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Tamil Software
அழகி மென்பொருள்
  
Tamil-English bilingual webmagazine dedicated to education of the masses through E-books, articles, worldwide informations, Slideshows,
Presentations on various subjects, photographs and images, moral and objective oriented stories and Lectures including audio and video

Pie charts to analyse CM's time mgmt

Courtesy: D. Ganapathy, Mumbai

Pie charts to analyse CM's time mgmt
Jumana Shah

A novel and interesting concept seems to have emerged from the stables of Gujarat chief minister Narendra Modi's office to monitor his time.

In tune with revamping the CMO's processes, a special CMscheduling team has been put in place which manages his appointments, engagements and basically overall time management. Sources in the know of the process claim that in recent times, a lot of focus has been put on maximum utilisation of CM's time and 360 degree evaluation is done.

HIGH-TECH GOVERNANCE

At the end of every month, a detailed analysis of how he spent his time in the last 30 days in the form of a pie-chart is given to him. He then reviews it with his close aides and advisors and decides how to use his time more effectively. "For instance, we closely monitor how many hours he spent on interaction with bureaucrats, visitors, politics, party (BJP), public campaigns like Krishi Mahotsav etc, social campaigns, travelling, public rallies etc. At the end of the month, this is presented in a pie chart to debate if the time was used effectively, and plan ahead," a close aide of the CM said. The team also does daily task planning.

A lot of impetus is put on documenting every decision. "The influences while taking any decision are minutely archived for further reference. This was not done earlier and it has indeed helped internal processes," the aide said. Another intriguing aspect is on capturing everything that the CM says, wherever he is. "He tosses up a lot of ideas when talking to people. Earlier these thoughts just bounced off and were only selectively pursued, but now, there is a system that as soon as an idea is aired, it is assigned to the respective department for a feasibility check and entered online in the IWDMS's (integrated workflow and document management system) 'Ideas to execution' programme. Each second counts.

At the end of every month, a detailed analysis of how he spent his time in the last 30 days is given to him in the form of a pie-chart. He then reviews it with his close aides and advisors and decides how to use his time more effectively.

Here there is a regular update visible to all in the CMO on the progress of every project. Even in public rallies, he sometimes makes commitments for the said region.We make it a point to ensure that commitments, if feasible, are delivered," says an officer on special duty in the CMO. To sum it up, he simply ensures that the CM is particular about his time

CMO's system is ISO certified too
Jumana Shah

The success of SWAGAT is inherentlylinked to the internal seamless functioning of the chief minister's office. It is perhaps not so surprising then that in January 2009, the Gujarat CMO was the first in the country to acquire the ISO 9001: 2000 certificate for its processes.

But the notable aspect here is that the certificate was not attained as a piece of paper to flaunt, but the processes in the CMO have actually undergone a distinct change. Officials in the CMO claim six main sections of the CMO have undergone remarkable reforms the secretariat functions; public relations office; general administration of the CMO like human resource management, training of CMO's 60 employees etc; Jan Sampark - the CM's points of contact with general public - and last but not least, the usage of information technology (IT) for all internal processes.

The Gujarat CMO was the first in the country to acquire the ISO 9001: 2000 certificate for its processes

"A gap analysis was conducted before applying for the certification and according to the ISO standards processes were reworked. Majority of CMO is online. 80% of CMO is paperless," says a senior officer on special duty perched behind a compact laptop on a spotless desk.

As for IT, an internal system for the CMO called IWDMS (integrated workflow and document management system) is being used since the last five years.

67 new processes have been developed. A lot of impetus is being put on recording every interaction of the CM with visitors, state bureaucrats, ministerial cabinet, politically and even with general public at mass gatherings. A new application called 'ideas to execution' has been developed where the status progression of every idea and activity can be seen.

"Any communication with the CM is online. Anyone wants to seek his appointment; any application etc is all done online. CM receives over 500 mails everyday, but after screening and filtering, synopsis of around 150-200 mails is sent to him everyday. He comments and reverts back on every mail daily. He forwards it to respective departments and follows up on a monthly basis. Every mail he receives is archived and docketed properly,' the official says.

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