Computerization of Transport Department (Non-commercial wing), Punjab

1. Computerization of Transport Department (Non-commercial wing), Punjab Mr. Nirmaljeet Singh Kalsi, IAS(BE IIT Roorkee, M.Tech IIT Delhi)Director cum Secretary, Department of Information TechnologyManaging Director, Punjab ICT Corp. Ltd.,Commissioner NRI Affairs, Govt. of Punjab

2. Presentation Overview • Project Overview • Project Evolution • Problems in Manual System • Improvement Opportunities • Process Reengineering • Pilot Implementation • Key Challenges & Mitigation Strategies • Key Learnings • Critical Success Factors • State Wide Roll Out • Project Highlights • Voice of Citizens

3. Project Overview

4. Project Overview

5. Project Evolution Standardization of Technologies and Application By MoRTH Inter-operability of Licenses and Permits across the states Roll-out of common strategies across all the states Implementation on Pilot site Ropar in state of Punjab done successfully; Smart card implementation in progress at Pilot Site Mohali Process for State wide Roll-out started

6. Problems in Manual System Multiple points of interaction between the citizen and the government Duplication of efforts Manpower Constraints Inability to generate list of defaulters Time wastage in search and retrieval of records

7. Process delays

8. Improvement Opportunities Key Services Issuance of license Registration of vehicles Issue of permits Issue of fitness certificates Collection of tax Process Time Pre-implementation Process Time Post- Implementation 1.5 Hours 2 to 3days 2 Hours 2 to 3days Up to 7 days 1 Hour 3 to 4 days 1 Hour 1 day 30 min

9. Proposed Reeingineering in DL Issuance Collection of Appln Form (5 m) Filling of Appln form (5 m) Waiting in queue to submit form (1 Hr) Checking the form (10 m) Going for DL test (10 m) Submission of Form (30m) Payment of fees (20 m) Collection of Appln Form (5 m) Filling of Appln form (5 m) Waiting in queue to submit form (5 m) Capturing Biometric finger print, electronic signature & web cam photo & Payment of fees (10 m) Going for DL test (10 m) DL test (45 m) Going to license clerk To submit form (10 m) Waiting for submission of form (30 m) Submission of applicant’s file to authority for signature. Signature from the authority (1/ 2 days) Preparation of license (30 m) Issuance of license (20 m) DL test (45 m) Going to license clerk To submit form (10 m) Waiting for submission of form (5 m) Submission of Form (2 m) Preparation & Issuance of license (1 m) A B A B Non-value added Value added Proposed Average time taken to get a license reduced from 2-3 Days to approx 1.5 Hours

10. Proposed Reeingineering in RC Issuance Collection of Appln Form (5 m) Filling of Appln form (5 m) Going for Vehicle Testing (10 m) Going to DTO (10 m) Writing in Register for Vehicle Reg (20 m) Vehicle Inspection ( 20 m) Submission of Forms (20 m) Collection of Appln Form (5 m) Filling of Appln form (5 m) Going for Vehicle Testing (10 m) Vehicle Inspection ( 20 m) Submission of Forms (20 m) Data Entry (10 m) Going to DTO (10 m) Preparation of RC (15 m) Submission of applicant’s file to authority for signature, Calculation of Fees. Signature from the authority (1/ 2 days) Issuance of RC (20 m) Preparation of RC & its activation (5 m) Issuance of RC (5 m) A B A B Non-value added Value added Proposed Average time taken to get a RC reduced from 2-3 days to approx 2 Hours

11. Pilot Implementation Sw Customization Training Implementation Planning Data Entry Hw Installation Monitoring & Stabilization BPR Budgeting Functional Specs June 2005- May 2005 Feb 2005 July 2004 June 2004 Pilot Successfully Completed at Ropar

12. Key Challenges/Mitigation Strategies

13. Key Challenges/Mitigation Strategies

14. Key Learnings • Continuity of the Pilot Project Officer during the entire tenure of • the Project is key to the success • Centralized initiative but decentralized implementation facilitated • effective but speedy implementation • Manpower intensive tasks shall be outsourced for its timely completion • Timely availability of funds led to effective implementation • Key process changes & Role based functions discussed during training • sessions. • Guidelines and Orders issued from State & District level communicated • the message from the Top. • “Involve People & Evolve Success”

15. Critical Success Factors • Commitment and Continuity of the Project Team • Effective Monitoring at State Level • BPR initiatives to achieve the desired level • Training & Communication Strategy

16. Key Features Biometric Finger Print Capture Better Turnaround Time Efficient Handling of Records Automation through Application Software

17. Project Plan – State Wide Roll Out on BOOT Basis Site preparation Operationalization Of site Finalization of RFP Data Digitization Issue of Card based DL/RC Selection of BOOT operator Inter-connectivity Between field offices Consolidated Vehicle Owners Database Hw & Mpwr Deployment Geographic Coverage: STC 1, DTO 20, RTA 3, SDM 52 Date of Issue of LoI (A) Date of Contract + Six Months (B) B + 4.5 Years

18. Role of stakeholders Department of Transport • Process Reengineering • Preparation of Detailed Project Plan • Provide premises for site preparation • Provide detailed guidelines/ manuals for all work processes • Co-ordination with NIC for application software National Informatics Centre • Co-ordinate with Transport Department for : • Software related activities like development, customization and installation • Bug-fixing, up-gradation and post implementation issues • Technical Support

19. Role of stakeholders BOOT operator • Site preparation to meet requirement of computerization • Supply of hardware/ data base software • Deployment of requisite manpower • Providing general facility, support systems and security measures at the site • Transfer the operations and management at the end of term of contract

20. Implementation Model for BOOT Operator Smart card based DL/RC

21. Project Statistics Data Digitization Transaction Details Approx Cost of Smart Card Based Transaction = Rs 72 Approx Cost of Paper Based Transaction = Rs 42 Smart Cards Paper Based

22. Network Architecture

23. KMS, Smart Card Solution and Citizen Data Integration Backward Integration with application software Replication of data at field offices with main database. Issue of smart card license/permits Historical Data Digitization VAHAN & SARATHI Forward Integration With Transport Software and Database Backward Integration With Historical Data Transport Application Database Smart Card Integration with smart card solution as per SCOSTA

24. Key Management System RTAs STC SDMs TSDC DTOs DATABASE LKGA SKGA CKGA VAHAN & SARATHI Three –Tier Security Key Infrastructure (MoRTH Guidelines) Computerization of Transport Department Forward Integration of Database with Application software & Key Management System

25. Financial Estimates for the project

26. Project Highlights Self-sustainable Project State-wide-Roll out in Punjab on BOOT basis Connectivity between all the transport offices Integration with Challan Management System Introduction of citizen services through website Better turn around time for citizen services

27. Project Highlights Automation of Processes for delivering Citizen Services In-situ image capture for driving licenses Use of bio-metric log on to establish robust security Proposed implementation of smart cards for License and Registration Easy maintenance of records Increased transparency in system

28. Voice of Citizens “ A simple & less time consuming process for getting DL and RC” “ Avoidance of Touts” “ License Renewal takes less time as it used to be 4-5 years back” “Better Turnaround Time & affordable Cost of Service as compared to manual” “ For Quality Services we are ready to pay” “ Neat and Clean Environment with no stack of files” “ We hope the system will continue forever” “ Happy Citizens and Satisfied Government”

29. The journey to 100 miles begins with a single step

30. Thank You