Towards a paperless office. State Informatics Officer. NIC Maharashtra, Mumbai

Transcription

1 Towards a paperless office State Informatics Officer NIC Maharashtra, Mumbai

2 eoffice Application Components slide 2

3 eoffice key functionalities Functionality Archival and e-record Management Platform for personalized, role based, secure access to internal information Unified View of Data eoffice Functionalities and Benefits Content & Document Management Benefits Electronic file processing based on Central secretariat manual for e- Office procedure Security and Access Management Role Single Standards based Directory Service Work flow automation Collaboration & Messaging Services Based on a standard Information Framework & Architecture which abide by the open standard guidelines and is Technology neutral.

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

5 eoffice epersonnel Information System

6 eoffice eleave

7 eoffice etour

8 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

9 eoffice Collaboration & Messaging Services Instant Messaging System Sent instant messages Minimise usage for internal communications Able to see all the active users in the department

10 eoffice Collaboration & Messaging Services Discussion forum Initiate discussions on any topic (Suggestions from participants) Have threaded replies Moderated discussions

11 eoffice Collaboration & Messaging Services Shared Calendar /Scheduler Create appointments/schedule/share with others Personal and Shared schedules Reports (Day /Week/Month) and SMS alerts before the meeting/event

12 eoffice Implementations 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

13 eoffice Initiatives in Maharashtra National Rural Health Mission (Mumbai and Pune) Forward Market Commission Mumbai SAMEER (Mumbai, Kolkatta and Chennai) District Collectorate Nandurbar MMRDC Mumbai CMET Pune Textile Commission JNPT Belapur slide 13 NIC Distribution for Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

14 eoffice Government wide eoffice (G-Office) 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. slide NIC Distribution for Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

15 efile

16 efile Introduction efile is one of the most important component that constitute the eoffice application. It is a workflow based product for enabling an end to end electronic file movement across the Government. Using efile, user can create electronic files, add notings in the files, create draft for approvals and attach correspondences in an easy and user friendly way.

17 efile Main modules efile-key features Setting Due Dates Search efile DAK & Scanning Receipt Registration 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 Digital Signature efile Movement File Creation Setting Due Dates and Reminders Queries and Reports Migration Module

18 efile Process First receiver Scans Scan directly to eoffice application Enter Meta Data System Creates sequential Diary Number for each receipt Send e Receipt to Section, in case of CRU as first receiver Store in Hard Drive Browse & upload Create a new efile Enter Meta Data Attach to current efile System Creates a efile Number e-file moves through the Channel of Submission on the system Digital Sign and send efile to next user Open efile and start Noting, create draft/edit draft/approve draft/issue draft, referencing to drafts & correspondence sections within e-file slide 19 - Denotes all activities taking place on the computer

19 Methods of Scanning for conversion of existing files to efile Group all pages as File Active and Closed Files Scan each page as Single PDF Metadata entry at Page Level Scan logical groups as Single PDF Metadata entry at Section Level Group all sections as File Records Archive slide 20 Scan entire Document as Single PDF Metadata entry at Document Level

20 Process for Physical Receipts/Issues First receiver writes the Diary Number on the top right corner of the physical receipt In case of CRU, all physical receipts are sent to the Section User edits Meta Data and adds the Guard File number in which the physical receipt is being put User writes Guard File number on the top left corner of physical receipt Physical Receipt Sequential Diary Number Guard File Number Physical Receipt Racks/Shelves/Bins can be defined for guard files 2 3 A Files Easy Retrieval of Physical Receipts based on 1. Diary number of receipt 2. Guard File IN number 3. Location of Guard File IN in which the receipt is put All physical receipts are put up in Guard File IN as mentioned on the physical receipt B Files C D Files Files When the Guard File IN is complete, a new Guard File IN is opened and the old one is transferred to a fixed location Guard File IN File No.- GF/Sec/Yr/120 slide 21 - Denotes all activities taking place on the computer

21 efile - Advantages 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 slide NIC Distribution for Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

22 efile - Reports MIS reports (Status, Pendency) VIP References Pending files and receipts Time bound files and receipts Diary and File Register Pending Cases based on time periods Numerical Cases Consolidated Report Summary Top Movements slide NIC Distribution for Orientation Workshop by Ministry of RD on COtober28-29,2010 at NIRD Hyderabad

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

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28 efile Main Features (1) Dashboard Scanning Digitisation of inward receipts (online and offline) Electronic creation of files and movement Attachment of correspondence to e-file Creation of DFAs and their issuals Referencing Migration of manual files

29 efile Main Features (2) Sort option on read and priority in receipts Versatile "Sent To" option with free text search, add recipient and "My Sent to List" options. Reply option in Receipts and Files Pull up option for files and receipts Tracing a receipt attached to a file with the help of Advanced Search. Allowing Images in note sheet. Noting in scrollable mode

30 efile Main Features (3) integration SMS Integration New Rupee Font in the noting and DFA. Monitoring pendency Timely review of files Powerful and advanced search Reports Uploader Role for uploading documents upto 15 MB Print option in Drafts and Issue

31 e-file Naming Convention Standard Head Standard Sub Head Standardization of efile Naming Convention Main Subject Headings- will bear consecutive serial numbers Aspects of main subject headings Note: The first three elements in the file number will be separated from one another by a slant stroke and the last two by a dash Basic Head Standard Head Standard Sub Head C- Vigilance 13- Complaints 14- Disciplinary proceedings 15- Prosecutions 16- Appeals 17- Petitions 18- Court Cases 11- Group A 12- Group B 13- Group C 14- Group D 15- Joint Enquiry C/13/11/2002-SR Serial no. of Basic/ Standard/Standard Sub Head e-file Number convention Year of Opening of file (all four digits) 2002 Abbreviated symbol identifying Section slide 32

32 Template for Data Capture Note: * All fields are mandatory Fields required for eoffice Fields Required for efile Field no Reporting - Designation Employee Full Employee Name of S.No Title of employee * Date of Birth Marking CRU/Section marking /Officer/Offi Name * Code * Organization unit* Abbr./POST* abbr.(parent * ce* post) * Classify title for employee- Mr. Mrs, Ms, Shri, Dr. etc. as applicable (First name Middle name Surname) This is the code given to each employee in the department Designation of employee- For example- Deputy Secretary/Joi nt Sec/Secretary etc. of employe e, create if not existing Name of lowest division/section/d epartment Name of section/departmen t etc. for example Planning Commission or Administration. Kindly refer the available Organisation Units from Organisation Unit (OU) Master. Date of Birth (dd/mm/yy) Abbreviation will be Designation followed by Post or Name for example DS (MK) where MK could be Manoj Kumar or DS (Admin) where DS Admin is post. In Case the person is holding more than one post, a new entry has to be made. Marking abbreviatio n of the next reporting officer Mark "C" if the concerned employee will play role of Central Registry Unit, "S" if the employee will play role of Section Officer, "O" if the employee will play the role of the Officer & "Of" if the person is in the office of Officer example- PA to secretary slide 33

33 Template for Data Capture (contd.) Organization Unit (OU) Master S.No Organization unit Type Parent Unit Name File Code* Name of section/department etc. for example Planning Commission or AGRI Mark if Organisation unit is a division, department, section etc. in case of AGRI for example it is a division Most immediate parent of the organization unit Code for the organization for example PC for Planning Commission, ADMN for Administration REFERENCE DATA S.No Organization unit Type Parent Unit Name File Code* 1 CABINET SECRETARIAT DEPARTMENT CS 2 O/o of Secretary C & PG WING CABINET SECRETARIAT O/o of Secretary C & PG 3 O/o of Cabinet Secretary OFFICE CABINET SECRETARIAT O/o CS 4 O/o Additional Secretary OFFICE CABINET SECRETARIAT AS 5 O/o JS(AD) OFFICE CABINET SECRETARIAT JS(AD) 6 AD - I SECTION O/o Dir(Admn) AD - I 7 CA - I SECTION O/o Dir(KLS) CA - I 8 General Section SECTION O/o Dir(Admn) GEN 9 AD - II SECTION O/o Dir(Admn) AD - II slide 34

34 Example 1 Case Study - Organization Name (OU) Ministry Ministry of Finance Departments Financial Services Revenue Economic Affairs Disinvestment Expenditure Section/Wings Admin 1 Admin 2 Employee O.U Name Type Most Immediate Parent (Will imply to all employees with designation under Economic Affairs) (Will imply to all employees with designation under Admin 1) Economic Affairs Department Ministry of Finance Admin 1 Section/Wing Economic Affairs Explained in table

35 Example 2 slide 36 Immediate Parent for CA I & II is KLS, Type could be Department OU name is CA I & II, Type could be Section OU name is Admin Type could be Department Immediate Parent for Admin is RK Type could be Department

36 moving towards a government eoffice DEMO SITE: