Capacity Building Scheme

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1 Capacity Building Scheme NeGP Round Table Conference 29 th- 31 st July 2009 By Krishnan, Principal Consultant, PMU, DIT, GOI

2 Contents Background - Capacity Building Scheme Current Status of Activities Institutional Arrangement for CB Scheme Setting up State e Mission Teams Operational Guidelines Slide 2

3 Background - Capacity Building Scheme

4 Objective / Vision of CB Scheme Objective To provide technical support and specialized skills for e-governance, to State level policy & decision-making bodies. Vision Establishment of an institutional framework for State Level Strategic decision- making including setting-up of State e-governance Mission Team (SeMT) Imparting specialized training, Orientation program for SeMTs and decision makers Strengthening of Training Institutions in States Setting up of an Empowered Committee (EC) and a CB Management Cell (CBMC) Slide 4

5 Key Features Envisioned by GOI and spearheaded by DIT Centralized initiative with decentralized implementation Provision of Rs. 313 croresfor 3 years for all 35 States and UTs Slide 5

6 Categorization of States Based on the fund allocation of the 1 st release of CB Scheme funds as approved by the EC during its 1 st meeting on 30 th January 2008 S.No State Category S.No State Category S.No State Category 1 Uttar Pradesh 2 Maharashtra 3 Andhra Pradesh 4 Rajasthan 5 Karnataka 6 Madhya Pradesh 7 Gujarat 8 Tamil Nadu 9 West Bengal 10 Orissa 11 Chhattisgarh 12 Bihar 13 Jharkhand 14 Punjab 15 Assam 16 Haryana 17 Kerala A 1 Himachal Pradesh 2 Uttarakhand 3 J&K 4 Goa 5 Meghalaya 6 Manipur 7 Tripura 8 Delhi B 1 Arunachal Pradesh 2 Andaman & Nicobar 3 Puducherry 4 Chandigarh 5 Daman and Diu Dadra & Nagar 6 Haveli 7 Lakshadweep 8 Mizoram 9 Nagaland 10 Sikkim C Slide 6

7 Current Status of Activities

8 Funds disbursement under CB Scheme Total CB Scheme Funds Rs. 313 Crores Amount released to all States/UTs as 1 st Release Additional Central Assistance (ACA) to 28 States DIT Grant in Aid to 35 States/UTs Rs Crores Rs Crores Rs Crores Slide 8

9 Capacity Building Management Cell (CBMC) CBMC has been set up within NeGP PMU at DIT using the services of an external consultant through NISG Activities undertaken by CBMC are: Monitoring of flow of funds (Additional Central Assistance (ACA)and DIT-GIA (Grant In Aid) to States and their utilization Assistance in formation of SeMTs in all States and UTs Assistance in Training/Orientation of key Stakeholders Developing the Organizational Manual and HR Policy for SeMTs Organizing workshops, discussion forums, seminars, lectures for SeMTs/ PeMTs Study of international e-gov initiatives and best practices Provision of Centralized Support to States for implementation of CB Scheme Other tasks relating to CB Scheme implementation Slide 9

10 Setting up of SeMTs Wetleasing Arrangement Staffing of SeMTsthrough wetleasingarrangements is envisaged as an interim solution intended to provide SeMT personnel, for a duration of 9-12 months DIT empanelled the following five agencies for providing staffing services to all States and UTs: Price Waterhouse Coopers KPMG IL&FS Wipro 3i Technologies The final selection of agencies is being done at the State level Detailed guidelines for the selection process have been sent to all States and UTs Slide 10

11 Wetleasing Status across all States / UTs SN State Process Completed In Process 1 Puducherry 2 Madhya Pradesh 3 Delhi 4 Jammu and Kashmir 5 Maharashtra 6 Uttar Pradesh 7 Tamil Nadu 8 West Bengal 9 Nagaland 10 Andaman & Nicobar 11 Lakswadeep 12 Rajasthan 13 Jharkhand 14 Chandigarh 15 Chhattisgarh 16 Himachal Pradesh 17 Punjab Slide 11 State's own SeMTin place Process not initiated Contd. Contd.

12 Wetleasing Status across all States / UTs SN State Process Completed In Process 18 Meghalaya 19 Assam 20 Dadra Nagar Haveli 21 Andhra Pradesh 22 Kerala 23 Manipur 24 Daman and Diu State's own SeMTin place Process not initiated 25 Uttarkhand 26 Tripura 27 Karnataka 28 Orissa 29 Gujarat 30 Arunanchal Pradesh 31 Sikkim 32 Haryana 33 Goa 34 Mizoram 35 Bihar Slide 12

13 Setting up of SeMTs Staffing DIT has selected 2 agenciesfor managing the recruitment process for selection of staff on contractual basis at SeMTs: Ma Foi Management Consultants Ltd. Team Lease-People Strong Consortium An online Recruitment Management Systemhas also been set-up centrally for managing the recruitment process Slide 13

14 Training of Stakeholders under CB Scheme The training programmes have been designed in two phases: Phase I Orientation & Sensitization trainings Phase II Specialized trainings Detailed guidelines on training of various Stakeholders have been shared with States/UTs NISG has been selected as the nodal agency for implementation oforientation & Sensitization trainings under Phase I Slide 14

15 Institutional Arrangement for CB Scheme

16 Institutional Arrangement for CB Scheme (Setting up of NeGD) Initial Plan for creation of National e-governance Agency (NeGA) for Programme Management of NeGP did not find favor with the EFC CoSsubsequently recommended establishment of an Independent Business Division (IBD) within Media Lab Asia, a section 25 not-for-profit company earlier set up by DIT IBD would play the role of Central Agency for implementation andmonitoring of NeGP and the CB Scheme The IBD called National e-governance Division (NeGD) has been established within Media Lab Asia (MLAsia) Additional Secretary (e-gov) is the acting President and CEO of the Division Slide 16 Contd.

17 Institutional Arrangement for CB Scheme (Setting up of NeGD) EC has designated NeGDas the Central Agency for execution of the scheme as per the role envisaged for such an agencyby the Cabinet Board of MLAsiahas established an NeGDCommittee, headed by Secretary, DIT, for the overall supervision and control of the NeGDoperations related to HR, Administration and Finance Necessary CB Scheme funds are being placed by DIT at the disposal of NeGDfor managing the manpower related expenses The induction of staff at Core NeGDas well SeMTswill be subject to the approval of detailed policies by NeGD Committee Slide 17

18 Roles and Responsibilities of NeGD Perform all roles currently handled by NeGP-PMU for overall implementation and monitoring of NeGP Perform all roles of the CBMC cell at NeGP-PMU for overall implementation and monitoring of CB Scheme Make necessary arrangements for appointment of the Core NeGD and SeMT personnel Establish suitable organization set-up and HR Policies to ensure uniformity in the quality of personnel hired, pay structure as well the management process Slide 18

19 Organization Manual and HR Policies for NeGD/ SeMTs Organization Manual for NeGD/ SeMTs includes the following : Organization Structure of Core NeGD and SeMTs Manpower Numbers Grades & Designations HR Manual for NeGD/ SeMTs covers the following: Recruitment, Selection and Induction Plan Performance Management System Variable Pay Plan Compensation & Benefits Career & Succession Policy Reward & Recognition Schemes Personnel Policies Slide 19

20 Setting up of State e-governance Mission Teams - Operational Guidelines

21 Organization Structure of SeMTs PC SeMT Legal Program Management Financial Management Technology Management Change Management Program Management & Monitoring Financial Appraisal & Viability Analysis Design & Architecture Business Process Reengineering Interagency Coordination Contracts & Procurements Technical Appraisal Capacity Building Funds Management & Monitoring E Gov related Technical Support HR & Training The above structure of SeMTsis indicative and based on the different functions that SeMTwill carry out Slide 21

22 Roles and Functions under SeMTs The SeMTs will have the following positions: Principal Consultant - Experience of over 10 years Senior Consultant - Experience between 5 to 10 years Consultant - Experience between 2 to 5 years The SeMTteam will be headed by the State IT Secretary Responsible for allocating the work/ activities among different SeMTpersonnel in coordination with the Principal Consultant The emphasis is to create a multidisciplinary team such that: The SeMTis able to support the State/ UT in various functional areas SeMT team members could play multiple roles Slide 22

23 SeMT formation Recruitment Plan Selection of candidates for SeMTs will be coordinated centrally by NeGD Order of priority for hiring personnel (as suggested by Cabinet) is: Suitable Candidates from within the government / PSUs on deputation Recruitment from Open market on contract basis From consulting organizations on lease basis Proposed process to be followed for SeMT Recruitment is: 1. Stage 1: Release of Ad for Deputation as well Open Market Hiring 2. Stage 2: Screening of applications as per the requirements 3. Stage 3: Interviews by Six Panels across the country 4. Stage 4: Role/SalaryNegotiation and final selection 5. Stage 5: Orientation and placement of selected candidates at various SeMTs Candidates not found suitable for one SeMT may be offered to other SeMTs SeMTstaff placed through wetleasingby States will be gradually replaced by candidates hired through NeGD Slide 23 Contd.

24 SeMT formation Recruitment Plan The interview panel will have representation from States, in addition to experts from DIT / other Government bodies as well as from other external agencies Officers from Central / State Governments can be taken on deputation to NeGD, MLAsia and assigned to various SeMTs Separate Policies have been designed for Officers on deputation to Media Lab Asia Private sector candidates are proposed to be on the rolls of NISG on a 3 year fixed term contract and assigned to various SeMTs CBMC at NeGD will be responsible for overall HR Management for all SeMT personnel States will have the Administrative Control of SeMTsand will be responsible for Performance Appraisal of SeMT Staff States will further need to support in other processes like managing attendance, leaves, reimbursements etc. Slide 24

25 Fund Flow to States for SeMT Management Already releasedto all States Being released to NeGD Head Year 1 Year 2 Year 3 Total Manpower 3,420 3,762 4,138 11,320 IT Infrastructure Operational 2,377 1, ,876 Outsourcing ,913 Office Maintenance Contingency Trainings 1, ,147 Special Trainings 2,064 1,465 1,465 4,994 Total (Rs. Lakhs) 10,953 8,881 8,546 28,380 DIT s Share ACA Share Will be released to States Slide 25 Contd.

26 Fund Flow to States for SeMT Management All manpower related expenditure for Year 2 and 3 will be directly managed by NeGD States will need to provide for expenditures related to Infrastructure, office maintenance, training etc. out of the CB Scheme funds being disbursed to them In case where NeGDis not able to provide staff to SeMTs, States will be free to continue their wetleasing arrangement, however: The cost of such wetleasingarrangement will have to be within the CB Scheme budget outlay The costs borne by the States will be reimbursed directly by NeGDto the States Slide 26

27 The Way Forward

28 CB Scheme- The way forward CBMC / Policy Related SeMT Formation Fund Flow Training Creation of CBMC within NeGP-PMU WetleasingArrangement for Staffing SeMTs Y1 of ACA, DIT-GIA to States Phase Wise Training Programme Framework Putting in place HR Policy and Systems for SeMTs Positioning of SeMTs in the States Y 2&3 ACA, DIT-GIA to States Implementation of Phase I and Phase II Training Programmes Creation of NeGD EC Meeting CB Scheme Approval Y1 Y2, Y3 Slide 28

29 An empowered organization is one in which individuals have the knowledge, skill, desire, and opportunity to personally succeed in a way that leads to collective organizational success

30 Thank You

31 1 st Year Fund Disbursement to States S. No. State DIT Grand-in-Aid (Rs. Lakhs) Additional Central Assistance (ACA) (Rs. Lakhs) 1 Andhra Pradesh Assam Bihar Chhattisgarh Gujarat Haryana Jharkhand Karnataka Kerala Madhya Pradesh Maharashtra Orissa Punjab Rajasthan Tamil Nadu Uttar Pradesh West Bengal Slide 31 Contd.

32 1 st Year Fund Disbursement to States S. No. State DIT Grand-in-Aid (Rs. Lakhs) Additional Central Assistance (ACA) (Rs. Lakhs) 18 Goa Himachal Pradesh Jammu and Kashmir Manipur Meghalaya Tripura Uttarakhand Arunachal Pradesh Mizoram Nagaland Sikkim Delhi A&N Puducherry Chandigarh Daman and Diu Dadra and Nagar Haveli Lakshadweep Total Slide 32 Back

33 Role of Central Agency / Society Extract from the Cabinet Note 3.6. Role of central agency/society. There would be a significant role to be played by a central agency/society as per the reasons indicated in para3.4above. In order to support the infusion & retention of significant number (Appendix- X pg. 63) of professionals in SeMTs across nation, there is an immense need for providing a suitable organizational setup and HR(Human Resource) policies. Such a structure would also help ensure uniformity in the quality of personnel hired, pay structure, as well as their management through design and adoption of appropriate HR policies for such personnel. This role can be suitably played by a central agency/society to be designated by the Empowered Committee for appointing the SeMT personnel on contract, management of Human Resources etc. Slide 33 Back

34 Role of States/UTs Para 3.4 of the Approved Cabinet Note for the CB Scheme 3.4. Role of States/UTs: The CB scheme will be implemented with active participation from the States. The States have the freedom to select personnel for SeMTs in accordance with the scheme directly if they so desire. However, the consultation with States as well as market conditions prevailing for such personnel have indicated a strong likelihood that most of the States would require a centrally coordinated selection & retention mechanism. Most of the States also felt that it is necessary to avoid a situation where all the States are pursuing the same set of candidates independently in an uncoordinated manner for inducting a very small number of personnel by each of them. SeMTs shall be under the administrative control of State governmentsfor its regular functions including outsourcing, IT infrastructure, office maintenance etc. The States will also be suitably involved at various stages of implementation and will strengthen State training institutions for providing general trainings to State officials. States will also keep close interaction with the CB management unit at DIT for greater synergy in implementation. Slide 34 Back

35 Location & Coverage of Interviews Total 52 Total 56 Total 56 Total 54 Total 62 Total 70 Grand Total 350 [327(SeMT) + 23 (NeGD)] Slide 35 Back

36 Recommended Salaries under CB Scheme Position Salary Range (Rs. Lakhs) Average Salary (Rs. Lakhs) Increment / Annum Principal Consultant Senior Consultant 15 to % 9 to % Consultant 5 to % Executive (To be recruited Locally) % Slide 36 Back

37 Tentative Composition of Selection Committee DIT Composition of Selection Committee Junior Management Middle Management Senior Management Director Level Officer* Director Level Officer Joint Secretary Level Officer NeGD Principal Consultant Principal Consultant Principal Consultant External Domain Expert Domain Expert Domain Expert State Representative from State DIT Representative from State DIT Head of State DIT The Selection Committee for Interview Panel will comprise of the following: At least one member from DIT at Director level and above At least one Principal Consultant OR an external domain expert In case the recruitment is happening for SeMTs, representation from the State DIT/ Nodal Agency in the panel will be required A minimum of three people must be present in any of the Selection Interviews Slide 37 Back

38 Recommended Structure & Staffing of SeMT Group A States PC SeMT Legal Change Management Financial Management Technology Management Program Management Capacity Building Financial Appraisal & Viability Analysis Technical Appraisal; Design & Architecture Inter Agency Coordination; Project Monitoring Business Process Reengineering Contracts & Procurement PC SeMT will report to the IT Secretary / designated officer from State Nodal Agency. He will be of Program Management Domain. Legal function to be outsourced to a state level Legal firm on retainer basis Numbers as per CCEA note 14 Function No. of Persons Ideal Level Overall management 1 PC 1 Program Management 3 SC 1; C 2 Financial Management 3 SC 1 ; C 2 Technology Management 3 SC 1 ; C 2 Change Management 3 SC 1 ; C 2 Total 13 Slide 38 Back

39 Recommended Structure & Staffing of SeMT Group B States PC SeMT Legal Program Management Financial Management Technology Management Change Management Program Management Financial Appraisal & Viability Analysis Design & Architecture Business Process Reengineering Interagency Coordination Contracts & Procurements Technical Appraisal Capacity Building PC SeMT will report to the IT Secretary / designated officer from State Nodal Agency. He will be of Program Management Domain. Numbers as per CCEA note 7 Function No. of Persons Ideal Level Overall Management 1 PC 1 Program Management 1 C 1 Finance Management 2 SC 1 ; C 1 Technology Management 2 SC 1 ; C 1 Change Management 1 C 1 Total 7 Slide 39 Back

40 Recommended Structure & Staffing of SeMT Group C States PC SeMT Program Management Financial Management Technology Management Change Management Program Management Financial Appraisal & Viability Analysis Design & Architecture Business Process Reengineering Interagency Coordination Contracts & Procurements Technical Appraisal Capacity Building Legal PC SeMT will report to the IT Secretary / designated officer from State Nodal Agency. He will be of Program Management Domain. Numbers as per CCEA note 4 Function No. of Persons Ideal Level Overall Management 1 PC 1 Program Management 1 C 1 Finance Management 1 C 1 Technology Management 1 SC 1 Change Management 1 C 1 Total 5 Slide 40 Back

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