The Hindu : Kerala / Thiruvananthapuram News : Efficiency is the watchword at new-look Corporation office

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Wednesday, Sep 13, 2006
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Kerala

Kerala - Thiruvananthapuram

Efficiency is the watchword at new-look Corporation office

Special Correspondent

Computerisation takes governance to a new level

E-GOVERNANCE: Sutharya counter at the Corporation office in Thiruvananthapuram. - Photo: S. Mahinsha

Thiruvananthapuram: The City Corporation headquarters at Palayam is sporting a smart new look these days. The expansive lobby at the entrance to the building has undergone a radical transformation. The massive wooden counter, which dominated the interiors, has disappeared. So has the frayed, dusty carpet covering the pitted cement floor and the dirty walls streaked with betel juice.

Visitors to the building are greeted by the sight of a swanky front office to the right of the main door. A backlit board bearing the name `Sutharya' spans the twin glass doors leading to the new facility. An air of quiet efficiency pervades the cool, air-conditioned interiors. While printed application forms for various purposes are available at one counter, officials manning the help desk are ready to assist with information on services.

The computerised help desk also receives applications and complaints from the public and forwards them to the section concerned in the office after marking the priority status and the subject code.

The client receives a computerised acknowledgement slip showing the section and the desk where his paper would be processed. The name of the official who would handle the paper is also displayed on the slip so that the client could follow up his application without running round in circles. A senior superintendent has been appointed information officer and posted as the head of the front office. The facility is connected to the computerised counter tax collection system at the Janasevana Kendram in the same building.

The new facility has been set up by the Information Kerala Mission as part of an ongoing project to computerise the operations of the City Corporation. The interior design, furnishing and equipment layout have also been provided by IKM.

The computerised counters are equipped with the special software, Soochika, developed by IKM that is also capable of tracking files. "The system will become functional only after all the sections in the office are computerised. By that time, we will have a touch-screen facility that will enable clients themselves to access the status of a file from the front office," an official said.

Soochika has been developed for local self-Government institutions as a workflow application software. Apart from file tracking, the software enables preparation of reports such as personnel registers and pending files. It is also capable of job assignment and monitoring. Soochika has a link to the local body's monthly calendar of activities and periodic reports.

Corporation Secretary T.K. Raveendran said Sutharya was designed to improve service delivery and ensure accountability and transparency of office functions. He said moves were on to introduce a new timing for the front office from 9.30 a.m. to 4.30 p.m. for the convenience of the public.

Meanwhile, the Corporation is going ahead with its decentralised e- governance system to establish a computer network linking the zonal centres with the main office. The computerised system would help monitor Plan projects, administration of pensions and welfare schemes, management of revenue, finance and accounts systems, public works management, handling establishment matters and community information systems at the head office and zonal centres. The functions to be computerised include tax collection, establishment, workflow, accounts, works and decision support. The IKM mission group has completed a workflow module for file management and tracking. Another package for registration and issue of certificates and administration of pensions and welfare schemes is ready.

The utilities include a digitised repository of legislations and other documents relevant to local bodies including constitutional provisions, Acts, rules, Government Orders, circulars, guidelines, notifications, relevant court judgements, application forms, manual of office procedures and general information. Another unique feature is an employment information system to create a database of job opportunities and human resources. All the packages are equipped with user-friendly Malayalam interface and search facility.

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