Implementation of

Odisha State Workflow Automation System

(OSWAS)

Electronics and Information Technology Department

Government of Odisha
Agenda

1 Introduction to OSWAS

2 Objectives

3 Modules and Features

4 OSWAS 2.0 Features

5 Project Governance Structure

6 Journey So Far

7 Outcome
 Introduction to OSWAS
Vision:
To improve the Accountability, Transparency & Effectiveness in Government
Administration by transforming the government functions and processes.
Mission:
To ensure Digital Processing of File and Correspondences across the state along with
outlining the procedures for efficient and effective management of secretarial practice

OSWAS 1.0 Initiation : 2009-10 Support Phase : April 2013 – Nov 2019
OSWAS 2.0 Initiation : 2017-18 Support Phase : Jan 2019 – Dec 2024

Lead Department :
Dept. of Electronics & Information Technology, Govt. of Odisha

Stakeholders :
Governor’s Office, CM Office, CS Office and all Departments, Odisha Secretariat
SI - Tata Consultancy Services
Objectives Objectives
1 Single Integrated platform for automation
of Government functions

2 Smarter Processing for Files and

Correspondences

3 Enterprise approach across the State

4 Transform Government Processes across Dept.

5 Establish collaborative work environment

6 Move towards Digital Work Environment

OSWAS : ( A Journey from Secretariat Offices to Statewide Digital Office Reform)
➢ Electronic processing for automation of Government Functions
➢ Adoption of Digital Technology for smart governance
2025
• Technology
Upgradation
Implementation • AI / ML/ RPA
2025 Features
at Block & Tehsil
• Cloud Ready
offices • Micro
Services
2020-24 • Performance
and
Scalability
• Enhanced
2019-20
• Implementation at Features

Directorate/District/Corporati
on Offices towards
Stabilization Phase and Statewide Application with
OSWAS 2018-19 Plan for implementation enhanced features.
beyond State Secretariat
2013
Revamped (OSWAS 2.0)
• Upgraded to OSWAS OSWAS Highlights
2008-09
Gathered Momentum
2.0
• 18000+ User Base (present)
• Upgradation of • End to end file
• 625+ Offices coverage across States
Infrastructure processing seamlessly

Initial Challenges
• Awareness on Knowledge • Technology Upgradation • 4000+ VPN Users
• Infrastructure and Benefits on Electronic
processing to Department
including Infrastructure
and DC-BCP
• Coverage across government departments,
• Server Users Upgradation directorates, district offices , police
• End User • Extensive User Training
• Adaptability towards establishments , corporations etc.
Digital Transformation
 Modules & Features
Core (14 modules)
Odia language
• Portal • Communiqué System (Internal
support 24x7 secure Digital Signature
• Dak / Correspondence Messaging) access
Management • Organization Structure
• File Management Management
• File Processing • Dashboard Integration with 3rd
• Files Room / Record Room • Notice Board party systems Online publishing of SMS and e-Mail
• Document Management • MIS Reports Notices and circulars Notifications
• Knowledge Bank • Audit Trail Management
• Workflow Management • Advanced Search Engine
Common (7 Modules) MIS and
Dashboards
• Leave Management • RTI Creation of Knowledge Suite of real time
• Vehicle Management • Court Case Management Base in secretariat Executive Dashboards
• Online Telephone Directory • Assembly questions
• Tour and Travels Security and
Remote Access
(VPN)
Compatible to all Remote access through
devices VPN
 OSWAS 2.0 - Feature

Generic User Interface Core Applications

• Open Source Technology Stack • Personalization • Dynamic Template Management
• Integration and Interfacing Capability • Web Responsive • Customizable and Configurable
• Multilingual with Odia Support • Cross browser compatible Workflow
• Integrated Support Request • Integrated DMS
Management • Search
• Scalable solution: New Module • Knowledge Base
addition facility

Accessibility Security Framework

• Accessible remotely over VPN • Hosted in secure secretariat data centre and
• Accessible over SecLAN and Secretariat Wi- BCP at OSDC as well as NDC DR
Fi • Spring Security Framework
• Accessible over all Mobile devices • Secured role based User authentication
through Digital Signature and OTP
 Highlights

Dashboards and
SMS and Email Browser Agnostic Personalization
Worklist

Business Noting with Digital

Mobility Workflow
Continuity Plan Signature

Single Sign On
Odia Support Database Agnostic Search Features
Capable
 Project Governance Structure

High Level
Committee Process Uniformity Across the Departments
headed by Chief
Secretary

Oversee
Standardized file numbering system viz., (Dept-SEC-COL-No-Year)
Committee
headed by
Principal Secy to Imparting Computer Fundamental training and application training to all users
Governor
Technical
Committee
headed by Appointment of nodal officers across departments for monitoring of OSWAS
Director, IIIT-
Bhubaneswar
Workshop conducted for sensitizing nodal officers

Department Mandates by senior officials to process all files electronically

Nodal Officers
& Key Users
Monthly review meetings by Committees & all secretaries for smooth implementation

Initiatives taken by Government of Odisha

Usage Growth

4473408
3589740
4500000

2883532

2809077
4000000
3500000

2169568
FILES_CREATED

1889335
3000000
1632836

1580381
DAKS_CREATED

1296141
2500000

1244205
1205520
2000000 PROCESSED_FILES
936034

909460
812462

739434
731440
PROCESSED_DAK
451835

448391
1500000

254946
172921

147837
122975
1000000 LOGGED_IN_USERS
86900
76314

12288
10199
7895
4904
3079

3824
500000
0
2019 2020 2021 2022 2023 2024
Number of Offices
700
600 635
500
400 421
359
300
200 171
100 46 48 118
49 50 50 50 81
0
201320142015201620172018201920202021202220232024
Impact Assessment
Before After

Processing time of Easy search and retrieval of

Cases/GOs/GRs was in days in 74+ Lakh Records
manual mode
58+ Thousand of Digitally
Prone to destruction & Secured Notings
manipulation of Data
Real time Dashboards for
Compilation of information KPIs
/reports
System driven file
Lots of man hours needed for processing resulted in
file processing saving of man hours

Highly paper intensive Less paper Environment

Little access control Secured access control

11
 Journey so far
• Electronic processing for automation of Secretarial Functions
• Adoption of Digital Technology for smart governance

Present Stage

Gathered Momentum Revamped

• Upgradation of Infrastructure • Upgraded to OSWAS 2.0
• Knowledge and Benefits on Electronic • Electronic Processing of File and
processing to Department Users Daks with end to end processing
• Training on OSWAS to Users • Secured VPN

Initial Challenges
• Infrastructure
• Server Gradual Adoption : 2013
• End User
• Adaptability towards Digital
Transformation User Base
• 45 Departments including CM and CS Office
September 2009 • 92 Directorates
• 28 Collectorates
• 22 corporations
• 18000+ Users
 Implementation Outcome

Before After
Reduction in file cycle time By 70-75%

Processing time of Easy search and retrieval

Cases/GOs/GRs was in days of 74+ Lakh Records
in manual mode a 41+ Lakhs of Papers
Saving of Papers across Years
58+ Thousand of Digitally
Prone to destruction &
Secured Notings
manipulation of Data Centralized file/correspondence 0 manual register
a
numbering system entries
Compilation of information Real time Dashboards for
/reports KPIs
Easy and Fast access to 2+ Lakhs Less than 4-5
of orders/rules Seconds
Lots of man hours needed for System driven file
file processing processing resulted in
saving of man hours
a Approx. 469+
Online Tracking of Files
Highly paper intensive Thousand Files
Less paper Environment

Little access control Secured access control

a Digitally Secured Noting across Approx. 58+
Department Thousand Noting

Quantum increase in Government Efficiency

Thank you