eOffice NRHM

Project Category: Government

Sub Category: Best Government to Government (G2G) Initiative of the Year
Reference No: eMaharashtra2013/awards/85

Details of the Applicant:

Name: Mr Vikas Kharage
Designation: Commissioner FW and Director NRHM Mumbai
Organization: National Rural Health Mission, Mumbai
Address : Arogya Bhavan, St.Georges Hospital Compound,
City: Mumbai
State: Maharashtra
Zip Code: 400001
Organization Website: www.nrhm.maharashtra.gov.in

Details of the Agency implementing the Project/Initiative:

Name of the Organization: National Informatics Centre, New Delhi
 CGO complex, NIC administrative building, near lodhi road, 11th floor
 New Delhi
Country: India
Zip Code: 110003
Head of Organization: Mrs. Suchitra Pyarelal
Head Designation: Sr.Technical Director
Website: nrhm.eoffice.gov.in

Details of Programme /Project/Initiative:

Brief Description:
E-file System comprises of a systematic and step wise process of distribution of day-to-day correspondences, managing the Inward/Outward documents, movements of files followed by remarks & decision making by the senior officials – all through an online computing system. Being a secured web based system; it enables the officers to clear the files even if they are on tour. It saves their time as well as enables faster file movement & brings transparency in the office procedures unlike the usual manual system which piles up the files day after day. This electronic movement of important files leads to a faster decision making process. The e-file supports the complete life cycle of the electronic file creations and transparent movements from one officer to the other and thus speeds up the entire intra-office communication. It is a workflow based application for an end to end electronic file movement across the office. It creates a Central Document Repository of documents that can be accessed by all users based on their roles and access privileges. It also helps fast movements of the files and urgent files can be cleared within a short period of time. Even file from the other offices or other districts can be received within fraction of seconds. This helps the seniors officials continuously monitor the file movement which in turn reduces the pending time of the document with the other officers. The system has the powerful search option which enables the search of any file or rece

The objectives of an e-file system can be described precisely as below • Efficiency  Individual Efficiency a) Speed in Decision making b) Error free output  Organizational Efficiency a) Speed in Decision making b) Collaborative work Environment c) Speed in Communication d) Optimal utilization of resources e) Scalability  Efficiency from External Perspective a) Minimum interaction • Effective System  Result / Outcome oriented  Quality output  On – time Delivery  Cost effectiveness: Value for money  Culture of discipline  Soft skills development • Accountability  Traceability of decisions  Adherence to service levels • Transparency  Accessibility and Availability of information  Set procedures/ norm followed • Employee convenience  Ease of use  Trusted digital environment  Reduced efforts  Ease of retrieval of files  Remote functioning  Employee benefit/ Administrative activities

Target Group: State Office employees related to NRHM & DHS offices from Mumbai & Pune locations.

Geographical Reach within India: More than a 500 eOffice users using eOffice system in Mumbai & Pune.

Geographical Reach outside India: N/A

Date From which the Project became Operational: 11-1-2012

Is the Project still operational?: Yes

List 5 achievements of the programme/project/initiative:
1. Saving in stationery, space and time.
2. Work productivity of the users increased.
3. Accountability of inward receipts and file movements.
4. Officers can worked from any station.
5. Received file from other cities with in fraction of seconds.

List 5 Key challenges faced while implementing the project/programme/initiative and how they were overcome:
1.Lease line connectivity on OFC (Optical fiber cable)— {As being the government organization consulted all concerned(Govt.) lease line providers, some committed but unable to provide that delays the project initiation. Finally one of the company provided the lease line and project started}
2.Motivation and hand holding of users{Initially there was resistance form office staff due to fear of technical skill. This was overcome by providing frequent training and hands holding to individual users.}
3.Overcoming of security issues. {Security of finance, purchase and tender file was questioned. The role of Digital signature Certificate was inform to all and demonstrated during training , in addition fire wallwas installedat NIC and server locations }
4.Language compatible { Initially e-File was compatible with English language only , But considering users in Marathi language e-File system was modified with Marathi font. Now this is the first model of e-File system having bilingual (Devnagari , English) language compatibility }
5.Successfully implemented the project with in very short duration.{e-File system is operational with in three months with continuous monitoring ,follow up and motivations from senior officers made to implement e-File system within short period.}

Documents : http://www.nrhm.maharashtra.gov.in/NRHM_EFILE_booklet.pdf
PPT : http://www.nrhm.maharashtra.gov.in/NRHM%20eOffice%20ppt.pdf