State eGovernance Mission Team (S.e.M.T)

The 'State eGovernance Mission Team (S.e.M.T)' is an initiative taken by the Government of Meghalaya as per the capacity guidelines formulated by the Planning Commission & Department of Information Technology (Government of India).

Formation and Functioning of S.e.M.T

The Meghalaya State e-Governance Mission Team (SeMT) was formed in the on theSeMT 13th August, 2008 to support the Leadership and Vision Level (Program Steering Council/Apex Committee) and function as the secretariat and full time internal advisory body in undertaking e-Governance projects. This team is responsible for undertaking the groundwork for providing an overall direction, standardization and consistency through program management of the e-Governance initiatives in the state of Meghalaya. All interdependencies, overlaps, conflicts, standards, overarching architecture, security, legal aspects, etc. Across projects as well as core and support infrastructure shared across several projects would fall under the scope of work of S.e.M.T.

Roles and Responsibility of S.e.M.T

The Meghalaya SeMT has 4 different wings (Program Management, Change Management, Financial ManagSeMTement, and Technology Management). The Department of IT has allocated five resources under the four different wings to start with, considering the existing e-Governance initiative in the department. The responsibilities of the team are highlighted below:

Wing 1: Program Management

  • Interagency Coordination
    • Interact with the State e-Governance Apex Committee and other relevant governance bodies to identify their issues and concerns in matters related to the implementation of NeGP
    • Provide inputs to the State e-Governance Apex Committee and other relevant governance bodies on various matters related to e-Governance and help them understand and analyze the policy guidelines issued by various Central Agencies/Committees etc
    • Support State e-Governance Apex Committee in resolving interdepartmental coordination issues related to technical, architectural, support, inter dependency, standards, security, core, and support or shared infrastructure issues etc.
  • Programme Management
    • Develop and establish suitable Programme Monitoring Framework for the State under guidance from the State Nodal Agency
    • Monitor the implementation of various MMPs and NeGP components in the State and provide inputs to the Purchaser
    • Analyze the progress of the NeGP in the State and highlight any issues/ slippages to higher authorities
    • Ensure that the different e-Governance projects being developed are in alignment with the overall objectives of NeGP
  • Capacity Building
    • Assist the individual departments of the State Government in creating a dedicated team for conceptualizing and undertaking e-Governance projects in their departments
    • In close coordination with the Purchaser, assist the State Government in addressing the issues related to Capacity Building
  • Financial Management
    • Oversee the status of fund utilization by various Departments of the State towards various aspects of NeGP
    • Ensure Financial Appraisal of project reports received from the various State Departments
    • Manage the financials of the S.e.M.T and provide regular inputs to the Purchaser
  • S.e.M.T Management
    • Oversee the functioning of SeMT and ensure that it is able to suitably meet the requirements of the State Government in implementation of NeGP
    • Prioritize and allocate available resources/ work to the SeMT Personnel to ensure effective service delivery within the defined structure.
    • Clearly establish performance targets for the SeMT personnel in line with their assigned roles
    • Identify developmental needs of the SeMT personnel and ensure that specific training interventions are administered
  • Miscellaneous
    • Ensure that the requirements of State Departments in matters like preparation of EoI/ RFP/ Contracts/PPP and other related matters are suitably addressed
    • Identify Change Management needs of the Departments and formulate change management strategies in consultation with the State IT Department/IT Society/External Consultants
    • Support the State Government in the roll out of Awareness and Communication efforts as part of the NeGP

Wing 2: Change Management

  • Change Management
    • Identify Change Management initiatives as part of Government Process Reengineering exercise
    • Synchronize change management efforts with the State/ National level initiatives
    • Provide capacity for scaling up of resources as and when required
    • Provide stronger focus on change management through efficient communication, workshops, trainings etc.
  • CBMC Management
    • Support the State Departments in sourcing of the proposed PeMTs
    • Coordinate and work closely with the CBMC team and assist them in the implementation of CB Scheme
  • Capacity Building
    • Develop and implement action plans based on the Capacity Building roadmap and training strategy to achieve the State wide capacity building targets
    • Identification of State wide Training and Capacity Building needs of the state department personnel
    • Analyze training needs to develop new training programs or modify and improve existing programs
    • Conduct assessment of the existing training infrastructure in the state and development of action plan to improve their capacity to lead the training interventions in state
    • Identification of external training agencies and supporting the State Departments/ State Government in Empanelment process for these agencies
    • Development of course content and training programs aimed at Capacity Building for management and implementation of e-governance initiatives
    • Provide support in development of programs aimed at sensitizing the senior political and executive leadership towards e-governance initiatives
  • Business Process Reengineering
    • Ensure assistance in identification of the capacity and all other gaps in carrying out BPR exercises and develop plans to address the same
    • Ensure assistance in the prioritization of the BPR initiatives related to a particular e-governance initiative
    • o Ensure program level monitoring of the BPR initiatives being carried out by different departments and ensure uniformity as wel as adequate level of synchronization among them
    • Provide inputs on the institutional/ legal/ procedural implications of planned process changes and ensure that the respective Departments are sufficiently informed on the same
    • Lead and direct creation of knowledge by collecting and providing benchmark as well as best practices for different processes to the State Departments to avoid duplication of effort and to shorten the learning curve
    • Study the projects of various departments and suggest prospective use of tools like BPM (Business Process Management) etc , or alternatively guide them on best way forward
    • Formulate strategy to increase the awareness among the State Departments/ PeMTs about the importance of BPR exercises
    • Liaise with the BPR team at DIT and provide critical inputs for designing guidelines and policies around various Government Process changes

Wing 3: Financial Managemen

  • Financial Management
    • Analyze and understand the requirements of various State Departments in relation to Financial Management of the e-governance projects
    • Develop and support in establishing suitable Financial Management processes in the State Departments in line with overall policy guidelines issued by the Purchaser
    • Analyze various PPP models possible for e-Governance projects with State Departments and support in design of appropriate model
    • Monitor the funding status of various e-Governance projects and collect data on utilization of funds
    • Prepare reports on the fund utilization and provide inputs to the Purchaser as wel as the State Apex Committee
    • Support the State Apex Committee in decision making process for matters related to financing of e-Governance projects
    • Track expenses, ensure proper allocation and use of funds, review budget revisions and ensure timely payments to vendors
  • Financial Appraisal
    • Support State Departments in Financial Modeling of the e-governance projects
    • Appraise the project reports for their financial viability and provide expert advice to ensure financial robustness of the projects
  • Contracts & Procurement
    • Support State Departments in developing standard Contracts, RFP and other relevant guidelines
    • Support State Departments in vendor evaluation and deployment

Wing 4: Technology Management

  • Design & Architecture
    • In coordination with the Technology Division at DIT, define and implement the standards for Application Development, Database Design and Infrastructure Deployment
    • Support the State Apex Committee in decision making on technological issues related to e - governance Study and prepare status reports on IT Infrastructure of State and assist the State Government in its improvement
    • Analyze the existing/ proposed projects for their provisioning of Strategic Control, Disaster Recovery and Business Continuity
    • Assist the State Government in coming up with a robust IT infrastructure to support the roll out of e - governance projects
    • Ensure that individual project level initiatives are interoperable, standardized, scalable and secure across various areas of software, hardware and infrastructure
    • Partner with the PeMTs and help them in developing technical standards/ architecture/ product specifications for the e-governance projects
  • Technical Appraisal
    • Conduct Technical Appraisal of the various project reports received from the State Departments
  • Miscellaneous
    • Assist State Departments in technical evaluations of external agency proposals related to implementation of various e-governance initiatives
    • Assist State Departments in price negotiations related to IT goods procurement
    • Support in monitoring/ help establish suitable network/ IT infrastructure monitoring system at the State level

Current Status:

Though the scope of work and deliverables expected from SeMT seems limited, the work encompasses a whole lot of advisory requirements spring up from time to time. In view of this, the following set of deliverables have been submitted by the SeMT, so far,

  1. Project Proposal for Computerization of Block Development Offices of the State of Meghalaya
  2. Project Proposal for Computerization of DC Suite Government of Meghalaya
  3. Project Proposal for Computerization of Food, Civil Supplies & Consumer Affairs
  4. Project Proposal for Computerization of Tura Municipal Board
  5. Meghalaya Information Security Policy 2008
  6. Concept Note on State e-Governance Mission Team
  7. Note on Revamping IT Website
  8. Background Note for Second Apex Committee Meeting
  9. Review and Feedback Form for Open Standards
  10. Notifications for PeMT (Project e-Governance Mission Team) formation in the Department of Education, Department of Agriculture and Deputy Commissioner’s Office
  11. Proposed Detailed Scope of Work
  12. Presentation for Discussion with BASIX
  13. Salient Points of SDC RFP for internal discussions of SeMT
  14. Standards and Policies of e-Governance
  15. Policy for Development, Hosting and Maintenance of Departmental Website
  16. SeMT - Roadmap 2009-2010
  17. Apex Committee Meeting - Presentation delivered by Mr. D.P. Wahlang
  18. Apex Committee Meeting - Presentation delivered by SeMT, PwC
  19. Follow up letters on various proposals submitted by Meghalaya IT Department to DIT, Government of India.
  20. Accompanied the IT department on the SWAN tour visiting all districts and MMP offices in the state
  21. Monitoring of state core infrastructure projects