MAHARASHTRA - Eoffice.gov.in
National Rural Health Missione-filE systemMAHARASHTRAThe journey towards transparentand efficient organization
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From the Commissioner (FW) & MD, NRHM desk .,-.e-filing – Reduce paper Save trees!Page 3
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Commissioner (FW) & NRHM-Mission DirectorBefore launch of e-file system After launch of e-file system e-filing – Reduce paper Save trees!Page 6
Table of ContentsSr. No.Topic1.Background2.Introduction3.What is e-file system?4.Objectives of e-file system5.Implementation in our office6.The complete e-file process7.E-file system .Our Journey so far!8.Challenges we faced!9.Advantages10.Words of appreciation!11.Future plans12.Acknowledgements13.Annexurese-filing – Reduce paper Save trees!Page No.Page 7
Backgrounde-filing – Reduce paper Save trees!Page 8
BackgroundThe need for effectiveness and transparency in Government processes andservice delivery mechanism is a long-felt one. Moreover large volumes of files are beingmanaged and processed in all the Government offices which include documents likepolicies, forms, decisions, circulars, guidelines and standards, annual reports, officeorders, office memorandums, manuals and so on. The physical file movement of thesedocuments incurs a lot of time and requires a continuous monitoring from desk to deskbefore the final decision is made by the senior officials. Consequently, many crucialdecisions get delayed due to the low movement of files and/or non availability orabsence of the senior officials in the office for clearing these files. Theft and missing offiles is also not uncommon in most of the government offices. The immediate need inthis scenario was to have a system where an authorized employee can locate therequired documents and/or files in the shortest possible time, update and share themwith other relevant users and eventually store them with proper reference. This willmake the system not only efficient by speeding up the decision making process but alsomake the office virtually paperless.Impressed by the initial project of e-filling by NIC at The Lal Bahadur ShastriNational Academy of Administration (LBSNAA), Mussoorie, the Commissioner (FW) andMission Director of National Rural Health Mission, Mumbai (commonly abbreviated asNRHM) immediately arranged an initial presentation for the NRHM officials followed bya discussion on various issues like security, record keeping, audit, language, datacorruption etc. All these issues were resolved through continuous meeting and traininge-filing – Reduce paper Save trees!Page 9
sessions and sensitization and motivation of the staff. Eventually the advantagesoutweighed the inadequacies and finally the decision to initiate and implement the efilling project at NRHM, Mumbai and Pune was taken.e-filing – Reduce paper Save trees!Page 10
Introductione-filing – Reduce paper Save trees!Page 11
IntroductionTo augment the operational efficacy of the Government offices and fordecreasing the overburden of piling documents, the e-file system has been launched.The main aim of this project is to create smart office environment by doing away withthe cumbersome load of documents and files and move towards a transparent andaccountable system. Streamlining of the workflow and effective monitoring to reducethe processing delays is also at the core of the e-file system.Considering these benefits, the Government of Maharashtra has approved the efile system vide GR dated 15 Feb. 2012 (GR attached in Annexure). As this is a totallysecured web based system, the Government has also given permission to preserve thefinancial documents electronically. Government of Maharashtra is one of the pioneers inpromotion of Information and Communication Technology and e-governance in India.National Rural Health Mission is at the forefront in launching this system in order togive transparency and access to information on public administration processes whichhas been the thrust area of e-governance in the State.This system is an initiative of HonorableAdditional Chief Secretary-Public Health Shri.Jayantkumar Banthia, Secretary 2 Public HealthMumbaiPuneShri. Bhushan Gagrani and CommissionerFamily Welfare and Mission Director-NationalRural Health Mission (NRHM) Mumbai, Shri.Vikas Kharage. In addition to the NRHM Mumbai and Pune office, this system will bee-filing – Reduce paper Save trees!Page 12
gradually launched in other offices of the public health department, govt. ofMaharashtra in Pune, like National Vector borne Disease Control Programme, LeprosyControl Programme, Tuberculosis Control Programme and IEC Bureau. In the nextfinancial year it has been planned to cover the entire Public Health Department at theState and divisional Level.e-filing – Reduce paper Save trees!Page 13
E-file inauguration on 13th March 2012 at Mantralaya, Mumbaiat the hands of Hon. Shri Suresh Shetty Minister for Public Health and F.W.Hon. Shri Suresh Shetty Minister for Public Health and F.W. and Hon. State Minister forPublic Health and F.W. Prof. (Smt.) Fauzia Khan, Additional Chief Secretory PublicHealth Shri. Jayantkumar Banthia, Commissioner F.W, Mr.Bhushan Gagarani, Secretary 2 Public Healthand Mission Director NRHM Mumbai Shri. Vikas Kharage at the E-file inauguration inMantralaya,Mumbai.Hon. Commissioner F.W. and Mission Director NRHM Mumbai Shri. Vikas Kharage at the E-fileinauguration in Mantralaya,Mumbai.e-filing – Reduce paper Save trees!Page 14
What is e-file system?e-filing – Reduce paper Save trees!Page 15
What is e-file system?E-file System comprises of a systematic and stepwise process of distribution ofday-to-day correspondence, managing the Inward/Outward documents, movements offiles followed by remarks & decision making by the senior officials - all through anonline computing system. Being a secured web based system; it enables the officers toclear the files even if they are on tour. It saves their time as well as enables faster filemovement & brings transparency in the office procedures unlike the usual manualsystem which piles up the files day after day. This leads to a faster decision makingprocess.The e-File supports the complete lifecycle of the electronic file creations andtransparent movements from one officer to the other and thus speeds up intra-officecommunication. It creates a Central Document Repository of documents that can beaccessed by all users based on their roles and access privileges. It also helps fastmovements of the files and the urgent files can be cleared within a short period of time.e-filing – Reduce paper Save trees!Page 16
Even file from the other offices or other districts can be received within fraction ofseconds. This helps the seniors officials continuously monitor the file movement whichin turn reduces the pending time of the document with the other officers. The systemhas the powerful search option which enables the search of any file or receipt by puttingthe relevant keyword. It is a workflow based application for enabling an end to endelectronic file movement across the office. Using e-File, the user can create electronicfiles, add noting to the files, create draft for approvals and attach correspondences in aneasy and user friendly way.e-filing – Reduce paper Save trees!Page 17
Objectives of e-file systeme-filing – Reduce paper Save trees!Page 18
Objectives of e-File TransparentEmployeeconvenienceThe objectives of an e-file system can be described precisely in the following bulletpointsAn efficient e-File Systemi)Individual Efficiencya) Speed in Decision makingb) Error free outputii)Organizational Efficiencya) Speed in Decision makingb) Collaborative work Environmentc) Speed in Communicationd) Optimal utilization of resourcese) Scalabilityiii)Efficiency from External Perspectivea) Minimum interactionAn effective e-File Systemi)Result / Outcome orientationii)Quality of outpute-filing – Reduce paper Save trees!Page 19
iii)On – time Deliveryiv)Cost effectiveness: Value for moneyv)Culture of disciplinevi)Soft skills developmentAn accountable e-File Systemi)Traceability of decisionsii)Adherence to service levelsA transparent e-File Systemi)Accessibility and Availability of informationii)Set procedures/ norm followedEmployee conveniencei)Ease of useii)Trusted digital environmentiii)Reduction of effortsiv)Ease of retrieval of filesv)Remote functioningvi)Employee benefit/ Administrative activitiesvii)Personal growth/ Skilled workforceviii)Online help/assistance (Help Desk)e-filing – Reduce paper Save trees!Page 20
Implementation ofe-file systeme-filing – Reduce paper Save trees!Page 21
Different phases of implementation of e-office1.Discussion regarding implementationImplementation of e-File in NRHM office of Maharashtra has been done in the followingthree stages:1. Planning (or e-file Deployment Planning)2. Execution (or e-file Deployment Execution)3. Adoption (or e-file Adoption)Before the actual implementation, comprehensive discussion on the following issueswas conducted Awareness presentation -IECNRHM made an initial presentation to the department highlighting the key features ofthe application and outlining the deployment plan.Deployment handbookNRHM also provided a set of guidelines to the department for assistance duringdeployment, which it can use as it, is or customize. This has been described in thedeployment handbook.Department project teamEvery department then appointed a nodal officer along with other officers to form aproject team (Core committee) that will drive implementation in the department.Preliminary studyNRHM in some cases conducted a brief study of the department to understand itsstructure, functions, processes, and any special features, with a view to assessing thereadiness and any potential roadblocks.e-filing – Reduce paper Save trees!Page 22
Allocation of fundsDepartments needed to allocate funds primarily for covering any gap in their ITInfrastructure. It was decided that NRHM, as the nodal department for this project, willprovide the software, training and hand-holding support for the initial period of sixmonths.Assessment of infrastructure requirementsOur technical team carried out an infrastructure gap assessment study to identify therequired infrastructure to be procured for the installation of the e-file system.Procurement and installation of necessary hardware and softwareOnce the infrastructure required was frozen, the process of ordering and delivery wasinitiated. See the section ‘Infrastructure Procurement’ for more details.Digitization of active recordsSince most decision-making will now be processed through the system, the departmentwill have to convert its physical files to electronic format. Any new files will also have tobe opened in electronic format and receipts scanned and uploaded into the system. Thisprocess is called digitization.It involves two basic steps:1. Scanning of paper documents (e.g. letters, circulars, guidelines, reference)2. Tagging them with certain meta data prescribed in the system (based on certainguidelines)1. ScanningSince scanning could involve handling a large volume of documents, the department candecide to digitize them in one lot or stagger the scanning in phases.e-filing – Reduce paper Save trees!Page 23
2. Tagging and loading into the systemScanned documents need to be loaded into the system. e-file provides a user interfacefor this purpose. The tagging methodology will be covered in the user training.User setupThis is the process of identifying the users, loading all relevant master data for e-file,setting up security privileges, and carrying out any other basic configuration required toget the product operational.Providing handholding support to address deployment issuesTeams deputed from NIC will handhold users during deployment to make the transitionto an electronic environment as seamless as possible.Manage user trainingWe have arranged repeated user training sessions on the e-file application to all theusers.Post-deployment supportThe handholding team positioned by the NIC team will provide support to thedepartment for six months after it is made live. During the deployment, NIC will set up acell to provide online and call-based support to users.Conduct detailed change managementWorking in an electronic environment is a major change to users at all levels. TheNRHM/ department shall initiate suitable awareness and counseling sessions as well assuitable communication mechanisms in order to streamline the process of change andencourage users to adopt the new system enthusiastically.3.Preparation of proposalInitial proposal was prepared taking into account the number of users and the availableinfra-structure. In the beginning it was decided to restrict the e-file system only to MDe-filing – Reduce paper Save trees!Page 24
NRHM, Mumbai office but considering the large number of files from Pune and otherNRHM sections it was decided to extend the facility to the entire NRHM offices inMumbai and Pune. Accordingly the initial proposal was sent for about 250 users.4. Fulfilling the Basic Requirements for implementing the E-FilesystemStrong infrastructure and efficient manpower forms the backbone of any effectivetechnical system. To implement the e-file system in our organization, some basicrequirements of Infrastructure and Manpower had to be fulfilled.Manpower requirementAt the outset of the initiation and implementation of the e-file system, the mostimportant step was the identification and the decision about the number of users whowould be actually using the system .This facilitates the process of sending the request toNIC for the DSC (Digital Signature Certificate) Tokens or the Dongle. The bare minimumrequirement for the user of e-file system is that he/she must be a computer literate. Onenodal officer for the office was appointed who was given all the responsibilities for theissues related to the system and a technical team was appointed to solve the relatedtechnical issues.Technical supportFor functioning of the e-file system the National Informatics Center’s Network (NICNET)is required. The bandwidth of lease line was decided according to the no. of users (atleast 2Mbps).Apart from this a router and a structured LAN in the Office was alsoneeded. An Alternative (Failure) Link is required in case of failure of the existing link inorder to avoid inconvenience and delays.e-filing – Reduce paper Save trees!Page 25
Infrastructure procurementThis section prescribes the categories of technical infrastructure that we have providedthe users for effective e-file operation.These Infrastructure categories can be broadly specified as a. Computers (PCs)b. Scannersc. Internal network connectivityd. External network connectivitya. Computers systemsWe have provided separate and compatible computer systems to all the e-file users. Theminimum PC specifications, which were used in the e-file project were:Hardware (Minimum Recommended)Processor speed: 2.0 GHzRAM: 1.0 GBUSB 2.0 controller (for Digital Signature Certificate)Software (Minimum Recommended)Windows XP, Windows Vista, Windows 7 or LinuxEthernet card (Port) 10/100 Mbps and aboveInternet Explorer (6.0 and above) or other browsersAdobe Reader 9 (downloadable-free of cost)Any AntivirusNote:1. These specifications are optimal for the use of e-file alone (or co-located with basicPC-based office software). If the department is using or planning to use other specialpurpose applications (e.g. project management systems) that could consume sizablecomputer resources, then the specifications might need to be re-defined bearing theconsolidated PC workload in mind.2. NIC will provide the final specifications as part of the gap analysis they will do foreach ministry/ department.b. ScannersWe have deployed 12 Scanners required for digitizing the following:e-filing – Reduce paper Save trees!Page 26
1. Currently active files (including their contents)2. Files that could become active (including any relevant content)Paper receipts from outside the department, books or other documents that need toform part of the e-file knowledge base. The number of scanners was based on thefollowing considerations:Estimated documentation load (in pages per day)Organizational units (Divisions or sections) that need to maintainconfidentialityOfficers who have special confidentiality needsGeographical spread of the departmentThe general recommendation is the following:One heavy duty scanner in the CRUOne medium-duty scanner for every section or at least one per floorOne light-duty scanner per official including and above the rank of DS.However one medium-duty scanner per floorHP Scanjet Scanner 7500c. Internal network connectivityAll computers with e-file were connected together in a modern LAN configuration withthe standard configuration of cables, switches, and other networking equipment.d. External network connectivitye-filing – Reduce paper Save trees!Page 27
The Department/Ministry will be connected to the e-file servers located in NIC datacentres over the Web. This required primary and a standby lease lines.Router for internal to external connectivityMux unit - Lease line endProcurement processThe procurement of any gap infrastructure by the Department was done as per existinggovernment rules and procedures.Financial Expenditure incurred for the implementation of e-file systemOur organization has incurred a fixed cost towards e-filling software, hardware, upgradation of LAN connectivity and end to end Lease line connectivity. The e-filecustomization and Technical services includes training and hand holding, projectmanagement cost with post implementation support charges and DSC charges @ Rs.555per user. The lease line connectivity charges mentioned above are recurring on theannual basis. The details of the financial expenses have been given in the followingtable.e-filing – Reduce paper Save trees!Page 28
Total Expenditure for e-office SystemDescriptionLocationSr. No.1NIC e-file23Connectivity between State HealthSociety Arogya Bhavan to NICMantralaya MumbaiScanner (HP scanjet 7500)4Mumbai &PuneMumbaiExpenditure(In Lakhs)19.473.7Mumbai &Pune6.04LAN i &PunePuneTotal2.6837.26Fulfilling the other e-file pre-requisitesE-mail ids for the entire staff were created. Templates for file movements and heads ofeach section were prepared. Identification and training of nodal officers for preparationof templates for file movements of each section was then done. Employee masterdatabase (EMD) was then created for each section and finally listing of employees forthe digital signature certificate (DSC) was carried out.5. Creating awarenessIn order to create awareness, a message through mobiles was sent every alternateday. IEC pamphlets were distributed and displayed on the notice boards. A lot ofmouth to mouth publicity was also given so as to spread the concept and advantagesof e-file system among the employees.6. Training and motivation of the staffPost implementation of the software, the entire staff was trained through repeatedtraining and handholding sessions. Individual training was also imparted to highlightthe advantages and benefits of using e-filing. Personal handholding was done at alle-filing – Reduce paper Save trees!Page 29
levels, queries were resolved immediately and suggestions were welcomed therebyenhancing the comfort level of the employees and facilitating continuous modification ofthe system.e-file system training session of NRHM employeese-file system training session of NRHM employeese-filing – Reduce paper Save trees!Page 30
The Complete e-file processe-filing – Reduce paper Save trees!Page 31
Flow chart of e-file systemThe com
Considering these benefits, the Government of Maharashtra has approved the e-file system vide GR dated 15 Feb. 2012 (GR attached in Annexure). As this is a totally secured web based system, the Government has also given permission to preserve the financial documents electronically. Government of Maharashtra is one of the pioneers in
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