Gaya e-pds. Bandana Preyashi, IAS Ex. Collector and District Magistrate, Gaya, Bihar OSD to Minister of Communications and IT, Government of India

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1 1 Gaya e-pds Bandana Preyashi, IAS Ex. Collector and District Magistrate, Gaya, Bihar OSD to Minister of Communications and IT, Government of India

2 Format of the Presentation 2 Gaya District - PDS Statistics at a glance Gaya PDS- before 2011 Objectives of epds Preparations Genesis epds Architecture Benefits of the System Impact Challenges The Way Forward

3 Timeline August 2011 Planning Commission report estimates that 75% of PDS food grains did not reach intended beneficiaries in Bihar as compared to National Average of 57%. Bihar Government introduces color coded Coupon System Gaya e-pds launched February Bihar becomes one of first states to Implement National Food Security Act and Gaya epds becomes means of implementation Bihar s PDS seems to be improving in a way that few observers would have thought possible five years ago. - EPW, Vol 7, Feb 2015

4 Gaya District PDS Statistics at a Glance 4 Number of Beneficiaries- BPL Families-4,02,067 Antodaya -90,044 Number of Blocks - 24 Total food grains allotment- Antodaya Wheat Q, Rice BPL - Wheat Q, Rice Q Total Wheat Q, Rice Q Total worth - Rs 6.5 Cr Approx/- Number of FPS Number of SFC Godowns- 16

5 5 Gaya PDS Before August 2011

6 Flow of the Manual Process 6 Grains received by road/rail Grains transported on trucks FPS FCI SFC Step 1 SFC sends bank draft to FCI If bank draft clears, FCI raises Issue Order Step 1 Trucks received at SFC Bags counted manually/weighted Step 2 SFC sends trucks to FCI Bags are counted Manually and loaded Step 2 Weight checked against dispatch report Commodities unloaded at SFC Step 3 Dispatch Report sent to District Manager Gatepass issued, Commodities sent to SFC Step 3 Arrival Report sent to District Manager Commodities sent to various FPS

7 Gaya PDS before Problems at FCI Systematic Thefts Hand in gloves with Transporters Deliberate Delays Issues around Labourers

8 Gaya PDS before Problems at SFC Diversion of food grains & black marketing Manual Inventory Management Outdated weighing methods Perfunctory physical verification of food grains Manipulation of Data Issue of backlog and delayed lifting of food grains Poor storage Insufficient and dilapidated Godowns Lack of Manpower

9 9 Gaya PDS before 2011 Problems at FPS Delays in depositing drafts and issue of SIOs Delayed Information regarding allotments and rosters Symbiotic relationship with SFC Haves and Have nots dealers Thefts and diversion Subject to coercions and pressures Lack of Coupon Management System No Grievance Redressal System

10 10 Gaya PDS before 2011 Problems of Beneficiaries Lack of information & awareness regarding entitlements Less amount, over charging Two months coupons, one month s food grain No Grievance Redressal System Irregular Opening of FPS

11 11 Gaya PDS before 2011 Problems of Administration Manual Process of reporting Manipulative/Inauthentic Information Lack of database Difficulty to verify and cross check Difficulty in monitoring, delayed reviews, delayed response/ intervention No scientific/ transparent method for reports/data analysis Lack of accountability and traceability Increasing complaints System improvement through Surprise inspections and flying squads Loss of Credibility

12 Objectives of epds 12 Right amounts of Food grains reach right beneficiaries Weed out corrupt practices through ICT/m-Gov Improve delivery mechanisms Spread awareness amongst stakeholders Transparency and accountability Restore credibility of Administration

13 Preparations 13 Threadbare analysis of the existing system Brainstorming with all stakeholders Complete end-to-end automation Access to stakeholders for monitoring Study of various existing PDS solutions Issue of Finances-IAP Composition of the core team Selection of Vendor

14 14 Preparation (contd ) Preparation of the Data Base Beneficiaries of various categories viz. APL, BPL and Antyodaya Coupons and ration cards Allotments of food grain Government Functionaries, Public Representatives, Vigilance Committees Dealers & Bank Accounts Details of trucks involved in lifting Existing stocks of food grains in SFC godowns etc Sample baseline survey among the beneficiaries

15 Preparation (Contd ) 15 Training Official functionaries- Marketting officers, Godown managers and FPS owners Other stakeholders-truck owners, labourers, Public representatives Saturday Meetings Peoples Involvement Apurti (Supply) Jan Adalats Organization of Gram Sabhas Concurrent social audit Strengthening the panchayat level Anushravan and Nigraani Samiti (Monitoring and Viligance Committees)

16 16 Solution

17 e-pds Architecture Data Base MIS Software & Automatic SIO Generation Automated SIO Generation MIS modules & reports generation Training and Strengthening of Infrastructure MIS Coupon Management System Beneficiary coupon scanned and check the actual transactions Point-of-Sale Recording at Fair Price Shops- Proposed POS record every transaction online/offline GPS Tracking of Trucks Real-time monitoring of Trucks SMS based alerts for diversion Automatic dispatch & arrival reports for grains Integrated Weight Management System Electronic Weight Fetch and Upload Online/Offline Transactions Registering Inventory & warehouse management Distribution to Dealers Electronic Weighing & sales to dealer at SFC Door Step Delivery to dealer s shop SMS based Public Awareness System SMS to the Public and Village Vigilance Committees Grievance Management and SMS based Grievance registration Grievance status notified over /sms Toll-free number for registering complaints

18 Management Information System 18 Essentially a Microsoft.net framework based information management system processing and storing real time data. Centralized database that acts as host to client requests from different locations. Electronically generate and exchange reports like food grain inflow/outflow, inventory, theft, arrival, dispatch, etc View information in numerical, graphical and other forms. Manage public grievances online and assign issues to concerned officials. Single point of management for all operations of PDS.

19 Integrated Weight Management 19 Electronic Weigh Bridges and Floor Scales at warehouses to automatically weigh the trucks without any need for manual intervention, eliminating any chances of theft and manipulation. Truck leaving FCI warehouses and arriving at SFC warehouses must weigh the same, otherwise, automatic theft report is generated. Near zero tolerance on error margin. All processes of PDS management like banking, pay-in slip, Store Issue Order, Arrival and Dispatch reports automated Automated inventory management. Grains received by SFC warehouse from FCI warehouse based on sales to FPS dealers and grains allocated to FPS dealers based on coupons received from it against sales to consumers. Supply chain management of PDS, from FCI warehouse till the consumer s end. Tightly controlled downstream.

20 20 Door Step Delivery to Dealers Proposed Delivery Executives will be provided with a PDA or POS system. The delivery executive will receive a hard copy of the SIO from the dealer against which the executive would take a finger-print scan of the dealer authenticating the dealer. Upon unloading the commodities at the dealer s place, a receipt of delivery will be printed and provided to the dealer. A photograph of the dealer besides its stack of commodities could be taken as proof of delivery to the dealer. All transactions would be location and time stamped using GPS. All transactions would be locally stored on the PDA/POS and also updated in real-time to central servers. Reports of a variety of kinds would be generated to monitor and oversight the door step delivery process.

21 Automatic SIO Generation 21 Automatic generation of SIO each month Automatic linking between bank, SFC & Dealer for SIO Complete process automation resulting in fast & effective delivery of SIO Automatic recognition of SIO and dealer buy-order specifics at SFC

22 22 GPS Tracking of Trucks GPS Tracking Devices on each truck that transports grains between FCI warehouses and BSFC warehouses to track their movement. Administrator can plan journey for each truck by entering source, destination & via points for the journey. Actual route taken by the truck mapped using GPS coordinates received from the device. Progressing journey can be viewed on Google Maps by the administration. SMS alerts can be set for speed limits, unassigned stoppage, diversion from planned route and arrival/departure from/to warehouse. GPS view available in Truck Mode where one truck can be viewed on map and Fleet Mode were all trucks in the fleet can be viewed simultaneously on the map.

23 23 GPS Tracking (dashboard view)

24 Citizen s Portal on the Web 24 Get Connected-Register with and login to register complaints or provide feedback. Track your complaint online. Connect fast-register for /sms alerts and get real-time updates on the status of your complaint and action taken on it by the administration. Participate-Report incidents of theft and black marketing through this portal. Upload Image/Video evidence of the incident with your complaint, using your mobile phone. Stay in the loop-get /sms alerts about grain offtake by your FPS dealer. Get informed and get your rights. Be informed about your rights-get information about schemes launched by the government through the web portal.

25 SMS and Mobile Information System 25 On the go-mobile phone applications for all administration officials where they can track all PDS related information on their mobile phones. Public can use their mobile phones to take pictures or record videos of incidents of theft and black marketing and upload that to the grievance section of the portal using Web, SMS and MMS. Database query with short codes-citizen s can send SMS short code with Fair Price Shop code to know if their dealer has received grains from the warehouse. MIS will automatically reply back the latest status. Alternatively, they can register with the portal and receive /sms alerts for the same. SMS will be automatically sent to village vigilance committees when dealers in their Panchayats receive grains from the warehouses.

26 26 Mobile Application

27 27 Mobile Application Contd.

28 Point-of-Sale Terminals at FPS (Proposed) 28 FPS has been provided an Linux based point of sale (POS) terminal. The terminals scan the barcode on the coupons of the beneficiary. Coupons contain scheme, quota, name, address etc information of each beneficiary. The POS has GPRS to transmit the transaction data when connectivity is available. Transaction are recorded both online and offline. All sales transactions to the consumer by the FPS are recorded and updated on remote servers. Printed receipts are provided to consumers. Solar charger provided to charge the POS terminals.

29 29 Report Generation & Analytics

30 30 Report Generation & Analytics

31 31 Report Generation & Analytics(Contd.)

32 32 Report Generation & Analytics(Contd.)

33 33 Report Generation & Analytics(Contd.)

34 34 Procurement (e-procurement)

35 e-procurement Architecture MIS Software & Registration Registration & Profile of farmers, PACS and Mills On-the-spot issue of ID cards to farmers. MIS modules & reports generation Quality checks & evaluation Moisture meter electronically integrated. Real-time on the fly quality analysis. Data Base MIS Integrated Weight Management System Electronic Weight Fetch and Upload Online/Offline Transactions Registering Inventory & warehouse management GPS Tracking of Trucks Real-time monitoring of Trucks SMS based alerts for diversion Automatic dispatch & arrival reports for grains Financial & Inventory Management Funds movement and management Payment to farmers, PPC, Mills etc tracked. Inventory management for PACS, PPC & Mills

36 Automated Procurement Process Accurate Quantity Measurement Quick Quality Check Web based Interface Centrally Managed Records Detailed Online Reports Real-time GPS Tracking

37 37 Benefits of the Solution Improved Traceability Track grain movement effectively and efficiently. Control of grain diversion, pilferage and theft. Reduction in Losses & Theft Control grain inflow and outflow Control storage loss of grains by keeping required stores of grains only. Load and unload the right quantities of grains on trucks. Manage the System Better Manage documents electronically and reduce paper work. Monitor employees, their roles and assignments Archive records easily and retrieve them quickly.

38 38 Benefits of the Solution (cont) Public Interface Consumers can register online and track food grain movement themselves, look at action taken against their complaints. Register online and receive SMS alerts for grain offtake by FPS. Alternatively, send long code over SMS and receive SMS reply. Oversight Bottom to Top Oversight for the administration of the complete food grain supply chain from FCI warehouses till the Fair Price Shops. State-of-the-Art Solution View all reports like grain movement and theft alerts on your mobile phone. Theft alert generation and triggers to concerned officials. On-The-Go Track entire Public Delivery System on smart phone.

39 Impact 39 Incidents of Diversions and Threats declined Empowerment of Stakeholders Change in perception Efficient Administration Reports and Tracking Officers Accountability Proper Inventory Management

40 Challenges 40 Resistance within the system Apprehensions/Distrust of Technology Issues with FCI Implementation of National Food Sec Act Problems of Infrastructure - Connectivity, Power, Untrained Manpower Banking Issues Selection of Beneficiaries - SECC

41 epds Gaya Recognition and feedback 41 Bihar State Government introduces epds Gaya in all the districts in the process of implementing NFSA. Other State governments such as Jharkhand & UP have shown interest. Planning Commission Report submitted with the planning commission of India mentions the key aspects of the solution and clearly shows statistical data that demonstrates the impact of the solution and its success. Central Vigilance Committee for PDS reforms under Hon. Justice D.P Wadhwa The committee has described in detail the operational details of e-pds Gaya solution as they reviewed it in September, 2011.

42 The Way Forward 42 POS-Aadhar Linkage- For identification and authentification Linking Mid Day Meals and Anganwadi Centres into this eco system Streamlining LPG/Kerosene distribution Incorporate Procurement into the Distribution cycle Seamless integration of data base for pan India claim of entitlements

43 43 Thank You