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Government Process Reengineering . IIIT-Hyderabad. Transformation objectives. Efficiency Effectiveness Adherence to Standards [Quality] Perception of Value Excellence [doing ordinary things extraordinarily well] Customer ‘delight’

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transformation objectives
Transformation objectives
  • Efficiency
  • Effectiveness
  • Adherence to Standards [Quality]
  • Perception of Value
  • Excellence [doing ordinary things extraordinarily well]
  • Customer ‘delight’
  • Governance requirements [accountability, environmental responsibility, commitment to employees…]
from transformation objectives to action plan
From Transformation objectives to Action plan
  • Process Interventions
  • People interventions
  • Technology interventions
  • Business model interventions
processes
Processes
  • A composite of
    • Steps [Step-1, Step-2…]
    • Resources [Time, Fund, People, ICT, Buildings…]
    • Activities [Receive, Record, Review, Report…]
    • Output [Approve, reject, close the service provision loop]
    • Outcome [Economic value addition…]
g bpr government process reengineering
G/BPRGovernment process reengineering
  • GPR is a management technique for fundamentally rethinking and radically redesigning processes to achieve dramatic changes in overall performance and citizen satisfaction.
what is a good gpr
What is a Good GPR?

LEAN GOVERNMENT

  • Job descriptions expand and becomemulti-dimensional – people become more empowered
  • The organizational structure istransformed from a hierarchyto a flatter arrangement.
  • The organization becomes alignedwith the end-to-end processrather than departments.
  • The basis for measurement of performance moves away from activity towardsOutcome.
gpr thumb rules
GPR Thumb Rules
  • Six Thumb Rules
  • E-SLA – an example of thumb rule #5 – Automation [of “review/monitor” activity]
  • What are the other five rules?
slide8

What is BPMN?

  • What are GPR/BPR Artifacts?
post matric scholarship
Post Matric Scholarship

Assistance given to all communities on a Saturation mode:

    • Scheduled Caste – Social Welfare Department
    • Scheduled Tribe – Tribal Welfare Department
    • Backward Class – BC Welfare Department
    • Disabled groups – Women & Child Welfare Department
    • Economically Backward Classes: BC Welfare Department
    • Minorities – Minority Welfare Department
  • PMS includes
    • RTF: Reimbursement of Tuition Fee - College
    • MTF: Maintenance fee – Student
pms complexity
PMS Complexity:
  • 2,200 unique courses.
  • 14,000 colleges
  • 1,50,000 fee combinations
  • 40,00,000 students
  • Around Rs.5,000 crs worth PMS claims per year
  • Coordinating with 5 Welfare Departments i.e., Social Welfare, Tribal welfare , BC & EBC Welfare, Disabled Welfare & Minority Welfare & also with Higher Education, Technical Education, School Education, Board of Intermediate, Directorate of Employment & Training & Health Dept., etc.
  • Also deals with all Universities in the State along with the 188 Premier Institutes indentified by GOI across India.
  • deal with all Scheduled banks & Treasury Dept.
before scholarship application process
“Before” - Scholarship application process

1

2

3

4

Notification

Obtain Blank form / Application

Fill Form

Submit to department

8

7

6

5

Checking by dept.

Receive/Ack.

Field Inspect

Consolidate & send

10

11

12

12

9

Segregate into

Fresh application / Renewal

Calculation of entitlement

Educational Inst. Wise list

Eligibility/Reject

14

13

16

15

Handle queries

Dispatch D.D

Preparation of

D.D

Prep.

Proceedings

18

19

17

20

Cross verify

Reconcile

Report Progress

Disb. By Inst.

23

22

21

24

Recover

Revalidate

DDs

Check dual claims

Closure

scholarship application process
Scholarship application process

1

2

3

4

Department driven

Department driven

Cumbersome

Notification

Obtain Blank form / Application

Fill Form

Submit to department

Delays

8

7

6

5

Bogus applications duplicates

Checking by dept.

Receive/Ack.

Field Inspect

Consolidate & send

Delays

Corruption

10

11

12

12

9

Segregate into

Fresh application / Renewal

Calculation of entitlement

Educational Inst. Wise list

Eligibility/Reject

14

13

16

15

Collusion between Inst. & Students

Delays

Handle queries

Dispatch D.D

Preparation of

D.D

Prep.

Proceedings

18

19

17

20

Cross verify

Reconcile

Report Progress

Disb. By Inst.

23

22

21

24

Recover

Revalidate

DDs

Check dual claims

Closure

slide13

EPASS (ELECTRONIC PAYMENT & APPLICATION SYSTEM OF SCHOLARSHIPS) INITIATIVE IN ANDHRA PRADESH

key changes students
Key Changes: Students

Apply online

Students cannot enter names

    • Only retrieve data through the SSC/ Inter Database through ID’s
  • Students must have a bank account

Student can access the site though a user id ( email id) and password (sent to email accounts and to mobile)

key changes colleges
Key Changes: Colleges

Colleges must register on the website

Give details of recognitions, capacity, bank accounts, management details, attached hostel etc

Principals of colleges will have to verify each of the student applications

  • Print and prepare booklets for fresh and renewal students department wise
  • Contact the verification officer for getting the verification done for sanction of scholarships
key changes verification
Key Changes: Verification
  • District Collectors appoint verification officers
  • Physical Verification of students and Documents
  • Results of verification updated online
  • Recommended candidates are forwarded to the district officer
  • Rejected applications are either sent to the colleges or students for rectification
key changes welfare department
Key Changes: Welfare Department
  • Authenticate colleges on the e-Pass website
    • All colleges must register on the website
  • Processing and sanction online
    • Scrutiny and Sanction of Bills
  • Forward bills to treasury online
  • Treasury Bill Register Number generated for every bill sent
key changes treasury
Key Changes: Treasury
  • Sanction of Bills online
  • Automatic upload to banks online
    • Through common internet banking interface
    • Interbank; Intra bank
    • NEFT & RTGS
    • Return confirmations online
after scholarship application process
“After” - Scholarship application process

1

2

3

4

Notification

Obtain Blank form / Application

Fill Form and submit to dept.

Submit to department

8

7

6

5

Checking by dept.

Automated Receive/Ack.

Field Inspect

Automated Consolidate & send

10

11

12

12

9

Segregate into

Fresh application / Renewal

Automated Calculation of entitlement

Automated Educational Inst. Wise list

Automated Eligibility/Reject

14

13

16

15

Handle queries

Dispatch D.D

Preparation of

D.D

Prep.

Proceedings

18

19

17

20

Cross verify

Reconcile

Report Progress

Disb. By Inst.

23

22

21

24

Recover

Revalidate

DDs

Check dual claims

Closure

slide21

Reduced multi-department silos

Employees & other stakeholders more empowered…less clerical “data entry work” and more managerial interventions….reduced hierarchies [several functions outsourced]

slide23

Value Added Analysis

MOE, CTP, CTQ etc

Process complexity analysis [entry points / validations/duplications/ redundancies

Cause-effect Analysis

e governance project lifecycle

E-Governance Strategy Development

Current State Assessment

Future State Definition

Implementation approach and sourcing

Develop and implement T system

Operate and sustain

E-Governance Project Lifecycle

Needs Assessment

Define clear vision & objectives

Prioritization of services and projects

Incorporate domestic and global learnings

Identify institutional structures & capacities for implementation

Define funding requirements

Define monitoring and evaluation approach…

Critical assessment of current business processes and pain areas

Best practices in similar environments

Assess legal framework and current limitations

Assess current ICT systems and their ability to support future plans

Assessment of current capacities at all levels and their preparedness for e-governance..

Process reengineering and to –be process definition

Identity IT enablement opportunities and requirements

Define changes to the legal and regulatory environment

Develop People change and capacity building plan

Develop project awareness and communication requirements…

Define implementation approach and phasing plan (functional and geographic)

Assess detailed funding requirements and business model

Develop vendor evaluation and selection criteria

Develop KPIs and performance levels for services and systems

Develop RFP

Bid evaluation and vendor selection

Definition of detailed functional and technical requirements

System design and development

Software quality assurance, acceptance testing and auditing

Training and capacity building

Change management and project communications

Project documentation

Project go-live

System operations and maintenance

Software change management

Rollout services and systems (functionality and geography)

Objectives and benefits evaluation and reinforcement

Sustained change, capacity building and communications..

project
PROJECT
  • A SIMPLE tool for GPR
  • Android based
  • VERY, VERY Simple to use [remember… it is for senior Govt officials who are NOT used to keying in much]
minimum requirement
Minimum requirement
  • Entering of process step description in text boxes
  • Sequencing of the process steps
  • Re-sequencing of process steps
  • Facility to enter “actor” for each process step
  • Facility to enter time and cost attributes to each process step
  • Facility to compute total cost , total time
slide30

Facility to “replace” one or more process steps with new process steps

  • Facility to select the type of process steps to be shown [live, replaced, removed, modified…]
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