SATHI. System of Application of Technology for Humanresource Improvement GENERAL ADMINISTRATION DEPARTMENT GOVERNMENT OF GUJARAT

Transcription

1 SATHI System of Application of Technology for Humanresource Improvement GENERAL ADMINISTRATION DEPARTMENT GOVERNMENT OF GUJARAT

2 SATHI System of Application of Technology for Human resource Improvement A major G2E initiative to transform administrative and personnel functions Part of e/m-governance initiative to empower employees/ officers Part of drive to increase transparency, efficiency and scalable services Eliminate paper-based transactions and to re-align employees towards citizen centric services Rollout is in 2 phases: Phase 1 covers 20,000 officers/ employees and Phase 2 covers all 4.8 lakh in future SATHI Solution was released in phases: Partial Release in Aug 14, Mobile Solution in Mar 15 and Full Release in Jul 15. GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 2

3 SATHI - At A Glance Supervisory Nodes E Learning Portal Scalable Integrated Application SATHI DSS Centered Modular Build Multiple UI GENERAL GENERAL ADMINISTRATION ADMINSTRATION DEPT. DEPT, GOVERNMENT OF OF GUJARAT 3 3

4 Challenges faced before Project Conceptualization Policy Perspective: Absence of Quick DS Tools. Limited Availability of Forecasting Tools. Manager Perspective: Choosing Right Person for a Position (Profile Matching). Data exists at Multiple Repositories- Service Book, Personal File, PAR, APR Files. Time consumed in Sourcing Data- Impacts Quick & Informed Decisions. Absence of Central HR Application- Multiple HR Applications across Departments. Non- uniform Communication Templates & Mailing list, Additional Cost of Logistics. Difficulty in availability of Real-time Employee Record. GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 4

5 Challenges faced before Project Conceptualization Employee Perspective: Complex Vertical & Horizontal Channels of Submission. Different Application Formats for Different Processes & Cadres. Delay in Decision due to in- sufficiency of Decision- makers & Support- staff. Time- lag in updating crucial Service- Book. Non- availability of e- Learning facility to empower an employee for Continuous & Versatile Skill Development. GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 5

6 20% in Personnel Management and 10% in Accounting Branch Across Organizations Directorate of Agriculture 21% Agriculture Department 9% 70% 24% Admin Wing Accounts Programs 76% Establishment Programs GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 6 6

7 Class of employee Agriculture & Co-operation Department Total strength in Dept. Classwise strength in Department Strength in Establishment & Accounts branch In Percentage of Total Class % Class % Class % Class % TOTAL In Percentage 100% 24.41% Class of employee Total strength in HOD office Directorate of Agriculture Classwise strength in HOD Office Strength in Admin branch Strength in Account branch Class (3.70%) 1(3.70%) Class (1.06%) 3(3.19%) Class (33.68%) 23(12.29%) Class (21.21%) 3(9.09%) TOTAL In Percentage 100% 21.11% 8.79% GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 7

8 Agriculture & Co-Operation Dept. GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 8

9 The Pillars G Police Dept. Passport Office PF Dept. G B e-filing of returns e-payment of charges Applying for licenses E Passport application License application Land records Birth Certificates E-Office Payroll & payments Leave and Attendance Internal Processes C GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 9

10 HR- Related Processes in SATHI Sr. No. Process/Module 1. Calculation of Vacancies, Manpower Planning 2. Employment Record and Details 3. Employee Training 4. Employee Leave Management 5. Employee Appraisals (PAR) 6. Recruitment 7. Promotions 8. Management of Transfers and Postings 9. Disciplinary / Vigilance Cases 10. Sanction of Exit / Retirements 11. Benefit Management Module 12. Pay Fixation 13. Management of LTC / Home Travel 14. Deputation / Lien 15. TA/DA Management 16. Medical 17. Roster Management GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 10

11 The difference the project made to the Stakeholders ORGANIZATION Redeploying administrative services to field services Reduced cost of logistics due to automated workflow approval process Reduced usage of paper due to online submission, approvals and notifications Online marking of attendances leading to saving of personal transportation cost Savings in valuable real-estate/ physical space needed to maintain/ preserve physical records, furniture and fixtures, storage equipment and costs, and logistics OFFICERS/ EMPLOYEES Online availability of own and team information for decisions and service delivery. Single source of data for informed decision making. Empowering employees to plan and manage their skill development. SATHI Mobile, with 25+ services, is enabling employees to perform critical administrative activities anytime anywhere. Manage learning and virtual meetings using SATHI Mobile. Access to reports using mobile. Real time access to own data such as service book, posting profile, compensation profile, etc. GENERAL GENERAL ADMINISTRATION ADMINSTRATION DEPT. DEPT, GOVERNMENT OF OF GUJARAT 11 11

12 Present And Future Of Personnel Management Secretary Deputy Secretary Department Secretary Head of Department First Support / HoD 2-4 Deputy Section Officer 2-3 Section Officer Under Secretary Head Clerk Administrative Officer Asstt / Dy Director 2 Senior Clerk Head Clerk Office Head Head of Office 2-3 Senior Clerk 2-3 Junior Clerk 2-3 Junior Clerk SATHI All Employees All Employees GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 12

13 SATHI on Mobile - M Governance to Empower Employees SATHI Mobile App is Available on ios, Android and Windows Mobile Platforms It Gives access to Leave, Reports, News, Career, e-learning Content, Salary Information, Phone Book and Organogram GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 13

14 National and/or State common Infrastructure being leveraged SATHI Solution, due to security reasons, works only on GSWAN Intranet Gujarat State Wide Area Network. SATHI Mobile, with its limited features, however, works on mobile networks. SATHI hardware is hosted in SDC Gujarat State Data Center. The production server is placed in a highly secured zone, manned 24X7 by a highly trained personnel. GENERAL GENERAL ADMINISTRATION ADMINSTRATION DEPT. DEPT, GOVERNMENT OF OF GUJARAT 14 14

15 The Intuitive User Interface, Key Functions over Mobile Platform, ERP Approach Make the Project Special SATHI Mobile, undoubtedly, is one of the largest mobile app offering 25+ employee and manager services ranging from leave apply, approval of leaves, view balances, view postinghistory, view performance appraisal summary and many more. Learning Solution on Mobile App: empowering officers and employees to manage learning courses at their own convenience. Using Mobile solution to manage virtual meetings, virtual class room trainings. SATHI Mobile as a medium to monitor disaster relief operations and updates. Easy and Real-time access to employee data thereby leading to quick and informed decision. Reduced turnaround time for HR processes due to automated workflow, approvals and auto order-generation and auto-distribution to process specific mailing list. Significant saving potential due to reduced usage of paper based processing, reduced logistics cost, elimination of positions in support functions and elimination of transit loss. One source for employee interface, easy to navigate, simple and Visually Appealing UI with maximum 4 clicks for User to reach the transaction screen. Challenges: data digitization, user adoption, change management. GENERAL GENERAL ADMINISTRATION ADMINSTRATION DEPT. DEPT, GOVERNMENT OF OF GUJARAT 15 15

16 SATHI New Model of ERP System for Government Potential Saving of significant Manpower from Establishment Functions. Substitution of Class III Establishment Function Faster Decision Making (Two person to process vs 4-6 persons). Rule Book Hardwired. No Delay In Communication Spontaneous. No Parallel Set-up for Service-book maintenance & Up-dation. Record Always Current. Every Change effective for upcoming Transactions. GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 16

17 Sample Screen Shots Leave Application GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 17

18 Sample Screen Shots Leave Application GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 18

19 Sample Screen Shots Leave Application GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 19

20 Sample Screen Shots Leave Approval GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 20

21 Sample Screen Shots Leave Approval GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 21

22 Sample Screen Shots Leave Approval GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 22

23 Sample Screen Shots Leave Approval GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 23

24 Sample Screen Shots Leave Approval System Generated Orders Saves Support Staff and Does at the Same Instant GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 24

25 Sample Screen Shots Leave Approval Preconfigured Mailing List GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 25

26 Sample Screen Shots Leave Validation/check Alert clarifying non- entitlement GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 26

27 Sample Screen Shots Head Quarter Leave GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 27

28 Scope For Replication SATHI is not a replication of any other project. Solution built on SAP COTS Product. Customization Owned by Govt of Gujarat. Tripartite Agreement to enable roll out to other Government Organizations. It is an initiative in its kind, with modular build of all Employer-Employee transactions in the Government with integration of all modules. In the future phase, the solution will be rolled out to all 4.8 lakh employees under Govt. of Gujarat. This includes autonomous and semi-autonomous bodies. SATHI can be adopted by other State and Central Govt., with minimum changes. Roll out opportunity at other state and Central Govt. Departments, Undertakings, etc. SATHI Solution has opened new avenue for partnership model in service delivery. While there is no PPP model, adopting SATHI Solution will attract size discounts, in addition to a provision for 20% royalty to Gujarat State. GENERAL GENERAL ADMINISTRATION ADMINSTRATION DEPT. DEPT, GOVERNMENT OF OF GUJARAT 28 28

29 Sustainability SATHI Solution is built on scalability to ensure faster and quicker roll outs in future Hardware has been procured keeping in mind the future rollout covering all the employees of Govt of Gujarat Licensing Agreement with SAP is highly flexible with size discounts. Dedicated budget, drawn from department Dedicated HRMS Specialist Personnel drawn from experience, domain knowledge, IT skills Implementation of SATHI with increased number of Organizations and users will result in saving support manpower currently engaged in HRrelated processes. In other terms, the human resources saved through SATHI as such may be deployed in field for public service delivery. GENERAL GENERAL ADMINISTRATION ADMINSTRATION DEPT. DEPT, GOVERNMENT OF OF GUJARAT 29 29

30 Way Forward and Roadmap of the Project Roll out to cover all employees of 26 Departments right to village level Future roll out to include autonomous and semi-autonomous bodies across Gujarat Encourage other State/ Central Govt Departments to adopt the solution due to: Reduced deployment time for prospective adopters, Taking advantage of efforts put in by Gujarat Government Gujarat gets royalty from adoption, thus making SATHI generate own funds Achieve optimized ratio of 92:8 for Field Staff and Administrative staff leading to increased citizen centric service delivery and also save administrative costs by re-alignment of staff Facilitate user adoption by anchoring change management. GENERAL ADMINISTRATION ADMINSTRATION DEPT. DEPT, GOVERNMENT OF OF GUJARAT 30 30

31 SATHI Three Dimensions Policy Manpower Need Analysis Resource Forecasting Vacancy Distribution Across Districts Cash Outgo - Medical / Travel Costs Employee Strength for different Job Functions Visual Posting Profile for Team Building / Interest Avoidance Skill / Competency Based Search of Employee Database Management Employees Analytic Age, Demographic Position Analytics Filled, Unfilled Human Resource Budgeting Talent Management - Skill / Competency Assessment, Training Monitor Admn Processes PAR, DPC, Review Monitor Work Process Loan/ Advances, GPF, etc Online Alerts & Notifications Employee Employee Profile Service Book Complete Transparency Standard & Uniform Application of Rules Faster Benefits Management Online Learning Skill/ Competency Enhancement Skill Position Matching A Job of Employees Liking Talent Profile & Feedback on Performance Empowering & Motivating Employees GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 31

32 Challenges Data Digitization Challenges User Adoption SATHI may Succeed ONLY IF Every Decision Maker is Computer Savvy. Process Reengineering GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 32

33 Sample Screen Shots LTC Application GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 33

34 Sample Screen Shots LTC Application GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 34

35 Sample Screen Shots LTC Approval GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 35

36 Sample Screen Shots LTC EL Encashment GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 36

37 Sample Screen Shots LTC EL Encashment GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 37

38 Sample Screen Shots NOC for Personal Foreign Visit GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 38

39 Sample Screen Shots NOC for Personal Foreign Visit GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 39

40 Sample Screen Shots NOC for Personal Foreign Visit GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 40

41 Sample Screen Shots NOC For Passport GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 41

42 Sample Screen Shots NOC For Passport GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 42

43 Sample Screen Shots Annual Property Return GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 43

44 Sample Screen Shots Annual Property Return GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 44

45 Sample Screen Shots Performance Appraisal (PAR) :Section 2 Self appraisal GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 45

46 Sample Screen Shots Performance Appraisal (PAR) :Section 2 Self appraisal GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 46

47 Sample Screen Shots Performance Appraisal (PAR): Section 3 Reporting officer GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 47

48 Sample Screen Shots Performance Appraisal (PAR): Section 3 Reporting officer GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 48

49 Sample Screen Shots Performance Appraisal (PAR): Section 3 Reporting officer GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 49

50 Sample Screen Shots Performance Appraisal (PAR): Section 3 Reviewing officer GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 50

51 Sample Screen Shots Performance Appraisal (PAR): Section 4 Reviewing officer GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 51

52 Sample Screen Shots Performance Appraisal (PAR): Employee decision GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 52

53 Sample Screen Shots Transfer & Posting GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 53

54 Sample Screen Shots Transfer & Posting GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 54

55 Sample Screen Shots Transfer & Posting GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 55

56 Sample Screen Shots Transfer & Posting GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 56

57 Sample Screen Shots SATHI Mobile Application View GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 57

58 Sample Screen Shots SATHI Mobile Application View GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 58

59 Sample Screen Shots SATHI Mobile Application View GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 59

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