Implementation of ICT infrastructure and secured Wi-Fi network connectivity solution at the Ministry of Foreign Affairs – Sri Lanka and Sri Lanka missions in overseas.

The Government of Sri Lanka (GoSL) recognized the critical role that ICT can play in fostering social integration, peace, growth, and poverty reduction. The Government intends to use ICT to improve the reach and responsiveness of public services, reduce transaction costs to business, make government more transparent and accountable, and address the urgent needs of poor communities and isolated regions.

The key elements and objectives of the ICT program articulated by the government are to (i) develop the necessary capacity to lead and implement an ambitious ICT program; (ii) rapidly develop the required digital infrastructure across the country to effectively serve all citizens; (iii) create an enabling environment for the knowledge economy; (iv) develop specialized ICT skills and broad ICT literacy at all levels of education; (v) deliver faster, more efficient, and more transparent government services to all citizens and businesses; (vi) use ICT as a lever for social development; and (vii) create jobs through a dynamic and competitive ICT sector and through diffusion of ICT across the nation.

Under this program, ICTA will implement a project to enhance functions of the Ministry of Foreign Affairs and Sri Lankan Missions abroad by improving the ICT infrastructure, systems and resources to expand the Government services and integrate with Lanka Government Network 2.0 and Lanka Government Cloud service platform for better and enhanced service delivery to its stakeholders.

The project objective

To implementation a secure, efficient and reliable Wi-Fi network and ICT infrastructure solutions at the Ministry of Foreign Affairs and Sri Lankan missions abroad for an efficient use of ICTs for improved, reliable and cost effective communication, document collaboration, and management by the officials and staff.

Specific problem to be addressed by the project

It is proposed that present ICT infrastructure facilities at the Ministry of Foreign affairs and the missions to be upgraded with necessary Hardware, Wireless Network and Software resources to improve the efficiency, cyber security, and reduce the cost. The present ICT facilities at the Ministry and the missions are inadequate to support the day to day activities of the Ministry. The Ministry network will be provided with wireless network with Wi-Fi in all the divisions to access network resources faster and securely. By enabling the wireless facility at the Ministry, the executives and the staff would be able to access the network system anywhere within the Ministry complex and the missions.

In Essence

Establishment of reliable, efficient, secure and cost effective ICT infrastructure solution at the Ministry and the Sri Lankan Missions overseas for a better communication, information sharing, document management and email collaboration to deliver high quality services.

reduced from 6 hours
served per day
service delivery
for attested documents
appointments facility

Implementation of Electronic Document Attestation System at the Consular Affairs Division of Ministry of Foreign Affairs, Sri Lanka and Sri Lankan missions in overseas

ICTA has facilitated to re-engineer the whole work process of the Document Attestation of the Consular Affairs Division of Ministry of Foreign Affairs (MFA) by implementing the Electronic Document Attestation System (e-DAS). eDAS is a Cloud based service platform that has granted MFA to provide efficient and effective document attestation service where the general public spend less than fifteen minutes though a single service desk.
eDAS Connect the Document Issuing Authorities (DIA) via Lanka Government Network (LGN) and collect the signature information on more dynamic basis. DIAs submits a scanned original document and the identity of the applicant is confirmed by biometric. The applicants will be accepted based on an appointment system which could be done online or by walk-in. Those who are entering the service areas will be controlled based on the Service Number allocated to each applicant based on their appointment sequence. All the documents being authenticated will be scanned and uploaded to Lanka Government Cloud (LGC). Immediate authentication will be undertaken at the front desk counter and the authentication confirmation printed and handed over to the applicant while charging fees at the same time – same counter. Applicants are allowed to use Credit/ Debit cards for payments. When authentication is differed, applicants could check the status online and attested document is delivered to the applicant by email. The authorized users such as foreign diplomatic missions are able to view and download the authenticated documents from e-DAS immediately after attestation. The MFA will provide remote authentication; where the authentication confirmation is printed at the DIA and public need not to visit Colombo to get their attestation. The authentication is done by the authentication assistants at the front counter under the supervision of the Assistant Directors.

The digital platform of the Consular division is capable of interacting with relevant stakeholders in real-time, thereby drastically reducing the waiting time in the document attestation process. Due to the electronic attestation process, the credibility of attested documents has also increased significantly.

With the newly introduced digital service platform: eDAS, MFA has created number of benefits for overall productivity of the services to the citizens. One of the major benefits included the increased efficiency and lower operational cost and time. With this eDAS, the Consular Division serve around 550 – 600 clients on a daily basis and has the capability of examining and verifying more than 1200-1500 documents per day. With the Online – centralized system, consular division of MFA now has the capacity to faster and anytime-anywhere information access across departments and government organizations. Also, MFA now able to faster information retrieval by scanning and digitization of certificates and records. It leads to secured record archival and management securely manage and archive records by ensuring information security. It also facilitates a self-service portal where citizens can obtain prior appointments in obtaining services from MFA.
As a result of the newly implemented technological infrastructure the issuing of certificates can now be done within 15 minutes. The state of the art infrastructure includes high speed scanners and biometric authentication for ensuring document safety, traceability, good governance and transparency. With the use of digital infrastructure, now the consular division can maintain a record keeping history which enable review of past history of a citizen who has obtained consular services.

eDAS has re-engineered the entire organization and improved the service delivery to the citizens. This is a remarkable achievement that the government is committed to guarantee that the future of Sri Lanka, while the government will work towards digitizing the national economy and achieve sustainable development of the country through the constructive engagement of all government services. Efficiency of the government service ultimately results in development of the national economy. Therefore, re-engineering the government services by implementing mechanisms such as eDAS can create drastic impact on the national economy.

The project implemented by ICTA comprise of complete technology solution for the fully automated document attestation and certification system including state of the art infrastructure with high speed document scanners, biometric authentication and secure network infrastructure for ensuring document safety and transparency. It also includes an electronic queue management system and an online appointment scheduling system. The solution is deployed on the Lanka Government Cloud (LGC) and connected using the Lanka Government Network (LGN). The system is also accessible to foreign missions in Sri Lanka and Missions abroad, where the system interacts with several government institutions in real time reducing the waiting time of the General public for the attestation of documents.

ICTA engineered the technical aspect with the state of art technology and managed the whole project. Accordingly, ICTA contracted the implementation of the systems and equipment to 1) EPIC Lanka Pvt Ltd, 2) Sri Lanka Telecom Services (Pvt) Ltd, 3) Abans PLC, 4) Ninehearts Imagine (Pvt) Ltd, 5)Softlogic Computers (Pvt) Ltd and 6) Business Machines Company (Pvt) Ltd to implement an 1)Electronic Document Attestation System(eDAS) & Electronic Queue Management System, 2) Secure Network Infrastructure, 3)Desktop Computers, 4)Document Scanners & Laser Printers, 5) Centralized Uninterruptable Power System and 6) Fingerprint scanners respectively. The contractors were selected through a competitive bidding process.

The project was launched on 06th February 2017 by the former Minister of Foreign Affairs Hon. Mangala Samaraweera.

Due to the system’s capability, the Consular division has been able to set-up a remote front desk to accept documents from the General public, in the region, for attestation of the documents.  It is also envisioned to expand the system in 300 more locations across the country, including key Document Issuing Authorities (DIAs).

Project was implemented through the source of funding from GoSL

Read More..

Project Achievements:

1) “Winner” of the Government and Citizen Engagement category at eSwabhimani Awards 2017

2) “Public Sector Most Outstanding ICT Award” at NBQSA 2017

3) “National Best Quality ICT Awards 2017” at NBQSA 2017

4) “ASOCIO Digital Government Award” at ASOCIO ICT Excellence Awards 2017

5) Operated a Mobile Consular stall offering Consular Services related to attestation of documents through the system at INFOTEL 2017 Exhibition.

Image Gallery


Views of the Public on Consular Division e-DAS & service delivery

Brief Intro to the MFA Consular e-DAS process

Introduction of an IT based Human Resource solution to the Ministry of Foreign Affairs.

Min Foreign HR

Ministry of Foreign Affairs having its head office in Colombo has 66 Sri Lanka Missions/Posts abroad with about one thousand personnel serving in Colombo and respective capitals. In order to properly manage Human Resources attached to both in Missions/Posts abroad and the Ministry, ICTA introduced a computerized Human Resource (HR) solution to enhance efficiency and effectiveness including fast retrieval of records while reducing the expenditure incurred when same functions are carried out manually. This system benefits 1500 Foreign Ministry employees working from around the world and it consist with an employee self-service portal that can be used for leave management, benefits management and HR analytics.
This IT based HR solutions offer many benefits and it can help streamline many

workforce management tasks at the Ministry of Foreign Affairs:
1. Eliminate Paper based HR management
The staff members can save time and money with easier access to important company documents and employee information. When all important Foreign Ministry data is stored in a secured IT solution, they can avoid spending excess time hunting down paperwork.
2. Enhanced User Accessibility
IT based HR solutions provide flexibility and control of user accessibility. Easily create the appropriate user settings to ensure only the essential people have access to sensitive employee and company data. therefore, this IT based solution has given the Ministry staff an opportunity to handle the HR management in a systematic way.
3. Increased Employee Productivity
When the workforce management is IT based, that means access anytime, anywhere, from any device. The staff become more productive and efficient when they can handle employee tasks successfully. With the implementation of this IT solution, HR Management of the Ministry of Foreign Affairs become more strategic and efficient when they can delegate tasks while maintaining accountability.
4. More efficient integration with less effort
Easily integrate systems and share valuable data in real time. The staff can utilize all of the features and benefits of a unified, IT based HR solution by integrating payroll and timekeeping tasks.
This IT based HR Solution was developed by the hSenid Business Solutions (Pvt) Ltd and the product used is known as HRMenterprise