implementation of odisha secretariat workflow automation ... 2.0 - r n palai.pdf · odisha computer...
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Implementation of
Odisha Secretariat Workflow Automation System
(OSWAS)
Electronics and Information Technology Department
Government of Odisha
NCeG, 9th August 2019
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Agenda 1
Introduction to OSWAS
2 Objectives
3 Modules and Features
4
5
6
7
8
9
10
11
Workflow in OSWAS – Files, DAKs & Common Modules
OSWAS 2.0 Features
Project Governance Structure
Initiatives taken by Go)
Journey So Far
Outcome
Usage Statistics
System Diagram
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Vision:
To improve the Accountability, Transparency & Effectiveness in Government Administration by transforming the government functions and processes.
Mission:
To ensure Digital Processing of File and Correspondences across the state along with outlining the procedures for efficient and effective management of secretarial practice
OSWAS 1.0 Initiation : 2009-10 Support Phase : April 2013 – Nov 2019
OSWAS 2.0 Initiation : 2017-18 Support Phase : Jan 2019 – Dec 2023
Lead Department :
Dept. of Electronics & Information Technology, Govt. of Odisha
Stakeholders :
CM Office, CS Office and all Departments, Odisha Secretariat
Implementing Office - Dept. of E&IT (GoO) & Odisha Centre Application Centre (OCAC)
SI - Tata Consultancy Services
Introduction to OSWAS
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Objectives
01 Technology Refresh
02 Feature Upgrade along with Mobility
03 Enterprise approach across the State
04 Transform Government Processes across Dept.
05 Establish collaborative work environment
06 Move towards Digital Work Environment
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State 5 T’s objective
23
Team Work
Technology
Time
Transparency
Digital Processing in place of manual intervention
Easy access to lakh of records
Centralized file and correspondence numbering System
Less paper environment
Tracking of Files with Pendency
Digitally secured Noting
Maintenance of Audit Trail for all transactions
Significant reduction in file Lifecycle
Easy access of files and disposal
Use of open source technology
Latest technology in Framework with security features
Web responsive
Single Sign on capability
Successfully implemented across multiple Gov. organisations
Handshaking between departments and directorates
Interdependent and interdepartmental file movement
Transformation
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Core (14 modules)
• Portal
• Dak / Correspondence
Management
• File Management
• File Processing
• Files Room / Record Room
• Document Management
• Knowledge Bank
• Workflow Management
• Communiqué System (Internal Messaging)
• Organization Structure Management
• Dashboard
• Notice Board
• MIS Reports
• Audit Trail Management
• Advanced Search Engine
Common (7 Modules)
• Leave Management
• Vehicle Management
• Online Telephone Directory
• Tour and Travels
• RTI
• Court Case
Management
• Assembly questions
24x7 secure access
Online publishing of Notices and circulars
Creation of Knowledge Base in secretariat
SMS and e-Mail Notifications
Digital Signature
Suite of real time Executive Dashboards
Odia language support
Integration with 3rd party systems
MIS and
Dashboards
Security and
Remote Access
(VPN)
Compatible to all devices
Remote access through VPN
Modules & Features
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Generic
•Open Source Technology Stack
•Integration and Interfacing Capability
•Multilingual with Odia Support
•Online Support Request Management
•Scalable solution
User Interface
•Personalization
•Web Responsive
•Cross browser compatible
•User Friendly
Core Applications
•Dynamic Template Management
•Customizable and Configurable Workflow
•DMS through File System
•Global Search
•Knowledge Base
Accessibility
•Accessible remotely over VPN •Users inside secretariat LAN can access in
mobile devices through Wi-Fi •Compatible to all mobile devices
Security Framework
•Follows Open Web Application Security Project (OWASP) Guidelines
•Implementation of Spring Security Framework
•Digital Signature and OTP
OSWAS 2.0 - Feature
Technology Stack
• Open Source : Java/J2EE, Springs, Hibernate • Database : My SQL
• Application Server : JBOSS
• OS : RedHat Linux
• Others : Zabbix (EMS), LDAP
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Highlights
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Project Governance Structure
Process Uniformity Across the Departments
Standardized file numbering system viz., (Dept-SEC-COL-No-Year)
Imparting Computer Fundamental training and application training to all users
Appointment of nodal officers across departments for monitoring of OSWAS
Workshop conducted for sensitizing nodal officers
Mandates by senior officials to process all files electronically
Monthly review meetings by Committees & all secretaries for smooth implementation
High Level Committee
headed by Chief Secretary
Oversee Committee headed by
Principal Secy to Governor
Technical Committee headed by
Director, IIIT-Bhubaneswar
Department Nodal Officers
& Key Users
Initiatives taken by Government of Odisha
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• Electronic processing for automation of Secretarial Functions
• Adoption of Digital Technology for smart governance
Initial Challenges • Infrastructure
• Server • End User
• Adaptability towards Digital
Transformation
Gathered Momentum • Upgradation of Infrastructure • Knowledge and Benefits on Electronic
processing to Department Users • Training on OSWAS to Users
Gradual Adoption : 2013
Revamped • Upgraded to OSWAS 2.0 • Electronic Processing of File
and Daks with end to end
processing • Secured VPN
Present Stage
User Base • 43 Departments including CM O and Governor office. • 3 Directorates – DG Vigilance, OSDMA, OCAC
• 4500+ Users • About 4 lakh file system and 53 lakh file processed
• About 40 lakh Daks and15.50 lakh Dak processed.
Journey so far
September 2009
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Network Architecture
Data Center – Secretariat DC DR Site NDC – New Delhi
BCP site – OSDC, OCAC
Data replication
OSWAS users
Data back up shall be done at two layers to ensure data protection.
• Redundancy • Security • Fail Safe • Recovery Time Object 1 hr
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OSWAS - Home Page
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OSWAS – User Dash Board
The worklist where pending files can be seen
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OSWAS- User Worklist
The list of files pending for disposal
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Previous noting
Noting editor Correspondence
OSWAS- File View
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OSWAS- Common Modules
Leave Module Assembly Questions
Tour & Travel
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OSWAS - Leave & Tour Module
Types of Leave
Leave
Balance
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1 Creation of File for a department with section and subject details
2 Notes are given on the Note side. Odia Language can be used for the Notings with Phonetic keyboard option
3 Drafts are created by selecting the draft type such as letter, office order, advertisement, agreement etc.
4
5 Files are sent in hierarchy using Send to Menu option
6
Incoming and Outgoing Daks are attached to the file using the functionalities of Dak Side in an eFile.
7 File Pendency can be checked in Graphical or tabular view
Actions on the file are taken selecting menu option from the Action Menu
Workflow Process in OSWAS
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Workflow Process in OSWAS
Shadow file
1. Referral Department can create shadow files.
2. The process of shadow file is similar as normal
file
3. The making decision by referral department,
advice is appended to main file automatically
Other processes relating to file
1. Part file Creation
2. Linking of files
3. Linking of Act, rules, notifications etc. in noting
from Knowledge bank
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Usage Statistics (Cumulative till 31st July 2019)
SL No DEPARTMENT NAME DAKS CREATED (New)
40,91,366
DAKS PROCESSED (Daks
Added to File) 15,57,510
CREATED FILES
(Unique)3,91,918
1 Agriculture & Farmer`s Empowerment 31141 10706 4145
2 Co-operation 66367 23152 5592
3 Commerce & Transport (Commerce) 16195 8068 1616
4 Commerce & Transport (Transport) 31347 11004 2487
5 Directorate of Vigilance 235 126 1505
6 Electronics & Information Technology 20471 8396 1790
7 Energy 79840 30967 5092
8 Excise 48245 15412 4210
9 Finance 35198 18919 41206
10 Fisheries & Animal Resources Development 58107 11291 3306
11 Food Supplies & Consumer Welfare 112049 39839 7114
12 Forest & Environment 84265 27076 8782
13 General Administration and Public Grievance 258328 43867 24964
14 Handlooms, Textiles and Handicrafts 42179 4045 3178
15 Health & Family Welfare 269864 95083 19218
16 Higher Education 304745 54299 18822
17 Home 171137 70798 20955
18 Housing & Urban Development 86442 36342 6752
19 Industries 54964 28721 6613
20 Information & Public Relations 26611 11663 3374
21 Labour & Employees State Insurance 69457 22116 3240
22 Law 39939 3521 4507
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SL No DEPARTMENT NAME DAKS CREATED
(New)
DAKS PROCESSED
(Daks Added to File)
CREATED FILES
(Unique)
23 Micro,Small and Medium Enterprises 53886 11707 3093
24 Odia Language, Literature & Culture 19548 7443 1256
25 Odisha Computer Application Centre 6648 2560 978
26 Odisha State Disaster Management Authority 15679 464 407
27 Panchayati Raj and Drinking Water Department 160534 92954 20541
28 Parliamentary Affairs 29508 10628 2414
29 Planning and Convergence 89349 39582 8979
30 Public Enterprises 20176 9552 1973
31 Revenue & Disaster Management 620030 419187 61449
32 Rural Development 253333 114491 22842
33 School & Mass Education 253686 79400 22465
34 Science & Technology 11091 6201 1755
35 Skill Development & Technical Education 28575 6669 2034
36 Social Security & Empowerment of Persons with Disabilities 6406 919 932
37 Sports & Youth Services 46926 28964 2577
38 ST & SC Development, Minorities & Backward Classes Welfare 188401 51577 9044
39 Steel & Mines 61587 18518 3315
40 Tourism 6622 2527 1951
41 Water Resources 187080 33722 13106
42 Women & Child Development and Mission Shakti 64743 24381 5912
43 Works 60432 20653 6427
Usage Statistics Contd…. (Cumulative till 31st July 2019)
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File Movement Usage (Cumulative 53,30,226 files till 31st July)
SL No Department Processed Files (File Movement)
1 Revenue & Disaster Management 672912
2 Home 416996
3 General Administration and Public Grievance 387692
4 Rural Development 318152
5 Health & Family Welfare 269243
6 Higher Education 253000
7 School & Mass Education 247705
8 ST & SC Development, Minorities & Backward Classes Welfare 211231
9 Finance 195850
10 Water Resources 185449
11 Panchayati Raj and Drinking Water Department 179988
12 Women & Child Development and Mission Shakti 152265
13 Forest & Environment 134711
14 Planning and Convergence 131756
15 Food Supplies & Consumer Welfare 126647
16 Office of Chief Minister 124933
17 Sports & Youth Services 109764
18 Industries 107547
19 Housing & Urban Development 98060
20 Agriculture & Farmer`s Empowerment 93709
21 Works 77441
22 Energy 67360
SL No Department Processed Files (File Movement)
23 Information & Public Relations 65325
24 Fisheries & Animal Resources Development 63460
25 Commerce & Transport (Transport) 59018
26 Labour & Employees State Insurance 56253
27 Parliamentary Affairs 48002
28 Steel & Mines 44198
29 Law 40177
30 Skill Development & Technical Education 39320
31 Excise 37596
32 Electronics & Information Technology 34592
33 Co-operation 34398
34 Science & Technology 33562
35 Commerce & Transport (Commerce) 31957
36 Odisha Computer Application Centre 29792
37 Handlooms, Textiles and Handicrafts 28245
38 Micro,Small and Medium Enterprises 27950
39 Public Enterprises 26601
40 Tourism 21438
41 Social Security & Empowerment of Persons with Disabilities 15068
42 Directorate of Vigilance 10787
43 Odia Language, Literature & Culture 10670
44 Odisha State Disaster Management Authority 9406
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Cumulative Usage (Last 5 Years) 4
9.9
55
.2
75
.4
64
.9
38
.94
55
6.8
71
5.9
10
86
.6
13
23
.9
79
4.3
4
64
6
74
2.2
74
1.6
85
5.3
51
3.1
8
39
6.4
46
4.9
58
9.9
60
1.1
36
0.6
6
0
200
400
600
800
1000
1200
1400
2015 2016 2017 2018 2019
Files Created Files Processed Daks Created Daks Processed
In Thousand
▪ Model State in Electronic File Processing
▪ Realization of 5Ts - Transparency, Teamwork, Time, Transformation and Technology
▪ 13.22 lakh file movement processed in a year and 6 lakh Daks processed.
▪ 5145 configured users and 3258 active
users processing files.
▪ YOY Increased usage ▪ Move towards digital transformation
▪ Standardization of File processing ▪ Online Tracking of KPIs
▪ Department wise ▪ Section wise ▪ Employee wise
Growth and adoption
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Quantum increase in Government Efficiency
Reduction in file cycle time By 70-75%
Saving of Papers across Years 41+ Lakhs of Papers
Centralized file/correspondence
numbering system a 0 manual register
entries
Easy and Fast access to 2+ Lakhs
of orders/rules
Less than 4-5
Seconds
a
Online Tracking of Files Approx. 429+
Thousand Files a
Digitally Secured Noting across
Department
Approx. 58+
Thousand Noting a
Implementation Outcome
Processing time of
Cases/GOs/GRs was in days
in manual mode
Prone to destruction &
manipulation of Data
Compilation of information
/reports
Lots of man hours needed for
file processing
Highly paper intensive
Little access control
Easy search and retrieval
of 74+ Lakh Records
58+ Thousand of Digitally
Secured Notings
Real time Dashboards for
KPIs
System driven file
processing resulted in
saving of man hours
Less paper Environment
Secured access control
Before After
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Extension of OSWAS Application to State Directorate Offices.
Integration of OSWAS with other application like HRMS, eAbhiyog, RTI, iFMS, eVidhan, etc.
e-Mail Functionality Deployment on Production Environment.
Recommending best practices and functionalities implemented in other state as per Requirement.
Strengthening of OSWAN and SECLAN connectivity towards proper usage at directorate.
OSWAS Way Forward
Thank you