GOVERNMENT OF PAKISTAN

MINISTRY OF IT & TELECOM

NATIONAL INFORMATION TECHNOLOGY BOARD

E-OFFICE IMPLEMENTATION

Saturday, January 27,1 2018

NATIONAL IT BOARD
 NITB Vision and Mission

Pre-Implementation
Challenges
Agenda Why & What is e-
Office
Implementation Plan

What's Next
OUR VISION & MISSION
Vision
“ To become a strategic enabler by making the full use of
ICTs for an accelerated digitization eco system, aiming to
expand knowledge based economy and spur socio
economic growth.”

Mission

Improve Pakistani citizens’ quality of life and economic

well being by ensuring availability of accessible,
affordable, reliable, universal and high quality ICT services
Pre-Implementation Challenges… Why e-Office ?

• Record Tracking is a challenge.

• Volume of work is undetermined.
• Disposal of work is not on time.
• Large registers are maintained.
• Huge area is required to archive/keep files
documents.
• Health hazards are associated with old files.
• Psychological impact of work load on officer.
• Cost of Stationery, Electricity and Pol.
• Non-availability of information on time specially in
odd hours.
• No Disaster recovery Mechanism.
 WHY E-OFFICE ?

• Initiative is first of its kind to be implemented for good governance

• To record and track Government Information.

• To ensure efficiency, transparency and effectiveness.

• Automation of Common Functions of Ministries and Departments.

• Promotion of standardization across all Government

Ministries/departments with quick disposal of official task.

• An Executive Dash Board view.

• Provide foundation for the provision of e-Citizen Services

 WHAT IS E-OFFICE ?
Finance,
Human
InternalResources
Inventory
Project Planning
and &
Management
Budgeting
Management
Procurement
System System
CommunicationSystem
&
File Movement
•••Preparation
Preparation
•Attendance
Creation of of of PC-1 to(Dev.
Management
Budgets
Requisitions PC-5
(Dev. &
Complete
&••System
Non-Dev.)
Non-Dev.)
File Headings Project
Creation
•••Chart
• File Creation Cycle
Management
Validation
Leave of of requisitions
Management
Accounts
•••New Completion
Tenders
•Recruitment
CaseItem Report
Statement
Preparation
•••Re-appropriation
••Transfers
BidsTask Management
Processing
Document Attachments to files
•
•••Grants
Draft for Approval and its versions
Performance
Creating
•Admin Matters Tracking
Inventory Items and
•their
Noting on files and documents
• •Surrender
Preparation
Categories
••Retirements
Files and Documentof Working
SearchPaper
•••Expense
Minutes
Goods of Meeting
Return
••Honorarium/Incentives
Bills
Correspondence Management
•••Sanctions
Admin
Invoice Approvals
Processing/Billing
••Disciplinary Actions
Workflow (Closed and Open)
•
• •Reports
• Cash
Maintenance
Severance
Receive Plan of Documents
& Issue Stocks
•• Issuance
••Medical
Work Plan
of Stationery
File Processing & SearchItems
Reimbursement
••House
•• Disposal
Reminders
Reports of Stationery
Rent Application
• File
•• Return Tracking & Executiveof
&Confidential
Replacement
Annual
Dashboard
Reports
Stationery
•(ACR)
Items
E-mails & Contacts Management
•• Suppliers
•Promotion Record Movement
File and Document
• Trainings
Reports
• Meeting Schedules
• HR Reports
 WHAT IS E-OFFICE (AUTOMATION OF COMMON PROCESSES)

Key Benefits
Budgeting/
Financial 1. Transparency/Accountability
Management
2. Improve Efficiency & Coord.
3. Record cannot be tampered
4. File/Document Tracking
Possible
5. Less Paper Environment
Internal
Communication 6. Automatic date/ time stamping
Human Resource Project
Management (Electronic Management 7. Cost Reduction
Movement of
Files) 8. Monitor the file status
9. Secured Access
10. 24x7 Availability
11. Centralized Backups
12. Online Auditing Option

Procurement/
Saturday, January 27, 2018 7
Inventory
Management
NATIONAL IT BOARD
KEY FEATURES (RULES COMPLIANCE)

• Noting • E&D rules

• Drafting

Secretariat
Esta Code
Instructions

ROB PPRA rules

• Online • Finance
auditable Guidelines
(B&F)
 E-OFFICE IMPLEMENTATION METHODOLOGY
E-OFFICE MATURITY MODEL FOR IMPLEMENTATION
EMMI Level Definition
Level 0 Organization does not have the requisite Infrastructure, connectivity.
Training for end-users to be imparted.
Level 1 Organization is connected to the National datacenter, Requisite
infrastructure & user training have been delivered for selected sections.
Level 2 Organization has attained Level 1 and is using e-Office in selected
sections/wings
Level 3 Organization has attained Level 2, has done away with hard files (barring
approved exceptions) and is using e-Office as the only medium for
internal communication purposes
Level 4 Organization has attained Level 3 and has started Inter-departmental
communication/file movement through e-Office
Level 5 Organization has attained Level 4 and has started using other modules
of e-Office suite
E-OFFICE IMPLEMENTATION STRATEGY

Level 0 1. NITB
Organization & User
does not have Organization sign MOU connectivity.
the requisite Infrastructure,
2. end-users
Training for NITB enables UO to reach EMMI Level 2
to be imparted.
Level 1 3. NITB
Organization does capacity
is connected to thebuilding of UO
National for
datacenter, Requisite
infrastructure achieving higher
& user training haveEMMI levels for selected sections.
been delivered
4. UO signs off e-Filing module
Level 2 Organization has attained Level 1 and is using e-Office in selected
sections/wings
Level 3 1. has
Organization UOattained
employs internal
Level teamaway
2, has done to achieve
with hard files (barring
EMMI Level
approved exceptions) and 4is as per e-Office
using timelineasinthe
MoU only medium for
2. NITB provides
internal communication purposes offsite support
3. NITB enables other modules
Level 4 Organization has attained Level 3 and has started Inter-departmental
4. UO signs off remaining modules
communication/file movement through e-Office
Level 5 Organization has attained Level 4 and has started using other modules
of e-Office suite
CENTRALIZED ARCHITECTURE
Physical Security
* 3-Tier Data center
* Standard SOPs
*Dedicated Fiber Connection
Communication Line
Security
* Dual Fiber connection
* Firewall/ IPS/ IDS
* Separate Organization Units
for every Department

Logical Security Software Security

* Separate network IP Scheme * Total IBM Solution

* Separate VLANs * Digital Certificates
* Dedicated Port * HTTPS access

Financial Benefits
* Server side infrastructure
saving
* HR saving
* Middleware cost saving
SUCCESS STORIES. Where do we stand

Category Go-Live In-Progress Total

Ministries/ 14 29 43
Divisions
Departments 13 219 *232
 E-OFFICE IMPLEMENTATION PROCESS
TYPICAL IMPLEMENTATION TIME FOR AN ORGANIZATION OF 70-100 USERS
Beneficiary Org.

• Nominations
• Top • Connectivity of staff e- •Constitution of •Identification
Management with National Office Steering of Sections •Administrative Support
Support Data Center Training. Committee.
• Identification with Timeline through Steering
• Share the through NTC •Directives for
of Technical for go live committee meetings
infrastructure Implementation
Info staff for s
training

Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7

•Configurations
of VLAN, IP •Handholding
•Provision of end-User Training •Orientation Sessions
•Kickoff Schemes,
•Preparation of User Profiles, DC •Trainings new user
•Meetings Organization
NITB

•Provision of Technical Training for •Training of Technical Staff for Capacity Building
•Evaluation Structure
Capacity building of Technical Staff •Handing over site to Technical Team of
(Subject to
Availability of Organization
Fiber Optic)

EMMI Level 2 achieved

Provision of IT Infrastructure , application access, User Training is complete. e-Filing in selected/pilot sections has matured
WHAT’S NEXT

ACTION OWNER
• Nomination of Focal Person (BS-20 or Above) Beneficiary Organization/NITB
• Completion of Prerequisites (Scanners, PCs, LAN) Beneficiary Organization/NITB
• Formal Communication with NTC for Connectivity Beneficiary Organization/NTC
• Signing of MoU Beneficiary Organization/NITB
• Form a Steering Committee Beneficiary Organization
• Deploying e-Office Resource NITB
• Preparing Training Schedule Beneficiary Organization
• Kick-off e-Office usage Beneficiary Organization
Q&A
THANK YOU
FREQUENTLY ASKED QUESTIONS

• Is e-Office free of cost or any cost associated with it ? …………. Its free
• Can we have our own database/on sight deployment ?........ No, centralize
• Is it secure ? …………. Yes
• Successful implementation strategy ?.............yes
• Is it acceptable in court of law ? …………… yes?
• Is it auditable ? …………….. yes
• Is it acceptable to AGPR ? ……………. yes
• Is there any legislation support available to e-Office ?................ No
• Level of support NITB will provide ? …………. Full support, training, profiles,
configurations
• When will we get all modules of e-Office ? …. June 2017
• Success stories ? …. 10 so far
• How much customization can we expect for our organization ?.... depends
 WHAT TO DO FOR IMPLEMENTATION (RESPONSIBILITY MATRIX)

Role
S# Activity
Responsibility Support
i. Top Management Support BO NITB
ii. Nomination of Focal Person BO NITB
iii. Awareness NITB BO
iv. Steering Committee BO NITB
v. Identification of users & roles BO NITB
vi. Identification of workflow NITB BO
vii. e-Readiness evaluation NITB BO
viii. Provision of IT infrastructure (PCs, Network, Scanners, etc.) BO NITB
ix. e-Office Training and Training materials NITB BO
x. Access to e-Office NITB BO
xi. Creation of user profiles/DC in e-office NITB BO
BO= Beneficiary Organization (Implementation site)

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 CASE STUDY
Legacy System E-office

Use Case: Adding Noting to a File and Mark to an officer

Step 1: File is received to section Step 1: File is directly received to

Step 2: Receiving is acknowledge in dak pad of sender officer e-office desk.
Step 3: Stamp and Diary No recorded Step 2: Officer Study File, Add
Step 4: File is provided to officer Noting, Attached document/Assign
Step 5: Officer Study File, Prepare or dictate staff to prepare file to staff
relevant documents. Step 3: Relevant documents are
Step 6: Relevant Documents are prepared prepared (if required) attached to e-
Step 7: Printing of prepared documents file (no printing etc)
Step 8: Attaching and Tagging of documents Step 4: Mark to recipient.
Step 9: Officer write noting to file/print and add noting to file. Diary, Signature, Receipt, Delivery
Step 10: Officer Provide file to staff to deliver in relevant section performed automatically by the
Step 11: Staff record in Out register system, tagging
Step 12: Entry in to Diary pad and delivery to relevant section Saturday, January 27, 2018 Page 21

Step 13: Obtaining receiving signature from recipient.

NATIONAL IT BOARD
 CASE STUDY
Legacy System E-office

Use Case: Officer Needs Report how many files are

moved during 1 year or any period

Step: Officer go to reports click on File

Step1: Officer assign task to the staff processing report, provide period and
that it.
Step2: Staff open out register of section

Step 3: Count each entry in the register draw a table in Excel

or word write each entry File No and subject in that table.

Step4: Finalize the report

Step5: Print the report

Time required : at-least half day

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NATIONAL IT BOARD