presentation during the orientation workshop conducted by ministry of rural development at nird...

Presentation during the Orientation Workshop

conducted by Ministry of Rural Development at NIRD

October 28-29 2010

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

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

eOffice | Objectives

slide 3

•Government e-Office around a Standard Architecture & framework

•Global Govt. Directory and Data storage (Information and Data repository)

•Support integration & interoperation

•Avoid Duplication of efforts & redundant Data storage

•Inter/Intra Govt Information sharing & Movement

•Flexibility for scaling/evolving

•Centralized file and work flow system.


eOffice | Architecture & Framework

slide 4

•Open Architecture &Technology Neutral

•Common Data Sets and Standards

•Role based access for authorisation

•Directory based authentication

•Workflow manager

•Open Standards & technologies based

•Unicode Compliant - Support for local languages


eOffice | Key Objectives

slide 5

•Ensure strategic control on the product

•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.)


PayrollPayroll

HRHR

DocumentManagement

System

DocumentManagement

System

Collaboration&

MessagingServices

Collaboration&

MessagingServices

e-Files Systeme-Files System

e-Office

Product

e-Office

Product

BudgetMonitoring System

AdministrationAdministration

Court CasesCourt Cases RTIRTIParliament Q&A

Parliament Q&A

e-RecordsSystem

e-RecordsSystem

Generic Services

-Circulars-Notices-Events

Generic Services

-Circulars-Notices-Events

Support Systems

-Visitors Management-Meeting Room-Library

Support Systems

-Visitors Management-Meeting Room-Library

Purchase &Inventory

Purchase &Inventory

Public GrievancesPublic Grievances

Projects & TasksManagement

System

Projects & TasksManagement

System


eOffice | Main Products & Services

slide 8

•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

ReceiptRegistration

File Creation

e-File Movement

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 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


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


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

51.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

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 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


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 through advanced 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

5. E-Office – Overall Project Structure

Project AdvisoryGroup

(Department level)

TechnicalProject Group

(Project Design & Development)

NIC, & Industry Partners

Project Implementation

&RollOut

(Identified agencies)

•Responsibility for overall coordination and directions of project • activities•Setting long term goals & targets•Provide project expertise, oversight and guidance as needed•Review implementation progress periodically

•e-Office Overall Architecture•Core SRS, System Process Design (With industry support)•Core Applications Development with Industry Partnership•Manages project in accordance to the project plan•Provide overall project development direction•Standard look and feel for integrated applications•Ensure conformance to open standards•Interoperability among various sub systems

•Ensure that all the pre-requisites are prepared for implementation•Installation•Training and Awareness Programmes•Continuous support•Ensure Feedback mechanism•Maintenance and post implementation support

eOffice | Project Structure


eOffice | Implementations

slide 22

•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 | Government wide eOffice (G-Office)

slide 23

•Cabinet Secretary has announced during Apex Body Meeting on July 16 2010

that the Cabinet Secretariat would move to a paperless office by April 2011 and

urged all other departments to follow suit.


eOffice | Government wide eOffice (G-Office)

slide 24

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

Suchitra Pyarelal ([email protected])Head, eOffice Project Division

National Informatics [email protected]


presentation during the orientation workshop conducted by ministry of rural development at nird...

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