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An Evaluation of 'E-Nothi' System in Government Office Management

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An Evaluation of 'E-Nothi' System in Government Office Management An Evaluation of ‘e-Nothi’ System in Government Office Management February 2019 Prepared By Project Management Team 1 Table of Contents I. List of Figures .......................................................................................................................................... 3 II. List of Tables........................................................................................................................................... 3 III. Acronyms ............................................................................................................................................... 3 IV. Acknowledgement ................................................................................................................................ 4 V. Executive Summary .............................................................................................................................. 5 1.1 Introduction and Background ............................................................................................................. 6 1.2 Literature Review ................................................................................................................................. 8 1.3 Rationale of the Study ......................................................................................................................... 9 1.4 Objectives of the Study ....................................................................................................................... 9 1.5 Methodology of the Study ................................................................................................................... 9 1.5.1 The study population and sampling: ..........................................................................10 1.5.2 Data Collection Technique: .......................................................................................10 1.5.3 Limitation of the Study: ..............................................................................................10 2. Findings of the Study ........................................................................................................................... 11 2.1 Present situation of ‘e-Nothi’ system .......................................................................................... 11 2.2.1 District Level Present Scenario: ................................................................................12 2.2 Effectiveness of ‘e-Nothi’ System................................................................................................ 13 2.2.1 Effectiveness of Training Program:............................................................................14 2.2.2 Effectiveness of ‘e-Nothi’ Mobile Application: ............................................................15 2.2.3 Effectiveness of Facebook Group: ............................................................................15 3. Case Study ........................................................................................................................................... 19 4. Discussion ............................................................................................................................................. 20 5. Recommendation toward Sustainability of ‘e-Nothi’ System......................................................... 20 6. Conclusion ............................................................................................................................................ 21 7. References ............................................................................................................................................ 23 8. Appendix ............................................................................................................................................... 25 Appendix 1: List of Offices Interviewed ............................................................................................. 25 Appendix 2: Circular of Cabinet Division on ‘e-Nothi’ use ............................................................. 26 Appendix 3: সচিবালয়ের চিয়দেশিা ২০১৪ ............................................................................................................ 26 Appendix 4: Screenshot of e-Nothi Dashboard ............................................................................... 26 Appendix 5: ‘e-Nothi’ live ‘eco-system’ ............................................................................................. 26 2 I. List of Figures Figure 1: Status of using 'e-Nothi’ .......................................................................................................... 11 Figure 2: Effectiveness of 'e-Nothi' system .......................................................................................... 13 Figure 3: Status of arranging training .................................................................................................... 14 Figure 4: Challenges of 'e-Nothi’ system .............................................................................................. 17 II. List of Tables Table 1: Sampling distribution ................................................................................................................ 10 III. Acronyms a2i : Access to Information DESC : District E-Service Centre DC : District Commissioner e-Governance : electronic Governance e-Administration : electronic Administration, e-filing : electronic filing e-Nothi : electronic Nothi ICT : Information & Communication Technology ID : Identity IDI : In-depth Interview KII : Key Informants Interview MoPA : Ministry of Public Administration SMS : Short Message Service SSL : Secured Socket Layers TCV : Time, Cost, Visit 3 IV. Acknowledgement Research Advisor: Md. Mazedul Islam, Programme Implementation Specialist, a2i Programme Md. Parvez Hasan (Deputy Secretary on lien), Local Development Specialist, a2i Programme Overall Supervision: Rumana Sharmin, Result and Knowledge Management Expert, a2i Programme Nilufa Yesmin (Senior Assistant Secretary on lien), National Consultant, a2i Programme Mohammed Sakhwat Hosain, Policy Expert, a2i Programme Report Writing: Mst. Jahanara Khatun, Young Professional, a2i Programme Data Collection: Abdul Aziz, Young Professional, a2i Programme A. K. M. Kawsarul Haque, Young Professional, a2i Programme Jasmin Akter, Young Professional, a2i Programme Daiyan Belal, Young Professional, a2i Programme The team would like to thanks ‘e-Nothi’ team as well as different government body especially few of the Ministries, Department, Offices, and the civil servants who have given their valuable time and shared empirical experiences for this study. 4 V. Executive Summary As part of actualizing ‘Vision-2021’, Government of Bangladesh has emphasized on Digital Bangladesh, and so far has made tremendous progress in making more and more services available at the doorsteps of the people with increased digitalization where possible. By this time, the government of the country has applied a large number of projects relating to digital technologies, and a vast number of these are ongoing. As the government remains steadfast in its pursuit of simplifying public services through digitization, simultaneously it is focusing on digitizing government offices across the border and building capacity of civil-servants to become more technology savvy. The ‘e-Nothi’ system is a result of this intention, launched to make the government administrative duties more efficient and effortless along with the goal of establishing paperless government offices while diminishing the manual system. An assessment study was conducted at the end of 2018 on the ‘e-Nothi’ system. Since launching in 2016, e-nothi system has been working very effectively, and the government officials are becoming habituated with the system. On an average 72% of the total official, activities are performed through ‘e-Nothi’. The significant effect has shown in office management which has become more accessible by disposing of the files very quickly. The study also found how the system is creating efficiency in the work process of the civil servants, leading to additional time to focus on citizens’ need. Among 19,000 government offices, more than five thousand offices are live and using e-Nothi. To date, total users of the system are 69,290. The monitoring authority has provided training among 8, 686 officials to develop the system using capacity and this program is ongoing. The Facebook Group, Mobile application (portable workstation) and hotline number is playing a significant role in smooth and make user-friendly of this system. Besides positive effectiveness, the study revealed some challenges of the ‘e-Nothi’ system, including slow speed of internet, server down, lengthy loading time. To mitigate those challenges and acclimate the system to be more sustainable, the concerned authority should take appropriate action. 5 1.1 Introduction and Background Information and Communication Technology (ICT) has undoubtedly broadened scopes for providing both public and private services effectively to target beneficiaries. As bureaucratic efficiency is one of the vital pre-condition for country’s administrative effectiveness and economic growth (Abdallah, 2017), the use of ICT in public service has proved to be an essential and sustainable tool aimed at reducing bureaucratic hassles and burden (Clegg, 2017). The term e- governance can be capitulated through various defining factors; one of such is, the use of ICT to promote efficient and cost-effective
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