Towards a paperless office State Informatics · PDF fileeOffice Functionalities and Benefits Content & Document Management Work flow automation Collaboration & Messaging Services Unified

Towards a paperless office

State Informatics Officer NIC Maharashtra, Mumbai

eOffice | Application Components

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eOffice Functionalities and Benefits

Content & Document Management

Work flow automation

Collaboration & Messaging Services

Unified View of Data

Electronic file processing based on Central secretariat manual for e-Office procedure

Single Standards based Directory Service

Archival and e-Record Management

Security and Access Management Role

Platform for personalized, role based, secure access to internal information

Based on a standard Information Framework & Architecture which abide by the open standard guidelines and is Technology neutral.

Functionality Benefits

eOffice – key functionalities

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

eOffice | ePersonnel Information System

eOffice | eLeave

eOffice | eTour

eOffice | Document Management System

•Creates a searchable enterprise repository of documents

•Easily manage security and access rights to documents

•Retrieve documents throughadvanced 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


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


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

eOffice | Implementations

•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

eOffice | Initiatives in Maharashtra

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•National Rural Health Mission (Mumbai and Pune)

•Forward Market Commission Mumbai

•SAMEER (Mumbai, Kolkatta and Chennai)

•District Collectorate Nandurbar

•MMRDC Mumbai

•CMET Pune

•Textile Commission

•JNPT Belapur

•RAJBHAVAN


eOffice | Government wide eOffice (G-Office)

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•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.


eFILE

eFile Introduction

• eFile is one of the most important component that

constitute the eOffice application.

• It is a workflow based product for enabling an end to end

electronic file movement across the Government.

• Using eFile, user can create electronic files, add notings

in the files, create draft for approvals and attach

correspondences in an easy and user friendly way.

eFile

DAK

&

ScanningSearch

Setting Due

Dates

Digital

Signature

Receipt

Registration

File

Creation

eFile Movement

eFile-Key featureseFile – 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

efile Process

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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

Methods of Scanning for conversion of existing files to efile

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Active and

Closed Files

Records

Group all

pages as

File

Group all

sections as

File

Archive

Scan logical groups as Single PDF

Scan each page as Single PDF

Metadata entry at Page Level

Metadata entry at Section Level

Metadata entry at Document Level

Scan entire Document as Single PDF

Process for Physical Receipts/Issues

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

Sequential Diary Number

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

In case of CRU, all physical receipts are sent to the Section

First receiver writes the Diary Number on the top right corner of the physical receipt

Physical Receipt

User edits Meta Data and adds the Guard File number in which the physical receipt is being put

- Denotes all activities taking place on the computer

Guard File Number

User writes Guard File number on the top left corner of physical receipt

All physical receipts are put up in Guard File IN as mentioned on the physical receipt

A

B

C

D1 2 3

1 2 3

1 2 3

2 3 Files 1-100

Files 101-200

Files 301-400

Files 201-300

Easy Retrieval of Physical Receipts based on1. Diary number of receipt2. Guard File IN number3. Location of Guard File IN in which the

receipt is putRacks/Shelves/Bins can be defined for guard files

Physical Receipt

eFile - Advantages

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•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


eFile - Reports

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•MIS reports (Status, Pendency)•VIP References•Pending files and receipts•Time bound files and receipts•Diary and File Register•Pending Cases based on time periods•Numerical Cases•Consolidated Report •Summary•Top Movements



eFile – Main Features (1)

• Dashboard

• Scanning

• Digitisation of inward receipts (online and offline)

• Electronic creation of files and movement

• Attachment of correspondence to e-File

• Creation of DFAs and their issuals

• Referencing

• Migration of manual files


• Sort option on read and priority in receipts

• Versatile "Sent To" option with free text search, add

recipient and "My Sent to List" options.

• Reply option in Receipts and Files

• Pull up option for files and receipts

• Tracing a receipt attached to a file with the help of

Advanced Search.

• Allowing Images in note sheet.

• Noting in scrollable mode


• Email integration

• SMS Integration

• New Rupee Font in the noting and DFA.

• Monitoring pendency

• Timely review of files

• Powerful and advanced search

• Reports

• Uploader Role for uploading documents upto 15 MB

• Print option in Drafts and Issue

e-file Naming Convention

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Standardization of efile Naming

Convention

Standard HeadMain Subject Headings- will bear consecutive

serial numbers

Standard Sub Head Aspects of main subject headings

e-File Number convention

Serial no. of Basic/

Standard/Standard

Sub Head

Year of Opening of file (all

four digits) 2002

Abbreviated symbol

identifying Section

C/13/11/2002-SR

Note: The first three elements in the

file number will be separated from

one another by a slant stroke and

the last two by a dash

Basic Head Standard Head Standard Sub Head

C- Vigilance 13- Complaints

14- Disciplinary proceedings

15- Prosecutions

16- Appeals

17- Petitions

18- Court Cases

11- Group A

12- Group B

13- Group C

14- Group D

15- Joint Enquiry

Template for Data Capture

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Note: * All fields are mandatory

Field no. 1 2 3 4 5 6 7 8 9 10

S.No TitleEmployee Full

Name *

Employee

Code *

Designation

of employee

*

Email *Name of

Organization unit*Date of Birth

Marking

Abbr./POST*

Reporting -

marking

abbr.(parent

post) *

CRU/Section

/Officer/Offi

ce*

Classify title

for employee-

Mr. Mrs, Ms,

Shri, Dr. etc. as

applicable

(First name

Middle name

Surname)

This is the

code given to

each

employee in

the

department

Designation

of employee-

For example-

Deputy

Secretary/Joi

nt

Sec/Secretary

etc.

Email of

employe

e, create

if not

existing

Name of lowest

division/section/d

epartment

Name of

section/departmen

t etc. for example

Planning

Commission or

Administration.

Kindly refer the

available

Organisation

Units from

Organisation Unit

(OU) Master.

Date of Birth

(dd/mm/yy)

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

abbreviatio

n of the next

reporting

officer

Mark "C" if

the

concerned

employee

will play role

of Central

Registry Unit,

"S" if the

employee

will play role

of Section

Officer, "O"

if the

employee

will play the

role of the

Officer &

"Of" if the

person is in

the office of

Officer

example- PA

to secretary

Fields required for eOffice Fields Required for eFile

Template for Data Capture (contd.)

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Organization Unit (OU) Master

S.No Organization unit Type Parent Unit Name File Code*

Name of

section/department etc.

for example Planning

Commission or AGRI

Mark if

Organisation

unit is a division,

department,

section etc. in

case of AGRI for

example it is a

division

Most immediate

parent of the

organization unit

Code for the

organization for

example PC for

Planning

Commission, ADMN

for Administration

S.No Organization unit Type Parent Unit Name File Code*

1 CABINET SECRETARIAT DEPARTMENT CS

2 O/o of Secretary C & PG WING CABINET SECRETARIAT

O/o of Secretary C &

PG

3 O/o of Cabinet Secretary OFFICE CABINET SECRETARIAT O/o CS

4 O/o Additional Secretary OFFICE CABINET SECRETARIAT AS

5 O/o JS(AD) OFFICE CABINET SECRETARIAT JS(AD)

6 AD - I SECTION O/o Dir(Admn) AD - I

7 CA - I SECTION O/o Dir(KLS) CA - I

8 General Section SECTION O/o Dir(Admn) GEN9 AD - II SECTION O/o Dir(Admn) AD - II

REFERENCE DATA

Ministry of Finance

Financial Services

Revenue

Economic Affairs

Admin 1

Disinvestment

Expenditure

Admin 2

Departments

Section/Wings

Ministry

Employee O.U Name Type Most Immediate Parent

(Will imply to all employees with

designation under Economic Affairs)

Economic Affairs Department Ministry of Finance

(Will imply to all employees with

designation under Admin 1)

Admin 1 Section/Wing Economic Affairs

Explained in table

Example 1 Case Study - Organization Name (OU)

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OU name is

CA I & II,

Type could be

Section

Immediate

Parent for CA I

& II is KLS,

Type could be

Department

OU name is

Admin

Type could be

Department

Immediate

Parent for Admin

is RK

Type could be

Department

Example 2

moving towards a government eOffice

DEMO SITE:

http://pcdemo.eoffice.nic.in

http://pcdemo.eoffice.nic.in/

Documents

Towards a paperless office State Informatics · PDF fileeOffice Functionalities and Benefits Content & Document Management Work flow automation Collaboration & Messaging Services Unified