1. Journey to ISO Certification of
Tehsil Chhata, District Mathura
Presentation By
Dr. Rajender Pensiya IAS
Joint Magistrate Mathura / SDM Chhata

2. Over view of Tehsil Chhata
in OCTOBER 2017

3. Over view of Tehsil Chhata
in OCTOBER 2017

4. All this Prompted me to Set a Clear VISION & MISSION
to bring Improvement in Tehsil Chhata

5. Vision & Mission Vision Mission
Sustain the Growth Towards Clean & Efficient Tehsil by Providing Better Service & Clean Environment to the Public.
Mission
Make Tehsil Chhata an ISO 9001:2015 Certified Tehsil.
Provide Optimum Benefits to the Public, related to Judicial Service, Govt. Schemes, Land Issues, Election Management and Grievance Redressal under the Tehsil, in the Current year and in all the Subsequent Years.
To Recover Govt. Dues to Meet the Target under Factorization Management.

6. Next Step was to frame a STRATEGIC PLANNING

7. Strategic Planning How to Achieve Hiring of Consultancy Firm
Forming a Team
Defining Roles & Responsibilities
Setting a Time Frame
How to Arrange Funds

8. Project of Swachh Daksh Tehsil
Before Proceeding Further
Lets take a brief Look at our
Project of Swachh Daksh Tehsil
Brief Project Report - Chhata.ppsx

9. How to do this Project in your Tehsil?

10. 1st Step - Gap Analysis Swachhta & 5S Gaps
Infrastructure & Layout Gaps
Quality Management System Gaps
File & Document Management System Gaps
Visual Management Gaps
Generic Gaps

11. Brief Description of Gap Analysis
Swachhta / 5S Gaps
Gaps related cleanliness & housekeeping in the premises of Tehsil
Infrastructure Gaps
Gaps in relation to the infrastructure required in the Tehsil premises such as Tables, Chairs, Almira, Computer, Printer, Projector etc.
Layout Gaps
Locations / Orientation of set up or necessary requirements such as Reception / Enquiry or Parking

12. Brief Description of Gap Analysis
Quality Management System Gaps
Gaps in relation to 10 clauses as mentioned in ISO 9001 standard
File & Document Management System Gaps
Files Management, Record Keeping, Documentation
Visual Management Gaps
Visual display of Process Flow Charts, Schemes, Signages etc.
Generic Gaps
General requirements like Stationary, Housekeeping items or any other minimum requirement not covered under the above heads.

13. 2nd Step - Budgeting Infrastructure & Layout Expenses
Visual Management Expenses
Consulting & Certification Body Fee
Technology Enhancement Expenses
FDMS & Generic Expenses

14. Average Budget Development of Reception / Enquiry 75000
S.No.
Item / Action
Tentative Cost ` 1
Development of Reception / Enquiry
75000 2
Computers & Printer
100000 3
Photo I Cards for all permanent employees
15000 4
Stationary Items
80000 5
Housekeeping Items 6
Drinking Water Purifier + Cooler 7
Development of Training cum Meeting Room
175000 8
Repairing & Maintenance of Building
300000 9
Audio Visual System for Trainings 10
Plastic Chairs
60000

15. Total Estimated Cost ( Approximately)
Average Budget
S.No.
Item / Action
Tentative Cost ` 11
Tables / Workstations
200000 12
Steel Almira
120000 13
Executive chairs
50000 14
Reapiring & Maintenance of infrastructure like Chairs / Tables etc. 15
Plumbing Work 16
Electrical Repairing & Fitting 17
Gap Analysis, Consulting, Training & Handholding, Monitoring & Supervision Expenses
600000 18
ISO Registration, Auditing & Certification Expenses 19
Flex of schemes & Flow charts
100000
Total Estimated Cost ( Approximately)

16. 3rd Step – Finding Resources
Govt. Fund for Betterment of Tehsil
CSR : Industries / Institutions in the Area under Tehsil
Voluntary Donations: Industries / Institutions willing to Donate
Govt. Dept.: Nagar Panchayat, RES, Horticulture Dept.
Others: NHAI, IOC, MP LAD

17. 4th Step – Closure of the Identified Gaps
Training & Handholding
Infrastructural Development
Technological Enhancement
File & Document Management
Audits

18. A Brief Look at File & Document Management

19. An Identification Number should be Assigned to all Files / Registers and Displayed on it. An Example of Unique File No. : RK / A1 / L1 / FA01

20. Location for Each Type of File/Register/ Document should be Fixed & Marked

21. List of All File / Register / Document should be Displayed

22. Outcome of the Project ISO 9001 Certification Clean & Efficient Tehsil
Citizen Friendly Environment
Better Monitoring
Self Motivation of Employees

23. Challenges in Completing the Project
Selection of Resources
Convincing the Organisations
Alignment of the staff with the Project
Lack of Competency in Staff
Streamlining the Process adopted in Office

24. Challenges in Completing the Project
Lack of Manpower
Lack of Discipline in Staff
Lack of Technical Knowledge among Staff, such Computer, Internet skills
Public not habitual in maintaining Cleanliness in the premises of Govt. Offices

25. Can it be done without taking help of a Consultant?
At Tehsil Chhata, we did this Project with the help of a Consulting Firm, expert in Swachh Daksh Tehsil Projects in Tehsils.
Can it be done without taking help of a Consultant?

26. To Help you find answer to this question
Lets look at the Advantages, Disadvantages & Risk in hiring a Consulting Firm.

27. Easy Identification of the Gaps.
Advantages of Hiring a Consulting Firm
Easy Identification of the Gaps.
Better Options are Offered to Close the Gaps.
Better Supervision on Closure of Gaps.
Various Trainings conducted for Staff.
Handholding of the staff in Improving the System.
ISO 9001:2015 Certification of Tehsil.
Project Completes without Hampering Routine Work.

28. Cost is incurred as their Consultancy Fee.
Disadvantages of Hiring a Consulting Firm
Cost is incurred as their Consultancy Fee.
We Need to take care of their Lodging, Local Travelling & Food during the entire Project Period.
Risk in Hiring a Consulting Firm
If the Consulting Firm has No Exposure of Tehsil Functioning, the Above Cost may be wasted.

29. That’s All for the Day…….
Thanks & All the best…..