department of home- egovernance roadmap
TRANSCRIPT
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Volume: EXT - 08 Department Home
February 2007
Department of Information Technology & ElectronicsGovernment of Uttar Pradesh
Version 1.0Submitted by:
Pw
Extensive As Is status study on IT usage and level of computerizationAnd
IT / eGovernance Roadmap
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Table of Contents
List of acronyms ......................................................................................................................4
Executive Summary..................................................................................................................6
CHAPTER 1: HOME DEPARTMENT A BACKGROUND................................................................ 17
1. Home Department - A background............................................................................18
1.1. Home Department.............................................................................................................. 181.2. Vision of the department..................................................................................................... 181.3. Expectations from Information & Communications Technologies (ICTs)................................... 181.4. Departments plan for next 5 years ...................................................................................... 191.5. Service delivery vision of the Department 5 year perspective............................................... 19
CHAPTER 2: AS IS STATUS.................................................................................................. 20
2. As Is status of computerization in the department................................................... 21
2.1. Manpower resources at various offices of the department...................................................... 222.2. IT organization & people.....................................................................................................222.3. Nodal Officer, Web Master and eGovernance team within the department............................... 222.4. IT related skill sets in the department .................................................................................. 232.5. Software applications in the department............................................................................... 232.6. Hardware and Networking...................................................................................................242.7. Data digitization ................................................................................................................. 252.8. IT policies.......................................................................................................................... 252.9. Key concerns of the department .......................................................................................... 252.10. Constraints to IT / eGovernance initiatives............................................................................ 262.11. IT / eGovernance initiatives that are in progress ...................................................................262.12. e-Governance Readiness score ............................................................................................28
2.13. Level of Computerization..................................................................................................... 29
CHAPTER 3: e-GOVERNANCE ENVISIONING............................................................................. 30
3. eGovernance...........................................................................................................31
3.1. Benefits of e-governance ....................................................................................................313.2. Departments envisioned state.............................................................................................323.3. E-Governance Delivery Model ..............................................................................................343.4. E-Governance Prioritization Framework ................................................................................353.5. e-Governance Roadmap......................................................................................................37
CHAPTER 4: GAP ASSESSMENT...............................................................................................41
4. Gap Assessment......................................................................................................42
4.1. The gaps with respect to the future plans of the department .................................................42
CHAPTER 5: IDENTIFICATION OF SPECIFIC eGOVERNANCE PROJECTS ..................................... 44
5. Specific eGovernance projects ..................................................................................45
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CHAPTER 6: DATA DIGITIZATION...........................................................................................49
6. Data Digitization...................................................................................................... 50
6.1. Data digitization strategy .................................................................................................... 506.2. Cost / financial outlay and timeframe for data digitization ...................................................... 51
CHAPTER 7: IT ROADMAP IMPLEMENTATION FOR THE DEPARTMENT ....................................... 52
7. IT Roadmap Implementation....................................................................................53
7.1. Planning & Organization...................................................................................................... 557.1.1. Define a strategic IT plan.................................................................................................... 557.1.2. Define the IT organization, direction and relationships........................................................... 557.1.3. Define the IT Policies and Procedures .................................................................................. 567.1.4. Define the Standards.......................................................................................................... 577.1.5. Manage IT Investments ...................................................................................................... 577.1.6. Communicate the Management aims and direction................................................................ 58
7.2. Acquisition and Implementation........................................................................................... 597.2.1. Define the user requirements .............................................................................................. 597.2.2. Acquire and Maintain application software ............................................................................ 597.2.3. Acquire and maintain technology infrastructure..................................................................... 607.2.4. Install and accredit systems ................................................................................................ 607.2.5. Manage changes ................................................................................................................ 617.3. Delivery and Support .......................................................................................................... 617.3.1. Define and manage service level.......................................................................................... 617.3.2. Manage third party services................................................................................................. 617.3.3. Manage performance and capacity....................................................................................... 627.3.4. Ensure continuous service ................................................................................................... 627.3.5. Ensure Secure System ........................................................................................................ 63
7.4. Monitoring ......................................................................................................................... 647.4.1. Monitor the processes......................................................................................................... 647.4.2. Assess internal control adequacy .........................................................................................647.4.3. Provide for independent audit and obtain independent assurance ........................................... 64
CHAPTER 8: IMMEDIATE POSSIBLE COMPUTERIZATION INITIATIVES ....................................... 65
8. Immediate possible computerization initiatives........................................................... 66
CHAPTER 9: ANNEXURES .......................................................................................................67
9. Annexure................................................................................................................ 68
9.1. Annexure -I: Contact details of the department.................................................................... 689.2. Annexure -II: Solution deployment model............................................................................ 699.3. Annexure -III: Training requirements of the department....................................................... 729.4. Annexure -IV: Best practices on Information technology usage on IT policies, standards
and guidelines.................................................................................................................... 789.5. Annexure -V: Suggestive Information directory for the website ............................................. 889.6. Annexure -VI: Data digitization guidelines ........................................................................... 89
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List of acronyms
AMC Annual Maintenance Contract
BPR Business Process ReengineeringDHTML Dynamic Hypertext Markup LanguageDPR Detailed Project ReportDRP Disaster Recovery PlanDSS Decision Support SystemeGov Electronic Governancee mail Electronic MailG2C Government to CitizenG2G Government to GovernmentGO Government OrderGPF Government Provident FundGPR Government Process ReengineeringGoUP Government of Uttar Pradesh
HO Head OfficeHOD Head of DepartmentHTML Hyper Text Markup Language
ICT Information & Communications TechnologyIT Information TechnologyISSP Information System Security PolicyKBPS Kilo Bytes Per SecondLAN Local Area NetworkMIS Management Information SystemMPR Monthly Progress ReportNeGP National eGovernance PlanNIC National Informatics CenterOS Operating SystemPC Personal ComputerPeMT Project eGovernance Mission TeamPERT Project Evaluation and Review TechniquePKI Public Key InfrastructurePPP Public Private PartnershipPwC PricewaterhouseCoopersPMS Personnel Management System
RDBMS Relational Database Management SystemSDLC Software Development Life CycleSeMT State eGovernance Mission teamSRS Software Requirement StudyTNA Training Need Analysis
UP Uttar PradeshUPDESCO Uttar Pradesh Development System CorporationXML eXtendible Markup LanguageVSAT Very Small Aperture TerminalWAN Wide Area Network
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Executive Summary
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Executive Summary
Success to eGovernance projects largely depends on three dimensions (a) People, (b) Processesand (c) Technology. Department of Home needs concerted efforts in all the three dimensions toensure that departmental services reach to its beneficiaries efficiently and eGovernance efforts helpmeet the departments objectives successfully.
In order to align the departments eGovernance initiatives with National eGovernance Plan (NeGP)and State eGovernance efforts, Government of Uttar Pradesh has appointedPricewaterhouseCoopers (PwC)to undertake "As Is assessment of Information Technology (IT)usage and level of computerization in the department and subsequently prepare 5 yeareGovernance roadmap for the department.
This draft report summarizes the existing status of the department towards computerization andeGovernance initiatives. With the understanding of the departments vision, services, stakeholders,expectations from Information Communications & Technology (ICT) and the envisioned state ofthe department for next 5 years in respect to interface with its beneficiaries / stakeholders,eGovernance roadmap has been prepared and presented with a 5 year view in this report.
The focus of eGovernance is the services of the department that it renders to its beneficiaries /customers and not merely the activities that the department does.
The findings of As Is study on IT usage and level of computerization for Department of Homeare as follows:
As Is Assessment Status
Existence of Core departmental software application Is being developed through NIC
LAN at HO Exists but is non functional
LAN at other offices Does not exist (Is beingdeveloped)
WAN for the department Is being developed
Official e-mail id of the departmental personnel Does not exist
Existence of web site Yes
State of data Manual (Is being digitized)
Skills (for IT and relevant area) IT training is being providedthrough UT Police Technicalservices
Existence of departments eGovernance team Yes
Existence of eGovernance Nodal Officer Yes
Existence of web master Exists
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As Is Assessment Status
Existence of IT function / cell in the department Exists
Existence of formal IT policies in the department No
Level of computerization score (from three categories of High,Medium and Low)*
Medium
Level of eGovernance readiness (from three categories of High,
Medium and Low)*
Low
* Framework for level of computerization and eGovernance readiness score is provided inchapter -2 of this report.
The department envisages that all offices of the department viz Head office, and field offices are
networked with each other so that the information flow is prompt and information related to
decision making is available with out unnecessary delays. The department also envisages that Head
office and field offices are connected to treasury so that electronic submission of documents and
flow of funds can be facilitated.
In realizing the vision of providing services efficiently and promptly from each office of the
department, it looks forward to provide personal computers upto the level of senior clerk / section
officer. The basis of providing computers upto this level is that the paper work is mostly handled by
them, and by automating the services upto this level of department, eGovernment services can be
provided efficiently to the citizens. Automating the services in phased manner will enable the
department to provide G2C and G2B and G2G services to the citizens / and other stakeholders in
effective and efficient manner.
The department envisages framing of policies that help general public and for pressing effective
services in those areas that require immediate and focused attention. In order to create such
policies and provide effective services, department needs to have two way-communications for
information and data with the field offices. On one hand, the basic data regarding the needs of
citizens / beneficiaries would be communicated to the top level authorities so that necessary actioncan be initiated, and on the other hand the departments responsibilities towards its field offices
regarding supply of material / technology / advice / funds could be expedited. The essence of this
two way communication is to ensure that the beneficiaries of the department are provided with
prompt services without hassles and cumbersome follow ups.
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eGovernment is the achieved through meticulous planning, commitment from top management and
dedicated personnel. It is essential that a very clear vision for the department is created and is
percolated to all the employees. There are 4 stages in eGovernment; (1) Publish, (2) Interact, (3)
Transact and (4) Integrate.
In stage one Publish, the department aims in providing the information about the department
through electronic mode like website. The basic idea of this stage is to have wider visibility and
accessibility of the department.
The department could provide information regarding the procedures to avail the services, the acts /
rules and various GOs, various documents that be of use to the citizens, performance indicators
(both financial and physical) of past couple of years, future plans and targets for the current fiscal,
management structure, names of the officers along with their contact numbers , email id etc.
In stage two - Interact, the department progresses from earlier stage wherein one way
communication (from the Government to the citizens) was possible, to the two way communication
(between the Government and Citizens / Business etc).
The department could accept and write official emails to have closer interaction with the general
public to cut short usually long communication time, could accept feedback on various issues and
welcome comments on the delivery of services or any other issues.
In stage three Transact, the department progresses from stage II of merely informational
communication, to transactional stage. In this stage the department attempts to deliver the services
electronically. Certain specific services, for example, imparting of education (to students), treatment
of a patient (to patient) or distribution of seeds (to farmers) cannot be provided through electronic
modes, however, the delivery of such services can be facilitated with eGovernance. In reference to
the above cited examples, enrolment of student and for scholarship, registration or appointment
with the doctor or OPD (Out Door Patient Department) and registration & licensing of the retailer
for the seed can be accelerated with eGovernance. In this stage the financial transaction between
the beneficiary and the Government could be carried out through payment gateway with the help of
electronic fund transfer (EFT), electronic banking, credit card, debit card etc without having the
need to visit the Government department / treasury to do the financial transactions. It is not
imperative for the beneficiary to have a credit card to avail of the facility of electronic fund transfer,
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most of the banks are moving to computerized environment and this facility (of EFT) can be availed
from the bank of the beneficiary.
In stage four Integrate, the department transcends its physical boundary and shares data and
information with other departments to provide the services to its beneficiaries. In this stage thedepartment shares its databases and other information electronically with concerning departmentsbased on need to know basis. An example could be admission of a candidate in Governmentmedical college. The verification of credentials at the time of admission could be done electronicallylike High School & Intermediate marks and subjects studied (from the department of SecondaryEducation), Caste status (from Rural / Panchayati Raj Department in case of rural candidate andCollectorate in case of urban candidate).Successful eGovernment is achieved through gradual steps. The following activities could beundertaken as possible immediate computerization initiatives:
The following activities can be undertaken as possible immediate computerization initiatives:
(1)Augmentation of IT function / cell
(2) Preparation of DPRs for
a. Hardware requirements
b. Software requirements
c. Networking (LAN structure)
d. Connectivity (between the offices of the department)
e. Training (Training Need Analysis)
f. Web site
g. Data digitization
(3) Seek approval of DPRs
(4) Successful implementation of software at pilot sites and post pilot implementation then roll
out to all the locations
(5) Start the training of the staff
In order to undertake eGovernance activities, approximate costs have been estimated for thefollowing
(a) Hardware
(b) Software development
(c) Data digitization
(d) Training, and Total cost for all the four components
(The costs and the requirements provided in this report are only an estimate, it is important to notethat a detailed project report needs to be prepared for each project for precise estimation of cost)
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Approximate costs for hardware components
Component Item Requirements Per unit co
PC 14264
Dual Processor based server (for database, application and backup) 6 8
Single processor based server (For web and proxy) 73 4
Servers & System Cost
LAN nodes 27000
Routers (For connectivity from SWAN terminal router) 1956
Switch 48 port 200
Switch 24 port 0
Switch 16 port 1406
Switch 8 Port 350
Patch Panel 48 port 200
Patch Panel 24 port 0
Patch Panel 16 port 1406
Patch Panel 8 port 350
Network Cost
5 KVA UPS (HO) 200
3 KVA UPS (1 each office) 1756
Laser Printer (1 each office) Network printer 200
Laser Printer 1756
Storage Solution 1
5 U Racks (for each office) 0
42 U Racks (For head office) 0
Peripheral cost
AMC (for 4 years)
@10 % of
Hardware cost 13031
Servers
&
Sys
tem
N
etwork
Perip
hera
ls
(C)
Hardware
AMC
AMC Cost
TOTAL HARDWARE COST
(D)
(A)
(B)
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Cost estimates for Software components
Cost estimates for Data digitization
Component Item Requirements
OS license (per server) 79
Application Software license (Processor based) 2
Database License (Processor based) 2
Anti Virus 10 Agents 1426
Anti Virus 50 Agents 0
MS Office 14264
System Software cost
Software - one time cost
Recurring cost @10% per year
GIS software like Arch Info
Customized software for departmental domain functions
System
Software
(A)
Custom
izedS/w
for
departmental
do
main
fun
ctions
(B)
Software
TOTAL SOFTWARE COST
Data
Number of
records
Data Digitization cost
(A)Data digitization is in progressD
ata
Digit
ization
D
ata
Digit
ization
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Cost estimates for training
Total estimated cost for all the components
In order to have sustainable eGovernance initiatives change management plays vital role. Change managemshift in providing services to the customers of the department. This necessitates attitudinal change, teadaptability to respond to customers requirements in ever demanding scenario and commitment to prdepartment needs to provide training to its employees to work in computerized environment to undertake change management. Various teams would be created and specific training would be provided to special team Training that needs to be provided to the departmental staff is detailed in this report inAnnexure III.
The department should start with creation of teams for successful implementation of eGovernance projects
reports for each of the activities under eGovernance, like development of core departmental software, data (whether outsourced through a PPP model), site preparation, process reengineering, creation of LAN, trairesources, capacity building, change management etc.
Training Cost Rate
Basic Computer training Is in progressAdvance level 5000
Training CostTraining
Training
(A)
Hardware
Software
Data Digitization
Training
Total Cost
C
ost
Estimates
Cost Estimates
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The department has various independent application software and is in the process ofimplementation of Centralized Integrated Police Application (CIPA), a software, on the core
activities of police department.
In addition to the existing software and that are in the stage of implementation the departmentexpects the following software for smooth functioning of departmental functions.
Priority
(High / Medium / Low)
Functional Objective of the software
High 1. Budget Monitoring system
2. Software for inventory of spares for police motor transportworkshop
Medium 1. Forensic Laboratory information & management system
2. File Tracking System
3. Database on police vehicles and their maintenance
4. Fleet Management System
Low 1. Daak Management System
The departmental services have been studied and analyzed for the value that they would provide,both to the consumers (beneficiary) and the department, on their e-enablement. The assessment ofvalue has been done using service value analysis framework, a PwC methodology for identifying
the value. The value to the consumer could be in terms of savings in time & money, noharassment, no follow-ups, prompt delivery of service / information etc. Value to the departmentcould be in terms of efficient and proactive delivery, low cost, less manual work, less paper and filework etc.
Each service, subsequent to eGovernment that the department would offer, is assessed from theview of value (high or low) that it would render to the consumer and department.
The eGovernance roadmap is provided in Chapter 3of this report, within which the activities thatthe department needs to undertake are provided in three phases. The services of phase 1 would
provide high value both to the consumers and department. Activities in phase -1 are to beundertaken and implemented in the timeframe of 0 2 years. The key objective of the services /activities in this phase is to increase the visibility of the department. Services implemented in thisphase have wide customer base and relatively simple delivery operations.
Phase -2 services / activities are to be undertaken and implemented in 2 to 4 years timeframe. The
key objective of the services / activities in this phase is to build critical transactional services.Services implemented as a part of this phase enjoy high visibility and have relatively complexdelivery operations.
Phase -3 services / activities are to be undertaken and implemented in 4 to 5 year timeframe. Thekey objective of the services / activities in this phase is to sustain value.
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eGovernance Roadmap for the department is as follows:
Phase
-1
0
to
2y
ears
(I) People Related Initiatives
1. Create a committee that would look after all eGovernance initiatives for the department.Also create PeMT, office level team and identify eChampions. The team would look afterthe requirements for the entire department.
2. Augment the IT function / cell in the department (Refer Chapter 7 for more details inIT function in the department)
3. Provide training to the department officials (Refer annexure III for trainingrequirements)
(II)Process / Operations Related Initiatives
1. Prepare detailed project reports (DPRs) for the enablement of e-Governance in the
department. DPRs to be prepared are:a. Data digitization
b. Hardware requirements
c. Software requirements
d. Training
e. Networking and connectivity
f. Web site
2. Carrying out Business Process Reengineering in the department
(III) Technology Infrastructure
1. Create e-mailing infrastructure within the department.
2. Procure and install the requisite hardware at the departmental locations.
3. Add the following functionality to the website
a Application forms to request the services of the department
b Information on the procedures to avail the services
c Acceptance of grievance and complaints through the web site
4. Data digitization for
(i) Employees data
5. Create LANinfrastructure
6. Create e-mail id of all personnel upto the level of section officers
7. Establish connectivity with the State Wide Area Network (SWAN) for inter office
connectivity
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Phase
-2
3t
o
4y
ears
(I) People
1. Implement the changes as recommended in the BPR exercise done inphase 1
(II)Process / Operations Related Initiatives
1. Creation of Information Systems Security Policies (ISSP), DisasterRecovery Plan (DRP)
(III) Technology Infrastructure
1. Providing infrastructure throughout the department for intra-officecommunication through emails, share data / files / documents.
2. Undertake the implementation of software application for
a. Personnel Management Software
b. Other softwares like Daak Management system, File tracking
system etc
3. Implementation of Core departmental integrated application software atthe offices that were not covered in phase -I
4. Creation of interactive website through which the beneficiaries / citizenscan submit their documents and apply for the services
Phase
-3
4t
o
5y
ears
(I) Process / Operations Related Initiatives
1. Implementation of Information Security Policies (ISSP)
2. Develop the information sharing and privacy policy for sharing ofdepartment information with other departments (G2G).
(II)Technology Infrastructure
1. Enable the department to have Public Key Infrastructure (PKI) for securedelectronic transactions
2. Creation of secured IT environment to enable the beneficiaries of thedepartment transact safely
3. Provide the departmental services through the state portal
4. Implementation of DRP and creation of disaster recovery (DR) Site
5. Sharing of department information with the other government
departments and agencies (G2G).
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Cost for the activities in phases
The department needs computing at both head office offices and field offices, and with the kind of
usage of core departmental functionalities it is recommended that a centralized architecture is
adopted (various options of solution deployment model is provide in (Annexure II) of this
report).
Information Technology Implementation plan for the department is discussed in detail (in
Chapter 7) for the four main areas (i) Planning and Organization, (ii) Acquisition &
Implementation, (iii) Delivery & support, and (iv) monitoring.
Best practices on information technology usage is provided (Annexure - IV) for (i) security, (ii)
privacy, (iii) disaster recovery and business continuity planning, (iv) database designing and
implementation, (v) software architecture, (vi) Technology Infrastructure, (vii) Integration
technologies, and (viii) Adoption of local language
Phase 3Year 1 Year 2 Year 3 Year 4 Year 5
Hardware 1303157000.00 130315700.00 130315700.00 130315700.00 13031570
Software 149120000.00 1300000.00 1300000.00 1300000.00 130000
Data Digitization 0.00 0.00
Training 1750000.00
Total (Y ear wise) 1454027000.00 131615700.00 131615700.00 131615700.00 131615700
Phase 1 Phase 2Component
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CHAPTER 1: HOME DEPARTMENT A BACKGROUND
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Objectives of the department:
1. To have efficient and planned
administration for convenient and
prompt policing of units of technical
services headquarters
2. To have an efficient and planned
motor transport fleet for convenient
and prompt services3. To help criminal justice system through
forensic examination of exhibits related
to various crimes
To create an infrastructure that maintains law and order and to be one of the most regarded
departments in the entire country.
1. Home Department - A background
1.1. Home Department
Home department is one of the key
departments that provides safety and
security to the citizens. It is the
responsibility of the department to
promote feeling of security amongst the
citizens and putting the fear of law into
the hearts of felons.
1.2. Vision of the department
Vision of the department is:
1.3. Expectations from Information & Communications Technologies (ICTs)
With the use of ICT, department would like to provide services to the beneficiaries
of the department:
The department looks forward to the following
(1) Availability of complete information about the department and its personnel
(2) An open platform to implement eGovernance in the police department in
respect to crime, criminals, identifiable properties and other such things of
public interest
(3) All offices are integrated and communication is done using IT
(4) To collect the data directly from the field offices
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(5) Computerization of Motor transport department and to have inventory
management system for the spare parts for all types of vehicles that
department owns
(6) Computerized fleet operation system
1.4. Departments plan for next 5 years
(1) Modernization of police department
1.5. Service delivery vision of the Department 5 year perspective
1. To create a system wherein the citizen can submit FIR through online system
2. To create a system wherein the citizen can request for verification of character
/ documents etc
3. That citizens can find out the status of complaints and investigation
4. To have a system where citizens can help collect intelligence
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CHAPTER 2: AS IS STATUS
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2. As Is status of computerization in the department
We have studied and assessed the department on the following parameters:
(1) Manpower resources at various offices of the department
(2) IT Organization & people
(3) Nodal officer, Web Master and eGovernance team within the department
(4) IT related skill sets of the department
(5) Application software inventory that are available with the department
(6) Hardware and networking
(7) Data digitization
(8) IT policies
(9) Key concerns of the department
(10) IT / eGovernance initiatives that are in progress
(11) eGovernance readiness
(12) Level of computerization
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2.1. Manpower resources at various offices of the department
The following table gives the break up of the number of staff in the various offices.
Table 1 : Number of manpower resources in the department SCERT set up
Office No of units No. of IT Staff(in-house)
No of IT Staff(out-sourced)
Head Office 1 None
Zones 7 None
Ranges 17 None
District Police 70
60 personnel in UP
Police ComputerCentre
None
2.2. IT organization & people
The department has an IT cell at Jawahar Bhavan to look after the technical needs of thedepartment.
2.3. Nodal Officer, Web Master and eGovernance team within the department
Table 2 : Details of Nodal Officer, Web master and eGov team
Nodal Officers Web Master eGov team
Mr. Sulkhan Singh
IG Technical Services
Mr. Abhay Shankar
IG TechnicalServices
Yes
The department has formed an eGov team
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2.4. IT related skill sets in the department
Details of computer and IT related training that has been facilitated to the staff of the
department is provided in the following table
Table 3 : Details of (IT related) training provided to the number staff of thedepartment
Training domain H.O. Zones Range District Provided by
Application software 2958 16 UPPCC
Hardware & Networking 1 Nil Nil Nil NCRB
OS (system admin) & Database admin Nil Nil Nil Nil
Communications (email) Nil Nil Nil Nil
Project Management Nil Nil Nil Nil
Web and emerging technologies Nil Nil Nil Nil
Others: Basics Computer training 4801 Nil Nil Nil UP PCC
2.5. Software applications in the department
The details of the application software that are in use in the department are given below:
S.
No
Name of the
application
software
Functional objective Architect
ure
Database Location
installed
Developed /
Procured from
Current
status of
software
1. FCR system Fortnightly Crime
Reporting System
Web
Based
SQL 94 In house Operational
2. Nominal rollSystem
To store all NGOs, Police
Personnel entire service
records with their
transfers and postings,
ACR, training etc
Web
Based
SQL 210 In house Operational
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2.6. Hardware and Networking
Table 4 : Summary of status of hardware and networking status
S. No. Item Description
Network
(1) LAN Setup
HO
Zones
CircleDivisions
Other offices
Yes (but non functional)
No
NoNo
Yes (for offices like UP Police Computer center,
Forensic Labs)
(2) Wide Area Networking (WAN)between different offices
VPN is being used for interconnectivity with 7zonal offices. This interconnectivity is being usedfor the offices in the city area only
3.PIS for GovtOfficers
To record all GOs police
officers bio data,
transfer, training,posting etc
2 Tier Access 3In House Operational
4. Traffic To record vehicle
ownership, challan and
punishment
2 Tier Access 10 In house Operational
5. Pay Roll For the purpose of salary
preparation
2 Tier Access 200 In house Operational
6. SR Cases To record Special Record
cases
2 Tier Access 70 In house Operational
7. MafiaInformationSystem
To record all organized
Crime information
SCRB and
all district
of UP
police
Operational
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S. No. Item Description
(3) Networking Backbone VPN
Internet Access
(4) Head office Access is provided
(5) Other offices Not available in all offices
(6) Networking Equipment (Routers,
etc)
Dial Up connection
2.7. Data digitization
a. Data that needs to be digitized for eGovernment
(a) FIR records
(b) Criminal records
(c) Employee records
b. Status of data; whether manual or digitized
FIR Records is being digitized and records regarding criminal and employee has beendigitized
2.8. IT policies
The department currently does not have documented IT policies in place.
2.9. Key concerns of the department
The department officials try to provide the services to its customers in a timely fashion;
however, the following areas hamper the efficiency of the department in the delivery of the
services to the citizens / customers / beneficiaries / other departments / employees etc
In sufficient sanctioned scientific manpower
Delay in filling up a vacant post
Poor pay scales (for forensic lab personnel) as compared to Central Forensic
Science Laboratories and other scientific institutions which makes trained
manpower to migrate to more lucrative areas
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Delay in procurement of sophisticated modern equipments
Lack of required interest in utilization of services by the main consumer (the
investigator of crime)
Lack of skilled and trained IT personnel in the department
Outdated driving training techniques being used for police drivers
Under developed work shops (UP PMT) and outdated tools and equipments
In adequate budget for maintenance of present set up
Erratic supply of electricity
E mail system is not used by most of the units
Usually ineligible people are sent for computer training
2.10.Constraints to IT / eGovernance initiatives
Various constraints faced by the department in taking up the IT / eGovernance initiatives can
be classified under the following heads:
Software is still not made available for implementation at filed locations
Non Availability of IT trained personnel
Hardware deployment is not rational
Trained manpower is not deployed for IT work
Budgetary problem
People get transferred
Web site is not regularly updated
Police offices and staff do not understand the benefits of computerization
Vacant posts
2.11.IT / eGovernance initiatives that are in progress
(1) UP Pol Net a network for Uttar Pradesh Police is being developed to interconnect all theoffices and police stations in the state. This is under implementation since 1990. 56 districts
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have been covered and remaining 14 are in pipeline. Pol Net is capable of transmitting data/ voice and fax
(2)VPN is being used to interconnect 7 zonal offices in the city areas
(3)VPN for other districts is in pipeline
(4) Common Integrated Police Application (CIPA) is being developed for police departmentunder national initiative of Home department. NIC is developing this integrated software onweb based technology.
(5) Training on IT will also be provided under CIPA project
(6) National Crime Research Bureau (NCRB) is providing Crime Criminal Information System(CCIS) and Portrait Building System
(7) PCs for Lucknow and Gautam Budh Nagar for police stations (1 each) have been provided
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2.12.e-Governance Readiness score
The following table is the graded score on level of preparedness evaluated through the as is studies for taapplications. The scores have been classified in three categories: High, Medium and Low; we have used a
eGovernance readiness of the department on various parameters. The level of preparedness is graded on foScore > 75% High; Between 75 and 35% Medium, and < 35% Low
Table 5 : eGovernance readiness score
Home
Measurement Criteria
The motivation in pursuing e-Government
Has the department (including all the administrative offices) created an eGovernance team and identified a Noda
Has the department created a well thought citizen charter?
The enabling environment for both the government and the public to utilize e-Government
Does the department have adequate physical infrastructure (LAN, WAN, PCs, Servers and other networking com
Does the department have human capacities to manage eGovernance?
Does the department have policies that are conducive for establishing secured eGovernance environment?
Does the department have functional domain specific software (s)?
Sustainability, or factors that should be present in order to ensure that e-government initiatives, wh
to be short term catalytic exercises, are able to continue, develop further and eventually le
government
Does the department have necessary legal and regulatory framework which is essential to the broadest utilizatio
Has department instituted organizational and cultural change?
Does the department have technical a team to take care of the on-going demands arising out of eGovernance ini
Has the department undertaken process change (BPR) initiatives to streamline the processes
eGovernance Readiness Score
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2.13.Level of Computerization
The following table gives a graded score on level of computerization. The scores have been classified in thrLow; we have used a framework to assess the level of computerization of the department on va
computerization is graded as: Score > 75% High; Between 75 and 35% Medium, and < 35% Low
Table 6 : Level of computerization score
S.No Parameter
1 Does the department have functional domain software (s)?
2 Has the department undertaken initiatives for development of integrated software for all of its activities?
3 Does the department have operational LAN at HO?
4 Does the department have operational LAN at other offices?
5 Has the department undertaken an initiative for putting up LANs wherever the same is not existing?
6 Are the offices of the department connected through WAN?
7 Has the department undertaken an initiative for WAN whereever the same is not existing?
8 Does the department have a website?
9 Has the department taken an initiative for developing and hosting a website wherever the same is not existing
10 Does the department have adequate servers for web, database, application, backup, mail etc?
11 Does the department have internal team to look after computerization needs?
12 Has the department outsourced its computerization requirements?
13 Is the legacy data in digital form?
14 Is there an initiative to digitize the manual data / records?
15 Is the department interconnected with other departments?
16 Is there an initiative for interconnection with other departments?
17 Does the department have UPS / Generator set to ensure the continuous computer operations?
18 Has the department created an eGovernance team / appointed a nodal officer?
19 Does the department have a data center?
20 Does the department have policies on data and database architecture, information security, disaster manage
Home
Computerization Level Indicator
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CHAPTER 3: e-GOVERNANCE ENVISIONING
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3. eGovernance
E-government is a way for governments to use the new technologies to provide people with
more convenient access to government information and services, to improve the quality of
the services and to provide greater opportunities to participate in the democratic institutions
and processes.
These include gains in efficiency and effectiveness from better use and management of
information, whether in support of policy making or the administration of programs. Intranet
technologies offer the possibility of establishing knowledge bases and cross departmental
working.
It is the transformationof government to provide Efficient, Convenient & Transparent
Services to the Citizens & Businesses through Information & Communications
Technologies (ICT).
e-Governance is the continuous optimization of government service delivery and governance
by transforming internal and external relationships through digital technology, the Internet
and new media.
3.1. Benefits of e-governance
e-Governance can fundamentally change the way government operates and relates to the
stakeholders, for example:
1. Tighter integration of delivery networks2. Horizontal integration within Governments, across departments, organizationally and
functionally;3. Change in role from that of an implementer to that of a facilitator; and4. Citizens gain greater visibility and insight into Government activities.
e-governance is defined as
the application of electronic means in
(1) the interaction between government and c itizens and government and
businesses, as well as
(2) in internal government operations to simplify and improve democratic,
government and business aspects of Governance.
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The department has identified the following objectives from the IT / e-government
initiatives
3.1.1. That common man can communicate with the police department using ICT;common man can submit FIR through the web based system of the department
3.1.2. That the common man can request for verification of documents / character etc
from the department with the use of ICT
3.1.3. That the common man can find out the status of complaint / investigation
3.1.4. That the reporting is done directly on the web based system and central repository
is maintained at one location
3.1.5. All the activities that police department does is done through the use of computer
software
3.1.6. All the offices of the department, including police chowki (Out posts) is provided
network connectivity
3.1.7. In order to have robust network for electronic communication the department
would like to use SWAN and UP Pol Net, VPN would be used as back up network.
Since recurring charges for UP Pol Net are very high therefore the department
would like to use SWAN. Moreover the spread of SWAN is upto the block level from
where all units can be easily connected.
3.2.
Departments envisioned stateThe departments IT envisioned state (based on the feedback from department officials) is
provided in the table below
Table 7 : Envision of the department
S. No. Dimension Envisioned state
1 Networking
This isapproximate innature and it issuggested thatDPR onnetworking isprepared forexact estimationfor nodes and
a. LAN at HO and field offices
b. Total LAN nodes along with redundancies
HOs and other offices (on an average 36 nodes)Approximately there are 200 offices (including that offorensic, motor transport etc); 7200 nodes
16 Nodes for each of the PAC office; for 32 PAC units 512nodes
12 nodes for each Police Station; for 1374 PS 16488 nodes
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routers 8 nodes for each out post; for 350 outposts, 2800 nodes
Total LAN nodes: 27000 nodes
c. Connectivity with SWAN point of presence
i. Head office and other offices in the state; 200 locations
ii. Police stations; 1374 police stations
iii. Police out posts; 350
iv. PAC; 32 constabularies
Total connecting points; 1956
Total number of routers for connectivity with SWAN:1956
2 Hardware*
* The exactnumber ofhardware maychange as perthe need of thedepartment.The envisionednumber is a
preliminaryassessment ofPC that could be
required by theoffices of thedepartment
It is estimated that on an average the requirement for PC would be:
Head Office and other offices of police in the state: 25 per office
Police station: 6 PC per station
PAC; 10 PC per constabulary
Out post: 2 PC per out post
Total PC requirements would be: 14264
Server: 1 single processor server for local database at District level;
1 Dual processor server for application server (and 1 redundantserver) at Central level
1 Dual processor server for Centralized database (and 1 redundantserver) at central level
1 Dual processor server each for back up for application anddatabase
1 single processor server each for web, mail, mail proxy
Single processor Server: 73
Dual Processor server: 6
3 SoftwareGoI is providing CIPA, besides CIPA the department wouldrequire software like Budget Monitoring system, Software forinventory of spares for police motor transport workshop,
Forensic Laboratory information & management systemFile Tracking System, Database on police vehicles and theirmaintenance, Fleet Management System
4 Training The department is getting IT training through CIPA at UP PCC
5 Data digitization Data digitization for FIR, Criminal records and employees is beingdone
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3.3. E-Governance Delivery Model
The department envisions itself as providing prompt services to all of its beneficiaries in thestate. This would require an extensive coordination with in all of its offices in the state. Inorder to have extensive coordination with all the supporting offices, the department seesitself interconnected with them, seamless transfer of information and having MIS that canhelp department develop sound policies and to facilitate services to the citizens.
The following figure gives illustrative network architecture for the service delivery in an e-
Governance enabled environmentFigure 3: Illustrative delivery model
6 Others To have official email ids for all the officers and employees
The department would like to communicate electronically with itsemployees and send / share files with the use of ICT
The email ids would be shared with the citizens so that they can
communicate with the departmental staff electronically
The department would like to introduce auto responders to everyemail that is received from citizens
Department would like to have email related policies to attend toemails with in specified time frame. It is suggested that officialcommunication is classified into three categories; A, B and C.
A Category to be responded in 1 day
B category to be responded in 3 days, and
C category to be responded in 5 days
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Value through e Government
Customer Value Measures
Department Value Measures
3.4. E-Governance Prioritization Framework
It is essential that the services of the department are provided electronically through the
gradual stages of eGovernance. Investing in the right services is a critical factor for thesuccess of the e - governance initiatives and accrual of the
benefits to the stakeholders of the department. The move
towards E-Government should deliver key and tangible
benefits to the stakeholders of the department. PwC in
consultation with the department officials has followed a
structured approach to identify what and when such e-
enablement should take place.
We have implemented the approach of Service Value Analysis to arrive at Implementationpriority. We have used a structured 4-step approach to arrive at implementation priority. The
four steps involved are described in detail below:
Service Value Analysis
1. Compile the List of Services This step involved compiling the list of services
provided by the department.
2. Collect information & statistics about the services This step involved
collecting operational statistics and information about each service to assist in the
prioritization process. Such information includes transaction volumes, customer type,
service type, number of departments involved in delivering the service, etc.
3. Prepare a Service value matrix - This step involved identifying the value that will
accrue from the service if it is made E-
Government-enabled. This was done
through a consultative approach with the
department and the analysis of the
information collected about the services in the departmental questionnaire. The
Service Value Analysis Implementation Priority
1
2
4 StepApproach
3
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parameters that were taken into consideration while measuring the value of
e- Government enabling the services can be classified into two groups:
i. Department Value Measures; explores the E-Government impact on thefollowing:
1. Reducing cost of processing transactions; and
2. Delivering intangible benefits (e.g. boosting the image of the
department)
ii. Customer Value Measures; explores the E-Government impact on the
following:
3. Minimizing the number of customer visits to the department
premises;
4. Reducing the time required to request the service;
5. Reducing the time spent by the customer to follow-up and track
the progress of the requested service; and
6. Reducing the time spend by the customer to file complaints,
comments and suggestions
7. Provide flexibility to the customer to avail the service from
alternate delivery channel
The value that department would create for itself and the citizens subsequent to
eGovernance has been assessed through the responses provided by the department in the
Set IV of the questionnaire provided by us. We have classified the services of the
department into the service value matrix in the following table
Table 8 : Service Value Matrix
S.No
Service Value tobeneficiary
Value toDepartment
Service value
1. Law and Order H H H H
2. FIR H H H H
Classification of services: Service Value Matrix
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PeoplePeoplePeoplePeopleProcessTechnology
S.No
Service Value tobeneficiary
Value toDepartment
Service value
3. Verification of person /document / character etc
H H H H
Step 4: Prioritize the implementation of the Initiatives-This step is involved in identifying
when to implement the initiatives based on the service value identified in Step 3. The
implementation priority for each high value service was defined based on the analysis of the
following attributes:
1. Service Visibility describes how significantly and extensively
can customers feel and experience the benefits achieved from
delivering the service through E-Government. Services of highvolume of transactions and a large customer base would be more
visible to the department customers than other services with a very
limited customer base.
2. Service Complexity describes how easy the service can be
made E-Government-enabled. This depends on a number of factors
such as the degree of existing automation, number of external
parties involved and the number of customer documents
processed.
3.5. e-Governance Roadmap
The department will need to undertake the e-Governance initiatives on the following dimensions.
Based on our Implementation Priority Analysis, we recommend that department
undertakes the E- Government projected into three distinct phases.
Phase - 1:The key objective of the services / activities in this phase is to increase the visibility
of the department. Services implemented in this phase have wide customer base and
4
Service
Visibility
Service
Complexity
Phase - 1
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relatively simple delivery operations. Services that are high value to both the beneficiaries
and the department (HH) are taken up in this phase.
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Phase - 2:The key objective of the services / activities in this phase is to build critical
transactional services. This phase aims to establish the core critical transactional services
required to support the key customer segments. Services that are High Value to the beneficiary
and Low Value to the department are to be taken up for implementation in this phase. Services
implemented as a part of this phase enjoy high visibility and relatively complex delivery
operations.
Phase- 3: The key objective of the services / activities in this phase is to sustain value.
Services that are Low value to the beneficiaries and High value to the department and Low
value to both the beneficiaries and the department could be implemented in this phase.
The following table gives the initiatives that the department needs to undertake in the three
phases.
Table 9 : Phase wise activities
Phase I
0-2 years
Phase II
2 to 4 years
Phase III
4 to 5 YearsPeople People Processes/Operations and Services
(i) Create a committee that would lookafter all eGovernance initiatives forthe department. Also create PeMT,office level teams and identifyeChampions. The team would lookafter the requirements for the entiredepartment.
(ii) Augment IT function / cell in thedepartment (Refer Chapter 7for details on IT Function)
(iii) Provide training of departmentalstaff (Refer annexure III fortraining requirements)
(i) The BPR exercise taken inphase -1 would mandatevarious changes. Createthe team forimplementation of thechanges.
(i) Implementation of InformationSecurity Policies (ISSP)
(ii) Develop the information sharingand privacy policy for sharing ofdepartment information withother departments (G2G).
Process/Operations and Services Process/Operations andServices
Technology Infrastructure
(i) Prepare detailed project reports(DPRs) for the enablement ofeGovernance in the department.
(i) Creation of InformationSystems Security Policies(ISSP), Disaster Recovery
(i) Enable the department to havePublic Key Infrastructure (PKI)forsecured electronic transactions
Phase 1(0 2 Years)
Phase 2(2 4 Years)
Phase 3(4 to 5 Years)
Phase - 2
Phase - 3
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DPRS would need to be preparedfor:
(a) Data Digitization
(b) Hardware requirement(c) Software requirement(d) Training(e) Networking and connectivity(f) website
(ii) Carry out Business ProcessReengineering in the department
Plan (DRP) (ii) Creation of secure IT environmentto enable the beneficiaries of thedepartment transact safely
(iii) Provide the departmental services
through the state portal(iv) Implementation of DRP and
creation of disaster recovery (DR)site
(v) Sharing of department informationwith other governmentdepartments and agencies (G2G).
Technology Infrastructure Technology Infrastructure
(i) Create e-mailing infrastructurewithin the department.
(ii) Procure and install the requisite
hardware at the departmentallocations.
(iii) Implementation of CIPA (at pilotlocations or the locations that wouldbe identified in the DPR)
(iv) Add the following functionalities tothe website
(a) Information on the proceduresto avail the services
(b)Application forms to request theservices of the department
(c) Acceptance of grievance andcomplaints
(v) Create LANinfrastructure at HO andother field offices
(vi) Create e-mail id of all the importantfunctionaries in the department
(vii) Establish connectivity with StateWide Area Network (SWAN) forinter office connectivity
(i) Providing infrastructurethroughout thedepartment for intra-officecommunication throughemails, share data / files /documents.
(ii) Undertake theimplementation ofsoftware application for
(a) Other softwares likeDaak Managementsystem, File trackingsystem etc
(b) Implementation ofCore departmentalintegrated
application softwareat the offices thatwere not covered inphase -I
(iii) Creation of interactivewebsite through which thebeneficiaries / citizens cansubmit their documentsand apply for the services
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CHAPTER 4: GAP ASSESSMENT
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4. Gap Assessment
As Is assessment on IT usage and level of computerization was conducted through (a) structuredquestionnaire, (b) departments performance reports / development plans, (c) discussion with keypeople / nodal officers.
The gaps are assessed for the following dimensions:
(1) Hardware requirements(2) Networking in offices of the department(3) Software requirements(4) Connectivity requirements(5) Policies that are critical for creating secured eGovernance environment(6) Skills(7) Data digitization
Gaps on aforementioned dimension were assessed after understanding the requirements from theconsumers of the department, expectations of the department from ICT, service deliveryenvisioning and comparing the same with the findings out of the As Is assessment conducted byus.
4.1. The gaps with respect to the future plans of the department
Table 10: Gaps Matrix
S. No Components Existing level Envisaged level Gaps
(1) Hardware1 Could not be estimatedfor the entire policedepartment;
On initial interaction itwas informed that as ofnow not adequatenumber of PCs areavailable with thedepartment
Envisaged level:
PCs*: 14264
Dual processor server: 6
Single processor server: 73
* Refer section 3.2
PC: 14264
Servers: 73 (Singleprocessor) and 6 (Dualprocessor)
(2) Network (1) LAN not
operational atHO
(2) Other locationsnot existing as
#LAN Nodes: 27000
# Kindly refer section 3.2
Total LAN: 27000 nodes
1Hardware envisioning and subsequently the gaps are approximate in nature and precise requirements alongwith hardware sizing can be derived only after carrying out detailed project exercise. The DPR is moresystematic approach to arrive at the figures for hardware that would be required by the department
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S. No Components Existing level Envisaged level Gaps
of now
(3) Software (1) CIPA (Beingdeveloped)
1. Budget monitoring system
2. Inventory Managementsystem (for motor spares)
3. Forensic lab system
(1)As mentioned in theenvisaged level
(4) Connectivity UP Pol Net for 56districts
Connectivity upto block levelwith the use of SWAN
#Routers for SWANconnectivity: 1956
# Kindly refer section 3.2
Routers for SWAN PoPconnectivity; 1956
(5) IT relatedPolicies
None Policies on
(1) IT Standards & Guidelines
(2) Information SystemsSecurity
(3) Disaster Recovery andBackup
Policies on
(1) IT Standards &Guidelines
(2) Information SystemsSecurity
(3) Disaster Recovery andBackup
(6) Skills2 Skills being upgraded inthe area of IT throughUP PCC
Advance level of training onproject management / BPR /Change management etc
Advance level of training onproject management /change management / BPRetc: 350 personnel
(7) Datadigitization
FIR
Criminal Record
Employee details
No gaps as the datadigitization has beenconsidered by thedepartment in their ongoing exercise ofcomputerization
2 In order to arrive at specific training requirements, it is suggested that detailed project exercise isundertaken through out the department
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CHAPTER 5: IDENTIFICATION OF SPECIFICeGOVERNANCE PROJECTS
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5. Specific eGovernance projects
Specific projects that the department need are
(a)Development of core departmental software
(b)Procurement of Licensed systems software
(c)Hardware for the department
Servers and Systems Network
Peripherals
AMC
(d)Data digitization
(e)Training
Other IT / eGovernance projects that the department would require are common with all other
Government departments in nature and should adopt as suggested in the eGovernance roadmap
for the state. Common projects / initiatives include creation of (a) Wide Area Network, a part ofthe SWAN, (b) implementation of Personnel Management System, (c) implementation of Finance
& budgetary management system, (d) implementation of eProcurement system, (e) creation of
e-mailing infrastructure, (f) File tracking system, (g) Dak Management system, (h)
implementation of asset and inventory management system, (i) creation of common service
delivery centers, (j) creation of policies for eGovernance framework etc
An estimate of cost for the department specific eGovernance projects is prepared on the basis of
gap assessment as carried out in Chapter 4.
The cost has been estimated for:
(a) Procurement of Hardware(b) Development of Software(c) Data digitization(d) Training
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Table 11: Specific eGovernance projects - Hardware
Component Item Requirements Per unit cost Cost per item
PC 14264 35000.00 4992
Dual Processor based server (for database, application and backup) 6 800000.00 48
Single processor based server (For web and proxy) 73 400000.00 292
Servers & System Cost 53324
LAN nodes 27000 900
Routers (For connectivity from SWAN terminal router) 1956 250000 4
Switch 48 port 200 20000
Switch 24 port 0 10000
Switch 16 port 1406 8500
Switch 8 Port 350 7500
Patch Panel 48 port 200 6000
Patch Panel 24 port 0 3500
Patch Panel 16 port 1406 3000
Patch Panel 8 port 350 2500
Network Cost 53816
5 KVA UPS (HO) 200 175000
3 KVA UPS (1 each office) 1756 100000 1
Laser Printer (1 each office) Network printer 200 35000
Laser Printer 1756 8000
Storage Solution 1 100000
5 U Racks (for each office) 0 3000
42 U Racks (For head office) 0 30000
Peripheral cost 23174
AMC (for 4 years)
@10 % of
Hardware cost 1303157000.00 5212
52126
182441
Servers&
System
Network
Peripherals
(C)
Hardware
AMC
AMC Cost
TOTAL HARDWARE COST
(D)
(A)
(B)
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Total estimate of cost for all the aforementioned components for the departmentaleGovernance initiatives
Table 12: Specific eGovernance projects - Software
Table 13: Specific eGovernance projects Data digitization
Table : Specific eGovernance projects Training
Component Item Requirements Per unit cost Cost per
OS license (per server) 79 12000 94
Application Software license (Processor based) 2 500000 200
Database License (Processor based) 2 700000 280
Anti Virus 10 Agents 1426 10000 1426
Anti Virus 50 Agents 0 50000
MS Office 14264 8000 11411
System Software cost 13412000
Software - one time cost 13000000 1300
Recurring cost @10% per year 4 years 520
GIS software like Arch Info 2000000 200
Customized software for departmental domain functions 2020000
15432000
Sys
tem
So
ftwar
e
(A)
Cus
tom
ize
dS/w
for
depar
tmen
tal
doma
in
func
tions
(B)
Software
TOTAL SOFTWARE COST
Data
Number of
records
Rate (Rs per
record) Amount
Data Digitization cost
(A) Data digitization is in progressData
Digitization
Data
Digitization
Training Cost Rate No of participants Amount
Basic Computer training Is in progress
Advance level 5000 350 175
Training Cost 175000Training
Training
(A)
Hardware 182441980
Software 15432000
Data Digitization
Training 175000
198048980Total Cost
Cost
Estimates
Cost Estimates
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Disclaimer:
(1) The cost implications provided above are indicative in nature for budgetary provisions and
exact estimation on the same can be arrived at after detailed project report preparation
(2) Aforementioned cost for core application software development is assumed for a SEI-CMMlevel 5 software development company
(3) The cost for application software includes software development, testing, implementation,hands on user training along with training material, user manual, and 4 year on-sitemaintenance is expected to be separate cost (recurring cost) @ 10% of total softwaredevelopment cost
(4) The software architecture is assumed to be Centralized(5) The database and application servers are assumed as dual processor based(6) It is assumed that the hosting of database and application software is at State Data Centers(7) Accurate cost for hardware and networking to be arrived at after detailed project
preparation by the by the selected software developer(8) AMC for the hardware is assumed as 10% of total hardware cost
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CHAPTER 6: DATA DIGITIZATION
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6. Data Digitization
6.1. Data digitization strategy
A strategy for data digitization needs to formulated, suggested components of the strategy are asfollows:
1. What data and from when that needs to be converted into digital format
2. Data of from which offices is to be converted into digital format
3. On which software the data entry will be carried out
4. Where will the data entry be done; will it be at the head office (and all the physical records
will be brought there) or will the same be done at field offices
5. Will the data entry be done simultaneously for all the offices at one instances (in parallel) or
it will be carried out in series
6. The language in which data entry is to be done (English / Hindi / any other language)
7. The person in charge from each of the field office who would be responsible for end to end
affair
8. What percentage of accuracy is expected
9. Who are the people who do the data verification
10. Whether any honorarium would be paid for data verification or not
11. If honorarium is to be given then what honorarium would be provided for the people doing
the data verification
12. When would the same be disbursed
13. What is the level of training / orientation that needs to be given to the data verifiers
14. What activities are expected out of the data entry agency
15. What would be the time frame for data entry work
16. What kind of arrangement needs to be done with data entry agency
17. What are the risks associated with data entry outsourcing and what are the mitigation plans
The guidelines for data digitization are given in Annexure VI
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6.2. Cost / financial outlay and timeframe for data digitization
The department is in the process of data digitization and therefore financial outlay andtimeframe has not been assessed
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CHAPTER 7: IT ROADMAP IMPLEMENTATION FORTHE DEPARTMENT
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7. IT Roadmap Implementation
Based on the e-governance prioritization and the departments expectations from the ICT, this
section illustrate the IT Implementation Roadmap for the department. The primary objective of
the IT Roadmap is to formulate a three to five year view of an appropriate technical
architecture and application portfolio to meet department strategy and plan. For any IT
Strategy Plan to be effective, it must incorporate all the following IT governance pillars:
*Source: ISACA COBIT Framework
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The following figure gives an overview of the activities that the department need to undertake
in for the IT roadmap implementation
Figure 4
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7.1. Planning & Organization
7.1.1. Define a strategic IT plan
IT has been identified as an integral tool in the in the achievement of the e-governance
objectives. It is very essential to have definite strategic plan with the business goal of
striking an optimum balance of information technology opportunities and IT business
requirements as well as ensuring its further accomplishment.
A strategic planning process must be undertaken at regular intervals giving rise to long-
term plans; the long term plans should periodically be translated into operational plans
setting clear and concrete short-term goals. The Information Systems (IS) strategic
plan involves the creation and maintenance of a technological infrastructure plan that
sets and manages clear and realistic expectations of what technology can offer in terms
of products, services and delivery.
The e-governance roadmap has been prepared for the department. It is very essential
that this roadmap must be periodically reviewed in context of the changing priorities of
the department. The operation plans for the IT implementation must be detailed
keeping the e-governance Roadmap.
7.1.2. Define the IT organization, direction and relationships
IT has been identified as a integral tool in the in the achievement of the e-governance
objectives The IT function therefore has to be positioned in the department to enable it
to:
Gain the same level of recognition as do other functions
Influence the level of investment in infrastructure and human resources, and
Provide a key partnership to the other organizational functions, so that the
support provided by IT is appropriate.
The department has identified a senior level committed and experienced person as a
nodal officer for eGovernance initiatives. In order to get the best from the services of
the nodal officer, it is recommended that the nodal officer provides his / her services
only in eGovernance initiatives. This would enable the nodal officer to focus his
energies exclusively on eGovernance related matters. It is also recommended that the
nodal officer remains the nodal officer for the entire project duration and transfers
within the life cycle of the project are avoided.
It is recommended that the department creates a project eGovernance Mission Team
(PeMT) which would be involved in taking decisions on various projects of the
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department, monitor the progress of ongoing initiatives, interact and report the
progress to State eGovernance Mission team (SeMT).
The department should create various internal teams (task force) under the PeMT toorganize, execute, and monitor projects at field levels.
However, to manage the IT systems of the department, the department must
constitute a separate IT function. This function would be responsible for the
implementation of the IT policies, standards and procedures in the department.
The structure of the model IT function has been given below figure 5.
Figure 5
.
7.1.3. Define the IT Policies and Procedures
The department currently has no documented IT standards and policies. Documented
policies should address the following areas:
Information Security Policy
Security and Usage focusing on risk areas (including usage of company Internet,
email and technology resources) and signed by all system users. This helps ensure
that everyone understands what is expected of them,
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Internet and local area network security policy, and
Privacy and Information Sharing
Procurement and implementation of hardware and software; Hardware and software migration policy;
Electronic document retention policy for email, file and data storage, access, update
and archiving;
Disaster Recovery and Business Continuity Planning.
The recommended best practices for following are mentioned in annexure IV
Security Policy
Disaster Recovery and Business Continuity Planning
Privacy policy
7.1.4. Define the Standards
Standards need to be established to translate the strategic options into practical and
usable user rules. It is very essential that the department defines the standards for the
following
Software architecture
Technology Infrastructure
Database Design and Implementation
Integration Technologies
Security
The recommended best practices for the standards is given in Annexure IV
7.1.5. Manage IT Investments
For the proper utilization of funds for the IT projects it is very essential that the
following activities are undertaken:
Formal investment criteria are defined for decision making in a responsive approval
process, adaptable to the type of project
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An investment decision-making process is defined and consider short and long term
impacts, cross divisional impacts business justification, benefit realization, strategic
contribution and compliance with the technology architecture and direction
To allow for clear choices based in impacts, measurable benefits, time frames and
feasibility, investment decisions need to be presented with options and alternatives
IT budgets and investments are aligned with the IT strategy and business plans
Budgets that cover end-to-end expenditures have identifiable and accountable
owners and are timely and closely tracked in an automated manner
Clear management accountabilities for realizing forecasted benefits and a process
to track and report on benefits realization exist, eliminating cross-subsidies
7.1.6. Communicate the Management aims and direction
It is essential that policies established are communicated to the user community. Given
the scale and pace of change which is expected in connection with the various
initiatives/projects suggested in IT Strategy Plan, it is recommended that the
department employ the service of a Change Management Consultant to ensure that the
projects are successfully adopted within the department. The Change Management
Consultant will have the following responsibilities:
Providing an overall change management framework to the department as a whole;
Co-coordinating all change related activities to ensure that a consistent approach is
being followed to managing change;
Providing advice about how to manage