SEVAARTH

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Registration Name : eINDIA2011/AN/288
Project Category : eGov::Best Government to Government Initiative of the Year
Project Name : SEVAARTH

Details of Applicant :
Name : Sunil Vyas
Address : Mumbai Maharashtra India
City : Mumbai
State : Maharashtra
Country : INDIA
Zip Code : 400 032

Details of Project/Implementing Agency :
Name of Organisation : Directorate of Accounts and Treasuries, Finance Department
Address : Mumbai,Maharashtra,India
City : Mumbai
State : Maharashtra
Country : INDIA
Zip Code : 400 032
Name of the head of Organisation : Sunil Vyas
Website :

Brief description of the programme/project/Initiative :
Sevaarth is a centralized web based, integrated system of Personnel Information & Payroll, developed by NIC, Pune for Govt. of Maharashtra. It is an important component of IFMS (Integrated Finance Management System) with facility for data exchange with other modules of IFMS, namely Treasury NET and BEAMS (Budget Estimation, Authorization & Monitoring System). It is the first step in the direction of achieving aim of paperless Electronic Payroll System i.e., pay bill generation, electronic submission, electronic audit and electronic payment to the employees. Maharashtra is a large State having 693 Controlling officers spread over 35 districts and 310 talukas and 12,506 Drawing and Disbursing Officers (DDOs), out of which 5,964 DDOs are at tehsil level. The Sevaarth system has been running smoothly for quite sometime now, which is indeed a creditable achievement considering the magnitude and complexity involved. Now, a central database of employees and posts is available for ad hoc queries for decision making. Similarly, a provision to incorporate UID number into the database which will enable the State Government to analyse and use the data recorded in UID, especially for making e payment to the employees directly into their accounts.

Why was the project started :
With increase in the number of employees, the Government of Maharashtra was finding it difficult to have a common database for all employees as also to generate pay bills manually after incorporating all the changes and to pay employees on due dates. Thus it was thought necessary to involve computerization for ensuring both the objectives. However, non availability of connectivity to all government offices, which are located in far flung areas of Maharashtra, posed a major problem. Therefore, a model was evolved wherein the original data was posted to a central server and an offline utility for pay bill generation was given to the user offices. It was envisaged that the updated information available offline would be transferred to the central server so that the data is updated. However, although many offices started using this version, it was experienced that updation to the central server was not being done regularly. This experience led the Government to find out alternatives and the one which is in vogue presently was devised with a central server model, wherein all the offices work online.

Objective :
1) To create effective MIS for use of various departments of the government and the Accountant General in order to provide a state wide information system to monitor various aspects thereby ensuring financial discipline & correct decision-making. 2) To eliminate time consuming, laborious and lengthy system of incorporating changes manually and preparing different pay bills manually for different employees grouped under a scheme and to enable departments to exercise effective controls over the expenditure. 3) To help each Drawing and Disbursing Officer (DDO) prepare pay bills accurately and on time4) To facilitate electronic transfer of funds to employees.
Target group : The Drawing and Disbursing officers are the most important stake holders of this system. The initial data entry about the office and the basic details of employees has to be done by the DDO. The system works on two planes -1) Assistant to the DDO and 2) the DDO, i. e. maker- checker principle is applied. All State Government offices at various levels consisting of 29 Administrative Departments at Mumbai, and 12,506 Drawing & Disbursing Officers (DDOs) spread across the State are the direct beneficiaries of the system. Out of this, 5,964 DDOs are at tehsil level. In addition, the legislature, the Office of the Governor, the High Court and other Courts, all MLA’s, various statutory commissions (Human Rights Commission, etc), Child Development Project Officers and heads of government aided institutions were to benefit from this system. The Reserve Bank of India and other banks doing government business, agency banks would also be the indirect beneficiaries with the electronic payments being started.
Geographical reach : The Sevaarth system has been running smoothly 24*7 which can be accessed from any location having internet connectivity for quite sometime now, which is indeed a creditable achievement considering the magnitude and complexity involved. The main stake holders of this system are: • DDOs • Treasuries • Accountant General (AG) • Heads of Departments • State Record Keeping Agency (SRKA) • Employees Sevaarth is a centralized web based, integrated system of Payroll, developed by NIC, Pune for the Govt. of Maharashtra. It is an important component of IFMS (Integrated Financial Management System) having facility to exchange data with other modules of IFMS, namely Treasury-NET (Treasury Module) and BEAMS (Budget Estimation, Authorization & Monitoring System). Maharashtra is a large State having 693 Controlling officers spread over 35 districts and 310 talukas and 11773 Drawing and Disbursing Officers (DDOs), out of which 5,964 DDOs are at tehsil level.
Date from which the project became operational : 1 April 2010
Is the Project still operational : YES

10 points that make the programme/project innovative?

  1. Participation by every DDO has been ensured for the system to be used universally.
  2. Sevaarth has re-engineered the whole process of monthly pay bill generation. It is a system which has simplified the complete cycle for making changes taking place during the month (e. g., transfer, promotion, demotion, increment, leave, absence, suspension etc.), updating information and generation of pay bills for establishments of various offices. It has put in place an effective Management Information System for the employee data, office details, bank details of office as well as employees and history of payments made to the employees.
  3. This system involves minimum of paperwork, and is totally accurate & reliable. The convenience of users has been the prime focus while designing and implementing the system.
  4. SEVAARTH has made effective use of Internet, it is available 24×7 on Internet (web), as well as through intranet. Thus it can be accessed from any where anytime.
  5. Apart from the on-line mode, an off line utility has been given to those DDOs who have relatively large number of employees on their establishments, e.g., Police, Health, etc. off line data can be up loaded to the central server in one go.
  6. Separate facility for State level Administrator to create or update various Masters has been made available
  7. The central database facilitates development of other related sub-systems around the main system (like Quarter Allotment system, Loan Bills, LTC bills, Employee Corner etc). Sevaarth achieves rule based pay bill calculation, which makes it easily replicable for other States.
  8. The SEVAARTH stores all data of the transactions performed by the various users and the required information can be generated in user-friendly manner.
  9. Generation of various registers at DDO level will be possible. Accuracy and reliability of information on these reports/registers shall be far better.
  10. The system will also be able to generate details of TDS returns for the DDO for a particular period. It is planned to give module to be able to file consolidated TDS returns for all the state DDO’s with the income tax authorities.

List the 5 achievements of the programme/project?

  1. Out of 11,773 Drawing & Disbursing Officers in the State, 11,515 (98%) are using the System.
  2. Out of approximately 7.50 lakh employees, data of 5, 51,638 (74 %) is available on the System
  3. After the first time pay bill generation from Sevaarth, only the changes occurring during a month to employee attributes have to be updated.
  4. The salary calculation is automatic and requires no additional effort. This results in significant saving in time and effort.
  5. Orders are generated through the system for e.g. Annual Increment Certificate

List the 5 key challenges faced while implementing the programme/project/initiative :

  1. Data collection for creating Reference Files before releasing s/w for use by DDOs (workshops for nodal officers from all Departments were conducted )
  2. Non-availability of connectivity at many Govt. Offices located in far flung areas (overcome by setting up Facility Centres at the District Treasury and Sub Treasury (Taluka) levels and supplying power generators)
  3. Proper Training to end users to cover nearly 11,773 DDO’s who are spread across the State in all Districts and Talukas. ( Training given to Master trainers to conduct end user training at different places like Mantralaya, Regional HQ, district HQ, and appointing hand-holding staff at Regional places)
  4. Handling peak load on database due to simultaneous pay bill generation by all DDOs in the last week of the month (pay roll is I/O intensive) (Problem was tackled by Scheduling the pay bill jobs submitted by DDOs and using high end servers)
  5. Conveying user requirements in clear unambiguous terms to the s/w development team since requirements have to be collected from different authorities. (Coordinator convened meetings with concerned officials as and when required)

List the 5 points how can the programme serve as a model that can be replicated or adapted by others?

  1. The Payroll software is rule based. By defining rules properly in the Reference files, paybill can be generated for any State, any Pay Commission, without any change in the source code.
  2. Standardised identification codes are being generated for all DDO’s, Schemes etc, thereby removing the dependence on the different coding schemes followed by different States.
  3. Sevaarth uses open source technology (PHP as front end language) and can be configured for any back end database. So any organisation implementing Sevaarth need not spend on procuring proprietary software.
  4. Sevaarth is being implemented for the State Govt. Of Meghalaya. It has already been implemented for CMET – Centre for Materials for Electronics Technology, an autonomous organisation under DIT, Govt. of India. It is also proposed to be implemented for the Chandigarh Administration.
  5. The strategy of integrating PIS with Payroll ensures that the employee database is always updated. It is observed that most Govt. sites / databases are not updated in time and latest information is not available.

List 5 points to elaborate on the scalability of the programme/project/initiative :

  1. Sevaarth is being used by 11,515 DDO’s as on today who are generating online pay bills covering 4.5 lakh employees belonging to various Departments.
  2. The no. of simultaneous users is not a constraint for using the software.
  3. The Reference data has been designed for covering all Departments and all districts / talukas / entire organisation. It can be customised for any State Govt. or Central and Semi-Govt. Organistaion spanning multiple States.
  4. The software can cater to all types of employees (regular, contract, employees on deputation ) in an organisation irrespective of the no. of offices, no. of DDO’s or no. of districts.
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