By our correspondent, Mahesana, 31 January 2013

Thanks to the file tracking system (Employees work management system) introduced by the Mehsana district administration, nowadays as many as 1100-1200 files are cleared every month, compared to 500-600 files per month in past.

The 100% increase in efficiency is thanks to Collector Rajkumar Beniwal’s initiative of assigning specific time limit for file clearance. The Collector keeps watch over the movement of files through online tracking system. Thus information on status and location of any file is on his fingertips.

The employees are answerable to Collector on delay of any file. This eliminates chances of corrupt practice. The state government, happy with this initiative has asked other districts to study the model and adopt it.

The system

Effective Governance using Information Technology
Collector Office, MehsanaIT Tools established

• DGMS (District Grievance System)
• EWMS (Employee Work Management System)
• CCTV at all mamlatdar offices.
• Regular Video Conferencing
• Digital Record Room.District Grievance Management System
• A unified tool to manage all grievances received at collector office mehsana.
• Time limit for grievance can be defined.
• Application forwarded by collector sir to concerned officers.
• Follow-up can be taken based on time-limit defined. DGMSDGMS (District Grievance Management System)

System Highlights

• Real time tracking of file location.
• Number of files pending with different employees.
• List of longest pending files.
• Improve disposal of files.
• Objective measurement of each employee’s performance.
• Classification of employee (A) Very good (B) Good (C) Normal (D) Poor
• Real-time file pendency data for review by higher administration.
• Online work-sheet generation.Introduction

Employee work monitoring system (EWMS) is a comprehensive tool for monitoring work efficiency of employees working in collector office mehsana. This system helps administration of collector office mehsana to keep an eye on work-load and processing speed of individual employee working in various branches. This analysis will further help administration to take various kind of decision for better work management.

Concept

Concept behind EWMS lies in keeping track of files. Every task in government office moves in form a file, these files keeps moving from one table to another daily for one or another reason. By monitoring the movement of files on different tables, various kind of information can be gathered. This information can be used for different type of analysis that includes calculating traffic of files on any particular table. And as every table is owned by an employee, so lot of information can be gathered about the employee who is taking charge of particular table.

New File entered in EWMSEmployee Login
• Every employee of Collector office mehsana has login into the system.
• The login is attached to a table, which resides in a branch.
• A branch can have multiple tables, but each table can have only one login.Home Page
• After login, EWMS shows home page of logged-in employee.
• Home page shows number of files pending at his table, and from how many days.
• Home page also shows number of files sent by him or sent to him from another table in await mode.
• Logged-in user can directly transfer the file from home page or clear await mode of files, if reply received of await mode files.
• Number of files pending at his table got also shown on home page.New File entry
• EWMS also any type of file entry, as user can add his own subject of file.
• Every entered file got a unique ID. This ID is used to trace location of file.
• Disposing authority of file can be set at time of dataentry. So only selected persons can dispose the file.
• All fields are not required to enter, so this application becomes generic for all type of files.File Details
• File Details provides a lot of information, as file type, subject, applicant details, purpose, datetime of entry, current position, disposing authority, etc.
• Each file once entered into to the system is monitored by its movement. This movement can be seen with file details.File Transfer
• Each file entered into EWMS can be transferred to any other table.
• When ever the physical file is transferred to another, the file same entry can be transferred to any other table.
• After transferring the file, the file got removed from source table and it is start showing pending at destination table.
• File transfer can be done from file details page or from home page.Statistical Report
• EWMS provides two kind of statistical reports:
– Branch wise files
– Subject wise files
• In statistical reports EWMS shows, how many files are there in the system of selected subject or branch.
• For subject wise files, EWMS also shows statistics about file residency period and location of file.Pendency Report
• One of the very important feature of EWMS is its pendency reoport.
• This report shows statistics of office employees, as this report shows list of all employees with number of files pending on their table and number of days file is residing on their table.
• Duration is categorized into period as 0-7 days, 7-15 days, 15- 30 days, Above 30 days.
• Pendency report also shows file in await mode at each table.Employee Performance report
• Another important report from EWMS is EPR (Employee Performance Report)
• This reports provides three parameters of each employee registered into the system.

– FAR (File Arrival Rate): Number of files arrived per day during last week, last month and from starting of the project.

– FDT (File Disposal Rate): Number of files disposed or transferred per day during last week, last month, and from starting of project

– FPR (File Pendency Rate) : Average residency period of each file during last week, last month, and from starting of the project.Login Report

• Login report in EWMS provides information about the user, as when last time the user used the system.
• This reports is helpful in auditing usage of EWMS by its users. This report shows various kind of information about login of user, as if user have ever logged-in into the system or not.

Best practices
• Regular analysis meeting are organized to evaluate the performance of EWMS.
• Meeting are headed by Collector with all staff of collector office mehsana.
• Suggestions are invited for improvement in EWMS by staff.
• Problems were identified in system during meeting.
• Analysis of work done by staff using reports of EWMS.
• Appreciation and awards were announced for best performing employee in meeting.
• Warning issued to poorly performing employees.
• New computers hardware were provided to all employees on each table.Achievements
• 100% data-entry of files of collector office mehsana.
• Objective measurement of employee’s performance become very easy and practiced on regular basis.
• Work-load management can be done easily based on real figures.
• Poor performing employees can be identified using reports.
• Citizen charter analysis can be done based on real data and processing system.
• Files which were pending from long period got identified and clarification was asked from responsible person.
• IT awareness increased among collector office staff.
• Poorly performing employees were warned for holding up files for more then required periods.
• File processing speed increased as transparency arrived in file location and movement through EWMS.Enquires
• Received enquires from
– Poonch Collector Office, Jammu & Kashmir
– Madhya Pradesh Road Development Corporation
– NIC Madurai High Court Bench

Access the full document of good governance practices at Mehsana collectorate

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