SOP for

Gov.in
Secure
Intrane
t

National Informatics Centre

Ministry of Electronics and Information Technology
(MeitY)
Document Governance Sheet

Document Details

# Details

Document Title SOP for Gov.in Secure Intranet

Document Version 6.0

Release Date 18th July 2022

Document
Internal and Confidential
Classification

Version History

Version No. Issue Date Released by

1.0 02nd December 2021 NIC

2.0 03rd January 2022 NIC

3.0 19th January 2022 NIC

4.0 07th February 2022 NIC

5.0 22nd April 2022 NIC

6.0 18th July 2022 NIC

7.0 26th July 2022 NIC

 TABLE OF CONTENTS

1.Purpose........................................................................................................................ 4
2.Objectives .................................................................................................................... 4
3.Scope ........................................................................................................................... 4
4.Standard Operating Procedure (SOP) ............................................................................ 4
5.Home Page................................................................................................................... 7
6.Tools .......................................................................................................................... 12
6.1. Task Management...................................................................................................... 13
6.2. Calendar Scheduler .................................................................................................... 19
6.3. Appointment Management ........................................................................................ 25
6.4 Correspondence Tracker ............................................................................................ 25
6.5 Report ........................................................................................................................ 28
6.6 Other Applications...................................................................................................... 29
1. Purpose

The purpose of this SOP is to guide the users on how to use Gov.in Secure Intranet Portal. It
will help the users to create and manage meetings, tasks, and correspondence. The user can
access emails, PRAYAS Dashboard, e-Office, Ministry performance dashboard, etc. via a
single portal.

2. Objectives

The “Gov.in Secure Intranet Portal” is developed to fulfil following objectives:

i. Creation of meetings, adding them to the calendar and viewing them in a
tabular form
ii. Creation of tasks, adding them to the calendar and viewing them in a
tabular form
iii Management and viewing of Assigned and Created
. Tasks Tracking sent and received Correspondence

3. Scope

The Scope for the Gov.in Secure intranet project is to schedule and manage meetings and
monitor assigned and created task(s).

4. Standard Operating Procedure (SOP)

1. GOV.in Secure Intranet Portal Details
i. The GOV.in Secure Intranet Portal can be accessed athttps://govintranet.nic.in
ii. Following page will be displayed when the user opens the above link.

Figure 1 : Login
Page
iii. If a user is a first-time user, he/she/other needs to activate the user ID using the
“account activation” button.
Figure 2: Login Page –New User through “Account Activation” button

a. The user will have to click on the Account Activation Button

b. User will be directed to following page. Under Account Activation header,
user needs to fill his/her/other email ID and click on the “Activate” button.

Figure 3: Login Page – New User through “Account Activation” button

c. On clicking the “Activation” button, the section will open up to enter OTP
sent to registered mobile number and email ID corresponding the entered
email ID.
 Figure 4: Login Page – New User: Account Activation OTP section

d. The user will have to click on the submit button to complete the “Account
Activation” process.

iv. A user who has activated their account can directly login using NIC single sign
in feature by clicking on “PARICHAY Logo”.

Figure 5: Login Page – Active User through “Parichay Logo” button

a. The user will have to click on the PARICHAY Button to Login

b. The user will be redirected to “PARICHAY” login page shown
below.
 Figure 6: Login Page – PARICHAY Login

c. The user after activation of his account through account activation process
given above, can login using his/her/other registered PARICHAY email
ID.

2. Customized User Interface

i. The portal is customized for different levels of Gov.in Secure Intranet Portal users.
The users till the level of director will be provided with the functionality to
schedule and manage meetings and task for multiple ministries. Following are the
classification of portal views depending on the users:
a. Minister
b. Minister of State
c. Secretary / Additional Secretary / Joint Secretary
d. Director
e. Others

5. Home Page

1. The user after activation/login to the Gov.in Secure Intranet Portal

is directed to following home page.
Figure 7(a): Home Page for multiple ministries user

Figure 7(b): Home Page for single ministry user

5.2. Common functionality on the Home Page

Figure 8: Home Page – Right Panel

Right Panel

I. NIC e-Mail and Sync Calendar: The user can access e-Mail and also
Sync Calendar.
II. Correspondence Management: The user will be redirected to correspondence
management page
III. Task Management: The user will be redirected to task management page
IV. Other Application: Listing of following applications under other
Application menu.
1. Sparrow
2. Bharat VC
3. eHRMS
4. PRAYAS
5. Collab Files
6. PFMS
7. Performance Dashboard
 Figure 9: Home Page – Left Panel

Left Panel

I. Home: User Home page

II. Ministry: This section will be displayed with link of the ministry held by the user. If the
user is below the Director level, he will not see any minister until he has been assigned to
user at and above director level.

III PRAYAS: The user will be redirected to PRAYAS

. Dashboard
 Figure 10: Home Page – Central Panel

Central Panel

I. Logo: All users who login the portal will be able to the above logo. Clicking on logo
will redirect user to the “Home Page” discussed above.

II. Calendar is the common feature for all users. A day in calendar where meeting is
scheduled is displayed by blue dot below the date.

III Upcoming Meeting: The area will display upcoming meetings of the
. user.
IV. Sansad TV Ticker: The user will be able to see updates specific to the user related
to Sansad/Parliament.
 Figure 11: Home Page – Top Panel

Top Panel

I. Logo: All users who login the portal will be able to see the gov.in secure intranet logo.

II. User profile picture and name: The profile picture of the user and his/her/other name
will be displayed.

III. SOP: The user can download the SOP by clicking the “SOP” button in the top panel.

IV. Logout: The user can logout of the portal by clicking on the “Logout” button in the
top
panel.

6. Tools

The user can select the ministry from the left panel for which he/she/other wants to
schedule/ manage meeting/task/correspondence.

The user is redirected to Task Management page.

 Figure 12: Task Management

6.1. Task Management

The task management page can be used by the user to view, add remark, add a meeting
corresponding to the task and to cancel the task.

Figure 13: Task Management - Ribbon

6.1.1. The Structure

Top panel of the page:
 I. Task Management Dashboard: The user can view task statistics like Pending/
completed tasks and task list under upcoming/overdue and completed list as
shown in figure below.

Figure 14: Task Management - Dashboard

II. Add new task: The user can add new task using this functionality. Please
refer 6.1.2. for details.
Tabular
III View of Task: The user can view tabular view of Task by clicking on
. Tabular view of Task button.
Body of the page:

Figure 15: Task Management - Body

IV. Select date: The user can list tasks in tabular format filling Due Date
and clicking “View” button as shown above. The tasks will be displayed
in a descending order.
V. Tabular View of Task: The user can view the task assigned to itself in a
tabular form/ in a table and can take actions like adding a meeting, a remark
or cancel the task. The user can also view the task by clicking on the task
description.
 Meeting: User can view meeting details by clicking on
the meeting button.

Figure 16: Task Management –Meeting Button

 Remark: The user can put remark on the selected task using
Remark Button.

Figure 17: Task Management –Remark Button

 Cancel: The user can cancel a selected task by clicking on the

cancel button. Following prompt will appear before cancelling
the task.

Figure 18: Task Management –Cancel Button

 Task Description: Please refer 6.1.3 for details.

 The user is also provided with the functionality to search task on
basis of keywords using the search box provided at the top right
corner.
6.1.2. Add new
Task

Figure 19: Task Management – Add New Task

 The user is provided with the functionality to add new task using the button on
top right corner of the task management page.

Figure 20: Task Management – Add New Task

 The user is needed to fill the task title which is a mandatory field.
 Followed by Due date by which the task needs to be completed
 The task can be assigned to multiple people in the list provide in assigned to
cell.
 The user can also select documents to be attached with the task using upload
functionality.
  The task is submitted using the submit button.

3. Update Task

 For Updating Task details, the user needs to click on Task Description as
shown in Figure below.

Figure 21: Task Management – Update/Edit Task

 On clicking the description button user can update details by clicking on

Update button. User is also provided with option to add new meeting to the
selected/opened task by clicking on “Add New Meeting” Button as shown in
Figure below.(Refer section 6.2.2 for details)
 Figure 22: Task Management – Update Task

2. Calendar Scheduler
1. The Structure of the page

Figure 23: Calendar Scheduler – Top Panel

Top Panel
I. Calendar Scheduler Dashboard: The user is directed to page where they can
see the current month calendar and list the appointments for any selected
date on the calendar.
 Figure 24: Calendar Scheduler – Calendar Scheduler Dashboard

II. Add new Meeting: Refer section 6.2.2 for

details Middle Panel

Figure 25: Calendar Scheduler – Middle panel

 I. Filter by Meeting Date: The user can list the meeting my placing meeting date
filter using this feature. The meetings will be listed in descending order of
date i.e. from oldest to latest meetings for the login user.
II. Sync with Outlook: Option to sync calendar with outlook calendar
III. Sync with Calendar: option to sync gov.in Intranet to NIC email calendar
and NIC email to Gov.in intranet calendar.
IV. Search: The feature is provided for searching a meeting using keywords
which will be matched with the description of the meeting in the database
and matching meetings will be listed for the user.

Lower Panel

Figure 26: Calendar Scheduler – Lower Panel

I. Tabular View of Meetings: All the meetings or the selected meetings based
on user search is listed here in descending order of meeting date i.e. from
the oldest to the latest.
II. Actions
 View: Will open the Meeting Detail page of the selected meeting for
the user. Refer section 6.2.3 for details.
 Remark: The user can add remarks using this option. Following
prompt will be generated for the user to add his/her/other remarks on
the meeting.
 Figure 27: Calendar Scheduler – Add Remark

 Postponed: User can choose to postpone a meeting my selecting the

postponed check box and saving the meeting.

 Cancel: The user can cancel the meeting using this option.
Following prompt will be generated to get confirmation from user
before the meeting is cancelled.

Figure 28: Calendar Scheduler – Cancel Meeting

6.2.2. Add New Meeting

Figure 29: Calendar Scheduler – Add New Meeting

 There are two options of creating a meeting or an event. A meeting is created by
an individual while an event is by an organization. Therefore, when meeting
option is selected, user is prompted for a person name while in an event user is
asked for an organization name.
A user can create a new meeting/appointment by filling mandatory details such
as Date, start time, subject, venue and also add participants from participants list
and also approve meeting from the same page by clicking on check box approve
meeting then click on Submit Button.
After the user click on submit button following message is displayed.

Figure 30: Add new meeting –Appointment Saved

6.2.3. Update Meeting

The user can update a meeting by clicking on the “View” button in
Action
column of calendar scheduler page. As shown in figure below.

Figure 31: Calendar Scheduler –Update Meeting

 Figure 32: Calendar Scheduler –Meeting Details

The user will be directed to “Meeting Detail” page on clicking “View” button in Action
column of calendar scheduler page.
The user can edit any detail of the selected meeting through this page. It also has the option
to upload the agenda file for the meeting. There are options to upload image files, video
files, media files and MoM through this page. The updates are successful on clicking the
update button. Following prompt will be shown on successful update of the meeting.

Figure 33: Calendar Scheduler –Meeting Updated Successfully

 6.3. Appointment Management
The Appointment management section on the left panel will provide a list of meeting
details for the user. These details are displayed under four heads, Pending, Approved,
Declined and Postponed. Under the Pending head, a user is provided with options to
view, approve and decline the meeting invite.

Figure 34: Appointment Management

4. Correspondence Tracker
1. The Structure of the page

Figure 35: Correspondence Management

Top Panel

Figure 36: Correspondence Management- Top Panel

I. Correspondence Tracker Dashboard: The user can view Correspondence

statistics like Received/Sent correspondence and status of Received
correspondence like- Pending and closed.

Figure 37: Correspondence Management – Correspondence Tracker Dashboard

II Add Correspondence: The user can add letter received and letter sent
. correspondence Tracker to fill all the mandatory details like- letter Number,
Date, File no., subject, type of letter, subject category, delivery mode, etc.
also user generate and push as receipt in eOffice by selecting of checkbox.

Figure 38: Correspondence Management – Add Correspondence

Middle Panel

Figure 39: Correspondence Management – Middle panel

I. Filter by Date: The user can list the correspondence by placing date filter using
this feature.

II Search: The feature is provided for searching a correspondence of letter using

. keywords which will be matched with the subject of letter of the correspondence.

Lower
Panel

Figure 40: Correspondence Management – Lower panel

III Tabular View of Meetings: User can view letter received and sent details of
. correspondence by selecting radio button accordingly.
IV. Actions
 View: Will open the Detail page of the selected correspondence and
update the details.

6.5 Report
The “Report” option allows the User to view reports based on task, appointments and
correspondence assigned to people. User needs to select ‘Task’, ‘Appointments’ and
‘Correspondence’ radio button to see the respective report. To view the report user
needs to select from due date, to due date and status.
User can search report by search option and also can print report by print option as
shown in below figure.
 Figure 41: Task Report

In correspondence report user can search report by search PDF option as shown in below
figure.

Figure 42: Correspondence Report

6.6 Other Applications

By this option user can view and access other applications also like PRAYAS, SPARROW,
Collab Files, Performance Dashboard, Bharat VC, PFMS, eHRMS.
Figure 43: Other Applications

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