E-Office for Effective and Transparent Governance in India

New Delhi, Aug 10, 2011 (Washington Bangla Radio / PIB India) The Government is a vast store house of information that is critical for decision-making. Automating the internal functioning of the Government is one of the key components for bringing in total and effective Governance. In the past, every department had developed systems based on its individual needs, resulting in the creation of independent systems with very little information sharing even across the systems of one department.

In the changing nature of the Government businesses, the need and ambition level of departments have increased and so has its vision. There was a need to consolidate the applications common across the departments in terms of its usage and arrive at a Common Unified Product solution that can work seamlessly across departments. Implementation in the Government structure demands a solution that will need to address the challenges of cost, ease of use, interoperability and formats of standards used for making it amenable to replication.

E-Office has been designed in sync with the need for an effective and transparent Governance and has been conceived as the instrument for the Next Generation Government. The vision of e-Office is to achieve a simplified, responsive, effective and transparent working of all government offices. The product is developed as a standard reusable product amenable to replication across the governments, both at the central and the state levels.

Expectations and Objectives

The key goals of the system are to improve efficiency, consistency and effectiveness of government responses; to reduce processing delays; to establish transparency and accountability; open Architecture framework for flexibility to scale; establish a Single Authoritative Government Directory; to Standardize on a Single Product for reuse across the Government and to have a Government e-Office around a Standard Architecture & framework

E-Office is a strategic asset to the Government departments supporting the core businesses and enhancing efficiency. The Open Architecture deployed makes it a reusable framework and product for deployment across Ministries / Departments.

The Technology Architecture and Framework of e-Offices Open Architecture &Technology Neutral; Common Data Sets and Standards; Role based access for authorization; Directory based authentication; Workflow manager; Open Standards & technologies based; Unicode Compliant - Support for local languages; and Organization level common repository of user information for various services and applications.

Benefits

Single Sign On to e-Office: With a single signing in, personalized, role-based, secure access to office information for employees is made available. Users do not have to do multiple logins to access information.

Central Repository of Documents: which enables Central Common repository for all the common Government circulars/notifications, documents viz: policies, forms, acts & regulations, circulars, guidelines and manuals instead of maintaining in various locations for quick search and retrieval with Check in and Check out facilities for Version Control.

Collaboration & Messaging Services: The Collaboration and Messaging Services includes applications designed to address the needs of E-Office in the organization like private/shared Calendars, e-Mail, Instant Messaging, Discussion Boards.

Workflow Automation: Workflowautomationallows an easy conversion of manual paper-based business process into electronic processes that eliminate paper forms and manual forwarding. Enables Controlled circulation of information within the department/ministry.

Unified view of Data: Consolidation of existing data from different sources within/across the ministry/ministries and provide a single consistent view.Role based personalization for individual users can make it possible to present certain information only to the user with a particular designation title.

Unification of the information infrastructure: Common Repository, Directory Server, Internal Communications reduce the need of having to maintain multiple infrastructure for similar requirements and purpose. It exploits the available infrastructure.

The solution has been designed to provide a great degree of comfort level to the users. There is complete information sharing and linkage between the various services offered through eOffice, for e.g., eFile links with the Knowledge repository which is a store house of all Government Acts, Circulars, Office Orders thereby eliminating the redundant storage of documents in each application, eLeave and eTour are integrated to obtain information of users who are on leave or on tour before a decision is taken to grant the leave or tour.

E-Office Project and its Implementation

Services and modules available (as on July 2011)

The main services and applications developed and offered through eOffice product are eFile (Electronic File Management System), Knowledge Management System (KMS), eLeave (Leave Management System), eTour (Tour Management System), Personnel Information System-Employee Identity Details; Employee Qualification Details; Permanent Address Details; Posting & Reporting Details; Designation & Salary Details; Dependant & Nomination Details; Employee Communication Details; Employee Security Details; Employee Skill Set Details; Previous Qualifying Reference Details; Foreign Service Details; Service History Details; Record of Verification of Service Details; Leave Account Details; Details of Leave Travel Concession Details; House Building Allowance Details; Central Government Employees Group insurance Scheme (CGEGIS) Details; Central Government Health Scheme (CGHS) Details and Comments of Internal Audit Details

Collaboration and Messaging Services

· Shared Calendar

· Discussion Forum

· Instant Messaging

Employee Master Data (EMD) and Admin Module

· Maintains the master identity of users

· All applications draw common data from this module

· To maintain the Roles and Access Privileges for authorization

Modules of eOffice that are under Development

· eBudget (This is being developed in consultation with the Ministry of Finance)

· Inventory & Stores Management System

· eForms (Online forms for commonly used forms across the Government)

Implementation of eOffice Underway

· Cabinet Secretariat

· Lal Bahadur Shastri National Academy of Administration (LBSNAA)

· Ministry of Finance

· Ministry of HRD

· Ministry of Rural Development

· Planning Commission

· Department of Food & Public Distribution

· Department of Administrative Reforms & Public Grievances

· Department of Information Technology (eGovernance)

· Department of Personnel & Training (Training Division)

· National Disaster Management Authority (NDMA)

· Department of Law & Justice

· Govt. Secretariat of Tamil Nadu (IT Department)

· District of West Bengal (24 Paragnas).

- PIB Features with Inputs from the Department of Information Technology, Govt. of India


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