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 slide 2 @Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad 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. slide 3 @Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad 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 slide 4 @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.) slide 5 @Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad 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 slide 8 @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 slide 10 @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 slide 11 @Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad 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 slide 12 - 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 slide 13 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 @Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad 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