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    eOffice is a digital workplace solution initiated in 2009 by the National Informatics Centre to replace manual file handling and paper-based processes in the government with electronic workflows. It includes modules for electronic file management, knowledge management, and management information system reports. The solution has been implemented across 342 government units so far to enhance transparency, accountability, and work efficiency in the public sector.

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    EOffice Presentation New

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    eOffice is a digital workplace solution initiated in 2009 by the National Informatics Centre to replace manual file handling and paper-based processes in the government with electronic workflows. It includes modules for electronic file management, knowledge management, and management information system reports. The solution has been implemented across 342 government units so far to enhance transparency, accountability, and work efficiency in the public sector.

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    eOffice is a digital workplace solution initiated in 2009 by the National Informatics Centre to replace manual file handling and paper-based processes in the government with electronic workflows. It includes modules for electronic file management, knowledge management, and management information system reports. The solution has been implemented across 342 government units so far to enhance transparency, accountability, and work efficiency in the public sector.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    44 views23 pages

    EOffice Presentation New

    Uploaded by

    Param
    eOffice is a digital workplace solution initiated in 2009 by the National Informatics Centre to replace manual file handling and paper-based processes in the government with electronic workflows. It includes modules for electronic file management, knowledge management, and management information system reports. The solution has been implemented across 342 government units so far to enhance transparency, accountability, and work efficiency in the public sector.

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    © All Rights Reserved
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    Download as pptx, pdf, or txt
    of 23

    Presentation

    on
    eOffice
    I n t ro d u c t i o n t o e O f f i c e

    offices Establish a Single


    Solution in Government Product for reuse in the
    A Digital Workplace Government

    eOffic
    e (CSMeOP)
    Initiated in 2009. Office Procedure
    Developed and Secretariat Manual of e-
    Implemented by National Based on Central
    Informatics Centre (NIC)
    Why eOffice?
    • An average document is photocopied 19 times
    • Paper files get doubled every 3.5 years
    • Paper usage in an average office grows 22 percent a year and doubles every 3.3 years
    • Every 12 filing cabinets require an additional employee to maintain them
    • The average search time for any document is 18 minutes and some are never found
    • At any given time, 3-5 percent of an organization's files are lost or misplaced
    • Large organizations lose/misplace a document every 12 seconds
    • 92 percent of information is in manila folders
    • Almost half of an office’s time is spent handling paper/data entry
    • 80 percent of today’s information is paper based
    • The average time to retrieve and file a paper document is 10 minutes
    • E-mail causes an average 40 percent increase in paper consumption
    • 12,500 sheets of paper can be made from one tree
    • A letter has to pass through 41 steps and entered in dozens of the registers before it is answered
    Source: Green IT Initiative, A paper by Shri. Virendra Singh (IAS – Maharashtra) on eOffice
    Implementation in Sindhudurg District of Maharashtra.
    eOffice – Benefits

    Enhance transparency

    Increase accountability

    Assure data security and data integrity

    Transform the government work culture and ethics

    Promote innovation by releasing staff energy and


    time from unproductive procedures
    e O f f i c e P ro d u c t S u i t e
    File Management System (eFile)
    eFile is a workflow based system that replaces the existing manual handling of files with a more efficient
    electronic system.
    This system involves all stages, including the electronic diarization of inward correspondence, creation of
    files, movement of correspondences and files, electronic signing of noting & drafts using Digital Signature
    Certificates (DSC), eSign, and finally, the archival of records.
    Receipts Files

    • Diarization – Electronic / Email / Physical • File Creation – Electronic and Physical


    • Acknowledgement Generation • Notings (Green and Yellow Note)
    • Receipt to Receipt and File Attachment • Correspondence
    • VIP Letter Tracking • Draft for Approval (DFA)
    • Address Book • Referencing
    • Signing on remarks • Digital Signatures on Noting and DFA
    • Legends on priority • File to File and Receipt Attachment
    • Advanced Search on metadata • Linking of File
    • Receipt Status Monitoring System • Closing of File
    • Closing of Receipts • Advanced Search on metadata

    Dispatch Reports
    • Templates Selection • MIS Reports
    • Digital Signatures  File/Diary Register Report
    • Advanced Search on metadata  File/Diary Movement Report
    • Reminders and Follow-ups  File/Diary Pendency Reports
    • Dispatch sent through email and post ….. many more
    e F i l e P ro c e s s
    eFile – File Inbox
    e F i l e – E l e c t ro n i c F i l e C o v e r P a g e
    eFile – Inner Look
    eFile – File Send Page
    e F i l e – S e a rc h P a g e
    Knowledge Management System (KMS)
    Enables users to create and manage electronic documents that can be viewed, searched and
    shared.

    Contains a dynamic workflow to keep document in various stages

    Central Repository My Repository

    • Organization wide access to documents


    • Personal Document Repository
    • Multilingual Support
    • Document Sharing
    • Version Control
    • Collaborative work
    • Security and access control

    Document Sharing Search

    • Document Sharing • Quick and easy retrieval of documents


    • Folder Subscription • Content Based Easy Search
    • Alerts and Notification • Advanced Level Search
    KMS - Dashboard
    K M S – D o c u m e n t C re a t i o n
    MIS-Reports
    Management Information System (MIS-Reports) is a system that provides real-time monitoring of an
    organization's productivity & efficiency through various transactional data made available for the
    organization

    MIS-Reports - Dashboard
    MIS-Reports – File Register
    MIS-Reports – Diary Register
    MIS-Reports – Departmental File Pendency
    eOffice Implementation Phases

    Initiate Prepare Configure Deliver Support

    Phase 0 Phase 1 Phase 2 Phase 3

    • Governance •
    Product
    Structure • eOffice Data Capture & Vetting
    Implementation
    •Infrastructure • Orientation • DSC Enrollment & Verification • Digitization of
    Assessment and Workshop Files / Records
    Gap Analysis • Training
    • Change • Knowledge
    Management • Onsite Roll Out Team
    • Procurement / Sources
    • Transition • eOffice Environment Setup • Handholding
    Up-gradation of Management Support
    Infrastructure • Domain Name Registration
    • Knowledge • Report
    Repository • Setting up of Training Instance
    • Roll Out Issues / Bugs
    Requirement • Creation of • Trial Run • Transfer of
    Bulk emails technical know
    • eOffice Ready for Go Live
    • DSC Issuance how
    eOffice Implementation Checklist

    Initiate Prepare Configure Deliver Support

    Phase 0 Phase 1 Phase 2 Phase 3


     Orientation
    Workshop for the
    department
     Formal
     Filled
    notification  Data Collected & Vetted
    received on formed
    Assessment Governance
     eOffice Environment Ready  Transfer of
    Form received Structure technical know
    from  Procurement and  Training Plan Prepared how
    department Establishment of
    pre-requisites  Training & Handholding  Call Centre
     Strategy
     Gap Support
    document for  Trial Run
    Analysis Report transition Established
    Prepared  DSC ready for  Go Live
    Issuance
     Knowledge
    repository
    established
    C u r re n t S t a t u s o f e O f f i c e I m p l e m e n t a t i o n

    No. of Units where


    S.No. Enterprises Category Total
    eOffice is implemented

    Ministries and Departments 79


    Central
    1. 191
    Government
    Attached/Subordinate Offices/PSUs etc. 112

    Secretariats 22

    State
    2. District Administrations 53 151
    Government

    Other Departments/PSUs etc. 76

    TOTAL 342 342

    Note: The above counts are as on 07th JANUARY 2019


    Thank You

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