Department of Home- EGovernance Roadmap

8/12/2019 Department of Home- EGovernance Roadmap

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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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IT/e-Governance Roadmap Ver 1.0

Department: Home

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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




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


6. SR Cases To record Special Record

cases


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 8 Port 350 7500

Patch Panel 48 port 200 6000




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

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Department of Home- EGovernance Roadmap

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