1. e- Office

2. 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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3. 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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4. 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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5. 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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6. & 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
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8. eOffice | Main Products & Services
eFile
ePersonnel Information System
eLeave – Leave Management
eTour
KMS(Knowledge Management System)
Collaboration & Messaging Services
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9. 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

10. 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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11. 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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12. eOffice | eFile – Main activities2
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
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- Denotes all activities taking place on the computer
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13. 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
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- Denotes all activities taking place on the computer
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14. eOffice | ePersonnel Information System

15. eOffice | eLeave

16. eOffice | eTour

17. KMS

18. eOffice | Collaboration & Messaging Services
Instant Messaging System
Sent instant messages
Minimize usage for internal communications
Able to see all the active users in the department

19. eOffice | Collaboration & Messaging Services
Discussion forum
Initiate discussions on any topic (Suggestions from participants)
Have threaded replies
Moderated discussions

20. 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