| 4. In which ways is the initiative creative and innovative?
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PROCESS :
• Application Received At JSK
• Entry of Received Application in Track-Smart with related fields.
• After Due verification from Dept. Mamlatdar application is forwarded to Mamlatdar by JSK-Operator
• Mamlatdar will split the file in sub-files to get NOC from Department(s).
• After getting individual department’s response it is merged with main file and sub file is send to Bin Kheti(No need to track – Bin Kheti)
• Collector takes decision after getting a file and inform JSK regarding completion of file. (No need to track)
• After getting information from Collector JSK-Operator will mark as complete.
A private agency is interested the work of accepting the applications, issuing bar coded, computer generated receipts to the applicants. The agency is also responsible for physical transfer of file in different offices.
Open House NA is organized weekly by Collector Office, Vadodara. Views of relevant departments are also taken into consideration.
Software application was developed and was installed in all concerned offices. It has commenced working since April 2012.
Intensive training programs were conducted for all those officials who are involved in the process
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| 5. Who implemented the initiative and what is the size of the population affected by this initiative?
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1. Applicants
2. A private Agency, which is entrusted the operational part.
3. Approving Authority offices/ officials.
4. Monitoring Authorities
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| 6. How was the strategy implemented and what resources were mobilized?
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1. The computerized system (software) was developed by a private agency Peach Technovations & Bhanwar Infotech.
2. Physical Infrastructure: - The separate office space, infrastructure and relevant are provided in all the offices.
Procurement of computers will all necessary software and other hardware accessories were provided for this purpose.
Connectivity: All the offices are connected with ‘Gujarat State Wide Area Network’. If any problem creates in connectivity GSWAN engineer resolves it immediately.
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| 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
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No. Of Applications received from April 2012 to December 2013: Process : 986
Applicant’s Convenience
The new system is adopted by the administration to monitor the progress work.
Applicants do not have to make several visits to various offices. They can know the status of the application anytime from anywhere through SMS on his cell phone.
Applicants save the cost of follow ups as they are intimated upon completion of their paper work.
Applicants save the cost of lawyers/ agents as the office offers free counseling service and Queries are reduced.
It has increased the efficiency of the Govt. staff also.
It creates positive impact on the people.
Due to periodic reminder to the officers and staff about pendency, timely completion is achieved.
Applications are filed with minimum expense.
The time bound and practical approach of the process has been resulted into elimination of the procedural delays. The applicants are conveyed the result of their applications in open house.
It ensures transparency, accountability, efficiency and reliability of service within time limit at affordable cost without any harassment. It ends red tapism and delay.
It was very challenging but due to proper guidance and supervision of District Magistrate and Vadodara Collector Shri Vinod Rao, the office has successfully achieved it.
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| 8. What were the most successful outputs and why was the initiative effective?
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For judging and monitoring the progress of the work various reports are available from the system like NA sub file, in which a status of application can be known in various subsidiary offices.
For that tracking system was implemented documents where barcoded and barcode tracing device were installed at all administration office. Department wise work log denotes number of applications received, pending and cleared at any point of time.
Non agriculture applications are collected very carefully by legal officer. So no question arises about fulfillment of required documents. The applications are accepted with barcode system and receipt is generated automatically which mentions the date of open house. Open house is a meeting held on 12:00 noon on every Monday by District Collector for each and every applicant personally to present his favor about queries and problems at office of the Collectorate. Automatically generated SMS are also sent to the applicants for acknowledgement of decision.
Monthly Work Log: In this report, month wise, office wise statistics of applications is known.
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| 9. What were the main obstacles encountered and how were they overcome?
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It was initiative step taken by our honorable DM and Collector ,Vadodara, Shri Vinod Rao, it was first time to implement this kind of system so employees had not any experience for this kind of service.
The office had to prepare machinery, infrastructure, trained and experienced man power to fulfill the activity in time limit.
The office had to aware and insure people for this type of initiative and make them understood that this service is for their convenience and main objective was to end red tapism and delay.
The applicants were unaware of the smart tracking system. They don’t know the exact procedure to follw at initial level.
The new system was adopted by the administration for monitoring the progress work was due to its transparency, accountability & time bound outcomes within a very short period was very challenging.
As far as the work force is concerned, due to intensive training programs there were no obstacles in working on the system.
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