Ministry of Panchayati Raj Government of India September 24, 2015 Ministry of Panchayati Raj Government of India September 24, 2015 Experience Sharing in Implementation of e-Office 1

e-Office- First Phase (till April 2014)  First introduced in August 2012  Two-day e-Office demo given to staff of MoPR (18-19 July 2012)  45 DSCs created and mapped with e-Office accounts  Only e-Leave and e-File for RTI Act applications used in 1 st Phase 2

 Keen personal interest by Secretary, MoPR  Discussed in Senior Officers Meeting and decided a start off date (as June 1, 2014)  Designated one Joint Secretary as Nodal Officer for implementation of e-Office  Detailed Action Plan prepared with timelines for each activity e-Office-Second Phase (May 2014 to Feb 2015 ) 3

4 The Action Plan included  Environment generation- briefing meeting with all officials and staff  Listing of all files of Divisions, year-wise  Separate lists of files to be retained/weeded out  Generation of user logins for e-Office  Issue of DSCs in co-ordination with NIC e-Office-Second Phase (May 2014 to Feb 2015 )...Contd

 Basic training to staff of MoPR on use of e-Office  Training of Master Trainers of MoPR  Assessment of infrastructure available  Procurement of high-end scanners and replacement of old PCs  Hiring of agencies for scanning of old files  Hiring of trained persons for trouble shooting during roll out period 5 e-Office-Second Phase (May 2014 to Feb 2015 )...Contd

e-Office-Second Phase Targets Achieved  Completed training of 25 Master Trainers (May 19-23, 2014)  Completed creation of Ids and issue of DSCs upto SO level (May 25, 2014)  Collection and creation of meta data for file heads, organisation units, section names, marking abbreviations (May 25, 2014)  Entry of Employee Master Details (May 27, 2014)  Training of staff by Master Trainers (June-July 2014)  Hired four persons for handholding support (Till December 2014) 6

 Hired two vendors and 08 data entry operators for scanning of old files (October 2014)  Scanning of old files starting from FY backwards  Scanning completed by February, 2015  Out of total of 9866 files, 4229 files weeded out and remaining ones (5637) scanned and uploaded on e-Office  Back up also kept in an external hard disk 7 e-Office- Second Phase Targets Achieved..Contd

e-Office-Applications being Utilised  e-File: All new files (May 29, 2014)  KMS: Uploading documents (May 29, 2014)  e-Leave: Leave management (June 2, 2014)  e-Tour: Tours approvals (July 2014)  Payroll: Integration of pay-slip with e-Office (July 2014)  e-Service Book: Most of service records (January 2015) 8

e-Office-Other Actions for Improvement  Based on experience of using e-office, some software issues came up (auto correction of spellings, increasing font size, sanction of leave intimation) and got rectified by e-Office team- a few still remain  MTNL lease line augmented from 8 Mbps to 34 Mbps in Jeevan Prakash Building with another 8 Mbps PGCIL lease line as backup  Additionally three high speed multipurpose photocopiers cum scanners purchased and connected to all PCs in network-shared environment 9

Cabinet Minister and MOS and requested and convinced for use of e-Office Training given to staff of MOS and Cabinet Minister (November 2014) Now all files processed in Ministers’ offices through e-Office Overall 99% of files processed in e-office e-Office at Ministers’ Offices 10

Status of Use of e-Office (as on September 23, 2015)  Total files created (new as well as old scanned) – 8443  Files moved in e-Office –  e-receipts created  Documents uploaded on KMS– 1415  Use of e-Leave – 556  e-Tours – 31  Total number of e-Office users

How This Could be Achieved  Firmness of decision and constant follow up  Officers also shown keen interest and motivated staff  Provided all infrastructural and handholding support 12

Thank You 13