eOffice Implementation Workshop

for IAS Officers 2013 Batch

24-09-2015

Mission Mode Project under the National e-Governance Plan (NeGP)

Initiated in 2009. Developed and implemented by National Informatics Centre (NIC)

Establish a Single Product for reuse in the Government

Based on DARPG Central Secretariat Manual of e-Office Procedures (CSMeOP)

eOffice – A Digital Workplace Solution

Transform the government work culture and ethics

Promote innovation by releasing staff energy and time from unproductive procedures

Assure data security and data integrity

Increase accountability

Enhance transparency

Benefits

eOffice Product Suite

The eOffice Product Suite comprises of following products:

eOffice Architectural Overview

Common Service Layerz

Web Gateway

Loca

tion

Pers

onal

izati

on

Cont

ent

Man

agem

ent

Port

al

Adm

inis

trati

on

eLeaveKMS eFile PIMSIM eTour

Employee Master Data Management (to be accessed by all Applications)

Common Data Access by all Applications

Search

Work Flow Automation

Knowledge Management

Session Management

Exception Management

Monitoring Reports/MIS Data Archival

FirewallWeb Server

Document Repository

Authentication Using LDAP Authentication Using DSCSECURITY

LAYER

DATA LAYER

Use

r Acc

ess

eOffice Security Features

Firewall

1st Level NIC Firewall

2nd LevelNIC email - LDAP

3rd Level Portal - All requests are SSL encryptedWeb Application Security Audit complaiance with OWASP 2010

SSL (Secured Socket

Layer) Encryption (https)

Username & Password for user

required

Additional Security features

Anti Virus Remote Access allowed for only one/two IP’s database on private IP No access from outside Role based access Use of digital signatures (DSC)

Brings Efficiency

Brings Transparency

Reduces Duplicity&

Brings Accountability

Less Paper Office

Need and Objective of File Management System(eFile)

eFile 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

e-file moves through the Channel of Submission

on the system

File Management System (eFile)

eFile is a workflow based system that replaces the existing manual handling of files with a more efficient electronic system.

Features of File Management System (eFile)

Receipts

• Diarization – Electronic / Email / Physical

• Acknowledgement Generation

• Receipt to Receipt and File Attachment

• VIP Letter Tracking

•Address Book

•Advanced Search on metadata

•Receipt Status Monitoring System

•Closing of Receipts

Files

• File Creation – Electronic and Physical

• Noting's (Green and Yellow Note)

• Correspondence

• Draft for Approval (DFA)

•Referencing

•Digital Signatures on Noting and DFA

• File to File and Receipt Attachment

•Closing of File

•Advanced Search on metadata

Dispatch

• Templates Selection

• Digital Signatures

• Advanced Search on metadata

• Reminders and Follow-ups

•Dispatch sent through email and post

Reports

•File/Diary Register Report

•File/Diary Pendency Report

•Summary Reports

File Management System (eFile)

Features of File Management System (eFile)

eLeave- G2E Services

Leave Management

System (eLeave)

• Workflow based submission & approval• Integrated Holiday Calendar• Leave History• Leave Balance• Alerts and Notification• Leave details of subordinates

Features

eLeave Process

Apply leave System creates Request ID

Reject the request

with remarks

Approve the request in

case of CL/RH

Applied leave gets forwarded to Reporting

Officer defined in the workflow

(User) Leave Cancellation/

Extension/ Joining/Withdrawal

Recommend/ forward the

request in Case of EL and other types

Reject the request

with remarks

Recommend/ forward the

request

Reject the request

with remarks

Approve the request with Notification /

Memo and balance updation, entry in eService

book

User

Reporting

ControllingAdministration

User gets alerted on every action

Balance update

eTour- G2E Services

Tour Management

System (eTour)

• Online tour request & approval process• Settlement and Claims Reimbursement• Log sheet management• Alerts and Notification• Reports

Features

eTour Process

User apply tour System creates request ID

Reject the request

with remarks

Applied tour gets forwarded to the

reporting officer defined in the workflow

Tour cancellation

Recommend/ forward the

request

Reject the request

with remarks

Approve Request. activate book

ticket link at User end

Book the ticket and update the

details, send the

ticket

User

Controlling /Forwarding

Approving

Protocol

User gets alert on

every action

User requests for booking

ticket

Releases advance ,

claims

Accounts

User apply for advance/

claims

Personnel Information Management System (PIMS)

Knowledge Management System (KMS)

Enables users to create and manage electronic documents that can be viewed, searched and shared.

Features of Knowledge Management System (KMS):

Central Repository

• Organization wide access to documents

• Multilingual Support

• Version Control

• Security and access control

My Repository

• Personal Document Repository

• Document Sharing

• Collaborative work

Document Sharing

• Document Sharing

• Folder Subscription

• Alerts and Notification

Search

• Quick and easy retrieval of documents

• Content Based Easy Search

• Advanced Level Search

eOffice – Pre-requisites

A. Pre-requisites for eOffice Implementation

a. Hosting of eOffice Application• For Central Government ministries/departments, the hosting is done at National Data Centre• For State Government implementations, hardware and software provision at State Data

Centre (SDC) is to be made as per eOffice Deployment Guidelines• NICNET/NKN/SWAN connectivity is required at user end, where eOffice is hosted at NDC

Shastri Park (NIC Data Centre)b. Skill Set

• All eOffice users need to have basic knowledge of computer and Internet Browsing.c. Additional Pre-requisites

• NIC email IDs – For login into eOffice product, all users must have NIC email IDs. For local deployments, local LDAP based authentication can also be enabled

• Digital Signature Certificates (DSC) – For signing noting and drafts in electronic files, all eOffice users must have Digital Signature Certificates (DSC).

• Setting up of eOffice Local Helpdesk – A Local Helpdesk may set up at the user department for getting technical clarifications pertaining to product usage.

• Setting up of Training Centre – A training facility for about 30 persons (30 nodes) may also be setup at the user department.

Operating System- Windows 7 or above, Linux 6 or above, Ubuntu 11 or above

Browser- Internet Explorer (10.0 & above), Firefox (27.0 & above)

Adobe Reader 10 and above (the following is available for download, free of cost, from Adobe website)

Anti-Virus (any antivirus)

Every user of eOffice will need to have an independent

workstation/Desktop. The recommended requirements a

workstation/Desktop are as follows:

Processor: 2GHz and above

RAM: 1Gb and above

USB 2.0 controller (for Digital

Signature Certificate)

LAN connectivity to each user/each desktop to be provided.

Ensure multiple network links in the department for fail over.

Bandwidth utilization should not be more than 60%. For smooth usage of the system, the

department needs to ensure a minimum dedicated bandwidth of 34 Mbps for 2000

users.

NetworkWorkstation/Desktop/Client

SoftwareScanners

Infrastructure Requirements for

eOffice

Basic Infrastructure Pre-requisites for eOffice

The user will be required to analyze

volumes of incoming receipts per day

along with travel time to the scanners

for all users that are using that

particular scanner.

Initiate Prepare Configure Deliver Support

Phase 0 Phase 1 Phase 2 Phase 3

Infrastructure

Assessment &

Gap Analysis Procurement/

Upgrade-

Infrastructure Roll Out

Requirement

Governance

Structure Orientation

Workshop Change

Management Transition

Management Knowledge

Repository Creation of Bulk

emails DSC Issuance

eOffice Data Capture & Vetting DSC enrollment & verification Training On site Roll Out team Set up in NIC data centre Domain name registration Setting up of Training instance Trial Run eOffice ready for Go Live

Product

implementation Digitization of

Records/Files/ Knowledge

sources Handholding

support Report Issues &

Bugs Transfer of

technical know

how

eOffice Implementation Phase

Initiate Prepare Configure Deliver Support

Phase 0 Phase 1 Phase 2 Phase 3

Filled

Assessment

Template

received from

department

Gap Analysis

Report prepared

Orientation

Workshop for the

department Formal notification

received on the

formed Governance

structure Procurement and

establishment of the

pre-requisites Strategy document

for transition DSC ready for

issuance Knowledge

repository

established

Data Collected and Vetted eOffice environment ready Training Plan prepared Training and Handholding Trail Run Go Live

Transfer of

technical know

how Call Centre

support

established

eOffice Implementation Checklist

Efficiency Improvements eOffice has facilitated enhanced transparency in file movements. Increased accountability resulting in elimination of personal preferences/priorities in

clearing files. Improved approval and disposal rates Availability of online system 24 x7 along with flexibility of clearing files when on tour

or out of country thus reducing delays. This is also beneficial when some file has to be urgently attended on holidays, in such scenario, the files can be cleared online without coming to office.

Loosely connected persons with file processing are not aware of file movement. For e.g., Office boys, contractual staff etc.

Status of files known over the net to Citizens Availability of officer circulars/reports/documents etc. on KMS for easy access by

employees Reduce cost of printing and stationary. Reduced clutter on desks resulting in clean environment.

Support Mechanism

For quick and time bound resolution for eOffice Product and its implementation, all the bugs and feedbacks will be reported by the user department in Support Portal (http://support.eoffice.gov.in)

For those projects which have entered the Post Implementation phase, the coordination process for resolution is through eOffice Central Helpdesk.

◦ Timings : 09:00 A.M. to 05:30 P.M. on all working days◦ Email: support.eoffice@nic.in◦ Telephone: 011-24305808

Thank You