Karnataka Police

Bangalore Version: 1.0 Feb, 2012 Business Requirement Study Document Study Report on Automation & MIS needs of Karnataka Police for Verification of Passport/PCC Applicants

TABLE OF CONTENT Contents 1. Introduction ................................................................................................................. 3 2. 3. 4. 5. 6. 7. 8. Purpose ........................................................................................................................ 3 Scope ........................................................................................................................... 3 Background ................................................................................................................. 3 Document Overview ................................................................................................... 3 As Is ............................................................................................................................ 4 Requirement of Karnataka Police as per the Study Conducted .................................. 7 Proposed Solution ....................................................................................................... 8 8.1 Solution A: Create a standalone system for Karnataka Police (KPS) .................... 8 8.1.1 8.1.2 8.1.3 8.2.1 8.2.2 8.2.3 Work-flow ....................................................................................................... 8 Advantage ....................................................................................................... 8 Drawbacks....................................................................................................... 8 Work-flow ....................................................................................................... 9 Advantage ....................................................................................................... 9 Drawback ...................................................................................................... 10

8.2 Solution B: Upgrade the PSP system (no separate system/application) for Police 9

Study Report Automation & MIS Needs for Karnataka Police

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1.

Introduction

In the present context, in order to deliver all passports related services to the citizens (online applicants) in a timely & transparent manner, it is imperative to comprehend the role of police verification process. In the current program model for police verification, the intermediate steps of verification process are not tracked and also the status (sub activities) is not informed to the applicant. Absence of various monitoring reports is leading to confusion as District Police Headquarter (DPHq) is not able to know the exact status of pendency/performance etc. There is no clarity on exactly which sub-processing stage the Police Verification (PV) request is pending in the overall police verification workflow. Therefore this studyreport sincerely rivets on exploring the pain area in detail and try providing an appropriate business & MIS solution to the Karnataka Police.

2.

Purpose

The objective of this study is to identify the hurdles in monitoring the verification process for passport/PCC applicants and recommend an appropriate business solution to reduce paper and manual work based on the problem areas identified.

3.

Scope

This study will analyze the requirements pertaining to process flow of Passport PV request applications only from DPHq /COP to police station and back.

4.

Background

The current application of Passport Seva Project (PSP) having police portal has the facility to send the PP form and its attachments electronically to DPHq only. The further printing and dispatch of PP forms to police station for verification is done manually. This leads to lots of paperwork and DPHq has to dedicate the staff for maintaining records and tracking the files. Karnataka police are in view that technology can help them to reduce the dependencies on individual for monitoring/tracking tasks.

5.

Document Overview

This document highlights the concerns of Karnataka police in handling the current state of passport/PCC police verification process. Secondly, this document includes the recommended solution/approach for achieving an optimum level of automation of passport/PCC police verification workflow followed by the Karnataka Police.

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6.

As Is

Figure 1: Current Program model of Karnataka for passport/PCC Police Verification processing

REGIONAL PASSPORT OFFICE (RPO)

Personal Particular (PP) form (and attachments, as applicable) received by COP in electronic form

COMMISSIONER OF POLICE (COP)

Personal Particulars (PP) form (and attachments) are downloaded from PSP system, segregated police station wise and sent to respective police station using email system.

Police Station 1

Police Station 2

Police Station 3

Police Station

Police Station 1 01

Police Station 102

The passport/PCC applicant approaches the Regional Passport Offices (RPO) or Passport Seva Kendras (PSK) set up to collect the respective applications. If the issuance of passport/PCC requires Police Verification (PV), then a request is sent to the corresponding addresss jurisdictional Commissionerate or District Police Headquarter (DPHq) electronically for verification of: Identity of the applicant; Proof of his/her residence; Citizenship verification; and Criminal antecedents

The Passport Seva Project (PSP) provides interface up to DPHq only. Currently from that point onwards the process of verification internal to police is not recorded in PSP system. The rest of the activities done at Commissioner of Police, Bangalore (COP) is tracked as per the following steps. At COP office o Log in to PSPs police portal o Query the pending PP form and its attachments o Open the PP form and look for Police station information o Save the file in the directory of police station along with file no o Record File no and Police station information in Excel Confidential Page 4 of 10

Study Report Automation & MIS Needs for Karnataka Police o Go to next record To dispatch to Police Station o Club the downloaded PP form (and other attached documents) police station wise o Send as an attachment to police station through email o Send the covering note of files and update the excel with the date of dispatch

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At Police Station o Receive the file (through email) and compare with the dispatch detail received from COP. o Take the printout of PP form o Perform verification task and fill the PV Questionnaire in paper o Send the physical copy of filled PV Questionnaire and other related documents to COPs office. At COP office o Receive the physical PV Questionnaire and related documents o Create the entry in an Excel for record purpose o Login to PSP portal as Data Entry User o Perform data entry for PV Questionnaire o Submit the same o Record in the excel that task have been performed o Login to PSP portal as Verifier User o Perform data verification for PV Questionnaire o Submit the same o Record in the excel that task have been performed o Login to PSP portal as Approval User using Digital Signature (DSC) o Approve the PV Questionnaire and submit recommendation. o Submit the same o Record in the excel that task have been performed o Send the physical copy to RPO along with Dispatch Report. Other Activities o Maintain various reports and respond to applicants queries o Track the physical flow of applicants PP form and its current status manually

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Figure 2: Detailed Data flow diagram for the Police Stations/Thana verification Process

RPO
RPO Send the PP form and its attachments for Police Verification DPHq/Commissionerate performs data entry in PSP system, verifies, approves and submits the same. Physical copy is sent to RPO for scanning and uploading into the system.

DPHq / Commissionerate
DPHq/ Commissionerate downloads the PP forms, segregates them Police Station wise and sends them to designated police stations Police Station sends the filled PV Questionnaire to DPHq / Commissionerate

Police Station
Police Station contacts the applicant, verifies the identity, nationality and criminal antecedents etc. Applicant provides the required proofs/information and signs on PV Questionnaire.

Applicant

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Requirement of Karnataka Police as per the Study Conducted

Sr. No. Requirement Definition 1. Facility to automatically segregate the electronic PP forms as per the police station information available in the PP form. 2. Workflow with Intelligence if any is not required to be the part of automation process. 3. Police stations to download the PP form and/or its attachment using their own ids. 4. Facility for Police Stations to change the Police Station Name to another Police Station within the same DPHq in case of wrong entry done at RPO office. This would trigger automatic transfer of the PP form to the correct Police Station for downloading and verification. 5. If DPHq is not correct then only COP (acting as State Police Headquarter (SPHq)) be able to change the DPHq within the same state i.e. Karnataka. 6. Police station should be able to perform data entry for the PV Questionnaire 7. 8. 9. Verification of data entry and approval must be done at DPHq / Commissionerate only. To avoid flow of physical PV Questionnaire, facility should be available to Police Stations to directly upload the response to questionnaire in the system. Sending of physical paper to RPO through COP may be done later. Intermediate status be captured in the system and made available to applicant for their information and tracking purpose. The intermediate statuses are: PV request sent to DPHq / Commissionerate PV Documents downloaded at Police Station (means reached police station) Data entry done at police station Verification done at DPHq / Commissionerate Submission done at DPHq / Commissionerate Tracking report with ability to get file level information in terms of: Files pending at police stations with the number of days it have been pending and at which intermediate stage it has been pending. Files pending at DPHq / Commissionerate for verification, submission, dispatch, etc with the number of days it have been pending and at which intermediate stage it has been pending. Average turnaround time, at each intermediate stages, for optimization purpose. Indexing of the PP forms to serialize their activity to effectively track & capture PV request application in the system. DPHq / Commissionerate to manage user list and assign role both at Police Station and DPHq / Commissionerate level Facility for DPHq / Commissionerate / Police station to retrieve the file for review or other purpose from the system even after the files was submitted to RPO. Need for identification & standardization of common tasks in the current work-flow. Requirement to capture received date, file number, applicant name etc. on daily dispatched PP forms Capability to print out multiple PV Requests within a single page, with details of each request provided as a row. The same would be used by Police Stations for verification.

10.

11. 12. 13. 14. 15. 16.

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8.

Proposed Solution 8.1 Solution A: Create a standalone system for Karnataka Police (KPS) 8.1.1 Work-flow

A standalone system could be created independent of PSP system. The current system of PSP is linked up to DPHq / Commissionerate only. At DPHq / COP o The officials at DPHq / Commissionerate can download the PP forms o A report is required from PSP system containing information of downloaded forms and applicants detail o Based on Applicants address and downloaded form, the PP form and police station is identified o The same is uploaded in KPS through batch process o The DPHq maintains the organization structure in the KPS having user id and role assigned to each user of the system At Police Station o Using the user id and role, the official at police station can download the PP form of its jurisdiction and perform verification task. o If it does not belong to its jurisdiction then pass the same to corrected police station or return to DPHq/ Commissionerate for further decision o Once verification is done, official at the police station can upload the PV Questionnaire. At DPHq / COP o At DPHq/COP, officials download the filled up PV Questionnaire and enter the same in PSP system. o Data verification and Approval is done in PSP system. o Printed and signed PV Questionnaire (i.e. PVR) is sent to RPO for further scanning and uploading in PSP system. o At every action done at PSP system, the same is updated in KPS for displaying the status to applicant.

8.1.2 Advantage
Freedom to introduce various level between DPHq / Commissionerate and Police Station Create own roles and responsibilities and introduce various levels Decide own format of reports and type of reports Device own performance measuring reports.

8.1.3 Drawbacks
Interface with PSP system still requires manual intervention Maintain separate system both in terms of hardware infrastructure, security, networking and storage system Physical flow of paper still required from Police Station to DPHq and ultimately to RPO

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Changes in PSP System: PSP having no standard Police Station means that at DPHq manual intervention is required to correct the Police Station name and to dispatch correctly. Therefore, some changes would be required in PSP system as well in addition to the batch program for transfer of PV Request data (i.e. PP Form and attachments along with some text/xml based information about the PV requests initiated during the day being transferred from PSP system to KPS system at the end of the day; and status of WIP PV requests being passed from KPS to PSP for display in various Online/Back-office Enquiry screens of PSP system). Day-end data transfer (i.e. text/xml, PDF, JPG images etc for all PV requests) will need provisioning of additional hardware/processing capacity in PSP system.

8.2 Solution B: Upgrade the PSP system (no separate system/application) for Police 8.2.1 Work-flow
The PSP system could be upgraded to send the PP forms directly to Police Station. Following changes may be required to be done in the current system: Define Police Station as another layer. Thus layer formed is SPHqDPHq / COP Police Station Maintain master list of Police Stations in PSP system along with DPHq / COP it belongs to. DPHq / COP approval user (having DSC) is provided a screen to create/maintain the user id, password reset and role assignment for the user of police stations and DPHqs under his jurisdiction. In the PSP system, applicant selects the police station correctly for correct transmission of PP forms. RPO still sends the PP form to DPHq / COP only. However, Police Station user can also download the PP form of his jurisdiction. DPHq / COP user can download for all the police station under their jurisdiction. PSP system captures whether file has been downloaded by DPHq or Police station and shows the status to online user accordingly. Police station performs the verification process and accordingly enters the data in PSP system directly. If PSP system is upgraded then PV questionnaire is also scanned and uploaded in the system. At DPHq / COP, based on uploaded PV Questionnaire, verification and approval process is completed. Intermediate status is also shown to applicant at PSP portal. DPHq / COP is provided the required MIS reports

8.2.2 Advantage
Seamless flow of data from RPO to Police Station DPHq / COP can perform administrative and monitoring tasks only Zero loss of time in downloading and dispatching the PP form from DPHq to Police Station. Data entry at Police Station means no duplication of task and if facility is provided to upload the PV Questionnaire also, then DPHq / COP is not required to wait for physical document to verify the data. Due to statutory requirement, the physical PV report would be sent to RPO through COP/DPHq later on. Overall reduction in sending and receiving of physical documents would help DPHq / COP to complete the task faster. Confidential Page 9 of 10

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MIS report required to monitor the progress, would be available in standard format. Applicant has to query in only one portal (PSP) to know the status. Online availability of status means no need to man the counter at DPHq to provide status. Police is not required to maintain infrastructure, etc and current hardware available at Police station would be utilized for the same leading to huge saving.

8.2.3 Drawback
Assumption is being made that police station will directly interact with DPHq / COP. Hence only two layer of data flow would be available. Customization of report as per local needs may not be available at ease Significant increase in processing capacity/hardware would be required in PSP system architecture considering the increased number of Police users and additional enquiry/business transactions carried out during production hours MEA approval would be required to provide for the changes as automation of internal Police Verification processing stages is out of current scope of PSP project

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