models and interfaces for approvals. 4. Suggesting the hardware requirement for the system being developed. 5. Development of application based on the technical requirements specified by the project management team. 22  
  23. 23. NOMINATION FOR E WORLD AWARDS  2011   5.PROJECT SUSTAINABILITY AND SCALABILITYThe project sustainability and scalability rest on the following parameters.Cost of Operation: The system is developed on open source platform and there is no licensefee charged on transaction. The expenditure for using the payment gateways for property taxand water charges bills is charged directly to the users. The technical manpower required fortroubleshooting the system issues are currently provided by the developer and during thecontact period the Corporations staff are being trained to maintain the system. In the long runthe system operation and maintenance shall be completely managed by in-house experts. Thefee charged for providing the service online and the cost saving through the e-Procurementsystem will balance the cost of operation of the system.Capacity to provide service: As the no. of service users increases the system needs to beaugmented to cater to the demand. Such augmentation shall be required in both systemhardware and software. Since the Corporations have its own IT budget and its staff is beingtrained to completely manage the system operation and maintenance, the project can bescaled to meet its futuristic requirement.Capacity to maintain and modify as per change in requirement: The availability ofqualified staff at all times to maintain the system will always be the concern for sustainabilityof the system. Since the Corporation is already training the staff in advance level of softwaredevelopment and the software development team (Probity Soft Pvt. Ltd.) has to train theCorporations staff for stand-alone operation and maintenance of the system, the availabilityof qualifies staff will not be an issue. Moreover since all the software is being developed onopen-source platform hiring of software vendor in case of emergency will not be much of anissue. 23  

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