Integrated Lese Management System – Commissioner of Geology and Mining

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Case Study

The Commissioner of Geology and Mining (CGM) works under the Industries and Mines Department of the Government of Gujarat, with its headquarters in Gandhinagar and 33 District Offices.

Problem

The old Integrated Lease Management System traces back to 2010 and was developed in congruence with the GMMCR 2010. This means the old system was limited by the technologies of its time and unable to fully serve the current requirements. The system’s functionalities were rather limited, with transit pass generation being the only core service. These technical and functional restrictions made current-day processes challenging. This informed the need for a new Dynamic Single Window Mineral Administration System that is outfitted with the latest technologies and suited to the new Mining Regime.

Concessions were originally being managed manually. This created gaps in data and analysis, which means that incorrect accounting and recording allowed for revenue leakages. Information is the first resource for any industry and when that information is incorrect or compromised, all subsequent decisions and processes are impacted.

One of the key requirements, sorely missing in the older system, was that of an integrated e-Payment system. payments were being collected manually in advance. This means that whenever a price change or royalty charges change occurred, the difference had to be manually calculated after the occurrence. This made for a time-consuming and error-prone activity. The lack of a dynamic MIS, standardised document templates and critical notifications all resulted in an inefficient system.

Solution

An IT-based mineral administration system for the entire state of Gujarat is being introduced. Over 1.5 Lakh direct stakeholders will be involved in this undertaking, including traders, stockists, concession holders, vehicle owners and several infrastructural projects. This new system was conceptualised in 2019. All the physical records and processes within the mining sector are being digitalised.

The new system allows users to create a comprehensive workflow plan for critical processes. Decisions are based on the Centralised MIS. The new system promotes greater accountability through user tracking. Unique IDs have been created and allotted to each user. The online portal allows users to login to access information. It also provides alerts and notifications in a timely manner.

Standardisation is a key feature of operational efficiency across sectors and niches. It speeds up work processes where replication/ duplication of format, strategy, design or intention are desirable. Uniformity in processes is a time-saving, cost-effective, low-labour and data-friendly approach. The new system incorporates templates for the standardisation of documents. An integrated payment feature has been built into the new system. it also has automatic adjustment mechanisms. This means that in the event of a pricing or royalty rates change, the difference is calculated and updated automatically.

Outcomes

The new system guarantees proper accounting, record-keeping and data management. Transparency and accountability are being improved throughout the sector. As a result, the fault lines allowing malpractices and revenue leaks are being plugged. This is expected to boost revenue throughout the state.

Digitalisation upgrades have improved services and experiences across the board. All concession holders and end users are being helped to transition to the new system. The dynamic MIS generates actionable reports that inform better decision-making. Critical documents such as consent proofs and permits, identity documents, rate notifications etc., can now be accessed online with great ease. All pertinent notifications and alerts are generated and communicated digitally, in time. Users are being informed about payment deadlines and expiry dates in advance, giving them ample time to respond and do the needful.

An integrated payment module has been established. This incorporates real-time accounting and generates updated reports. Officials can simply log on and access any data they need at any time. Report templates have been standardised and reports are generated both automatically and on request, as needed. The new system has vastly improved the Ease of Doing Business in the state. G2B relations and services are also benefitting as a result of the same.

Since the physical administration process has been moved online and digitalised, the department and sector can look forward to reducing their footprint. Paperless recordkeeping and transactions are the face of a more environmentally-responsible, resource-judicious, accountable and honest future.

The system helps 1.5 Lakh vehicles, owners and mechanised equipment, 8,000 lease holders, more than 7,000 traders and stockists, and countless Captive Consumption and construction end users.

Many users were not familiar with the technology being used in the new system. Technical training had to be provided for such persons. Scalability is a defining feature of the new Integrated Lease Management System.  Over 200 services have been adapted to the new system. Operational processes like mining plan approvals, concession closures, transfers and surrenders etc., are all part of the new system.

The system offers great potential for scalability and replicability. It can be adapted and adopted by other departments like the Gujarat Pollution Control Board, PWD, Forest and Environment Department etc. The new mineral management system is creating an atmosphere of accountability, transparency, ease of doing business, better services delivery and overall sectoral efficiency.

For more information, please contact:
Mr Piyushkumar Gadhvi, ICT Officer at icto1-it-cgm@gujarat.gov.in

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