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Smart Governance – Framework for e-Governance in ULB's
Associate Vice President, eGovernments Foundation
Agenda
2
About eGov
Framework
Product
Corporation of Chennai – Case Study
a Not-for-Profit Trust founded by Nandan Nilekani and Srikanth Nadhamuni in ‘03
An Integrated eMunicipal ERP - scalable & replicable cloud-based technology - developed in accordance with municipal standards & local needs
Enable ULBs improve revenues (assessment & collection of property taxes), manage works & expenses efficiently, and improve citizen service delivery
Exclusive focus on Municipalities; Implemented in 275+ Municipalities
Enable data-driven governance
Available in open source. Freely download from Github and implement.
© 2014 eGovernments Foundation
3
eGovernments FoundationTechnology & Analytics to improve Urban Governance
Service Fulfillment Engine
CitizenServices Taxes Vendor
ManagementProcurement of Goods & Services
Taxes & Licenses
BI &
An
alyti
cs
Das
hboa
rd
Empl
oyee
Self
Serv
ice
Adm
inis
trat
ion
Fund
s &
G
rant
sRe
gula
tory
Info
rmati
on
ContentManagement
Workflow, Business Rules
Multi Channel Access Security
Dis
pute
Re
solu
tionInformation
Sharing
GIS
Empl
oyee
s
Citizens Businesses & Service Providers
Governm
ent Agencies
Infrastructure
G2E
G2C G2B
G2G
Framework of eGov ERP
© 2014 eGovernments Foundation
5
Financial AcctgBudgetingAccounting
Payables/ReceivablesBank Reconciliation
Accrual Vouchers
SalaryBills
LeaveRecord
Asset CapitalizationAsset RevaluationAsset Depreciation
CapitalizationImprovement
ContractorBills
Period-end Stock ValuationIssue/Receipt
Vouchers
Asset Purchase
Supplier bills
Dashboard
Requisition/Response
Receipt Management
Revenues
Payment Gateway
Challan Collections
Miscellaneous Collections
Bill Details
Pensioner/ NomineeDetails
Pension Bills
3rd Party eProcurement
Platform
Contractor Advance
Repair of Assets
Requisition for repairs
GIS Platform
WorkflowRole Based Access Control Security/Authentication
Municipal eGovernance Integrated Application Architecture
Assets
Employee Information
System
Legal Case Management
SystemFile ManagementWorkshop
Payroll Fixed AssetsPublic Works Management
Purchasing/Inventory
Management
Pension
Birth/Death Registration
Public Grievance and Redressal
Legend Administrative Efficiency
Expenditure Platform ReceiptsCitizen
Services
External Systems
Property Tax
Trade License
Advertisement Tax
Property ID
Property ID
Vehicle Management
Land & Estate
Building Plan Approval
Property ID
Water Charges
© 2014 eGovernments Foundation
eGov SmartCity ERP SuiteIntegrated systems for Urban Local Bodies
SmartCity*Dashboard SmartCity*Mobility
Implemented in 275+ Cities
Module Usage Impact
Birth & Death • Over 41 Lakh
births/deaths registered • 47 lakh certificates
issued
• 1000+ man years saved for Citizen• 406 man years saved for Govt.
officials• Wait time to get certificate reduced
from 4-5 days to less than1 day
Grievance
Redressal
• Over 22 lakh complaints
registered• Over 90% of complaints
redressed
• Over 358 man years saved for Public• Over 2000 man years saved for
Govt.• Over 80% of the complaints
redressed with in a week• Improved analysis – Proactive action
Property Tax • Tracking over 44 lakh
properties. • Collected over 3,800
crore in property taxes• Largest GIS urban
cadastral database of
over 28 lakh properties
• Increased revenues for ULB’s from
25% to 800%• Mahadevpura witnessed an increase
in revenue of over 800%• Over 40% unassessed properties
brought into tax net• Transparency, Citizen’s convenience
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Direct Beneficiaries of ~ 1.25 crores
© 2014 eGovernments Foundation
Module Usage Impact
Public Works
Management
• 31,700 work orders
amounting to 4,800 crore• Over 16,000 payments
amounting to 1,600 crore
• Efficiency gains equivalent to 10% of
engineers • Improved decision making as the entire
data is available for analysis• Improved utilization of Municipal
expenses
Employee
Information
Payroll &
Pension
• Managing over 34,000
employees• Over 25,000 pensioners• Payroll of over 8000
employees
• Improvement in Tracking of Municipal
cadre• Automatic rules for Workflows for file
movement • 80% efficiency gains in Payroll and
pension disbursals
Financial
Accounting
• Over 69 lakh financial
vouchers passed in the
system • More than 5 lakh
payments amounting to
27,406 crore
• More than 180 ULB’s in Karnataka
have published their balance sheets
from the system• Real time Finances in New Delhi and
Corporation of Chennai• Over 2000+ man years saved of
Municipal Employees• Improved Decision making
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Direct Beneficiaries of ~ 1.25 crores
eGov’s Focus• Increase adoption of data-driven governance in ULBs –
Partner with Govt. Agencies, Academicia, NGO’s and System Integrators
• Enable integrated planning & management - OpenData & Self-Service
• Enable an eco-system of problem-solvers to build innovative solutions
• Product: OpenSource, publish Standards & APIs
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OpenSourceDashboard & Analytics UX / UI
Mobile everything
© 2014 eGovernments Foundation
Unique Value Proposition
Robust & integrated suite of products for Municipal Governance
• Built ground up focusing on the needs of a municipality
• Governance Standards: data, process and reporting standards
• Domain Expertise: Government rules & workflows considered in architecture
• Enables data-based decisions - Integrated data model & single version of truth
• Mobility, Analytics, and Cloud capabilities
• Low Cost of Ownership – Available in Open Source
• Rapid implementation due to Product Standardization & Modular Design© 2014 eGovernments Foundation 1
2
product
13
© 2014 eGovernments Foundation
© 2014 eGovernments Foundation 14
Property Tax
• Assessment of all 11 Lakh properties in the City• Property Tax based on Annual Rent / Capital Value / Unit Area• Collection Notices and integrated to payment gateway• Supports various payment methods: Online, Cash, Office,
Kiosks• Ability to track Defaulters and take appropriate action
Professional / Company / Estate Tax
• Assessment of all business/trade in the City• City-owned properties that are rented/leased• Tax Assessment and Notices• Rich MIS and Dashboard to drive city collection strategy and
operational best practices
15
Building Plan Approval
• Digitization of Building Plan Approval process• Upload of Plan documents and workflow to review and approve• Integrated with Auto-DCR for compliance to Development
Control Rules• Significant efficiency improvement for Staff and predictable
outcomes for citizens with contactless service delivery
Works Management
• Ability to map all the works in the city with GIS• Integrated with Financial Accounting, and Assets Management
to track expenditure, asset-value and depreciation• Ability to track quality, re-work of assets and tie to contractor
performance evaluation and payments
© 2014 eGovernments Foundation
16
Financial Accounting
Double-entry accrual fund-based accounting systems Online, Ability to classify capital/non-capital expenditures and receiptsAccounting: Supports Cash, Bank, Journal and Contra transactionsFixed Asset Management / Decentralized budgetary planning, budgetary controlsStandard MIS and statutory reports, Bank Reconciliation
Public Grievance Redressal
• Integrated platform (SMS / Internet / Help Desk) to LISTEN to Citizens’ concerns and issues
• Workflow for a route complaint to respective engineers• Escalation to ensure Service Levels• Satisfaction Survey for all complaints• Rich MIS / Dashboard to review performance and identify trends
and plan preventive measures
© 2014 eGovernments Foundation
Case Study – Corporation of Chennai
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FACTS ABOUT CHENNAI
• Annual Budget of more than 2,000 Crores₹
• Maintain 40,000+ roads; Storm water drain length of 962 Km.
• Street lights 2,13,045 and using 19 megawatts per day
• Collection of Property Tax from 1.2 Million properties
• Maintaining 260 parks & 113 community halls
• Leased out 153 shopping complexes with 5500 shops
• Handling 5,200 MT of solid waste per day
• Fleet with 1,000+ conservancy vehicles
• Strength of 23,000+ staff
© 2014 eGovernments Foundation
ACHIEVEMENTS
1992 2007 2008 2009 2010 20122011 2013 2014
Offline Financial Vouchers with Chart of Account Coding
Detailed System Study for Integrated ERP
Work Order Issued to eGov for Integrated ERP13 Modules at a cost of Rs.1.82 Crores
Public Grievance Redressal Module
Works Management SystemEstimates and Billing
Financial Accounting & BudgetingOnline real-time NMAM complaint accounting
Building Plan Approval
Pension Management
Mobile-powered Engineer’s Diary
2015
Payroll Processing
Automation of Street Lights Bill Payment
Legal Cases Management
Property Tax Assessments
Online Birth & Death Registration
2004
© 2014 eGovernments Foundation
SOLUTIONS FOR CHENNAI
Revenue ExpenditureCitizen
ConvenienceAdmin
Efficiency
Municipal Accounting
Financials
CollectionsProperty Tax
Trade LicenseLand & Estate
Professional TaxCompany Tax
Works Management
PensionPayrollAssets
Engineer’s DiaryFleet
ManagementLegal Case
Management
Road Cut Management
Public GrievanceCitizen PortalBuilding Plan
Approval
© 2014 eGovernments Foundation
LEVERAGING TECHNOLOGY
• Centralized Open Source Web based Application
• Unified Citizen Web Portal for Services
• Enabling all modes for Collections - ATM, real-time Interface with Banks, Online,
Handhelds, Manual Counters, IVRS and Credit/Debit
• Online Service Request with SMS/Email alerts on every status update
• Mobile based applications with GIS Integration – Bin Tracking, Complaints Registration
• Mobile based Engineer’s Diary with MBook facility
• GPRS/GPS Tracking
© 2014 eGovernments Foundation
IMPLEMENTATION SUCCESS STORIES
• Customization of ERP for the Greater Chennai Merger of 42 local bodies with CoC has
been completed in a record time of 45 days
• Contractor Payment Process through RTGS
• Budget Control and Validation for all the Expenditure
• Weekly Review of 1500 Crore Capital Work through online reports
• End-to-End Online Building Plan Approval
• Centralized Financial Concurrence - consolidation of payments against each Bank
• Instant Trial Balance and Real-time Journalization
© 2014 eGovernments Foundation
IMPACT & TYPICAL BENEFITS
Module Usage Impact
Public Works Management
● 31,700 work orders amounting to ₹4,800 crore
● Over 16,000 payments amounting to ₹1,600 crore
● Efficiency gains of 800 man years● Improved decision making as the entire data is
available for analysis● Improved utilization of Municipal expenses
Financial Accounting
● Over ₹27 lakh financial vouchers passed in the system
● More than ₹3.25 lakh payments amounting to ₹7,341 crore
● Real time accounting● Centralized Financial Concurrence for 100% of the
payments with auto consolidation First of its kind in the country.
● Accounts of FY 2010-11 & 2011-12 closed in 6 months
Grievance Redressal
● Over 1.5 lakh complaints registered
● Over 80% of complaints redressed
● Over 25 man years saved for Public● Over 500 man years saved for Govt.● Improved analysis – Proactive action
Property Tax● Tracking over 11.5 lakh
properties. ● Collected over ₹1,000 crores
● Payment through payment gateway, banks, handhelds and ATM’s
● Online assessment
Building Plan Approval● Over 11,000 building plans
created ● Over 8000 plans approved
● Contactless service delivery with sms/alerts at each step of the process
CHENNAI’S E-GOVERNANCE EXPERIENCE
Detailed Project Report
Structured Architecture
Financial Accounting as
Core Module
NMAM Standard Coding of
Chart of Accounts
Phased Approach - Citizen
Impact Modules in 1st Phase
• Funding Source -
JNNURM Project
Fund
• Using the State
Data Center for
DC Infrastructure
Planning Investments
• Dedicated Internal
IT Team
• ELCOT as the IT
Project Consultant
• eGov as the
Implementation
Partner
• Buy-In of
Stakeholders for the
Requirements
• Participative
Process Re-
engineering
• Training with In-
house Dedicated
Training Facility
TeamChange
Management
© 2014 eGovernments Foundation
ROADMAP TO SMART CITY
• GIS Mapping of Assets
• Open Data Portal
• City Wide Platform (Integrating Fire/ Police/ Water/
Sewerage/ Transportation/ Emergency Response)
• Single-Integrated Dashboard to manage Natural Calamities
• Participative Governance
• Works Management to Asset Management
© 2014 eGovernments Foundation
OTHER MAJOR INITIATIVES
● Well-designed & traffic friendly roads with architect & traffic engineer
● Ecologically Sustainable Garbage Management with citizen participation
● Proactive actions with integrated disease tracking
● Integrated urban transport
● Smart streetlights - internet-enabled with camera and in-built diagnostics
● Green City
– Parks / Tree Management
– Solar/LED Street Light
– Waste to Energy
© 2014 eGovernments Foundation
OTHER eGov INITIATIVES
● Integration of Property Tax System with Building Plan Module
● Integration of Registration Department for Vacant Land Tax Assessment
● Integration of Tax Modules with other Sister Concern like Commercial Tax, Central Excise, EPF,
TNEB and Registrar of Companies -Planning for Auto Registration for Professional Tax based
on his registration made at Commercial Tax and Registrar of Companies. This will reduce the
time cycle for new business ventures.
● Approaching Postal Department help for collecting BPL Property Tax
● Talks with Banks for Professional Tax/ Company Tax Drive from their existing Customer Base
● Proposed to increase the Foot Print of Tax Payers for other Government Services in e-Seva
and Vice-versa.
© 2014 eGovernments Foundation
PROPERTY TAX PERFORMANCE
ZONE & WARD: PROPERTY TAX PERFORMANCE
Public Grievance Redressal
Public Grievance Redressal
Thank you