D I R EC TO R AT E O F I N FOR MAT I ON T E C H NOLO GY

eOffice Implementation in Maharashtra

Comprehensive Transformation using Technology and Process Re-engineering

2

Background

GR’s Issued

Implementation Strategy

Current Status of Implementation

Technical Challenges faced

Change Management Challenges

Way Ahead

Topics Covered

On 21st June 2012, an unforeseen incident of fire break out happened in Mantralaya, Mumbai

resulting in loss of massive files belonging to 18 departments. Aftermath of this incident the

Maharashtra government took this ambitious decision to go paperless.

Directorate of IT under the guidance of Secretary IT studied the eFile systems in various states and

various products. DigiGov from TCS and eOffice from NIC were evaluated and it was decided to go

with implementing eOffice.

The decision was based on various reasons including the fact that eOffice is a product of a Central

Government organization and hence is more reliable

The First File in e-office at Mantralaya was processed in October 2012 at CM office.

eOffice – How it started in Maharashtra

3

Sindhudurg Success Story

eOffice Implemented in Sindhudurg on 24th Dec-2012.

First district in the country to have implemented paperless office setup.

Handled more than 17000 files and over 40000 receipts electronically.

eOffice has transformed the entire administration in to a paperless, more transparent and

accountable organization.

eOffice – How it started in Maharashtra (contd…)

4

Government Resolutions (GR) for eOffice Implementation

5

Important GR’s and Circulars Issued for eOffice Implementation

GR dated 6th August 2012, for using NIC’s eOffice software for Mantralaya departments

GR dated 9th August 2012, mandating the use of eOffice for all offices of Mantrlaya w.e.f 1st January

2013.

GR dated 5th March 2013, mandating the opening of all new files in eOffice only with respect to the

earlier order for implemenation of eOffice w.e.f 1st January 2013.

eOffice Implementation Toolkit for all Government Departments of Maharashtra

Implementation Strategy

6

Three Stage Implementation Strategy

• Planning

• Preparation

• Implementation

7

Implementation Strategy - Snapshot of Activities Conducted as part

of the eOffice Implementation

Implementation Strategy

8

Continuous Capacity Building and Change Management

• Overview training sessions 3500 employees during Phase 1

• Hands on training 5000 users during Phase II

• eOffice Champions training 20 nodal officers at Delhi

• Exposure /visits to other eOffice Implementations at other locations

• Role based trainings for all PA s, all Registry clerks, Minister Staff etc during Phase III

• Refresher courses for 500 users in Phase III

• Detailed training by Director IT to Secretaries, nodal officers

• In addition, on demand trainings, user manuals, FAQs, Usage Guidelines are developed and circulated

to all users time to time.

Implementation Strategy

9

Support Mechanism

Multi layered support available by NIC team for ever user

Support Personnel deployed in every department

eOffice support portal is also made available online so that users can report the problems online and

track the tickets

Support desk has been made operational on extended hours on week days and weekends and

holidays.

Implementation Strategy

10

Project Costing - Rs.10,22,71,298

Cost Component Amount (In Rs)

Deployment infrastructure at SDC(Hardware and Software)

Rs. 49,31,045/-

DSC cost @Rs 555/- per DSC for 10000 users Rs. 55,50,000/-

Fund utilized for eOffice product configuration and management, project management, Helpdesk Support, Implementation, Training and Roll Out

Rs. 9,12,21,298/-

Current Status

11

eFiles created : 71,479

eFile Movement: 8,38,006

Total eReceipts created: 13,47,168

eReceipt Movement: 34,05,190

eFileCreated

eFileMoved

ReceiptsCreated

ReceiptsMoved

Statistics 71,479 838,006 1,347,168 3,405,190

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

Nu

mb

er

Statistics

Technical Challenges and Latest Upgrades

12

Technical Challenges

Ensuring System uptime and availability at all times

The system gets slow sometimes in peak hours

Latest Upgrades in the Application

Acknowledgement alerts through SMS and eMails

File and Receipt movement alert

Provision of quick noting

Multiple closing of receipts at once

New MIS Reports module

Change Management and Challenges

13

Changing attitude of people at all levels to change a 200 year old file movement system has been a

challenge

Re-engineering of mindset of employees is necessary in order to drive eOffice environment

Initial trainings should be imparted to fresh users for demonstrating eOffice suite in detail while

refresher trainings should be imparted to ensure that all queries of users, who have started using

eOffice, are addressed.

A mechanism to review all the Change Requests has been setup in Mantralaya. The Change Requests

approved by the committee are then forwarded to NIC for Implementation.

Key Achievements

14

More than 6000 users in one instance, Maharashtra Secretariat is the largest ever eOffice

implementation so far in the country.

Extensive capacity building ,change management, infrastructure support, implementation support

provided by DIT

District consultants, District Project Managers, Departmental consultants appointed by DIT have been

the extended arm for eOffice implementation team

Synergy in all eOffice implementations is being brought by hosting the application at SDC and sharing

the resources and knowledge gained.

During Session assembly (Adhiveshan) sending LAQ‟s has become so easy by e-file, it hardly takes any

time. LAQ‟s are sent within 5 minutes!! Even the follow up of the same can be taken easily

Key Learnings

15

Phase-wise Implementation

Make Top Officials the Nodal Officers

Top-down approach

Issuance of GRs and circulars

Discourage use of printers

Change Management and capacity building

Setting up of an eOffice Support Team

Readiness Status and Gap Analysis

Parallel movement of physical files should stop

Financial Provision for IT upgradation

Way Ahead

16

Restricting the movement of physical Tapal(Receipts) in the departments

Classification of subjects which can be taken up by the departments for end to end electronic file

movement

Development of action plan by every department to achieve paperless office

Phase wise implementation in the department

Thank You

17