MAINS : Sample Notes For Public
Adminstration Optional
IT REDEFINED THEORY AND PRACTICE OF ADMINISTRATION
As far as the theory of administration is concerned, no other
change was as penetrating as the one brought about by IT. It has
affected the theory in the following ways:-
- Principles of management:
- Simplification of Hierarchy
- Centralization in organizations
- Expansion of Span of Control
- Enhanced Co-ordination
- Change from emphasis on structures to delivery
- Reduced role of human element: this has reduced
the element of errors in administration. However, IT can only
supplement and support but cannot supplant the human factor.
- Change from generalist to specialist administration
As far as the
practice of administration is concerned,
IT has far reaching positive consequences for the
governments as well as the citizens.
- For the government as an organisation, IT
has brought in systems like MIS (Management
Information System) and DSS (Decision Support
System). Further, it has redefined the POSDCORB activities
of Gulick and revolutionalized the Communication
across the various levels of government horizontally as well
as vertically. It has helped in the improvement of work
culture in the government transforming an ivory tower
approach into a people centric one.
- For the government as a State, IT has improved
the reach, speed and quality of various government
driven programmes and policies.
- More than for any other thing, the practice of IT
in the form of e-governance has benefited the citizens
most. The SMART administration (Small, Moral,
Accountable, Responsive and Transparent) has had a direct
impact on the application of 4Es (Efficiency, Effectiveness,
Economy and Equity) on the citizens.
- Besides, e-governance also helped in the evolution of a participative-governance,
ultimately leading to the empowerment of citizens.
ROLE OF IT IN MANAGEMENT OF ORGANIZATIONS
The information technology revolution has been called as the
second
industrial revolution. Both computer technology and communication
technology has grown very rapidly, contributing to each others'
growth; the two have become very interdependent. The term IT has
come into common use since the mid 80's with the
integration
of the computer technology and the communication technology.
Today, IT provides integrated solutions for development of information
systems in organizations and society.
Information system
is the nervous system of any organization and since qua non for
its survival. Information lies at the heart of any management
process, information systems are playing greater role in providing
integration in organizational and pubic functioning. The developments
in IT have affected every industry and every profession.
The main subsystems or components of information systems
are:
- Information storage, selection and retrieval (data base) system.
- Information consolidation system (data and text processing)
- Information communication system (networking) and
- Information analysis (decision support) system.
Operational information is used daily and routinely and allows
the organization to carry on its daily tasks. It serves
the operational level of functional units of the organization.
The information needs of planning consists of knowledge of current
and past performances, forecasts on future performance, view of
government policies, technological developments, market changes,
and a feel for the political, social and economic climate. Effective
control requires detailed information on performance at the lowest
level of the organization.
ROLE OF IT IN MANAGEMENT OF ORGANIZATIONS
There is a need for improvement in quality of services rendered
by the government. The importance of computers can be attributed
to its speed, accuracy, deterministic characteristics and connectivity,
which has conquered time and distance. Today, IT is more
than a resource, it is an environment. Development is
a complicated process, which involves not only economic aspects,
but also social, political and environmental forces. The major
challenge facing the systems analysts and designers is to overcome
the built-in resistance in the bureaucracy and official
systems that do not permit changes many a times.
IT is an integrated technology, which includes within
its sphere, computer, telecommunication and broadcasting products,
by recognizing the technological convergence of these three fields.
IT is an essential pre-requisite for providing basic infrastructure
inputs to secure the desired industrial development and economic
progress.
Adequate dissemination of information is essential for
social change. Government should understand the enormous
potential of IT not only as a tool for improving governance
and creating more jobs, but more significantly as a means to greatly
enhance the standard of living of the people. Use of
it in enhancing the delivery of government services leads to a
very responsive and transport administration, facilitating empowerment
of people, satisfying their right to information.
The following steps could be taken to enhance the quality of administration:-
- Ensure involvement of people from professional bodies
in governmental decision-making process
- Shift to performance orientation, rather
than a procedure oriented bureaucratic set up
- Ensure full participation of personnel working at
all levels of management
- Identify the common factors and differentiating characteristics
in developing a model information service.
- Besides strong political will, a programme/
project needs honest implementation with a
definite and clearly defined objectives
- IT strategy must stem from business models to ensure that
mission critical applications get top priority
SUGGESTIONS TO ENHANCE IT APPLICATIONS
- Management comprises three levels: operational, tactical and
executive (in ascending order). The data requirement varies
which the level of management. As one moves up the hierarchy,
the data gets refined, filtered and in the process quantity
of data is reduced but its quality is enhanced. The application
of IT should thus be consistent with the goals and objectives
of management.
- Emphasis should be on IT training rather than IT education.
Schools need to shift from mere teaching technology to teaching
application of technology as well.
- One has to look at specific application areas of IT
that can make a real impact on the Indian scene during the next
two decades. The contents and subject matter to be available
through these technologies must be consistent with the need
of different categories of users.
- The officers should be linked by network, and the businessman
may get a single - window clearance.
- Experiment with the new may be made only when existing and
available resources have been optimally utilized and
fully exploited.
- One department at national level should be responsible
for the development and import of required hardware
and application software to be used by other departments in
the country. This would save time, energy and resources.
EXAMPLES OF IT PROJECTS IN INDIA
1. BHOOMI - Karnataka - Land reforms
2. APSWAN - Andhra - Secretariat
3. WARNA - Maharashtra - Co-operatives
4. GYANDOOT - M.P. - Education
5. RAJSWIFT - Rajasthan - Organisation Effectiveness
6. FRIENDS - Kerala - Delivery Services
