sathi - aphrdi.ap.gov.insathi – system of application of technology for human resource improvement...
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SATHI System of Application of Technology for Human-
resource Improvement
GENERAL ADMINISTRATION DEPARTMENT
GOVERNMENT OF GUJARAT
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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.
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SATHI - At A Glance
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SATHI
20000 Supervisory
Nodes
Scalable
DSS Centered
Multiple UI Modular
Build
Integrated Application
E Learning Portal
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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.
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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.
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20% in Personnel Management and 10% in Accounting Branch Across Organizations
21%
9%
70%
Directorate of Agriculture
AdminWingAccounts
Programs
24%
76%
Agriculture Department
Establishment
Programs
6 GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 6
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Agriculture & Co-operation Department Classwise strength in Department
Class of employee
Total strength in Dept.
Strength in Establishment & Accounts branch
In Percentage of Total
Class-1 20 3 15%
Class-2 28 4 14.28%
Class-3 127 30 23.62%
Class-4 38 15 39.47%
TOTAL 213 52
In Percentage 100% 24.41%
Directorate of Agriculture Classwise strength in HOD Office
Class of employee
Total strength in HOD office Strength in Admin branch
Strength in Account branch
Class-1 27 1 (3.70%) 1(3.70%)
Class-2 94 1(1.06%) 3(3.19%)
Class-3 187 63(33.68%) 23(12.29%)
Class-4 33 7(21.21%) 3(9.09%)
TOTAL 341 72 30
In Percentage 100% 21.11% 8.79%
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Agriculture & Co-Operation Dept.
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The Pillars
G
B
• e-Filing of returns
• e-payment of charges
• Applying for licenses
C
• Passport application
• License application
• Land records
• Birth Certificates
G
• Police Dept. • Passport Office • PF Dept.
E
• E-Office • Payroll & payments • Leave and Attendance • Internal Processes
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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
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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.
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Present And Future Of Personnel Management
Department Secretary
Deputy Secretary
Under Secretary
2-3 Section Officer
2-4 Deputy Section Officer
Head of Department
Asstt / Dy Director
Administrative Officer
Head Clerk
2-3 Senior Clerk
2-3 Junior Clerk
Office Head
Head Clerk
2 Senior Clerk
2-3 Junior Clerk
SATHI
Secretary
First Support / HoD
Head of
Office
All Employees
All Employees
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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
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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.
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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 posting-history, 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.
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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.
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Sample Screen Shots – Leave Application
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Sample Screen Shots – Leave Application
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Sample Screen Shots – Leave Application
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Sample Screen Shots – Leave Approval
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Sample Screen Shots – Leave Approval
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Sample Screen Shots – Leave Approval
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Sample Screen Shots – Leave Approval
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Sample Screen Shots – Leave Approval
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System Generated Orders –
Saves Support Staff and
Does at the Same Instant
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Sample Screen Shots – Leave Approval
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Preconfigured Mailing List
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Sample Screen Shots – Leave –Validation/check
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Alert clarifying non- entitlement
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Sample Screen Shots – Head Quarter Leave
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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.
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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 HR-related processes. In other terms, the human resources saved through SATHI as such may be deployed in field for public service delivery.
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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.
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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, 50-55 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
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Challenges
Challenges
Data Digitization
User Adoption
Process Re-engineering
SATHI may Succeed ONLY IF Every Decision Maker is Computer Savvy.
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Sample Screen Shots – LTC Application
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Sample Screen Shots – LTC Application
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Sample Screen Shots – LTC Approval
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Sample Screen Shots – LTC EL Encashment
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Sample Screen Shots – LTC EL Encashment
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Sample Screen Shots – NOC for Personal Foreign Visit
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Sample Screen Shots – NOC for Personal Foreign Visit
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Sample Screen Shots – NOC for Personal Foreign Visit
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Sample Screen Shots – NOC For Passport
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Sample Screen Shots – NOC For Passport
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Sample Screen Shots –Annual Property Return
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 43
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Sample Screen Shots –Annual Property Return
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Sample Screen Shots – Performance Appraisal (PAR) :Section 2 – Self appraisal
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 45
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Sample Screen Shots – Performance Appraisal (PAR) :Section 2 – Self appraisal
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 46
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Sample Screen Shots – Performance Appraisal (PAR): Section 3 – Reporting officer
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 47
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Sample Screen Shots – Performance Appraisal (PAR): Section 3 – Reporting officer
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 48
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Sample Screen Shots – Performance Appraisal (PAR): Section 3 – Reporting officer
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 49
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Sample Screen Shots – Performance Appraisal (PAR): Section 3 – Reviewing officer
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 50
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Sample Screen Shots – Performance Appraisal (PAR): Section 4 – Reviewing officer
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 51
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Sample Screen Shots – Performance Appraisal (PAR): Employee decision
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 52
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Sample Screen Shots – Transfer & Posting
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 53
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Sample Screen Shots – Transfer & Posting
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 54
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Sample Screen Shots – Transfer & Posting
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 55
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Sample Screen Shots – Transfer & Posting
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 56
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Sample Screen Shots – SATHI Mobile Application View
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 57
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Sample Screen Shots – SATHI Mobile Application View
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 58
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Sample Screen Shots – SATHI Mobile Application View
GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 59
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