ABSTRACT

Information Technology –State Apex Committee, State e-Governance Group (SEG) and Department e-Governance Group (DEG) to Implement National e-Governance Action Plan (NeGAP) – Constitution of - Orders – Issued.

Information Technology Department

G.O.(D).No.14
Dated :19.04.2005

Read :

1. From the Secretary Planning Commission, Government of India (GoI) D.O.Letter No.4(4) / 8 / 2005-C&I Dated 25-02-2005

2. From the Officer on Special Duty, GoI, Planning Commission, C&I Division, New Delhi F.No.4 (4)/3/2004-C&I Dated 09-02-2005.

………

ORDER:

In the reference first read above, the Government of India has formulated a National e-Governance Action Plan (NeGAP) that aims to expedite deployment of ICT in Governance with a view to improving delivery of Government services to citizens and businesses. The Government of Tamil Nadu has also accorded high priority to the introduction of e-Governance in general and to the time-bound implementation of NeGAP at all levels of Government in particular. To achieve these objectives, the Planning Commission has initially released Additional Central Assistance (ACA) for NeGAP to States in the current financial year in order to build capacities within the State Governments for the implementation of various State Mission Mode Projects (SMMPs) under NeGAP.

2. In the reference second read above the Government of India has sent Guidelines for Capacity Building under NeGAP. The implementation of NeGAP at all levels of Government is to be driven by the Apex Committee at the Centre headed by the Cabinet Secretary. As per the guidelines for Capacity Building under NeGAP the following Committee and e-Governance groups have to be constituted:

(I). State level Apex Committee to oversee and provide policy direction to NeGAP & ensuring inter-ministerial co-ordination

(II). State e-Governance Group (SEG) for providing an overall direction, Standardization and consistency through program management of the e-Governance initiatives

and

(III). Department e-Governance Groups to provide support to the Departments for preparation of the DPRs, business process re-engineering, change management, financial sustainability, technology expertise and managing the implementation of the project.

3. The Government after careful consideration constitutes the State Apex Committee with the following members:

• Chief Secretary – Chairman

• Development Commissioner & Principal Secretary, Finance

• IT Secretary - Chief Information Officer (CIO)

• Secretary, PD&SI

• Secretary P&AR

• Deputy Director General (DDG), NIC Chennai – Chief Technology Officer (CTO) and

• Managing Director ELCOT (Member Secretary)

The State Apex Committee will oversee and provide policy direction to NeGAP and ensure Inter-ministerial co-ordination. The State Apex Committee has the power to issue direction to any Departments.

4. The Government also constitutes the State e-Governance Group (SEG) as follows:

• Development Commissioner & Principal Secretary, Finance – Chairman

• Secretary , IT

• Secretary, PD&SI

• Member Secretary, Planning Commission

• DDG, NIC

• MD, ELCOT

• Secretaries of the MMP departments &

• Director e-Gov.(Member Secretary)

Secretary IT would function in the capacity of Chief Information Officer (CIO) who would "program manage" the NeGAP projects. He would lead the role of providing advice to the State Government regarding IT trends and co-ordinate the utilization of technology to achieve e-Governance initiatives.

DDG or State Informatics Officer, NIC will function in the capacity of a Chief Technology Officer and would provide the necessary technology expertise for the e-Governance program. His role would be instrumental in monitoring new technologies and assessing their potential to become new products or services in the e-Governance program.

The State e-Governance Group (SEG) will function under the direction of the State Apex Committee and provide an overall direction, standardization and consistency through program management of e-Governance initiatives running in the State Government. All interdependencies, overlaps, conflicts etc. across several projects would fall under the purview of this group.

The SEG will have the following scope of work:

• Function as permanent advisory body to the State Government / State Apex Committee in undertaking e-Gov projects.

• Institutionalize process and tools for effective program management of e-Governance initiatives.

• Provide inputs to the State Government during IT Policy/roadmap making process

• Assist individual departments of the State Government in putting together a dedicated team for undertaking e-Governance projects in their departments and managing the process(i.e. building capacity at the department/project level) through the constitution of individual project groups-DEGs.

• Provide inputs to the State Government during IT policy making process through the development of a State-wide e-Government Master plan. This would chart the direction for IT development for the State for the next 3 to 5 years. The Master plan will include key strategic programmes and projects that will bring about the desired outcomes defined in the Master plan.

• Design, develop and implement processes for effective management of the program such as :

- Issue Resolution Processes

- Conflict Management Process

- Audits as recommended by CAG

- Knowledge Management Processes

- Program Communication Process (internal & external)

- Performance Evaluation & Review process

- Information and Technology Risk Assessment processes

- Information Management processes

- Risk Management Processes

- Financial Management processes (Viability, Costing, Accounting, Budgeting & Monitoring)

- Project Plan and Monitoring

- Change Control Process

- SEI CMM Processes

• Incorporate professional tools & analysis so that the evolution of the program is objective and consultative. Some of the Professional tools & analysis which may be deployed include Benchmarking tools, Balance Score Card, Process Mapping, Case Tools, Functional Point Analysis, Financial Modeling, MIS templates, Discussion Tools, Task Control and Scheduling etc.

5. The exact nature of support provided by the SEG would vary over the period of time. However, initially it would be to assist the State Government in providing direction and prioritization and subsequently it would evolve to a program management role. It is envisaged that the SEG would be in existence for the entire period of NeGAP program, which would be in the range of 1-3 years. However the period would be subject to extension, based on the Government’s requirements.

6. The Government further direct that the department e-Governance groups (DEGs) be formed in order to undertake individual projects at the department level in each department headed by Secretary of the department concerned where Mission mode e-Governance projects are proposed for implementation with the following members :-

• · Secretary of the department - Chairman

• · Department Information Officer / Nodal Officer

• · HOD’s Concerned

• · Officer from Directorate of e-Gov

The DEG shall be responsible for managing the entire project cycle, from ideation to implementation.

The DEG would be formed when the Department is initiating any e-Governance project under NeGAP and that where no projects are forthcoming from a department, DEG is not required.

The DEG will support the Department for preparation of Detailed Project Reports (DPRs), business process re-engineering, change management, financial sustainability, technology expertise and managing the implementation of the projects.

The DEG will have the following scope of work:-

• Prepare Detailed Project Report (DPR) which would be submitted to the Government of India (Planning Commission/respective line ministry) for subsequent approval and funding under the NeGAP program. The DPR would include various project details including top level functional requirements, level of government support, investment requirements, revenue estimates, capacity building requirement in the department etc.

• Understand the existing procedures/department activities and processes and identify mechanisms for process realignment for the department i.e. administrative and legal changes required to improve the efficiency through e-Governance project.

• Design and Implement the Project Management Processes within the department to carry out effective project monitoring.

• Explore alternative solutions/strategies in reference to high level system architecture in terms of broad parameters for hardware, operating system software, software tools, networking and carry out cost-benefit analysis as well as recommend suitable platform required.

• Prepare request for proposals (RFP) for the design, development & implementation of the required IT solution as well as for the hardware and system software and networking based on conceptual System Requirement Specification (SRS)

• Assist in techno-financial evaluation of vendors and recommend suitable vendors

• Provide support to the departments in dealing with various facets of development and implementation of projects including:

- Developing technology strategy and high level system architecture

- Aligning efforts, activities and deliverables

- Keeping focus on critical factors

- Managing and coordinating with multiple parties (software development and implementation vendor, hardware vendor, network vendor and other service providers;

- Managing timelines for the projects to achieve common objectives.

- Provide any other project management and implementation support as required by the department

7. The Government further direct that the Additional Central Assistance (ACA) provided for capacity building shall be spent towards capacity building of the State e-Governance Group (SEG) and the Department e-Governance Groups (DEGs) and the State level nodal agency for implementation of e-Governance projects and initiatives, in a time bound manner.

8. This order issues with the concurrence of Finance Department vide its U.O.No.151/SS(LK)/05,dated.15.4.05.

(BY ORDER OF THE GOVERNOR)

VIVEK HARINARAIN
SECRETARY TO GOVERNMENT.

To

All Secretaries to Government, Chennai-9

Member Secretary, Planning Commission, Chepauk, Chennai-5.

The Special Commr.& Commissioner, Land Administration, Chepauk, Chennai-5

The Special Commissioner & Commissioner, Land Reforms, Chepuak, Chennai-5

The Commissioner, Commercial Tax Department, Chennai-5

The Special Commissioner & Commissioner, Treasuries & Accounts, Chennai-15

The Special Commissioner&Director of Survey & Settlement, Chennai-5

The Special Commissioner & Director of Agriculture, Chenna-5

The Commissioner, Municipal Administration, Chennai-5

The Commissioner, Transport Department, Chennai-5

The Commissioner, Labor Department, Teynampet, Chennai-5

The Director, Rural Development, Chennai-15

Inspector General of Registration, Chennai-28

The Director General & Police, Chennai-4

The Managing Director, ELCOT, Chennai-35

The Deputy Director General, NIC, Besant Nagar, Chennai-90

Sf/Sc

/Forwarded / By order /

Section Officer