| Guidelines for IT Plan Administrative Reengineering | Home Page | |
| Steps and Procedures |
STEPS AND PROCEDURE RECOMMENDED FOR DEPLOYMENT OF INFORMATION TECHNOLOGY AND THE METHOD OF APPROVALS. |
1. Please start with
setting goals and overall objectives for your organisation in line with the overall vision
and mission of the Government. 2.
Please prepare the ‘Strategic
Information Technology Plan’ (SITP) to achieve these goals. For the purpose, you may hire the services
of a professional agency, if need be. HARTRON
has short-listed and circulated a panel of turnkey
solution providers (TSPs) for such services.
However, you are also free to select a professional agency by following the due
procedure of bidding. 3.
Please get a detailed project report prepared by the consultant to be appointed
either by open bidding or out of the panel prepared by HARTRON. This report should be in the form of a ‘Feasibility Study’ and ‘Detailed
System Study’ (DSS). The Department may consult similar reports, if any, prepared
by other States and incorporate the experiences of these States. 4.
Please identify and nominate a Nodal Officer for coordinating the planning and
implementation of IT projects. This officer should either be the HOD or a senior
officer of the Department. The success of the
project depends substantially on the Nodal Officer and his commitment and organisational
capabilities. 5.
Please identify a core team of 2 to 3 committed officers of the Department,
re-skill and empower them appropriately for IT
& related reforms. Alternatively,
professionals may be hired on contract basis from the open market and provision be made in
the IT PLAN. 6.
Please identify key areas and critical applications the Department may like to take
on priority. The strategy of the Department
should be “ to start with relatively simple
applications for smoother initialisation and adaptation within the organisation, with an aim to grow fast”. Efficiency enhancement applications such as
general receipt & despatch, file monitoring, e-mail services, Office Productivity
Tools, payroll accounting, Employee data base etc. may be taken up across the board in all
organisations. Similarly, the revenue generating and public interface applications should be taken up first for quick gains, high
impact and visibility. Organisation-specific critical applications be selected on the criteria of Revenue maximisation, Cost minimisation
and public convenience. The suggested applications in the second phase are database creation, availability of up-dated
information on the Intranet and updation of information
onto Internet, Management Information Systems
and Decision Support Systems. 7.
You may like to identify and carry out administrative reforms required in the
existing system at this stage. It would be
desirable to notify an empowered nodal officer/committee to take a comprehensive look at
the administrative reforms required in the department.
It is expected that a process of consultation shall precede an exercise on
Administrative Reforms. The aim should be to reduce/eliminate the procedures
to a level of 50% of the existing procedures. The
object of administrative Reform should be to cut down unnecessary levels and to take decision making to rational
levels. 8.
Please motivate the existing staff and carry out IT awareness campaigns within the
Department and for the end users and beneficiaries. Train
& re-skill them in computer operation and not computer technology. HARTRON
will facilitate training of personnel by identifying Government and other Institutions
having capacities and working out other conditionalities. 9.
You are free to select either a component approach or Turn-Key solution approach.
You are also free either to go in for open tendering system or may use panel if prepared
by HARTRON or may assign the job to be got carried out by HARTRON on behalf of your
organisation on the rates mutually agreed by both. A model contract for acquisition and
disposal of Information Technology products and services if prepared by HARTRON may be used as a basis. You may use one of these framework contracts for
availing specific services or go through the route of selecting a Turn-key Solution
Provider. You should ensure that the core team contributes effectively during the
following phases of project preparation and feasibility study: 9.1.1
Detailed Systems Study (DSS) – simultaneously Reforms should be identified and
effected at this stage. 9.1.2
Framing of Systems Requirements & Specifications (SRS) 9.1.3
Systems Design Phase 9.1.4
Software Development 9.1.5
Quality testing and pilot phase 9.1.6
Implementation Phase 9.1.7
Maintenance of Software 9.1.8
Training of operating staff on the application 10.
You should take steps in time for collection, entry and validation of data. This activity should be planned with special care
so that the required data is available before the actual testing of the Software. 11.
You should simulate the Management Information System, Decision Support System or
other modified systems and procedures on manual basis before transposing these on
Computers. Such a step is essential for
ensuring smooth migration to the amended simplified procedures. You should also evolve appropriate policies and
legal framework for deployment of Information Technology well before the commissioning of
Information Technology applications. 12.
While framing your Strategic IT Plan, you must ensure that your IT action plan
dovetails with the state’s overall Information Technology action plan and optimises
use of common infrastructure for economy. Secretariat for Information Technology will of
course, helps on this aspect while processing your IT plan for technical clearance. 13.
The TSPs should be selected on the basis of open tendering procedures. A panel of pre-qualified Information Technology
consultants, Information Technology product vendors, IT Service providers and Software
developers will be prepared by the HARTRON with the approval of IT PRISM on the basis of
open tendering procedures. This panel would
have a specific validity period. New panels
will be prepared periodically. 14.
The consultant will help assess Software Requirements and Specifications (SRS) on
the basis of the Detailed Systems Study (DSS). SRS
should be referred to the Technical Committee of Secretariat
for Information Technology to ensure that it meets the Technical Standards (STS)
framed by Technical Committee (SIT). 15.
Secretariat for Information Technology will
prescribe State Technical Standards (STS) and circulate it. This will help seamless integration and
interconnectivity of various Departments/Systems into a State level enterprise in due
course. All Departments will be required to follow the
standards evolved by Secretariat For Information Technology. 16.
You may note that Secretariat for Information
Technology is an enabler and facilitator whereas implementation of Information
Technology Plan will be primarily the responsibility of your organisation. 17.
You may initiate the Technical Sanction (TS) process by submitting the Detailed
System Study (DSS) in the specified format along with the acquisition plan prepared by
Consultants referring to the Technical Committee. The
content of acquisition plans may take the form of a narrative or may consist of other
documentation referenced to the content required for an acquisition plan. Your Consultants should help you to provide the
following information in the IT acquisition plan. §
An Acquisition Approval Request containing
the project summary. Secretariat for Information Technology will provide the
indicative format for this. §
Functional or Business problems to be solved
or opportunity to be gained. §
Alternatives considered including existing
state resources. §
Information technology resource(s) to be
acquired. §
Explanation as to how the acquisition meets
the Department’s functional and business needs. §
Relationship to SIT’s technical
policies and standards. §
Estimated acquisition cost and system life
cycle costs for five years or the expected life of the resource, whichever is less. §
Acquisition method to be used including the
rationale for the selection of this method. You
may give a list of companies to receive the
solicitation documents if possible, at this stage. §
Acquisition and implementation schedule. 18.
You may send the project report in the shape of Detailed System Study
(DSS)/Feasibility Study to the Secretariat for
Information Technology to obtain Technical Sanction (TS) from Technical Committee and
approval from IT - PRISM. 19.
The Method of issuing Technical Approval (TA): You will refer the Secretariat for Information Technology’s Technical
Approval (TA) for all acquisitions 19.1.1
Approval of IT PRISM would be required for issuing Technical Approval (TA) if your
proposal involves anyone or more of following eventualities: a)
The proposed acquisition does not adhere to establish policies on technical
standards; or b)
The acquisition is not consistent with your organisation’s the
Department’s strategic information technology plan; or c)
Your organisation seeks to enter into a private sector strategic partnership. d)
The estimated Project cost is more than Rs.5.0 Lacs. 20.
The SIT will issue the technical Approval and no project should be implemented
without prior Technical Approval. After the Technical Approval (TA) of the Secretariat For
Information Technology, the IT PRISM would help earmark funds for this purpose out of your existing budget. You may arrange funds wherever possible, from
other sources like Government of India or component in External Aided projects or allocate
funds in your own budget in the subsequent years. It will be your responsibility to ensure
proper utilisation of these funds. Departments
where savings are not possible and their IT Plans have been approved by IT PRISM funds may
be arranged by the Finance Department out of IT
Plan funds. 21.
As per policy following are functions of IT PRISM. a)
To set the priorities of sectors to be taken-up for computerization. b)
To review the progress of implementation of IT Action Plan of various Government
Departments, Boards and Corporations. c)
To approve budget and sanction posts & expenditure for IT department. d)
To devise the ways and means for the promotion of IT Education in Haryana. The approval by this committee shall be deemed to be
final and no further reference to AD/FD will be required. After approval from IT PRISM formal Administrative Approvals
(AA) and the Financial Sanctions (FS) required for the execution of the project would be
issued by your Administrative Department. 22.
On the basis of specifications approved by Secretariat
for Information Technology while according Technical Approval (TA), you may either float
tenders or procure these products from the short listed vendors on the basis of
limited tenders/quotations. 23.
Software development may be done either by the consultant, if already selected by
the Departments, or alternatively you will have to out-source the development of software
to an experienced agency (preferably having done similar work in other organisations and
states) through an open tender or from the panel finalised by HARTRON. 24.
Once the Software development work has been outsourced, you will need to monitor
the project on a regular basis. The nodal
officer appointed for the purpose, should be given the mandate for carrying out minor
changes required in the software specification as and when required during this
development phase of the project. 25.
referably the procurement of Hardware & System Software should coincide with
the testing of application software. Detailed procurement plan be included in the IT Plan.
HARTRON, NIC- HSU or the external consultant, as
the case may be, will guide you for acquisition of Information Technology Products and
services, including Hardware & Software. IT
Products & Services could be acquired either through HARTRON/NICSI or by following
open tendering system in consultation with HARTRON/NIC-HSU.
External consultant should help you in this regard on day-to-day basis. 26.
HARTRON/NICSI may acquire Information
Technology Products on specific requests. In
that case, the funds would be placed at the disposal of HARTRON/NICSI. Since the ownership rights of the property so
created will remain with your organisation, HARTRON/NICSI will only act as your agent while extending this
assistance. 27.
HARTRON will finalise rate contract for
standard items like Computer stationery and consumables and shortlist the vendors for
supply of Information Technology products. This
would be necessary as the rates of some of the IT products witness sharp fluctuation and,
therefore, rate contract for one year may not be an economic option. 28.
IT Plan should include a separate chapter regarding manpower requirements. An abstract containing category of posts, number of posts, classification of posts whether
contractual or regular, time period, source of recruitment, justification etc. be given. As per IT Prism notification sanction of posts
falls within the purview of IT Prism. The
approval by this committee shall be deemed to be final and no further reference to AD/FD
will be required. |