Urban Dev Min Karnataka Proposal

Proposal
for
Computerization
of all offices under
the
Urban Development Department
(Karnataka State Government)
using
KEONICS
e- Karyalaya
Comprehensive back-office software for
General Administration of Government Departments
Proposed by:
KARNATAKA STATE ELECTRONICS DEVELOPMENT
CORPORATION LTD.
29/1, Race Course Road,
Bangalore - 560 001.
Fax: 2200165 Ph: 2282477
KEONICS e-Karyalaya Proposal
Table of Contents
EXECUTIVE SUMMARY ..............................................................................................................3
A. GENERAL ARCHITECTURE FOR E-GOVERNANCE ........................................................4
B. TIERS OF OPERATION IN THE URBAN DEVELOPMENT MINISTRY .............................5
C. OVERVIEW OF KEONICS E-KARYALAYA ........................................................................6
D. STRATEGY FOR E-KARYALAYA IMPLEMENTATION .....................................................8

Stage 1: Basic and advanced office automation implementation .......................................8
Stage 2: Computerization of establishment and service records .....................................14
Stage 3: Implementation of Payroll Module.........................................................................17
Stage 4: Implementation of Accounting Module .................................................................18
Stage 5: Computerization of Legal Section .........................................................................19
Stage 6: Implementing the MIS system ................................................................................20
Stage 7: Customization of systems as per feedback..........................................................21
Stage 8: Evaluation of implementation ................................................................................21
Stage 9: Consolidation of data..............................................................................................22
Stage 10: Department wide MIS system implementation ...................................................24
E. SOFTWARE DELIVERABLE ..............................................................................................25
F. IMPLEMENTATION ALTERNATIVES ................................................................................26
G. ADVANTAGES TO THE URBAN DEVELOPMENT DEPARTMENT ................................27
H. APPENDIX
• SCOPE OF E-GOVERNANCE ...................................................................................28

o Government to Citizen (G2C) .....................................................................28
o Citizen to Government (C2G) .....................................................................29
o Government to Government (G2G) ............................................................29
o Government to Business (G2B) ..................................................................31
o Government to NGO (G2N) .........................................................................31
KEONICS e-Karyalaya - A Foundation for e-Governance 2

EXECUTIVE SUMMARY
This proposal puts forward a pragmatic approach and the essential step in the
development of the e-governance framework for the Urban Development Department of
the Govt. of Karnataka.
In the appendix , an overall vision and scope of the complete e-governance framework
for the ministry is presented, but what is being proposed here is the bottom most layer of
implementation of the overall plan presented in figure I, namely using computers in the
back-office for the creation of electronic records and management of data which will form
the foundation of the implementation layers above, The immediate goals are:
• Basic and advanced back-office automation
o Word-processing and mail-merge
o Contact management
o Correspondence and File management and tracking
o Meetings and tour scheduling and management
o MIS on the above automation modules
• Establishment and Service records management
• Paybill and Payroll management
• Accounts, budgeting and estimation computerization
• Legal section records computerization
• Extensive MIS reports on all the above important administrative activities
The attempt at this stage is to first computerize the common internal administrative
activities of the departmental back-offices at all levels and pave the way for later
consolidation of this invaluable data for at higher and higher levels. Depending on the
availability of the computer hardware and networking infrastructure the following
solutions are possible:
• Stand alone PCs running some or all of the above modules with disconnected
databases being created.
• Networked PCs on a LAN with various nodes running some or all of the above
modules and the data residing on a server in an office wide consolidated
manner.
The very act of computerizing these internal activities is to achieve the following goals:
• Mitigate the problems faced by the employees on the paybill and service records
accessibility front and create an instant buy-in of the computerization effort.
• Demonstrate that computerization is much more than simple word-processing,
(which has already introduced automation) and to extend its benefits.
• Pave way for internal transparency and ensure overcoming of the computer
phobia by use of a very user friendly and bilingual interface.
• Enable higher officials to have instant access to the office wide administrative
data and cutting down unnecessary mediation to critical information like the
correspondence and file movements and also service and personnel records.
• Allow methodical budgeting and estimation scenario planning and keep track on
expenditures.
KEONICS firmly believes that computerization like charity begins at home and by
utilizing the powerful features of the e-Karyalaya suite of software, it is possible to fulfill
greatly enhance the efficiency and transparency of back office operations.

The general architecture for e-Governance
The most general e-Governance framework may be summarized in the diagram given
below and it should be noted that the KEONICS e-Karyalaya suite of software addresses
the foundation layer of this framework on which all the other layers rest.
RECIPIENT Citizens, Businesses, Public servants, NGOs, etc.
Inter-
mediaries
Mobile Digital Call Kiosks PC Tele- Data

phones TV centres conferencing Communication
Devices
CHANNEL
Web Email Data

Intranet Extranet Communication
Applications
PROCESSING Management Support Office Network-

Enabled Data
System Automation
Processing
Basic Data System Applications
SOURCE Government data
KEONICS e-Karyalaya’s area of operation
Fig 1.0

Tiers of operation in the Urban Development Department
The Urban Development Department operates at various levels and has under it the
following offices:
Upper Tier:
• Departmental H.Q. at Bangalore and 6 Corporations of the various cities like:
Mysore, Hubli / Dharwad, Mangalore, Belgaum and Gulbarga.
Middle Tier:
• 27 Urban Development Authorities in cities like:
Ankola, Tumkur, Shimoga, Kolar, Davangere, Hassan
Lower Tier:
• 222 City Municipal Councils (CMCs) in smaller towns like
Tier type Units Activities

Upper tier Departmental H.Q. and the 6 • Receives information from the sub-
Municipal Corporations. governmental intermediaries for analysis
and tracking.
• Uses the application as a decision

support system to focus and further
development work.
Middle tier Urban Development • Approving and downloading the state
Authorities in 27 cities and central government sponsored
projects.
• Budgeting, revenue/expenditure
tracking.
• Collecting survey results.

Lower tier City Municipal Councils in • Gather and update database at grass-
222 smaller towns root levels.
It is proposed that all the offices of the Urban development department, starting from the
highest tier and progressing to the lowest ones be taken up for computerization of the
back office operations using the Keonics e-Karyalaya software suite.
It is estimated that the total requirement of the department will be for approx. 1000
licenses in the first phase.
The progressive implementation of the computerization will be carried out as per the
plan detailed in the following sections. There are two possible implementation strategies
possible, which is detailed in later sections:
• Implementation by the departmental staff trained by KEONICS

• Implementation by the KEONICS representatives themselves.

Overview of Keonics e-Karyalaya

e-Karyalaya is a bi-lingual Comprehensive Office administration Software, exclusively
designed and developed for the offices of State Government Departments. This was
developed for the Karnataka Govt. Departments according to the Karnataka Civil Service
and Administrative Rules. It is a comprehensive tool for general administration and is
available in Kannada and English. e-Karyalaya has a user friendly GUI and works on
Microsoft Windows platform.
e-Karyalaya is one of the first comprehensive multilingual database application software

and can be used as a foundation for a citizen friendly e-governance framework. It can be
used for computerization of day-to-day administrative works of virtually all the offices of
any of the departments in the Govt. of Karnataka State. The software takes care of all
the sections in an office, like Establishment Section, Pay Roll Section, Accounts Section,
Legal Section, Personal Section of the Head of the Office and Files & Dispatch Section.
The software generates around 400 comprehensive MIS reports, which are very helpful
in office administration. The application is designed with very user friendly features like
Pull-down or Tree menus, Error messages, Online help, Data Input and Output etc. and
every feature is functional both in English and Kannada.
Fig 2.0

Features:
• Menu driven, pull down as well as tree structured – in Kannada or English.

• Input – Output with Error messages in Kannada or English.
• Online help for each and every screen in Kannada or English.
• Special Help Topics for usage of the software in Kannada or English.
• Multi-Screen options.
• Easy Data backup and Restore facility.
• Self-trouble shooting – at user level.
• User friendly.
• Flexibility.
• Multi level Data Security.
• Multi User Password system.
• Flexible navigation through the package.
• Speedy data accessing.
• Generates around 400 comprehensive reports in Kannada or English.
To the best of our knowledge no such comprehensive office administration

application software exists even in English, leave alone one with a bilingual
interface as available in e-Karyalaya.
Fig 3.0

STRATEGY FOR e-Karyalaya IMPLEMENTATION
Basic and advanced office automation implementation
The KEONICS e-Karyalaya software suite includes word-processing and mail merge
software along with the Nudi software, which follows the Govt. Gazetted font and
keyboard standards. Thus the software can handle all the office routine correspondence
and circulars and there is no need to buy expensive office suites like MS Word etc. to do
these tasks.
Word Processing
An inbuilt word processor with commonly used options capable of reading and writing
RTF format files is bundled with the e-Karyalaya.
Fig 4.0
Mail Merge
Optionally a full fledged word processor fully compatible with MS Word, with table editing
and mail merge facilities is also available as part of the suite.
Spelling check
Full bi-lingual support with easy help and GUI features are thrown in at no extra cost for
bulk customers. Spelling checker in English and shortly in other languages will also be
available as part of the basic office automation suite.

CONTACT MANAGEMENT
In addition to the basic word processing and mail merge software, e-Karyalaya also
includes an extensive contact management software, which can be a boon to the
personal secretaries of the head of the office and it allows extensive record keeping of
all the usual contact details like addresses and phone contact details required in the
office.
Fig 5.0
Contact Grouping
It is possible to create groups of contacts and store all the contact information in a
database which can be used for creating mail merge or email merge lists for sending
circulars and other important letters by invoking the addresses automatically.
Address Book
It is also possible to export this data into regular address books using the comma
separated (CSV) format

SCHEDULE MANAGEMENT
All the activities of the office can be scheduled and kept track of, with the particulars of
the program, date, time, place and category of the programme being held.
Fig 6.0
GROUPING
The activities may be further grouped into office programmes or other programmes and
maintained separately. These can be further grouped into different types of official and
other programmes, allowing a fine control over the schedules.

MEETINGS MANAGEMENT
All the details about the meetings held, date and time, as well as the persons who
attended, the topics discussed and the conclusions arrived at can be fed into the
database and retrieved at later date.
Fig 7.0
The following details can be fed into the system:

• Description of the meeting
• Meeting proceedings
• Participant details
• Topics discussed and started

TOURS DETAILS MAINTENANCE

All the details of the tour programs, like the officers name, tour no, person in charge,
date, vehicle no, tour diary and the action taken after tour can be recorded and tracked.
Fig 8.0
All the details of the tour programs, like the officers name, tour no, person in charge,
date, vehicle no, tour diary and the action taken after tour can be recorded and tracked.

CORRESPONDENCE AND FILE MANAGEMENT
All letters and correspondence received from the public or from other departments can
be managed by entering the details in the provided forms.
Fig 9.0
INWARD AND DESPATCH

This particular module is very useful in tracking all the inward and outward letters
dispatched to and from the various departments as well as any public.
LETTER CATEGORIZATION
The letters can be categorized and allotted to corresponding files. Especially complaints
and public grievances can be handles very effectively.
FILE TRACKING AND MONITORING

This module is also highly useful in monitoring the correspondence and files and can be
used effectively to monitor the file movement and track its status.

Computerization of establishment and service records
EMPLOYEE DETAILS
All the employees service record details as required by the Karnataka Civil Service rules
and kept in the manual register, can be recorded with some crucial support documents
which can be scanned and kept electronically using and optional software.
Fig 10.0
Complete service records can be maintained from the date of joining to retirement,
including all leave, transfer and promotion details. The personal details, service details
and annual C.R. details can be maintained in this.

LEAVE DETAILS
All the leave details can be recorded employee wise and leave sanctions; dates and
reason etc. can be recorded for later analysis.
Fig 11.0
Complete leave register employee wise can be maintained including leave credits and
details, dates, half day leaves, this can also optionally include an attendance module,
which can be linked to electronics attendance registering systems and can be used for
paybill calculations.

PROMOTION DETAILS
All the promotion details of the concerned employee, starting from the date of joining
including transfers etc, positions held and period and the order nos. effecting it can be
recorded.
Fig 12.0

Implementation of Payroll Module

All the details of the employees salary, like the basic pay depending on his grade,
standard deductions and allowances are mastered and automatically kept by the
software. Any additional details can be entered and final paybill can be computed
automatically.
Fig 13.0
The payroll module is a very extensive system as per the requirements of a govt.
department or body and it takes care of all standard deductions and allowances like
Housing Loans, KGID, HRA, CCA, Insurance, Medical Allowance etc.
It is possible to take care of the personal tax returns and creates all the statutory reports
for filing.
The complete pay calculation for the employee and the office can be viewed and
finalized after making necessary adjustments and paybill can be printed automatically.
Facility exists for the disbursal of the pay thru Treasury cheques or thru Bank cheques.

Implementation of Accounting Module

All the accounts information, like the year, head of accounts, budgeting, estimation and
actual expenditure incurred under various heads and sub heads can be entered for
planning purposes.
Fig 14.0
By creating proper heads of accounts suitable for the department or office, detailed
tracking of expenses and allocations can be done. All the vouchers can be posted
manually and the account details can be tallied from time to time.

Computerization of Legal Section
All the legal matters, like departmental inquiry details as well as court related matters
can be recorded in this section.
Fig 15.0

Implementing the MIS system

The KEONICS e-Karyalaya package has extensive reporting features and provided
more than 400 reports on all the various modules discussed so far.
Fig. 16.0
Reports are available for almost all the modules like the following:
Establishment Section:
• Employees Service Records
• Leave Details
• Promotion Details
• Transfer Details
PayRoll
• Individual Pay Bill
• Employee wise deductions
• Employee wise allowances
• Service Records
And many others…..

Customization of systems as per feedback

Though the KEONICS e-Karyalaya is a comprehensive back-office administration
software with extensive information collection, storage and analysis capabilities, it has
been designed with the most commonly required facilities and covers over 95% of the
computerization requirements in any Karnataka State Government department or office.
However it is possible that some minor customizations might be necessary for particular
uses in the Urban Development Department.
To cater to these custom requirements, our systems analysts will work with the
departmental office users to draw up a User Requirements document after 3 months of
on field usage of the software. Based on the feedback from various quarters, an
upgraded version specific to the Urban Development Department will be developed
which should cover more than 99% of the requirements of the departmental users at no
extra cost within the warranty period of 1 year of the installation of the software.
Any further non general user requirements specific to the department will be undertaken
only after a detailed System Requirement Study (SRS) and can be frozen with mutual
consent with indication of the time and the cost parameters indicated in our upgradation
proposal.
Evaluation of implementation
A detailed analysis of the progress of implementation of the KEONICS e-Karyalaya suite
of back office administration software will be carried out by us after 9 months of the
installation and use of the software.
The following parameters will be used for the success of the implementation:
User friendliness
• Suitability to the department
• Efficiency improvements in working processes
• Accessibility improvement to key MIS data
• Usefulness of the myriad MIS reports
• Consolidation issues of the gathered data
• ROI calculation as per mutually discussed parameters
• Rating of the level and quality of support provided
• Infrastructure suitability
• Adaptability of software to changes in the departmental work
Based on the evaluation, a report will be presented to the department; further

enhancements and upward integration with the other layers of the e-Governance
framework may be taken up after a detailed system study.

Consolidation of data
OFFICE LEVEL CONSOLIDATION
The software can be implemented on an office-by-office basis, so as to cover all the

departments of the Urban Development Department. The concept of e-Governance can
be successfully introduced progressively through e-Karyalaya. In the first phase, by
installing and using the software in all the offices of the Departments, digital data will be
created in the form of DATABASES through a standalone version or LAN version of the
software. In the second phase, the digitized data from these offices can be aggregated
through WAN or Internet (FTP) to "Data Consolidation Centers" at the State Level. Data
Consolidation software, which is provided takes care of the data needs at the respective
levels. After completion of the data consolidations, the data of the entire dept. will be at
the fingertips of the State Officer at the respective level.
Block Diagram of the Local Area Network (LAN) of an Office of the Department
Local Server

Establishment Pay Roll Accounts Legal Files & Personal
Section Section Section Section Dispatch Section
Section
Data access through LAN
Fig. 17.0

Block Diagram of the Departmental data Flow from Departmental

Level Offices to the H.O.
Head Office Data Centre - To consolidate the data of all department level Offices
and have the entire Departmental data at the fingertips
Dept. Dept.
Level Level
Office Office
Data
District consolidation
Level Office through the
Dept. Dept. Net (FTP) or
Data Center
Level Level WAN from
Office Office Dept. Level
Office
Dept. Dept.
Level Level
Office Office
Fig. 18.0
Block Diagram of the Data Flow from Department H.O. to the
State Directorate
State Level Data Consolidation Center - To consolidate the data from the Dept. H.O. and to
have the entire govt. wide data at the fingertips
Dept. H.Q.
Level Master Dist level
Dist. level Data Data
Data Center
Center Consolidation
Center
Data
consolidation
from Dist.
Dist. level Level center
Dist. level Data through the
Data Dist level Center Net (FTP) or
Center Dist. level Data
Data Center WAN
Center

Department wide MIS system implementation

Once the data consolidation is done at the Departmental Head Office all the pertinent
data will be available at the Departmental server and all MIS reports which are available
at the individual office levels can be now analyzed with comparative analysis of
equivalent parameters across the entire state.
This MIS system however can only be designed once the ground level implementations
are over and will be taken up in conjunction with the senior officers after during a User
Requirement Study (URS) of the required MIS reports and analysis. It is expected that
after completion of the URS and freezing the specifications the MIS system can be
operational within 2 months.
The Implementation wheel
District Level
Data
Consolidation
Dept. Level
Data Dept. H.Q.
Consolidation Level Data
Consolidation
Transaction
Consolidated
Data Entry
Data for
analysis
Master
Data Entry
Fig. 19.0

SOFTWARE DELIVERABLE
Supply
e- Karyalaya - standalone/LAN version will be supplied as first step of implementation.
Unlimited desktop / client / server user licenses within the department can be provided,
against one time payment as per our commercial offer. In the next phase, WAN/Internet
based Data Consolidation Software can be supplied. The software can be easily
distributed and installed among all the offices of the entire department, thru freely
distributed CD media or downloaded from the department servers.
Implementation and Customization
In case any minor modifications to the functionality of existing modules of the standalone
/ LAN version of the software is required by the Department, that should be suggested
within a period of 90 days from the date of supply of the software. Modified Standalone
version / LAN version and data consolidation software will be supplied with in 60 days.
Warranty Support
Support will be given for one year after installation and acceptance of the modified
software at no extra cost. In case any minor modifications to the functionality of existing
modules of the standalone / LAN version or data consolidation software is required our
technical people will oversee the smooth implementation for one year.
Post Warranty Support
An Annual Maintenance Contract may be entered to by the Department with us to
ensure prompt and timely support after the warranty support period is over and we will
ensure availability of all upgrades and any new features desired by the users for an
economical price.

IMPLEMENTATION ALTERNATIVES
The implementation of the software in entire department can be done in either of the two
suggested modes. Implementation by the Department or Implementation by KEONICS
Implementation by Department:
1. The Departmental Master copies of the software will be supplied as explained
above, to the H.Q. of the Department. The software supplied will be in
executable format on CD media.
2. H.Q. has to take care of further distribution of the copies to their field offices.
3. Along with the software User Guide on installations and trouble shooting etc.
will be supplied to the Head of the Department.
4. Departmental Trainers will be trained at H.Q. of the Department, for
installation and usage of the software.
Implementation by KEONICS:
1. The Departmental Master copies of the software will be supplied as explained
above, to the Field offices of the Department. The software supplied will be in
executable format on CD media.
2. Along with the software User Guide on installations and trouble shooting etc.
will be supplied.
3. KEONICS representative will take care of the installation at the field offices.
4. KEONICS representative will give the necessary training to the users.
5. One year on site customer support related to the software will be provided.

ADVANTAGES TO THE URBAN DEVELOPMENT DEPARTMENT

♦ The usage of this software increases the efficiency, of the departmental offices with
immediate effect.
♦ When the software is used through out the department, the digital data of all the
employees working in the offices is created. When the data is consolidated at the
district and state level the details of all the employees of the entire department, is
available at the fingertips.
♦ If an employee is transferred to another office, he can carry a floppy containing his

information. This information can be transferred to that office without wastage of
time. This also reduces the error of wrong information being passed on.
♦ Every office's budgetary aspects can be consolidated at the Department and State
level, this will help in the budget preparation for the next year.
♦ Employees seniority list helps in giving promotions. Continuous service in a particular

office by an employee can be traced for the purpose of transfers.
♦ Processing of complaints and appeals given by the public can be managed

efficiently. Efficient Public grievance handling results in a good opinion about the
department amongst the general public.
♦ Creation, movement and tracing of all general files pertaining to official matters are
made easier.
♦ Computerization of the administration of offices of department increases the

efficiency of the departmental administration. Such computerization in regional
languages wins the popularity of the people towards the department.
♦ Computerization in English alone is contrary to the State Govt. policy of using

Kannada as the Administrative Language. By being bilingual, e-Karyalaya helps
ensures compliance with the state policy.
♦ Usage of this software creates data standardization among all the offices of
department.
♦ Since, for Data Consolidation at Dept. and State Level, the data transfer is through
NET (FTP) or WAN, it is very economical compared to any other network for data
access and consolidation.

A. SCOPE OF E-GOVERNANCE
E-Governance is the use of information and communication technologies to support

good governance. It has the following main dimensions :
1. GOVERNMENT TO CITIZEN (G2C)

G2C will aim at connecting citizens to government by talking to citizens and supporting
accountability, by listening to citizens and supporting democracy, and by improving
public services. It will involve better services to the citizens through single point delivery
mechanism and will involve areas like:
1.1 E-Citizen
Under e-citizen integrated service centres will be created. The purpose of these centres
will be to take over the various customer services in due course. It will offer services like
issue of Certificates, Ration Cards, Passports, Payment of Bills and taxes etc . These
centres will become one-stop Government Shops for delivery of all services.
1.2 E-Transport
The transport aspects that can be easily e-governed include:
Registration of motor vehicles, Issue of driving licenses, Issue of plying permissions
(Permits), Tax and fee collection through Cash and Bank Challans and Control of
Pollution
1.3 E-Medicine
It will involve linking of various hospitals in different parts of the country and provide
better medical services to the citizen.
1.4 E-Education
E-Education will constitute various initiatives of educating the citizen and the
Government with the various Information technologies
1.5 E-Registration
E-Governing the registration and transfer of the properties and stamp duty to be paid
thereon will bring substantial reduction of paper work and reduce the duplicating of
entries. Further the transparency in work will increase and the overall time of process
registration will reduce.
The spirit behind G2C services will encompass all the services that the
Government is delivering to its citizens.
Essentials for achievement

• Information for All: Keeping the citizen informed, providing him with details of Government
activities. The citizen will act as watch dog to Government if the information will be available to
him. Certain interest groups like the journalists, opposition will always keep an eye on the
expenditure of the Government, status of which will be available on-line. The same will bring
accountability amongst Civil Servants. The rationale is to increase the pressure on staff to
perform well and to improve public understanding of government.
• Citizen Feedback: Citizen feedback is must for improving the Government Services. Unless
the Government listens to its customer, it will not be able to find out what does the citizens
want. The elected representatives who are said to be voice of citizens also are not the true
voice for they get their votes according to their offerings and not their offerings are according

to customer wants. In short it is an effort to make the public sector decision responsive to
citizens' view or needs.
• Improving services: World’s best companies have done it, Indian companies have copied
them, Governments abroad have followed the suit, why can’t the Indian Government.
Improving the service delivered to the citizen on dimensions such as speed, quality, reliability,
convenience and cost. Information Technology will have a big role to play in the same; the
services can be delivered from 24-hour one-stop Government shops.
2. CONSUMER TO GOVERNMENT (C2G)

C2G will mainly constitute the areas where the citizen interacts with the Government.
It will include areas like election when citizens vote for the Government; Census where
he provides information about himself to the Government; taxation where he is paying
taxes to the Government.
2.1 E-Democracy
The e-democracy is an effort to change the role of citizen from passive information
giving to active citizen involvement. In an e-democracy the Government will be informing
the citizen, representing the citizen, encouraging the citizen to vote, consulting the
citizen and engaging the citizen in the Governance. Taking the citizens input about the
various government policies by organizing an e-debate will further strengthen the e-
democracy. The concept of e-debate is similar to chat over the Internet, wherein not
only the citizens but also the political leaders contesting the elections participate. The
citizens give their feedback about the various policies of the parties and particularly the
manifesto of the party. The initiative will further strengthen the process by enhancing the
representative role, improving accessibility of citizens to their elected members and
developing the capacity of elected representatives to engage in e-government. Elected
members will also be provided with access to the local authority's Intranet and e-mail
systems so that they become available online for decision making and people can easily
access them.
Essentials for achievement:

• Citizen Participation: For achievement of the above initiative the citizen has to
participate in the Government Business and therefore spreading awareness becomes the
responsibility of the State. The elections should not be fought on the principle of what one
party or other has to offer. But they should be fought on the principle of what the citizens
require. Market research programs should be carried out using the Information Systems
to determine the needs of the citizens. GIS could be used as a tool to find out potential
gaps in the services offered.
3. GOVERNMENT TO GOVERNMENT (G2G)

This can also be referred as e-Administration. It involves improving government
processes by cutting costs, by managing performance, by making strategic connections
within government, and by creating empowerment. It will involve networking all
Government offices so as to produce synergy among them. The major areas are:
3.1 E-Secretariat
Secretariat which is the seat of power has a lot of valuable information regarding the
functioning of the State. The cross-linking of various departments and exchange of
information amongst various components will simplify the process of Governance.
3.2 E-Police

E-Police will help to built citizen confidence. There will be two databases. One of police
personnel and the other of criminals. The database of personnel will have the records of
their current and previous postings. This will help to track policemen specialized in
certain geographical regions and skills. Take for example, we want to look for a forensic
expert. The database within seconds gives the list of all forensic experts. The same
database will give the track of their details like service record, family background etc
which will also be helpful in intelligent posting and promotion of personnel.
The second database will be of criminals. This database has to be upgraded to national
database for its total utility. By just typing the name of a criminal a police officer will be
able to know the details of his past activities, including his modus operandi and the area
of operation.
Further a database like this will help tap the criminals easily for all the police stations will
have simultaneous access to their record.
The module will also include G2C activities like online filing of FIR’s, finding the case
status of an FIR. Creating a database of Lost and Found can assist further lost and
found of valuables and individuals.
3.3 E-Court
The pending court cases in India has brought the legal system to a halt. Not only are the
consumers asking for changes in the administration, but also the system will collapse if it
continues in this manner. IT can transform the system and bring in the court cases to a
level of zero dependency. Creating a database of cases can do the same. In fact such a
system will help to avoid all the appeals to High Courts and Supreme Court, for the
Judges can consider the appeals from an intranet wherein the case remains in the same
district court but the Higher Court gives their decision online based on the recorded facts
of the case. Such a step will not only help the citizens but will also reduce the backlog of
cases. Further the use of IT in the areas like recording of court proceedings, high
resolution remote video to identify fraudulent documents, live fingerprints scanning and
verification, remote probation monitoring, electronic entry of reports and paper work will
further speed up the court proceedings.
3.4 State Wide Networks

This will involve linking all the departments of the Government with various district
headquarters and the state capital, facilitating the flow of information between the
various state departments and it’s constituents. Here various blocks will be linked to
district Headquarters, district headquarters to State Headquarters and State
Headquarters to the National Capital.

• Cutting Expenditure: With proper process control the input output ratio can be improved. The
same can be achieved by cutting financial time costs. Cutting Government expenditure will
lead to saving and accountability.
• Organize around outcomes, not tasks. This principle suggests that a single person should
perform all the steps in a process and that the person's job be designed around the outcome
or objective rather than a single task. Say, for example, a citizen applies for a permit – it
becomes the duty of the receiving authority that the citizen gets the same, rather than moving
around to get it done.
• Managing process performance: planning, monitoring and controlling the performance of
process resources (human, financial and other). Informatisation supports this by providing
information about process performance and performance standards. The rationale is to make
more efficient or effective use of process resources.

• Establish a network: Treat geographically dispersed resources as though they were

centralized. Government can use databases, telecommunications networks, and standardized
processing systems to get the benefits of scale and coordination, while maintaining the
benefits of flexibility and service. Strategic connections in Government should be established
like central-to-local, ministry-to-ministry, executive-to-legislature, and decision maker-to-data
store.
• Delegate and Empower: Put the decision point where the work is performed, and build
control into the process. Thus, for overall GPR to succeed the decision-making should pass
on to the people who do the actual work from the people who are just monitoring it. People
engaged in actual activities should be empowered to make decisions at the required focal
point and hence to delegate such activities on their own so that the process itself can have
built in controls. This will not only speed up the process but will cut cost as well.
4. GOVERNMENT TO BUSINESS (G2B)

4.1 E-Taxation
This will constitute the various services a business house needs to get from the
Government, which includes getting licenses etc. In a similar scenario, it can also flow
from a business house to the Government as in the case of procurements, from such
business houses by the Government. This will become a B2G service.

• Standards: Standards for Electronic Transactions or E-Commerce needs to be built. The
standards will also include standards on content etc.
• Payment Mechanism: A secure payment mechanism needs to be built to enable
payments over the electronic medium.
• PKI: PKI or Public key Infrastructure is required for secure and authentic transactions.
5. GOVERNMENT TO NGO (G2N)

5.1 E-Society
Building interactions beyond the boundaries of government by developing communities,
by building government partnerships, and by building civil society. It will involve building
various associations or interest groups that will ensure the betterment of the society.
Such initiatives deal particularly with the relationship between government and citizens:
either as voters/stakeholders from whom the public sector derives its legitimacy, or as
customers who consume public services.
Essentials for Achievement

• Publishing: Delivering data to citizens. This will involve open access to Government
Information. The citizen has a right to every Government information and its activities.
• Interaction: Delivering data to citizens and receiving data from citizens. This will involve
taking feedback from the citizens and interacting with the interest groups.
Source: White Paper on E-Governance Strategy in India by Sameer Sachdeva

Urban Dev Min Karnataka Proposal

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EXECUTIVE SUMMARY ..............................................................................................................3

A. GENERAL ARCHITECTURE FOR E-GOVERNANCE ........................................................4

B. TIERS OF OPERATION IN THE URBAN DEVELOPMENT MINISTRY .............................5

C. OVERVIEW OF KEONICS E-KARYALAYA ........................................................................6

D. STRATEGY FOR E-KARYALAYA IMPLEMENTATION .....................................................8

F. IMPLEMENTATION ALTERNATIVES ................................................................................26

G. ADVANTAGES TO THE URBAN DEVELOPMENT DEPARTMENT ................................27

• SCOPE OF E-GOVERNANCE ...................................................................................28

KEONICS e-Karyalaya - A Foundation for e-Governance 2

KEONICS e-Karyalaya - A Foundation for e-Governance 3

The general architecture for e-Governance

RECIPIENT Citizens, Businesses, Public servants, NGOs, etc.

Mobile Digital Call Kiosks PC Tele- Data

Web Email Data

PROCESSING Management Support Office Network-

SOURCE Government data

KEONICS e-Karyalaya’s area of operation

KEONICS e-Karyalaya - A Foundation for e-Governance 4

Tiers of operation in the Urban Development Department

Tier type Units Activities

• Uses the application as a decision

• Collecting survey results.

• Implementation by the departmental staff trained by KEONICS

KEONICS e-Karyalaya - A Foundation for e-Governance 5

Overview of Keonics e-Karyalaya

e-Karyalaya is one of the first comprehensive multilingual database application software

KEONICS e-Karyalaya - A Foundation for e-Governance 6

• Menu driven, pull down as well as tree structured – in Kannada or English.

To the best of our knowledge no such comprehensive office administration

KEONICS e-Karyalaya - A Foundation for e-Governance 7

STRATEGY FOR e-Karyalaya IMPLEMENTATION

Basic and advanced office automation implementation

KEONICS e-Karyalaya - A Foundation for e-Governance 8

KEONICS e-Karyalaya - A Foundation for e-Governance 9

KEONICS e-Karyalaya - A Foundation for e-Governance 10

The following details can be fed into the system:

KEONICS e-Karyalaya - A Foundation for e-Governance 11

TOURS DETAILS MAINTENANCE

KEONICS e-Karyalaya - A Foundation for e-Governance 12

CORRESPONDENCE AND FILE MANAGEMENT

INWARD AND DESPATCH

FILE TRACKING AND MONITORING

KEONICS e-Karyalaya - A Foundation for e-Governance 13

Computerization of establishment and service records

KEONICS e-Karyalaya - A Foundation for e-Governance 14

KEONICS e-Karyalaya - A Foundation for e-Governance 15

KEONICS e-Karyalaya - A Foundation for e-Governance 16

Implementation of Payroll Module

KEONICS e-Karyalaya - A Foundation for e-Governance 17

Implementation of Accounting Module

KEONICS e-Karyalaya - A Foundation for e-Governance 18

Computerization of Legal Section

KEONICS e-Karyalaya - A Foundation for e-Governance 19

Implementing the MIS system

And many others…..

KEONICS e-Karyalaya - A Foundation for e-Governance 20

Customization of systems as per feedback

Based on the evaluation, a report will be presented to the department; further

KEONICS e-Karyalaya - A Foundation for e-Governance 21

The software can be implemented on an office-by-office basis, so as to cover all the

Data access through LAN

KEONICS e-Karyalaya - A Foundation for e-Governance 22