MP School Education Portal

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MP School Education Portal www.educationportal.m
p.gov.in An integrated e-Governance System
Presentation by Ashok Barnwal Secretary,
School Education, Govt. of MP
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School Education Sector in MP

• School Education in MP is a very large
  diversified system
• Managed and administered by multiple
  administrative units at district and sub-district
  level under multiple deptts - 313 Blocks 0 local
  bodies over 8
• Establishments- Over 1.15 lac government schools
  located in more than 90,000 remote habitations
• Human Resources- Nearly 3.47 lac
  teachers/support staff having 3500 Drawing and
  Disbursing Officers (DDOs)
• Target Beneficiaries - More than 1.60 crore
  students

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Challanges

• Effective Implementation of the Right of Children
  to Free and Compulsory Education Act 2009 which
  requires the State to ensure
• compulsory admission, attendance and completion
  of elementary education by all children of 6-14
  years (nearly 1.60 crore children)
• no teacher is deployed for non teaching duty
• that all the schools providing elementary
  education (including over 1.10 lac government
  schools) located even in remote habitations
  fulfill the norms and standards of PTR and
  Infrastructure

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Challanges

• Teachers in MP are employed by School
  Education Department, Tribal Welfare Department,
  Panchayati Raj Institutions (50 Zila Panchayats
  and 313 Janpad Panchayats) and over 500 Urban
  Local Bodies
• Lack of single platform- to address diverse needs
  of different stakeholders and implement schemes
  with large number of beneficiaries.
• Managing, coordinating and synchronizing
  multiple administrative units under multiple
  departments was a big challenge

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Challanges

• Communicating with diverse stakeholders and
  dissemination of Govt. orders among all at all
  levels
• Lack of accountability, transparency and adequate
  community ownership, participation and social
  audit/oversight.
• Lack of reliable timely availability of
  process entity data
• Difficult to control, supervise and ensure
  compliance of Government Instructions

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Solution Portal with suite of Online E-Gov
Applications
Facilitate a Common Platform for School
Education related Application Software , Online
Services and Single Source of Authentic and
Live Information
Facilitate a Common Platform for School
Education related Application Software , Online
Services and Single Source of Authentic and
Live Information
Focus on Capturing the basic transactions of
the process Generation of all desired reports
on the fly Eliminate Repetitive Processes
Focus on Capturing the basic transactions of
the process Generation of all desired reports
on the fly Eliminate Repetitive Processes
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Education Portal

• It is being used to automate, streamline and
  reengineer various processes and functions
  involved in the governance of the schools,
  managing the beneficiaries, staff and other
  entities of the school education system.
• It is facilitating evolution of the processes,
  mechanisms that facilitate integrated, well
  synchronized and transparent functioning of all
  participating departments, agencies,
  beneficiaries and other stakeholders.
• It comprehensively addresses the diverse needs of
  students, teachers, citizens and educational
  managers.

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Strategy

• Codification and Creation of a LIVE Relational
  database of core entities (Teachers, Schools,
  Offices, Institutions, Agencies, Payment
  Authorities, Civil works, OOSC, CWSN,
  Beneficiaries)
• Role-based, work-flow applications designed to
  STREAMLINE and AUTOMATE various PROCESSES
  involved in CORE FUNCTIONS
• The authenticated user is allowed to access the
  application for which he is authorized and can
  work on only those entities that are under his
  domain.
• In-house Development by NIC for economy,
  efficiency, reliability, easy adaptability and
  scale up

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What the Portal Does

• Office/School/Institution/Unit Management Live
  databases of all entities
• School Management System- enrollment,
  facilitation for PTR norms, CTR Norms, Guest
  faculty Deployment, SSA funds transfer

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What the Portal Does

• HR Management
• Employee database,
• Payroll,
• Service records,
• Transfers,
• Counseling for posting,
• Grievances redressal,
• Contributory Pension

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What the Portal Does

• Demand and distribution of Assistance like
  Textbooks, Uniforms, Scholarships, bi-cycles etc
  
• Academic Achievement levels of Children - Monthly
  Tests , analysis of weakness

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What the Portal does

• Recognition to Private Schools under RTE
• Online application by Private Schools
• Process of Verification
• Online transmission of reports in the supervisory
  chain
• Issue of Certificate
• Monitoring of prescribed time limits

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What the Portal Does

• Out of School Children Registration, Follow-up
  and Mainstreaming
• Children With Special Needs (CWSN) Registration,
  Follow-up for Medical test, aids and other
  assistance and Mainstreaming
• Village Education Register- micro-level planning
  up-to habitation level

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What the Portal Does

• Content Management System- Online circulars,
  GOs, Schemes, tenders
• Civil Works Management and Monitoring
• Financial and Accounts Management System for SSA

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What the Portal Does

• Learning Resources- Online Multimedia Lessons,
  Online Textbooks, Model Question Papers
• School Inspections Monitoring, follow-up and
  Management

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Implementation - Registered Users

• 3500 Payment Authorities/HSS Principals
• 50 District Education Officers
• 50 District Organizer /Asst Commissioner (Tribal
  Welfare)
• 50 District Project Officers
• 313 Block Education Officers (BEO)
• 313 Block Resource Coordiations (BRC)
• District Institutes of Education Training (DIET)s
• Collectors
• CEO, Zilla Panchayats
• Employees/teachers
• All officers who conduct inspections

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Impact

• Portal has allowed efficient and effective
  management and co-ordination of very complex
  education sector
• Meshing and relating the data to improve the
  quality of data and monitoring
• System forewarns about problems, pinpoints them
  and facilitates timely interventions
• teachers not teaching, poor performing teachers,
  schools,
• zero/ one teacher schools, surplus staff,
  providing guest faculty
• Shortage/surplus of textbooks, Uniforms and other
  assistance
• Control on falsification of records diversion
  of funds and greatly enhanced transparency,
  efficiency and economy in implementation of
  schemes

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Impact

• Timely and accurate disbursement of salaries,
  direct allotment to 3500 DDOs by the HODs
• Timely, transparent redressal of grievances and
  deficiencies found in inspections
• Drastic reduction in time taken in routine
  processes- Labor, Cost and energy savings
• Remarkable improvement in quality of entity and
  process information and its timely
  availability/retrieval
• Remarkably improved ICT penetration, awareness
  and use among education managers and school
  teachers engaged in children education
• Facilitates transparency and social oversight
• Improved quality of process and entity data
• Information based planning and rationalization
  of facility creation (toilets, electricity) and
  additional rooms in the schools

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Impact

• Facilitates and forces improved use of human
  resource
• Facilitates focused intervention in problem areas
  improved enrollment, retention and
  mainstreaming of OOSC
• Facilitated accountability of teachers,
  sub-engineers etc.
• More effective efficient communication
  Compliance of Government orders
• Control on falsification of records diversion
  of funds and greatly enhanced transparency,
  efficiency and economy in implementation of
  schemes
• Checking and controlling unauthorized
  shifting/transfers of teachers as the new payment
  authority at the new place of posting can not
  draw the salary until and unless the competent
  authority endorses the transfer and shifts the
  teacher to a new payment authority
• Rationalization of the teachers by shifting the
  excess staff to the understaffed schools for
  ensuring proper Pupil-Teacher Ratio in schools

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Awards
Gold Icon National E-Governance Award of Govt
of India
CSI-Nihilent e-Governance Award of Excellence
for 2008-09
Manthan South Asia Award 2009- under
E-Governance category
Best IT Project under IT for Masses Category
Award of Govt of MP for Excellence in
e-Governance initiatives for 2008-09
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Contact Details
Ashok Barnwal Secretary, School Education,
Govt. of MP akb200_at_gmail.com Sunil
Jain Techncial Director, NIC, Madhya
Pradesh sjain_at_nic.in
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Portal Design and Architecture

• 24X7 Accessibility from anywhere Web-based,
  online system can be accessed from any PC using a
  browser
• Single sign-on for all applications, Role-based
  access to all
• Log-in /Passwords issued to all 3.5 lac
  teachers/staff
• Hindi support using Unicode and intuitive
  interface
• Scalable architecture to accommodate more
  applications and users
• Captures transactions and generates Progress
  reports/analytical reports
• Each and every transaction /operation is logged
• Integration with SMS gateway for push and pull
  services

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Process Re-engineering Legal reforms

• GoMP order- Use the Portal for the generation of
  the pay bill of the employees is mandatory.
• Treasury offices - ordered to accept only those
  pay-bills that are generated through the online
  HR applications
• Use of the Unique ID issued by the Portal has
  been made mandatory for all administrative
  purposes.
• System of sending the reports/messages/data by
  e-mail/fax/CD etc have been discontinued and all
  the information now flows only through the
  portal.
• Online Endorsement of Transfers from portal
• Online creation and implementation of e-service
  book.

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Process Re-engineering Legal reforms

• Govt. orders Issued for following
• Portal to be used as a Single Source of
  Information for all functions.
• Online registration of inspection reports and
  their Follow-up Action
• Online Grievances registration and redressal
  system
• Online registration and tracking of Out of
  School Children
• Use of Portal for online monitoring at District,
  Block and JSK Level
• Civil works- Online registration, monthly
  progress update, Completion details,
  accountability, Photographs

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HR MIS

• HRMS Has been designed with the aim to
• to effectively and proactively manage and
  rationally deploy nearly 3.5 lac teachers staff
• to ensure timely payment of their salaries and
  prompt redressal of their grievances,
• and to prevent pilferage/leakage in payments of
  salaries and other entitlements etc.
• and to be able to monitor the implementation of
  RTE Act, 2009.

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HR MIS

• Unique ID allotted to all teachers/staff, Use of
  ID made mandatory
• Online Payroll of 3.5 lac teachers/staff
  implemented
• School-wise, Salary bills of the teachers and
  staff are now to be mandatorily prepared online
  by the Payment Authorities/DDOs.
• Payroll data binds schools and teachers.
• Payroll data helps in tracking the movement of
  teachers due to transfers, promotions,
  retirements etc
• Online System to effect the transfers and
  generate transfer orders and track the relieving
  and joining
• Online maintenance of service records (e-Service
  book)
• Guest-teachers
• Analysis of the payroll enrollment data to
  identify the schools where guest faculty is
  required.
• All Guest Teachers are registered on the Portal
  and the bills of their honorarium are generated
  through the portal

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HR MIS New Pension Scheme

• Implementation of New Pension scheme
• Portal generated application format for allotment
  of PRAN No for subscription of scheme
• Integration of the pay-roll for deductions of
  employee share and Govt contribution
• Implementation of the centralized system and
• Integration with NSDL for uploading the
  subscription details and release of the amount to
  NSDL

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HR MIS

• Login/passwords have been issued to all teachers
• Using this authentication they can now
• Register their own service record details that
  can be verified by the competent authorities
• Register inspection reports
• Register work progress reports
• Submit and track their grievances
• Submit their nominations for teacher awards
• Appear in onlie tests conducted for assessing
  their skills
• Register the enrollment figures of their schools
• Manage/maintain their school websites
• Upload useful contents/best practices/suggestions
• Print pay-slips/annual statement of salary
• Submit the choice of posting in schools (online
  counseling)

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HR MIS - Impact

• The new system has facilitated
• A proper system to ensure the timely generation
  and payment of correct salary bills,
• Correct timely fixation of increments,
• Saving of time, efforts and mistakes in payments
  of salaries and other allowances
• Authentic data of teacher staff deployment in
  real time,
• Knowledge to proactively address all
  establishment related issues of entitlements etc.
  e.g. seniority, promotions, time-scale fixation,
  pay fixation, regularization, trainings, pension
  etc.,
• Online registration, tracking and timely
  redressal of grievances
• Check on bogus appointments, payments and
  deployment of guest faculties against the set
  norms,

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HR MIS Impact

• Timely tracking/ updating of appointments,
  retirements, resignations, transfers of teachers
  as details of new appointments, postings,
  transfers, absentees and retirements MUST get
  updated every month in order to finalize pay bill
  of the month,
• Ensuring compliance of Government policies
  instructions on transfers, attachments and
  preventing unauthorized transfers and attachments
  etc., Correct DDO-wise salary head budget
  allotments directly by the HoD,
• Rationalization of teachers subject-wise, subject
  group-wise based on students enrollment as per
  RTE norms and State Norms for secondary schools,

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HR MIS IMPACT

• Identification of zero teacher schools
• Correct forecasting for ensuring proper timely
  recruitment of teachers on the basis of need of
  teachers subject-wise on basis of enrollments
  in schools in compliance to RTE Act 2009,
• Sharing of all information on HR deployment etc.
  by keeping it in public domain thereby,
  fulfilling RTI requirement and enabling social
  participation, oversight audit,
• Seamless integration with information on
  school-wise and class-wise enrollments,
• Tracking of performance of each teacher in
  relation to academic performance of students
  being taught by him/her.

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HR MIS IMPACT

• The facilitation provided by the system above has
  brought about significant and perceptible
  improvements in the systems and institutions
  through improved performance
• enabled proactive governance,
• checked leakages and made the system efficient
  and effective e.g. number of schools with Zero
  regular teachers have come down from 15000
  schools to nearly 2300 schools
• nearly 10 days time and effort spent on paybill
  preparation has been reduced to just half an
  hour.
• The system will yield further enormous benefits
  with increased oversight by public
  representatives, media and society at large and
  compulsions of RTE Act 2009 in relation to
  teachers deployment school-wise, as all
  inadequacies of governance deficiencies in
  relation to RTE are visible in public domain

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RTE Implementation School recognitions

• Online receipt of the applications from
  non-government schools for recognition under the
  RTE, Act 2009
• Facility to upload all supporting documents along
  with the application
• All private schools provides login/passwords
• Online work-slow system involving BEEO and DEO
  to process the applications, register the
  inspection details and grant of recognition to
  the school.
• Online generation and dissemination of School
  recognition certificate.
• Dissemination of the complete profile of the
  schools as submitted by them for obtaining
  recognition for social audit.
• Online dissemination of the reports filed by the
  inspecting officer in reference to the
  infrastructure, facilities, teachers/staff,
  grounds etc as claimed by the school in his
  application form.
• Online monitoring of the pendency status at
  office of BEEO, DEO
• Facility of track the application status for
  schools by registration numbers

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RTE Implementation Govt Schools

• Various systems of the Portal is facilitating in
  helping the adherence to RTE norms and
  requirements
• Assessment of the requirement of schools in
  various habitations
• Assessment of the school-wise, subjectwise
  requirement of teachers as per the enrollment
• Assessment of the training requirements of the
  teachers
• Ensuring 100 enrollment (VER data)
• Ensuring academic achievement levels of the
  students (Monthly assessment)
• Monitoring the attendance of the students and
  identifications of the potential drop-outs
• Teachers that are likely to be NOT Teaching and
  engaged in the Non-Teaching Activities 
• Teachers grievances and their timely redressal
• Facilitation of children belonging to weaker
  sections and disadvantaged group by timely
  assistance

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Finance Accounts Management System

• Problems were faced in timely transfer of funds
  related to various schemes/activities to schools
  and other agencies
• Online registration maintenance of the details
  of the scheme-wise account numbers and IFS Code
  of all agencies (schools, offices etc)
• Online generation of the fund release orders and
  bank advise by State and Districts to various
  agencies.
• Rationalized transferred of funds using the
  realtime funds using the the real-time data of
  the enrollment module, teachers (payroll) after
  taking into account the existing fund transfer
• Efficient, appropriate transfer of funds to
  authentic accounts is now possible
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  

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Finance Accounts Management System

• Schools will be able to upload the details of the
  expenditure (head-wise/component-wise) using the
  login/password provided to HM/teachers
• Utilization certificate shall be generated from
  the portal
• Scanned copy of the signed UC will be uploaded on
  the portal

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Finance Accounts Management System

• All schools, agencies, teachers, public etc can
  now view the details of the funds transferred /
  spent for various schemes/activities
• Facility to send SMS to school teachers/SMC
  members/parents (that have registered their
  mobile phone numbers) as soon as the funds are
  released to the school
• Online availability of the scheme-wise/component-w
  ise/sub-component-wise fund availability
  /allocation/expenditure

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Benefits of Finance Accounts Management System

• All 1.40 lac authentic Bank Accounts with IFS
  code opened in Nationalised Banks related to
  Agencies of SSA are available on Education
  portal.
• All Govt Schools (PSUPS), Panchayats doing
  civil works of SSA, KGBVs, Girls Hostels, RBCs,
  HDCs, Platform School, CRCs, BRCs, BEOs, Zila
  Shiksha Kendras, DIETs/DRC, DEOs, AC Tribals/DO
  Tribals, PGBTs, SPOs, SCERT etc.
• Bank Accounts of All Teachers Employees of SSA
  are also available on portal

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Benefits

• Fund release to all these agencies accounts is
  made compulsory through education portal only
• Fund release can be done from State, District
  level login password
• Fund Flow can be easily monitored up to School
  level after fund release through portal
• Scheme wise, Agency wise activity wise fund
  flow can be monitored separately.
• Online Utilisation Certificate, Completion
  Certificate can be easily prepared after data
  entry of school level utilisation certificates
  at CRC level

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Benefits of online Financial Accounting
Management System (FAMS)

• Amount can be released within 2-3 days to
  concerning sub district level agencies through
  SBI with RTGS, NEFT facility
• Problem of duplicate bank account or wrong
  account for school has been solved with the help
  of portal
• All Core banking bank accounts can be monitored
  with the help of banks online websites through
  corporate banking process
• About 1 lakh bank accounts in SBI are being
  monitored online through SBI website
  www.onlinesbi.com
• Information related to fund release is sent to
  related account holder through SMS module from
  portal after printing of Fund release order.

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Village Education Register

• Comprehensive family-wise survey is done in more
  than 1 lac habitats of the State for identifying
• Target Children for enrollment
• Class-wise, Category-wise, Gender-wise
  Enrollment.  
• Out of School Children- Drop outs, Never
  Enrolled
• Children With Special Needs
• Homeless Children (Beghar)
• The survey includes all children of State from
  age group 3 to 14
• Portal facilitates online capturing of survey
  forms in error free manner.
• The data is consolidated and analyzed at various
  administrative levels i.e. JSK, Block, District
  and State

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Village Education Register

• VER Data is used for assessment of the special
  trainings requirements for OOSC
• Micro level interventions are planned and Impact
  of Government programs is evaluated by analyzing
  the VER Survey data.
• Quality of data has helped in planning the
  action required for creating/augmenting education
  facilities in any habitat and accurate allocation
  of funds for mainstreaming of out of school
  children and assistance to Children with Special
  Needs.

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Children with Special Training Needs (OOSC)

• Registration of OOS Children with their detailed
  Profiles
• Assessment of personalized training requirements
  as per the profile of the children and their
  choice.
• Registration of all agencies involved in special
  training
• Online updation of the follow-up efforts for
  enrollment and mainstreaming of children
• Agency-wise details of children enrolled for
  special training
• Common public can also report a child for
  mainstreaming.
• More than 1.5 lac children have already been
  registered and are being actively followed up for
  mainstreaming.
• Expenditure on the mainstreaming of the OOSC has
  come down drastically despite larger number
  getting mainstreamed due to the micro level
  planning and focused interventions and improved
  monitoring at the individual child level.

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Children with Special Training Needs (OOSC)

• Online registration of the detailed profile of
  all CWSN
• Analysis of the profile of the CWSN has
  facilitated the assessment of
  interventions/aids and helped in providing
  diverse need based interventions like Braille
  books, mobility allowance etc. to the CWSNs for
  the first time and that too directly through PTA.
  
• Tracking of
• Status of their medical evaluation
• Assistance being provided to the child to ensure
  personalized follow-up and facilitation of the
  aids.
• All the information on the above is also made
  available to public for social audit/transparency.
  
• Portal has facilitated analysis -gt The
  intervention has helped in improving the
  absorptive capacity of expenditure on the CWSN
  from Rs. 600/- per CWSN to Rs. 1200/- per CWSN.

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Online Enrollment System

• Portal facilitates the capturing, updation of
  caste-wise, gender-wise, class-wise enrollment
  figures
• School HM/Jan Shikshak can register/update the
  enrollment figures using his login /password and
  generate the enrollment report from portal
• Portal generated enrollment report is signed by
  the school HM, SMC and its scanned copy is
  uploaded on portal to ensure authenticity and
  enforce responsibility
• Accurate, authentic and up-to date enrollment
  figures facilitates in deciding
• Posting of teachers to ensure the recommended PTR
• Planning of new class rooms
• Transparent planning and distribution of various
  assistance being provided to students like
  textbooks, Scholarships, Uniform and Bicycles
• Monitoring of attendance
• Release of funds/grants

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Learning Enhancement Program

• Monthly tests of various Subjects are conducted
  in all schools to assess competency levels of
  children
• Question bank uploaded on the portal to
  facilitate common benchmark
• Portal captures School-wise, Subject-wise,
  Teacher-wise Results.
• Portal generates the list of teachers who drawing
  the salary from a school but are not teaching
  any class.
• Portal Generates the list of poor performing
  teachers, schools
• Portal generates grading of the schools, blocks
  and districts and facilitate timely correction
  actions.
• Capacity building of the poor performing
  teachers can be planned.

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Learning Enhancement Program

• Performance Analysis
• - District-wise, Block-wise ranking based on
  performance of schools
• - Schools -Count and list of poor performers
• -Count and list of good performers
• - Teachers -Count and list of poor performers
• -Count and list of good performers
• Teachers who are not teaching any class at all
  and are likely to be engaged in non-academic
  works
• Pendency Reports
• District level, block level Summary, List of
  schools
• Discrepancy Reports
• District, Block Level summary, Schools where
  discrepancy has been found

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Inspections

• More than 1 Lac school inspections are being
  carried out by various designated officers
• Inspecting officers have to register inspections
  reports using their login-passwords
• The problems related to absent teachers, short
  attendance, textbook related problems reported
  by the inspector are made available to the
  concerned authority for necessary follow-up
  action
• Portal facilitates effective and meaningful
  inspections
• State-level/district-level/block level and school
  level analysis and monitoring of various types of
  issues/problems and follow up action taken by the
  concerned authority

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Inspections -reports

• Online registration of the inspection report with
  the short-coming found by the officer.
• Online entry of the Corrective follow-up action
  taken on reported problems
• Action on Absent teachers
• List of officers who are not conducting the
  inspections as per their specified quota
• List of the inspections where follow-up action is
  pending
• List of schools that have not been inspected
  since the specified period
• List of schools where same problem/short coming
  is being repetitively reported
• List of schools with shortage of textbooks, poor
  academic achievement levels of children, poor
  attendance of children
• List of cases where action is pending since the
  specified date.

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Proactive Governance

• Online mashing and analysis of the transaction
  data related to various entities and processes
  generate several analytical reports that are
  being used for forecasting the problems and
  issues in the initial stages and help the
  departments in taking timely preventive/corrective
  action
• 
  
• List of Zero regular teacher schools,
  under-staffed schools, over staffed schools
• List of habitations that do not have a school, Or
  have more than one/two schools
• List of teachers that are likely to be engaged in
  non-teaching functions,
• List of teachers whose salary is not being
  prepared, Grievances are pending

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Proactive Governance

• List of Schools
• showing poor academic performance in monthly
  tests,
• need guest faculty,
• schools where monthly tests are not being
  conducted,
• schools where the students are likely to drop
  out,
• schools that have not been inspected since a
  specified period.
• list of schools that need to be visited and
  inspected by district authorities.
• Provides information to proactively address all
  establishment related issues of entitlements etc.
  e.g. cases of time-scale fixation, pay fixation,
  regularization, pension etc. that are due,
• Facilitates rationalization of teachers
  subject-wise, subject group-wise based on
  students enrollment as per RTE norms and State
  Norms for secondary schools,