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E-Governance
(E-Business)
EXECUTIVE SUMMARY
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This project aims at studying the meaning and philosophy of E-Governance
& its implementation in India. E-Governance is more than just a government
website on the internet. The project tries to answer questions like- What
exactly is E-Governance ? Benefits & Challenges? What can Government do to
make it successful? SWOT analysis of E-governance & Case Study Of MCA-21
Project.
WHAT IS E-GOVERNANCE ?
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It is a way for governments to use the most innovative information and
communication technologies, particularly web-based internet applications, to
provide citizens and businesses with more convenient access to government
information and services, to improve the quality of the services and to provide
enhanced democracy.
Imagine a situation in which all interaction with the government can be done through
one counter 24 hours a day, 7 days a week, without waiting in lines at government
offices. In the near future this is possible if governments are willing to decentralise
responsibilities and processes and they start to use electronic means such as the
Internet. Each citizen can then make contact with the government through a website
where all forms, legislation, news and other information will be available 24/7. Of
course, at first the front office will retain several communication channels, such as
physical counters, telephone, e-mail and Internet to serve everyone properly, but
this will change dramatically in the next few years.
In Europe and the USA, commercial banks already work according to this concept.
Only in a few very special situations one has to go to a physical counter. Most
transactions can be done at either an ATM, by mail or by the Internet, which has
saved banks an enormous amount of costs. In other words, they do more work, with
less people, in less time and with less and smaller offices: They use the Internet.
OBJECTIVES OF E-GOVERNANCE
Origins in India
E-governance originated in India during the seventies with a focus on in- house
government applications in the areas defence, economic monitoring, planning,
electronic file handling, public grievance systems, service delivery for high volume
routine transactions such as payment of bills, tax dues etc.
Thanks to e-savvy Chief Ministers like Chandrababu Naidu and S.M. Krishna, e-
governance has become the buzzword for political success and the key enabler to
facilitate reforms.
The concept of e-governance has its origins in India during the seventies with
a focus on development of in- house government applications in the areas of
defense, economic monitoring, planning and the deployment of IT to manage data
intensive functions related to elections, census, tax administration etc. The efforts of
the National Informatics Center (NIC) to connect all the district headquarters during
the eighties was a very significant development. From the early nineties, IT
technologies were supplemented by ICT technologies to extend its use for wider
sectoral applications with policy emphasis on reaching out to rural areas and taking
in greater inputs from NGOs and private sector as well.
SERVICES OF E-GOVERNANCE
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Government to Non Profit (G2N) - Government provides information to
nonprofit organizations
Government-to-Employee (G2E)- Services to Government employees
Government-to-Government (G2G)- Exchange of information among different
authorities
ADVANTAGES OF E-GOVERNANCE
CHALLENGES
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Many citizens do not use e-government for several reasons, among these are
unfamiliarity with ICT, lack of access, lack of training, and concerns about privacy
and security of information.
Public Grievances
Rural Services
Police
Social Services
Public Information
Agricultural Sector
Utility Payments
Commercial
IMPACT OF TECHNOLOGY
The use of ICT means in Governance has impact on the following aspects:
Human Resources
Effective use of ICTs in an organisation requires training of people. People should feel
comfortable with the tools they can use otherwise they will return to their old
working patterns and habits. Maintaining technological infrastructure requires IT
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skilled resources. Governments will have to compete with the private (commercial)
sector to recruit the necessary IT skilled people.
Security
Privacy
IT Department
SWOT-Analyses E-Governance
The SWOTs are kept at a high level. Going into detail would be a problem because
situations vary for each country, for each moment and for each e-governance
solution.
Political Aspects
Political aspects related to e-governance are e.g. the formulated strategy and policy,
laws and legislation, leadership, decision making processes, funding issues,
international affairs, political stability.
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Political aspects Implementation and maintaining of e-governance solutions
Social Aspects
Examples of some of the social aspects related to e-governance are people, (level of)
education, employment, income, digital divide, rural areas vs. cities, rich vs. poor,
literacy, IT skills.
People eager to learn Basic education poor: Employment increases Brain drain IT skilled
IT skills trainers needed Education system people after training
Skilled people No IT literacy improve Resistance of
possible export Low literacy People learn structural people
product Different languages job Digital divide
Public acceptance of Cheap manpower Privacy
self-service models widely available
Skill shortage: Promotion of internet
competition with private Better
sector healthcare
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Economic Aspects
Technological Aspects
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E-Governance Project MCA-21
By taking the all important step, MCA had placed the assignment to TCS and
CMC, for country-wide implementation of the e-Governance project, which covers :
IT implementation, site-engineering, business process transformation, e-
filling, Digitisation of physical corporate records, Training to the staff and
Computerisation of the Establishment Functions of the department itself of
activities of the corporate governance re-engineering, into 21st century.
the customer. More than 1500 skilled staff members were deployed to complete the
task, ahead of schedule. The critical activity of directors and company data updation
enabled access to the valuable data to the stake-holders.
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MCA21, Indias largest e-governance initiative by the Ministry of Company
Affairs is a flagship program executed on a PPP (Public Private Partnership)
Model .It involves design, implementation, owning, operating the system. Sixty
million company records have been digitized at over fifteen ROC centers (Registrar
of Companies) across India in a record time. The MCA21 portal enables e filing of
returns by companies for fulfilling statutory obligations. It also provides PKI based
digital signatures for directors for online registrations.
The IT Act, 2000 provides for use of Digital Signatures on the documents submitted
in electronic form in order to ensure the security and authenticity of the documents
filed electronically. This is the only secure and authentic way that a document can be
submitted electronically. As such, all filings done by the companies under MCA21 e-
Governance programme are required to be filed with the use of Digital Signatures by
the person authorised to sign the documents.
II. One can fill Online form for Director Identification Number
Role check for Indian companies is to be implemented in the MCA application. Role
check can be performed only after the signatories have registered their Digital
signature certificates (DSC) with MCA. Once the role check is implemented, system
shall verify whether the signature on the e-form filed, is of signatory of the company.
IV. eFiling
Registrars Front Offices set-up under the Project and Managed & operated by
the Operator(53 all over India)
Certified Filing Centers managed and operated by the Professionals on user
charge basis (550 plus centers approved all over India at 85 cities).
V. Annual eFiling
As part of Annual eFiling, Companies incorporated under Companies Act, 1956 are
required to efile the following documents with Registrar of Companies (RoC):
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Balance-Sheet
Profit & Loss Account
Annual Return
Compliance Certificate
The Company Master Data and Charge data has been migrated from the legacy
system. There are possibilities that the Company Master Data and Charge Data are
incorrect. The facility of correction of Master Data has been made available without
any charge. However, this facility, without any charges, would be available only for a
limited period of time (up to 31 March 2009). Accordingly, all the companies are
requested to view their Company Master Data and take appropriate steps. A similar
facility has also been made available in respect of the 'Register of Charges' for the
companies by clicking on to the 'View Index of Charges'.
Scope of Work
MCA21 program scope provides, anytime anywhere electronic services with speed
and certainty to all the stakeholders. It includes:
Challenges
The MCA 21 project is an outcome of the MCA's quest for simplifying forms,
making forms e-centric, promoting online transactions, and reaching out to
stakeholders in an economy that is growing fast and adjusting to the demands of
globalization. MCA 21 services are available 24X7 anytime and anywhere
through MCA Portal. With more information in its database. Until recently, corporate
representatives were required to
visit ROCs just because most transactions were paper-based, leaving little or no
room for value-added services. Procedures relating to sorting, storage and retrieval
of paper-based records were cumbersome and time-consuming.
Due to manual collection of information and verification processes, long queues were
inevitable at official counters. During the peak season (Oct-Dec), the situation used
to become unmanageable. The process of obtaining information was time-
consuming for stakeholders, while the information the erstwhile system yielded was
often inaccurate or outdated. The MCA21 covers a network of 25 MCA offices
across the country, with more than eight Lacs registered companies. E-filing of all
documents is mandatory since September 16, 2006, with the amendment in
Companies Act mandating use of digital signatures of companies' authorized
representatives. The new system enables payment of statutory fees through off-line
as well as on-line modes. As of July 20, 2007, the portal registered an average of 17
lakh hits per day. The e-filings till then totaled 23.77 lakhs.
1. Scalability
2. Availability
3. Maintainability
4. Manageability
5. Business continuity
6. Security
7. Multi-platform support
8. Multi format support
9. Offline form filling support
10. Data migration & Document migration
11. Standards & guidelines
12. User training
13. System & Network administration training
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Achievements
Over 1000 highly skilled IT professionals have been associated in the MCA21 project
to deliver the best results, to the customer. MCA21 seeks to fulfill the requirements
of the various stakeholders.
CONCLUSIONS
is to support and simplify governance for all parties - government, citizens and
businesses has been successful by the use of ICTs.
After ensuring that the basic requirements are fulfilled advantages of e governance
start accruing. Challenges need to be forecasted and dealt with very cautiously.
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For success of an e-governance project and superior service delivery, it is imperative
that the government agency focuses on whole citizen experience. Focusing on
the citizen is essential for long term success. The Government agency needs to
integrate information from all points of citizen interaction. The overall architecture
for e-Governance needs to ensure that the architecture components are extensible
and scalable to adapt to the changing environments.
This improvement is primarily enabled through the mechanism of electronic Filing (e-
Filing) for the services and back office automation by harnessing the right technology
enablers.
The MCA21 initiative is part of the Mission Mode projects of the Government of
India. Such mission mode projects have been positioned to be major change
agents in the e-Governance space in India. Government agencies and departments
and even private entities, which want to play a role in e-Governance
transformations, will all be catalyzed to think along the roadmap and imbibe the
learnings from the mission mode projects. The MCA21 program may be looked at as
one of the early e-Governance building blocks capable of providing sustainable ethos
to the several modernizing initiatives that will be carried out by the Government of
India.
There are two distinct areas where knowledge and learnings can be taken
from the MCA21 project - (a) a model for secure electronic filing and (b) a concept for
improving Government Back office efficiency. It is needless to say that these two are
critical ingredients that can be used in a plethora of situations involving delivery of
citizen services by the Government.
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The experience gained from MCA21 can serve as a solid foundation not just for
improving service delivery but help the Government think out-of-the-box for
innovating and defining new services.
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BIBLIOGRAPHY
Data was collected primarily from secondary sources (internet, articles etc).
Following are the references.
www.mca.gov.in
www.icsi.edu/webmodules/student/mca_21.html
www.csi-sigegov.org/egovernance
www.wikipedia.org
www.nic.in
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