IMPLEMENTATION OF E-OFFICEaphrdi.ap.gov.in/documents/Trainings@APHRDI/ASOs/IIWEEK...electronically. This simplifies decision making, as all the required information is available at

IMPLEMENTATION OF

E-OFFICE

P. Mohan Krishna.Tech. Director, CMO.

eFile is a workflow based system that includes the features of existing manual handling of files with addition of more efficient electronic system. This system involves all stages, including the Diarisation of inward receipts, creation of files, movement of receipts and files and finally, the archival of records. With this system, the movement of receipts and files becomes seamless and there is more transparency in the system since each and every action taken on a file is recorded electronically. This simplifies decision making, as all the required information is available at a single point.

It envisions a paperless office, with increased transparency, efficiency and accountability of the organization.

A revolutionary product aimed to make office work like never before in the history of Indian Governance, is based on the Thirteenth edition of Central Secretariat Manual of Office Procedures (CSMoP) of the Department of Administrative Reforms & Public Grievances (DARPG), Govt. of India.

INTRODUCTION

Letter from Secretary

▪ Systems▪ Scanners▪ Good Internet Connection▪ Printers ▪Digital token▪NIC E-mail id

Basic Requirements

First NameLast Nam

eDesignation Department/

Ministry State Mobile(10 digit)

Date of

Retirement (dd-mm-yyy

y)

Email Login-ID

Email address

Date of Birth(dd-mm-yyyy)

Sample NameBasedData

APPLICATION FOR BULK E-MAIL ACCOUNT CREATION FOR A COMPLETE DOMAIN/ A GROUP OF USERS

EMPLOYEES BASIC INFORMATION

S.No

.First Name Last Name Designat

ion

Department/Minist

ry

StateMobile

(10 digit)

Date of Retirem

ent (dd-mm-

yyyy)

Email Login-ID Email address

Date of Birth(dd-mm-yy

yy)

1 PRAKASH KUMAR INDUPALLI

JOINT COLLECTOR-II

REVENUE

ANDHRA PRADESH

8886616003 30-11-2016 prakash.apprkrev prakash.apprkrev@gov

.in20-11-1956

2CHIRANJEEVI SIVA KUMAR

BEZAWADAADMINSTRATIVE OFFICER

REVENUE

ANDHRA PRADESH

8886616005

10/31/2019

sivakumar.apprkrev

[email protected]

10/23/1959

3 SRK MOHAN

MURIKIPUDI

SENIOR ASSISTANT

REVENUE

ANDHRA PRADESH

9490175624 8/31/2041msrkmohan.appr

[email protected]

8/5/1981

4 RAVI KUMAR BATHULA

SENIOR ASSISTANT

REVENUE

ANDHRA PRADESH

9032292849 7/31/2043bathularavi.apprk

[email protected]

8/1/1983

5 VENKAT SUBBA RAO MUNAGALA

JUNIOR ASSISTANT

REVENUE

ANDHRA PRADESH

7799085143 5/31/2046munagalavenkat.

[email protected]

5/31/1986

6 SRILAKSHMI JADDU

JUNIOR ASSISTANT

REVENUE

ANDHRA PRADESH

9700665596 8/31/2049srilakshmi.apprkr

[email protected]

19-081989

7MARY SUDHA RANI

PALATHOTIJUNIOR ASSISTANT

REVENUE

ANDHRA PRADESH

9491476037 8/31/2031palathotimary.ap

[email protected]

8/11/1971

mailto:[email protected]














EMD – EMPLOYEES MASTER DETAILSANNEXURE - I

Field

no. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

S.No Title Employee Full

Name * Sex Employee Code *

Designation of

employee *

NIC Email *

Name of Organization

unit*

Joining Date

at Organisation Unit

Date of Birth

Joining date of service

Employee

Status(permanent/temporar

y)

Working

StatusPan No Marking

Abbr./POST*

Reporting -

marking abbr.(parent post)

*

Payband of Employee*

Basic Pay of Employee*

Telephone no

1

Classify title for employee- Mr. Mrs, Ms, Shri, Dr. etc. as applicable

(First name Middle name Surname)

Gender (M/F)

This is the code given to each employee in the department

Designation of employee- For example- Deputy Secretary/Joint Sec/Secretary etc.

NIC Email of employee. (Apply if does not exist)

Name of lowest division/section/departmentName of section/department etc. for example Planning Commission or Administration. Kindly refer the available Organisation Units from Organisation Unit (OU) Master.

Date on which the employee joined the organization

Date of Birth (dd/mm/yy)

Date on which the employee has joined service

State whether Permanent, Temporary

State whether serving, retired, transferred

PAN of employee

Abbreviation will be Designation followed by Post or Name for example DS (MK) where MK could be Manoj Kumar or DS (Admin) where DS Admin is post. In Case the person is holding more than one post, a new entry has to be made.

Marking abbreviation of the next reporting officer

Mobile Number

1 Mr.PRAKASH KUMAR INDUPALLI M 1803501

JOINT COLLECTOR-II REVENUE

12/7/2013

11/20/1956 1/3/1986

PERMANENT SERVING

AALPI3901P JC-II (PK)

COLLECTOR

52590-10329

0 937808886616

003

2 Mr.

CHIRANJEEVI SIVA KUMAR BEZAWADA M 708987

ADMINISTRATIVE OFFICER REVENUE

5/1/2015

10/23/1959

12/29/1982

PERMANENT SERVING

AEWPB4908G AO (CH.SK) DRO

31460-84970 66330

8886616005

3 Mr.SRK MOHAN MURIKIPUI M 701308

SENIOR ASSISTANT A-SECTION, A2

3/1/2014 8/5/1981 5/4/2005

PERMANENT SERVING

ASGPM7335L

Sr.Asst (SRKM) A-SECTION , A2

ADMINSTRATIVE OFFICER

22460-66330 26600

9490175624

4 Mr.RAVI KUMAR BATHULA M 704452

SENIOR ASSISTANT A- SECTION, A3

12/1/2014 8/1/1983

10/12/2007

PERMANENT SERVING

Sr.Asst (RK) A-SECTION , A3


21230-63010 25840

9032292849

5 Mr.VENKATA SUBBA RAO MUNAGALA M 752774

JUNIOR ASSISTANT A-SECTION, A4

3/14/2013 5/31/1986 3/14/2013

PERMANENT SERVING

BEJPM3982H

Jr.Asst (VBR), A-SECTION , A4 Asst


8440-24950 8940

7799085143

1. The Nodal Officer has to identified by the HOD

2. The Nodal Officer has to fill the Application for Bulk

Email Account Creation.

3. The Nodal Officer has to Fill the File Head details.

4. The Nodal Officer has to authorise the Emudhra Form of

the Employees

Nodal officer & Proforma

PRAKASAM DISTRICT :: FILE HEADSName of the Section: A- Section (ESTABLISHMENT AND OFFICE PROCEDURE)

Section Head: Sri B.Ch. Siva Kumar, Administrative Officer (Tahsildar cadre)Basic Head Primary Head Secondary Head Tertiary Head

Head Description Head Description Head Description Head Description

Revenue A-Section

1.Transfers, postings of a. Dy.Collectors b. Tahsildars c. Dy.Tahsildars etc d. Training programme of I.A.S., e. Training programme of Pro.D.Ts f. Panels of Deputy Tahsildar/Tahsildars

2.Disciplinary cases of all Cadres

3.District Joint Staff Council meetings

4.Tour Diaries of Gazetted Officers.

5.Disciplinary cases of other Departments irrespective of cadre.

6.Office Order. 7. Transfers, postings a.Sr.Asst, b Jr.Assts, c.Typists, d. Drivers etc 8.Survey training & Maintenance test. 9.Compassionate appointments 10.District Selection Committee 11.Backlog vacancies of all categories. 12.Village Establishment (VROs & Village Revenue Assistants) 13.Embezzelement. 14.Village Chavadies. 15.Induction Training. 16. Class IV employees service matters 17.Pensions of Public Servants, 18.Inspection of Offices

19.File Disposal 20.Performance indicators. 21.Maintenance of Record Room and receiving disposals. 22.Copy Applications. 23.Gazette Publication.

24.Distribution of Tappals 25.Maintenance of all Registers etc 26.Right to Information Act 27.National Small Savings 28.RTI appeals

Name of the Section: H-Section (PROTOCOL AND ELECTIONS)Section Head: Sri S.Syam Babu (Tahsildar Cadre)

Basic Head Primary Head Secondary Head Tertiary Head


REVENUE

H-SECTION

1.Elections, 2.Legislative Committee meetings. 3.EPIC. 4. Census. 5.Examinations, 6.Service organizations 7.Refund of Court fee, Stamps, Market Value 8. Maintenance of Prakasam Bhavan. 9.Wireless Sets, 10. Ham Radio, Telephones. 11. Medical Reimbursement 12.State Functions, 13.VIPs & Protocols 14.Requistion of Vehicles 15. Treasure Trove. 16. Government Quarters. 17. Tanguturi Prakasam Panthulu Celebrations. 18. Govt. Buildings repairs 19. R&B Quarters allotment 20. Miscellaneous 21. Video Conference 22. C.M Relief fund, 23. Change of Name & Date of Birth 24. Govt. Buildings rent fixation 25. Dispatch 26. To work as CC to Joint Collector 27. To work as CC to Joint Collector 28. To work as CC to DRO

PRAKASAM DISTRICT :: FILE HEADS

Name of the Section: B-Section (ACCOUNTS AND AUDIT)

Section Head: Y.Swapna Priya (Deputation from LA Unit, Markapur) (Dy.Tahsildar cadre)


Head Description Head Description Head Description Head Descripti

on

REVENUE

B-SECTION

1.Pay Bills, Budget, Pay Fixations etc

2.Increments to foreign service employees

3.Office Contingencies

4.Maintenance of Cash book etc

5.Audit Paras

6.Purchase of Stationery & distribution of stationery.

7.Furniture etc


Name of the Section: C - Section (MAGISTERIAL)Section Head: Sri B. Sambasiva Rao (Tahsildar Cadre)



Revenue C-Section

1.Law and Order including coordination with Judiciary & Police.

2.Cinematography Act,

3.SC/St Atrocities etc.

4.All preventive detention laws.

5.P.C.R.Act.

6. Fire Accidents.

7.Rehabilitation Sri Lanka, Burma, East Pakistan.

8.Solatium fund,

9.Perosnal Accidents, Apatbandu , Gruhakalpa Insurance Scheme.

10.NFBS

11.Accidents (Bus, Boat etc)

12.Farmers’ Suicides

13.Arms Act,

14.Press Registration & Books Act.

15.Indian Christian Marriages Act.

16.Welfare of Service Soldiers.

17.Pawn Brokers Act, Gold Controls,

18.A.P.Habitual Offenders Act.

19.Apprehensiion of deserted soldiers.

20.Freedom Fighters.

21.Appeals on Social Status Certificates (Caste Certificates)

22.Mininum wages Act.

23.Jails

24.Fares & Festivals and Explosives

25.Petroleum Act.

26. Law Officers

27.Bonded labour.

28. Verification of Character & Antecedents.

29.S.W.Pensions.


D- Section: Land Revenue, Irrigation, ROR, Cyclone Relief Section Head: Sri R.V.N.V.Prasad, Deputy Tahsildar, DRDA, Ongole working on deputation dealing with KRRC work & I/C Section.



Revenue

D-Section

1.All Revenue Collections including L.R., NALA

2.Water Tax Act

3.Adjustment of Cesses

4.Drainage Cess, Remission proposals

5. Tourism

6. Jamabandhi & Village Accounts

7. Water Users Association

8. ROR.

9. Irrigation

10. Computerization of Land Records & Tahsidlar Offices

11. VHF Sets

12. Praja Seva Centres

13. Mee Seva & Electronic Delivery Services

14. LAN & APSWAN Maintenance

15.Adverse Seasonal Conditions,

16.Natural calamities

17.Reorganisation of Jurisdictions.

18.Drought Monitoring Cell,

19.Loans,

20.New Well Subsidy Scheme

21.Distress Taccavi and State Loans

22.Revenue Recovery Act

23.Collection of all Govt. Dues.

24. Surface Act.


Name of the Section: E-Section (LAND ADMINISTRATION)Section Head: Sri G.V. Rama Prasad Deputy Tahsildar, SDC (L.A), R&R Ongole working on deputation.


HeadDescriptio

nHead

Description

Head Description Head Descriptio

n

Revenue

E-Section

1.Alienation and Transfer of Land.

2.Mining Leases.

3.Conversion of Land.

4.Land Bank

5.Aqua Culture.

6.Assignment of Land

7.Relinquishment of Land.

8.Leases of Land.

9.Escheats

10.Lankas.

11.Evacue Properties.

12.Prohibition of alienation of assigned lands.

13.Land Encroachment Act.

14.House sites.

15.Homestead Act and other relevant laws.

16.Land Grabbing Act.

17.Wakf Board.

18.Treasure Trove.

19.Municipal Administration,

20.Panchayat Administration.

21.Tourism.


Name of the Section: F-Section (LAND REFORMS )

Section Head: P.Seetharathnam (D.T cadre) working on deputation from the office of SDC, (LA), R&R, Ongole



Revenue

F-Section

1.Agrl Land Ceiling Act.

2.Urban Land ceiling Act.

3.Agency Laws.

4.Tenancy Act.

5.Estate Abolition Act.

6.Inams Act.

7.Settelment cases

8.Suits –Kandukur Division.

9.Indian Stamp Act.

10. Pauper Stamp Duty.

11.Suits- Ongole & Markapur Divisions

12. Liasion work with GPs and AGPS.


Name of the Section: G-Section (LAND ACQUISITION)

Section Head: Smt.K.Nagalakshmi, Superintendent (D.T cadre)


Head

Description

HeadDescriptio

nHead Description Head

Description

Revenue

G-Section

1.Land Acquisition General.

2. Land Acquisition Social Welfare.

3. Land Acquisition (Kandukur Divn. )

4. Land Acquisition Social Welfare ( All Ops, Appeals & WPs in High Court and cases in Supreme Court should also be dealt with the above assistants concerned)

5. Fair copying.


EMUDHRA (TRUST DELIVERY)

National Informatics Centre Department of Information TechnologyMinistry of Communications & Information Technology

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

Payroll

HR

DocumentManagement

System

Collaboration&

MessagingServices

e-Files Systeme-Office

Product

BudgetMonitoring System

Administration

Court Cases RTIParliament Q&A

e-RecordsSystem

Generic Services-Circulars-Notices-Events

Support Systems-Visitors Management-Meeting Room-Library

Purchase &Inventory

Public Grievances

Projects & Tasks

Management System


http://ppt/slides/slide3.xml

http://ppt/slides/slide3.xml

EOFFICE | MAIN PRODUCTS & SERVICES

slide 22

•eFile

•ePersonnel Information System

•eLeave – Leave Management

•eTour

•Payroll

•Document Management System

•Collaboration & Messaging Services


Electronic File

Tracking System

DAK &

ScanningSearch

Setting Due

Dates

Digital Signature

ReceiptRegistratio

n

File Creation

e-File Movemen

t

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 24

•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


EOFFICE | EFILE - REPORTS

slide 25

•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


EOFFICE | EFILE – MAIN ACTIVITIES

slide 26

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 receipts2.Entry of Meta Data & creation of Diary Number3.Entry of Meta Data for creation of e-files4.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


EOFFICE | EFILE – FUNCTIONAL PROCESS

slide 27

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


Documents

IMPLEMENTATION OF E-OFFICEaphrdi.ap.gov.in/documents/Trainings@APHRDI/ASOs/IIWEEK...electronically. This simplifies decision making, as all the required information is available at