File processing in Govt offices – Inputs on Solutions
Dear Friends:
Below is a summary of key Issues and Root Causes as highlighted by you with File Processing in Government offices.
Please review them and help outline specific actionable solutions for them.
We will then compile the whitepaper and submit to PMO and other relevant stakeholders for actions.
File Processing in Government Offices – Root Causes
1. There is NO identified owner of the file within the Government department in most cases
2. There is NO “complete by” or “action by” date on the file and hence no urgency
3. No triggers/alerts are served to officers once a file has arrived in their office
4. No triggers/alerts are served to them if they have been sitting on a file for weeks or months
5. Processes in most Government offices have not been automated yet
6. Employees working there are not comfortable in using computers
7. Officers like to show off their importance and hence don’t let the file move
8. Employees intentionally stop the file process so that they could ask for bribes
9. Employees don’t want to take accountability of a case/file
10. There is no time bound decision making in Government offices
11. File rooms are more of dump yards where files get lost or damaged
12. Government employees oppose the computerization and its use as it will reduce the possibility of them getting bribes
13. There is an absence of a proper Performa
14. KRAs of the officers is not clearly defined and hence the file is pushed from one department to another
File processing in Government offices – Key Issues
1. A lot of paper work is put into files
2. Citizens or Businesses are called several times to complete paperwork
3. Most Government officers have a tendency to let files sit either because they want a bribe or they delay decision making
4. There is no owner of a citizen/business file once it is submitted to a Government office. Citizen/Business has to go chase it
5. File transfer takes a lot of time
6. Citizens/Businesses don’t hear from the department about their files for months
7. It is very hard to find files and peons/clerks want money from citizens/businesses to find their file
8. Files are put in the file room which has thousands of files with no easy identification
9. Files getting lost is a usual sight
10. Many times, files are damaged by rodents
11. The Government Officers struggle to find files in their own chamber/office
12. In most cases, electronic tracking of a file submitted to Government office is not available more
Below is a summary of key Issues and Root Causes as highlighted by you with File Processing in Government offices.
Please review them and help outline specific actionable solutions for them.
We will then compile the whitepaper and submit to PMO and other relevant stakeholders for actions.
File Processing in Government Offices – Root Causes
1. There is NO identified owner of the file within the Government department in most cases
2. There is NO “complete by” or “action by” date on the file and hence no urgency
3. No triggers/alerts are served to officers once a file has arrived in their office
4. No triggers/alerts are served to them if they have been sitting on a file for weeks or months
5. Processes in most Government offices have not been automated yet
6. Employees working there are not comfortable in using computers
7. Officers like to show off their importance and hence don’t let the file move
8. Employees intentionally stop the file process so that they could ask for bribes
9. Employees don’t want to take accountability of a case/file
10. There is no time bound decision making in Government offices
11. File rooms are more of dump yards where files get lost or damaged
12. Government employees oppose the computerization and its use as it will reduce the possibility of them getting bribes
13. There is an absence of a proper Performa
14. KRAs of the officers is not clearly defined and hence the file is pushed from one department to another
File processing in Government offices – Key Issues
1. A lot of paper work is put into files
2. Citizens or Businesses are called several times to complete paperwork
3. Most Government officers have a tendency to let files sit either because they want a bribe or they delay decision making
4. There is no owner of a citizen/business file once it is submitted to a Government office. Citizen/Business has to go chase it
5. File transfer takes a lot of time
6. Citizens/Businesses don’t hear from the department about their files for months
7. It is very hard to find files and peons/clerks want money from citizens/businesses to find their file
8. Files are put in the file room which has thousands of files with no easy identification
9. Files getting lost is a usual sight
10. Many times, files are damaged by rodents
11. The Government Officers struggle to find files in their own chamber/office
12. In most cases, electronic tracking of a file submitted to Government office is not available more
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..................................... Venkatesan would like to stay in touch on LinkedIn. Venkatesan G ceo at Mould laserw elding Chennai Area, India View profile https://www.linkedin.com/comm/in/venkatesan-g-612b5b30?trk=eml-guest-invite-pprofile-link-cta&trkEmail=eml-invite_guest-null-418-null-null-%7Esgkkb2%7Eji5kah5l%7Ejy-null-neptune%2Fprofile%7Evanity%2Eview&lipi=urn%3Ali%3Apage%3Aemail_invite_guest%3BIt9XX%2FCvQKKIj%2BP70GkkFA%3D%3D Confirm that you know Venkatesan https://www.linkedin.com/comm/start/accept-invitation?sharedKey=nPvKqrqB&invitationId=6410731966777298984&trk=eml-guest-invite-cta&trkEmail=eml-invite_guest-null-416-null-null-%7Esgkkb2%7Eji5kah5l%7Ejy-ssuw-start%7Esignup%7Ewarm&lipi=urn%3Ali%3Apage%3Aemail_invite_guest%3BIt9XX%2FCvQKKIj%2BP70GkkFA%3D%3D ..................................... Unsubscribe: https://www.linkedin.com/e/v2?e=-sgkkb2-ji5kah5l-jy&t=lun&midToken=AQFmrFVhGEd36Q&ek=invite_guest&li=426&m=unsub&ts=unsub&loid=AQGIRE0Saj9-zgAAAWPeNjGZizvg6DACiPpnDE1mrapJb40_zcDM8hQpqZV6VCp53PlEK-qevrIFlA9vnZjPnNzatDRmkkPnVZ6npGGnrqxMSDW1-W_9kkrxr96rJVub7rVdDFXxiUJyUznc6rmtkNA0ViBgW-2Otw&eid=-sgkkb2-ji5kah5l-jy Help: https://www.linkedin.com/e/v2?e=-sgkkb2-ji5kah5l-jy&lipi=urn%3Ali%3Apage%3Aemail_invite_guest%3BIt9XX%2FCvQKKIj%2BP70GkkFA%3D%3D&a=customerServiceUrl&ek=invite_guest&li=425&m=footer&ts=help&articleId=67 You are receiving Invitation emails. LinkedIn will use your email address to make suggestions to our members in features like People You May Know. This email was sent to www.send_newpost++gxiyfdbbmqmq++trtrqstrbbbb@localcirclesmail.com. © 2018 LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place, Dublin 2. LinkedIn is a registered business name of LinkedIn Ireland Unlimited Company. LinkedIn and the LinkedIn logo are registered trademarks of LinkedIn. more
Jun 08
A optimal model for office working have to be engineered by the Govt and that should be implemented in All govt offices withing a stipulated time frame. All govt employees have reasonably good salaries(except Police Dept, that too at constable level only) So a lot of counseling session should be arranged so that these employees go away from the culture of seeking bribes more
May 22
The file processing in the Government Offices as well as in Privet sector there should be a perfect monitoring system for the processing and also a time limit should be there for the finishing of the work Since all the offices having computer there is very essay way for the monitoring the file and the reason and person who is responsible for the delay where the file is kept pending reason and solution made by the employ to rectify the problem etc more
May 04
A.LTHOUGH ray of hope relevant for the times,,legitmacy of peoples aspirations, demands in practice seems accepted but all continues to attract exceptional performance by modi's govt,initiatives those are open ended and supposed to be ground -breaking ARE NOT EXPERIENCED BY COMMON PEOPLE- IN AREAS- AGRICULTURE, EDUCATION, EMPLOYMENT, HEALTH, SKILLS DEVELOPMENT,SERVICES SECTORS, TRANSPORTS SYSTEMS,URBAN DEVELOPMENT, IRDA PEOPLES'GRIEVANCES READDRESS IS MEANT FOR 5 STAR ACTIVISTS/CORPORATE S ONLY THE CHAIRMAN IRDA , DOES NOT KNOW THE GRIEVANCES POLICY HOLDERS SUFFER-HE SHOULD BE SACKED AS IS DEVOID OF PUBLIC GRIEVANCES IN INSURANCE SECTORS AND HOW THE POLICY HOLDERS --COMMON MEN SUFFERS FROM THE LIC OF INDIA, & OTHER INSURER COS. NO COMMON MEN CAM APPLY FOR THE FRAUD/ DEFICIENCY OF SERVICES IN THE INSURANCE COMPANIES BLACK MONEY JUST TIGHTENING NOOSE ON THE MIDDLE INCOME GROUP - 70 % TRAIN TRAVELERS FAIL TO FILL UP RAIL RESERVATION FORM. WHAT TO TALK OF LIC , BANK A/C OPENING FORM, KYC, IT RETURN FORM. ALL NATIONAL LEVEL POLICIES ARE HELD UP AT BUREAUCRATIC LEVELS WITH NO PUBLIC PARTICIPATION'S. THESE CLOUDS OF HAZE , FRUSTRATIONS IN THE MINDS OF INDIAN VOTERS DOES NOT AUGUR WELL , BUREAUCRACY STILL REMAINED WORKING UNDER UPA STYLES OF FUNCTIONING, GOVT WANTS TO SAVE HONEST SERVANTS, ONLY 3 -KHEMKA, PARIKH, NAGPAUL, -EXCLUDING THESE 3 + , ALL NEED TO BE PROTECTED FOR POPULARIZING INDIA AS A SCAM INDIA. prople needs to be comn in uncertain terms what all is happening and going to be seen on the ground realities, else modi govt will suffer from blots of 65 years rule of the dynasty- INA WAS TREATED AS NON ENTITY, DEFENCE PERSONNEL TREATED AS BEGGARS, & 65 YEARS OF PLANNING COMMISSION - UTTERLY FAILED TO PROVIDE BASIC NEEDS OF THE REPUBLIC, AND THE FARMERS COMMITTING SUICIDES- EVEN AFTER 65 YEARS RULE BY THESE vadra clan ---- RUINED THE DEVELOPMENT OF NATIONAL CHARACTERS IN ALL SENSE. We may still hope of acche din under the present set up .by observing their common nationalist approach.of modi brand resonance with seen results on the ground in time to come dr. hmk. PHD more
May 01
