To

1
IT Department, Haryana NIC,Haryana
Welcome To The Presentation on Centralized File
Movement and Tracking Information System
CeFMaTIS
2
Overview
Centralized File Movement and Tracking
Information System CeFMaTIS is software based
on Web-enabled as well as Client Server
Architecture developed for tracking the
movement of files and papers in medium as well
large government offices.
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Background

• The Branches of Secretariat for Information
  Technology and Finance Department were identified
  as the pilot branches for implementation of the
  system.
• The Study was conducted for the Finance
  Department, Issue Branch and Circulation Branch
  of the Secretariat.
• The NIC-HSU has implemented the Software in the
  office of CM Cell, IT Department Haryana
• Training has been given to the Staff in Finance
  Department and Circulation Branch Of Secretariat

4
Objectives

• Main objective is to replace the manual record
  keeping system for files/ letters with a more
  efficient paperless automated system.
• Availability of the information about any file
  from anywhere anytime.
• Provide better control on the movement of files
  to the controlling officers.
• Provide helping hand to the dealing officials in
  locating any File/paper.
• Provide necessary inputs to the decision makers
  about the work studies.

5
Salient Features of the CeFMaTIS

• Developed on mixed architecture of web-enabled
  and client server technologies.
• Platform independent
• Fully menu driven and user friendly.
• Multi_Desktop Diary Entry Provision
• Data entry is done once only
• Extensive built in data validation checks.

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Salient Features of the CeFMaTIS

• Extremely powerful search capabilities,
• Facility to accommodate the user which are not on
  network
• Facility of setting the priority of certain file
  by controlling officers
• Acknowledgment to the sender about physical
  receipt of file

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Salient Features of the CeFMaTIS

• Intimation to the receiver about the incoming
  files.
• Facility to recall the file if wrongly marked
• Highly secure
• Centralized Database
• Super User Administrative Control
• Better Availability, Reliability
• Multi layered Security

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Salient Features of the CeFMaTIS

• Complete Tracking of File is possible
• Movement of electronic Note sheet is possible
• Extensive Reporting Facilities
• Cases Finalized
• Present Status of the File
• Statistical reports
• Officers Pending Files, Cleared files lists
• Receipt Register and Dispatch Register
• Dynamic Query based reports

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Hardware/Software Requirements

• Client-Server Based
• Hardware
• P!!! server with 128MB RAM or above
• Pentium client with 32MB RAM
• Software for client server
• Windows NT 4.0/ 2000 on Server
• SQL Server 2000 on Server
• CeFMaTIS s/w on client
• Web based system
• Any server with its web server and a database
  server
• Java enabled browser on client

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Offices On Web
Officers
CeFMaTIS Application Database Server
Outgoing
Incoming
Central Diary Window
Dealing Assistant
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Pre-Requisites

• Organization Master databases defining the
  roles of various officials and the workflow in
  the office.
• One Day Training on this Software to the
  officers who are already computer literate.
• One technical officer to assist for
  implementation.

Last but not the least the officials with
positive attitude.
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Experiences of Other States

• A.P. Government has made unsuccessful attempt by
  spending Rs. 1 Crore on SKIMS Software
• J.K. Government has also went the same way
  after spending t Rs. 3 Crores
• Karnatka Government has done it successfully
  through NIC and record of 2 Lacs file is already
  entered.
• This application has been designed and Developed
  jointly by NIC and IT Department Haryana.
• Since the IPR and Source code is available us, we
  can incorporate changes as and when required
  which is must for successful implementation of
  any software

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Proposed Implementation Plan

• The Main Secretariat, New Secretariat, 30-Bays
  Building are on the our intranet.
• We propose that this software may be implemented
  in the offices operating from these buildings.
• In each of these building we may introduce Single
  window Central diary System
• A One day training will be organized for the use
  departments
• Training will be conducted at Labs of IT
  Departments at Civil Secretariat, 30 Bays
  Building and New Sectt.
• To start one Programmer will be required for
  implementation which will be recruited through
  society.

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Thank You