Workflow automation for Less Paper eGovernment Police Department : Certificate and License Issue Pro

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Workflow automation for Less Paper e-Government
Police Department Certificate and License
Issue Processing
Avinash Chaurasia Force3 Forum for Creative
Entrepreneurship
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The Key steps to improving efficiency with
Information Systems
Getting the Architectures right Information
Architecture Systems Architecture Technical
Architecture Organisational Architecture Getti
ng the Strategy Right Prioritising
systems Appropriate skills mix Lifecycle
Management Framework Benchmarks Framework to
Review
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Framework to Review
What is good for renowned corporates in
India Wipro Spectramind - Loan processing Satyam
Nipuna - Dental claim processing EXL
service - Transaction
processing PCS-Patni BPO - Credit Card
processing Indigo Lever - Invoice
processing Can it be good enough for Govt.
process outsourcing Is there any need for
Re-inventing the wheel
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Multi-Department, Multi-utility Kiosks For Rural,
semi-urban, urban areas. On Public-Private-NGO
-Community Partnership
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IVRS Voice XML I need information any time,
any where !
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Problem Manual workingSolution
Computerization contd.
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Problems still continues or gets
compoundedInformation still missing,
High cost of paper, IT-experts costs, added extra
bonus
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Workflow Management
Return

• Collaborative working on documents in a secure
  environment
• Adaptive Workflow for routing and tracking of
  documents, messages and forms within or across
  workgroup
• Online Status Monitoring and Reporting.
• Reminders and Notifications.
• Tasks and Deadlines for work progress monitoring.

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Document Management
What is it ?
Documents indexed with data classes and field
values, thereby removing the need of maintaining
separate records.
O M N I D O C S
Index Store
Search on the indexed fields, resulting in
instant fetching of records.
Search Retrieve
Document Viewer

• Direct Import
• Scan Documents
• Email Redirection
• Print Redirection
• Incoming Faxes
• Schedule Capture
• Add-Ins for Document upload from MS-Office
  applications

Adhoc Workflow
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Document Management
Integration with Existing Applications
How it helps in collaborative working of
Paperless Government offices How it helps
integration / assimilation of existing
applications future Application development
for department specific use.
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Less Paper Government Officefor low admin. costs
high efficiency
Time Taken(Search View)
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The Architecture
OmniDocs Architecture

• An ActiveX Exe which exposes API (Application
  Program Interface) for Desktop integration.
• Ready to implement ASPs for Image Enabling CRM
  Application

Integrate or Deploy new or 3rd party software
solutions
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Why Less Paper governancethrough shared service
commune

• Shared service commune alone can drive the
  initiatives
• Only info-retailing or fancy services are
  inadequate to pay for the capital investments on
  info-kiosk

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Why Less Paper governancethrough shared service
commune

• Driving shared service commune needs Content
• Locally relevant content, nowhere is ever
  available off the shelf it needs to be developed
  through locals
• Involvement of local communities, local
  institutions is the only answer
• ICT volunteering is the only answer
• No use just tinkering with e-Government
• what is needed is Massive e-Government
  Deployments
• No single agency can fund such massive
  deployment
• local communities, stakeholders have to come
  forward
• brought forward on such initiative for overall
  Economic development with ICT.

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Simple LAN Deployment
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Typical multi-location Deployment
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Road so far (1)(Workflow use cases)

• 01 ZP Accounting System
• 02 TRMS Thesis Record Management System
• 03 Public Grievances Redressal System
• 04 Paperless Archives of Newspaper
• 05 Octroi Collection and Online Transaction
  Auditing System
• 06 GPRMS Generic Patient Record Management System
• 07 Employee Record Management System
• 08 Disaster Record Management System
• 09 DEIE Land Record Management System
• 10 DE Police Station Computerization
• 11 DE High Court Record Room Archive Automation
• 12 Collectorate Record Room
• 13 Centralized Bill Payment System
• 14 Certificate And Affidavit Printing
• 15 Forest Survey

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Road so far (2)(Workflow use cases)

• 16 Ration Card Process
• 17 Re-totaling and Revaluation of Marks
• 18 CMS Construction Management System
• 19 Food and Civil Supply
• 20 RTO Vehicle Registration
• 21 Life Insurance
• 22 Coal Accounting System
• 23 Integrated Border Check Post
• 24 Forest Department Plantation Monitoring System
• 25 Next Gen Employment Exchange
• 26 Individual Beneficiary Scheme
• 27 Forest_Forest Land Record Management System
• 28 Forest_Wireless Communication Call Center
  Integration
• 29 Forest_Protection Department Case Monitoring
  System
• 30 Forest_Dak File Tracking Document Management
  System
• 31 Curriculum Delivery

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Miles to go .

• Creating Statewide Intranet in 27 districts
• Strategic Paper Less Office_at_ Speed Of Thought
• in Vidarbha /Chhattisgarh
• 5000 Kiosks in Chhattisgarh (One for at least 2
  Gram Panchayat)
• 2500 Kiosks in Vidarbha.
• 300 IVRSWorkflow based call centers
• for truly Citizen centric governance i.e.
• Government at Citizens door step
• Broadband rural internet rural telephony
• DICOM-DMS based patient record management systems

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Multi Department DMS Workflow
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Official links tothe Departmental Website
Link
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Department Selection fromCommon
Multi-departmental application
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Secured Login
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A Cyber Office Desktop
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The Need for Government Process Automation

• The Paradigm Shift

Form / Application Processing or other Processes
People
Documents
Customized Solution working on top of solution
framework
Monitoring
Automation Process
Measurement
Control
Goal
Elements of Process for Automation
Within the local office or in collaboration with
remote offices
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SWS
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Sample Case
Data Entry Operator Login
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Application
Selecting the Application
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Enter record with Supporting Docs.
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Multiple Certificate / License at a time
Multiple Certificate / License at a time
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A Certificate Data Entry form
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Import Scan Documents
All Document get scanned and imported in the
system
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View after import
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Document verification
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Editor to put remarks LAN / Web Based
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Add remarks, Highlight (if need be)
Putting the Remarks
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Note sheet gets added
Note sheet Written here
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Action starts (Dept. Workflow)
Redefined Route with Other Options
Case folder attached
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Notification and Scrutiny Clerk as Login
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Docs checked by scrutiny clerk.
Note-sheet written
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Initiated to next person with Note and Comment
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Desk 1 Officer put his note about Residence Proof
Note-sheet Written and Comments added
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Desk 2 Officer put his comment about No Criminal
Record
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Folder is locked in Process
The folder of application is locked in process,
to ensure the security of documents.
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Comments received to Desk 3 officer from
different persons
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Desk 3 Officer add note
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Passing authority approve.
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Certificate is printed (for Physical delivery
with due Signature)
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Track Sheet, Who did What and When?
A track sheet is automatically generated with the
workflow to get the status
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Work on Desktop or Web Environment.
LAN WAN Desktop Web
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On LAN / Desktop
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ON WAN / Web
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Document view or Access, on LAN or WAN
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Workflow on LAN / Desktop
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Workflow on WAN / Web
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Forest Land Record Management
Compartment History and Map-sheets
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Image Assisted Data Entry
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Interpol Notice handling with Automatic photo
pick up
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Interpol Notice handling with Automatic finger
point pick up
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Interpol Notice handling with Automatic Text
pick up via OCR and editing mistakes
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DMS - Di-com Server Compliance Di-com (Medical
Imaging Standard)

• A powerful Imaging-based Document Management
  System
• Integrates electronic documents with scanned
  paper in a single repository.
• Windows Look and feel for comfort feel
• Enables efficient information management by
  organizing documents in folders and associating
  user defined indexes.
• Supports version control
• Facilitates documents sharing - inter and intra
  office.

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Thank You
Avinash Chaurasia Founder President Force3 Forum
for Creative Entrepreneurship avinash_at_force3-indi
a.org www.force3-india.org 91-712-3281318