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Presentation during the Orientation Workshop
conducted by Ministry of Rural Development at NIRD
October 28-29 2010
National Informatics Centre Department of Information TechnologyMinistry 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 efforts
@Copyright 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 system.
@Copyright 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 languages
@Copyright 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 surface.)
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
PayrollPayroll
HRHR
DocumentManagement
System
DocumentManagement
System
Collaboration&
MessagingServices
Collaboration&
MessagingServices
e-Files Systeme-Files System
e-Office
Product
e-Office
Product
BudgetMonitoring System
AdministrationAdministration
Court CasesCourt Cases RTIRTIParliament Q&A
Parliament Q&A
e-RecordsSystem
e-RecordsSystem
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 GrievancesPublic Grievances
Projects & TasksManagement
System
Projects & TasksManagement
System
@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
slide 8
•eFile
•ePersonnel Information System
•eLeave – Leave Management
•eTour
•Payroll
•Document Management System
•Collaboration & Messaging Services
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
Electronic File Tracking System
DAK &
ScanningSearch
Setting Due Dates
Digital Signature
ReceiptRegistration
File Creation
e-File Movement
eFile-Key featureseOffice | 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 required
@Copyright 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 Movements
@Copyright 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
2
3
4
51.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 computer@Copyright 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 efileAttach 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 system
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
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 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
5. E-Office – Overall Project Structure
Project AdvisoryGroup
(Department level)
TechnicalProject Group
(Project Design & Development)
NIC, & Industry Partners
Project Implementation
&RollOut
(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 Structure
@Copyright 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 implementation
@Copyright 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 16 2010
that the Cabinet Secretariat would move to a paperless office by April 2011 and
urged all other departments to follow suit.
@Copyright 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 updations.@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad
Suchitra Pyarelal ([email protected])Head, eOffice Project Division
National Informatics [email protected]
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad