DOCUMENT CONTROL SHEET CONFIDENTIAL DOCUMENT: NOT TO BE SHARED AS-IS STATUS REPORT E-Governance Implementation Department of Forests and Wildlife Preservation Government of Punjab DOCUMENT CONTROL SHEET DOCUMENT CONTROL SHEET Version Date Submitted Changes As-Is Status Report As-Is Report after incorporating feedback from 4th October, 2009 Version 1.0 department in prior meetings As-Is Status Report As-Is Report after incorporating feedback from 14th December, 2009 Version 1.1 department in prior meetings CONFIDENTIAL DOCUMENT: NOT TO BE SHARED Incorporation of feedback received from department and PICTC. Following changes have been made in the document: Chapter-3, The Organization Structure: Updated Chapter-3, Types of DFWP Offices: Newly added As-Is Status Report Chapter-3, External Stakeholders: Updated 21st January, 2010 Version 1.2 Chapter-3, Analysis of Activities being performed by different offices of the DFWP: Updated Chapter-3,E-Readiness Assessment: Updated Chapter-4, Summary of Issues: Updated Annexure-1: Management of Zoological Parks: Newly added Annexure-1: Association of the different activities of the DFWP with the functional areas identified earlier : Newly added As-Is Status Report Incorporation of feedback received from 1st April, 2010 Version 1.3 department. As-Is Status Report Incorporation of feedback received from 16th April, 2010 Version 1.4 department on previous version. Incorporation of feedback received during the As-Is Status Report 26th April, 2010 meeting with Financial Commissioner on 19th Version 1.5 April, 2010. Report Approved By: THIS REPORT IN THE ASSIGNMENT THIS REPORT IN THE ASSIGNMENT KICK-OFF CONFIDENTIAL DO Assessment Design Construction Management Evaluation STAGES CLOSURE Org. Structure As Is MIS Project Project Functions Process Requir Management, Development PM Processes Study ements Monitoring and Evaluation Pilot Project CUMENT: NOT TO BE SHARED STAGES Study Implementation PM - To Be Evaluation Existing ICT Legal Selection of Best PracticesBest Process Changes Infrastr. Implementing Change Mgmt Plan ChangeMgmt SUB Design & DPR Agency Project Rollout PM Best Change Management Report Inception Practices MIS Report As Is Reviews, Audit and Project Report Requirements Process Status Report Appraisal Report As Is Maps and Future To Be Legal Changes Project Management, Monitoring and Evaluation Roadmap Status CONFIDENTIAL DOCUMENT: NOT TO BE SHARED Report Plan Report Report Process Maps DPR RFP & Other Supporting Documents DELIVERABLES 3 EXECUTIVE SUMMARY EXECUTIVE SUMMARY Forests in the state of Punjab span many forest types including Tropical Dry Deciduous, Tropical Thorn and Sub-tropical Pine Forests, in addition to other specialized forest types. Additionally, wildlife areas taken together with the forests, present a mosaic of habitat types in the state. However, with about 6% of the geographical area classified as forests, and large tracts with ownership outside the department, forests in the state of Punjab suffer from severe fragmentation and an increasing pressure from communities living in and around forest areas or otherwise dependent on it. Balancing Conservation and Development CONFIDENTIAL DOCUMENT: NOT TO BE SHARED Today, balancing the requirements of conservation and development is an enormous challenge facing the state of Punjab. In particular, it is felt that the forestry sector, impacted by the course of events in other sectors and the pressure of development and high economic growth, can not continue to do forest management in traditional ways anymore. It is quite clear that the DFWP is today at a crossroads in terms of meeting the twin goals of conservation and development. This demands that a multiplicity of factors and dimensions be considered in strategic, tactical and operational decision-making. The Need for Information and Communication Technologies There is a premium on the adoption and usage of Information and Communication Technologies (ICT) towards better management and conservation of the forest and wildlife resources of the state, besides bringing about better levels of internal efficiencies and effectiveness in the working of the Punjab Forest Department. ICT must be constructively used in the preparation of long-term plans for the department (for both forestry and wildlife areas), keeping a record of plantations and their development, Joint and CONFIDENTIAL DOCUMENT: NOT TO BE SHARED Community Forest Management initiatives, forest inventory management and estimating the growing stock in the state, tracking forest offences in the state, facilitating production and sale/disposal of forest produce (including Non-Timber Forest Produce) and generally helping in the planning, execution, monitoring and evaluation of projects and programmes being taken up in the state. The eGovernance Initiative of the Punjab Forest Department Through this assignment, the DFWP has embarked on an ambitious initiative that is aimed at (a) bringing about better levels of internal efficiencies and effectiveness in the working of the department, including the ability to take decisions in a multi-dimensional environment, (b) extending better citizen-centric services to the customer, (c) making appropriate and effective use of ICT to take well-informed forest management decisions, and (d) use the modern-day channels of communication to bring about better levels of awareness, in particular, and sensitisation to conservation issues in general. The Current State Assessment Report This Current State Assessment Report takes comprehensive stock of the current state in a holistic way to assess where the department stands if it has to embark upon eGovernment in a decisive way to change the way it conducts its operations and presents itself to its stakeholders. A Multi-Dimensional Assessment A multi-dimensional assessment has been made in terms of: 4 EXECUTIVE SUMMARY SERVICE MISSION AND PORTFOLIO, which takes stock of the department‟s vision and objectives and the functions and services it extends to its stakeholders, LEGAL AND REGULATORY MEASURES, which takes into account laws/legislations/decrees influencing service attributes (target customer base, process steps, business rules, privacy requirements, data, access channels, and technology use, ORGANISATIONAL CAPABILITIES, or the capabilities and skills of department‟s personnel for service delivery to customers, PROCESSES AND PROCEDURES, or the steps and activities involved in providing a service, their duration, owner, information requirements/ inputs/outputs, business rules etc., SYSTEMS AND TECHNOLOGIES, or the hardware, software (system and application) and the CONFIDENTIAL DOCUMENT: NOT TO BE SHARED networking infrastructure available and being used in the department, DELIVERY AND OPERATIONS, including key stakeholders involved, definition of approvals, authority levels ANYWHERE, ANYTIME, ANYHOW requirements, access channels and channels of service delivery used, DATA OWNERSHIP, or the key data elements of use to the department and where they are sourced from, and THE OPERATING MODEL being currently followed to conduct the different activities of the department. Embedded Inefficiencies in the Departmental Operations A comprehensive examination of the current state has revealed that the departmental operations have several elements of inefficiencies embedded in them which can be reduced through a process of re- engineering and subsequent technology use. Later deliverables of the assignment would be concentrating on these aspects. Additionally, the examination has revealed the usual suspects of data non-availability and inconsistency, a past computerisation effort with sub-optimal results, skills CONFIDENTIAL DOCUMENT: NOT TO BE SHARED mismatch, requirements of technology updation and many such discoveries. More details of such issues are covered towards the later stages of this document. Internal Re-Organisation of the DFWP It is also noteworthy that the DFWP has long realised that changing requirements of the stakeholders from the department mean that an internal re-organisation effort also must be taken up. The department has also come out with a comprehensive proposal to this effect. Functions as the Elements of Assessment The overall methodology followed for the report has been to decompose the activities of the department into different logically connected functions. Subsequent discussions on the processes followed within the different functions have been examined and analysed in detail to arrive at the list of issues which must be resolved through this assignment. 5 LIST OF ABBREVIATIONS LIST OF ABBREVIATIONS APCCF Additional Principal Chief Conservator of Forests PCCF Principal Chief Conservator of Forests CEC Best Practice WPO Working Plan Officer CCF Chief Conservator of Forest CEC Centrally Empowered Committee DFWP / PFD Department of Forest and Wildlife Preservation, Govt. of Punjab CONFIDENTIAL DOCUMENT: NOT TO BE SHARED DPR Detailed Project Report DCF/DFO Deputy Conservator of Forests/Divisional Forest Officer JFM Joint Forest Management GIS Geographical Information System ICT Information and Communication Technology MIS Management Information System NGO Non Government Organization PM Program Management IFS Indian Forest Service PFS Punjab Forest Service CZA Central Zoo Authority GPS Global Positioning System NoC No Objection Certificate 6 STRUCTURE OF THE REPORT STRUCTURE OF THE REPORT The As-Is Status Report for “ Implementation of eGovernance in the Department of Forests and Wildlife Preservation,