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MP School Education Portal An integrated e-Governance System Presentation by Ashok Barnwal Secretary, School Education, Govt.

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Presentation on theme: "MP School Education Portal An integrated e-Governance System Presentation by Ashok Barnwal Secretary, School Education, Govt."— Presentation transcript:

1 MP School Education Portal An integrated e-Governance System Presentation by Ashok Barnwal Secretary, School Education, Govt. of MP

2 School Education in MP is a very large & diversified system Managed and administered by multiple administrative units at district and sub-district level under multiple deptts - 313 Blocks &0 local bodies over 8 Establishments- Over 1.15 lac government schools located in more than 90,000 remote habitations Human Resources- Nearly 3.47 lac teachers/support staff having 3500 Drawing and Disbursing Officers (DDOs) Target Beneficiaries - More than 1.60 crore students School Education Sector in MP

3 –Effective Implementation of the Right of Children to Free and Compulsory Education Act 2009 which requires the State to ensure compulsory admission, attendance and completion of elementary education by all children of 6-14 years (nearly 1.60 crore children) no teacher is deployed for non teaching duty that all the schools providing elementary education (including over 1.10 lac government schools) located even in remote habitations fulfill the norms and standards of PTR and Infrastructure Challanges

4 – Teachers in MP are employed by School Education Department, Tribal Welfare Department, Panchayati Raj Institutions (50 Zila Panchayats and 313 Janpad Panchayats) and over 500 Urban Local Bodies Lack of single platform- to address diverse needs of different stakeholders and implement schemes with large number of beneficiaries. Managing, coordinating and synchronizing multiple administrative units under multiple departments was a big challenge Challanges

5 Communicating with diverse stakeholders and dissemination of Govt. orders among all at all levels Lack of accountability, transparency and adequate community ownership, participation and social audit/oversight. Lack of reliable & timely availability of process & entity data Difficult to control, supervise and ensure compliance of Government Instructions Challanges

6 Solution – Portal with suite of Online E-Gov Applications Focus on Capturing the basic transactions of the process Generation of all desired reports on the fly & Eliminate Repetitive Processes Facilitate a Common Platform for School Education related Application Software, Online Services and Single Source of Authentic and Live Information Focus on Capturing the basic transactions of the process Generation of all desired reports on the fly & Eliminate Repetitive Processes Facilitate a Common Platform for School Education related Application Software, Online Services and Single Source of Authentic and Live Information

7 Education Portal It is being used to automate, streamline and reengineer various processes and functions involved in the governance of the schools, managing the beneficiaries, staff and other entities of the school education system. It is facilitating evolution of the processes, mechanisms that facilitate integrated, well synchronized and transparent functioning of all participating departments, agencies, beneficiaries and other stakeholders. It comprehensively addresses the diverse needs of students, teachers, citizens and educational managers.

8 Strategy Codification and Creation of a LIVE Relational database of core entities (Teachers, Schools, Offices, Institutions, Agencies, Payment Authorities, Civil works, OOSC, CWSN, Beneficiaries) Role-based, work-flow applications designed to STREAMLINE and AUTOMATE various PROCESSES involved in CORE FUNCTIONS The authenticated user is allowed to access the application for which he is authorized and can work on only those entities that are under his domain. In-house Development by NIC for economy, efficiency, reliability, easy adaptability and scale up

9 What the Portal Does Office/School/Institution/Unit Management: Live databases of all entities School Management System- enrollment, facilitation for PTR norms, CTR Norms, Guest faculty Deployment, SSA funds transfer

10 What the Portal Does HR Management: –Employee database, –Payroll, –Service records, –Transfers, –Counseling for posting, –Grievances redressal, –Contributory Pension

11 What the Portal Does Demand and distribution of Assistance like Textbooks, Uniforms, Scholarships, bi-cycles etc Academic Achievement levels of Children - Monthly Tests, analysis of weakness

12 What the Portal does … Recognition to Private Schools under RTE : –Online application by Private Schools –Process of Verification –Online transmission of reports in the supervisory chain –Issue of Certificate –Monitoring of prescribed time limits

13 What the Portal Does … Out of School Children Registration, Follow-up and Mainstreaming Children With Special Needs (CWSN) Registration, Follow-up for Medical test, aids and other assistance and Mainstreaming Village Education Register- micro-level planning up-to habitation level

14 What the Portal Does … Content Management System- Online circulars, GOs, Schemes, tenders Civil Works Management and Monitoring Financial and Accounts Management System for SSA

15 What the Portal Does … Learning Resources- Online Multimedia Lessons, Online Textbooks, Model Question Papers School Inspections – Monitoring, follow-up and Management

16 Implementation - Registered Users 3500 Payment Authorities/HSS Principals 50 District Education Officers 50 District Organizer /Asst Commissioner (Tribal Welfare) 50 District Project Officers 313 Block Education Officers (BEO) 313 Block Resource Coordiations (BRC) District Institutes of Education Training (DIET)s Collectors CEO, Zilla Panchayats Employees/teachers All officers who conduct inspections

17 Impact Portal has allowed efficient and effective management and co-ordination of very complex education sector Meshing and relating the data to improve the quality of data and monitoring System forewarns about problems, pinpoints them and facilitates timely interventions –teachers not teaching, poor performing teachers, schools, –zero/ one teacher schools, surplus staff, providing guest faculty –Shortage/surplus of textbooks, Uniforms and other assistance Control on falsification of records & diversion of funds and greatly enhanced transparency, efficiency and economy in implementation of schemes

18 Impact Timely and accurate disbursement of salaries, direct allotment to 3500 DDOs by the HODs Timely, transparent redressal of grievances and deficiencies found in inspections Drastic reduction in time taken in routine processes- Labor, Cost and energy savings Remarkable improvement in quality of entity and process information and its timely availability/retrieval Remarkably improved ICT penetration, awareness and use among education managers and school teachers engaged in children education Facilitates transparency and social oversight Improved quality of process and entity data Information based planning and rationalization of facility creation (toilets, electricity) and additional rooms in the schools

19 Impact Facilitates and forces improved use of human resource Facilitates focused intervention in problem areas – improved enrollment, retention and mainstreaming of OOSC Facilitated accountability of teachers, sub-engineers etc. More effective & efficient communication & Compliance of Government orders Control on falsification of records & diversion of funds and greatly enhanced transparency, efficiency and economy in implementation of schemes Checking and controlling unauthorized shifting/transfers of teachers as the new payment authority at the new place of posting can not draw the salary until and unless the competent authority endorses the transfer and shifts the teacher to a new payment authority Rationalization of the teachers by shifting the excess staff to the understaffed schools for ensuring proper Pupil-Teacher Ratio in schools

20 Awards CSI-Nihilent e-Governance Award of Excellence for 2008-09 Manthan South Asia Award 2009- under E-Governance category ‘Gold Icon’ National E-Governance Award of Govt of India Best IT Project under ‘IT for Masses’ Category Award of Govt of MP for Excellence in e-Governance initiatives for 2008-09

21 Contact Details Ashok Barnwal Secretary, School Education, Govt. of MP Sunil Jain Techncial Director, NIC, Madhya Pradesh

22 Portal Design and Architecture 24X7 Accessibility from anywhere Web-based, online system can be accessed from any PC using a browser Single sign-on for all applications, Role-based access to all Log-in /Passwords issued to all 3.5 lac teachers/staff Hindi support using Unicode and intuitive interface Scalable architecture to accommodate more applications and users Captures transactions and generates Progress reports/analytical reports Each and every transaction /operation is logged Integration with SMS gateway for push and pull services

23 Process Re-engineering & Legal reforms GoMP order- Use the Portal for the generation of the pay bill of the employees is mandatory. Treasury offices - ordered to accept only those pay-bills that are generated through the online HR applications Use of the Unique ID issued by the Portal has been made mandatory for all administrative purposes. System of sending the reports/messages/data by e-mail/fax/CD etc have been discontinued and all the information now flows only through the portal. Online Endorsement of Transfers from portal Online creation and implementation of e- service book.

24 Process Re-engineering & Legal reforms Govt. orders Issued for following Portal to be used as a Single Source of Information for all functions. Online registration of inspection reports and their Follow-up Action Online Grievances registration and redressal system Online registration and tracking of Out of School Children Use of Portal for online monitoring at District, Block and JSK Level Civil works- Online registration, monthly progress update, Completion details, accountability, Photographs

25 HR MIS HRMS Has been designed with the aim to to effectively and proactively manage and rationally deploy nearly 3.5 lac teachers & staff to ensure timely payment of their salaries and prompt redressal of their grievances, and to prevent pilferage/leakage in payments of salaries and other entitlements etc. and to be able to monitor the implementation of RTE Act, 2009.

26 HR MIS Unique ID allotted to all teachers/staff, Use of ID made mandatory — Online Payroll of 3.5 lac teachers/staff implemented — School-wise, Salary bills of the teachers and staff are now to be mandatorily prepared online by the Payment Authorities/DDOs. — Payroll data binds schools and teachers. — Payroll data helps in tracking the movement of teachers due to transfers, promotions, retirements etc — Online System to effect the transfers and generate transfer orders and track the relieving and joining — Online maintenance of service records (e-Service book) — Guest-teachers – — Analysis of the payroll & enrollment data to identify the schools where guest faculty is required. — All Guest Teachers are registered on the Portal and the bills of their honorarium are generated through the portal



29 HR MIS –New Pension Scheme -Implementation of New Pension scheme -Portal generated application format for allotment of PRAN No for subscription of scheme -Integration of the pay-roll for deductions of employee share and Govt contribution -Implementation of the centralized system and -Integration with NSDL for uploading the subscription details and release of the amount to NSDL

30 HR MIS -Login/passwords have been issued to all teachers -Using this authentication they can now -Register their own service record details that can be verified by the competent authorities -Register inspection reports -Register work progress reports -Submit and track their grievances -Submit their nominations for teacher awards -Appear in onlie tests conducted for assessing their skills -Register the enrollment figures of their schools -Manage/maintain their school websites -Upload useful contents/best practices/suggestions -Print pay-slips/annual statement of salary -Submit the choice of posting in schools (online counseling)

31 HR MIS- Impact The new system has facilitated A proper system to ensure the timely generation and payment of correct salary bills, Correct & timely fixation of increments, Saving of time, efforts and mistakes in payments of salaries and other allowances Authentic data of teacher & staff deployment in real time, Knowledge to proactively address all establishment related issues of entitlements etc. e.g. seniority, promotions, time-scale fixation, pay fixation, regularization, trainings, pension etc., Online registration, tracking and timely redressal of grievances Check on bogus appointments, payments and deployment of guest faculties against the set norms,

32 HR MIS Impact Timely tracking/ updating of appointments, retirements, resignations, transfers of teachers as details of new appointments, postings, transfers, absentees and retirements MUST get updated every month in order to finalize pay bill of the month, Ensuring compliance of Government policies & instructions on transfers, attachments and preventing unauthorized transfers and attachments etc., Correct DDO-wise salary head budget allotments directly by the HoD, Rationalization of teachers subject-wise, subject group- wise based on students enrollment as per RTE norms and State Norms for secondary schools,

33 HR MIS IMPACT — Identification of zero teacher schools Correct forecasting for ensuring proper & timely recruitment of teachers on the basis of need of teachers subject-wise & on basis of enrollments in schools in compliance to RTE Act 2009, Sharing of all information on HR deployment etc. by keeping it in public domain thereby, fulfilling RTI requirement and enabling social participation, oversight & audit, Seamless integration with information on school-wise and class-wise enrollments, Tracking of performance of each teacher in relation to academic performance of students being taught by him/her.

34 HR MIS IMPACT The facilitation provided by the system above has brought about significant and perceptible improvements in the systems and institutions through improved performance –enabled proactive governance, –checked leakages and made the system efficient and effective e.g. number of schools with Zero regular teachers have come down from 15000 schools to nearly 2300 schools; –nearly 10 days time and effort spent on paybill preparation has been reduced to just half an hour. –The system will yield further enormous benefits with increased oversight by public representatives, media and society at large and compulsions of RTE Act 2009 in relation to teachers deployment school-wise, as all inadequacies of governance & deficiencies in relation to RTE are visible in public domain

35 RTE Implementation – School recognitions Online receipt of the applications from non-government schools for recognition under the RTE, Act 2009 Facility to upload all supporting documents along with the application All private schools provides login/passwords Online work-slow system involving BEEO and DEO to process the applications, register the inspection details and grant of recognition to the school. Online generation and dissemination of School recognition certificate. Dissemination of the complete profile of the schools as submitted by them for obtaining recognition for social audit. Online dissemination of the reports filed by the inspecting officer in reference to the infrastructure, facilities, teachers/staff, grounds etc as claimed by the school in his application form. Online monitoring of the pendency status at office of BEEO, DEO Facility of track the application status for schools by registration numbers

36 RTE Implementation – Govt Schools Various systems of the Portal is facilitating in helping the adherence to RTE norms and requirements Assessment of the requirement of schools in various habitations Assessment of the school-wise, subject–wise requirement of teachers as per the enrollment Assessment of the training requirements of the teachers Ensuring 100% enrollment (VER data) Ensuring academic achievement levels of the students (Monthly assessment) Monitoring the attendance of the students and identifications of the potential drop-outs Teachers that are likely to be NOT Teaching and engaged in the Non-Teaching Activities Teachers grievances and their timely redressal Facilitation of children belonging to weaker sections and disadvantaged group by timely assistance

37 Finance & Accounts Management System Problems were faced in timely transfer of funds related to various schemes/activities to schools and other agencies Online registration & maintenance of the details of the scheme-wise account numbers and IFS Code of all agencies (schools, offices etc) Online generation of the fund release orders and bank advise by State and Districts to various agencies. Rationalized transferred of funds using the realtime funds using the the real-time data of the enrollment module, teachers (payroll) after taking into account the existing fund transfer Efficient, appropriate transfer of funds to authentic accounts is now possible

38 Finance & Accounts Management System Schools will be able to upload the details of the expenditure (head-wise/component-wise) using the login/password provided to HM/teachers Utilization certificate shall be generated from the portal Scanned copy of the signed UC will be uploaded on the portal

39 Finance & Accounts Management System All schools, agencies, teachers, public etc can now view the details of the funds transferred / spent for various schemes/activities Facility to send SMS to school teachers/SMC members/parents (that have registered their mobile phone numbers) as soon as the funds are released to the school Online availability of the scheme- wise/component-wise/sub-component-wise fund availability /allocation/expenditure

40 All 1.40 lac authentic Bank Accounts with IFS code opened in Nationalised Banks related to Agencies of SSA are available on Education portal. –All Govt Schools (PS+UPS), Panchayats doing civil works of SSA, KGBVs, Girls Hostels, RBCs, HDCs, Platform School, CRCs, BRCs, BEOs, Zila Shiksha Kendras, DIETs/DRC, DEOs, AC Tribals/DO Tribals, PGBTs, SPOs, SCERT etc. Bank Accounts of All Teachers & Employees of SSA are also available on portal Benefits of Finance & Accounts Management System

41 Benefits Fund release to all these agencies accounts is made compulsory through education portal only Fund release can be done from State, District level login & password Fund Flow can be easily monitored up to School level after fund release through portal Scheme wise, Agency wise & activity wise fund flow can be monitored separately. Online Utilisation Certificate, Completion Certificate can be easily prepared after data entry of school level utilisation certificates at CRC level

42 Benefits of online Financial Accounting Management System (FAMS) Amount can be released within 2-3 days to concerning sub district level agencies through SBI with RTGS, NEFT facility Problem of duplicate bank account or wrong account for school has been solved with the help of portal All Core banking bank accounts can be monitored with the help of bank’s online websites through corporate banking process About 1 lakh bank accounts in SBI are being monitored online through SBI website Information related to fund release is sent to related account holder through SMS module from portal after printing of Fund release order.

43 Village Education Register – Comprehensive family-wise survey is done in more than 1 lac habitats of the State for identifying – Target Children for enrollment – Class-wise, Category-wise, Gender-wise Enrollment. – Out of School Children- Drop outs, Never Enrolled – Children With Special Needs – Homeless Children (Beghar) – The survey includes all children of State from age group 3 to 14 – Portal facilitates online capturing of survey forms in error free manner. – The data is consolidated and analyzed at various administrative levels i.e. JSK, Block, District and State

44 Village Education Register – VER Data is used for assessment of the special trainings requirements for OOSC – Micro level interventions are planned and Impact of Government programs is evaluated by analyzing the VER Survey data. – Quality of data has helped in planning the action required for creating/augmenting education facilities in any habitat and accurate allocation of funds for mainstreaming of out of school children and assistance to Children with Special Needs.

45 Children with Special Training Needs (OOSC) Registration of OOS Children with their detailed Profiles Assessment of personalized training requirements as per the profile of the children and their choice. Registration of all agencies involved in special training Online updation of the follow-up efforts for enrollment and mainstreaming of children Agency-wise details of children enrolled for special training Common public can also report a child for mainstreaming. More than 1.5 lac children have already been registered and are being actively followed up for mainstreaming. Expenditure on the mainstreaming of the OOSC has come down drastically despite larger number getting mainstreamed due to the micro level planning and focused interventions and improved monitoring at the individual child level.

46 Children with Special Training Needs (OOSC) Online registration of the detailed profile of all CWSN Analysis of the profile of the CWSN has facilitated the assessment of interventions/aids and helped in providing diverse need based interventions like Braille books, mobility allowance etc. to the CWSNs for the first time and that too directly through PTA. Tracking of –Status of their medical evaluation –Assistance being provided to the child to ensure personalized follow-up and facilitation of the aids. All the information on the above is also made available to public for social audit/transparency. Portal has facilitated analysis -> The intervention has helped in improving the absorptive capacity of expenditure on the CWSN from Rs. 600/- per CWSN to Rs. 1200/- per CWSN.

47 Online Enrollment System Portal facilitates the capturing, updation of caste-wise, gender-wise, class-wise enrollment figures School HM/Jan Shikshak can register/update the enrollment figures using his login /password and generate the enrollment report from portal Portal generated enrollment report is signed by the school HM, SMC and its scanned copy is uploaded on portal to ensure authenticity and enforce responsibility Accurate, authentic and up-to date enrollment figures facilitates in deciding –Posting of teachers to ensure the recommended PTR –Planning of new class rooms –Transparent planning and distribution of various assistance being provided to students like textbooks, Scholarships, Uniform and Bicycles –Monitoring of attendance –Release of funds/grants

48 Learning Enhancement Program – Monthly tests of various Subjects are conducted in all schools to assess competency levels of children – Question bank uploaded on the portal to facilitate common benchmark – Portal captures School-wise, Subject-wise, Teacher-wise Results. – Portal generates the list of teachers who drawing the salary from a school but are not teaching any class. – Portal Generates the list of poor performing teachers, schools – Portal generates grading of the schools, blocks and districts and facilitate timely correction actions. – Capacity building of the poor performing teachers can be planned.




52 Learning Enhancement Program Performance Analysis - District-wise, Block-wise ranking based on performance of schools - Schools -Count and list of poor performers -Count and list of good performers - Teachers -Count and list of poor performers -Count and list of good performers -Teachers who are not teaching any class at all and are likely to be engaged in non-academic works Pendency Reports District level, block level Summary, List of schools Discrepancy Reports District, Block Level summary, Schools where discrepancy has been found

53 Inspections – More than 1 Lac school inspections are being carried out by various designated officers – Inspecting officers have to register inspections reports using their login-passwords – The problems related to absent teachers, short attendance, textbook related problems reported by the inspector are made available to the concerned authority for necessary follow- up action – Portal facilitates effective and meaningful inspections – State-level/district-level/block level and school level analysis and monitoring of various types of issues/problems and follow up action taken by the concerned authority

54 Inspections -reports Online registration of the inspection report with the short- coming found by the officer. Online entry of the Corrective follow-up action taken on reported problems Action on Absent teachers List of officers who are not conducting the inspections as per their specified quota List of the inspections where follow-up action is pending List of schools that have not been inspected since the specified period List of schools where same problem/short coming is being repetitively reported List of schools with shortage of textbooks, poor academic achievement levels of children, poor attendance of children List of cases where action is pending since the specified date.

55 Proactive Governance Online mashing and analysis of the transaction data related to various entities and processes generate several analytical reports that are being used for forecasting the problems and issues in the initial stages and help the departments in taking timely preventive/corrective action List of Zero regular teacher schools, under-staffed schools, over staffed schools List of habitations that do not have a school, Or have more than one/two schools List of teachers that are likely to be engaged in non- teaching functions, List of teachers whose salary is not being prepared, Grievances are pending

56 Proactive Governance List of Schools –showing poor academic performance in monthly tests, –need guest faculty, –schools where monthly tests are not being conducted, –schools where the students are likely to drop out, –schools that have not been inspected since a specified period. –list of schools that need to be visited and inspected by district authorities. Provides information to proactively address all establishment related issues of entitlements etc. e.g. cases of time-scale fixation, pay fixation, regularization, pension etc. that are due, Facilitates rationalization of teachers subject-wise, subject group- wise based on students enrollment as per RTE norms and State Norms for secondary schools,

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