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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: [email protected]◦ Telephone: 011-24305808
Thank You