Strategic Control Need for States to Take Ownership of NeGP-A and How to do it?

Transcription

1 Strategic Control Need for States to Take Ownership of NeGP-A and How to do it? Training Workshop on Innovative/ Best Practices in NeGP-A 19th 21st January 2015 at RCVP Narhona Academy, Bhopal

2 Agriculture Mission Mode Project under NeGP Project Vision to create a conducive IT enabled platform for raising farm productivity and income to global levels through provision of relevant information and services to the stakeholders Project Objectives Improve access of farmers to timely and relevant information & services throughout crop-cycle: Bringing farmer centricity & service orientation to the programs by providing location specific and up-to-date crop management related information Increasing effectiveness of Government service delivery More effective management of schemes of DAC through process redesign Enable private sector participation to benefit farmers by providing an integrated platform to promote value added services

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4 The Enterprise Change Playing Field Radical Degree of Change Status Quo Business As Usual Wait and See Instant Longer Time Frame Time to Implement Change 4

5 Radical The Enterprise Change Playing Field Degree of Change Panic Mode Quick Fix Status Quo Wait and See Business As Usual Instant Longer Time Frame Time to Implement Change 5

6 Radical The Enterprise Change Playing Field Degree of Change Status Quo Panic Mode Quick Fix Region of Opportunity Breakthrough Performance Wait and See Business As Usual Instant Longer Time Frame Time to Implement Change 6

7 Scope of Change Scale of employee involvement Operations Business Strategic Improvement Process Re-engineering 7

8 Scope of Change Scale of employee involvement Scope of change within enterprise Greater benefit Operations Project Strategic Improvement Process and Re-engineering risk 8

9 Introduction to e-governance You can t solve a problem on the same level that was created. You have to rise above it to the next level. This is possible through Innovation. Albert Einstein e-governance aims to make the interaction between government and citizens (G2C), government and business enterprises (G2B), and inter-agency relationships (G2G) more friendly, convenient, transparent, and inexpensive, with goals as: Better service delivery to citizens Ushering in transparency and accountability Empowering people through information Improved efficiency within Governments Improve interface with business and industry Mission Mode Projects (MMPs) to transform high priority citizen services from their current manual delivery into e-delivery. Each MMP is owned and spearheaded by the relevant ministry/agency of the national government or by a or by a State Government, and is called Mission Mode because it has a definite timetable, service levels, project implementation team and re-engineering plans

10 E-Governance Maturity Model Size of the Canvas Increasing value for Citizen/Businesses Phase I Information Phase II Interaction Phase III Transaction Phase IV Transformation Phase V Connected Government Increasing complexity

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12 E-Governance Projects Department of Agriculture & Cooperation Ministry of Agriculture 1. NEGP - Agriculture 2. Agmarknet (Agricultural Marketing Information System) 3. Farmers' Portal 4. Kisaan SMS 5. Plant Quarantine Information System 6. Central Insecticides Board & Registration Committee 7. Soil & Land Use Survey of India 8. Extension Reforms 9. Hortnet (ICT Enabled NHM/SHM Schemes Management Information System) 10. Dacnet (e-gov Infrastructure for the Globalization of Indian Agriculture) 11. Farm Mechanization 12. KKMS (Kissan Knowledge Management System) 13. Nav Krishi (Mass Media Support to Agriculture Extension) 14. RKVY (Rashtriya Krishi Vikas Yojana) 15. Seednet (National Initiative for Information on Quality Seeds)

13 Agriculture Mission Mode Project under NeGP Project Vision to create a conducive IT enabled platform for raising farm productivity and income to global levels through provision of relevant information and services to the stakeholders Project Objectives Improve access of farmers to timely and relevant information & services throughout crop-cycle: Bringing farmer centricity & service orientation to the programs by providing location specific and up-to-date crop management related information Increasing effectiveness of Government service delivery More effective management of schemes of DAC through process redesign Enable private sector participation to benefit farmers by providing an integrated platform to promote value added services

14 Where Are We? Better service delivery to citizens Ushering in transparency and accountability Empowering people through information Improved efficiency within Governments Improve interface with business and industry Improve access of farmers to info & services Bring farmer centricity & service orientation Increase effectiveness of Govt service delivery Effective management through process redesign Private sector participation to benefit farmers

15 Where Are We? MMPs: Better service delivery to citizens Ushering in transparency and accountability Empowering people through information Improved efficiency within Governments Improve interface with business and industry NeGP-A: Improve access of farmers to info & services Bring farmer centricity & service orientation Increase effectiveness of Govt service delivery Effective management through process redesign Private sector participation to benefit farmers Lack of vision Poor service delivery to citizens Lack of focus IT enablement of processes with little improvement in service levels UX/UI Minimal empowerment to citizens through online services to citizens no quantifiable improvement in efficiency of processes Poor Project Management Failure in meeting defined project objectives (if any are defined) Projects not completed in time delayed for years Poor quality of the product & services (performance of product and vendor) Vendor lock-in Low return on investment poor value in terms of reduction in service delivery timelines administrative burden little improvement in SLAs poor quality of service

16 Why Are We Here Vision: Need for realisation that e-governance initiatives are high priority As-is Computerization vs modernization IT systems not meeting the business requirements common challenge Capacity Building Need for adequate trained capacities to conceptualize and manage e-governance projects User Requirements Requirements not accurately captured Project design incompatible with current readiness and environment Little time spent by the organizations in planning and design Lack of clear and measurable project goals, objectives and anticipated benefits Larger emphasis on IT enablement with minimal focus on business benefits Need for better Change Management Poor communication to the stakeholders and users on objectives and benefits Need for stable project and permanent leadership with managerial powers to drive e-gov projects Need for better Project Management Focus on all key project enablers (GPR, people change, capacity building..) Focus on project and systems quality assurance Provide adequate resources for project (people and funding) Focus on project and systems quality assurance

17 What Do We Need to Do? Focus On: Business and stakeholder needs and priorities Quantifiable Outcomes and Benefits All-encompassing approach (GPR/ people/ legal/technology/change/support) Phased implementation with minimal impact and maximum results to stakeholders Need to Define and Integrate Each of the following Elements: Vision and strategy Business Process Re-engineering Enterprise Architecture Software development and IT Infrastructure implementation Business model Legal Framework Change Management Training and Capacity Building Project and Program Management Monitoring & Evaluation

18 How? Concept of Project Life Cycle A Project has a life cycle a start date and an end date The Project has distinct Life Cycle Phases and Decision Points i. Starting the project ii. Organizing and Preparing iii. Carrying out the work iv. Closing the project Each of these phases contain critical decision points (proceed, cancel, revise scope/cost/schedule/quality) A well-documented project life cycle model enables us to apply systems thinking to creating, planning, scheduling, and managing the project through all of its phases, and to evaluating both the success and the value of both the project and the results that the project has produced

19 Predictive life cycle models Project Life Cycle Models favour optimization over adaptability Waterfall : linear ordering of the phases, which can be strictly sequential or overlapping to some extent Prototyping: functional requirements and physical design specifications are generated simultaneously. Incremental Build: decomposition of a large development effort into a succession of smaller components. Adaptive life cycle models accept and embrace change during development and resist detailed planning Adaptive Development: Mission driven, component based, iterative cycles, time boxed cycles, risk-driven, and change-tolerant. Spiral: Repetition of the same set of life-cycle phases such as plan, develop, build, and evaluate until development is complete. Agile and SCRUM: Similar to above with iterations called sprints that typically last one week to 30 days with defined functionality to be achieved in each sprint; active management role throughout.

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21 e-governance Project Lifecycle E-Governance Strategy Development Current State Assessment Future State Definition Implementation approach & sourcing Develop & Implement IT system Operate & Sustain Needs Assessment Vision Prioritize Domestic and Global learnings Institutional structures & capacities for implementation Funding requirements Monitoring and evaluation approach Assessment of current processes and pain areas Best practices in similar environments Regulatory framework ICT systems Capacities and their preparedness for e- governance Process reengineering and to be process Identity IT enablement opportunities Changes to the regulatory environment People change and capacity building plan Project awareness and communication requirements Implementation approach and phasing plan (functional and geographic) Funding and business model Vendor evaluation criteria KPIs and SLAs for services and systems RFP Bid evaluation and vendor selection Functional and technical requirements System design Software quality assurance Acceptance testing Training and capacity building Change management Project documents Project go-live System operations and maintenance Software change management Rollout services and systems (functionality and geography) Objectives and benefits evaluation and reinforcement Sustained change, capacity building and communications

22 Phase 1: e-governance Strategy Development Key Activities The What? Needs Assessment Define clear vision & objectives Prioritization of services and projects Incorporate domestic and global learnings The How? Services/Delivery Channels /Stakeholders The When? Implementation approach and plan The Who? Identify institutional structures & capacities for implementation With What? Define funding requirements, financial resources The Check: Define Performance Management Framework

23 Phase 2: Current State Assessment Key Activities Deliverables current approach for performing the business functions and service delivery the key challenges and to identify improvement areas stakeholder needs and expectations good practices and learnings from similar implementations in similar domains current systems (IT) implemented organization structures and people capacities etc Process maps identifying pain points and Initial improvement areas Stakeholder needs Scope and functionality, Strengths and gaps, The Change barriers.. IT Systems & IT infrastructure Organizational structures, Roles and responsibilities, Capacities and skill sets

24 Phase 3: Define Future State (To-be) Key Activities Define how the identified business functions and services shall be performed going forward Deliverables To-be business processes New process KPIs/metrics Changes to legal and policy environment Define the new business processes Functional Architecture Requirements specifications Define IT solutions and services for automation of new business processes Define people change management, capacity building and communication requirements for project implementation Enterprise Architecture (Application, data, network, security, data center) Data digitization and migration strategy SLAs Institutional structure for project implementation Training and Capacity building plan Change Management Plan Communications Management Plan

25 Phase 4: Implementation approach & sourcing Key Activities Development of Implementation Approach and Plan Deliverables Implementation Approach and Plan Implementation timelines Identification of key stakeholders and their roles and responsibilities Monitoring and Evaluation (M & E) Plan Development of Business Model Project investments and costs Revenue Opportunities Business/implementation model Payment terms SLAs Procurement approach RFP Development Request for Proposals (RFP) Contract Documents/Agreements Pre-bid minutes and clarifications Vendor Evaluation and Selection Vendor evaluation reports Vendor(s) identification Signed contract documents

26 Phase 5: Develop and Implement IT System Key Activities Application Software Development IT Infrastructure Creation Third Party Acceptance Testing Training and Capacity Building Deliverables e-governance Solution/Software IT Infrastructure

27 Phase 6: Operate and Sustain Key Activities IT Systems Operations and Maintenance Deliverables Annual Maintenance Contract Monitoring and Evaluation SLA Monitoring & Compliance Release of Payments to Vendor on AMC

28 Government Process Re-Engineering A good GPR is to redefine processes to facilitate the citizens/user convenience Innovativeness: Innovative solutions rather than replicating the manual system Transformational: drastic improvement in the quality of services provided Rationalization of Application form and data requirements Question the need of all information sought

29 S.No Possible GPR Areas 1 Accessibility of Public Services 2 Standardization & Optimization of Application Form 3 Application form submission 4 Submission of supporting document along with application form 5 Verification and Validation of supporting documents 6 Field Reports 7 Process simplification & enhancements 8 Inter - departmental consultation 9 Payment of fees 10 Application approval 11 Generation of Certificate / License / Letter of Approval 12 Delivery of services 13 Duplicate / Renewal of previously issued Certificate / License / Letter of Approval 14 Status updates & communication 15 Grievance redressal 17 Electronic Services Delivery (ESD) Rules 18 Technology interventions

30 S.No Areas GPR Initiatives Anywhere, Anytime service access (like in IRCTC) 1 Accessibility of Public Services Accessibility of service at assisted centers (Gram Panchayats / CSCs / City Centers) Soft Skill / Operational training for service dealing staff (like in passport project) 2 Standardization & Optimization of Application Form Last mile connectivity ( NOFN / VSAT / Broadband ) at service centers Optimization of form (removal of non-value items & not-required data fields) Standardization of form (Master Section - common for all forms and Service specific section) Appending information regarding list of supporting documents & section for field reports (like patwari / sarpanch / gram sevak field reports) Revision of citizen charter 3 Application form submission Auto - fill feature in form (pre-populated data fields using government databases / aadhaar based KYC) Queuing system (to maintain sequence at front end) Application submission in local language ICT interface in departments for receiving electronically submitted forms (to assure receipt of submitted application) Use of 2D bar code,quick response (QR) code technology (to track the service) 4 Submission of supporting document along with application form Eliminating process of supporting documents in case of availability of digitized government databases ( like Election / Ration / BPL / Aadhaar / Land Record, PAN, Passport, Driving License Number etc) Replace affidavits with self-declaration in case of non-statutory requirement Eliminating process of uploading supporting document if already uploaded on Citizens

31 Project Management Office/Unit Key Activities Definition of Programme and Project & Monitoring project implementation plans Scope change management, Risk assessment and management, Issue Management Identification of stakeholders and key responsibilities Identification of external support needed from market (consultancy services, software development, IT infra creation, change management ) Definition of scope of work for the vendors & RFP Preparation, vendor selection Services/Systems quality assurance & SLA Monitoring Project financial management Change Management and Communications Training and Capacity building Monitoring and Evaluation of project objectives and benefits

32 Change Management and Communications Key Activities Change Management Understand the changes lead by the project (policy, processes, systems..) Identify the impacted stakeholders & Assess the readiness of stakeholders for change Identity key risks surrounding resistance to change & Devise measures to address them Develop change management strategy & Implement the strategy Monitoring and corrective actions Project Communications Understand the project scope and coverage, & Identify the objectives, benefits Identify the stakeholder groups impacted by the project Identify the communication needs for each stakeholder group Identify the communication channels Development communications management strategy & Implement strategy Monitoring and corrective actions Capacity Building Understand the skill sets needed to adopt the new systems and processes Assess the current skill sets and capacities in the organization Identify the training needs to bridge the gaps in the skill set & Identify the training courses Implement Training Plan