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D I R EC TO R AT E O F I N FOR MAT I ON T E C H NOLO GY
eOffice Implementation in Maharashtra
Comprehensive Transformation using Technology and Process Re-engineering
2
Background
GR’s Issued
Implementation Strategy
Current Status of Implementation
Technical Challenges faced
Change Management Challenges
Way Ahead
Topics Covered
On 21st June 2012, an unforeseen incident of fire break out happened in Mantralaya, Mumbai
resulting in loss of massive files belonging to 18 departments. Aftermath of this incident the
Maharashtra government took this ambitious decision to go paperless.
Directorate of IT under the guidance of Secretary IT studied the eFile systems in various states and
various products. DigiGov from TCS and eOffice from NIC were evaluated and it was decided to go
with implementing eOffice.
The decision was based on various reasons including the fact that eOffice is a product of a Central
Government organization and hence is more reliable
The First File in e-office at Mantralaya was processed in October 2012 at CM office.
eOffice – How it started in Maharashtra
3
Sindhudurg Success Story
eOffice Implemented in Sindhudurg on 24th Dec-2012.
First district in the country to have implemented paperless office setup.
Handled more than 17000 files and over 40000 receipts electronically.
eOffice has transformed the entire administration in to a paperless, more transparent and
accountable organization.
eOffice – How it started in Maharashtra (contd…)
4
Government Resolutions (GR) for eOffice Implementation
5
Important GR’s and Circulars Issued for eOffice Implementation
GR dated 6th August 2012, for using NIC’s eOffice software for Mantralaya departments
GR dated 9th August 2012, mandating the use of eOffice for all offices of Mantrlaya w.e.f 1st January
2013.
GR dated 5th March 2013, mandating the opening of all new files in eOffice only with respect to the
earlier order for implemenation of eOffice w.e.f 1st January 2013.
eOffice Implementation Toolkit for all Government Departments of Maharashtra
Implementation Strategy
6
Three Stage Implementation Strategy
• Planning
• Preparation
• Implementation
7
Implementation Strategy - Snapshot of Activities Conducted as part
of the eOffice Implementation
Implementation Strategy
8
Continuous Capacity Building and Change Management
• Overview training sessions 3500 employees during Phase 1
• Hands on training 5000 users during Phase II
• eOffice Champions training 20 nodal officers at Delhi
• Exposure /visits to other eOffice Implementations at other locations
• Role based trainings for all PA s, all Registry clerks, Minister Staff etc during Phase III
• Refresher courses for 500 users in Phase III
• Detailed training by Director IT to Secretaries, nodal officers
• In addition, on demand trainings, user manuals, FAQs, Usage Guidelines are developed and circulated
to all users time to time.
Implementation Strategy
9
Support Mechanism
Multi layered support available by NIC team for ever user
Support Personnel deployed in every department
eOffice support portal is also made available online so that users can report the problems online and
track the tickets
Support desk has been made operational on extended hours on week days and weekends and
holidays.
Implementation Strategy
10
Project Costing - Rs.10,22,71,298
Cost Component Amount (In Rs)
Deployment infrastructure at SDC(Hardware and Software)
Rs. 49,31,045/-
DSC cost @Rs 555/- per DSC for 10000 users Rs. 55,50,000/-
Fund utilized for eOffice product configuration and management, project management, Helpdesk Support, Implementation, Training and Roll Out
Rs. 9,12,21,298/-
Current Status
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eFiles created : 71,479
eFile Movement: 8,38,006
Total eReceipts created: 13,47,168
eReceipt Movement: 34,05,190
eFileCreated
eFileMoved
ReceiptsCreated
ReceiptsMoved
Statistics 71,479 838,006 1,347,168 3,405,190
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
3,500,000
4,000,000
Nu
mb
er
Statistics
Technical Challenges and Latest Upgrades
12
Technical Challenges
Ensuring System uptime and availability at all times
The system gets slow sometimes in peak hours
Latest Upgrades in the Application
Acknowledgement alerts through SMS and eMails
File and Receipt movement alert
Provision of quick noting
Multiple closing of receipts at once
New MIS Reports module
Change Management and Challenges
13
Changing attitude of people at all levels to change a 200 year old file movement system has been a
challenge
Re-engineering of mindset of employees is necessary in order to drive eOffice environment
Initial trainings should be imparted to fresh users for demonstrating eOffice suite in detail while
refresher trainings should be imparted to ensure that all queries of users, who have started using
eOffice, are addressed.
A mechanism to review all the Change Requests has been setup in Mantralaya. The Change Requests
approved by the committee are then forwarded to NIC for Implementation.
Key Achievements
14
More than 6000 users in one instance, Maharashtra Secretariat is the largest ever eOffice
implementation so far in the country.
Extensive capacity building ,change management, infrastructure support, implementation support
provided by DIT
District consultants, District Project Managers, Departmental consultants appointed by DIT have been
the extended arm for eOffice implementation team
Synergy in all eOffice implementations is being brought by hosting the application at SDC and sharing
the resources and knowledge gained.
During Session assembly (Adhiveshan) sending LAQ‟s has become so easy by e-file, it hardly takes any
time. LAQ‟s are sent within 5 minutes!! Even the follow up of the same can be taken easily
Key Learnings
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Phase-wise Implementation
Make Top Officials the Nodal Officers
Top-down approach
Issuance of GRs and circulars
Discourage use of printers
Change Management and capacity building
Setting up of an eOffice Support Team
Readiness Status and Gap Analysis
Parallel movement of physical files should stop
Financial Provision for IT upgradation
Way Ahead
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Restricting the movement of physical Tapal(Receipts) in the departments
Classification of subjects which can be taken up by the departments for end to end electronic file
movement
Development of action plan by every department to achieve paperless office
Phase wise implementation in the department
Thank You
17