AI Portal MMATRIX To Track Petitions, Ministerial Orders In Health Department

Through an order, the minister directed the health department to develop the Minister’s Monitoring & Action Tracking of Representations & Inter-departmental eXecution (MMATRIX) portal in compliance with the paperless governance system. The system would be introduced in the health department shortly and is being described as the first such mechanism among government departments.

Under the system, every petition will be registered online on the day it is received.

Details such as the date of receipt, source, minister’s remarks, category, priority and the petitioner’s details will be recorded. The portal will show where a petition is pending, who is handling it, what action has been taken, what remains to be done and the deadline for disposal.

Normally, a 10-working-day deadline will be suggested for processing a petition, with the secretary deciding the priority and specific time limit before forwarding it to the concerned department.

The receiving department will record acknowledgement and issue an acknowledgement to the applicant.

The head of department will assign the petition to the appropriate officer, who will have to submit an Action Taken Report (ATR), along with supporting documents, orders and other evidence.

A petition will not be marked as resolved merely because an ATR has been submitted. The competent senior officer will examine the report and supporting evidence and confirm whether the issue has actually been addressed.

Deficient reports can be returned for correction, while earlier reports and remarks will remain part of the record.

The system will also enable the secretary to record the reason for closure and ensure that details of the action taken are communicated to the applicant. Representatives who submit petitions will also be informed about the action taken.

MMATRIX will additionally track directions issued during ministerial review meetings through a Meeting ATR module. The responsible officer, deadline and action taken will be recorded, with overdue matters flagged for subsequent review.

A dashboard will provide a consolidated view of pending petitions, matters under process in various departments and issues requiring ministerial attention. Users can search cases using the MMATRIX ID, petition number, e-Office acknowledgement and file numbers, along with details such as subject, applicant, district and constituency.

Each petition will carry three key identifiers — the MMATRIX ID, e-Office acknowledgement number and e-Office file number. The system will prevent cases from moving to subsequent stages without the required numbers being entered.