Presentation during the Orientation Workshop conducted by Ministry of Rural Development at NIRD October National Informatics Centre Department of Information Technology Ministry of Communications & Information Technology

eOffice | Present Scenario slide 2 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 NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | Objectives slide 3 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 NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | Architecture & Framework slide 4 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 NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | Key Objectives slide 5 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 NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

Payroll HR Document Management System Document Management System Collaboration & Messaging Services Collaboration & Messaging Services e-Files System e-Files System e-Office Product e-Office Product Budget Monitoring System Administration Court Cases RTI Parliament Q&A Parliament Q&A e-Records System e-Records System Generic Services -Circulars -Notices -Events Generic Services -Circulars -Notices -Events Support Systems -Visitors Management -Meeting Room -Library Support Systems -Visitors Management -Meeting Room -Library Purchase & Inventory Purchase & Inventory Public Grievances Projects & Tasks Management System Projects & Tasks Management NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | Main Products & Services slide 8 eFile ePersonnel Information System eLeave – Leave Management eTour Payroll Document Management System Collaboration & Messaging NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

Electronic File Tracking System DAK & Scanning Search Setting Due Dates Digital Signature Receipt Registration File Creation e-File Movement eFile-Key features eOffice | eFile – Main modules 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

eOffice | eFile - Advantages slide 10 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 NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | eFile - Reports slide 11 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 NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | eFile – Main activities slide 12 Open efiles from In box, view previous notes, correspondence, draft Work on the efile, by TYPING self Notes, referencing, editing/approving drafts Sending efile to other user Affix Digital Signature Certificate Scanning of physical receipts 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 IN Take prints of relevant section of efile for ease of reading View efile movement, status View MIS reports for juniors Pull back a efile Sign in through Username & Password 1 - Denotes all activities taking place on the NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | eFile – Functional Process slide 13 First receiver Scans Store in Hard Drive Scan directly to eOffice application Browse & upload Enter Meta Data System Creates sequential Diary Number for each receipt Create a new efile Attach to current efile Send e Receipt to Section, in case of CRU as first receiver Open efile and start Noting, create draft/edit draft/approve draft/issue draft, referencing to drafts & correspondence sections within e-file Digital Sign and send efile to next user System Creates a efile Number Enter Meta Data - Denotes all activities taking place on the computer e-file moves through the Channel of Submission on the NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

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 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) and SMS alerts before the meeting/event

5. E-Office – Overall 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 eOffice | Project NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | Implementations slide 22 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 NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | Government wide eOffice (G-Office) slide 23 Cabinet Secretary has announced during Apex Body Meeting on July that the Cabinet Secretariat would move to a paperless office by April 2011 and urged all other departments to follow NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

eOffice | Government wide eOffice (G-Office) slide 24 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 NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

Suchitra Pyarelal Head, eOffice Project Division National Informatics NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad