This document outlines a proposal for implementing an e-governance system to manage university operations. It describes the typical divisions and departments within a university. It then presents VILS Consultancy's Krishna 2000 software as a case study. The software would create interconnected databases to digitize and streamline university processes like acquisitions for the library, in order to facilitate decision making and reduce paperwork. VILS conducted surveys and interviews to understand user needs before customizing the software interface for the specific university.

1. VILS
PRESENTATION OF
IMPLEMENTING E-GOVERNANCE
TO RUN UNIVERSITIES IN INDIA
&
ABROAD

2. UNIVERSITY DIVISIONS & DEPARTMENTS
•
•
•
•
•
•
Top Management
Vice-Chancellor’s Office
Faculties/Schools
Library
University Administration
Students’ Facilities

3. TOP MANAGEMENT
CHANCELLOR
ACADEMIC COUNCIL EXECUTIVE COUNCIL BOARD OF STUDIES

4. VICE-CHANCELLOR’S OFFICE
VICE-CHANCELLOR
RECCTOR/
PRO VICE_CHANCELLOR 1
RECCTOR/
PRO VICE-CHANCELLOR2
RECCTOR/
PRO VICE-CHANCELLOR N

5. Faculties/Schools
Faculty/School of:
• Social Science
• And, International
Relations
• Science
• Or, Life Sciences
• And, Computer Science
• And, Biotechnology
• And, Environmental
Science
• Arts & Aesthetics
• Law and Governance
• Faculty/School of
Engineering
• Physical Science
• Languages, Literature
and Cultural Studies

6. Faculty of Social Science: An Example
• Department/Center of
Psychology
• Department/Center of
Education
• Department/Center of
Geography
• Department/Center of
History
• Department/Center of
Politics
• Department/Center of
Economics
• Department/Center of
Sociology
• Department/Center of
Law

7. University Library
• OFFICE OF THE
LIBRARIAN
• MEMBERSHIP AND
ISSUE & RETURN
• LIBRARY
ADMINISTRATION
• REFERENCE
• CATALOGING
• MAINTENANCE
• SOCIAL SCIENCE LIBRARY
• SCIENCE LIBRARY
• GOVERNMENT /UN
DOCUMENTS
• PRESS CLIPPINGS
• DOCUMENTATION
• ARCHIVES
• SERIALS
• TEXT BOOKS AND
RESERVE

8. UNIVERSITY ADMINISTRATION
• Office of the Registrar
• Office of the Controller of
Examination/Coordinator
• Office of the Finance Officer

9. University Facilities
•
•
•
•
•
•
•
Health Center
Sports
Conference and Seminar Halls
Guest Houses
Theater and Clubs
University Security
Hostels and Married Hostels

10. Publication Division
•
•
•
•
University Press
University Editorial Board
University Magazine Section
Examination Papers and Results
Publication Section
• Public Relations Office

11. WHAT IS E-GOVERNANCE
• Use of Information and Communication
Technology (ICT) is very essential for
Good Governance. The application of ICT
in Governance is termed as eGovernance.
Therefore we can say , eGovernance is
ICT assisted Good Governance’

12. UNIVERSITIES
• It is very much a requirement for a
university to adopt eGovernance protocol
in running a university. The advantages of
adopting eGovernance protocol in any set
up is well known. In adopting it in a
University set up has become a necessity.

13. PRESENT SCENARIO
• Presently the Universities in India are
running primarily by files, folders, manuals,
which are either handwritten or typed.
These files, folders and manuals are kept
in conventional manner in file cabinets or
pile up indiscriminately on desks of officers
and their subordinates, for a considerable
period of time, till they are not seen by
officers/subordinates, defying their
whereabouts.

14. SOFTWARE INTERFACE FOR E-GOVERNANCE
• A software creates databases of different items,
links them and search item/s when required.
This is not all, for a software to do. It also
ensures elimination of duplication of work. It also
links one file to many and also links people on
authority to take decisions and be aware of
decisions already taken on a subject in the past.
They are also being prompted to take decisions
by the software to save time. The software also
ensures minimum use of paper and stationary.
Necessary documents/reports are printed for
publication and distribution purposes.

15. VILS
CONSULTANCY
• It is relevant to investigate and know from the
university authorities and users what they want
to achieve by implementing egovernance
protocol to achieve transparency, remove
duplication of work and eradicate bureaucracy.
In such environment decisions are taken on click
of the mouse. A detailed report is submitted by
VILS before agreeing to start the work

16. VILS CONSULTANCY EXPLAINED
SURVE, INTERVIEWS & QUESTINNNARES
VILS CONSULTANCY
AWARD OF WORK
TIME/WORK SCHEDULE & PAYMENT

17. WRITING SPECIFICATIONS
• On getting the green signal from the
University VILS submits a detailed report
for each Sector of University Setup,
defining in-house links with
Divisions/Departments/Faculty and
Staff/Officers and outside links with other
Universities, agencies, organizations,
individuals, for Decision making process

18. FIRST LEVEL OF HIERARCHY
REGISTRA DEANS
R
VICCECHANCE
LLOR
RECTOR
S
RECTOR
S
Administratio The
n
Administratio
n
The Library
Faculties
Heads/Cha
irpersons
of
Departmen
ts/Centers
LIBRARIA
N
FINANCE
OFFICER/
COORDIN
ATOR
Deputy
Librarians
Deputy
Finance
Officer/Depu
ty Registrar
(Acad)
• The Above Table Shows the First Level of hierarchy
amongst the Officers
• Decisions are Taken on the merit of suggestions given
by Junior Officers/Departments to their Seniors
• The Decision making process is facilitated by
eGovernnce

19. VILS KRISHNA 2000: A Case Study Of
eGovernance
AQUISITION
KRISHNA 2000
CATALOGING
REFERENCE

20. ACQUISITION
SUGGESTIONS
ACQUISITION
SUGGESTIONS UPDATES
ORDER GENERATION

21. SUGGESTIONS
Suggestions are
put forward by
readers in the
library
UPDATE SUGGESTIONS
They are updated by
the library using
standard Records
SUGGESTIONS
Financial
implicatio
ns are
examined
AVAILABILITY OF FINANCE
SUGGESTED DOCUMENTS
A List of Documents
is prepared for
approval

22. ORDERING DOCUMENTS
Documents records which
are selected to order are
sent for sanction
electronically to appropriate
authorities.The software
sends alerts to the
sanctioning authority to
crosss mark those items
which are to rejected to
order
VENDOR SELECTION
SANCTION
Vendor selection is done
automatically by the
software, taking into the
account the spciality of the
vendor for an item/items and
the subject of the document
ORDER
PLACING ORDERS
Vendor-Wise list is generated for placing the order. This is done
automatically by the software

23. In the end
How do you like the presentation?
• VILS is always ready to help implementing eGovernance
We will be happy to answer your valuable
questions and improve our services
accordingly
• If you deem fit, we will take up the job.
• Thank you