Role of Information Technology in Governance
E-GOVERNANCE
Electronic governance or e-governance is the application of information and communication technology (ICT) for delivering government services, exchange of information communication transactions, integration of various stand-alone systems and services between government-to-customer (G2C), government-to-business (G2B), government-to-government (G2G) as well as back office processes and interactions within the entire government framework. Through e-governance, government services will be made available to citizens in a convenient, efficient and transparent manner. The three main target groups that can be distinguished in governance concepts are government, citizens and businesses/interest groups. In e-governance, there are no distinct boundaries.
E-govemance and e-government are often used interchangeably so distinguishing between them at this stage is imperative. According to Thomas B. Riley government and governance are both about getting the consent and cooperation of the governed. But whereas government is the formal apparatus for this objective, governance is the outcome as experienced by those on the receiving end…. E-government can be more productive version of government in general, if it is well implemented and managed. E-governance can evolve into participatory governance, if it is well supported with appropriate principles, objectives, programmes and architectures.
E-government is, thus, the modernisation of processes and functions of government using tools of ICT as to transform the way it serves its constituents. As per the World Bank, e-government refers to the use by government agencies of information technologies (such as wide area networks, internet and mobile computing) that have the ability to transform relations with citizens, businesses and other arms of government. It is the use of technology to enhance the access to and delivery of government services to benefit citizens, business partners and employees. E-governance, on the other hand, goes beyond the service delivery aspects and is seen as a decisional process. It is about the jse of ICTs in the system of governance, that is, using ICT to involve multi-stakeholders in decision making and in making governments open and accountable.
Although the term ‘e-Governance’ has gained currency in recent years, there is no standard definition of this term. Different governments and organizations define this term to suit their own aims and objectives. Sometimes, the term ‘e-government’ is also used instead of ‘e-Governance’. Some widely used definitions are listed below:
I. According to The World Bank
“E-Government refers to the use by government agencies of information technologies (such as Wide Area Networks, the Internet, and mobile computing) that have the ability to transform relations with citizens, businesses, and other arms of government. These technologies can serve a variety of different ends: better delivery of government services to citizens, improved interactions with business and industry, citizen empowerment through access to information, or more efficient government management. The resulting benefits can be less corruption, increased transparency, greater convenience, revenue growth, and/or cost reductions.”
Thus, the stress here is on use of information technologies in improving citizen-government interactions, cost-cutting and generation of revenue and transparency.
II. UNESCO defines e-Governance as:
“Governance refers to the exercise of political, economic and administrative authority in the management of a country’s affairs, including citizens’ articulation of their interests and exercise of their legal rights and obligations. E-Governance may be understood as the performance of this governance via the electronic medium in order to facilitate an efficient, speedy and transparent process of disseminating information to the public, and other agencies, and for performing government administration activities.”
This definition visualizes the use of the electronic medium in the exercise of authority in the management of a country’s affairs along with articulation of citizens’ interests leading to greater transparency and efficiency.
III. The Council of Europe has taken e-Governance to mean:
“the use of electronic technologies in three areas of public action:
– relations between the public authorities and civil society
– functioning of the public authorities at all stages of the democratic process (electronic democracy)
– the provision of public services (electronic public services)”
In this case, the focus is on making use of electronic technologies with a view to encourage better interaction between government and citizens, promote democracy and provide public services.
IV. The US E-Government Act of 2002 defines “electronic Government” to mean (Section 3601):
“the use by the Government of web-based Internet applications and other information technologies, combined with processes that implement these technologies, to-
(A) enhance the access to and delivery of Government information and services to the public, other agencies, and other Government entities; or
(B) bring about improvements in Government operations that may include effectiveness, efficiency, service quality, or transformation”.
This definition reflects the strategy of the US Government regarding the use of ICT in improving Government operations on the one hand and enhancing the access and delivery of information and services to citizens and government entities on the other.
Basically, e-Governance is generally understood as the use of Information and Communications Technology (ICT) at all levels of the Government in order to provide services to the citizens, interaction with business enterprises and communication and exchange of information between different agencies of the Government in a speedy, convenient efficient and transparent manner.
Dr. APJ Abdul Kalam, former President of India, has visualized e-Governance in the Indian context to mean:
“A transparent smart e-Governance with seamless access, secure and authentic flow of information crossing the interdepartmental barrier and providing a fair and unbiased service to the citizen.”
Concept Of E-Governance
E-governance is the application of ICT to the processes of government functioning for good governance. In other words, e-governance is the public sector’s use of ICTs with the aim to improve information and service delivery, encourage citizen participation in decision-making and make government more accountable, transparent and efficient,
The Ministry of Information and Technology states that e-governance goes far beyond mere computerisation of stand alone back office operations. It implies fundamental changes in government operations; and new set of responsibilities for the legislature, executive, judiciary and citizens.
According to the Comptroller and Auditor General, UK, e-governance means providing public access to information via the internet by government departments and their agencies.
So in essence, e-governance is the application of ICT in government functioning to bring in SMART governance implying: simple. moral, accountable, responsive and transparent governance.
S – meaning simplification of rules, regulations and processes of government through the use of 1CTs and thereby providing for a user-friendly government
Moral– connoting emergence of an entirely new system of ethical values in the political and administrative machinery. Technology interventions improve the efficiency of anticorruption agencies, police, judiciary, etc.
Accountable-facilitating design development and implementation of effective Management Information System and performance measurement mechanisms and thereby ensuring accountability of public service functionaries.
Responsive– streamlining the processes to speed up service delivery and make system more responsive.
Transparent– bunging information hitherto confuted in the government documents to the public domain and making processes and functions transparent. which in turn would bring equity and rule of law in responses of the administrative agencies.
SMART governance, thus, helps in:
improving the internal organisational processes of governments;
increasing government transparency in order to reduce corruption;
reinforcing political credibility and accountability; and
promoting democratic practices through public participation and consultation.
Significance Of E-Governance
ICT applications impact upon the structures of public administration systems. Technological advancements facilitate the administrative systems by enabling:
Administrative Development; and
Effective Service Delivery
We will now discuss them individually.
Administrative Development
Administrative reforms, often, have focused on procedural details and restructuring of systems and processes of government organisations. The basic objective of these reforms is to enhance capacities of the systems. ICTs can be used and are being used now to give further impetus to the process. They help in the following manners:
- Automation of Administrative Processes: A truly e-governed system would require minimal human intervention and would. rather be system driven. While initially the solutions that were offered were quite primitive with poor information layout, inadequate navigation provisions, occasional disruption in services, periodic outdated content and little or no ‘back office’ support. However, technological advancements and increased pressure from citizenry have prompted improvements in these areas. Now administrative departments are computerised and connected through network. Software has been built and designed around government departments ensuring efficiency in operations. The departments have launched individual websites carrying information of their respective departments. This has enabled online carrying of operations and file movements. Budgeting, accounting, data flow, etc. has become easy. This has increased the efficiency of office operations and processes and has reduced unnecessary delays.
- Paper Work Reduction: An immediate impact of automation would be on the paperwork. Paperwork is reduced to a greater extent with communication being enabled via electronic route and storage and retrieval of information in the electronic form. All this has led to emergence of less paper office’. This concept is defined as an office situation where all the information (file and mail) amongst various functionaries is distributed online. In the words of Dubey, less paper office is the implementation of effective electronic communication processes that enable elimination of reproductive works and unnecessary papers. The concept is where files and mails (information) are transmitted over wires to small computers at each employee’s desk. Office work, such as, file movements, notings, etc. is computerised and documentation, repor preparation, databases are now maintained in computers. Due to interconnectivity through LAN, transfer of information and files take place online, thus reducing the physical movements and consumption and storage of huge piles of paper.
- Quality of Services: ICT helps governments to deliver services to the citizens with greater accountability responsiveness and sensitivity. Quality of services improves, as now the people are able tc, get services efficiently and instantaneously. As volumes of transactions and information can be electronically handled and delivered over a wider area through the net and web, qualitative services become possible in least time, in least cost, in least difficulty and in greater convenience. By ensuring online redressal of grievances the accountability of officials is ensured. They have become sensitive to the issues affecting people. Monitoring by way of video teleconferencing has further facilitated central monitoring, reporting and face to face communication that has assured effective service deliver, by the officials.
- Elimination of Hierarchy: ICT has reduced procedural delays caused by hierarchical processes in the organisation. Through Intranet and LAN, it has become possible to send information and data across various levels in the organisation at the same time. Computerisation and communication patterns facilitated by ICT have increased efficiency and have led to the involvement of all levels in decision-making.
- Change in Administrative Culture: Bureaucratic structures have been plagued by characteristics aptly described by Victor Thompson as ‘bureau-pathology’. From the day s of New Public Administration, efforts have been made to find ways to deal with the pathological or dysfunctional aspects of )rt. bureaucratic behaviour and to make delivery of public services effective and efficient. With e-governance, public actions coming under public glare would certainly induce norms and values of accountability, openness, integrity, fairness, equity, responsibility and justice in the administrative culture. Rather, administration would become efficient and responsive.
Effective Service Delivery
ICTs play an important role in effectively delivering services to the people. ICTs ensure:
- Transparency by dissemination and publication of information on the web: This provides easy access to information and subsequently makes the system publicly accountable. Also as web enables free flow of information, it can be easily accessed by all without any discrimination.
- Economic Development: The deployment of ICTs reduces the transaction costs, which makes services cheaper. For example, rural areas suffer on account of lack of information regarding markets, products, agriculture, health, education, weather, etc. and if all this could be accessed online would lead to better and more opportunities and thereby prosperity in these areas.
- Social Development: The access to information empowers the citizens. Informed citizenry can participate and voice their concerns, which can be accommodated in the programme/ project formulation, implementation, monitoring and service delivery. Web enabled participation will counter the discriminatory factors affecting our societal behaviour.
- Strategic Information System: Changing organisational environment and increasing competitiveness have put pressures on the performance of the functionaries. Information regarding all aspects need to be made available to the management at every point to make routine as well as strategic decisions.