National e- Vidhan Application

1. National e-Vidhan Application An introduction to Programme Guidelines

2. Introduction • e-Vidhan : A Mission Mode Project (MMP) under the Digital India Programme(DIP) • A Pan India Project spanning across all states and union territories with Legislatures • Nodal Ministry : Ministry of Parliamentary Affairs • e-Vidhan in one line : Paperless Legislatures (across 45 locations) • In line with “Go Green” initiative of Government of India.

3. What happens in Paperless Legislatures What NeVa intends to achieve ?

4. Mission Statement The mission of e-Vidhan MMP is “to make all the States/UTs Legislatures paper less legislatures, streamlining all the processes for information exchange with the different State Government Departments and to publish the allowed contents on the public portal as it happens.”

5. Objectives • The backend computerization of all the branches of the States/UTs Legislature Secretariats • Efficient delivery of services by undertaking Business Process Reengineering (BPR) • Capacity building and training of all stakeholders • Delivery of public services (information dissemination) through the public portals to ensure reliability, efficiency, transparency and accountability of all Stakeholders.

6. How is this achieved ? • NeVa : Generic , Multi-tenancy, Bilingual • NeVa will be hosted on the National Cloud (Meghraj) • Customisation as per the local requirements of the various States/UTs Legislatures. • Integration across States Legislatures • NeVa will enable process simplification and significant value addition to Members and citizens.

7. Infrastructure beyond NeVA • Installation of Touch Screen / Tablet devices in the House • One Tablet Device to each Members of State Legislatures • Setting up robust Network Infrastructure facilities with backup for high speed LAN/WAN network. • Setting up of e-Facilitation/e-Learning Centre in each State Legislatures. • Providing standard electronic platform to all the State’s Ministries and /or Departments for electronic information interchange with the Legislature Secretariats. • A mobile App to access information/data immediately required to be accessed by the Members and public at large.

8. Goals that NeVA aims to achieve • To develop a generic NeVA • To design databases which can be shared by different Legislatures. • Formation of NeVA Technical Commiittee - To recommend the Hardware (H/w)/, Software(S/w), Cloud Infrastructure, tools and technologies

9. Creation of Digital Legislatures – Installation of Touch Screen / Tablet devices in the House. • To provide One Tablet Device to each Members of State Legislatures. • Providing ICT Infrastructure in all the branches of State Legislatures. • To setup robust Network Infrastructure facilities with backup for high speed LAN/WAN network and secured WIFI network.

10. Setting up of NeVA Kendra (e-Facilitation/e-Learning Centre) in each State Legislatures. • Setting up of Central Project Monitoring Unit (CPMU) at MPA, New Delhi. • Setting up of State Project Monitoring Unit (SPMU) at each State Legislature. • Deployment of necessary Hardware/access devices in the House(s) of Legislature for electronic delivery of Services.

11. Areas of Automation PHASE - IPHASE - II • Digital Legislatures Digital Achieves • Daily Business Papers Library automation • Preparation of Verbatim Procurement & Store • Submission and processing of Any other improvement Questions and Notices of all types. • Laying of all the papers and reports in electronic form • Computerisation of Question Branch, Table Office, Legislative, Editorial and Synopsis Branch • Bills Management System • Committees Management System • Assurances Management System • Member’s portal • Members’ Amenities • Web-casting

12. NeVA excludes • Security operations of State Legislatures. • Other ICT activities of the State Government Departments. • providing Internet services to the Members of the State Legislatures at their residences. • No Academy/ Physical Infrastructure assets can be created using funds of e-Vidhan MMP.

13. How will this be implemented ? • Most important thing to remember here - “The success of the NeVA will solely depend upon the amount of efforts put in by the State Legislatures and the State Govt. Departments” • Executing Authority in NeVA : Secretary (State Legislature) respective State Legislature. • DPR made by states will prove to be crucial in this respect.

14. Funding Pattern of the project • Funds for NeVA implementation in State Legislature(s) under e-Vidhan MMP will be provided in the following manner : For North Eastern and Hilly State : 90:10 For Union Territories having Legislature : 100% For all other States : 60:40

15. Share of Central Government shall be limited to the sanctioned cost as approved by the competent authority. • Excess expenditure if any, due to time and cost overrun or otherwise shall be borne by State Government. • On completion of project all Assets and Liabilities shall be deemed to have been transferred to Executing Authority.

16. For States that have pre-existing Applications • In case the pre-exiting applications of the Houses are not compatible with NeVA, the respective state governments/legislatures may make it compatible at their risk and cost so that the advantages of NeVA can be fully utilized. This would also enable them to preserve their legacy data.

17. Terms and Conditions of release of Funds • 1st installment (upto 20% of the sanctioned project cost) will be released only after the approval of DPR by the Technical and Financial Evaluation Committees at Central Level subject to budgetary provision of State’s share. • 2nd installment (upto 40%) will be released after Receipt of Utilization Certificate of 1st installment amount alongwith expenditure of matching contribution of State Government.

18. 3rd installment (upto 20%) will be released after the receipt of utilization certificate of 2nd installment amount alongwith expenditure of matching contribution of State Government. • Fourth and Final installment will be released on Project Completion Certificate and Financial Audit by competent authority.

19. Scrutiny of DPR at State Level • All the State Legislatures would prepare Detailed Project Report (DPR) and the GAP Analysis Report. • DPR shall be scrutinized by IT Department / State Government in all respects including with reference to State share, support for manpower, operation and maintenance and redundancy management etc. • Approval of DPR and implementation of the Project would be undertaken by State level NeVA Implementation Committee with recommendation for funding by MoPA, GOI.

20. Composition of State level NeVA Implementation Commitee • Chief Secretary - Chairman • Secretary ( State Legislature) - Member • Secretary ( IT) - Member • Secretary ( Parliamentary Affairs Dept.) - Member • Secretary (Finance) - Member • State Informatics Officer, NIC - Member • Representative of NICSI at State - Member

21. Approval of DPR at Central Level • DPR duly recommended by the state government will be received by Ministry of Parliament Affairs. • This DPR will undergo- • Technical Scrutiny • Financial Appraisal

22. Technical scrutiny of the DPR shall be done by National Informatics Centre (NIC) in all respect. • Financial appraisal of the proposals will be done by Financial Advisor of MoPA. • The Memorandum for approval of DPR of each House will be placed before Empowered Committee of NeVA for sanction along with the report of technical scrutiny and financial appraisal.

23. Composition of Empowered Committee of NeVA • Secretary (MOPA) - Chairman • Secretary MeitY or his nominee - Member • Financial Advisor - Member • DG/DDG, NIC - Member • MD, NICSI - Member • Secretary of concerned Legislature- Member • Secretary of concerned State/UT - Member • Joint Secretary, MPA & - Member Secy Mission Leader

24. Release of Funds to the State Government • MOPA, Govt. of India shall release the funds to the Secretary(IT) of the respective state for NeVA implementation. IT Department shall transfer the fund to the Executing Authority, NeVA along with matching share. • The State government may release advance money for early implementation of the project which can be reimbursed as per sanction of MoPA, Government of India.

25. Executing Authority The Secretary (State Legislature) will be the Executing Authority for NeVA in respective State Legislature.

26. Executing Authority will be responsible for • Preparation of DPR including GAP analysis. • Submission of the same to MoPA after approval /recommendation of state level NeVA implementation Committee. • Submitting claims for Financial releases along with utilization certificates and receipt and use of matching state share. • Setting up of a NeVAKendra.

27. Procurement of Hardware, various gadgets and equipment following the prescribed procurement procedure including inventory management and record keeping. • Sharing of information including pace and progress of implementation to MoPA through state government • Submit monthly/quarterly/annual report of physical and financial progress of NeVA as may be prescribed by state government/ MoPA. • Any other work/ task as may be necessary for smooth and timely implementation of the project

28. Project Management and Monitoring Program Management Units (PMUs) are to be set up at the Central Level and each State Legislature Levels to enable implementation of the project in a time bound manner. Central Project Management Unit (CPMU) State Project Management Units (SPMUs)

29. The Central Project Management Unit (CPMU) • Responsible for preparing the guidelines, processes and templates for the national rollout. • It will monitor implementation of the e-Vidhan MMP, execution of which will be carried out by the NIC/NICSI along with each State Legislature. • It will examine specific request from State Legislature regarding changes in sanctions and to make recommendations thereon for consideration by the Empowered Committee. • Review the deliverables of the agencies involved and amends the deliverables of required keeping in view the project objective.

30. Composition of CPMU • Joint Secretary, MPA – Mission Leader • Financial Advisor / his representative - Member • DG NIC or her Representative - Member • Joint Secretary (e-Gov), DeitY - Member • MD NICSI or his representative - Member • Project Leader, NeVA, NIC - Member • Project Director, NeVA, NIC - Member • Any other person(s) Subject Expert, - Member nominated by the Chairman • Special Invitee, Shimla LA Official - Member

31. The State Project Management Unit (SPMU) • Approval on the changes required in the State Legislature’s Business Processes (BPR). • Amendments, if any required in Act(s), Rules, and Regulations for implementation of NeVA in State Legislature. • It will lay down the respective duties and obligations of each entity including that of State Legislature Secretariats and other State Government Departments. • It will approve issuance of necessary government orders and notifications for enablement of e-Vidhan MMP services. • It will recommend release of funds. • It will provide overall guidance and directions for speedy implementation of the e-Vidhan MMP in the State Legislature.

32. Composition of SPMU • Secretary(IT/Parl.Aff.) - Chairman • Secretary (Legislature) - Member • Deputy Secretary, State Legislature - Member • Secretary (Finance) or his representative - Member • SIO NIC or his Representative - Member • Nodal Officer of NIC Officer coordinating - Member with the State Legislature

33. House Committee for e-Governance and General Purpose • The role and responsibilities of Committee are following: • To review the progress of implementation of NeVA in the State Legislature. • To recommend the changes in Rules and Procedure, if any required for implementation of NeVA in State Legislature. • To discuss and suggest overcoming the issues being faced by various State Government Departments in transferring electronic documents using NeVA. • To make Framework for Capacity Building/Training on NeVA for Members of State Legislatures, Officials of State Legislatures and State Government Departments. • Awareness generation and Media plan

34. Composition of House Committee • Hon’ble Speaker/Dy. Speaker - Chairman • Chairman/Dy. Chairman • Member State Legislature – 1 - Member • Member State Legislature – 2 - Member • Member State Legislature – 3 - Member • Member State Legislature – 4 - Member • Member State Legislature – 5 - Member • Member State Legislature – 6 - Member • Member State Legislature – 7 - Member • Secretary in Charge (e-Governance/IT) - Member • Secretary, State Legislature - Member Secy

35. Capacity Building Regional Workshops • Regional workshops with Concerned State Legislature Secretary will be arranged during the current year for the Members of State Legislatures of that Region. Following Workshops would be conducted: • Northern Region (Jammu & Kashmir, Himachal Pradesh, Punjab, Haryana, Delhi, Madhya Pradesh, Chhattisgarh, Uttar Pradesh, Uttarakhand) – Workshop would be conducted at Chandigarh/Delhi. • Eastern Region (West Bengal, Bihar, Odissa, Jharkhand – Workshop would be conducted at Kolkata/Bhubneshwar. • Western Region (Maharashtra, Gujarat, Rajasthan, Goa) – Workshop would be conducted at Mumbai. • Southern Region (Andhra Pradesh, Telangana, Tamilnadu, Karnataka, Kerala, Puducherry) – Workshop would be conducted at Hyderabad/Bengluru. • North Eastern Region (Assam, Arunachal Pradesh, Manipur, Meghalaya, Mizoram, Nagaland, Sikkim, Tripura) – Workshop would be conducted at Guwahati/Shilong.

36. E-learning/Fecilitation Centres • To provide training to all the Members of the State Legislature, officials of the State Legislature Secretariat and Officials of State Government Departments. Audio Video tools and Training Material • The state of the art e-Learning Centers will have all modern computer based teaching aids as well as Video-conferencing facility for remote learning. Mock Assembly at BPST complex • It is proposed to setup a Mock State e-Legislature at Parliament Complex under the control of (BPST) • It will arrange trainings courses on NeVA for the Members/Officials of all the State Legislatures and State Government Departments. • IT will showcase the NeVA to the International Delegates visiting Indian Parliament. BPST shall arrange and organize Training Courses at State Legislature Locations also.

37. Procedure for procurement of Hardware, Software and Services for e-Vidhan

38. Some Additional Information • AUDIT • The NeVA Project is subject to Audit by competent authority of State / Central Government. • SUNSET CLAUSE • The NeVA will be supported for a period of 36 months after the date of Trial Run. All efforts will be made to complete the Project in the defined Time Line. After a period of 3 years, NeVA will owned up by the State Legislatures. Government of India shall only bear the cost of the CPMU and Cloud Hosting Services of NIC. • REMOVAL OF DIFFICULTY • It shall be responsibilities of MOPA to resolve any dispute arising out of implementation of NeVA including guidelines and instructions issued from time to time.

39. Role of NIC • Development of National e-Vidhan Application (NeVA) • NeVA Implementation and Support Services at State Level • NeVA Cloud Hosting and DR Site • NeVA Hosting at State Level • High Speed NICNET Connectivity • Web Casting Services • IPR of NeVA : MoPA shall have exclusive non-tradable Intellectual Property Right (IPR) of NeVA in perpetuity through NIC.

40. Role of NICSI • NICSI will be the implementing agency for development of NeVA as they have successfully implemented e-Vidhan project at Himachal Pradesh VidhanSabha. • Procurement of various items including manpower required for NeVA Implementation in the interested State Legislatures through tender process. • Nomination of one exclusive officer (DGM or above) at New Delhi as a NICSI Coordinator for successful implementation of NeVA. • All NIC State Coordinators will submit the bills of the respective Legislative Bodies after duly verification to the NICSI Coordinator at New Delhi for further processing.

41. Memorandum of Understanding In order to implement NeVA, a tripartite MoU will be signed between the following three parties • Ministry of Parliamentary Affairs • Government of State • State Legislatures Each of the three parties has a clearly defined roles and responsibilities.

42. Important Clauses of MoU for Ministry of Parliamentary Affairs • NeVA Project shall be executed strictly as per the Guidelines for the Project issued by MoPA including modifications, if any, from time to time and parties to the MOU shall be liable to fulfill responsibilities and obligations assigned to them under extant guidelines.

43. Procurement of Assets • Hardware/other assets shall be purchased/procured as per specifications and estimation provided following extant rules and procedure for procurement. • However the assets including Hardware with higher specifications can be procured and additional expenditure, if any, can be adjusted against State share/contribution

44. Excess expenditure if any, due to time and cost overrun or otherwise shall be borne by State Government. In no case permanent staff will be funded for the project except person power deployed for the project.

45. First Party ie Ministry of Parliamentary Affairs - • Neither responsible nor liable for any claims or liabilities of any nature whatsoever, including those arising from employment of contractual manpower employed by Third Party (State Legislature). • Not be liable for any disputes legal or otherwise that may arise out of any action on the part of the second party (State Government).

46. Indemnified from any damage caused, expenses and/ or claim occasioned by any infringement of Patents or Intellectual Patents or Intellectual Property Rights, arising out of any acts or omissions by or on behalf of second party/third party. • Reserves the rights to cancel the project at any time without assigning any reason whatsoever.

47. Second and Third Party- • Shall ensure that assets acquired out of the grants for the project are suitably maintained and insured as per extant rules • Shall keep the first party informed of the progress monthly/quarterly basis or as may be desired by first party. • Amend Acts, Rules and regulations if any required, for implementation of NeVA (e-Vidhan MMP) in Legislature.

48. Dispute Resolution Mechanism • In case of any dispute, the decision of Secretary, Ministry of Parliamentary Affairs shall be final.