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)
•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
•Open Standards & technologies based
•Unicode Compliant - Support for local languages
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@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
eOffice | Key Objectives
•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
HR
e-Files
System
e-Office
Product
Administration
e-Records
System
Purchase &
Inventory
Public Grievances
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
•KMS(Knowledge Management System)
•Collaboration & Messaging Services
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@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
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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@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
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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2
eOffice | eFile – Main activities
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
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
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
KMS
eOffice | Collaboration &
Messaging Services
Instant Messaging System
•Sent instant messages
•Minimize 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