Presentation on e-Office by NIC, Mizoram

on 17th August, 2012

National Informatics Centre

Department of Information Technology Ministry of Communications & Information Technology

Functions in Government offices

Government to Government(G2G) transactions

Government to Citizen(G2C) transactions

Government to Business(G2B) transactions

Staff management activities

Internal financial, accounting, and administration aspects

Integral to all these activities is the process of decisionmaking in the files / meetings.

Present Scenario in Govt Offices

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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eOffice | Objectives
To improve efficiency, consistency and effectiveness of government responses; To reduce turnaround time and to meet the demands of the citizens charter; To provide for effective resource management to improve the quality of administration;

To reduce processing delays and to establish transparency and accountability

Less paper office To provide cost effective e-storage facility Environment friendly, eco-friendly office

Knowledge Management System Personnel Information System Collaboration Messaging Services

&

e-Office Product
Tour Management System File Management System

Leave Management System

eOffice | Main Products & Services

File Management System (eFile)

Knowledge Management System (KMS)

Personnel Information System (PIS)

Leave Management System (eLeave)

Tour Management System (eTour)

Collaboration & Messaging Services (CAMS)

eOffice | eFile - Objectives

Speed in Decision making Error free output Collaborative work Environment Speed in Communication Optimal utilization of resources Scalability Minimum interaction

Traceability of decisions Adherence to service levels

Result / Outcome orientation Quality of output On time Delivery Value for money Culture of discipline Soft skills development

Accessibility and Availability of information Set procedures Or norm followed

Ease of use Trusted digital environment Reduction of efforts Ease of retrieval of files Remote functioning Employee benefit/ Administrative activities Personal growth/ Skilled workforce

eOffice | eFile Main modules

eFile-Key features

eOffice | eFile - Features

Scanning and diarization of inward letters Digital signatures Route files to appropriate authorities Set due dates and reminders Search and view files Identify pending files and receipts and their pendency Identify special files (e.g. VIP references, Parliament matters) Generate reports on file creation and movement
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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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Process for Physical Receipts/Issues

First receiver writes the Diary Number on the top right corner of the physical receipt
In case of CRU, all physical receipts are sent to the Section Sequential Diary Number Physical Receipt Guard File Number Easy Retrieval of Physical Receipts based on 1. Diary number of receipt 2. Guard File IN number 3. Location of Guard File IN in which the receipt is put All physical receipts are put up in Guard File IN as mentioned on the physical receipt Physical Receipt User edits Meta Data and adds the Guard File number in which the physical receipt is being put User writes Guard File number on the top left corner of physical receipt

Racks/Shelves/Bins can be defined for guard files

2 3 A Files 1-100 1 2 3 B Files 101-200 1 2 3 C Files 201-300 1 2 3 D Files 301-400

When the Guard File IN is complete, a new Guard File IN is opened and the old one is transferred to a fixed location

Guard File IN File No.- GF/Sec/Yr/120

- Denotes all activities taking place on the computer

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eOffice | eFile Main Activities in e-File

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eOffice | eFile Functional Process

Scan directly to eOffice application System Creates sequential Diary Number for each receipt Send e Receipt to Section, in case of CRU as first receiver

First receiver Scans

Enter Meta Data

Store in Hard Drive Create a new efile Browse & upload Attach to current efile

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

- Denotes all activities taking place on the computer

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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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An Overview of Some Pages of e-File...

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Screen When Document is already Scanned

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Screen To Scan Directly to e-File System

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Entering the Meta Data for Scanned Receipt

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Sending the Receipt to the Recipient

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Sent Receipt Page

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Attaching A Receipt to A File

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Create New File Screen

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Displaying The Newly Created File

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Displaying The Newly Opened File

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After Adding Noting

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Send e-File Page

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eOffice | Knowledge Management System

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eOffice | Knowledge Management System

Online Access of documents Create and upload Documents Manage Documents Metadata compliant with standards Centralized Document Library with folder wise categorization

Separate user area for users folders and documents

Sharing of Documents and Folders with other users

User Discussion on Documents

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eOffice | Knowledge Management System

Folder Subscriptions Personal Contact List for easy sharing Online Search Published Document Board for every user Different views for viewing the document Alerts on document change Versioning of Documents Working Copy Support
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eOffice | Knowledge Management System

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eOffice | Personnel Information System

Each aspect of employee service meaningfully classified Efficient retrieval system Online submission of form to Admin/HR MIS reports for Top Management Complete Service Book online Role based Access

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eOffice | Personnel Information System

Benefits :
Real Time availability of updated employee data for official usage. Helps in identifying understaffed and overstaffed sections/offices Better formulation of staff related policies Integration with Leave Module

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eOffice | Personnel Information System

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eOffice | Leave Management System

Role based Access Link Officer(for leave approval) Alerts at approval leave Online submission of Joining report Current Leave Balance Leave details of subordinates Admin Module
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eOffice | Leave Management System

Benefits :

Convenience of time and location for Applicant as well as Approver Real time availability of Leave Status Automation of activities of Administration staff Integration with PIS Module

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eOffice | eLeave

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eOffice | Tour Management System

Online tour request and approval process

Settlement and Claims

Alerts & Dashboard view

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eOffice | Tour Management System

Benefits :
Apply and approve tour online, from anywhere, anytime.

Tour approval status information at fingertips.

Online settlement of tour claims.

Automates the entire tour flow & management process

Supports various queries related to tour

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eOffice | eTour

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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

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eOffice | Collaboration & Messaging Services

Discussion forum Initiate discussions on any topic (Suggestions from participants) Have threaded replies Moderated discussions

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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

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eOffice | Recent Implementations

DoIT&C , Govt. of Andhra Pradesh since October 2011 24 North Paragnas District of West Bengal (since April 2011) NRHM ,Govt of Maharashtra since January 2012 CMs Office, Govt. of Maharashtra (recently initiated). NIC has also signed a MoU with the Govt. of Rajasthan for the implementation of eOffice in the entire Secretariat (3 years) and the project implementation is underway.

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Thank You
Jayanta Kumar Nath NIC, Mizoram State Centre Aizawl, Mizoram

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