eDivisional Secretariat (eDS) Project

The Divisional Secretariats (DS) are the grass root level administrative units which deliver more than 90 percent of the government services to the citizen. Apart from extending services to public, the DSs are responsible in directing and coordinating all the development activities taking place in the division.
However, many other ministries and departments provide their services through Divisional Secretariat making the most common, grass root level citizen delivery point.
The DSs function under the preview of the Ministry of Public Administration and Home Affairs. The main services which are delivered by DS are Registration of persons and their life events, Pensions, Social benefits, Motor Vehicle registration, Motor vehicle driving licenses and renewal of motor vehicle revenue licenses, passports, and issuance of various permits. Therefore, the Divisional Secretariat is identified as the “one stop shop” for delivering most critical government services to the citizen.

There are 25 District Secretariats for 25 administrative districts in the country. The District Secretariat which is headed by the District Secretary is the superior administrative units to the Divisional Secretariat. Generally there are 5-25 DSs functioning under a District Secretariat. Therefore Divisional Secretariats cover the entire island. A DS divisions is further broken in to smaller units and such units are  called  “Grama Niladarai” Divisions (GN Division) which is a collection of few villages. There are 500 -800 families on average in a Divisional Secretaries’ Division and almost all such families are needed to interact with Divisional Secretariat for many matters related to their daily life.
The details related to the structure of the regional administration setup in Sri Lanka are given in the table below.

 

Name of  Administrative Unit Number of Units
Provincial Councils 8
District Secretariats 25
Divisional Secretariats 320
GN Divisions Approximately. 14,000

Currently almost all the services of Divisional Secretariats are handled manually and It has been identified that efficiency and effectiveness of number of these services could be enhance by using ICT. In view of this, eDs project has been identified by ICTA, in conjunction with, Ministry of Home Affairs (MHA) as a priority project to make the services of Divisional Secretariats more effective and efficient using ICT.
The Project will focus on, enabling the Divisional Secretariat to enhance their functions with ICT, to provide more seamless, citizen centric, solid, customizable and sustainable services, while providing an easy to use platform which allows the government to automate of processes, analyze key data, implement an effective decision support system and collaborate among the Superiors.

In Essence

The Project will focus on, enabling the Divisional Secretariat to enhance their functions with ICT, to provide more seamless, citizen centric, solid, customizable and sustainable services, while providing an easy to use platform which allows the government to automate of processes, analyze key data, implement an effective decision support system and collaborate among the Superiors.

•    ICT enabled efficient system at the Divisional Secretariats with streamlined internal processes.
•    Interactive networking environment in Divisional Secretariats.
•    ICT literate staff operating the system.
•    Improved attitude of Divisional Secretariats staff towards customer orientation and citizen centric service provision and social accountability.
•    Improved transparency of the service delivery process.
•    Effectiveness in governance service delivery process/ improved user satisfaction.
•    Reduced unit cost of service provision.
•    Reduced time taken for service delivery.
•    Encouraged participatory good governance.

To Streamline, Automate and Interconnect
District Secretariats -25
Divisional Secretariats – 320

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