SATHI - aphrdi.ap.gov.inSATHI – System of Application of Technology for Human resource Improvement A major G2E initiative to transform administrative and personnel functions Part

SATHI System of Application of Technology for Human-

resource Improvement

GENERAL ADMINISTRATION DEPARTMENT

GOVERNMENT OF GUJARAT

SATHI – System of Application of Technology for Human resource Improvement

A major G2E initiative to transform administrative and personnel functions

Part of “e/m-Governance” initiative to empower employees/ officers

Part of drive to increase transparency, efficiency and scalable services

Eliminate paper-based transactions and to re-align employees towards citizen centric services

Rollout is in 2 phases: Phase 1 covers 20,000 officers/ employees and Phase 2 covers all 4.8 lakh in future

SATHI Solution was released in phases: Partial Release in Aug’14, Mobile Solution in Mar’15 and Full Release in Jul’15.

GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 2

SATHI - At A Glance

GENERAL ADMINSTRATION DEPT, GOVERNMENT OF GUJARAT 3

SATHI

20000 Supervisory

Nodes

Scalable

DSS Centered

Multiple UI Modular

Build

Integrated Application

E Learning Portal


Challenges faced before Project Conceptualization

Policy Perspective:

Absence of Quick DS Tools.

Limited Availability of Forecasting Tools.

Manager Perspective:

Choosing Right Person for a Position (Profile Matching).

Data exists at Multiple Repositories- Service Book, Personal File, PAR, APR Files.

Time consumed in Sourcing Data- Impacts Quick & Informed Decisions.

Absence of Central HR Application- Multiple HR Applications across Departments.

Non- uniform Communication Templates & Mailing list, Additional Cost of Logistics.

Difficulty in availability of Real-time Employee Record.


Challenges faced before Project Conceptualization

Employee Perspective:

Complex Vertical & Horizontal Channels of Submission.

Different Application Formats for Different Processes & Cadres.

Delay in Decision due to in- sufficiency of Decision- makers & Support- staff.

Time- lag in updating crucial Service- Book.

Non- availability of e- Learning facility to empower an employee for Continuous & Versatile Skill Development.


20% in Personnel Management and 10% in Accounting Branch Across Organizations

21%

9%

70%

Directorate of Agriculture

AdminWingAccounts

Programs

24%

76%

Agriculture Department

Establishment

Programs

6 GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 6

Agriculture & Co-operation Department Classwise strength in Department

Class of employee

Total strength in Dept.

Strength in Establishment & Accounts branch

In Percentage of Total

Class-1 20 3 15%

Class-2 28 4 14.28%

Class-3 127 30 23.62%

Class-4 38 15 39.47%

TOTAL 213 52

In Percentage 100% 24.41%

Directorate of Agriculture Classwise strength in HOD Office

Class of employee

Total strength in HOD office Strength in Admin branch

Strength in Account branch

Class-1 27 1 (3.70%) 1(3.70%)

Class-2 94 1(1.06%) 3(3.19%)

Class-3 187 63(33.68%) 23(12.29%)

Class-4 33 7(21.21%) 3(9.09%)

TOTAL 341 72 30

In Percentage 100% 21.11% 8.79%


Agriculture & Co-Operation Dept.


The Pillars

G

B

• e-Filing of returns

• e-payment of charges

• Applying for licenses

C

• Passport application

• License application

• Land records

• Birth Certificates

G

• Police Dept. • Passport Office • PF Dept.

E

• E-Office • Payroll & payments • Leave and Attendance • Internal Processes



HR- Related Processes in SATHI

Sr. No. Process/Module

1. Calculation of Vacancies, Manpower Planning

2. Employment Record and Details

3. Employee Training

4. Employee Leave Management

5. Employee Appraisals (PAR)

6. Recruitment

7. Promotions

8. Management of Transfers and Postings

9. Disciplinary / Vigilance Cases

10. Sanction of Exit / Retirements

11. Benefit Management Module

12. Pay Fixation

13. Management of LTC / Home Travel

14. Deputation / Lien

15. TA/DA Management

16. Medical

17. Roster Management

The difference the project made to the Stakeholders

ORGANIZATION

Redeploying administrative services to field services

Reduced cost of logistics due to automated workflow approval process

Reduced usage of paper due to online submission, approvals and notifications

Online marking of attendances leading to saving of personal transportation cost

Savings in valuable real-estate/ physical space needed to maintain/ preserve physical records, furniture and fixtures, storage equipment and costs, and logistics

OFFICERS/ EMPLOYEES Online availability of own and team information

for decisions and service delivery.

Single source of data for informed decision making.

Empowering employees to plan and manage their skill development.

SATHI Mobile, with 25+ services, is enabling employees to perform critical administrative activities anytime anywhere.

Manage learning and virtual meetings using SATHI Mobile.

Access to reports using mobile.

Real time access to own data such as service book, posting profile, compensation profile, etc.

GENERAL ADMINSTRATION DEPT, GOVERNMENT OF GUJARAT 11 GENERAL ADMINISTRATION DEPT. GOVERNMENT OF GUJARAT 11

Present And Future Of Personnel Management

Department Secretary

Deputy Secretary

Under Secretary

2-3 Section Officer

2-4 Deputy Section Officer

Head of Department

Asstt / Dy Director

Administrative Officer

Head Clerk

2-3 Senior Clerk

2-3 Junior Clerk

Office Head

Head Clerk

2 Senior Clerk

2-3 Junior Clerk

SATHI

Secretary

First Support / HoD

Head of

Office

All Employees

All Employees


SATHI on Mobile - M Governance to Empower Employees

SATHI Mobile App is Available on iOS, Android and Windows Mobile Platforms

It Gives access to Leave, Reports, News, Career, e-Learning Content, Salary Information, Phone Book and Organogram


National and/or State common Infrastructure being leveraged

SATHI Solution, due to security reasons, works only on GSWAN Intranet– Gujarat State Wide Area Network.

SATHI Mobile, with its limited features, however, works on mobile networks.

SATHI hardware is hosted in SDC – Gujarat State Data Center. The production server is placed in a highly secured zone, manned 24X7 by a highly trained personnel.


The Intuitive User Interface, Key Functions over Mobile Platform, ERP Approach Make the Project Special

SATHI Mobile, undoubtedly, is one of the largest mobile app offering 25+ employee and manager services ranging from leave apply, approval of leaves, view balances, view posting-history, view performance appraisal summary and many more.

Learning Solution on Mobile App: empowering officers and employees to manage learning courses at their own convenience.

Using Mobile solution to manage virtual meetings, virtual class room trainings.

SATHI Mobile as a medium to monitor disaster relief operations and updates.

Easy and Real-time access to employee data thereby leading to quick and informed decision.

Reduced turnaround time for HR processes due to automated workflow, approvals and auto order-generation and auto-distribution to process specific mailing list.

Significant saving potential due to reduced usage of paper based processing, reduced logistics cost, elimination of positions in support functions and elimination of transit loss.

One source for employee interface, easy to navigate, simple and Visually Appealing UI with maximum 4 clicks for User to reach the transaction screen.

Challenges: data digitization, user adoption, change management.


SATHI – New Model of ERP System for Government

• Potential Saving of significant Manpower from Establishment Functions.

• Substitution of Class III Establishment Function – Faster Decision Making (Two person to process vs 4-6 persons).

• Rule Book Hardwired.

• No Delay In Communication – Spontaneous.

• No Parallel Set-up for Service-book maintenance & Up-dation.

• Record Always Current.

• Every Change effective for upcoming Transactions.


Sample Screen Shots – Leave Application






Sample Screen Shots – Leave Approval










System Generated Orders –

Saves Support Staff and

Does at the Same Instant



Preconfigured Mailing List

Sample Screen Shots – Leave –Validation/check


Alert clarifying non- entitlement

Sample Screen Shots – Head Quarter Leave


Scope For Replication

SATHI is not a replication of any other project.

Solution built on SAP COTS Product. Customization Owned by Govt of Gujarat. Tripartite Agreement to enable roll out to other Government Organizations.

It is an initiative in its kind, with modular build of all Employer-Employee transactions in the Government with integration of all modules.

In the future phase, the solution will be rolled out to all 4.8 lakh employees under Govt. of Gujarat. This includes autonomous and semi-autonomous bodies.

SATHI can be adopted by other State and Central Govt., with minimum changes.

Roll out opportunity at other state and Central Govt. Departments, Undertakings, etc.

SATHI Solution has opened new avenue for partnership model in service delivery. While there is no PPP model, adopting SATHI Solution will attract size discounts, in addition to a provision for 20% royalty to Gujarat State.


Sustainability

SATHI Solution is built on scalability to ensure faster and quicker roll outs in future

Hardware has been procured keeping in mind the future rollout covering all the employees of Govt of Gujarat

Licensing Agreement with SAP is highly flexible with size discounts.

Dedicated budget, drawn from department

Dedicated HRMS Specialist Personnel drawn from experience, domain knowledge, IT skills

Implementation of SATHI with increased number of Organizations and users will result in saving support manpower currently engaged in HR-related processes. In other terms, the human resources saved through SATHI as such may be deployed in field for public service delivery.


Way Forward and Roadmap of the Project

Roll out to cover all employees of 26 Departments right to village level

Future roll out to include autonomous and semi-autonomous bodies across Gujarat

Encourage other State/ Central Govt Departments to adopt the solution due to: Reduced deployment time for prospective adopters,

Taking advantage of efforts put in by Gujarat Government

Gujarat gets royalty from adoption, thus making SATHI generate own funds

Achieve optimized ratio of 92:8 for Field Staff and Administrative staff leading to increased citizen centric service delivery and also save administrative costs by re-alignment of staff

Facilitate user adoption by anchoring change management.


SATHI – Three Dimensions

Policy

•Manpower Need Analysis

•Resource Forecasting

•Vacancy Distribution Across Districts

•Cash Outgo - Medical / Travel Costs

•Employee Strength for different Job Functions

•Visual Posting Profile for Team Building / Interest Avoidance

•Skill / Competency Based Search of Employee Database

Management

•Employees Analytic – Age, Demographic

•Position Analytics – Filled, Unfilled

•Human Resource Budgeting

•Talent Management - Skill / Competency Assessment, Training

•Monitor Admn Processes – PAR, DPC, 50-55 Review

•Monitor Work Process – Loan/ Advances, GPF, etc

•Online Alerts & Notifications

Employee

•Employee Profile – Service Book – Complete Transparency

•Standard & Uniform Application of Rules

•Faster Benefits Management

•Online Learning – Skill/ Competency Enhancement

•Skill Position Matching – A Job of Employees’ Liking

•Talent Profile & Feedback on Performance

•Empowering & Motivating Employees


Challenges

Challenges

Data Digitization

User Adoption

Process Re-engineering

SATHI may Succeed ONLY IF Every Decision Maker is Computer Savvy.


Sample Screen Shots – LTC Application


Sample Screen Shots – LTC Application


Sample Screen Shots – LTC Approval


Sample Screen Shots – LTC EL Encashment


Sample Screen Shots – LTC EL Encashment


Sample Screen Shots – NOC for Personal Foreign Visit






Sample Screen Shots – NOC For Passport


Sample Screen Shots – NOC For Passport


Sample Screen Shots –Annual Property Return


Sample Screen Shots –Annual Property Return


Sample Screen Shots – Performance Appraisal (PAR) :Section 2 – Self appraisal


Sample Screen Shots – Performance Appraisal (PAR) :Section 2 – Self appraisal


Sample Screen Shots – Performance Appraisal (PAR): Section 3 – Reporting officer






Sample Screen Shots – Performance Appraisal (PAR): Section 3 – Reviewing officer


Sample Screen Shots – Performance Appraisal (PAR): Section 4 – Reviewing officer


Sample Screen Shots – Performance Appraisal (PAR): Employee decision


Sample Screen Shots – Transfer & Posting








Sample Screen Shots – SATHI Mobile Application View






Documents

SATHI - aphrdi.ap.gov.inSATHI – System of Application of Technology for Human resource Improvement A major G2E initiative to transform administrative and personnel functions Part