Integrated Workflow & Document Management System (IWDMS)

Name of the project: Integrated Workflow & Document Management System (IWDMS)

Department under which the project was taken: Science & Technology Department, GoG

Vision: To provide better service to citizens by improving the efficiency of Government employees by automating and streamlining the Government processes.

Stakeholders:

• Government Employees (Secretariat & HoDs)
• Government Departments
• Council of Ministers
• Citizens
• Total Solution Provider (Tata Consultancy Services Ltd.)

Objectives:

• Ensure accountable, transparent and effective administration
• Use IT as an enabler for efficient workplace
• Create an automated Office Management System - Government does not innovate everyday - 80% of activities conducted comprises of Routine tasks

Project Description:

Government of Gujarat (GoG) wants to use e-Governance as the tool to improve the Accountability, Transparency & Effectiveness in Government administration. The Integrated Workflow and Document Management System (IWDMS) project has been implemented for the same through automating the government functions and processes at all levels of the administrative hierarchy. GoG has given stress to Change Management and Top-down approach for successful implementation of IWDMS project.

IWDMS provides Document Management, Workflow Management, Collaborative Environment and Knowledge Management in an integrated fashion and delivers an Electronic Workplace that result in productivity improvement in Government.

The project initially covered all employees of the Government of Gujarat at New Sachivalaya, Gandhinagar. It is now being extended to the employees of the HoDs of the departments in Gandhinagar and Ahmedabad. In order to achieve Single File Management System across the state, IWDMS will be extended to all other HoDs in Gujarat in a phased manner. IWDMS has not only helped improve the accountability, transparency and effectiveness but also benefited the citizen's directly through applications such as Grievance Redressal, CM Relief Fund, Surat Disaster Assessment Survey, etc. and benefited the industry through applications such as Investment Monitoring System.

Services Available in IWDMS:

The services available through IWDMS can be divided in to major components as follows:

• Core Applications
• Common Applications
• Departmental Applications (300+)
• Knowledge Management System
• File Management System
• Workflow & Organization Model
• Security & Access Controls
• Dashboard
• MIS

Technology Architecture:

IWDMS has been developed on Java technology with Oracle 10g  database and LDAP directory Server.

The major benefits of the project are as follows:

• Effective, efficient and transparent administration
• Building a knowledge base consisting of various Circulars, Acts, Precedents, Document, Reports, etc, thus enabling  a robust decision support system
• Helps decision making through Checklists & Access to Precedent Cases, Acts, Rules, Statutes, etc
• Collaborative work environment
• Less Paper office
• Automates routine tasks – Work flow / Business rules / Processes/ Reports Generation
• Maintenance of all registers
• Automatic generation of file number and tracking
• Work / Task prioritization
• Standardization of common process
• Reduced cycle times and dependencies
• 24*7 access
• Pictorial dashboard – Provide a holistic status  with drill down facilities
• Traceability and accountability of actions – Audit trail
• Electronic personnel register
• Reminder and notification to officers
• Provides Interdepartmental interface

Status and Result:

1. Present status

               Integrated Workflow and Document Management System (IWDMS) is implemented across the Government Secretariat, which ensures standardization of application and database. Detailed GAP Analysis has been carried out for all the Government Departments. GR issued for extension of IWDMS implementation for HoDs, Boards and Corporations.

The coverage and usage for IWDMS has been as follows:

 B. Specific achievements during the year 2006-07

• Rollout of 14 core & 37 common applications in all the departments of the Secretariat
• Rollout of 300+ department specific applications
• E-Budget: End-to-End State Budget Preparation through which

• 8,909 budget files processed by 575 users

• Budget proposal processing time reduced by 50%

• Revisions in Budget proposals have been reduced by 50%

• Real-time publication & online tracking of budget proposal

• Investment Monitoring System (IMS) – MoUs

• Successfully monitoring 364 MoUs worth Rs. 4.6 Lac crores

• Two way status update, Investor updates application (for land, water, power etc.) via e-mail and system also automatically updates investor about status

• Disaster Assessment Survey (DAS) - Surat Floods

• 85,000+ relief applications were processed in 20 days

• Immediate issue of certificates to affected for obtaining loans

• Tracking and reconciliation of relief package disbursal

• Comprehensive Database created on various categories including photographs, video footages, etc.

• Grievance Redressal System

• Disposal of 3,877 (86.54 %) out of 4,480 grievances received

• Quick & efficient generation of the preformatted instruction letters

• Hon. CM’s Relief Fund System

• 2,378 cases processed and more than Rs. 7 crore amounts approved.

• Single window system providing ease of submitting fund request

 C. Future plans for readers seeking more information on project:

A strong foundation has been laid through IWDMS for providing better services to citizens, which has enabled backend computerization of all government departments and many HoD’s. We are now in process of creating a portal, which will provide single sign on access to various stakeholders including the government officials and citizens. All the applications received through this portal would be processed internally using IWDMS and enable citizens to know the status of there applications on real time.

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