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Digital Secretariat: Less Paper Office*

CASE STUDY, OPERATIONS MANAGEMENT
ET Cases - GSMC, 16 Pages

Case Preview

Digital Secretariat: Less Paper Office

 

"A systematic digitization effort is required to store and restore the important documents as and when required.”

In a steep automation and digitization effort, Government of Chhattisgarh (GoCG) had transformed its processes. The massive drive towards e-Governance aimed not only at improving the government delivery processes to its citizens, but also towards improving all internal processes of the Government. The politicians and bureaucrats now talk IT. Moving away from the dilapidated buildings of the 80s, the Government buildings now were being equipped with all possible modernity and give the hope of an improved Government delivery process and a better connect between Government and citizens. As Satya walked-in into the office of a Secretary, the sight of a large number of files piled up on the table made him question the very transformation that GoCG was proud about. Few days ago he had witnessed a presentation on the Digital Secretariat, fairly similar to an email system, which automated the documentation processes in a Government system. Satya mused, “Was the effort on automation and digitization successful or was it a fad?” Satya mulled about the need for a strategic approach to IT-enabled transformation as he walked through the corridors of the Secretariat.

GoCG’s Awareness towards IT

The massive drive towards IT began in the year 2005 when the GoCG began realizing the transformation that IT can bring in an organization. IT was considered another fad and there was tremendous resistance among people towards its implementation. But with the growing usage of IT among many Governments all over the world, GoCG began realizing the power that IT carries towards improving the internal as well as external processes of the Government system.........

Teaching Note Preview

Digital Secretariat: Less Paper Office

 

Synopsis

The case depicts the Government of Chhattisgarh’s effort to implement Digital Secretariat, which maps the Government filing system. The Digital Secretariat was developed by the State’s IT wing CHiPS along with PWC as the implementation partner. Most Governments have remained unsuccessful in the implementation of paperless office because digitization alone is not sufficient. Digitization is the first step towards the journey. To get an ideal solution, digitization along with automation is necessary, so that further digitization effort can be reduced and the system becomes automated. As Satya walks through the Secretariat, he still finds a heap of files lying on the table of a senior official and he muses on the strategic implementation of the IT enabled projects.

The case will be useful for an undergraduate or graduate class on MIS, Strategic IT, Business Process Improvement and Technology Management.

Pedagogical Objectives

The main learning objectives of this case are as follows:

  • • To understand the issues with Digitization without automation
  • • To understand the implementation of a content management system
  • • To understand the issues typical of a Government or public sector environment
  • • To understand the transformation brought about by IT and the issues and challenges therein

 

Assignment Questions

The following assignment questions can be posed to the students:

  • I. What are the issues and challenges in implementing a paperless office?
  • II. What are the typical problems associated with Government Filing System?
  • III. What challenges do you envisage in the implementation of the Digital Secretariat?

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Abstract

The case depicts the Government of Chhattisgarh’s effort to implement Digital Secretariat, which maps the Government filing system. The Digital Secretariat was  developed by the State’s IT wing CHiPS along with PWC as the implementation partner. Most Governments have remained unsuccessful in the implementation of  paperless office because digitization alone is not sufficient. Digitization is the first step towards the journey. To get an ideal solution, digitization along with automation is necessary, so that further digitization effort can be reduced and the system becomes automated. As Satya walks through the Secretariat, he still finds a heap of files lying on the table of a senior official and he muses on the strategic implementation of the IT enabled projects.


Pedagogical Objectives
The main learning objectives of this case are as follows:

  • To understand the issues with Digitization without automation
  • To understand the implementation of a content management system
  • To understand the issues typical of a Government or public sector environment
  • To understand the transformation brought about by IT and the issues and challenges therein

* GSMC 2014, IIM Raipur

This Case Pack Includes:
- Abstract
- Case Study
- Teaching Note (**ONLY for Academicians)
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