eVidhan Paperless Legislative Assembly Himachal Pradesh is the
e-Vidhan Paperless Legislative Assembly Himachal Pradesh is the India’s first ever Hi-Tech Paperless Legislative Assembly e-Vidhan - Joint effort of H. P. Legislative Assembly, Meit. Y, NIC & NICSI
Paperless Legislative Assembly House
Paperless Legislative Assembly House
Hi-Tech Training Room and e-Facilitation Centre for Hon’ble Ministers, MLAs and Government Employees Paperless Legislative Assembly House & Infrastructure
Major Components of Paperless Legislative Assembly A Product of Web & Mobile Apps Paperless Sessions • Cloud based • Multi-tenancy • Unicode compliant Paperless House Committees e-Constituency Management
Paperless Legislative Assembly Online Modules Paperless Sessions A Product of Web & Mobile Apps Questions & Notices Processing of Questions & Notices Replies & Other Papers Laying in the Assembly House Digital Library Aadhaar Authentication Role-based Access Control Users: Hon’ble MLAs Sub-Modules: • Submitting Questions • Submitting Notices • Viewing Status of their Questions and Notices
Paperless Legislative Assembly Online Modules Paperless Sessions A Product of Web & Mobile Apps Questions & Notices Processing of Questions & Notices Replies & Other Papers Laying in the Assembly House Digital Library Aadhaar Authentication Role-based Access Control Users: Employees of Legislative Assembly Secretariat Sub-Modules: • Keying the manual Questions and Notices into e-Vidhan System • Bracketing, Clubbing and Postponing of questions • Fixing date of Questions and Notices • Approving Questions and Notices by Secretary (VS) for showing/reflecting in the respective dashboards of the concerned departments
Paperless Legislative Assembly Online Modules Paperless Sessions A Product of Web & Mobile Apps Questions & Notices Processing of Questions & Notices Replies & Other Papers Laying in the Assembly House Digital Library Aadhaar Authentication Role-based Access Control Users: Employees of Legislative Assembly Secretariat Sub-Modules: • Generating e-Book for List of Business of the day and linking the various documents received online from departments • Generating e-Book for Questions and Replies fixed for the day
Paperless Legislative Assembly Online Modules Paperless Sessions A Product of Web & Mobile Apps Questions & Notices Processing of Questions & Notices Replies & Other Papers Laying in the Assembly House Digital Library Aadhaar Authentication Role-based Access Control Users: Government Departments Sub-Modules: • Submitting the Reply of Questions • Submitting the Reply of Notices • Submitting the Bills for Introduction/Amendment • Submitting other papers such as Annual/Audit Reports, R&P Rules etc.
Paperless Legislative Assembly Online Modules Paperless Sessions A Product of Web & Mobile Apps Questions & Notices Processing of Questions & Notices Replies & Other Papers Laying in the Assembly House Digital Library Aadhaar Authentication Role-based Access Control Users: Ministers & MLAs Sub-Modules: • Laying the documents of the List of Business and Replies of the Questions using e-Book on the touch screen installed on the table of the each member • Auto publishing the documents and replies after laying in the House on the public website
Paperless Legislative Assembly Online Modules Paperless Sessions A Product of Web & Mobile Apps Questions & Notices Processing of Questions & Notices Replies & Other Papers Laying in the Assembly House Digital Library Aadhaar Authentication Role-based Access Control Users: Anyone Sub-Modules: • Advanced search engine for searching and retrieving the particular pages or complete documents in the following sections : - § § § § Proceedings of the House Replies of the Questions Replies of the Notices Supplementary Questions Bills introduced/assented Committee Reports Other papers (administrative reports,
Paperless Legislative Assembly Online Modules Paperless Sessions A Product of Web & Mobile Apps Questions & Notices Processing of Questions & Notices Replies & Other Papers Laying in the Assembly House Digital Library Aadhaar Authentication Role-based Access Control Users: Anyone Sub-Modules: audit reports etc. ) § Speeches of the Members in the House § Replies by the Ministers in the House § Speeches of the special dignitaries • Digitizing the previous records of the Legislative Assembly and keying the meta data
Paperless Legislative Assembly Online Modules A Product of Web & Mobile Apps Recording Verbatim Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS Aadhaar Authentication Role-based Access Control Users: Reporters of Legislative Assembly Sub-Modules: • Keying the proceedings of the House as per the time slot allotted to the reporters of the Legislative Assembly and adding meta data • Auto cutting of audio/video clips as per time slot • Rewinding/playing the audio/video in real time by the reporters
Paperless Legislative Assembly Online Modules A Product of Web & Mobile Apps Recording Verbatim Role-based Access Control Users: Govt. Departments and Public Entry Passes Paperless Sessions Aadhaar Authentication Police Verification e-LOB & Others Touch Screen Based House MIS Sub-Modules: • Submitting request by the departments for entry passes along with photographs and viewing the status • Issuing entry passes to the public at reception of the Legislative Assembly
Paperless Legislative Assembly Online Modules A Product of Web & Mobile Apps Recording Verbatim Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS Aadhaar Authentication Role-based Access Control Users: Police Sub-Modules: • Verifying the entry passes online at the Police Check Points by showing QR code before the camera of the laptop • Analysis of the Database regarding the details of the pass holders, entered by which gate etc.
Paperless Legislative Assembly Online Modules A Product of Web & Mobile Apps Recording Verbatim Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS Aadhaar Authentication Role-based Access Control Users : Employees of Legislative Assembly Secretariat Sub-Modules: • Creating List of Business • Linking various documents such as Bills, Annual Reports, Administrative Reports etc. • Publishing List of Business • Provisional Calendar • Rotation of Minister • e-Bulletins • e-Notices etc.
Paperless Legislative Assembly Online Modules A Product of Web & Mobile Apps Recording Verbatim Entry Passes Paperless Sessions Police Verification e-LOB & Others Touch Screen Based House MIS Aadhaar Authentication Role-based Access Control Users: Employees of Legislative Assembly Secretariat Sub-Modules: • House Business Controller Module • Laying using e-Book s/w and Auto-Publishing • e-Voting Module • Discussion Time MIS • e-Messages
(Public Website) (Secure Website)
Paperless Working of House Committees Online Modules House Committees A Product of Web & Mobile Apps Audit Paras, Assurances & Questionnaire Replies (Audit Paras, Assurances & Questionnaire) Online Review (During Monthly Meetings) Recording Verbatim Committee Reports Aadhaar Authentication Role-based Access Control Users: Officers of the House Committees Sub-Modules: • Seeking replies on Audit Paras • Forwarding Assurances for action taken • Forwarding questionnaire for reply
Paperless Working of House Committees Online Modules House Committees A Product of Web & Mobile Apps Audit Paras, Assurances & Questionnaire Replies (Audit Paras, Assurances & Questionnaire) Online Review (During Monthly Meetings) Recording Verbatim Committee Reports Aadhaar Authentication Role-based Access Control Users: Government Departments Sub-Modules: • Submitting replies on Audit Paras • Submitting action taken report on Assurances • Submitting reply of the questionnaire
Paperless Working of House Committees Online Modules House Committees A Product of Web & Mobile Apps Audit Paras, Assurances & Questionnaire Replies (Audit Paras, Assurances & Questionnaire) Online Review (During Monthly Meetings) Recording Verbatim Committee Reports Aadhaar Authentication Role-based Access Control Users: Hon’ble Members of the House Committee Sub-Modules: • Online Review of the agenda items and related documents submitting by the government departments during the monthly meetings in the Hi-Tech Committee Rooms
Paperless Working of House Committees Online Modules House Committees A Product of Web & Mobile Apps Audit Paras, Assurances & Questionnaire Replies (Audit Paras, Assurances & Questionnaire) Online Review (During Monthly Meetings) Recording Verbatim Committee Reports Aadhaar Authentication Role-based Access Control Users: Reporters of Legislative Assembly Sub-Modules: • Keying the proceedings of the House Committees during monthly meetings and adding Meta data • Audio/Video recording of the House Committees
Paperless Working of House Committees Online Modules House Committees A Product of Web & Mobile Apps Audit Paras, Assurances & Questionnaire Replies (Audit Paras, Assurances & Questionnaire) Online Review (During Monthly Meetings) Recording Verbatim Committee Reports Aadhaar Authentication Role-based Access Control Users: Officers of the House Committees Sub-Modules: • Submitting the Committee Reports for laying in the House
Situation Before the Initiative • Traditional Manual Assembly House for laying papers • 150 no. of hard copies required for each reply • Huge expenditure by Depts. on Vehicles/Manpower during sessions • No facility for police for authenticating Entry Passes • Working of 15 House Committees was manual • Traditional Manual Library system Huge Expenditure by Depts. on Papers, Vehicles and Manpower Traditional Manual H. P. Legislative Assembly
Outcomes from the e-Vidhan project vis-a-vis objectives Paper Saving : More than 5 Crores paper were used annually before the initiative. Fuel Saving : Plying of large number of vehicles for delivering the replies at H. P. Vidhan Sabha for laying in the house before the initiative. Money Saving : An approx. saving of Rs. 15 Crores per annum by minimizing the paper, printing etc. • Improved work efficiency with the elimination of redundant processes, streamlined process flows and reduced delay in the flow of information among stakeholders • Auto-compilation of reports and queries • Meticulous monitoring in the working of Vidhan Sabha and government departments • Instant availability of data for analytical studies
14 Key Enablers for the Outcome 1. Approval of Detailed Project Report (DPR) 2. Necessary Funding 3. Constitution of e-Vidhan Committee (35+ Meetings Held) 4. Constitution of House Committee for e-Governance & General Purposes (17+ Meetings Held) 5. Preparation of RFP documents and Floating Open Tenders 6. Hardware Procurement 7. Internet Connectivity
14 Key Enablers for the Outcome 8. Engagement of Technical Manpower 9. Development of Infrastructure at Legislative Assembly 10. Development of e-Vidhan Software 11. Connecting Govt. Departments with Legislative Assembly (54 Departments, 84 HODs and 36 Undertakings/Corporations) 12. Connecting MLAs with Legislative Assembly 13. Capacity Building (5 Workshops/Conference, 27+ Training Programmes and 1 Trial Assembly Sessions for Hon’ble MLAs) 14. Modification of Rules of Procedures
Risk Management in the Assembly House
Key technology aspects of the project/ initiative – architecture, infrastructure, Risk Management in the Assembly House • integration, interfaces, security, use of mobile /social media/ data analytics etc. if Dual internet connectivity any. • Syncing data from National Cloud to Local Data Centre • Downloading data from local server into the touch screen laptops in the House (One hour before) • Using cluster of local servers for sending signals to the touch screens and laying papers online • Using touch screen laptops for 3 hours battery backup, no hindrance to the Hon’ble Members while in discussion and easily moving the touch screen forward/backward as per their convenience • Touch screen laptops are fixed on the tables of the Hon’ble Members so that the touch screens cannot be detached during the proceedings of the session
Challenges for implementing e-Vidhan System • Some of the Hon’ble MLAs were not interested to adopt the IT tools in the business of Legislative Assembly • Employees of H. P. Vidhan Sabha Secretariat and the State Government were not trained for working on the role & workflow based secure web portal and updating/sharing information online • Lack of high bandwidth internet connectivity available in the H. P. Vidhan Sabha Secretariat • No Facilitation Centre was available for providing technical support to the Hon’ble Members of Legislative Assembly
Challenges for implementing e-Vidhan System • No training room in the H. P. Legislative Assembly Shimla to provide continuous trainings to Hon’ble Members, Employees of Vidhan Sabha Secretariat and all Government Departments • No alterations/modifications allowed in the Assembly House • No Permission for technical staff helping the Hon’ble MLAs and Ministers in the Assembly House during sessions
Lessons Learned • • Building and managing a project schedule Setting milestones and achieving them Managing the project triangle of triple constraint of time, cost, and scope Adopting a change management process early in the program that all stakeholders will follow Building and trusting an effective team Succession planning: Identify successors and training them to facilitate the online solution Finding support network: Adding more technical people to the professional network/team to share and answer various questions
Lessons Learned • Agile waterfalls work: The project was converted into modules (Sprints). Each module was completed using waterfall steps; like, Conception, Initiation, Analysis, Design, Construction, Testing, Implementation and finally Maintenance • Scope Management: Addressing scope creeping and allowing mandatory requirements to be added. There must have an approval process for any proposed scope changes and communicating this process to all stakeholders • Risk Management such as including potential delays into the project schedule in receiving approvals from the Government
Sustainability of the initiative • Rules of H. P. Legislative Assembly and Speaker's Directions changed in the context of sustainability of e-Vidhan System • Necessary Office Orders issued • Provision of the Annual State Budget for sustainability of the e-Vidhan System • Setup an e-Vidhan Wing in H. P. Legislative Assembly Shimla comprising of technical man-power in different categories to facilitate the e-Vidhan solution
Conclusion 1. The digital transformation of H. P. Legislative Assembly by implementing e-Vidhan is a major Administrative Reform to augment faster and transparent governance. 2. With the digitization and operation of Paperless Assembly, the Hon’ble Members have now more and easy access to the replies of questions and other documents received from various Government Departments and record of the H. P. Legislative Assembly.
Conclusion 3. Implementation of e-Vidhan is a necessary step towards the empowerment of MLAs using the information technology 4. Focus is on the needs of the representatives of the public and the MLAs has emerged as better effective monitoring agency for online monitoring of works being done by the Government Departments.
• • • Accolades ( Four Awards conferred on e-Vidhan) DARPG National e-Governance Award, 27 th February 2018 CSI-Nihilent National e. Governance Award, 20 th January 2018 SKOCH Silver National e-Governance Award, 8 th September 2017 SKOCH Order-of-Merit Award, 7 th September 2017 H. P. State Civil Services Award, 15 th April 2015 • DARPG Honour for the BEST PRACTICE, 7 th July, 2017 • Delegates from 22 states visited to study e-Vidhan and shown interest to rollout • Replica of e-Vidhan in 36 th India International Trade Fair 2016 at New Delhi • Replica of e-Vidhan in Exhibition on Good Governance Day 2014 at New Delhi
e-Vidhan Thank You!
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