ANALYSIS

Description of the Problem

eCitizen Information Center (eCIC) facilitates the government as well as its citizens with quick
access of all type of district level information. eCIC contains all information regarding the
districts’ facilities and their staffing.

Facility Information data collection forms, relate to information on District Government facilities,
with respect to their relevant offices and groups, as defined in the Local Government Ordinance
2001.

The information enquired is true for all offices and facilities under the administrative control of
the District Government. All stakeholders shall use this information for better planning,
development, financial management, administration, monitoring and evaluation.

The data collection forms are divided into six main categories:

Facility Basic Information

• Office Facility
• Facility Posts

Facility Budget
• Annual Budget
• Additional Allocation
• Self Generated Revenue

Development Schemes & Maintenance

• Basic Information
• Scheme Progress
• Additional Allocation
• Scheme Completion

Non-development Expenditure

Assets
• Movable Assets
• Immovable Assets

Staffing
• Employee Profiles
• Transfer/Retirement/Death
• Additional Charge
• Leave Reporting

The forms provided as annexure, have to be filled and returned to the District Information
Technology Office, by each and every individual facility with respect to its relevant office and
group. The sections to follow provide a guideline for the process involved in filling of the forms,
starting with a brief description on what is meant by an operational tier, group, office and facility,
followed by responsibility and procedure involved.

General View of Problems

Problem Area:

The area selected for the project is Computerization of e-Citizen Information

Center for District Government to facilitate general public in justification of
District Peshawar

Scope of the project:

The scopes of problem are Computerization of e-District Citizen Information

Center - Peshawar.

Objectives:

General Objectives

• Minimal Data Redundancy --- With the Database approach, previously separate
data files are integrated into a single logical structure. In addition, each
occurrence of a data item is recorded (ideally) in only one place in the database.
• Consistency of Data --- By eliminating (controlling) the data redundancy, we
greatly reduce the opportunities for the inconsistency.
• Integration of Data --- In a database, data is organized into a single, logical
structure, with logical relationships defined between associated data entities. This
makes it easy to relate one item to another.
• Sharing of Data --- A Distributed database is intended to be shared between head
office and all the branch offices.
• Ease of Application development --- A major advantage of database application
approach is that it reduces cost and time for developing the new business or
extends it into large scale.
• Uniform Security, Privacy and Integrity Controls --- The DBA function has
complete junction over the database and is responsible for establishing controls
for accessing, updating, and protecting data.
• Data Accessibility and Responsiveness --- A database system provides multiple
retrieval paths to each item of data, giving a user much greater flexibility in
locating and retrieving data than data files.
 • Data Independency --- The separation of data descriptions from the application
programs that use the data is called data independency. As a result of this, an
organization’s data can be changed and evolve with out necessitating a change in
the application programs that process the data.
• Proper Standardization and Format Make Ease --- Proper standard and format
make ease to create new record, update, delete a record.

Computer related Objectives

• One stop services for Researcher, District Nazism, Donors

• Adheres to national standards for planning and developments.
• To promote e-commerce by associating business enterprises and chambers
of commerce.
• Bring Transparency in government process
• General public directly Connected to Government for their problems

Description of existing solution

The objective of the NRB(National Reconciliation Bureau) is to collect all the
information regarding the districts’ level developments and many other information
related to it as soon as possible, so for that reason the NRB has to communicate with
different departments. Mainly all of the work is manual but some of the work is carried
out through computers using MS Excel and/or MS Word. Some of the paper work is
transformed to Excel Sheets. Using these sheets and manual system report compilation is
very difficult. The data in these registers and Excel sheets is redundant and inconsistent.

There is no direct communication link between the head office and the branch offices
using computer. The head office and the branch offices communicate through
conventional post. If there are some urgent requirements of reports then these are sent
through Fax and the original documents are sent through post or TCS. This method is
unsafe and also a large amount of time is wasted.

Structure:
The overall working structure of eCIC is divided into several parts. The name of each
section and its description is given below:
Facility Basic Information
• Office Facility
• Facility Posts

Facility Budget
• Annual Budget
• Additional Allocation
• Self Generated Revenue

Development Schemes & Maintenance

• Basic Information
• Scheme Progress
• Additional Allocation
• Scheme Completion

Non-development Expenditure

Assets
• Movable Assets
• Immovable Assets

Evaluation of Existing solution

Advantages

Following are the advantages of manual system:

• Simple.
• Easy.
• Cheap.
• No Special Education Needed.

Disadvantages

Data Redundancy
In the existing manual system information about the facilities’ development schemes,
budgets and demographics are stored at the head office as well as at the branch offices
thus making the data redundant.

Slow and Inefficiency

Retrieval and processing of information about the facilities’ development scheme, budget
and demographic is very slow and inefficient, a clerk at has to go through a number of
registers to prepare a report.
Difficulty in Security
It is very difficult to maintain security of the record about the facilities’ development
scheme, budget and demographic as each and every person can access the information
quite easily and can change the information about a particular record.

Inefficient Reports

It is difficult to generate reports about the facilities’ development scheme, budget and
demographic.

Record Maintenance
Files and registers are used to maintain record. Theses record are saved for some specific
period and then washed out. So, extra cost is required to maintain these records. A new
employee will be unable to understand the exact track of these records. That is why most
of the records may lose.

Calculations Errors
There may be mathematical errors while generating bills manually therefore organization
may suffer. In manual system errors are very common.

Poor Data Transformation

Poor data transfer from one place to another. If location A want to sent a file to location
B, it takes lot of time and resources.

Poor Standardization
In manual system there is no standard for naming things and locations.

Inflexibility and Inconsistent Data

Manual file processing system is not flexible and not consistent.

Proposed Solution

The main objective of the system is to facilitate the organization with the computer based
distributed database application. Since the organization is dispersed over different locations so the
need of distributed database is really a timely decision. With the help of this software,
organization can save a lot of time, work and of course money. We hope that this software will be
very beneficial and helpful to District Citizen Information Center or abbreviated as DCIC.

Objective of the proposed system is to provide a distributed database solution. All the branch
offices and the head have their own servers. The local user can insert, view, update and delete
their local data. They can not access data of other branches. The global user or administrator can
view, enter, update, and delete data of the head office as well as of all branch offices. The global
user can access all the data from any where in the network.

Advantages of Proposed System

Following are the advantages of new system;
• Minimal Data Redundancy --- With the Database approach, previously separate data
files are integrated into a single logical structure. In addition, each occurrence of a data
item is recorded (ideally) in only one place in the database.
• Consistency of Data --- By eliminating (controlling) the data redundancy, we greatly
reduce the opportunities for the inconsistency.
• Integration of Data --- In a database, data is organized into a single, logical structure,
with logical relationships defined between associated data entities. This makes it easy to
relate one item to another.
• Sharing of Data --- A Distributed database is intended to be shared between head office
and all the branch offices.
• Ease of Application development --- A major advantage of database application
approach is that it reduces cost and time for developing the new business or extends it
into large scale.
• Uniform Security, Privacy and Integrity Controls --- The DBA function has complete
junction over the database and is responsible for establishing controls for accessing,
updating, and protecting data.
• Data Accessibility and Responsiveness --- A database system provides multiple
retrieval paths to each item of data, giving a user much greater flexibility in locating and
retrieving data than data files.
• Data Independency --- The separation of data descriptions from the application
programs that use the data is called data independency. As a result of this, an
organization’s data can be changed and evolve with out necessitating a change in the
application programs that process the data.
• Proper Standardization and Format Make Ease --- Proper standard and format make
ease to create new record, update, delete a record.

Description of other possible solutions (including the

proposed solution)/ Evaluation of other possible solutions

- Developing web base application for ecIC will result the time management
and cost management issues.
- Pluggable components may be added later
- Good integration with WAP and wireless application Modules
- No boundaries while using WWW.
- Ready made ERP for Town planning and e-governance management
software and components.
- Web base applications for DCIC with GIS integration.

Evaluation of the advantages and disadvantages of the

alternative solutions. The choice of proposed solution should
be justified

- Citizen Oriented Applications (COA ERP)

 o Citizen Oriented Application for good governance and providing
on time services to the citizens
 Property tax base of the ULB will increase whenever a new property is
added to the base map. It can maintain a record of billing, arrears and
even crosscheck-assessed value of properties.
 Water Supply – Accurate calculations of water supplied (lpcd) to each
section of the city can be made. The pipeline network, its dia, type,
incidence of breakage, tube wells, overhead tanks and their supply can
be mapped. Gradually, sensors can be installed at each bend in the main
pipeline, so that location of leakages can be pin pointed for facilitating
instant repairs and monitoring water quality.
 Sewerage – It’s outflow, treatment, breakages can be mapped and
monitoring done, as above.
 Solid waste – Amount generated; optimum distance for carts, trolleys and
trucks can be calculated. The distance to dumping sites can be
optimized.
 Roads – Quality and type can1 be shown as a layer on the map. A visual
record of repairs can also be maintained.
 Street Lights – Working or not working and their quality can be shown via
maps. Sensors can even be attached to each lamppost for facilitating
repairs and replacements.
 Health – Incidence of malaria and other diseases can be mapped making
it faster to pin point the origin of a disease. Number of births and deaths
can be mapped; number of hospital beds/person calculated so that more
can be established, where needed.
 Municipal Education – The number of children/school can be calculated
and new education centers established where they are required the
most.
- District Resource Planning (ORP) Applications
o District Resource Planning is another possible solution for district
government resource management and resource planning.

 Inventory and Procurement Management System

 Finance, Budget and Accounts
 Human Resource Management System
 Arms License Issuance System
 Route Permit System
 Crop Statistic Management System
 Co-operative Societies Database
 Online Complaint Management System