computerization of transport department (non-commercial wing), punjab

Computerization of Transport Department (Non-Commercial Wing) Slide 1

Computerization of Transport Department (Non-commercial wing), Punjab

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


Presentation Overview• Project Overview

• Project Evolution

• Problems in Manual System

• Improvement Opportunities

• Process Reengineering

• Pilot Implementation

• Key Challenges & Mitigation Strategies

• State Wide Roll Out

• Critical Success Factors

• Project Highlights

• Voice of Citizens

• Key Learnings


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


Project OverviewSource 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)


Project Evolution

Standardization of Technologies and ApplicationBy MoRTH

Inter-operability of Licenses and Permitsacross the states

Roll-out of common strategies across all the states

Implementation on Pilot site Ropar in state of Punjab done successfully; Smart card implementation in

progress at Pilot Site Mohali

Process for State wide Roll-out started


Problems in Manual System

Multiple points of interaction between the citizen and the government

Duplication of efforts

Manpower Constraints

Inability to generate list of defaulters

Time wastage in search and retrieval of records


Process delays

TimeTime

lossloss

Factors Scope of Improvement

1. Applicant goes to clerk

2. Waiting in queue to submit form

3. Manual checking of Forms

4. Submission of application and signature of appropriate authority

5. Availability of requisite official

6. No check on accountability

7. Manual retrieval of forms

8. Overloading of work with department staff

1. Online availability of Forms

2. Better turn around time

3. Easy entry of online data

4. Easy retrieval of historical records

5. Easy electronic approval by the signing authority

6. Need to make system transparent and effective


Improvement Opportunities

Collection of tax

Issuance of

license

Registration

of vehicles

Issue of permits

Issue of fitness certificates

Key Services

2 to 3days

2 to 3days

Up to 7 days

3 to 4 days

1 day

Process TimePre-implementation

Process Time Post- Implementation

1.5 Hours

2 Hours

1 Hour

1 Hour

30 min


Average time taken to get a license reduced from 2-3 Days to approx 1.5 Hours

DL test(45 m)

Waiting for submission

of form (30 m)

Going to license clerk

To submit form (10 m)

Preparation of license(30 m)

Submission of applicant’s file to authority for signature.

Signature from the authority(1/ 2 days)

Issuance of license(20 m)

Filling of Appln

form(5 m)

Submission of Form

(30m)

Payment of fees(20 m)

Collection ofApplnForm(5 m)

Waiting in queue to

submit form(1 Hr)

Checking the form(10 m)

Going for DL test

(10 m)

Value added Non-value added


Filling of Appln

form(5 m)

Capturing Biometric finger print, electronic signature & web cam photo

& Payment of fees(10 m)

Waiting in queue to

submit form(5 m)

Going for DL test

(10 m)

DL test(45 m)

Going to license clerk

To submit form (10 m)

Waiting for submission

of form (5 m)

Submission of Form(2 m)

Preparation & Issuance of license(1 m)

Proposed

A

A

B

B

Proposed Reeingineering in DL Issuance


Average time taken to get a RC reduced from 2-3 days to approx 2 Hours

Preparation of RC(15 m)

Submission of applicant’s file to authority for signature, Calculation of Fees.

Signature from the authority(1/ 2 days)

Issuance of RC

(20 m)

Filling of Applnform(5 m)

Vehicle Inspection

( 20 m)

Submission of Forms

(20 m)


Going for Vehicle Testing(10 m)

Going to DTO

(10 m)

Writing in Register for Vehicle Reg

(20 m)

Preparation of RC & its activation(5 m)

Issuance of RC (5 m)


Filling of Appln

form(5 m)

Going for Vehicle Testing(10 m)

Data Entry(10 m)

Vehicle Inspection

( 20 m)

Submission of Forms

(20 m)

Going to DTO

(10 m)

Proposed Reeingineering in RC Issuance

A

B

A

B

Value added Non-value added Proposed


Pilot Implementation

BPR

Functional Specs

Planning

Budgeting

Sw Customization

Data Entry

Training

Hw Installation

Implementation

Monitoring & Stabilization

Pilot Successfully Completed at Ropar

June 2004

July 2004

June 2005-

May 2005

Feb 2005


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

Poor Quality of Manual Records in some case

Managing Data Entry Operations

People Resistance to Change • Formation of State and District

level Committee• Project level issues discussed

during co-ordination committee

meetings, reviews, discussions

etc.

Lack of Exposure to Technology

Interdepartmental Co-ordination


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

Resolving bugs/errors/functional gaps during operationalization

Software stabilization


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”


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


Key Features

Better Turnaround Time

Efficient Handling of Records

Biometric Finger Print Capture

Automation through Application Software


Project Plan – State Wide Roll Out on BOOT Basis

Date of Contract + Six Months

(B)

Operationalization

Of site

Issue of Card based

DL/RC

Consolidated Vehicle

Owners Database

B + 4.5 Years

Geographic Coverage: STC 1, DTO 20, RTA 3, SDM 52

Date of Issue of LoI

(A)

Finalization of RFP

Selection of BOOT

operator

Data Digitization

Site preparation

Inter-connectivity

Between field

offices

Hw & Mpwr

Deployment


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 :

1. Software related activities like development, customization and installation

2. Bug-fixing, up-gradation and post implementation issues

3. Technical Support


Role of stakeholders

BOOT operator

1. Site preparation to meet requirement of computerization

2. Supply of hardware/ data base software

3. Deployment of requisite manpower

4. Providing general facility, support systems and security measures at

the site

5. Transfer the operations and management at the end of term of contract


Implementation Model for BOOT Operator


Project Statistics

Data Digitization

Registration Certificates Approx. 35 lakhs

Driving Licenses Approx. 65 lakhs

Permits Approx. 84 thousands

Transaction Details

Year DL LL+CL 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

Smart Cards Paper Based

Approx Cost of Smart Card Based Transaction = Rs 72

Approx Cost of Paper Based Transaction = Rs 42


Network Architecture

LAN

SDM-1

DatabaseServer

MODEMROUTER

` `

`

SWITCH

RTA-1DTO-1

TRANSPORT STATE DATA CENTRE (at STC – Chandigarh)

LAN

Router

128 Kbps

Server

2 Mbps

Back up server

STC OFFICE

LAN

Database Server

2Mbps

LAN

DatabaseServer

MODEMSWITCH ROUTER

` `

`

LAN

MODEMSWITCH ROUTER

` `

`

SDM - 2

` `

Web server

Firewall

Router

256 Kbps LL

Internet

IDS

MODEM

DMZ

SWITCH

SWITCHSWITCH

LAN

MODEMSWITCH ROUTER

` `

`

SDM - 1

SWITCH

SWITCH

MODEM


KMS, Smart Card Solution and Citizen Data Integration

Backward Integration with application software Replication of data at field offices with main

database.Issue of smart card license/permits

Historical Data

Digitization

VAHAN &

SARATHI

Backward Integration With Historical Data

Forward Integration With Transport

Software and Database

Smart Card

Integration with smart card solution as per SCOSTA

TransportApplicationDatabase


Key Management System

VAHAN&

SARATHI

CKGA

DATABASE

Co

mp

ute

riza

tio

n o

f T

ran

spo

rt D

epar

tmen

t

STC

RTAs

SDMs

DTOs

Forward Integration of Database with Application software &

Key Management System

SKGA

LKGA

Th

ree

–T

ier

Se

cu

rity

Ke

y I

nfr

as

tru

ctu

re(M

oR

TH

Gu

ide

lin

es

)

TSDC


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


Project Highlights

State-wide-Roll out in Punjab on BOOT basis

Connectivity between all the transport offices

Integration with Challan Management System

Introduction of citizen services through website

Self-sustainable Project

Better turn around time for citizen services


Project Highlights

Automation of Processes for delivering Citizen Services

In-situ image capture for driving licenses

Use of bio-metric log on to establish robust security

Proposed implementation of smart cards for License and Registration

Easy maintenance of records

Increased transparency in system


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”

Computerization of Transport Department (Non-Commercial Wing) Slide 29 The journey to 100 miles begins with a single step


Thank You

computerization of transport department (non-commercial wing), punjab

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