Presentation on e-Office by NIC, Mizoram

on 17th August, 2012

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

Functions in Government offices

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• 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 decision-making 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

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KnowledgeManagement

System

KnowledgeManagement

System

Collaboration&

MessagingServices

Collaboration&

MessagingServices

File Management System

File Management System

e-Office

Product

e-Office

Product

Leave Management

System

Leave Management

System

TourManagement

System

TourManagement

System

Personnel Information

System

Personnel Information

System

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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)

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eOffice | eFile - Objectives

• Speed in Decision making• Error free output

• Collaborative work Environment• Speed in Communication

• Optimal utilization of resources• Scalability

• Minimum interaction

• Result / Outcome orientation• Quality of output

• On – time Delivery• Value for money

• Culture of discipline• Soft skills development

• Ease of use• Trusted digital environment

• Reduction of efforts• Ease of retrieval of files

• Remote functioning• Employee benefit/ Administrative activities

• Personal growth/ Skilled workforce

• Accessibility and Availability of information

• Set proceduresOr norm followed

•Traceability of decisions•Adherence to service levels

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eFile-Key featureseOffice | eFile – Main modules

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eOffice | eFile - Features

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• 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

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

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 put

Racks/Shelves/Bins can be defined for guard files

Physical Receipt

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eOffice | eFile – Main Activities in e-File

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eOffice | eFile – Functional Process

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

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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 Documents29

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 Support30

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

• CM’s 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 NathNIC, Mizoram State Centre

Aizawl, Mizoram45