Presentation during the Orientation Workshop
conducted by Ministry of Rural Development at NIRD
October 28-29 2010
National Informatics Centre
Department of Information Technology
Ministry of Communications & Information Technology
eOffice | Present Scenario
•Government system works on lakhs of paper based files/documents
•Paper used in these cost us crores of trees
•Move from paper to electronic systems increasingly adopted world wide
•Office Automation systems implemented and exist as discrete units
•Limited information sharing &Absence of global directory of information
•No Standardisation of data
•Duplication of efforts
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eOffice | Objectives
•Government e-Office around a Standard Architecture & framework
•Global Govt. Directory and Data storage (Information and Data repository)
•Support integration & interoperation
•Avoid Duplication of efforts & redundant Data storage
•Inter/Intra Govt Information sharing & Movement
•Flexibility for scaling/evolving
•Centralized file and work flow system.
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eOffice | Architecture & Framework
•Open Architecture &Technology Neutral
•Common Data Sets and Standards
•Role based access for authorisation
•Directory based authentication
•Workflow manager
•Open Standards & technologies based
•Unicode Compliant - Support for local languages
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eOffice | Key Objectives
•Ensure strategic control on the product
•Maintain security of the critical and sensitive data
•Standardise on a Single Product for reuse across the Government
(Standardisation on a single robust product without the need for maintaining a number
of products/technologies and problems of interoperability that may surface.)
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Budget
Monitoring
System
Generic Services
Support Systems
-Circulars
-Notices
-Events
-Visitors Management
-Meeting Room
-Library
Document
Management
System
Collaboration
Payroll
&
Messaging
Services
e-Office
HR
Product
Administration
e-Records
System
Purchase &
Inventory
Public Grievances
e-Files
System
Projects & Tasks
Management
System
Court Cases
Parliament
Q&A
RTI
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
eOffice | Main Products & Services
•eFile
•ePersonnel Information System
•eLeave – Leave Management
•eTour
•Payroll
•Document Management System
•Collaboration & Messaging Services
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eOffice | eFile – Main modules
Search
•Electronic diarization of
inward letters and files.
DAK
&
Scanning
Receipt
Registration
Setting Due
Dates
Electronic File
Tracking
System
e-File
Movement
•Electronic Movement of
receipts and files with Digital
Signature
•Creation of Drafts for approval
and final issue
•Dispatch of letters
File
Creation
Digital
Signature
eFile-Key features
•Setting Due Dates and
Reminders
•Queries and Reports
•Migration Module
eOffice | eFile - Advantages
•Bringing in transparency in the system
•Improved efficiency in working
•Viewing of files based on roles
•Search and view file at any point in time (Based on hierarchy)
•File can be retrieved anytime
•Alerts on urgent files where action is required
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eOffice | eFile - Reports
•MIS reports (Status, Pendency)
•VIP References
•Parliament and Assembly related matters
•Pending files and receipts
•Time bound files and receipts
•Diary and File Register
•Pending Cases based on time periods
•Numerical Cases
•Weekly Arrear
•Consolidated Report
•Summary
•Top Movements
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eOffice | eFile – Main activities
2
Take prints of relevant
section of efile for ease of
reading
Affix Digital
Signature Certificate
3
Open efiles from In
box, view previous
notes,
correspondence,
draft
1
Sign in through
Username &
Password
View efile movement,
status
4
Work on the efile,
by TYPING self
Notes, referencing,
editing/approving
drafts
1.Scanning of physical receipts
View MIS reports for juniors
5
2.Entry of Meta Data & creation of Diary Number
3.Entry of Meta Data for creation of e-files
4.Putting scanned physical receipts in Guard File
Sending efile to
other user
Pull back a efile
IN
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- Denotes all activities taking place on the computer
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eOffice | eFile – Functional Process
First receiver
Scans
Scan directly to
eOffice
application
Enter
Meta Data
System Creates sequential
Diary Number for each
receipt
Send e Receipt to
Section, in case of CRU
as first receiver
Store in
Hard
Drive
Create a new efile
Browse &
upload
Attach to current
efile
Enter Meta Data
System Creates a
efile Number
e-file moves through the
Channel of Submission
on the system
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Digital Sign and
send efile to next
user
Open efile and start Noting, create
draft/edit draft/approve draft/issue
draft, referencing to drafts &
correspondence sections within e-file
- Denotes all activities taking place on the computer
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eOffice | ePersonnel Information System
eOffice | eLeave
eOffice | eTour
eOffice | Document Management System
•Creates a
searchable enterprise
repository of documents
•Easily manage security and
access rights to documents
•Retrieve documents through
advanced search
•Define
workflows for automated
routing and processing of
documents
eOffice | Collaboration & Messaging Services
Instant Messaging System
•Sent instant messages
•Minimise e-mail usage for internal communications
•Able to see all the active users in the department
eOffice | Collaboration & Messaging Services
Discussion forum
•Initiate discussions on any topic (Suggestions from participants)
•Have threaded replies
•Moderated discussions
eOffice | Collaboration & Messaging Services
Shared Calendar /Scheduler
•Create appointments/schedule/share with others
•Personal and Shared schedules
•Reports (Day /Week/Month)
•E-mail and SMS alerts before the meeting/event
5. E-Office – Overall Project Structure
eOffice | Project Structure
Project Advisory
Group
(Department level)
Technical
Project Group
(Project Design &
Development)
NIC, & Industry Partners
Project
Implementation
&
Roll
Out
(Identified agencies)
•Responsibility for overall coordination and directions of project
• activities
•Setting long term goals & targets
•Provide project expertise, oversight and guidance as needed
•Review implementation progress periodically
•e-Office Overall Architecture
•Core SRS, System Process Design (With industry support)
•Core Applications Development with Industry Partnership
•Manages project in accordance to the project plan
•Provide overall project development direction
•Standard look and feel for integrated applications
•Ensure conformance to open standards
•Interoperability among various sub systems
•Ensure that all the pre-requisites are prepared for
implementation
•Installation
•Training and Awareness Programmes
•Continuous support
•Ensure Feedback mechanism
•Maintenance and post implementation support
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eOffice | Implementations
•Ministry of Finance
•Ministry of HRD
•Cabinet Secretariat
•Planning Commission
•Department of Administrative Reforms & Public Grievances
•Dept. of Personnel & Training (Training Division)
•Dept. of Information Technology (eGovernance Division)
•Ministry of Rural Development ( under implementation)
•Government of Tamil Nadu (Secretariat)-under implementation
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eOffice | Government wide eOffice (G-Office)
•Cabinet Secretary has announced during Apex Body Meeting on July 16 2010
that the Cabinet Secretariat would move to a paperless office by April 2011 and
urged all other departments to follow suit.
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eOffice | Government wide eOffice (G-Office)
•File and Document Management System in all Government offices.
•Enable a Single and Standard file movement and tracking across the
Government.
•Establish a Single and Central Government Information Repository:
•Access to common and shared documents and data based on roles.
•Information sharing across departments files, documents and data.
•Establishment of Global Directory for Inter Government file movement.
•Single Authoritative Employee Directory for maintaining employee
information.
•Management will be centralised with option for de-centralised updations.
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Suchitra Pyarelal (suchitra@nic.in)
Head, eOffice Project Division
National Informatics Centre
eoffice@nic.in
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