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Paperless Legislative Assembly

e-Vidhan, the first ever paperless legislative assembly in India, is a joint effort of H.P. Legislative Assembly, MeitY, NIC & NICSI. It includes web & mobile apps, paperless house committees and sessions, e-constituency management, and more.

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Paperless Legislative Assembly

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  1. e-Vidhan Paperless Legislative Assembly Himachal Pradesh is the India’s first ever Hi-Tech Paperless Legislative Assembly e-Vidhan - Joint effort of H.P. Legislative Assembly, MeitY, NIC & NICSI

  2. Paperless Legislative Assembly House

  3. Paperless Legislative Assembly House

  4. Hi-Tech Training Room and e-Facilitation Centre for Hon’ble Ministers, MLAs and Government Employees Paperless Legislative Assembly House & Infrastructure

  5. Major Components of Paperless Legislative Assembly • A Product of Web & Mobile Apps • Paperless • House • Committees • Paperless • Sessions • e-Constituency • Management • Cloud based • Multi-tenancy • Unicode compliant

  6. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Questions & Notices • Users: Hon’ble MLAs • Sub-Modules: • Submitting Questions • Submitting Notices • Viewing Status of their Questions and Notices Processing of Questions & Notices Paperless Sessions Replies & Other Papers Laying in the Assembly House Digital Library

  7. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Questions & Notices • Users: Employees of • Legislative • Assembly Secretariat • Sub-Modules: • Keying the manual Questions and Notices into e-Vidhan System • Bracketing, Clubbing and Postponing of questions • Fixing date of Questions and Notices • Approving Questions and Notices by Secretary (VS) for showing/reflecting in the respective dashboards of the concerned departments Processing of Questions & Notices Paperless Sessions Replies & Other Papers Laying in the Assembly House Digital Library

  8. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Questions & Notices • Users: Employees of • Legislative • Assembly Secretariat • Sub-Modules: • Generating e-Book for List of Business of the day and linking the various documents received online from departments • Generating e-Book for Questions and Replies fixed for the day Processing of Questions & Notices Paperless Sessions Replies & Other Papers Laying in the Assembly House Digital Library

  9. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Questions & Notices • Users: Government • Departments • Sub-Modules: • Submitting the Reply of Questions • Submitting the Reply of Notices • Submitting the Bills for Introduction/Amendment • Submitting other papers such as Annual/Audit Reports, R&P Rules etc. Processing of Questions & Notices Paperless Sessions Replies & Other Papers Laying in the Assembly House Digital Library

  10. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Questions & Notices • Users: Ministers & MLAs • Sub-Modules: • Laying the documents of the List of Business and Replies of the Questions using e-Book on the touch screen installed on the table of the each member • Auto publishing the documents and replies after laying in the House on the public website Processing of Questions & Notices Paperless Sessions Replies & Other Papers Laying in the Assembly House Digital Library

  11. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Questions & Notices • Users: Anyone • Sub-Modules: • Advanced search engine for searching and retrieving the particular pages or complete documents in the following sections :- • Proceedings of the House • Replies of the Questions • Replies of the Notices • Supplementary Questions • Bills introduced/assented • Committee Reports • Other papers (administrative reports, Processing of Questions & Notices Paperless Sessions Replies & Other Papers Laying in the Assembly House Digital Library

  12. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Questions & Notices • Users: Anyone • Sub-Modules: • audit reports etc.) • Speeches of the Members in the House • Replies by the Ministers in the House • Speeches of the special dignitaries • Digitizing the previous records of the Legislative Assembly and keying the meta data Processing of Questions & Notices Paperless Sessions Replies & Other Papers Laying in the Assembly House Digital Library

  13. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Recording Verbatim • Users: Reporters of • Legislative Assembly • Sub-Modules: • Keying the proceedings of the House as per the time slot allotted to the reporters of the Legislative Assembly and adding meta data • Auto cutting of audio/video clips as per time slot • Rewinding/playing the audio/video in real time by the reporters Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS

  14. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Recording Verbatim • Users: Govt. Departments • and Public • Sub-Modules: • Submitting request by the departments for entry passes along with photographs and viewing the status • Issuing entry passes to the public at reception of the Legislative Assembly Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS

  15. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Recording Verbatim • Users: Police • Sub-Modules: • Verifying the entry passes online at the Police Check Points by showing QR code before the camera of the laptop • Analysis of the Database regarding the details of the pass holders, entered by which gate etc. Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS

  16. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Recording Verbatim • Users : Employees of • Legislative • Assembly Secretariat • Sub-Modules: • Creating List of Business • Linking various documents such as Bills, Annual Reports, Administrative Reports etc. • Publishing List of Business • Provisional Calendar • Rotation of Minister • e-Bulletins • e-Notices etc. Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS

  17. Paperless Legislative Assembly AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Recording Verbatim • Users: Employees of • Legislative • Assembly Secretariat • Sub-Modules: • House Business Controller Module • Laying using e-Book s/w and Auto-Publishing • e-Voting Module • Discussion Time MIS • e-Messages Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS

  18. (Public Website) (Secure Website)

  19. Paperless Working of House Committees AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Audit Paras, Assurances & Questionnaire • Users: Officers of the • House Committees • Sub-Modules: • Seeking replies on Audit Paras • Forwarding Assurances for action taken • Forwarding questionnaire for reply Replies (Audit Paras, Assurances & Questionnaire) House Committees Online Review (During Monthly Meetings) Recording Verbatim Committee Reports

  20. Paperless Working of House Committees AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Audit Paras, Assurances & Questionnaire • Users: Government • Departments • Sub-Modules: • Submitting replies on Audit Paras • Submitting action taken report on Assurances • Submitting reply of the questionnaire Replies (Audit Paras, Assurances & Questionnaire) House Committees Online Review (During Monthly Meetings) Recording Verbatim Committee Reports

  21. Paperless Working of House Committees AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Audit Paras, Assurances & Questionnaire • Users: Hon’ble Members • of the House Committee • Sub-Modules: • Online Review of the agenda items and related documents submitting by the government departments during the monthly meetings in the Hi-Tech Committee Rooms Replies (Audit Paras, Assurances & Questionnaire) House Committees Online Review (During Monthly Meetings) Recording Verbatim Committee Reports

  22. Paperless Working of House Committees AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Audit Paras, Assurances & Questionnaire • Users: Reporters of • Legislative Assembly • Sub-Modules: • Keying the proceedings of the House Committees during monthly meetings and adding Meta data • Audio/Video recording of the House Committees Replies (Audit Paras, Assurances & Questionnaire) House Committees Online Review (During Monthly Meetings) Recording Verbatim Committee Reports

  23. Paperless Working of House Committees AadhaarAuthentication • A Product of Web & Mobile Apps Online Modules Role-based Access Control Audit Paras, Assurances & Questionnaire • Users: Officers of the • House Committees • Sub-Modules: • Submitting the Committee Reports for laying in the House Replies (Audit Paras, Assurances & Questionnaire) House Committees Online Review (During Monthly Meetings) Recording Verbatim Committee Reports

  24. Situation Before the Initiative • Traditional Manual Assembly House for laying papers • 150 no. of hard copies required for each reply • Huge expenditure by Depts. on Vehicles/Manpower during sessions • No facility for police for authenticating Entry Passes • Working of 15 House Committees was manual • Traditional Manual Library system Huge Expenditure by Depts. on Papers, Vehicles and Manpower Traditional Manual H.P. Legislative Assembly

  25. Outcomes from the e-Vidhan project vis-a-visobjectives • Paper Saving : More than 5 Crorespaper were used annually before the initiative. • Fuel Saving : Plying of large number of vehicles for delivering the replies at H.P. VidhanSabha for laying in the house before the initiative . • Money Saving : An approx. saving of Rs. 15 Croresper annum by minimizing the paper, printing etc. • Improved work efficiency with the elimination of redundant processes, streamlined process flows and reduced delay in the flow of information among stakeholders • Auto-compilation of reports and queries • Meticulous monitoring in the working of VidhanSabha and government departments • Instant availability of data for analytical studies

  26. 14 Key Enablers for the Outcome Approval of Detailed Project Report (DPR) Necessary Funding Constitution of e-Vidhan Committee (35+ Meetings Held) Constitution of House Committee for e-Governance & General Purposes (17+ Meetings Held) Preparation of RFP documents and Floating Open Tenders Hardware Procurement Internet Connectivity

  27. 14 Key Enablers for the Outcome Engagement of Technical Manpower Development of Infrastructure at Legislative Assembly Development of e-Vidhan Software • Connecting Govt. Departments with Legislative Assembly(54 Departments, 84 HODs and 36 Undertakings/Corporations) Connecting MLAs with Legislative Assembly • Capacity Building (5 Workshops/Conference, 27+ Training Programmes and 1 Trial Assembly Sessions for Hon’ble MLAs) • Modification of Rules of Procedures

  28. Risk Management in the Assembly House

  29. Risk Management in the Assembly House Key technology aspects of the project/ initiative – architecture, infrastructure, integration, interfaces, security, use of mobile /social media/ data analytics etc. if any. • Dual internet connectivity • Syncing data from National Cloud to Local Data Centre • Downloading data from local server into the touch screen laptops in the House (One hour before) • Using cluster of local servers for sending signals to the touch screens and laying papers online • Using touch screen laptops for 3 hours battery backup, no hindrance to the Hon’ble Members while in discussion and easily moving the touch screen forward/backward as per their convenience • Touch screen laptops are fixed on the tables of the Hon’ble Members so that the touch screens cannot be detached during the proceedings of the session

  30. Challenges for implementing e-Vidhan System • Some of the Hon’ble MLAs were not interested to adopt the IT tools in the business of Legislative Assembly • Employees of H.P. VidhanSabha Secretariat and the State Government were not trained for working on the role & work-flow based secure web portal and updating/sharing information online • Lack of high bandwidth internet connectivity available in the H.P. VidhanSabha Secretariat • No Facilitation Centre was available for providing technical support to the Hon’ble Members of Legislative Assembly

  31. Challenges for implementing e-Vidhan System • No training room in the H.P. Legislative Assembly Shimla to provide continuous trainings to Hon’ble Members, Employees of VidhanSabha Secretariat and all Government Departments • No alterations/modifications allowed in the Assembly House • No Permission for technical staff helping the Hon’ble MLAs and Ministers in the Assembly House during sessions

  32. Lessons Learned • Building and managing a project schedule • Setting milestones and achieving them • Managing the project triangle of triple constraint of time, cost, and scope • Adopting a change management process early in the program that all stakeholders will follow • Building and trusting an effective team • Succession planning: Identify successors and training them to facilitate the online solution • Finding support network: Adding more technical people to the professional network/team to share and answer various questions

  33. Lessons Learned • Agile waterfalls work: The project was converted into modules (Sprints). Each module was completed using waterfall steps; like, Conception, Initiation, Analysis, Design, Construction, Testing, Implementation and finally Maintenance • Scope Management: Addressing scope creeping and allowing mandatory requirements to be added. There must have an approval process for any proposed scope changes and communicating this process to all stakeholders • Risk Management such as including potential delays into the project schedule in receiving approvals from the Government

  34. Sustainability of the initiative • Rules of H.P. Legislative Assembly and Speaker's Directions changed in the context of sustainability of e-VidhanSystem • Necessary Office Orders issued • Provision of the Annual State Budget for sustainability of the e-Vidhan System • Setup an e-Vidhan Wing in H.P. Legislative Assembly Shimla comprising of technical man-power in different categories to facilitate the e-Vidhansolution

  35. Conclusion The digital transformation of H.P. Legislative Assembly by implementing e-Vidhanis a major Administrative Reform to augment faster and transparent governance. With the digitization and operation of Paperless Assembly, the Hon’ble Members have now more and easy access to the replies of questions and other documents received from various Government Departments and record of the H.P. Legislative Assembly.

  36. Conclusion Implementation of e-Vidhan is a necessary step towards the empowerment of MLAs using the information technology Focus is on the needs of the representatives of the public and the MLAs has emerged as better effective monitoring agency for online monitoring of works being done by the Government Departments.

  37. Accolades ( Four Awards conferred on e-Vidhan) • DARPG National e-Governance Award, 27th February 2018 • CSI-Nihilent National eGovernance Award, 20th January 2018 • SKOCH Silver National e-Governance Award, 8th September 2017 • SKOCH Order-of-Merit Award, 7th September 2017 • H.P. State Civil Services Award, 15th April 2015 • DARPG Honour for the BEST PRACTICE, 7th July, 2017 • Delegates from 22 states visited to study e-Vidhan and shown interest to rollout • Replica of e-Vidhan in 36th India International Trade Fair 2016 at New Delhi • Replica of e-Vidhan in Exhibition on Good Governance Day 2014 at New Delhi

  38. e-Vidhan Thank You!

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