INTRODUCTION
Governments around the world need to provide their citizens with affordable, efficient and transparent public services, inclusive growth opportunities, comprehensive national security and defense systems, and effective disaster management. The misunderstood requirements, long and complex development cycles and need for an army of high skilled developers are the major contributors for failures.
Various research agencies put out figures showing that over 60% of her software offers users less than 50% of the benefits she does. These issues are efficiently addressed with Axpert™, a digital software platform with native cloud capabilities.
Axpert™ is a software platform that enables you to build applications for billing, order management, manufacturing, customer relationship management, supply chain management, master data management, financial accounting, project management, and more. You can choose to develop several business processes in Axpert™ and interact with your existing software applications.
ABOUT DEPARTMENT OF PERSONNEL [DOP]
Department of Personnel (DOP) of the Indian state of Rajasthan deals with all matters related to personnel administration in the state, which include recruitment, appointment and promotions of State Service Officers, Posting of All India Services Officers and State Service Officers.
DOP also handles Establishment matters of IAS/IPS/IFS/RAS/Rajasthan Secretariat Service Officers, Administrative Officers, Office Superintendent, Ministerial Staff and Fourth Class Employees posted in various departments. With close to 900 officers belonging to the elite Civil Services involved in decision-making roles across the state administration.
THE CHALLENGE
DOP was finding a challenge to streamline the processes related to their postings and making sure that their services were being made available in time. With a plethora of ministries, departments, ranks etc., the manual system led to errors and delays that caused the government machinery to slow down
THE SOLUTION
Rajasthan‟s Dept. of Personnel [DOP] was looking for ways to make this process efficient and reliable. Orbitnext tech private limited built a web-based solution that made compliance with service rules easy and error-free. Posting/Transfer of jobs is put in forward-moving, unidirectional queues, without resorting to workflows. Since the officials who decide on postings often prefer working offline, a rigid role based system ensured that the queue kept moving forward. Once of the advantages, that became very clear by the time the system was tested and made ready for launch, was the limited need to check as the right business rules were being applied without errors.
This gave DOP the confidence to spin off the Complaints Management Module as a separate project in itself, which was integrated with the state-wide database of all officers, including the cadre of Gazetted Officers from the SIPF Application, also built on Axpert™ and supported by Orbitnext. In this manner, the Govt. of Rajasthan is slowly progressing towards centralised databases, instead of data silos that often replicate already available databases and cause heavy maintenance overheads.
Orbitnext team worked closely with the DOP project team to scope and define the solution clearly. There was ambiguity in processes and procedures at the start of the project. Users and DOP project team started contributing to improvements to the system prototype after prototype, as seeing the system in action gave them better insights into their own functioning and the attributes of the to-be system.
Thus, the DOP solution was built in truly collaborative style, involving users at all levels in the hierarchy. This ensured that the users took total ownership of the system and made the implementation an unqualified success.
LIST OF KEY PROCESSES
- Transfer recommendations by Chief Minister‟s Office (CMO)
- Processing of recommendations by DOP
- Conversion to proposal
- Approval of Transfer order
- Finalizing the proposal & Releasing of Transfer order
- Direct proposal entry
- Direct transfer for IAS & IPS officers
- Additional charge assignment
- Re-designation of Officers
BENEFITS
- Solution achieved after several iterations with end-users, that gave everyone the opportunity to deeply understand processes and streamline wherever found necessary.
- System owned totally by end-users.
- Introduced automation and never-before control over processes in an area of government that can have major positive impact across the board.
- Eliminated to a large extent the scope for human error in the transfer process.