e-governance in hooghly collectorate

e-Governance in Hooghly Collectorate 2003

For Office Use

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Preface

E-governance or Electronic Governance is the presentation of government services and information to the public using electronic means. Such means of delivering information is often referred to as the Information Technology (IT). Use of IT in Government facilitates an efficient, speedy and transparent process for disseminating information to the public and other agencies, streamlining the administrative process and for performing Government Administrative activities efficiently.

Around the world, governments at all levels face tremendous pressure to reduce expenditure and improve the level of services provided to its citizens. National Informatics Centre (NIC), Hooghly Unit with its long experience is committed to enable the District administration to create a robust e-governance infrastructure. Along with the NIC, the Hooghly Collectorate with its own infrastructure has developed the DM’s Computer Centre (DCC) in which remarkable progress in software development and implementation has been achieved.

Several efforts for implementing government projects using electronic means are being carried out by the NIC, Hooghly Unit as well as the DCC, Hooghly, under the umbrella of the West Bengal Government's IT policy. The various Sections of the District Collectorate, Hooghly are also introducing electronic means to computerise their activities and take IT to the masses with the active involvement of NIC, District Unit, Hooghly.

This report aims at giving a snapshot of the e-governance in various sections of the Hooghly Collectorate. I am grateful to the Officers of NIC, District Unit, Hooghly and the System Manager, Election Department, Hooghly who have brought out this report in a short time.

Roshni Sen, IAS

District Magistrate, Hooghly

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Index

Content Page

1 Introduction 4

2 Motor Vehicles Section 5

3 General Section 13

4 Court Case Monitoring System 17

5 Local Area Networking 20

6 Land Acquisition 22

7 Arms License Monitoring System 26

8 The Electoral Rolls 31

9 The Election Transport Management System

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10 The V.R. Tracking System 40

11 File Scanning Software 50

12 Certificate Case Monitoring System 54

13 Pay Bill Computerisation 61

14 Pool Car Monitoring System 69

15 Website: www.hooghly.nic.in 75

16 Monitoring MPLAD Scheme 78

17 Public Grievance Monitoring System 85

18 Treasury Information System 91

19 Pension Monitoring System 95

20 Officers and Users Training Programme 98

21 Other Training & Facilities available 99

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Introduction

The importance and scope of E-governance at the State is recognized by the Government. The Government is promoting the use of computer system for efficiency and transparency in its functioning.

The year 2003 started in a different note in regard to computerization of different activities in Hooghly Collectorate. National Informatics Centre, Hooghly District Unit (NIC-Hooghly) and DM’s Computer Centre, Hooghly (DCC, Hooghly) started exploring the scope of developing new software or modification of existing software for different Sections at the Collectorate to ensure better and faster service to the public as well as utilization of the existing software and computer system for the benefit of the public.

Considering the aim of achieving the revenue earning target for state exchequer, the role of computerization undertaken in different revenue earning sections of the Collectorate and has resulted the increasing amount of revenue earned.

Towards the fulfillment of these objectives, different projects were drawn by NIC-Hooghly and DCC, Hooghly, and those were developed, tested and implemented successfully with all administrative and logistic help.

The role of computerization and its implementations are stated in the following pages.

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E-Governance in Different Sections

Motor Vehicles Section Introduction

The Motor Vehicles (MV) Section started computerized vehicle tax collection in the year 2000. However, nearly 90% of the total computerization job has been completed in the year 2002. The Section informed, average amount of revenue earned per month was Rs.64.5 lacs in 2000-2001 and Rs.72.2 lacs in 2001-2002. Compared to this, in the financial year (2002-2003) the same figure has gone up to Rs.84.4 lacs with an annual growth of nearly Rs.1.2 crores (Fig.-1) where there was no such significant increase in growth-rate of vehicle population.

Monthly & Progressive Collection of Revenue

01000000020000000300000004000000050000000600000007000000080000000

APRMAY JUNJUL

AUGSEPOCTNOV

DEC

Months

Revenu

e Colle

cted (

in Rs.)

2000-'012001-'022002-'032000-'012001-'022002-'03

Fig-1

It is needless to mention here that computerization of MV section has helped to achieve the above goals. Although in Hooghly the computerization in this section had started in 1999, the database was incomplete and erroneous. Even all the applications required for this section were either not covered in the available software or not operational.

Tax Collection (Fig.-2) module had been operated since 2000 only for the Transport Vehicles. But since the modules related to registrations or allied works available in the existing software were not operated (Main Menu Interface Screen is given in Fig.-3), the registration database was not updated regularly with occasional changes effected manually. This had a negative effect on the process

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of tax calculation done through the system which is totally dependent on registration database. In absence of any demand register of tax, the tax calculation process for other class of vehicles was not also flawless. Practically preparing as well as maintaining the demand register for such huge ever increasing number of vehicles without the help of computer system was almost impossible.

Fig.-2 : Tax Collection User Interface

At the end of 2001, it was decided to implement the other available application modules for different jobs available in the existing software and at the same time to develop the application modules required for other jobs of this section as mentioned below with an aim to achieve the total computerization.

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Fig.-3: Main Menu

Replacement of Manual Cash Collection with Computer Based Collection

Developed the software for all kinds of cash collection (Tax & fees) (Fig.-

4) as well as to maintain daily cash-book, both user wise, who are collecting cash at the counter, and consolidated through the system. This has resulted to discontinue the existing dual system of cash-collection.

Fig.-4 : User Interface for Miscellaneous Cash Receive

Sample copy of the Miscellaneous Receipt (Fig.-5) and user based cash report (Fig.-6) are given below.

Fig.-5 : Miscellaneous Cash Receipt

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Fig.-6 : User Based Cash Report

On-line Registration

To implement on-line registration modules for all categories of vehicles

except already registered two-wheeler vehicles.

The available modules in the existing software have been implemented with necessary modifications. Computation and realization of fees related to registration and other allied jobs through the system helped instant and flawless realization. The hazard of maintaining registration register as well as preparing Registration Certificates manually has been removed.

The user interface for On-line Registration is given in Fig.-7 below.

Fig.-7 : New Registration Data Entry Form

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Existing Data Correction and Computerized RC Printing

To replace the existing Registration Certificates (RC) of all vehicles by

computerized RC after necessary correction of the database.

The inconsistency in the database with changes made was removed in the process and it helped the correct assessment of Tax and Fees related to any vehicle in the database. User Interface for Registration Back End (Fig.-8) and sample Registration Certificate (RC) copy is displayed in Fig.-9 below.

Fig.-8 : User Interface for Registration Back End

9 Fig.-9 : Sample Registration Certificate (RC)


Laminated Driving License Preparation Monitoring System

At the beginning of 2002, a stock of nearly 45,000 driving license was

pending for delivery, since the regular input of laminated licenses could not be delivered to the recipients in absence of any specific system for monitoring the license preparing process and tracking the stock of the same. The software developed for the purpose to keep track the status of different phases of “Laminated Driving License” preparation and helped to deliver the licenses smoothly for the benefit of the public and reduced the stock to nearly 6,000 within 4 months after implementation of the software as reported by the Section.

Total Computerization of Permit Section

Developed comprehensive software for the transactions related to

application, issue and renewal of permit of vehicle through the system and to replace the existing permits with computer printed permits.

This kind of software is unique in this state and is very important in relation to implementation of the decisions of R.T.A. The software was developed and tested in October-November, 2002 and finally successfully implemented in December, 2002. It takes care of on-line assessing and realization of fees as well accounting of the same. It also helps to maintain the database of permits and to print all kinds (total 10 types) of permits. The permit database supports accurate tax calculation in some cases.

The database will also help the R.T.A. to get a definite and clear picture of the transport-system of the district and to make the future plan.

Demand Notice for Tax Defaulters

The objective of the software is to assess the Tax & Additional Tax due

against the defaulted vehicles after every quarter and to issue demand-notice of dues to the owners of such vehicles through the system.

Tracking of tax defaulting vehicles is important in view of realizing the due revenue. The demand-notices against the defaulting vehicles are generated from the database through the developed software after every quarter and served to the owners. The action to realize the dues is planned accordingly.

Availability of Vehicle Information in Compact Disc The objective of developing the software was to provide relevant

information of any vehicle in a Compact Disc (CD) which can display the vehicle

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information based on user defined query. The project was demonstrated before the interested groups like insurance companies, financer institutions, vehicle dealers etc. and significant response was received. The user interface screen is displayed in Fig.10 below.

Fig.-10 : User Interface for Vehicle Information

The same project may be helpful for Government authorities like Income

Tax, Police etc.

Regarding implementation of the project, the Section informed that since supply of information is related to realization of fees, the project is awaiting the approval of Transport Department. If the project is implemented the database created in MV Section can be utilized as an additional source of revenue. The user interface for query based information is presented below.

What Next?

Computerization of Driving License Section

To develop software for the transactions related to issue and renewal of

‘Driving License’ through the system.

Only the processing of Driving & Conductor License is done manually. Comprehensive software is needed to develop to perform all the transactions

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related to License through the system. This will not only ensure correct assessment and realization of related fees but the public will also be benefited of faster service. The database will provide the scope of assisting all the enforcement authorities with instant information on any license.

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General Section

Introduction

In General Section, software titled “DAKBAR” has been developed and implemented with an aim to have control over the DAK receipts of the various Sections of the Collectorate during this period.

The existing system involves a lot of manual jobs. The essence of this project is to provide effective and efficient control over the System and have fingertip information as and when required.

The application software DAKBAR is a Document Control Management System. It will increase the reliability of the system; will ensure ready availability of information at any point of time in Receipt Register, Dispatch Register and Movement Register.

Hardware & Software Requirements

Any Intel Celeron 600Mhz or equivalent Processor based Computer with

at least 64Mb RAM and Windows 98 or above as the Operating System is suffice to run this software. The display property of the computer screen should be set to 800 X 600 for optimal viewing and ease of use of the software. As this software generates BAR-code and that BAR-code is printed and pasted on the documents, the BAR-code printer and reader are essential for this software to run it in its full grace.

Process

Earlier the registers for docketing a document namely Receipt Register, Dispatch Register and Movement Register were used to be maintained manually. Staffs used to carry the letters from one department to another and used to get signature of the receiver to keep track of a document. Once a document is misplaced or overlooked by a particular dealing assistant or the dealing assistant who received that document is absent, tracking of a particular document was almost impossible. Using the “DAKBAR” software, any document may be tracked at any time without the help of a dealing assistant and transparency between the dispatching

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department and the receiving department or section is well kept; thus a lot of time saved in consideration to the earlier manual method of document tracking.

The following criteria must be satisfied for its successful operation:

• The timely and proper entry of the required information for all the modules in the relevant entry screen

• The accuracy of input parameters to all reports for accurate display of information

• If the system operations are not carried out on time, e.g. Document receipt, dispatch, movement details are not entered in time, it may be difficult to generate reports correctly.

During execution the system generates unique Receipt and Dispatch No. which cannot be changed as per user intervention. User Interfaces and operational procedure are given below.

Screen: Department Master

Screen: Receipt

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The photo shows receipt

operation under

progress

BARCODE PRINTER

Screen: Dispatch

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Screen: Movement

This Photo displays how the BARCODE printed on the document is scanned prior to movement

Implementation The software has been implemented at the General Section of the

Collectorate, Hooghly. Further the same has been installed in 3 more Sections, Establishment, RM, ADM(G) those are connected over a Local Area Network (LAN).

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Court Case Monitoring System

Introduction

Presently different sections of this Collectorate are involved in a number

of court cases which are monitored manually. But due to the large number of pending court cases, it is difficult to manage efficiently all the existing cases with the present arrangement.

To avoid the above difficulties, software named “Court Case Monitoring System” has been developed. The purpose of this software is to record all the details about the existing cases such as department concerned, whether State Advocate engaged or not, Statement of Facts sent or not, Affidavit in Opposition sent or not, nature of the judgment passed, etc. In addition to the above details few queries have also been added to display all the cases department wise within any two given dates or for all the departments between any two dates. User Interfaces of the complete package is given below.

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User Authentication Module

New Case Entry Module

Query on Case Reference wise Decision

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Implementation The developed software has been tested successfully and training has

been given for its use. It has been planed to implement the software at the Motor vehicle Section. The user interaction screens for data entry and query are already presented in figures.

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Local Area Networking

Introduction

A Local Area Network or LAN is a group of computers linked together

over some media viz. UTP cable (Unshielded Twisted Pair), coax cable, fiber optic cable, radio frequency, etc. LAN is a privately owned network within a building or within a distance of few Kilometers. It is widely used to connect Personal Computers, Workstations in different departments to share resources like printers and exchange information.

LAN at Hooghly Collectorate Building

For setting up of LAN at the Collectorate, one 12-port HUB had been installed at the Video Conferencing (VC) room which was connected to the Hooghly Zila Parishad. From the HUB one node had been given to DM’s chamber, one to ADM(Dev)’s chamber, one to SDO (Sadar)’s chamber and one to District planning Officer’s chamber.

As extension of the LAN, (a) NIC district unit-13 nodes (b) DM’s computer centre-5 nodes (c) ADM(G)’s Confidential Section – 1 node and (d) Treasury Officer-II’s room –1 has been linked with. One 8-port Switch has also been installed at the General Department for further extension of the network to RM Section and Establishment Section. Following figure indicates the LAN at the Hooghly District Collectorate.

Utilization

For better utilization of the network, following software have been implemented.

Software in Client Server Mode • Work Load Estimation- This has already been developed and implemented. Data

entry is in progress.

• DAKBAR- Work order has been given for the procurement of the software.

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LAN at the Hooghly Collectorate

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Land Acquisition

Introduction

The process of estimate preparation for acquiring land, owner-wise calculation of compensation, issuing of notices for acquiring land etc are computerized with the objective to provide fast and accurate service to the public. Time to time modification of the software has also been made as per the requirement of the section. This has become very effective to dispose LA Cases very promptly.

Problems of the existing system

The Land Acquisition (LA) proceeding of L.A. Act-I involves a number of activities which have to be completed within a stipulated time. In the existing manual system it is very difficult to keep the track of the time schedule of various activities of the land Acquisition Act. As there are a number of cases initiated by the District Collector and continuing at various stages simultaneously. So monitoring of all the LA Cases running at the different stages of the districts is very difficult at the Land & Land Reforms Department. Proposed Land Acquisition Monitoring System A new computerized Land Acquisition Monitoring System has been designed with the flow of monthly information of new LA cases initiated during the month and the status of the various stages of the continuing LA cases from the District Collector to the Land & Land Reforms Department in the following Performa. The data has to be entered into the computer attached to the Land Acquisition Offices of the District Collectorate. Development platform Earlier multi-user System was built in Fox-Plus and was on XENIX / Unix platform as OS. Now the whole program has been transferred into: Windows 98 as the Operating System The database is in Access Database from MS Office 2000 Visual Basic 6.0 is used as the front end.

Follows some important modules / Forms in the Land Acquisition Software.

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LAND ACQUISITION INFORMATION SYSTEM

1. Add Records 2. Edit Records 3. Delete Records 4. Check List 5. Reports 6. Share Conversion 7. Calculation 8. Exit

The Main Menu Module is the opening Screen of the software.


1. Case Detail 2. Plot Detail 3. Owner Detail 4. Prev. Menu

Entry Module of the Software.

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1. Total Share 2. LA Case List 3. Print List 4. Owners List 5. Land Detail 6. Prev. Menu

The various checklists required may be accessed through this menu.

For Various Reports one can use this menu.

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Conversion of shares may be used through this form.

Different calculation modules may be accessed through this Manu.

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Arms License Monitoring System

Introduction

The objective of this project is to create a database of the arms license

issued, monitor issue of new arms licenses, renewal of licenses. The software

called “Gun Licence”, has been developed and implemented during early 2001.

As a modification of the software, computerized “Note Sheet” generation for

Renewal or Production or Extension of time for Production of arms or any other

applications for lapse licenses have also been included in the year 2002. Training

has been given the Section personnel to operate the software. User interface for

all utilities are included as follows.

Initial Menu

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Data Entry Options

Gun Licence Data Entry

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Application Received

Query Modules

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Report Modules

Gun Licence Monitoring Module

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Sample Report

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The Electoral Rolls

Election is the most important process in a democratic country like India. Keeping a record of all the electors under the same Assembly Constituency or Parliamentary Constituency is always necessary. So a computerized database of electors was created and whenever required this database is updated. Webel Technologies Ltd (WTL) conducts this project in West Bengal. Every time there is a change in the population, there is a change in the electors mother roll (list) as well. The electoral mother roll is updated by inclusion of the details of new electors, modification of data pertaining to an elector if necessary and deletion of the data of an elector due to several reasons like death, change of address etc.

Every year the old mother roll is printed out district wise and handed over to the enumerators of Blocks and Municipalities to verify the electors’ latest data. The data pertaining to each elector is known as a record in case of this computerized database of electors. The records are verified for correction, deletion and data of new electors are collected for inclusion in the mother roll in this process. As this mother roll printing process is time bound and requires computer operators to print the data by Laser printers, the printing of the mother roll was used to be done by WTL as well in Hooghly District. The mother roll is sent to all the Districts from CEO, Office, Writers Buildings, Kolkata, in the form of Acrobat .PDF (Adobe Acrobat Portable Document Format) files on Compact Disks (CDs). The only thing is to be done was to open the required files from the CDs and print them to fit on A4 size paper.

This year (year 2002) it was decided that the work of printing of mother roll would be done by the staff of Hooghly District and this would be very much cost effective. So started the process of training of staffs. Staffs from all the four Sub-Divisions of Hooghly District and from all the Blocks were invited to attend the hands on training program regarding “How to print the Electoral Mother Roll from Compact Disc”. The training program was conducted at the “DM’s Computer Center, Hooghly”.

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At first a detailed course material with all illustration of the printing process was delivered to all the staff. In the course material the whole process of printing, starting from inserting the CD in the CD ROM drive of the computer to use acrobat reader menus to print the file were mentioned clearly. Soon all the staffs present in the training program became efficient in the printing process, as all the steps were repetitive. Finally CDs were rewritten from the originals so the data was divided Sub-Division wise and sent to respective sub-divisions for printing. In two of the Sub-Divisions the printing was done centrally bringing computers and printers from Blocks and in case of the two other Sub-Divisions the CDs were sent to the Blocks and as each of the BDO, Office were equipped with Computers with CD ROM drives and HP Laserjet 6L Gold Printers there were no problem regarding the printing of Mother Roll.


As soon as the decision was made about the printing, tenders were called

for supplying quality A4 size paper, laser printer toner cartridges and refilling of toner cartridges. As election mother roll printing is a huge process it was assumed that during printing many of the newly purchased printer toner cartridges would be out of ink. So came the idea of refilling the toner cartridges. It is very cost effective as the rate of re-inking or refilling of a toner cartridge is as low as ten percent of the actual price of the cartridge. So printing was being done Sub-Division wise and refilling of cartridges was done at Election Department, DM Office, Hooghly. Thus the whole process became very cost effective and was successfully finished in due time.

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The Election Transport Management System

At the time of Election, communication becomes most important. To send

Electronic Voting Machines (EVM), staff, officials to every corner of the District a lot of vehicles are to be arranged. In this process at first the staff of District Election Department creates a list of requirement of vehicles of particular assembly constituency poling booths according to the route chart. Here types of required vehicles are also mentioned. This list is then sent to the Regional Transport Officer (RTO) at Motor Vehicles Department (MV). Teams of staff from the MV Department then search for the vehicles on road and seize the Blue Books of the requisitioned type of vehicles. The requisition and seizer list is then sent back to the DM Office, Hooghly. The vehicles are to report at DM Office, Hooghly and wait there until deployed.

Earlier the vehicles were to be logged on pen and paper by the staff of Motor Vehicles Department (MV). The required data of the vehicles like Vehicle No., owners name and address, start KM reading, garage distance, when reported for duty, etc. were written on the vehicle log sheet and then the vehicles were deployed. A particular election vehicle number is also added to the vehicle log to identify the vehicle in election sense. Later when the vehicles were released, the end KM reading, release date and time, etc. was noted. Once a releasing process is over the bills for the vehicles were to be prepared on the basis of the log sheet. The whole billing process is related to the covered time and distance, mileage of different vehicles, fuel consumption rates, hire rate of vehicles, price of fuel, etc. So the manual billing process required the consideration of all these factors and was a very time consuming job as well. Moreover if there is a confusion or error from either side it was a very difficult job to search for the log sheet of the disputed vehicle.

Thus it is decided this year (year 2002) that if any computer software can be created for the Election Vehicle Management, which will have the vehicle log sheet in electronic form (data in a database) and generate the bills for the vehicles, it will be of much help. The process as mentioned requires the price of fuel, mileage of vehicles and hire rates for different vehicles, etc. to be stored in tables of a database. The log sheet can be generated in the database and required calculations can be done for billing may be done and stored in the database as well. Preferably the software should be with multi-user facility so at a time more than one operator can enter data in the database (that is fill in the log sheet or prepare and print bill). So the Election Vehicle Management software is created using Visual Foxpro-6. The software fulfills the entire above criterion and is very user friendly. Any staff having a very little exposure to Computers can easily use this software efficiently.

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The hardware requirements for this software are, a Intel Pentium

Processor or equivalent based Computer with 64 Mb RAM. A printer is required to print the bill of vehicles. A Windows based Local Area Network (LAN) can be used for exploiting the multi-user feature of the software. For the LAN, LAN cards are required to be inserted in the computers. One hub and connecting wires will fulfill the hardware requirements.

We can enter AC wise Requirement of vehicles using this form.

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In this form we can enter the entire route chart for future reference online.

Rate of fuels should be entered through this form for preparation of bills.

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Mileage of individual type of vehicles should be entered through this form. This data will be used in preparation of Bills.

Rate of lubricants should be entered through this form for preparation of bills.

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Hire rates of different types of vehicles should be entered through this form for preparation of bills.

Finally we are prepared to enter log sheets through the form shown above.

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Preparation of bills will be done using the form shown above.

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An automatically generated bill is ready for being printed.

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The VR Tracking System

Prior to confirmation in Government Services verification of criminal antecedents, citizenship, study, date of birth etc. of employee is essential. The whole process in connection with this verification, in brief, is that, the employer sends verification form to the District Magistrate (DM) for his recommendation. After getting it verified through SP and DIG, IB, DM either recommends or withholds recommendation depending on the police report. Final report is sent to Employer.

The entire process, as described above, was previously done manually. The manual system of docketing, dispatching of letters, and maintenance of Registers etc. was time consuming and lacked precision. The manual system could not suit to the need of public. Hence need was urgently felt to replace this system by using modern technique. A user-friendly software with high degree of precision and speed was developed and launched on September 2002.

Now all the process, starting from docketing to final dispatch of recommendation to the employer is done through computer. Reminder letter and Quarterly Report are also automatically generated from computer. Status of any case can be searched at any point of time just on the basis of name of the person concerned. Manual maintenance of Registers has been replaced by backup in Compact Disc (CD)

To understand the software operations following user interfaces are displayed.

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One of the main interfaces of VR Report.

Reminders for SP / DIG can be generated using this form.

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For quarterly or monthly report one can use this form.

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A sample monthly report is shown above. The main data entry form of the VR Section software is shown below.

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Employer details are being entered through this form to crate required employer

codes.

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Searching required employer to modify or verify the description and address is very easy using the above shown module.

Likely an employee searching for his / her VR status can be found easily either using the Docket Number or by using his / her name in the above form. Any day at any time the present data status can be reviewed using the form shown below.

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An automatically generated first letter to the SP in the VR Software is shown below.

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A Last Letter Generated for the Employer in the VR Software is shown above.

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The registers regarding VR are automatically generated through this software. The

“Receipt Register” is shown above. Similarly, the “Issue Register” is shown below.

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File Scanning Software

The Establishment Section is one of the most important sections in the Collectorate. An important file or circular of this Section may be required to be reviewed at any point of the day. There may be problem regarding this type of file access, as the dealing assistant of the file may not be present at that time. So the concept of “Establishment File Scanning Software” was established. Using this software we can scan and store the paper written file in digital form and keep it in a database. Once a requirement is felt, one will have to search the same file from the computer and refer it online or print the same file if required. Thus an old handwritten file kept in the database can be stored permanently in the database and kept in a Compact Disc Media (CD) and the file will be ready to be referred at a click of the Mouse of your PC and will be safe forever.

So a software based on Microsoft-Access 2000 was developed to serve our purpose. The hardware requirement of this software is an Intel Pentium Computer having 64MB RAM and a scanner for scanning the files. An optional printer may be used to print a file if required.

Software requirement for this software are Windows 9X-Me-XP-NT as the Operating System of the Computer, scanning software (supplied with the Scanner) and Adobe Acrobat-4 or later or any other equivalent software to convert the scanned file into .PDF (Postscript Document Format) format (this is also optional). Files may be scanned to .TIF format using MS-Office XP document scanning utility and will be most convenient.

This software though at first was created for scanning Establishment Section files and circulars only, it is soon realized that the software can be used effectively to scan files and circulars of other departments as well. The main interface of the software is shown below.

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The main Data Entry screen (Form) of the software is shown in the next page.

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Double click on the Acrobat Document will open the file like shown above.

One can search a file using the Memo Number using this form.

Most important of all search is the category wise searching of files as shown below.

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One can search the required file using a given date range through this form shown below.

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CERTIFICATE CASE MONITORING SYSTEM

Introduction

Certificate section is an important section of the District Collectorate, which helps Government departments and banks to recover loans and interest from the debtors. Though this section is not directly involved as a revenue-earning department but plays silently to increase the Government’s revenue. So it has an important role to play in the present crisis.

Technology & Process

The system has been designed and developed on the basis of two main types of cases, one new case entry and other old case entry. Since more than one officer is involved to dispose the cases, there is an entry menu to choose the Officer Code under which the case lies. Initially cases has been divided in two main category as Bank Cases (non-government) and Government Cases like Sales Tax, Industries, Fire Cases, Excise, Fera, Arrear Electricity, House Building etc. Data to be entered through the developed software with proper checking of the court fees and process fees and an automated case number will be generated according to the category of cases. After that machine will generate the register-10 and court fees register respectively followed by Form-7 issue. If the certificate holder appears within one month from the date of Form-7 issue, hearing will be entered through hearing entry module with next hearing date, otherwise show cause letter will be generated against the certificate debtor’s. If the certificate holder fails to appear in the next hearing date, computer will generate the warrant of arrest or warrant of attachment of movable property, according to the order of District Administration.

Hardware: Present Hardware in the section like

Pentium-I/100 Mhz with 16 MB RAM

10 GB HDD, 1.44 MB FDD

42X CD-ROM, Color Monitor

WINDOWS-95

Software: The package is headed with the “Certificate Case Monitoring System” which is entirely developed using Visual FoxPro including all type of reports. The CCMS has been devised in such as way that it keeps complete tracks of all cases. The

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software has been implemented to overcome various types of problems existing in the old manual system.

The salient feature of the software is associated with the following main modules:

• Entry Module • Update Data • Generation • Report Module • Bye

Under each of these above stated main modules contains some other sub-modules which are performs some specific functions.

Entry Data:

This module contains all the entry modules like

New Case Entry Old Case Entry Hearing Entry Order Sheet Entry Deposite Entry Case Status Entry

Data Update Module: This module only performs the updation of the existing case information in respect of New and Old cases information’s, Hearing, Deposit, Order Sheet and Status of particular cases.

Generation:

This module generates various types of reports and forms against each case like.

1. Preparation of Register-10. (See in ccms-1) 2. Issuing Form-7 to each debtor. (See in ccms-2) 3. Order Sheet preparation through computer. (See in ccms-3) 4. Show Cause Notice generation for the defaulter cases. (see ccms-4) 5. Warrant of Attachment of movable property. (see ccms-5) 6. Warrant of Arrest notice generation. (see ccms-6) 7. Reconciliation reports generation with treasury. (see ccms-7)

Report Module: From this module user can observe or take the print in respect of case study report

month wise, operator wise, Officer wise, Bank wise and status of a particular case detail as below:

1. Month wise case study report. (see ccms-8) 2. Operator wise case study report. (see ccms-9)

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3. Officer wise case study report. (see ccms-10) 4. Bank wise case study report. (see ccms-11)

Future Plan: Updation of the entire software in respect to entry level and report generations. In respect of order sheet preparation, now users (dealing assistants) are entering remarks by typing the matter through memo fields and it has been seen that sometime same type of remarks are coming in the order sheet which is wastage of time. So some statutory remarks will be stored in the software and will be displayed according to the user choice.

Sample reports are displayed below:

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PAY BILL COMPUTERISATION

Introduction

In Hooghly Collectorate, Pay bill has been computerized since 1996 in Foxplus under Unix based multi-user system. The software was developed by NIC, Hooghly district unit. With the help of this software, all the department of the Collectorate would generate their reports including pay slip and Form-16.

Achievement:

According to Government order, new pay bill package COSA (Computerization of Salary Accounts) under Window system has been implemented from the month of April in the current financial year 2003-2004.


Pentium-II/100 Mhz with 64 MB RAM



WINDOWS-98

LQ5400 - DMP Software: The new Window based pay bill package (COSA) has developed in Visual Basic with Access, by NIC State Unit. This software has been devised in such a way that it is user friendly as well as easy to prepare the accounts. The software has been implemented to overcome various types of problems existing in the old manual system.

The silent feature of the software is associated with the following main modules:

• Data Entry and Updation • Report Generation • House Keeping • MIS

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Data Entry and Updation:

• Directory Data Entry – This is responsible to enter and modify the Pay and Allowance, Deduction type, Loan type and Accommodation type. Also use for Salary Stop reason, PF Loan purpose and add to new designation.

• Master Data Entry – With this menu user can initially enter or modify data related to Department, Establishment, User Administration, State & GOI D.A. Rate, State & GOI H.R.A.

• Salary Data – It is mainly responsible to enter or modify the personal information’s, monthly salary data, PF Loan, PF arrear, Allotment of Fund, Bill wise sanction post and FORM-16.

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Report Generation

• This module generates various types of reports monthly as well as yearly like

• Monthly Pay bill Outer Sheet Generation • Monthly Pay Bill Inner Sheet Generation • Pay Bill Extract • Bill wise monthly Vacancy position • Bill wise monthly Pay Slip Generation (Cumulative/Without Cumulative) • Preparation of Input Statement • Generation of all type of GPF Statements • House Building Loan Schedule Generation (Principal/Interest) • Loan recovery Schedules • G.I.S. Schedules generation • Generation of House Rent, Festival Advance recovery, Overdrawal Schedules • Generation of Professional Tax and Income Tax deduction schedule. • Generation of Group D GPF Deduction Certificate. • Acquaintance Roll Generation. • Beside these some other important report are generating.

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Paybill Outer Sheet

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Paybill Inner Sheet

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Pay Slip

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The yearly report module is responsible to generate the GPF statements and Form-16 formation according salary data’s for previous data

• Yearly GPF Statement generation • Yearly FORM-16 generation.

House Keeping:

This module provides

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Future Plan: The software has been implemented in the Collectorate within more than 500 employees. From next financial year Form-16 will be generated through software that reduces the time and mistakes.

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POOL CAR MONITORING SYSTEM

Introduction

District Magistrate Pool Car Section is one of the important and busiest

sections in the Collectorate. This Section keeps the track of all the vehicles under direct control of the District Magistrate, in connection with daily movement of the vehicles as well as all type of VIP duties arrangements in the district. This section is also responsible to issue the fuel slip against each vehicle according to kilometers with maintaining manual logbooks.

Achievement:

Comprehensive and useful software has been developed for transparent, systematic and efficient maintenance of vehicle and to overcome various types of problems in the existing manual system for District Magistrate ‘s Pool Car Section. To implement the same, one computer with printer has been installed to the Pool section.

Hardware: Present Hardware in the section like Pentium-I/100 Mhz with 16 MB RAM



WINDOWS-98

DeskJet Printer Software: The package is headed with the “Pool Car Monitoring System” which is entirely developed by Visual FoxPro including all type of reports. It has been devised in such as way that it keeps complete tracks of all the vehicles. The software has been designed and developed by NIC, Hooghly.

Salient feature of the software is associated with the following main modules:

• Master Entry

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• New Data Entry • Data Modification • Issue Fuel Slip • Report Generation

Under each of these above stated main modules there are some other sub-modules which perform some specific functions.

Master Maintenance Module: List of present vehicles with all information, list of related garages, list of approved pumps, fuel and other lubricants price etc. are recorded in the following data entry forms:

Vehicle Master Entry Garage Master Entry Pump Master Entry Fuel & Lubricants Master Entry

New Data Entry This module is also contains all the entry modules like

Daily log book entry

In this form user enters date wise total journey in kilometer with proper time of a vehicle.

70 Vehicle information entry


In this form a user enters the present status of a particular vehicle. Like status code, Repairing code, Garage code where the vehicle will be repaired with detail of repairing jobs.

Garage Repairing Bill Entry This form is responsible to provide details of repairing entry including all spares parts and amount involved.

Daily Fuel & Lubricants entry Each vehicle shall purchase fuel and other oil from District Administration approved pumps. These pump supplies fuel and lubricant as per fuel slip issued by the pool car section. These amount of fuel and lubricant has to be entered thorough this entry form.

Data Modification Module:

This module performs the updation of the existing vehicle information’s in respect of daily log book, fuel information, garage bill information, pump related information, etc.

Generation: The purpose of this module is to generate various types of report in

different formats as and when required against each vehicle/pump/garage like -

1. Vehicle wise daily log book 2. Vehicle wise monthly log book 3. Vehicle wise monthly fuel statement 4. Vehicle wise monthly garage bill 5. Vehicle wise garage wise monthly report 6. Garage wise vehicles report 7. Pump wise vehicle wise fuel slip issued 8. Pump wise monthly fuel bill

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WEBSITE: www.hooghly.nic.in

Introduction

In this era, the Internet is a very common word to every one in the world. We are now able to find almost every thing in the world through Internet by clicking a tiny mouse. In the Internet so many websites are available to provide information and that can be accessed from anywhere without going to the concerned location. A web site consists of different type of web pages like static and dynamic. The objective behind hosting a website for any place or office or department is to keep the public or citizen informed and updated about the various activities or functions and thereby ensuring transparency in their activities.

Achievement

To promot IT culture at the District, the District Administration realised the importance of hosting official website for Hooghly District. With this view, in the year 2000, a committee was formed to prepare the content of the website. The District Administration requested NIC, Hooghly District Centre, to desing, develop and host the website. The Website was hosted in the name of www.hooghly.com by the District Magistrate, Hooghly on 15th August 2000. At present it has been shifted to NIC webserver located at New Delhi. It can be viewed at http://www.hooghly.nic.in or under “Districts of India” link of http://www.indiaimage.nic.in. The website is comprehensive, informative, friendly and helpful to the citizens. Software: The website http://www.hooghly.nic.in is developed using HTML and ASP. This website at present contains the following information:-

• District Profile

o Location, History, District Map, Geography, Access (Transportation),

Climate, People and Culture (Language, Art Forms etc), Demography (up to date), Literacy

• Administration

o Details of Villages, Sub-Divisions, Panchayat Samity with block, Zilla Parishad activities and Zonal Offices

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http://www.hooghly.nic.in/

http://www.indiaimage.nic.in/



• District Collectorate

o Activities of Collectorate, Phone no. e-mail address of District Magistrate, Activities of the other section in the Collectorate, Important Telephone number in the district.

• Infrastructural Development

o State of roads, Electricity, Major Occupations, Industrial Scenario, Health Administration both in Government and Non-Government, Education.

• I.T. in the District

o Prospect and extent of Computerization o Role of NIC, District Centre.

• Places to Visit

o Important places to visit at the District.

• Zilla Parishad o This link will help to view total administrative set up of Hooghly Zilla

Parishad with all functions of each Section.

• Other Information o The “Tender Notices”, which are published by the District

Administration can be viewed under this link. Keeping this link it has now made possible to publish such notices widely.

Future Plan

The website consists of different web pages. Some pages contain static information and some pages dynamic. The Hooghly Public Grievance cell is computerized and near feature we will put some dynamic pages on the web site for public so that they can put their complaint or suggestion through Internet instead of personal presence in the department or letter correspondence. We also desire to keep the total grievance database to the web so that people can get required information instantly from any place as well as the status of a particular grievance. Also as the user’s information enters into the database directly, loss of information becomes almost impossible. Manual paper work will be reduced and scope of data alteration will also be reduced. In addition to that one separate page for major events at the District will be included.

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HOME PAGE OF www.hooghly.nic.in

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MPLADS CASE MONITORING SYSTEM

Introduction

In 1993, the Prime Minister of India announced in the Parliament, the “Member of Parliament Local area Development Scheme (MPLADS)”. Initially in 1994, detailed guidelines on the Scheme concept, implementation and monitoring of MPLADS were subsequently issued by the Ministry of Rural Development. Thereafter some revised guidelines were issued from time to time. According to guidelines, against each MP/Elected Member of Rajya Sabha/Lok Sabha allocates Rs. 2 crores for development to their Constituency/Districts. Each MP will give a choice of works to the concern District Administration who will get them implemented by established procedures that he may guided by the procedure laid down by the State Government subject to these Guidelines.


The system has been developed on the basis of three main types of cases, fund sectioned, fund received and fund utilized. Since inception of MPLAD scheme in 1993, the software has been developed by District NIC and till now it is running smoothly. Package contains some master tables, which are codifying the District, Sub-division, Block, MP’s, Sector, Scheme according to Government of India.

Hardware Present Hardware in the section like

Pentium-II with 64 MB RAM (Compaq)



WINDOWS-98

HP LaserJet 6L Gold printer Software The package is headed with the “MPLADS Monitoring System” which is entirely developed using Visual FoxPro including all type of reports. This has

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been devised in such as way that it provides all types of reports as per requirement of Administration. The software has been implemented to overcome various types of problems existing in the old manual system.

The salient feature of the software is associated with the following main modules:

• New Data Entry • Modify Data • Deletion of Data • Report Module • Bye


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New Entry Data:

This module is responsible to entered data for a particular M.P., sector wise and scheme wise information in a year. The following screen shows the total entry options MP wise.

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Data Modification Module:

This module only performs the updation of the existing case information Sector wise and scheme wise.

Report Module:

This module generates various types of reports and forms against each case like.

MP wise funds Received module generates a report of total fund received, sectioned, percentage of fund sanction and utilized up to the current year.

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This report generates the sector wise total number of schemes, percentage of total schemes and % of total funds sanctioned.

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This report module generates MP wise and year wise details scheme, executive agency, recommendation date, sanction amount and utilized mount.

This module generates year wise and scheme wise with zero unitization.

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MPLAD Books: Beside these, District Magistrate prepares two MPLAD scheme books (Vol-I & Vol-II) each year for MP’s meeting, which contains all types of computerized reports through the NIC’s developed software. That report is factual, analytical and graphical.

Future Plan: Updation of the entire software in respect to entry level and report generations.

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PUBLIC GRIEVANCE MONITORING SYSTEM

Introduction

Public grievance cell is an important section of the District Collectorate, providing services to the citizens with solving their grievances related to administration / offices / corruptions / neighbors or relatives etc. A large no of number of complaints that are received by this section falls directly or indirectly under civil or criminal nature of dispute.


The system has been developed on the basis of two main outlook of

petitions mainly grievance and suggestions. Firstly grievances or suggestions of the petitioner are registered in the computer system and an automated registration or reference number is allotted to each complaint through acknowledgement print for future correspondence. The computerized registration number would be in such a manner that the first character always indicates the petition type i.e. G for Grievance and S for Suggestion. Also all the grievance has been categorized in eleven ways like government, public vs public, ST & ST, Minorities, Pollution, political disturbance, women case, relatives & neighbourer, law & order, corruption, etc. After that action is be taken with issuing a letter to the competent authority. After getting the feedback that is enquiry report from the authority, it is entered in the proper menu and the final report generated. If the competent authority does not sent their feedback within two months, an automatic remainder letter is to be issued against the authority.


Pentium-I/100 Mhz with 16 MB RAM



WINDOWS-95

Epson stylus 500 Color Printer 85


Software: The administration need for speedy action taken and disposal of the petitioner cases led to the design and development of computerized “ Public Grievance Monitoring System “(PGRS) by the NIC, Hooghly District Unit. The PGRS has been devised in such a way that it keeps complete track of the petitioner cases. The software has been implemented to sort out various types of problems existing in the old manual system. The main objectives of the software to

• Quick disposal of cases • Quick retrieval of cases • Various reports generation • Avoiding unnecessary litigation and automatic remainder

generation


• Data entry • Data Update • Report Print • Daily Report • Query On • Remainder • Exit


Data Entry Module:

This module also contains other three sub-modules like Registration, Action and Feedback Entry that helps user to generate new registration number of the petitioners with action taken and feedback entry consecutively

Data Update Module:

This module only performs updation of the existing petitioner information’s in respect of Registration, Action and Feedback

Report Print:

This modules generates various types of reports of monthly/quarterly and also generates some others letters or sheets against each petitioners like.

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1. Acknowledgement printing for each new registration entry.

2. Issuing letters to the concern incumbent.

3. Monthly report generation for divisional commissioner with showing the details no. of cases received, disposals and pending during this period.

4. Quarterly report generation for divisional commissioner with showing the details category wise number of cases received, disposals and pending during particular quarter.

5. After completion of the enquiry against each case, final order report will be generated with this sub-module.

Daily Report

From this module user can observe or take the print in respect of number of cases registered, issue letter, acknowledgement printing etc. date wise.

Query Menu

This menu offers different kinds of queries on particular key field like

1. Status of a particular case at any stage

2. Query on a particular authority

3. Query on Category wise grievances

4. Query on category for particular month

5. Query on feed back

Reminder

From this icon user can take the print copy of the reminder against enquiry authority for expedite or quick disposal of the cases.

Here is also a new form, which is responsible to generate automatic remainder against each authority in every two-month gap.

Future Plan: To be Web enabled, which will be the most effective applications of e-governance towards the speedy disposal of grievances.

Some important reports are shown in the following pages.

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TREASURY INFORMATION SYSTEM

Introduction

District and Sub-Divisional Treasuries plays an important role to the District

Administration. Treasuries perform all type of monetary transaction. DDO’s submit bills like pay bill, arrear bill, TA bill, Office Expenses, other Charges and other claims, to the Treasury through a particular formatted bill and in reply, treasury issued a token against the said bill to the DDO. After scrutinized the bill properly, Treasury Officer pass the bill and finally prepare the cheque by typing& enter the paid Cheques in the daily RBD. Treasury also sends IST & final list of payments & cash A/c s of every month to the AGWB within 5th of every next month. The entire process is very time consuming & leave scope for inaccurate grouping of A/c s. There was also limited scope for use of Treasury data for decision making process. I.T. lends its hands towards treasury to solve such problems through treasury computerisation programmes. NIC India plays a vital role to implement Computerised treasury Management System (CTMS).

Achievement: Towards IT promote and speedy disposal of the DDO’s bill, Treasury computerization was the pilot project to the Government. As a result, Hooghly Treasury –I & II have been computerized since August 1998 through the NIC developed host base system. Initially the system has been implemented though printing of cheque and delivery of cheque, entry of paid cheques, generation & sending of Computerised monthly a/cs to AGWB & DTA., sending of treasury Data to different revenue earning Deptt. for receipt management.Supply data for receipt/payments to the DDOs, Local Fund/ Provident Fund/Personal Ledger Operators including Engineers for their LOC a/cs. Now it is running successfully in the District Treasuries as well as Arambagh sub-division treasury. With the implementation of the said software, treasury is now able to overcome the unnecessary delay in processing and preparation of monthly and yearly accounts & sending report to the end users.

Hardware: Present Hardware in the Treasuries:

Pentium-II, 266 MHz with 64 MB RAM

10 GB HDD, 4GB RAID -1

1.44 MB and 1.2 MB FDD

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SCSI CTD, SCSI CD-ROM

One Parallel and two Serial

LAN card –Intel ether Express Pro/100B

Specilix Card

SCO UNIX TVSE LQ-1050 DMP for Report printing and Panasonic/TVSE 80-coloum DMP for Cheque Printing Software: The package is headed with the “Treasury Information System (TIS)” which is entirely developed in Oracle RDMS under SCO UNIX. The main features of the system include payment involving receiving of bills, printing of cheques, delivery of cheques, receipt involving scroll entry, edit and various report generations toward the submission of accounts to AG. The said software has been developed and maintained by NIC.


Daily Cheque Printing Module

This module is responsible to print out the cheque against each token number and date.

Daily Report Generation Module

With this module user can takes the daily reports like

1. Daily payment report scheme wise 2. Daily payment report minor head wise 3. Daily payment report transaction –major head 4. Daily court deposit receipt 5. Daily receipt report charge wise 6. Daily receipt report account head wise 7. Daily cancellation of cheques (before delivery) 8. Daily payment report transaction wise voucher date 9. Daily payment report major head wise 10. Daily receipt report (Tran.) challan date+major head 11. Daily receipt report transaction wise challan date 12. Daily receipt report major head wise

Monthly Report Generation Module

This module generates various types of reports, which are regularly sent to AGWB and DTA

1. Payment subsidiary Register-Group

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2. Monthly Payment Scroll Major Head wise 3. Monthly Payment Report for AG-Transaction 4. Monthly Receipt Scroll -Transaction 5. Monthly Receipt Scroll major Head Wise 6. Top schedule of Receipts 7. List of cancelled cheques (w/o fresh Cheque) 8. List of cancelled Cheque (Fresh Cheque) 9. Monthly report –Advance not Adjusted 10. Monthly report –advance Adjusted 11. Monthly Encashment report daily Tot+Cheque number 12. Monthly Encashment report order by cheque no. +Date 13. Monthly Receipt Report –charge wise 14. Report of unpaid cheques for a month 15. Monthly court deposit report 16. Monthly plus-minus account report of court 17. Monthly list of automatic cancelled cheques 18. Monthly list of Payments 19. Monthly cash accounts report 20. Monthly RBD report 21. Summary statement of cash accounts 22. Monthly bank cheque report 23. Minor head wise monthly report 24. Detail head wise monthly report 25. First List Preparation 26. List of Payment (First List) 27. Monthly delivered Treasury cheque 28. DDO wise Bank cheque report 29. Scheme wise summary on receipt 30. Scheme wise receipt Subsidiary report 31. Only challan receipt on a major head 32. Monthly plus-minus report – Criminal court 33. Monthly plus-minus report security deposit 34. Monthly plus-misus report revenue deposit 35. DDO wise not adjustment Report beyond 60 days 36. Status of Unadjusted Advance 37. Daily RBD Report 38. First list of payment Sub. Register all heads 39. Monthly payment scroll for Tr.-Transaction 40. Monthly receipt report account head wise 41. Monthly receipt report with depositor 42. Monthly scheme wise payment report

Supervisor Module

This module is totally restricted to the end user. Treasury officer can operate this module on urgent basis, as

1. User access control 2. Surrender of cheque by user

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3. Cancellation of cheque (before delivery) 4. Cancellation of cheque (After delivery) 5. Delivery of Fresh cheque after cancellation 6. Automatic cancellation of cheques 7. Cancellation of receipt 8. Cancellation of revalidated cheques 9. Cancellation of PL cheque

Beside these some other useful options are there at the supervisor level.

PLA package

PLA package has been installed and implemented in both the treasury.

Stamp package has been installed and implemented in the Hooghly Treasury-I.

Future Plan: Client Based System will be installed in place of present Host Based system to the both Treasury I and II and finally it will be connected with the Finance Department though WBSWAN towards e-governance.

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PENSION MONITORING SYSTEM

Introduction

All types of pension related matters of the civil servants are decided through the Pension Department of the State and also issuing authorities of PPO, CPO etc. This department is also responsible for revising pension cases due to various reasons. After getting the PPO, District Treasury calculate manually all types of benefits as well as monthly pension. Then prepare bank wise scroll and send it to bank. Pensioner collects their monthly pension through their respective bank. This manual process was very time consuming and often pensioner could not get their benefits in time. Needless to say, the proper functioning of Pension System and timely send the benefits to the pensioner is obligatory for Government as well as pensioners due to its various socio-economic impacts.

Achievement:

Technology & Process To overcome these manual problems, a computerized pension disbursement system, developed by NIC, Hooghly District in 1994 for the district Treasury. Following major area was identified for computerization.

a. Creation of Pensioner Databases in respect of State, Teacher & Money order Pension.

b. New pension calculation c. Arrear pension calculation d. Monthly pension calculation e. Ex-gratia list preparation

One of the most important parts of the Pension is that Money Order Pension. It has also been developed on three cases like State, Teacher and Family.


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Pentium-II with 64 MB RAM (Wipro-Server, NIC)


Cartridge Tape Drive


Unixwere 2.1 Wipro LQ-1050 plus DMP

Software: The Pension Monitoring System (PMS) has been designed and developed in Fox-Plus under Unix. This has been devised in such as way that it monitors the delays or tendencies in the disposal of pension cases, generation of monthly progress reports and status reports etc. The software has been implemented in year 1994 and it is now running smoothly. Through this software district treasury is preparing near about 100000-pensioner monthly bill for 43 bank branches.

The salient feature of the software is associated with the following main

modules:

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The report Generation module contains various type of monthly report

like bank wise supper annotation, family in respect of state pension. Similarly for teacher pensions state and family bill are generating in each month. Money order pension bill also are also generating according to commission for each month in respect of state, teacher and family.

Future Plan: Updation of the software in respect of setting up an online enquiry system about the status of a pension case as well as web enable toward e-governance.

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OFFICERS AND USERS TRAINING PROGRAMME Introduction

Toward the expertise hand or to increase the efficient per formations in any

area, to take the appropriate training or to gives the training to officials is indispensable. In the computer field, training is need to every one.

Achievement: The district administration has been installed computer in the major

department or offices. In connection with the State Government, District Administration has been paying great emphasis on introduction of Computers in the different department/section or offices with a view to increase the efficiency of the administrative machinery and to bring transparency or cleanliness in its activities. The training of the employees including officers and staffs on computer is taken as a part of the IT promote. In this connection, district administration has organized various training program with help of NIC or WEBEL or NIIT. Initially the training Program has been completed in two ways, one, in house training, which was organized by NIC, Hooghly District Unit and secondly, was performed by the WEBEL or NIIT. Basically we arrange the training program in two modules:

• Master trainer training • Other officer or staffs training

In the Master trainer training program, phase wise training has been given to Officer and staffs from each Sub-Division, Block level and Collectorate Officers and staffs as master trainers. The master trainer-training schedule is consisting of

1. Computer Fundamentals

2. MS Office (Word, Excel)

3. Basics of Internet and E-mail Operation

4. E-Mail Send/Receive

Apart from this, NIC district Officers (DIO/ADIO) are always imparted computer training to the user department as when necessary on the specific software or Internet and on computer fundamentals towards IT promote.

Certificate: After completion of training, certificate has been given to each trained personnel from District Administration.

Feature Plan: Separate Training Centre will be constructed in the Collectorate for follow up the monthly and yearly computer-training schedule.

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Other Training Facilities Available

As the requirement of Computerization is becoming essential to carry out Government works effectively, smoothly and correctly; the requirement of computer known persons in every Department or Section of the Collectorate is uprising. To learn computer and work with a computer one needs basic training to run different office oriented software and work with the same. Along with this, all the different software created in the Collectorate for different purpose needs Data Entry in common. To enter data in computer the Data Entry Operator should have minimum idea of computer to handle errors on the fly. Thus the requirement for a regular Computer Training of the staffs is felt. So at least one computer training programme for the Collectorate staffs is commenced every month at the National Informatics Center (NIC) room or at the DM’s Computer Center, in the Hooghly Collectorate.

Unlike other Collectorate there is a Computer Center named DM’s Computer Center in the Hooghly Collectorate. The area of the room is near about 200square-feet and it is Air- Conditioned. Thus it is a very well suited room for the computers as well as the trainee staffs. There are adequate chairs and tables both for the computers and trainee staffs. The room at present is equipped with four Personal Computers and a server. Software like VR Project, Election Vehicle Project, DL002, Establishment File Scanning Software etc. are developed using these computers. A group of at least 10 persons can be trained in the DM’s Computer Center at any time in the two-man one computer manner. The room has two terminals of the Collectorate LAN. So any document created here can be transferred to anywhere in the Collectorate using the LAN.

There are quality laser printers like HP 4050N and HP 2200DN Network printers. A high speed HP LaserJet 1000 Laser printer is also present in this room. The 2200DN Network printer is connected to the Collectorate LAN, so any document can be printed from anywhere of the Collectorate through this printer. The Election Mother Roll was printed using these printers.

An online 2KVA Epoch made UPS is used to get Un-interrupted Power Supply in the room at the time of work. Along with this there are two 500VA line-interactive UPS for two individual computers.

There is a HP Scan jet 2200c scanner for scanning required documents in the DM’s Computer Center. This scanner was earlier used to scan files and circulars for the Establishment File Scanning Software.

There is a 56KBPS Voice-Fax D-Link Modem, which is used to download required documents and drivers for the room by means of, dial-up-network. E-mails are also sent and received through this modem.

Thus the DM’s Computer Center, Hooghly is self-sufficient to create, maintain and train new software for the Hooghly Collectorate.

e-governance in hooghly collectorate

Documents