helpful for all

2. 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

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

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

5. eOffice | Key Objectives
slide 5
•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

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

7. @Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

8. eOffice | Main Products & Services
slide 8
•eFile
•ePersonnel Information System
•eLeave – Leave Management
•eTour
•KMS(Knowledge Management System)
•Collaboration & Messaging Services
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

9. 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

10. 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

11. 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

12. 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
5
1.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

13. 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 system
@Copyright NIC –Distribution for “Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

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 e-mail 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)
•E-mail and SMS alerts before the meeting/event