Coal India Limited wa sftem fares Coal Bhavan, Premises-04 MAR, Plot No-AF- ‘Action Area- 1A, New Town, Rajarhat, Kolkata -700156, Vigilance Division water fer iw we, feat - OG MAR, Se ak- Cot ‘weer ote 1, = ‘TaNGE, wreTTAT 700156, a Phone wa-038) 2324 413414152 cysts: asioswers7aconzeess Panta (089) 2824 4058 Website eaTgE: wuw-coalindiin ‘email €37%- evo.cll@coaindia.n Ret No. seat amr: CIL/VIG/2016/34014/01/ ©53 Date Rea: 12.07.2017 OFFICE ORDER ‘Subject: Policy and SOP for e-office application ‘The competent authority has approved the policy for e-ofice application and Standard Operating Procedure, for effective operation of E-olfice application In IL & Subsidiaries, The copy of the approved Policy and SOP is enclosed ‘This is information and implementation by all concerned Seer (cra cenea anf 1/1 eres 1 The Director (P&IR)/Director (F)/Director (T)/Director (M) 2. The CMD, BCCL/CCL/CMPDIL/ECL/MCL/NCL/SECL/WCL 3 the voc /cL/cet/cMPDL/et cl /Nl/SElWCL ‘4. The Directo: (F)/(P)/(T), BCCL/CCL/CMPDIL/ECL/MCL/NCL/SECL/WCL SthetsteGairmin cl 6 the hyo) ey BCL/cL/eMPDN cL) McLNCL cL WL ‘the a tytn De oee aby cnynon re cL 8 ead jee cy Bett /cMPD./Ectse/L/SEL/ WoLPOLICY FOR EOFFICE APPLICATION AT CIL & SUBSIDIARIESPREFACE This document containing broad policy guidelines for eOffice which has been framed with an objective that it should help all concerned in adopting eOffice in CIL and its subsidiaries. eOffice system has been developed by National Informatics Centre based on Central Secretariat Manual of Office Procedure of DoPT, Gl. ‘The Project for implementation of eOffice across CIL and its subsidiaries has been taken up on a Mission Mode in order to bring more transparency, accountability and expeditiously decision making process. ‘Any improvement to these policy guidelines in due course may be adopted ‘across Cll and Subsidiaries with the approval of Chairman, Cll, for the purposes like: 4) Improvement in the System functionality b) Enhanced convenience to the users of the System ©) Compliance of Govt. directives and policies1.0. RECEIPT (On receiving a fresh correspondence either in hardcopy or softcopy, only one time Diarization work is to done by the employee authorize for Diarizing in Office at the Section/Department where itis intially received and hardcopy of correspondence is to be preserved in Physical File/files. After electronic diarisation of the dak, it may be sent to the addressee/concerned eoffice users through eOffice. The Correspondence received in Receipts ‘inbox’ of a User is known as Receipt in File Management System. Action/Remarks put by the ‘Office User for any activity on a Receipt will be deemed to be official. The User should send z Receipt directly to the concerned User and should not be routed ‘through Section or Secretary. Requirement of addition of new subject in ‘Main Category’ and its ‘Sub-Subject Category is of continuous nature. A correspondence, the subject of which does ‘not appear in ‘Main Category’, should be initially diarized by selecting ‘General’ in ‘Main Category’ and after addition of the respective subject, the said receipt should be edited to keep under appropriate category head for future record, The following shall be treated as Receipt and should be sent only through eoffice amongst the eOffice Users. 4) All official correspondences being received in hardcopy or soft copy {like Letter, Meeting Notice, Meeting Agenda, Minutes of the Meeting, Record Note of ciscussions, Action Taken Report, Notices, Memorandum, Memo, Orders, Office Orders, Notifications, Supply/Work Order, Inspection Report, RTI Applications, Circulars, Guidelines, Report, Parliamentary Questions, Note coming from outside the purview of eOffice implementation of CiL & Its subsiclaries, Quotations, Estimates/Bills/Cash Memos/Vouchers being submitted by Third ~— Party (Contractor/ Supplier), Application/Representation by Employee/Trade Union/Association, etc.] duly signed by the Sender; b) All official correspondences received through email; ©) All correspondence of all Stakeholders received either in hardcopy or softcopy;& d) All Forms issued from time to time by CIL and its Subsidiaries for employee Tike 1) All type of Leave like Casual Leave/Restricted Holiday, Earned Leave/Annual Leave/HPL/Commuted Leave/ Medical Leave / Maternity20 Leave / Paternity Leave / Child Care Leave / Special eave / Special Casual Leave, etc. ii) UTC/LLTC/Encashment of Leave ete. it All other forms, wherein only the involvement of employee and employer exists. All s/Applications [as referred unde: (i) to (ii) above] will be deem “Original in eOffice, if the form/application uploaded ‘a5 PDF has DSC or employee's signature. The subsidiaries which are already using any other module for leave purposes may continue with the same. ) Any prescribed Form, wherein involvement of Third Party (.e. other than ‘employee & employer) exist, the same is to be submitted in original as per the prevalent practice (like the forms prescribed for CMPF/CMPS, CPRMSE/CPRMSNE, etc.) and will move in eOffice in hybrid mode only for tracking and record purposes. ) Any closed envelope marked with ‘Confidential’, ‘Personal’, ‘Secret’ or Top Secret’ is to be opened by the addressee only. Depending upon the confidentiality or secrecy, he has to decide for its movement through Office either with electronic number or with physicel number. 8) Scanning should be done on maximum 200 DPI and preferably in B&W, for eOffice purposes to avoid big file siz, FILES a) In eOffice, a new file will be created under ‘Electronic’ option either in SFS ‘or Non-SFS. The prevalent practice and methodology adopted for creation of new file & putting file number by the individual section is available in SES Option. Once the File classification work of a particular section gets ‘completed and mapped, the User of the said Section should create a new file in eOffice under Non-SFS option for the mapped subjects. ') Routine nature of proposal should be initiated with ‘Green Note’. When draft noting requires views of others, User should initiate ‘Yellow Note’ Files will move from one User to other User. It should not be routed through Secretary or Section. ) Receipts are to be attached on the corresponderce side, Documents referred in the note should be uploaded under Reference. If any previous eFile on which decision has been taken and is required to be referred, the same may be linked through ‘Link’ button. Any eFile which seeks consideration along with present fle may be attached through ‘Attachment’3.0 of file. In case of any of above, it is the responsiblity of the User to specifically mention in the ‘Green Note’ regarding references uploaded, File/Receipt attached, File inked ete. 4) Proposal once approved requires issue/dispatch of communication from the file so that record of issue automatically gets attached with the file on correspondence/issue side. €) On completion of full cycle, the File should be closed. 4) Files already in process would require to be switched over to fully digital mode on and from the date itis declared by CiL (HQ) & its Subsidiaries to start File through eOffice. The process of switching over of file is mentioned in Standard Operating Procedure. 8) TillFile starts on full digital mode in eOffice, al the files will move in Hybrid ‘mode (i.e. in Physical Mode as well as through eOffice). This mode would enable the User to track the file. The process of movement of file in Hybrid ‘mode is mentioned in Standard Operating Procedure, hh) CiL&its Subsidiaries are also required to finalize modus operandi for dealing with claims/bills in eOffice at their end. |) Since, CIL has provided to each eOffice User an individual email ID and its password is set by the User only, it would authenticate the User for eOffice purposes. DSC should be used wherever essential. ISSUE/DISPATCH 2) _IneOffice, a User can issue communication in two ways only, ie.in reply to 2 Receipt received and from subject related file. Communication should be issued through DSC or with physical signature. b) Communication may be sent to limited number of eOfice User & outside lient/vendor/third party/ service provider/supplier etc. through email facility already built-in in eOffice Applicaton provided sender has the email 10 of addressee(s). Hardcopy of such communication should be sent only if the email ID of the Addressee is not available ©) At present, except email facility, there is no provision of circulation of communication issued amongst the eOffice Users. NIC has been requested to make provision in regard to above. Till any provision is made, the Issue/Dispatch, which is required to be circulated amongst the eOffice Users, should be converted into Receipt by the Issuer and should be sent through eOfice Receipt to eOffice Users. Conversion of Issue/Dispatch atIssuer's end would avoid multi-diarisation at the recipient's end as well as ‘would ascercain delivery of information, 4.0 KNOWLEDGE MANAGEMENT SYSTEM ‘This deals with Notice Board Displays and makes available the prescibed Forms ‘and Formats, Circulars, Office Orders, Guidelines, Manuals, etc. to an individual user also for their information and day to day official purposes. However, certain information can also be restricted to specific Users or User Group. 5.0 eoffice USERS (i.e. the employees provided with NIC email ID {An employee of Cl & its subsidiaries, who has been provided with Coal india ‘mail, wil be treated as eOffice User. She/he should open eOffice preferably in Molla Firefox Browser only, She/he is authorized to work in e-offce using her/his full NIC email id (example@coalindia.n) provided by CL. The UserID of Office will be the individual's email id and password as set by her/him for this email. Hence, the receipt or note/proposal being sent by a User willbe deemed to have been signed by him/her because itis being authenticatec by her/his government email ID. Therefore, the User is expected to maintain the confidentiality of her/his password. However, for higher security purposes, wherever required, DSC and Aadhar authenticated eSignature may be considered FDs & HoDs would use eOffice through their functional designation based ‘email ID provided by CiL. 6.0 ROLE OF eOffice USERS, Office User should check whether his/her name, post and the section, is reflecting properly while working in File Management System in eOffice, The User should also check whether names of all the eOffice Users of his Department/Section are appearing on pressing ‘drop-down’ button at ‘My Hierarchy’. If user finds any correction is required, the same should be informed to the eoffice PMU/eoffice Cell of concerned Office through Nodal Officer of his, department/section, Office User should not check the Receipt or File of other users by using option available under My Hierarchy’ and unauthorized ‘pull-up’ receipt or file from other users, if it is done it would be treated as misconduct. However, if HOD/Senior of the department, specifically delegates the charge for thepurpose, in that case the delegated user should use ‘Pull-Up’ option to act upon the Receipt or File as the case may be. \e, the employees not provided with NIC email ID by a) The employees, who have not been provided with NIC email ID by CI, will be treated as eOffice Non-Users. They would submit the communication in hardcopy duly signed by them to the Dealing Staff of the Section or Secretary to HoD, who will be responsible to process the communication in Office. Further, if any communication is received by the Dealing Staff of the Section or Secretary to HoD, which are meant for Non-eOffice Users, the same shall be intimated accordingly to them. b) If the communication submitted by Non-eOffice Users falls under the Receipt category, it will be sent for diarization (please see procedure of Receipt) and in case of proposal/note, the Dealing Staff of the Section or Secretary to HoD will create a new file and process it as mentioned at procedure for File. 8.0 ROLE OF NODAL OFFICER AT DEPARTMENT LEVEL ‘A Nodal Officer has to be nominated at each section/department of CI. & its Subsidiaries. He should be well conversant with all the features of File Management System of eOffice so that he could train and guide other Users of his Section/department. In case of promotion, transfer, superannuation or any form of exit, joining, release, interchange of work within section, delegation of power, etc., the Nodal Officer will be responsible to get the employee data updated and get the files transferred in eOffice through the eOffice- PMU/eOffice Cell Any other requirement in respect of an employee related to eOffice like NIC email ID) will be dealt by Nodal Officer of the section in consultation with eOffice-PMU. 9,0 EMPLOYEE MASTER DATA MANAGERS (LOCAL ADMIN) AT SUBSIDIARY. Appointment/Joining/Promotion/Transfer/Release/Dismissal/Superannuation/ Retirement, etc. are continuous process in an organization and at every organization this is being dealt by Establishment Section under PersonnelDivision, In CIL & its Subsidiaries also, these activities take place through Personnel / Establishment Section and it maintains proper record in respect of, each employee of the organization. Employee Master Data of eoffice deals with each individual employee's details and it plays a pivotal role in effective functioning of File Management System. It is required that CIL and its subsidiaries should nominate a minimum of 2-4 executives of HR/Personnel discipline to work as EMD Managers reporting to eOffice-PMU/eOffice Cell ‘They will be responsible to maintain and update Employee Master Data for that particular subsidiary. Such orders/letters/communication issued by Personnel / Establishment Section in respect of employees, compulsorily be marked/shared with eoffice PMU/eoffice Cell of concerned office for updation in eoffice application. Role of Receipt & File Transfer has alsa heen given to FMD ‘Mangers (Local Admin) and they will be responsible for transferring Receipts & file from one user to other user of their subsidiary in case of transier/promotion/exit/ joining, etc 10.0 ROLE OF eoffice PMU/eOffice CELL At every Subsidiary & at CIL HQ, an eOffice PMU/ /eOffice Cell is to be set up exclusively for eOffice purposes reporting to the CMD of the Company. The responsibilities of the eOffice-PMU/ eoffice Cell will be as follows: 4) To establish a Helpdesk to help the User 24 x 7. b) EMD Management ©). File Transferring as requisitioned by Nodal Officer of the Department 4d) To forward the request of Nodal Officer to Super Admin for adding a new: subject category or file classification. e) To arrange training of different levels. f) Co-ordination with Nodal Officer 111.0 ROLE OF SUPER ADMIN AT GLOBAL LEVEL NIC advises that there should be only one Super Admin in an instance. Since, Office was implemented at CMPOI prior to the implementation of Office at CIL& its subsidiaries, the role and responsibilities willie with the Super Admin at CMPD! (Nodal Agency)12.0 MPLS CIRCUIT FOR eOFFICE a) In case of MPLS link failure, it should be immediately communicated to the Service Provider (Presently M/s RallTel Corporation of India Ltd.) by concerned subsidiary or office of CIL. The contact details of present Service provider M/s RailTel NOC and escalation matrix is attached in Annexure-A. b) Request for Creation and Updation of VPN users should be routed to through GM (ICT), CMPDI. Facility of using eOffice from internet (VPN User) should be restricted up to HoDs only. ©) As per the work order, the Service Provider (Presently M/s RallTel Corporation of india Ltd) will raise quarterly rental bill for MPLS circuit along with machine generated uptime certificate. Payment of MPLS lease circult ‘and Data Center will be made by CMPD! based on system generated uptime Certificate 13.0 PRIVILEGE OF Email DIARIZATION TO THE FDs, CVOs & HODs FDs, CVOs & HoDs of CIL & its Subsidiaries have privilege to access their coalindia.in email account through eOffice wherein provision of email larization has been given. The decision of diarizing of email depends on the concerned HoD.Annoxure-A Escalation Matrix for MPLS Circuit astern xin 2 | Hep desk Noe 09007044045 2 | Mearbindxumar | Mar/MPLs | seroniiious | Wicemanen” | 0070s | Mesendinomar | sraaeriN0C | sett ous | com | sooroais «| mesichans | ewan | gg Rg) cutee | anreaies 5. | MeArun Michael | GM/Operations| gguen'crours | emreysemreer| 9007084200 6 | me Prdeepramar | AGWIEO | ants | teleoens | 90708100 Wester Relon (For Nagour/ New Del 1 | HelpDesk oc Tar 2 | mmanitcar | mere | ao Soun 3 | MeSachinJain | StMBLINOC | peso Hours «| mem [ewan sociefon| inn, | su ers | Mumbai-00013 5 | measranin | now | sete ue 9001444300