e-Office

e-Office, developed by National Informatics Centre, aims to conduct office procedures electronically thereby transforming Government offices to paperless offices and bringing about benefits of digital communication.  It is a digital work place solution that comprises of various modules like, File Management System (eFile), Knowledge Management System (KMS) and Collaboration and Messaging Services (CAMS).

e-Office project was approved by the Government of Kerala in August 2013 to automate file flow in all 42 departments at Kerala Government Secretariat.  So far it has been implemented at 21 departments either fully or partially.

e-Office is hosted at the State Data Centre, Technopark and access to the application is made available in private network.  Connectivity to State Data Centre is essential for users to access e-Office.  Hence either dedicated leased line or Kerala State Wide Area Network (KSWAN) connectivity has to be provided at all offices where e-Office has been implemented.

As per the letter e-Office/15/2015-KSITM/746 dtd 19.5.15 from Directors, KSITM government plan in to roll out e-Office to District Collectorates (7), Sub Collectorates (6) and selected directorates.  Chief Engineer’s office, Harbour Engineering Department was also listed in the selected directorates.

Modules of e-Office
e-Office comprises various modules like, File Management System (eFile), Knowledge Management System (KMS) and Collaboration and Messaging Services (CAMS).

eFile
eFile is a workflow based system that replaces the existing manual handling of files with a more efficient electronic system.  This system involves all stages, including the diarisation of inward letters, creation of files, making noting and referencing, preparation of draft for approval, issue of letter, movement of receipts and files and finally the archival of records.  With this system, the movement of receipts and files becomes seamless and there is more transparency in the system since each and every action taken on a file is recorded electronically.  eFile can be easily searched and retrieved and actions on them can be taken instantly.  They can also link to and reference relevant files, documents, rulings and decisions.  This simplifies decision making, as all the required information is available at a single point.

Knowledge Management System (KMS)
Knowledge management system manages large volume of documents that include policies, forms, acts and regulations, circulars, guidelines and standards, annual reports, office orders, office memorandums and manuals.  This is a role based system that helps to upload, locate, search and view documents at individual level with the privileges applicable.

e-Office Citizen Interface (http://eoffice.kerala.gov.in)

e-Office citizen interface is created as a separate application with read only access to e-Office database.  It provides the facility to search file/tapal and check its status.  Also, Government orders and circulars can also be searched and viewed.

In file/tapal search, the citizen can provide any number he/she has as reference to any file/tapal.  The reference number could be the number of the letter sent to the department or any reference number provided back to the citizen from the department (could be file number or file computer number or receipt number or petition number).  Otherwise, it can also be searched using other fields such as subject, sender details, etc.  Current status of the file, location of the file and pendency can be viewed.

e-Office Implementation – Stakeholders Roles and Responsibilities
Project implementation includes the following stakeholders.

• Kerala State Information Technology Mission – Overall project management.
• Departments/Directorates, Collectorates, Sub Collectorates and Sub Divisions     are the beneficiaries.
• National Informatics Centre – Implementing agency - Provides software     support on e-Office and manpower for training.

Nodal Officers
Nodal officer will be responsible for the implementation of e-Office at the concerned office/department.  Sri.Ranjit K S, Executive Engineer (Electrical), Office of the Chief Engineer, Harbour Engineering Department was appointed as the departmental nodal officer for the e-office implementation.
 

Administrative sanction for Rs.53 Lakhs has been accorded by the Government as per G.O.(Rt) No.219/16/F&PD dated 04/03/16 for implementing e-office at HED Chief Engineer’s Office. The eoffice system started at Chief Engineer’s office on 08.11.2017.