People, Process & Tools

An organization is a sync of three pillars, People, Process and Tools where People are the human resources, Processes are the laws, rules, regulations and policies, and tools are the medium, mechanism or means of optimizing and measuring the process. In the 19th Century, when we were not having Information Technology, people worked on papers. All official communication was in a written form and on paper. With the increasing population and increasing work load, it was not scalable to work with the traditional paper techniques. With the evolution IT, it became easy to measure things as one could simply have information of 100 files in a single Microsoft Excel Sheet. This resulted in IT Tools becoming the third pillar.

COST IMPACT

IT has resulted in speeding up of work. Human Resources cost more and also take time in comparison to IT Tools. So due to the time efficiency and cost factors, organizations went for automation and parallel downsizing. Once information is converted into digital or soft form, we save paper; moreover we are able to digitally analyze information 1000 times faster. Organizing digital information is very easy and fast where as incase of papers it is extremely difficult and time consuming. Statistical Analysis tools have further reduced cost as now we do not need human resources for doing primary analysis. Repetitive tasks require consistency and IT Tools are the best way of getting things done in a similar and consistent way.

HIGH QUALITY

In case of human resources, there are several emotional and physical factors which determine the quality or output of work. These factors are subjective and cannot be accurately measured. Once information is in a digital form, the quality of information becomes constant and is not influenced by any physical or emotional factor. This leads to consistency and high quality. 10 Years ago, when we wrote postcards or letters, there was a high risk of our post getting misplaced and now in the digital age, there is only a very small possibility of a misplace. This is how the quality of services has improved.

HYPOTHETICAL SITUATION

Pillar Private Organizations Government

PEOPLE 10,000 10,00,000

PROCESS 1000 10,000

TOOLS (Mechanism of Measuring Work) Quality, ERP Tools etc. Traditional Paper Work

Time Taken for Claiming DA 10 Mins 30 Days

Quality of Information Near 100 % Data Losses during Computerization

Cost Very Less Very High

SITUATION 1

CLAIMING DA

In a private organization equipped with an ERP, we have the facility of claiming our DA through a computer application. In Government we have the mechanism of filling and submitting a Hard Copy form.

COMPARISON

The management of a private company has soft records of all the claims done and amount reimbursed. It could put up a statistical report in 10 minutes if asked by the Top Management. In case of Government, if asked to provide statistics of DA claims, it would take several months to give projections as it would need to first computerize the information. In present times using manual methods is not a scalable method to do work. Our government is required to move to the next generation and implement technology instead of using primitive techniques. This initiative has been taken by NISG & UAIDI under the guidance of Mr. Nandan Nilkeni. Therefore, the above examples justify that technology helps in low cost and high quality.