BPAG-173

UNIT 4
ROLE OF ICT IN ADMINISTRATION
TOPICS :
• 4.1 Introduction
• 4.2 Role of ICT in Administration
• 4.2.1 Internal Administration
• 4.2.2 Planning and Decision Making
• 4.2.3 Service Delivery
INTRO:
• ICTs have emerged, as major instruments in facilitating and enabling
the restructuring of hierarchical organizations, re-engineering of
work processes, and effective and participative decision-making.
• In this Unit, we will discuss the role of ICT in facilitating three vital
areas of administration, namely,
• Internal Administration;
• Planning and Decision Making; and
• Service Delivery
ROLE OF ICT IN ADMINISTRATION
• ROLE OF ICT IN ADMINISTRATION
• ICT enables administration to be efficient and effective by facilitating the three
core areas Role of ICT in Administration of its functioning.
• It helps administration perform its public functions by simplifying the work
processes and internal functioning via internal computerization and
automation, thus fostering transparency and accountability.
• Further, ICT facilitates policy formulation through multi-stakeholders
participation enabling administration to incorporate the ideas and suggestions
of professionals, academicians, private sector, civil society organizations,
media, community, and individuals in policy making.
• In addition, it renders public goods and services to the people by making the
service delivery much more convenient, citizen oriented, and cost-effective.
Internal Administration
• ICT (Information and Communication Technology) has a significant
impact on internal administration in various ways, as outlined in the
provided text:
• 1. Streamlining File Processing:
• ICT reduces delays in file processing by enabling online movement of
files.
• When one official completes their part, the file is sent online to the next
official, eliminating unnecessary physical movements and saving time.
• Computerized databases allow for quick access and reduce the need
for frequent file movements.
• Centralized Storage:
• ICT promotes centralized storage of files and data, making maintenance
easier and reducing storage space and security risks.
• Electronic storage allows for easy location and retrieval of information,
improving efficiency.
• 3. Efficient Communication:
• ICT establishes an efficient communication system between departments
and employees, reducing time wastage.
• Technology facilitates collaboration, connectivity, and integration between
departments, increasing overall productivity.
• This benefits not only the organization but also citizens by improving
service turnaround times and transparency.
• Skill Enhancement and Adaptation:
• ICT shapes the department's environment and enhances the
knowledge and skills of administrators and staff.
• It facilitates organizational learning, information sharing, and
adaptation to the changing global environment.
The shift from traditional to electronic
administration
• Traditional Administration:
• Relies on unwieldy paper files.
• Follows a hierarchical authority structure.
• Focuses on expenditure.
• Involves batch processing.
• Results in delayed access and responses.
• Requires manual data entry.
• Emphasizes routine, repetitive work.
• Often lacks IT proficiency.
• Maintains the status quo.
• Electronic Administration:
• Utilizes computer-based files.
• Employs networked power structures.
• Empowers through information sharing.
• Prioritizes performance.
• Adopts online processing.
• Offers instant access and prompt responses.
• Utilizes electronic data entry.
• Allows more time for creative work.
• Encourages IT proficiency.
• Focuses on continuous improvement.
 Planning and Decision Making
• ICT (Information and Communication Technology) plays a vital role in planning
and decision-making in administration through various applications:
• 1. Information Systems:
• Electronic databases store information that can be shared and used for
decision-making.
• Data collected for one purpose can be repurposed for multiple policies and
plans.
• Geographic Information Systems (GIS) support planning and decision-making
by integrating maps with spatial databases, helping government departments
make informed decisions about various issues, including urban development
and resource management.
• Connectivity:
• LAN (Local Area Network) and WAN (Wide Area Network) connect government
departments both horizontally and vertically.
• This connectivity facilitates the seamless transfer of files, records, information,
and notifications within the intranet.
• It allows state headquarters to stay linked with district offices and even villages,
enhancing policy monitoring and project implementation and monitoring.
• 3. Video Teleconferencing:
• Video teleconferencing enables urgent discussions with senior officers without the
need for physical meetings.
• This technology helps government leaders confer on pressing matters and
communicate with district officers without the need for travel.
• It proves effective in managing natural calamities, health crises, and state-wide
campaigns.
• Citizen Participation:
• ICT supports citizen participation in decision-making through e-polls, e-
consultations, and e-discussions.
• Political parties, governmental institutions, NGOs, and media gather
opinions and feedback from the public on policy matters and important
issues.
• These inputs are valuable for planning and policy-making by the
government.
• ICT enhances the efficiency of administration by making data more
accessible, communication more efficient, and citizen engagement in
decision-making more feasible.
  Service Delivery
• ICT (Information and Communication Technology) significantly improves
service delivery in administration by offering the following:
• 1. Accessible Information:
• Government departments host comprehensive information in local
languages on their websites.
• Notifications and Acts are also available online, making information
easily accessible to people in remote or disadvantaged areas.
• Integrated and Seamless Services:
• ICT enables the integration of all services, service providers, and service
channels.
• Citizens can access services seamlessly through the internet, telephone, and
service counters, eliminating the need to travel.
• Single window systems, such as web portals or Common Service Centers
(CSCs), provide easy access to various government services and information.
• 3. Convenience for Citizens:
• Citizens can conveniently access services from any location and in their
preferred language.
• Quality services are provided through accessible points, improving comfort
and satisfaction.
• 4. Multiple Service Channels:
• Government uses various electronic channels, including the internet, websites,
computers, CDs, mobile devices, and more for service delivery and awareness
generation.
• ICT ensures service delivery to remote areas with connectivity and bandwidth
challenges.
• 5. Transparency and Accountability:
• Government departments become transparent in sharing information,
ensuring people's right to information.
• ICT reduces administrative burdens, streamlines case disposal, and enables
internal monitoring, reducing delays and corruption.
• ICT in service delivery enhances public access, transparency, and efficiency,
making services more citizen-friendly and accountable.