e- Office

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 2

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 3

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 4

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 5

& e-Office Product Generic Services Support Systems Document Circulars Notices Events Support Systems Visitors Management Meeting Room Library Document Management System Budget Monitoring System Payroll Collaboration & Messaging Services e-Office Product HR e-Files System Administration e-Records System Purchase & Inventory Projects & Tasks Management System Public Grievances 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 8

eOffice | eFile – Main modules eFile-Key features DAK & Scanning Electronic diarization of inward letters and files. Electronic Movement of receipts and files with Digital Signature Creation of Drafts for approval and final issue Dispatch of letters Setting Due Dates and Reminders Queries and Reports Migration Module Search Receipt Registration Setting Due Dates Electronic File Tracking System File Creation Digital Signature e-File Movement

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 10

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 11

eOffice | eFile – Main activities 2 Affix Digital Signature Certificate Take prints of relevant section of efile for ease of reading 3 Open efiles from In box, view previous notes, correspondence, draft View efile movement, status 1 Sign in through Username & Password 4 View MIS reports for juniors Work on the efile, by TYPING self Notes, referencing, editing/approving drafts Scanning of physical receipts Entry of Meta Data & creation of Diary Number Entry of Meta Data for creation of e-files Putting scanned physical receipts in Guard File IN 5 Sending efile to other user Pull back a efile 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 Attach to current efile Browse & upload Enter Meta Data System Creates a efile Number e-file moves through the Channel of Submission on the system 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 slide 13 - 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