Mr. Nirmaljeet Singh Kalsi, IAS (BE IIT Roorkee, M.Tech IIT Delhi) Director cum Secretary, Department of Information Technology Managing Director, Punjab ICT Corp. Ltd., Commissioner NRI Affairs, Govt. of Punjab

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Mr. Nirmaljeet Singh Kalsi, IAS(BE IIT Roorkee,
M.Tech IIT Delhi)Director cum Secretary,
Department of Information TechnologyManaging
Director, Punjab ICT Corp. Ltd.,Commissioner NRI
Affairs, Govt. of Punjab
Computerization of Transport Department
(Non-commercial wing), Punjab
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Presentation Overview

• Project Overview

• Project Evolution

• Problems in Manual System

• Improvement Opportunities

• Process Reengineering

• Pilot Implementation

• Key Challenges Mitigation Strategies

• Key Learnings

• Critical Success Factors

• State Wide Roll Out

• Project Highlights

• Voice of Citizens

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Project Overview
Name of the Project Computerization of Department of Transport, Punjab
Project Start Date November, 2003
Project Domain Government Citizens in Urban and Rural Environment
Project Status Pilot site Ropar went live (June, 2005) Smart Card based Pilot currently in progress at Mohali Process for State Wide Rollout started
Implementation Mechanism Pilot Government State-wide-Roll-out BOOT basis
Expenses/ Revenue Sharing Model for State Wide Roll Out Upfront payment by department for data digitization and servers Monthly re-imbursement of connectivity charges Monthly payment to BOOT operator on per card basis
Type of access to services Delivery Station (Transport Offices) Departmental web portal
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Project Overview
Source of Funds Central Assistance for Pilots State-wide-Roll-out BOOT basis
Ownership of IT infrastructure For Pilot sites Government State-wide-Roll-out BOOT Operator Ownership of Data State Government
Application Software Designed and Developed by NIC
Type of Project Citizen Centric
Expected Beneficiaries Both Government and Citizens
Total value of the project Rs 45 Crores (Approximately)
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Project Evolution
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Problems in Manual System
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Process delays
Time loss Factors Scope of Improvement
Time loss Applicant goes to clerk Waiting in queue to submit form Manual checking of Forms Submission of application and signature of appropriate authority Availability of requisite official No check on accountability Manual retrieval of forms Overloading of work with department staff Online availability of Forms Better turn around time Easy entry of online data Easy retrieval of historical records Easy electronic approval by the signing authority Need to make system transparent and effective
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Improvement Opportunities
Process Time Pre-implementation
Process Time Post- Implementation
1.5 Hours
2 to 3days
2 Hours
2 to 3days
Up to 7 days
1 Hour
3 to 4 days
1 Hour
1 day
30 min
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Proposed Reeingineering in DL Issuance
A

B
A
B
Non-value added
Value added
Proposed
Average time taken to get a license reduced from
2-3 Days to approx 1.5 Hours
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Proposed Reeingineering in RC Issuance
A
B
A
B
Non-value added
Value added
Proposed
Average time taken to get a RC reduced from 2-3
days to approx 2 Hours
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Pilot Implementation
June 2005-
May 2005
Feb 2005
July 2004
June 2004
Pilot Successfully Completed at Ropar
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Key Challenges/Mitigation Strategies
Area of Challenge Description Implementation Strategy
Data High Volume of Manual Records RC 2 Lacs DL 1.5 Lacs Data Digitization Outsourced Data Digitization Carried out round the clock in 3 shifts Control Oriented Data Entry Strategy
Data Poor Quality of Manual Records in some case Data Digitization Outsourced Data Digitization Carried out round the clock in 3 shifts Control Oriented Data Entry Strategy
Data Managing Data Entry Operations Data Digitization Outsourced Data Digitization Carried out round the clock in 3 shifts Control Oriented Data Entry Strategy
People Resistance to Change Formation of State and District level Committee Project level issues discussed during co-ordination committee meetings, reviews, discussions etc.
People Lack of Exposure to Technology Formation of State and District level Committee Project level issues discussed during co-ordination committee meetings, reviews, discussions etc.
People Interdepartmental Co-ordination Formation of State and District level Committee Project level issues discussed during co-ordination committee meetings, reviews, discussions etc.
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Key Challenges/Mitigation Strategies
Area of Challenge Description Implementation Strategy
Technology Lack of awareness of Computerization Well Designed Graphical User Interface for Ease of Use Capturing Finger Print through Bio Metric device Capturing Photograph Signature digitally through Web Cam Signature Pad respectively Comprehensive Technical Training Co-ordination with NIC for software issues
Technology Resolving bugs/errors/functional gaps during operationalization Well Designed Graphical User Interface for Ease of Use Capturing Finger Print through Bio Metric device Capturing Photograph Signature digitally through Web Cam Signature Pad respectively Comprehensive Technical Training Co-ordination with NIC for software issues
Technology Software stabilization Well Designed Graphical User Interface for Ease of Use Capturing Finger Print through Bio Metric device Capturing Photograph Signature digitally through Web Cam Signature Pad respectively Comprehensive Technical Training Co-ordination with NIC for software issues
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Key Learnings

• Continuity of the Pilot Project Officer during
  the entire tenure of
• the Project is key to the success
• Centralized initiative but decentralized
  implementation facilitated
• effective but speedy implementation
• Manpower intensive tasks shall be outsourced for
  its timely completion
• Timely availability of funds led to effective
  implementation
• Key process changes Role based functions
  discussed during training
• sessions.
• Guidelines and Orders issued from State
  District level communicated
• the message from the Top.
• Involve People Evolve Success

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Critical Success Factors

• Commitment and Continuity of the Project Team
• Effective Monitoring at State Level
• BPR initiatives to achieve the desired level
• Training Communication Strategy

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Key Features
Biometric Finger Print Capture
Better Turnaround Time
Efficient Handling of Records
Automation through Application Software
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Project Plan State Wide Roll Out on BOOT Basis
Geographic Coverage STC 1, DTO 20, RTA 3, SDM 52
Date of Issue of LoI (A)
Date of Contract Six Months (B)
B 4.5 Years
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Role of stakeholders
Department of Transport

1. Process Reengineering
2. Preparation of Detailed Project Plan
3. Provide premises for site preparation
4. Provide detailed guidelines/ manuals for all work
   processes
5. Co-ordination with NIC for application software

National Informatics Centre

• Co-ordinate with Transport Department for
  
• Software related activities like development,
  customization and installation
• Bug-fixing, up-gradation and post implementation
  issues
• Technical Support

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Role of stakeholders
BOOT operator

• Site preparation to meet requirement of
  computerization
• Supply of hardware/ data base software
• Deployment of requisite manpower
• Providing general facility, support systems and
  security measures at the site
• Transfer the operations and management at the end
  of term of contract

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Implementation Model for BOOT Operator
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Project Statistics
Data Digitization
Registration Certificates Approx. 35 lakhs
Driving Licenses Approx. 65 lakhs
Permits Approx. 84 thousands
Transaction Details
Approx Cost of Smart Card Based Transaction Rs
72
Year DL LLCL RC Permits
2006-07 451044 347536 615616 28067
2007-08 466831 359700 657803 30088
2008-09 483170 372289 689392 32254
2009-10 500081 385320 768424 34577
2010-11 517584 398806 821436 37066
Approx Cost of Paper Based Transaction Rs 42
Smart Cards
Paper Based
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Network Architecture
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KMS, Smart Card Solution and Citizen Data
Integration
VAHAN SARATHI
Forward Integration With Transport Software and
Database
Backward Integration With Historical Data
Transport Application Database
Smart Card

• Backward Integration with application software
• Replication of data at field offices with main
  database.
• Issue of smart card license/permits

Integration with smart card solution as per
SCOSTA
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Key Management System
Three Tier Security Key Infrastructure (MoRTH
Guidelines)
Computerization of Transport Department
Forward Integration of Database with
Application software Key Management System
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Financial Estimates for the project
S. No Cost Head Approx. Amt (INR)
1 Up-Front Payment During First Six Months for Data Digitization Servers/Database 3 Crores
2 Cost of Connectivity (To Be Reimbursed) 1 Crore /Annum
3 Cost of Transactions 8 Crores /Annum
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Project Highlights
Better turn around time for citizen services
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Project Highlights
Easy maintenance of records
Increased transparency in system
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Voice of Citizens
A simple less time consuming process for
getting DL and RC Avoidance of Touts
License Renewal takes less time as it used to be
4-5 years back Better Turnaround Time
affordable Cost of Service as compared to manual
For Quality Services we are ready to pay
Neat and Clean Environment with no stack of
files We hope the system will continue
forever Happy Citizens and Satisfied
Government
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The journey to 100 miles begins with a single step
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Thank You