E- Governance Portal for Govt. Polytechnics – Department of Technical Education, Training & Skill Development – Government t of West Bengal

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Case Study

West Bengal Enhances Technical Education With e-Governance Portal

Important information pertaining to the Polytechnic Education System in West Bengal was not easily accessible or visible to officers, employees and prospective students. In recent times, the move to incorporate e-Governance across various administrative sectors has seen largescale digitisation. In the case of the Polytechnics, data about processes related to service and administration vis-à-vis institutes, employees and students has been digitised. This has allowed administrators and other users to access information with a single mouse click, which in turn has improved decision-making and raised the bar for Polytechnic Education in the state.

Problems

The administration of Govt. Polytechnics in West Bengal was suffering from the lack of an employee database. The need to properly maintain all essential employee information and service records in one repository was realise. Manual service confirmation was a time-consuming task. Similarly, offline and manual transfers proved to be a lengthy activity. Manually looking for, shortlisting and pursuing employment vacancies on the basis of criteria such as employment type, designation, etc. was a labour-intensive task. Resources of the various Polytechnics had not been properly categorised and recorded, which meant that it was difficult to track and assess resource deployment and asset use. For purchase requisitions, applications had to be made manually and processing the same would take a long time.

Solutions

A robust web portal has been created. Daily routines of students and teachers are displayed in the Routine Management System. The portal incorporates an Employee Management System, Inventory Management System, Service Confirmation Management System and Transfer and Higher Study Management System. MIS reports are used for informed decision-making. Workload distribution status, duty execution records and other details are all fed into the dynamic portal. Students and parents can use the Grievance Redressal System to submit feedback and complaints. The eLearning system will be used to develop and distribute a variety of study materials to the students.

Outcomes

The Content Management System includes all 75 Government Polytechnics in the state. Records for 2629 employees on the basis of employment type have been added to the system. details about 3909 items and equipment are registered in the digital stock book. Of the 385 transfer applications made, 138 have been sanctioned. 5 purchase requisitions have also been recorded. The new system has improved workflow, enhanced data record management and facilitated faster e-Governance and monitoring. This has also led to better asset management and resource optimisation.

Challenges

Given the many categories, hierarchical tiers and kinds of users functioning within the educational ecosystem, it was difficult to visualise and design a platform that would allow smooth workflow and interactions. Offline, hard copy versions of a vast number of records had to be fed into the database to introduce e-Governance to the landscape. Judging individual and institutional capacity to adapt to the new system and then training the users and workforce accordingly was a big responsibility.

Innovation

The use of digital technology during Covid-19 has been the single most empowering change across industries. The same is true for the Education sector. This portal has allowed Institute and State processes and activities to go on despite the pandemic and the ensuing lockdowns. Improved governance and quicker timelines and effective resource mobilisation has augmented functions across the board and facilitated better monitoring. The RMS has also welcomed student feedback and participation. Faculty members can use the features for Program Outcomes and Course Outcomes for NBA accreditation to better plan their teaching modules.

Opportunities

The allocation, requisition and utilisation of funds is going to be processed through the Administrative Expenditure Management module. The Carrier Advancement Scheme (CAS) Management module is going to be introduced to compliment the traditional off-line functions. Employee detention leave details will be maintained with the Detention Leave Management System. A module dedicated to ‘Rating and Grading of suppliers and service providers’ will also be developed and implemented for quality assurance purposes.

e-Governance in hierarchical monitoring enables better institutional management. In the case of the Govt. Polytechnics in West Bengal, an effort has been made to cater to the needs of every stakeholder in the Polytechnic Education ecosystem.

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For more information, please contact:
Mr Saibal Mukhopadhay, Director of Technical Education and Training, West Bengal at dtet_wb@yahoo.co.in

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