PLAN SPACE

System for Progress Analysis and Concurrent Evaluation

A project initiated by Kerala State Planning Board

Developed and implemented by IIITM-K

www.planspacekerala.in

What is PLAN SPACE

PLAN SPACE

- PLAN SPACE is a a web based information management tool, which helps to monitor and evaluate the implementation progress of all schemes across all departments.

- Its an online tool which facilitates to capture the relevant details about a plan scheme, its detailed component wise, physical/ financial progress and gives a dynamic, customized reports on

demand.

- Online reporting tool for the Departments to report their progress of activities on time to time to Govt.

- An online tool which helps to bring transparency in plan implementation and give an opportunity for the Govt to take

timely intervention on resolving the issues/problems

Objective of the project

The basic objective of the project is

- To conceptualize, develop, implement and maintain a web based information system, which helps to monitor, review the periodical progress of plan projects and schemes under various departments and to make an effective reporting system for the Govt.

- To capture the relevant details of schemes by activity wise,

spatial distribution wise, gender wise, and cost components wise.

- To give real time reports on implementation status

- To report the implementation problems or hurdles or any issues (technical/non technical) to the concerned, which helps timely intervention and action

Consultation/meetings with senior Govt.Officials

• Two levels of presentation with Sri. L C. Goyal Sir, Principal Secretary Finance and taken the feedback

- Incorporated all suggestions made by Principal Secretary Finance

• Presented to chief secretary and all Secretaries during the Chief Secretaries monthly meeting

• Presented to all Heads Departments and planning officers and

received feedback.

• Arranged presentations and capacity building programs to

Department level officers

The system was formally inaugurated by Hon. Chief minister on 18th November 2009

System Architecture

• Highly Flexible Architecture (MVC)

• Fully web based and accessible through standard web

browsers

• Fully open source and open standard technologies (No software licensing for Govt)

• Made Provision to integrate any other databases or systems like Treasury expenditure data, LSGI data etc.

• Provision to download reports in format like Excel, PDF or CVS

Data Validation

Data Centre @IIITM-K

users

Ac

cess t

o P

LA

NS

PA

CE

SPB

The system Architecture

Online Data updation

Dept A - HQ level

Dept-A Dept-n Finance Secretaries Ministers

Online Data updation

Dept B - HQ level

Online Data updation

Dept n - HQ level

Data updation process

• The basic database is state budget. The primary source of information. (State Budget head as the unique attribute)

• The budget scheme details are directly available to the

system with its Unique head of Account and Scheme Code

- The scheme components are defined by the Concerned Departments (cross checked by SPB technical officers with plan write up)

- The physical and Financial implementation progress and other issues and problems are being updated through online by Concerned Departmental heads

(only from the departmental Head quarters)

Scheme implementation life cycle : process mapping

• Defining the logical flow of implementation of schemes (from

project proposal to physical/financial achievement)

• Step by step logical flow and mapping

- Project Proposal by the respective department

- submission to working group/special working group

- Release of AS/ TS

- Identification of implementation agency/partner/vender

- Financial release/transfer

- Actual implementation etc

- Reporting of physical/Financial progress

- Reporting of issues/hurdles/ if any etc

Benefits to Govt/KSPB

• Access to the latest information on the progress of the scheme

• Improves efficiency in planning and coordination process

• Access to various reports on individual scheme wise, department

wise, division wise, sector wise implementation status

• More clarity on the implementation of schemes and beneficiaries

• Provision for getting information on spatial distribution wise, gender wise beneficiaries

• Helps and facilitate the individual departments for more clarity on defining the scheme components

• Mapping of scheme components and its physical and financial progress

Benefits to KSPB Planning process

• Improves the efficiency in plan formulation process

• Single window access to relevant information on ongoing schemes and its physical and financial achievement , which helpsto make better decisions in planning

• Helps in analyzing data on spatial wise, gender distribution, sector wise, beneficiary wise distribution of schemes (Eg : schemes

on SC/ST womens in coir industry at Alappuzha)

• To suggest or intervene with Govt in handling major implementation hurdles/issues on time and ensure the smooth

implementation process. (Eg: Delay in getting AS or TS)

• Helps in recommending major changes on time to time with

Govt. (Eg;- improving the clarity in AS)

• The reports can be exported or saved locally for further analysis or with any other analysis software (Eg : MS-Excel/ SPSS etc)

Project BenefitsBenefits to the individual Departments

Single window access to Information on all the schemes and its

various components (state/centrally sponsored)

Provision to report any implementation issues or hurdles (technical/ non technical/ environmental) etc, which helps the Department or Govt. to intervene and solve

Provision for giving the valuable suggestions/ comments/ or feedbacks by the implementation officer for the better

improvement of the scheme

Provision to report the spill over details

Information on current status about a scheme

Project BenefitsBenefits to Govt

Govt. can get up to date status on implementation of various

schemes under their departments

Provision to take immediate action or intervention on any issues or hurdles reported by the departments during the implementation stage.

Financial and physical status updation

Major Reports scheme wise reports

Major Reports sector wise reports

Major Reports sector wise reports (Aggregate view)

Major Reports Division wise reports

Major Reports Report on Present Status-Hurdles

Major Reports Report on Present Status

Major Reports List of schemes having spill over

Major Reports Scheme status updation

ACESS TO THE SYSTEM

Through strict authentication process

Proposed Users

- Planning board officials

- Technical officers

- Department Heads

- Govt. secretaries

- Other key officials in the Govt.

Security

• System Level security

- Security on unwanted attacks or access

- Server level security

- 24 X 7 data management ability

- Daily data back up

• Application Level Security

- Access strictly through authentication (userID and

password)

- User role and privilege based access

- Maintain access logs for all users