Thejaswi U Poojary
Daijiworld Media Network - TP
Udupi, July 31: In a significant move towards administrative transparency and efficiency, the Udupi City Municipality is preparing to launch the E-Office system, with implementation expected by next month. This system, already functional in departments like the district administration, Zilla Panchayat, and Railways, has been gradually embraced by the public and is now being expanded to urban local bodies.
Currently, the municipality is in the mapping phase of the project, with trial runs scheduled before full-scale implementation. Computers and scanners required for the system have already been procured, and staff training is underway.
The municipality receives an average of 100 to 120 applications daily, which are currently recorded manually in registers. Tracking the movement of files is often a challenge, leaving citizens in the dark and forcing them to make repeated visits to follow up on their requests.
Roughly 70 to 80 percent of these applications are general requests, while 10 to 15 involve government-related services. Another 25 to 35 applications pertain to e-khata, B-khata, and other property-related matters. Although there are stipulated timelines for processing these applications, many remain pending for months, often due to staff shortages or officials being on leave or occupied with other duties. The E-Office system aims to address this by introducing digital monitoring at every stage of the process.
Under the new system, each application will be assigned a token number and tracked digitally. The City Municipal Commissioner will have oversight of all files, including details such as when an application was submitted and when it was cleared. Any delays can be identified and rectified promptly. If a backlog is observed in a particular department, it will be brought to the Commissioner’s notice, and the concerned officials will be held responsible for clearing it swiftly.
The E-Office system will also simplify application submission. Citizens can submit hard copies, which will be scanned by the inward case worker and uploaded to the system. A token number will then be issued, enabling the applicant to check the progress at any time. Delays, if any, along with their reasons, will be visible. The system ensures continuity even during staff shortages, helping maintain workflow.
On any given day, hundreds of people visit the municipality office, significantly increasing the burden on staff. Currently, 7 out of 14 Second Division Assistant (SDA) posts are vacant, along with 1 of the 4 First Division Assistant (FDA) positions. In the Health Commission department, 3 out of 6 posts remain unfilled. This staffing crunch further hampers the speed and efficiency of services.
Municipal Commissioner Mahantesh Hangaragi stated, “We are introducing the E-Office system in the City Municipality to make processes smoother for both the public and our staff. We’re arranging the necessary resources and computers, and training for staff is already underway. Our IT team is working on setting up email IDs and the digital filing system. The E-Office has already shown good results in the revenue department and district administration, so we are adopting the same model here to move towards a paperless office. The public can continue submitting applications in hard copy, which will then be scanned by the in-ward case worker and forwarded to the concerned staff. The case worker will upload it to the E-Office system, add any necessary notes, and then send it through the digital workflow for approvals up to the commissioner.”
The digital shift is expected to reduce delays, bring transparency, and ensure timely delivery of municipal services—offering much-needed relief to the citizens of Udupi.