Electronic Mantralaya

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• Electronic - Mantralaya
• Simple and Sustainable IT based Solution

Mantra for responsive administration..
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E mantra

• Integrated package for the generic work in the
  Government offices
• Uses unicode technology enabling any local
  language content
• Keeps digital track of
• Movement of letters, files,
• Attendance and locations of employees
• Service matters and payrolls of employees,
• Notices, Agenda and Action points of meetings,
• Service performance of vendors
• Uniquely addresses change management

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E-Mantra At a glance
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E-Mantra At a glance
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Current Status

• Implemented since Oct 2002 in Mantralaya for 7000
  employees over 3000 nodes intranet
• Extended to 35 Districts since January 2004 over
  the VSAT based wide area network
• More packages are getting added as per the felt
  need
• Out of 8 packages 4 are developed in-house by DIT
  Employees

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Objective

• Build Agile Administration
• AAA approach
• Adapting to new avenues of organisational
  changes, culture and values
• Anticipating the evolving needs of citizens and
  government employees
• Accelerating the process by effective use of
  E-Governance

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Strategy

• Bottom - Up Domain
• Conceptualizing ideas from the cutting edge of
  the organization hierarchy, concentrating on
  users perspective through SANMITRA group.
• Integrated approach
• One stop access to all applications through the
  Intranet home page, swipe card ID being the
  unique key.
• Central Location of all applications
• Web based applications residing on central web
  server, accessible from any location/district, no
  installation on client required

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More for less

• Open source Systems (OSS)
• High performance systems at low budget is a dream
  come true for any organization
• Stability, low cost of implementation, greater
  security, reduced development time and easy
  maintenance
• Recognition
• Employee motivation by recognition of their good
  work done, through various electronic message
  boards and live message scrolls

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Relevant content

• Easy to use content as demanded..
• So, it had to be
• Interesting to the users
• Simple and flexible
• Current and reduced drudgery
• Promoting merit

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Buzz words

• Empowerment and not monitoring
• Demanded, not given
• Compliance, not dictated
• Performance, not Failures
• Humanizing, not statistics or positions
• Encompassing, not selective
• Collaboration, not individualistic
• Bottoms up, not top driven

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Interesting

• Spandan
• Sensitivity is the key factor in HRD. A
  government employee who is sensitive to the needs
  of citizen will serve the citizen in a better
  way. To develop this sensitivity among government
  employee, experience about different walks of
  life is necessary. For this, through Spandan
  (Heart Beat), creativity in the form of Poem,
  Article, Painting etc is tapped. This Forum
  provides online experience sharing platform for
  employees and citizens.

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Interesting

• Maharashtra News
• News keep the citizens informed about the
  happenings in the state.
• A separate section focusing exclusively on NEWS
• Incorporated with a map of Maharashtra for easy
  navigation of the district-specific news
• News uploaded from respective district locations
  on day to day basis
• Provision to view, download and print the photos
  uploaded with the news

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Generic Office work ..less drudgery

• Sahaj (DJMS Document Journey Management System)
• User friendly interface helps user to save the
  time and efforts in data entry
• Bilingual option and auto-generated numbering
  system
• Flexibility of generating and processing document
  electronically
• Time taken for disposal at each level can be
  easily known by viewing detailed journey of that
  document
• Critical MIS reports to judge desk-wise and
  department-wise

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Generic office work .. follow up on decisions of
meetings

• Sahyog
• The system automates the entire process starting
  from entering proposals to creating final minutes
  of meeting and monitoring implementation
• Online monitoring of implementation and action
  taken on the decisions of the meetings is
  possible
• Auto mail generation of meeting notices, agenda,
  minutes etc to concerned invitees
• Online approval of minutes of the meeting
• Bilingual support

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Generic routine matters .. promoting compliance

• Samay
• Smart Card based system
• User friendly interface to check ones own
  attendance
• Automatic generation of electronic monthly
  attendance muster showing all leave/holiday
  details
• Complete Administrative transparency
• Daily and monthly statistics of attendance used
  for monitoring regularity and punctuality
• Facility to register online remarks/reasons on
  leave/late
• During strike periods, department wise total
  attendance available at a glance

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Collaboration.. current relevant information

• CMS
• Content uploaded through decentralized Content
  Management System is shared across the
  applications.
• E-mail
• Information shared amongst employees using
  e-mails.
• Website
• Flow of Governance data as digital information to
  the citizens via internet.

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Identifying man behind desk

• Public awareness
• The attendance statistics is covered by major
  news paper and names of the most punctual
  employees are printed with praises.
• DJMS notice board
• The DJMS message board lists names of extensive
  user of DJMS.
• Attendance alerts
• List of the most punctual employees is flashed to
  everyone visiting the attendance system.
• Birthday notices
• Daily birthday wishes are flashed in the intranet
  page

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Opportunities

• Performance points - Benchmarks
• Content updations on web
• Updated content on the website would become a
  criteria for performance measurement
• Email generated and sent
• The optimal usage of e-mail system
• Electronic files and references generated in DJMS
• More usage of DJMS files and references would
  allow faster and inexpensive routine processing
• Process Reforms by reducing the number of levels

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Support - Service levels

• Vendor performance monitoring
• Call me software usage
• The use of call-me software should be encouraged.
• Calls attended reports
• Periodic reports of calls attended should be
  circulated
• of calls completed as per standard
• This can help us know about the day-to-day
  working of the vendors and the usage of the
  resources
• of calls completed but with delays and the
  relevant penalties
• The calls which were delayed and the reasons for
  delays can help the administrators in decision
  making.

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Mid-day
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Times of India
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Sum up

• Scalable
• Generic package laying e foundation for easy
  adoption of complex departmental applications
• Looking inwards to get the buy in from the end
  users
• Open Standards based, cost effective technology
• Catalyst for accelerating changed work environment

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Road Ahead

• E mantra to reach every office getting connected
  to MAHNET
• Access to citizens for checking status of their
  references/files from Setu, Internet
• Making the Application Suite available to other
  States
• Increase user involvement interactively through
  SANMITRA- the e group

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Self before Service