1. eOffice Implementation Workshop for IAS Officers 2013 Batch 24-09-2015

2. Mission Mode Project under the National e-Governance Plan (NeGP) Initiated in 2009. Developed and implemented by National Informatics Centre (NIC) Establish a Single Product for reuse in the Government Based on DARPG Central Secretariat Manual of e-Office Procedures (CSMeOP) eOffice – A Digital Workplace Solution

3. Transform the government work culture and ethics Promote innovation by releasing staff energy and time from unproductive procedures Assure data security and data integrity Increase accountability Enhance transparency Benefits

4. eOffice Product Suite The eOffice Product Suite comprises of following products:

5. eOffice Architectural Overview Common Service Layer z z Web Gateway Location Personalization Content Management Portal Administration eLeave KMS eFile PIMS IM eTour Employee Master Data Management (to be accessed by all Applications) Common Data Access by all Applications Search Work Flow Automation Knowledge Management Session Management Exception Management Monitoring Reports/MIS Data Archival Firewall Web Server Document Repository Authentication Using LDAP Authentication Using DSC SECURITY LAYER DATA LAYER User Access

6. eOffice Security Features Firewall   1 st Level NIC Firewall 2 nd Level NIC email - LDAP 3 rd Level Portal - All requests are SSL encrypted Web Application Security Audit complaiance with OWASP 2010   SSL (Secured Socket Layer) Encryption (https) Username & Password for user required Additional Security features  Anti Virus  Remote Access allowed for only one/two IP’s  database on private IP  No access from outside  Role based access  Use of digital signatures (DSC) 

7. Brings Efficiency Brings Transparency Reduces Duplicity & Brings Accountability Less Paper Office Need and Objective of File Management System(eFile)

8. 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 e-file moves through the Channel of Submission on the system

9. File Management System (eFile) eFile is a workflow based system that replaces the existing manual handling of files with a more efficient electronic system. Features of File Management System (eFile) Receipts Diarization – Electronic / Email / Physical Acknowledgement Generation Receipt to Receipt and File Attachment VIP Letter Tracking Address Book Advanced Search on metadata Receipt Status Monitoring System Closing of Receipts Files File Creation – Electronic and Physical Noting's (Green and Yellow Note) Correspondence Draft for Approval (DFA) Referencing Digital Signatures on Noting and DFA File to File and Receipt Attachment Closing of File Advanced Search on metadata

10. Dispatch Templates Selection Digital Signatures Advanced Search on metadata Reminders and Follow-ups Dispatch sent through email and post Reports File/Diary Register Report File/Diary Pendency Report Summary Reports File Management System (eFile) Features of File Management System (eFile)

11. eLeave- G2E Services Leave Management System (eLeave) Workflow based submission & approval Integrated Holiday Calendar Leave History Leave Balance Alerts and Notification Leave details of subordinates Workflow based submission & approval Integrated Holiday Calendar Leave History Leave Balance Alerts and Notification Leave details of subordinates Features

12. eLeave Process Apply leave System creates Request ID Reject the request with remarks Approve the request in case of CL/RH Applied leave gets forwarded to Reporting Officer defined in the workflow (User) Leave Cancellation/ Extension/ Joining/Withdrawal Recommend/ forward the request in Case of EL and other types Reject the request with remarks Recommend/ forward the request Reject the request with remarks Approve the request with Notification / Memo and balance updation, entry in eService book User Reporting Controlling Administration User gets alerted on every action Balance update

13. eTour- G2E Services Tour Management System (eTour) Online tour request & approval process Settlement and Claims Reimbursement Log sheet management Alerts and Notification Reports Online tour request & approval process Settlement and Claims Reimbursement Log sheet management Alerts and Notification Reports Features

14. eTour Process User apply tour System creates request ID Reject the request with remarks Applied tour gets forwarded to the reporting officer defined in the workflow Tour cancellation Recommend/ forward the request Reject the request with remarks Approve Request. activate book ticket link at User end Book the ticket and update the details, send the ticket User Controlling /Forwarding Approving Protocol User gets alert on every action User requests for booking ticket Releases advance, claims Accounts User apply for advance/ claims

15. Personnel Information Management System (PIMS)

16. Knowledge Management System (KMS) Enables users to create and manage electronic documents that can be viewed, searched and shared. Features of Knowledge Management System (KMS): Central Repository Organization wide access to documents Multilingual Support Version Control Security and access control My Repository Personal Document Repository Document Sharing Collaborative work Document Sharing Folder Subscription Alerts and Notification Search Quick and easy retrieval of documents Content Based Easy Search Advanced Level Search

17. eOffice – Pre-requisites A.Pre-requisites for eOffice Implementation a.Hosting of eOffice Application For Central Government ministries/departments, the hosting is done at National Data Centre For State Government implementations, hardware and software provision at State Data Centre (SDC) is to be made as per eOffice Deployment Guidelines NICNET/NKN/SWAN connectivity is required at user end, where eOffice is hosted at NDC Shastri Park (NIC Data Centre) b.Skill Set All eOffice users need to have basic knowledge of computer and Internet Browsing. c.Additional Pre-requisites NIC email IDs – For login into eOffice product, all users must have NIC email IDs. For local deployments, local LDAP based authentication can also be enabled Digital Signature Certificates (DSC) – For signing noting and drafts in electronic files, all eOffice users must have Digital Signature Certificates (DSC). Setting up of eOffice Local Helpdesk – A Local Helpdesk may set up at the user department for getting technical clarifications pertaining to product usage. Setting up of Training Centre – A training facility for about 30 persons (30 nodes) may also be setup at the user department.

18. 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 users. Network Workstation/Desktop/Client SoftwareScanners Infrastructure Requirements for eOffice 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.

19. 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 emails  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 implementation  Digitization of Records/Files/  Knowledge sources  Handholding support  Report Issues & Bugs  Transfer of technical know how eOffice Implementation Phase

20. 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 eOffice Implementation Checklist

21. Efficiency Improvements eOffice has facilitated enhanced transparency in file movements. Increased accountability resulting in elimination of personal preferences/priorities in clearing files. Improved approval and disposal rates Availability of online system 24 x7 along with flexibility of clearing files when on tour or out of country thus reducing delays. This is also beneficial when some file has to be urgently attended on holidays, in such scenario, the files can be cleared online without coming to office. Loosely connected persons with file processing are not aware of file movement. For e.g., Office boys, contractual staff etc. Status of files known over the net to Citizens Availability of officer circulars/reports/documents etc. on KMS for easy access by employees Reduce cost of printing and stationary. Reduced clutter on desks resulting in clean environment.

22. Support Mechanism For quick and time bound resolution for eOffice Product and its implementation, all the bugs and feedbacks will be reported by the user department in Support Portal (http://support.eoffice.gov.in) For those projects which have entered the Post Implementation phase, the coordination process for resolution is through eOffice Central Helpdesk. ◦ Timings : 09:00 A.M. to 05:30 P.M. on all working days ◦ Email: support.eoffice@nic.in ◦ Telephone: 011-24305808