Minutes of the meeting conducted by the Commissioner of Municipal Administration at 11.30 AM on 9.04.

2011 to review the action taken in implementing e-governance activities Present: Thiru. Dr.P.Senthilkumar I.A.S., Commissioner of Municipal Administration. Officials Present:
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Thiru. R.Lingasamy, P&AO(i/c), O/o CMA Thiru. P.S.Saravanan, IT Specialist, O/o CMA. Thiru. R.Manahavala Perumal, System Analyst, O/o CMA Thiru. A.Elavarasan, Programmer, O/o CMA Thiru. K.Kirubakaran, Assistant Programmer, Krishnagiri Municipality representing Salem Region. Thiru. R.Vijai, Assistant Programmer, Ambur Municipality representing Vellore Region. Thiru. P.Manimaran, Programmer(I/c), Chengalpet Region Tmt. K.Gunadevi, Programmer , Thanjavur Region. Tmt. S.Surya Prabha, Programmer, Tiruppur Region. Tmt. A.Ignacious Imagulate Mary, Programmer, Madurai Region. Thiru. J. Amerson Asir, Programmer(I/c), Tirunelveli Region. Thiru. S.Lokesh Prabhu, Assistant Engineer, Madurai Corporation. Thiru. Joseph Arul Raj , Sys Admin (i/c), Madurai Corporation. Tmt. D.Sowdhamani, System Admin(I/c), Coimbatore Corporation Thiru. N.Lakshmanan, Assistant Programmer(I/c), Tiruppur Corporation K.Elangovan, Tiruppur Corporation Thiru. S.Thangaraj, Assistant Programmer, Erode Corporation Tmt. T.Sujatha, Assistant Programmer, Vellore Corporation Tmt. S.Subbulakshmi, Assistant Programmer, Thoothukudi Corporation. Thiru. SP. Arun, System Admin(I/c), Tiruchy Corporation. Thiru. S.Ramasamy, System Admin(I/c), Tirunelveli Corporation

16 17 18 19 20

The implementation of e-Governance activities were reviewed in this meeting. The following was the record of discussions had in the meeting.

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The status of online of 16 modules is given below Regions Salem & Thanjavur Regions 9 modules brought into online in all Municipalities Tiruppur, Madurai & Tirunelveli Regions - 8 modules brought into online in all Municipalities Chengalpet & Vellore Regions - 7 modules brought into online in all Municipalities Corporations Coimbatore Corporations 13 modules brought into online. Madurai, Tiruchy and Tiruppur Corporations 11 modules brought into online. Tirunelveli Corporation 9 modules brought into online. Erode Corporation 14 modules brought into online. Vellore Corporation 15 modules brought into online. Thoothukudi Corporation 12 modules brought into online. The other modules should be brought into online before the

2. 3. 4.

target date given in the annexure-1. All Commissioners of ULBs should ensure that all the collection centers are in working condition. The online grievance software should be monitored regularly by the concerned staff. All the IT personnel should follow the procedures related to Application Software Audit (ASA) and Information System Security Audit (ISSA) i.e. updation of 11 nos registers, backup, regular training to the staff, password maintenance etc., In some ULBs, the End Users Involvement is very low i.e less than 50%. This percentage should be increased up to 90% so that the e-Governance activities can be implemented successfully. A report should be sent to this office before 0205-2011 regarding imparting In-house training to the staff of the ULB by Computer Personnel to increase end users involvement. The Engineering Personnel should prepare the estimates, bid documents etc., only by using the Engineering software and that manual preparation of these documents should be dispensed with, with effect from 01.05.2011. In Tiruppur Region, this software has been implemented. In Chengalpet

5.

6.

and

Vellore

Regions,

this software

has

been

implemented in 4 Municipalities. In Thanjavur Region, this software has been implemented in one Municipality i.e Pudukottai. In Tirunelveli Region, this software has been implemented in three Municipalities. In Madurai and Salem Region, this module has not yet been implemented even in one Municipality. Therefore the Municipalities in the Regions and Corporations should implement the same and send 7. 8. compliance report to this office before 31-05-2011. Tenders should be hosted irrespective of value of tenders in CMAs tender website also. As regards the uploading of Public Disclosure Information, some information have not been uploaded in some ULBs. All the IT personnel should update the above information in their website and send the completion report to this office before 9. 02-05-2011. Already instruction issued in the previous review meetings that all the IT personnel should update the information ie. Council resolutions, schemes, Audited financial statement, Annual Budget etc in their Website regularly as per the public disclosure norms. But it is still pending in some ULBs. The IT personnel should update the above information in their website and send the completion report to this office before 02-05-2011 without fail. 10 . 11 . All the IT personnel are also instructed to keep WAN connectivity in working condition and to ensure that the online citizen service software and online DCB are working. In some ULBs, no action has been taken for the birth & death data entries. The action taken report regarding data entry of 1/3 rd of the total years of birth & death records which are not brought into online should be sent to this office before 02-052011. The Programmers were requested to send a region wise consolidated report in the proforma prescribed in this regard

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(Annexure-2) before 02-05- 2011. The data pertaining to SFC should be entered in the website through the concerned officials of the ULBs. It should be ensured that the e-submission of e-tendering are implemented in all ULBs. As on 18-04-2011, 9020 tenders have been hosted and 7055 tenders have been opened. But the award of contract has been uploaded for 1103 tenders only. It shows that the award of contract has not been uploaded in the website by the Engineering Personnel. Therefore all the Engineering Personnel should upload the Award of Contract in the Website immediately. The RDMA/REE shall review this and ensure compliance. The Tenders should be processed i.e. opened, evaluation, etc., by the officials who are involved in Tender Process through
their DSC. The Computer personnel or other personnel should not use the DSCs of the above officials to process the tenders. The Computer personnel may assist for the above officials for tendering process.

14 .

15 .

It was instructed that the Engineering Personnel of ULBs should update the schemes including photos in the online

scheme monitoring system every week. 16 It was already instructed in the previous meetings that the . Engineers and the IT personnel should act as a Team to implement the MS project in the ULBs and show sufficient progress in implementing the MS Project by 01/06/2011 and send a report to this office. The IT personnel were instructed to take action in this regard and send report to this office at once. 17 All the IT personnel were instructed to send the report to this . office at once on configure mail.tn.gov.in in express as instructed by the NIC. outlook

18 All the IT personnel should keep the content of the website with .
free of unwanted codes as instructed by the NIC.

19 The Programmers and the Assistant Programmers should . visit the Municipalities coming under their jurisdiction regularly in order to ensure that the e-governance activities are implemented effectively and send the inspection report to this office. The Programmers were requested to send the hard copy of their inspection report for the last 6 months to this office before 02-05-2011 and to submit their monthly diary to this office on or before 5th of every month. 20 The Programmers and the Assistant Programmers were . instructed to upload the report of environmental Assessment of STP in the respective ULB website as instructed in the email dated 01-04-2011 and inform to this office before 02-052011. All the IT personnel should send the data collection report in the questionnaire for collecting basic information on the IT
applications before 02-05-2011 to this office.

21 All the IT personnel should send the details of existing . Hardware & Software in the format given at Annexure III Sd/-Dr.P.Senthilkumar Commissioner of Municipal Administration /Forwarded by order/ Information Technology Specialist

Annexure 1 Target Date for completion of pending modules Sl.No 1. 2. 3. 4. 5. 6. 7. 8. 9. Name of the Module Grievance Personnel Management System D&O and PFA Vehicle Solid Waste Management Movable & Immovable Stores & Inventory Hospital Family Enumeration Target date for completion 02-05-2011 31-05-2011 02-05-2011 31-05-2011 02-05-2011 31-05-2011 31-05-2011 15-06-2011 15-06-2011

6 Annexure 2 Birth & Death Data Entry Name of the RDMA/Corporation____________ Sl.No From which Year to up to which year, the Birth & Death data to be entered Total No.of Records to be entered ( year wise and total) Action Taken for completion Target date Remarks for completion