eOffice – PIMS/eService Book

Firewall eOffice Security Features   1 st Level Firewall Request sent by user Checkpoint used, other IP’s restricted 2 nd Level NIC - LDAP 3 rd Level Portal - All requests are SSL encrypted Web Application Security Audit complaint with OWASP 2010   SSL (Secured Socket Layer) Encryption (https) Username & Password for user required Additional Security features  Anti Virus  IP Tables  All services are restricted to limited privilege account  Remote Access allowed for only one/two IP’s  All database private IP  No access from outside  Role based access  Only certain formats can be uploaded- check with Anti Virus each time  Only intended user can send and receive data- use of public/private keys for encryption and decryption – Digitally signed (DSC) 

Security : DSC eOffice ensures that any file should not be altered in transit with DSC. In eOffice applications documents are encrypted at client side and then transmitted to server in encrypted form only. DSC Functioning:

Implementation Strategy Pre-requisites for implementation Implementation plan Implementation checklist

Basic Infrastructure Pre-requisites for eOffice  The user will be required to analyze volumes of incoming receipts per day along with travel time to the scanners for all users that are using that particular scanner.  Operating System- Windows 7 or above, Linux 6 or above, Ubuntu 11 or above  Browser- Internet Explorer (10.0 & above), Firefox (27.0 & above)  Adobe Reader 10 and above (the following is available for download, free of cost, from Adobe website)  Anti-Virus (any antivirus)  Every user of eOffice will need to have an independent workstation/Desktop. The recommended requirements a workstation/Desktop are as follows:  Processor: 2GHz and above  RAM: 1Gb and above  USB 2.0 controller (for Digital Signature Certificate)  LAN connectivity to each user/each desktop to be provided.  Ensure multiple network links in the department for fail over.  Bandwidth utilization should not be more than 60%.  For smooth usage of the system, the department needs to ensure a minimum dedicated bandwidth of 34 Mbps for 2000 user users. NetworkWorkstation/Desktop/Client SoftwareScanners Infrastructure Requirements for eOffice

eOffice Implementation Phases InitiatePrepareConfigureDeliverSupport Phase 0Phase 1 Phase 2 Phase 3  Infrastructure Assessment & Gap Analysis  Procurement/Up grade- Infrastructure  Roll Out Requirement  Governance Structure  Orientation Workshop  Change Management  Transition Management  Knowledge Repository  Creation of Bulk s  DSC Issuance  eOffice Data Capture & Vetting  DSC enrollment & verification  Training  On site Roll Out team  Set up in NIC data centre  Domain name registration  Setting up of Training instance  Trial Run  eOffice ready for Go Live  Product implemenation  Digitization of Records/Files/  Knowledge sources  Handholding support  Report Issues & Bugs  Transfer of technical know how

Phase 0 - Initiate InitiatePrepareConfigureDeliverSupport Phase 0Phase 1Phase 2Phase 3  Assessment of the Existing Infrastructure (1) o Access availability of Clients, Scanners, LAN availability, Network bandwidth, Number of network links  Preparation of Gap Analysis report. (1) o Highlight Infrastructure gaps with respect to clients, LAN availability, network bandwidth, scanners, network links  Procurement/Upgrade- Infrastructure based on the Gap analysis report (2) o Procure the additional infrastructure to match the necessary gaps projected in the Gap Analysis report for eOffice implementation o Ensure multiple links to Data Centre to ensure the existence of failover link  Capture data for assessing Implementation & Roll out requirement (1) o Hand holding support based on number of users and locations 1.Basic Requirements for eOffice (Annexure A1) 2.eOffice Infrastructure Assessment template (Annexure A2) 3.Sample Gap Report (Annexure A3) 4.Process for Procurement (Annexure A4)  Activities  Guiding Document/Templates Outcome – The department has obtained minimum infrastructure (clients/scanners/network/servers etc.) to effectively implement eOffice Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

Phase 1 - Prepare InitiatePrepareConfigureDeliverSupport Phase 0Phase 1 Phase 2Phase 3  Formation of Governance Structure by organization (2)  Conduct Orientation Workshop (3) o Provide presentation on eOffice o Discuss the overall process for transition to eOffice o eOffice data capture template  Change Management Strategy (2)  Transition Management (2) o Refer to Tool kit 2 : Strategy Framework for transition to a less-paper office  Activities  Guiding Document/Templates  Knowledge Repository (2) 1.Guidelines for formation of Governance Structure (Annexure A5) 2.Tool Kit 2 – Strategy for transition to eOffice. 3.Tool Kit 3 for Knowledge Management 4.Change Management (Annexure A6) 5.eOffice Data gathering template (Annexure A7) 6.DSC Guidelines (Annexure A8) 7. creation Form & creation guidelines (Annexure A9)  Creation of Bulk s (3)  DSC Issuance (3) Outcome – The department has formulated governance structure, completed oritentation workshop, has developed change management strategy, transition management, knowledge repository, creation of bulk s and DSC issuance Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

Phase 2 – Configure InitiatePrepareConfigureDeliverSupport Phase 0 Phase 1 Phase 2 Phase 3  eOffice Data Gathering And Vetting (2) o The eOffice basic & reference data will need to be collected based on the template.  DSC enrolment and verification (1 and 2) o Certificates are downloaded for each user- refer to DSC guidelines for more details  Training Plan (1) o Form list of batches for training on eOffice & issue office orders for the training o Training for users, Content Managers & Administrator o Identify Content Managers and Administrators for adding/deleting users, uploading/modifying content  Roll out team deployed at User premises o Roll out team to help expedite implementation of eOffice  Activities  Guiding Document/Templates 1.eOffice Data Gathering Template 2.DSC Guidelines 3.Tool Kit 2 Outcome – The department completes eOffice data gathering, DSC enrollment and verification, training. Roll out team is deployed at department premises Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

Phase 2 – Deliver InitiatePrepareConfigureDeliverSupport Phase 0 Phase 1 Phase 2 Phase 3  eOffice product set up in the NIC Data Centre(3)  Domain Name Registration (3) o Confirm the domain name with user and go ahead with name registration  Setting up eOffice Training instance (3) o Configuration of application as per data from eOffice template  Trial Run the application with User Data o Final trial run of the application 1.eOffice Data Gathering Template 2.DSC Guidelines 3.Tool Kit 2  Activities  Guiding Document/Templates  eOffice ready for GoLive Outcome –eOffice product set up at Data Centre is completed along with Domain Name registration, Setting up of training instance, trial run of application using user data Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

Phase 3 - Support InitiatePrepareConfigureDeliverSupport Phase 0 Phase 1Phase 2 Phase 3  eOffice product implementation  Digitization of Records & Active files (2 and 4) o Volume-Analysis- Identification of files/records to be digitized o Method of conversion/scanning o Resource Identification o Conversion calendar o Training  Handholding & Support o On Site team to help user with any issues regarding application along with one on one training and support  Report Issues and Bugs (2) o This can be done through the eOffice Support Portal set up by NIC 1.eOffice Support Portal 2.Report Issues & Bugs 3.Transfer of technical know-how regarding eOffice Application  Activities  Guiding Document/Templates  Transfer of technical know-how regarding eOffice application (1,2,3) Outcome – eOffice product implementation complete, Digitization of records/active files/knowledge sources. On site team for handholding and support active at department premises, reporting of issues and bugs, transfer of technical know how completed Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

eOffice Implementation Checklist InitiatePrepareConfigureDeliverSupport Phase 0Phase 1 Phase 2 Phase 3  Filled Assessment Template received from department  Gap Analysis Report prepared  Orientation Workshop for the department  Formal notification received on the formed Governance structure  Procurement and establishment of the pre-requisites  Strategy document for transition  DSC ready for issuance  Knowledge repository established  Data Collected and Vetted  eOffice environment ready  Training Plan prepared  Training and Handholding  Trail Run  Go Live  Transfer of technical know how  Call Centre support established

How to get the DSC Sources to obtain DSC  eMudhra  nCode  Etc.

Challenges Conflicting Change Requests from Users. Need for Standardization of procedures for file processing across the user organizations as Non-Standardization leads to major customization requirements. Overcome resistance to Change from conventional way of file processing. Use of Digital Signature (Concern about sharing of DSCs and PIN). Need for mandating of e-File processing.

Q&A Questions Please, if any

Contact Information: eOffice Project