EP IT Inventory & Digitalization Plan Collection

A. Your office

What kind of office is this? *This changes a couple of questions further down the form to match your kind of institution.

Provincial government officeLocal Authority (Municipal/Urban Council, Pradeshiya Sabha)Hospital / health institution

Office / division / ministry name *

Like this (example 1): Ministry of Agriculture — Head Office

Like this (example 2): District Secretariat, Batticaloa

Like this (example 3): Provincial Department of Health — Records Unit

Not this: Just “Agri” or a short-form only your own office would recognise.

Your name, designation, contact *

Like this (example 1): K. Perera — Administrative Officer — kperera@example.gov.lk / 077 123 4567

Like this (example 2): S. Fernando — Divisional Secretary — 026 222 1234

IT point of contact, if different from youLeave blank if you're also the right person to ask about IT.

Like this (example 1): N. Silva — Data Entry Clerk (handles IT informally) — 071 555 0199

Like this (example 2): Leave blank if that's you.

Does your office have any IT system currently? *A “system” means any digital tool your office actually uses to do its work — a database, a web app, even a shared spreadsheet used as a working register. Paper-only or manual-only offices should answer No.

YesNo

Like this (example 1): Yes — even if it's “just” a shared Excel sheet used to track requests.

Like this (example 2): No — if everything is still done on paper or by phone, this is the right answer.

Does your office have its own server? *A physical or virtual machine your office owns or directly controls — not a shared government network drive, and not someone else's cloud account you just have a login for.

YesNo

Like this (example 1): Yes — a physical computer in a back office that stores files for the team.

Like this (example 2): No — we only use personal computers/laptops, nothing shared.

B. Systems your office uses

Add one entry per system — as many as apply.

System 1

System name

Like this (example 1): School Attendance Tracker

Like this (example 2): Leave Request Spreadsheet (if it's just a sheet, that's fine to name)

Like this (example 3): Vehicle Fleet Register

What kind of system is it?If you're not sure which category fits, pick the closest one and describe it in the next question — that's fine.

What does it do?One or two plain sentences — what problem it solves, not technical detail.

Like this (example 1): Keeps a record of who's on leave each day so approvals don't clash.

Like this (example 2): Lets citizens submit complaints online instead of visiting in person.

Not this: A copy-pasted product description, or just repeating the system name.

Who uses it / how many

Like this (example 1): All 12 admin staff.

Like this (example 2): Just me.

Like this (example 3): The whole office, ~40 people.

Technology usedLanguage / framework / database, if known. “Don't know” is a fine answer.

Like this (example 1): Excel

Like this (example 2): A website built with WordPress

Like this (example 3): Don't know

Who built itIn-house team, vendor name, central govt system, or other.

Like this (example 1): Built by a private company (name it if known)

Like this (example 2): Our own staff, informally

Like this (example 3): A central government system rolled out to all offices

When was it built?Approximate date/year is fine.

Like this (example 1): 2021

Like this (example 2): Around 3 years ago

Like this (example 3): Not sure

How long did it take to build?

Like this (example 1): About 2 months

Like this (example 2): A few weeks

Like this (example 3): Not sure

Where does it run?Pick the option that best matches — “Not sure” is a fine choice too.

Hosting vendor / provider name, if anyWho hosts it, not who built it (that's the field above) — leave blank if it just runs on your own office server with no outside vendor.

Like this (example 1): AWS

Like this (example 2): A local hosting company (name it if known)

Like this (example 3): Leave blank if none

Build cost, if known

Like this (example 1): Rs. 350,000

Like this (example 2): Don't know

Maintenance cost + who pays

Like this (example 1): Rs. 10,000/month, paid from office budget

Like this (example 2): No ongoing cost

What kind of data does it store?Select every type that applies — most systems hold more than one.Stores National Identity Card (NIC) numbersAny security review, audit, or known incident?“None that I know of” is a valid, honest answer — this isn't a trick question.

Like this (example 1): None that I know of.

Like this (example 2): An external audit was done in 2023, no major issues found.

Difficulties faced developing this system

Like this (example 1): The vendor took much longer than agreed and communication was slow.

Like this (example 2): We didn't have anyone technical to check the work before it was accepted.

Not this: Writing “None” if something did go wrong — this helps us plan better next time, it's not a complaint against you.

Difficulties faced maintaining this system now

Like this (example 1): No one in the office knows how to fix it when it breaks.

Like this (example 2): The original vendor is no longer contactable.

D. Future plans

This section is where we capture your office's own digitalization plan — what you want next, in your own words. There are no wrong answers here, including “we don't have a plan yet.”

Planned new features + rough timingLeave blank if nothing is planned yet — that's a useful answer too.

Like this (example 1): Adding SMS notifications to the leave system, hoping for next year.

Like this (example 2): No specific plans yet.

Planned new systems + problem they'd solve

Like this (example 1): A digital visitor register, to stop losing the paper logbook.

Like this (example 2): None planned currently.

Prior digitalization discussions with the Chief Secretariat / province

Like this (example 1): None so far.

Like this (example 2): We raised this at a provincial meeting in 2025 but nothing came of it yet.

One thing you'd build or fix with the right resources

Like this (example 1): A single shared database instead of five separate Excel files.

Like this (example 2): Proper internet access — we currently rely on a personal mobile hotspot.

E. Process & readiness

Manual/paper processes best suited to digitalization

Like this (example 1): Leave applications are still submitted on paper and filed by hand.

Like this (example 2): Visitor sign-in is a physical logbook at the front desk.

Network / internet reliabilityPick whichever best describes a typical week.

Dedicated IT staff — how many

Like this (example 1): 0

Like this (example 2): 1

Like this (example 3): 2

Their roles

Like this (example 1): Data entry clerk who also handles IT informally.

Like this (example 2): No dedicated role — whoever is comfortable with computers helps out.

Regulatory / legal / data-protection requirements to know about

Like this (example 1): None that I'm aware of.

Like this (example 2): We're required to keep records for 7 years under our department's rules.

IT Inventory & Digitalization Plan Collection

A. Your office

B. Systems your office uses

C. Development & maintenance experience

D. Future plans

E. Process & readiness

F. Anything else