Topics Office Automation – Existing Landscape eOffice Genesis & Objectives eOffice Architecture Main Components & Services Deployment and Security e-Office Implementation – Steps Demo of e-Office

Office Automation – Existing Landscape Office Automation systems existed as discrete systems Limited information sharing among the systems Lack of Data Standardisation Lack of Common Data directory Duplication of efforts Management of silos of systems was difficult

eOffice- Genesis & Objectives Mission Mode Project under the National E-Governance Plan Initiated in 2009. Developed and implemented by National Informatics Centre (NIC) Establish a Single Product for reuse in the Government To Support integration & interoperation To avoid Duplication of efforts To avoid redundant Data storage To promote Inter/Intra Govt. Information Sharing

eOffice Framework –A top view

eOffice –Cloud Infrastructure

eOffice –Architecture Location Personalization IM KMS eFile PIMS eLeave eTour Content Management User Access Common Data Access by all Applications Employee Master Data Management (to be accessed by all Applications) Web Gateway Common Service Layer Portal Administration Search Monitoring Reports/MIS Data Archival Work Flow Automation Knowledge Management Session Management Exception Management Firewall SECURITY LAYER Web Server Authentication Using LDAP Authentication Using DSC DATA LAYER Document Repository

eOffice Product Suite The eOffice Product Suite comprises of following products:

File Management System (eFile) eFile automates electronic file creation and movement along with efficient processing and reporting system to monitor the delay and pendency. Objective is to bring efficiency of decision making and transparency in governance. Features of File Management System (eFile):

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 Create a new efile Attach to current efile Browse & upload Enter Meta Data 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

File Management System (eFile) (CI-TRUE) CITIZENS/Other Organizations  Email Diarization Customized Template - based Acknowledgement Generation. SMS/Mail Alerts to citizen for Acknowledgement. VIP Letter Tracking (RSMS). Advanced Search.  CITIZENS/Other Organizations  Scan, Mail Attahcments, Browse Files Citizen Interface (CI-TRUE)  Role based rights. Noting Correspondences. access  & Issues (GOs/OMs/Replies)  Ease of Referencing & Linking Noting eFile R Approval Receipts Movements  Use of Digital Signatures. Reminders ups. DFAs: Selection Dispatches emails.  & Follow- RMIS*  Template Digital & MIS Repor ts Website  Electronic through

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 Features of Knowledge Management System (KMS):

KMS-Document Repository

Leave Management System (eLeave) Simple intuitive workflow based system to apply for leave online. Leave rules are configured as per the GOI. Eliminates paper based Leave applications. Features of Leave Management System (eLeave):

PIMS/eService Book

Tour Management System (eTour) Online Tour Approval System. The system allows to easily view their tour details at any point any time and request tours online. Provides complete trails of the employee's tour and plans. Features of Tour Management System (eTour):

Collaboration and Messaging Services (CAMS) Helps users to communicate effectively and share information and ideas in real time. Integrate the different eOffice services and provides alerts. Features of Collaboration and Messaging Services (CAMS):

eOffice – Home Page

File Management System -Electronic File

eOffice – eLeave Management System

eOffice – PIMS/eService Book

eOffice Security Features    1st Level Firewall Request sent by user Checkpoint used, other IP’s restricted Firewall  Username & Password for user required 2nd Level NIC email - LDAP  SSL (Secured Socket Layer) Encryption (https) 3rd Level Portal - All requests are SSL encrypted Web Application Security Audit complaint with OWASP 2010 Additional Security features Anti Virus IP Tables All services are restricted to limited privilege account Remote Access allowed for only one/two IP’s All database private IP No access from outside Role based access Only certain formats can be uploaded- check with Anti Virus each time Only intended user can send and receive data- use of public/private keys for encryption and decryption – Digitally signed (DSC)

Security : DSC eOffice ensures that any file should not be altered in transit with DSC. In eOffice applications documents are encrypted at client side and then transmitted to server in encrypted form only. DSC Functioning:

Implementation Strategy Pre-requisites for implementation Implementation phases Implementation checklist

Basic Infrastructure Pre-requisites for eOffice Workstation/Desktop/Client Network 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 user users. Infrastructure Requirements 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. 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) Scanners Software

eOffice Implementation Phases 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 implemenation Digitization of Records/Files/ Knowledge sources Handholding support Report Issues & Bugs Transfer of technical know how

Guiding Document/Templates Initiate Prepare Configure Deliver Support Phase 0 - Initiate Phase 0 Phase 1 Phase 2 Phase 3  Activities Guiding Document/Templates Assessment of the Existing Infrastructure (1) Access availability of Clients, Scanners, LAN availability, Network bandwidth, Number of network links Basic Requirements for eOffice (Annexure A1) eOffice Infrastructure Assessment template (Annexure A2) Sample Gap Report (Annexure A3) Process for Procurement (Annexure A4) Preparation of Gap Analysis report. (1) Highlight Infrastructure gaps with respect to clients, LAN availability, network bandwidth, scanners, network links Procurement/Upgrade- Infrastructure based on the Gap analysis report (2) Procure the additional infrastructure to match the necessary gaps projected in the Gap Analysis report for eOffice implementation Ensure multiple links to Data Centre to ensure the existence of failover link Capture data for assessing Implementation & Roll out requirement (1) Hand holding support based on number of users and locations Outcome – The department has obtained minimum infrastructure (clients/scanners/network/servers etc.) to effectively implement eOffice Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

Guiding Document/Templates Initiate Prepare Configure Deliver Support Phase 1 - Prepare Phase 0 Phase 1 Phase 2 Phase 3  Activities Guiding Document/Templates Formation of Governance Structure by organization (2) Guidelines for formation of Governance Structure (Annexure A5) Tool Kit 2 – Strategy for transition to eOffice. Tool Kit 3 for Knowledge Management Change Management (Annexure A6) eOffice Data gathering template (Annexure A7) DSC Guidelines (Annexure A8) Email creation Form & Email creation guidelines (Annexure A9) Conduct Orientation Workshop (3) Provide presentation on eOffice Discuss the overall process for transition to eOffice eOffice data capture template Change Management Strategy (2) Transition Management (2) Refer to Tool kit 2 : Strategy Framework for transition to a less-paper office Knowledge Repository (2) Creation of Bulk emails (3) DSC Issuance (3) Outcome – The department has formulated governance structure, completed oritentation workshop, has developed change management strategy, transition management, knowledge repository, creation of bulk emails and DSC issuance Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

Guiding Document/Templates Initiate Prepare Configure Deliver Support Phase 2 – Configure Phase 0 Phase 1 Phase 2 Phase 3  Activities Guiding Document/Templates eOffice Data Gathering And Vetting (2) The eOffice basic & reference data will need to be collected based on the template. eOffice Data Gathering Template DSC Guidelines Tool Kit 2 DSC enrolment and verification (1 and 2) Certificates are downloaded for each user- refer to DSC guidelines for more details Training Plan (1) Form list of batches for training on eOffice & issue office orders for the training Training for users, Content Managers & Administrator Identify Content Managers and Administrators for adding/deleting users, uploading/modifying content Roll out team deployed at User premises Roll out team to help expedite implementation of eOffice Outcome – The department completes eOffice data gathering, DSC enrollment and verification, training. Roll out team is deployed at department premises Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

Guiding Document/Templates Initiate Prepare Configure Deliver Support Phase 2 – Deliver Phase 0 Phase 1 Phase 2 Phase 3  Activities Guiding Document/Templates eOffice product set up in the NIC Data Centre(3) eOffice Data Gathering Template DSC Guidelines Tool Kit 2 Domain Name Registration (3) Confirm the domain name with user and go ahead with name registration Setting up eOffice Training instance (3) Configuration of application as per data from eOffice template Trial Run the application with User Data Final trial run of the application eOffice ready for GoLive Outcome –eOffice product set up at Data Centre is completed along with Domain Name registration, Setting up of training instance, trial run of application using user data Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

Guiding Document/Templates Initiate Prepare Configure Deliver Support Phase 3 - Support Phase 0 Phase 1 Phase 2 Phase 3  Activities Guiding Document/Templates eOffice product implementation eOffice Support Portal Report Issues & Bugs Transfer of technical know-how regarding eOffice Application Digitization of Records & Active files (2 and 4) Volume-Analysis- Identification of files/records to be digitized Method of conversion/scanning Resource Identification Conversion calendar Training Handholding & Support On Site team to help user with any issues regarding application along with one on one training and support Report Issues and Bugs (2) This can be done through the eOffice Support Portal set up by NIC Transfer of technical know-how regarding eOffice application (1,2,3) Outcome – eOffice product implementation complete, Digitization of records/active files/knowledge sources. On site team for handholding and support active at department premises, reporting of issues and bugs, transfer of technical know how completed Responsibility 1- Roll Out 2- Department 3- NIC 4- Empanelled Agency

eOffice Implementation Checklist 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

How to get the DSC Sources to obtain DSC eMudhra nCode

Challenges Conflicting Change Requests from Users. Need for Standardization of procedures for file processing across the user organizations as Non-Standardization leads to major customization requirements. Overcome resistance to Change from conventional way of file processing. Use of Digital Signature (Concern about sharing of DSCs and PIN). Need for mandating of e-File processing .

Questions Please, if any Q&A Questions Please, if any

Thank You Contact Information: eOffice Project http://eofficeservices.nic.in eoffice@nic.in