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OFFICE OF THE DEPUTY COMMISSIONER UTTARA KANNADA DISTRICT, KARWAR .
Less Paper Office (LPO)
Deputy Commissioner's Office, Uttara Kannada
Manual System Issues
Missing of Files To know the position of the file is
difficult . Tampering of the Physical file Very difficult to protect files away from
accidents. Public were kept in dark from the status
of file.Deputy Commissioner's Office, Uttara Kannada
Manual System Issues
Public were directly depending on the office case worker to know status. It was very difficult to furnish
information to the public in time. Top management were directly depend
on case worker to know file details and unable to furnish the information when ever it was called.
Deputy Commissioner's Office, Uttara Kannada
Manual System Issues
File laying at each stage was unable to judge by the higher authority. Due to file disposal delay, it was
attracted to get BAD name to office.
Deputy Commissioner's Office, Uttara Kannada
Remedies...?......
Deputy Commissioner's Office, Uttara Kannada
Invention of LPO
The less paper office is designed to assist the HigherOfficers as “OFFICE TOOL”. It has facilitated with
* Track a file
* No Chance of “FILE MISSING”
* NO Dependency on the lower lever officer
/ official to the Higher Officers
* User friendly and self explanatory
* Know caseworker wise pendency
Deputy Commissioner's Office, Uttara Kannada
Invention of LPO
Clearance of files can be done from the Home office of the DC & ADC with out carrying any physical files.
G2C - Access to the public through Internet to know the status of pending file in the DC office.
Deputy Commissioner's Office, Uttara Kannada
Deputy Commissioner's Office, Uttara Kannada
Inward/outward Clerk
Scan the correspondence, Creates Index for the Dak
Case Worker
Case worker enters his Noting(Keyboard/ePen), Digitally
signs the document
LPO System ( WORKFLOW)
I/O Dak
Closed Files
Record Room
Move as Independent Letter
Move into an existing File
Move in a New File
OtherDept.
Field Dept.
Dispatch
Self Operated Kiosk
StatusEnquiry
(By Public)
OAADC SupdtDC
Taluk OfficeAC Office
Applicant/Tapal
Applicant/Tapal
INWARD
• Ordinary Letter
• Registered Letter• Fax• Telegram• E-Mail• Etc..
D.O.Letter
L.A.Q
Periodicals
Inward Case worker
Paper less office
Deputy Commissioner's Office, Uttara Kannada
INWARD File
Pending FILE of
similar nature is not
available
Pending FILE of
similar nature is
available
Open new FILE;
Link to the existing
Pending File
Section Clerk
Current
New/Fresh
FileDeputy Commr.
ADC
Section Head
Case worker
File
Fil
eM
ovem
en
t File
Mo
vem
en
t
Paper less office
File Movement in the Office
RecordsFile
Dispose after
Final Action
Paper less office
STRENGHTS OF LPO
Deputy Commissioner's Office, Uttara Kannada
Paper less office at DC Office, Udupi
When public come to submit their
grievances with ADC or DC, without
interaction with caseworker or section
head, status of the file can be viewed
and convinced to the public by ADC
or DC
The pendency at caseworker
level/section can be reviewed
STRENGHTS OF LPO
Deputy Commissioner's Office, Uttara Kannada
Paper less office at DC Office, Udupi
Work distribution to case worker can
be done with the help of past record.
Entire office files are made available
on the electronic form and backup of
the data has been stored on remote
server as rescue data. So, there is no
question of “FILE MISSING..!..”
STRENGHTS OF LPO
Deputy Commissioner's Office, Uttara Kannada
Paper less office at DC Office, Udupi
Manipulation/fudging of records not
possible
Permanent, transferable and easily
accessible records to everyone in the
office computer.
Any kind of analysis possible
STRENGHTS OF LPO
Deputy Commissioner's Office, Uttara Kannada
Paper less office at DC Office, Udupi
Transparency and accountability to
files
Compulsion to come to DC Office
avoided to know the status of a file.
Effective monitoring of all complaints /
grievances.
LPO
Deputy Commissioner's Office, Uttara Kannada
Paper less office at DC Office, Udupi
Future Enhancements
Time consumption and efforts
MANUAL PLO
Few Clicks
Many paragraphs
No. of characters to be keyed in
MANUAL LPO
Around 65 characters
Around 250 characters
Critical points to take decisionMANUAL LPO
Easy to find Critical points
Difficult to find Critical
points
Hyper linking Govt. Rule /act
HyperlinkAct/Rule
Highlighting an Act
No need for table inspection in LPO
Section wise Pendency of entire
organization
Contd…
Loginwisependency Report
No. of steps
Manual file LPO file
15 to 30
steps
10 to 15 steps
Hosting on the web-Transparency & public interaction
File search by public
CONTD…
View of Office Note of a file by
public
Readability -
PARAGRAPH / STORYBULLET POINTS/
CHECKLIST
Para
Checklist
LEGIBILITY
MANUAL PLO
Difficult to Read
Easy to Read
File search easier in LPO
Search using Computer No.
file movement history in PLO
No. of days for processing
a file
New employee Vs experienced employee
MANUAL LPO
Onlyexperiencedemployee canhandle the files.
New employeehas to betrained formonths togetherto know the case
Both New andExperiencedemployees can do thework easily with pre-defined formats andchecklists
New employee needtraining of a day ortwo.
Time taken for Disposal of a file in LPO
START DATE – 22-07-2011
END DATE – 19-08-2011
TOTAL DURATION -27 DAYS
Time taken for Disposal of a file in manual system
END DATE – 02-08-2011
TOTAL DURATION - 67 DAYS AND IT MAY VARY
START DATE – 25-05-2011
SERVICES AT GRAM PANCHAYATH LEVEL
Application at GP office
CONTD…
Doc. upload at GP
CONTD…
Challan generation & payment at local bank
CONTD…
Issue of order at GP
Fee details fill up at GP
LPO
Deputy Commissioner's Office, Uttara Kannada
Paper less office at DC Office, Udupi
Plans at DC Office Karwar
Modernization of Office
Implementation of LPO developed
by NIC
Video Conference ( Vidyo Desktop
NIC Software) Implementation
(Implemented andIntensively used
during Election)
LPO and Modernisation
Deputy Commissioner's Office, Uttara Kannada
Paper less office at DC Office, Udupi
Vidyo Desktop
Video Conference through computers
- Min 2 MBPS broad band Internet
connection
- ClearOne Chat 50 Audio and Mic
- Web Camera.
Thanks
LPO
Shreekant S Joshi
District Informatics Officer (DIO)
National Informatics Centre(NIC)
Uttara Kannada District, Karwar
Email : [email protected]