eGov Office 11.

Committee & Meetings

Reference Manual

Newgen Software Technologies Limited

A-6, Satsang Vihar Marg, Qutab Institutional Area
New Delhi - 110 067, INDIA.
Tel: +91-11-268154671-79 Fax: +91-11-26815472
E-mail: [email protected]
Disclaimer
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Newgen Software Technologies Limited,

A-6, Satsang Vihar Marg, Qutab Institutional Area,

New Delhi - 110 067.

INDIA

Printed in INDIA
Contents
Contents....................................................................................................................................................3
1 Preface.....................................................................................................................................................4
2 Committee & Meeting Overview..........................................................................................................5
3 E-Gov Office Dashboard.........................................................................................................................6
4 Committee & Meeting: Movement & Tracking......................................................................................7
1 Preface

E-Gov Office is a comprehensive solution for government organizations to function efficiently and effectively
by ensuring that all the document and communication centric functions are managed smartly while fully
complying with Standard Operating Procedures (SOP).

SOPs are defined for government organizations and PSUs to carry out day-to-day operations. All
government agencies strictly follow these procedures with some modification as per their need. One of these
critical procedures and activities includes Committee & Meetings.

E-Gov Office automates this critical activity and ensures complete integrity and security of documents

It is built over Newgen’s flagship products OmniDocs which is an Enterprise Document Management
platform for creating, capturing, managing, delivering and archiving large volume of documents & OmniFlow
which is a workflow process management solution.

The very basic operation of the system is accessing the documents / files from the remote site and working
on them, without archival and retrieval hassles. Further, this it can be accessed from any part of the world,
through E-Gov Office web interface.
 2 Committee & Meeting Overview

The committee and Meeting module provided the Convener / Member Secretary of e-Gov to constitute a
committee. The Committee forms a Committee Name along with the Members for Committee Approval, thus it is
routed to the members for their approval in form of Accept, Reconsider or Seek Clarification from the Convener.
After the approvals have been granted by all the approvers, the convener finally prepares the Committee
constitution Notification that would be finally circulated as an Office Memorandum to the stakeholders of this
committee as shown in the screen later.

Once the Committee is constituted, the Convener would fill out the respective form for initiating the process for
Schedule Meeting. The mail notification sent by the Convener, which notifies about the meeting to be held,
consists of a link to the following page for the invitees to submit their response. The Convener would receive
responses from the invitees. These responses are displayed in the form of a data grid. Depending upon the
responses, he may confirm, re-schedule or cancel the meeting.

The Convener would fill out the following form to initiate the process. The minutes of meeting process can be
initiated by the committee convener. The request can be posted by filling the following form on the e-GOV portal.
Once the convener sends the meeting request to the invitees, the committee members would be required to
login to the system and respond to the invitation. The external invitees would have to respond back their status
either manually or through email, since they would not have access to this module. The committee members can
access the module for communicating their status for the meeting.

Once the user submits the form, the MOM is circulated to all the members of the committee and everyone can
see the actionable assigned to the respective users. The convener then waits for the confirmation of the users
once they receive the MOM.
3 E-Gov Office Dashboard
After successful login, following screen appears.

This is the home screen of E-Gov Office consisting of following options:

 Workdesk

 DAK

 Office Notes

 Files

 Committee & Meetings

 RTI (Right to Information)

 PQ ( Parliamentary Questionnaire)

 Court Cases
4 Committee & Meeting: Movement & Tracking
Mouse hover on Comm & Meet button, for the Create Committee option.
Click on Create Committee, for the Committee Composition screen.
Committee Composition

Role Master View is controlled by the administrator. Here under the Role Master section, user can
modify the list of Roles by adding/removing the entries in the list. Role Master is visible
organization wide. Role Level is the hierarchy level to which a certain role is assigned to. For e.g.,
a Chairman being the top hierarchy is on Level 1.
Under the Composition section, user can create a New Composition by selecting the Roles and
their Count.
After creating/selecting a Composition, click on Save Composition.
 Template Composition

Template Master functionality is provided to save user time in re-typing the data that is used
frequently.
Search template

Select Template from the drop down and Select Template from Template List.

Select the searched Template. There are two actions:

1. Show: It shows the saved content of the template. Here the user can update the content of
the template.
2. Delete: It deletes the template permanently.
 Committee Constitution

The convenor forms the committee through the Committee Constitution interface.
Click on Initiate.
Under the Committee Details tab, user can constitute a committee by either creating a New committee or
using an Existing committee.

Other fields of this screen are:

 Concerned Division
 Committee Name
 Subject
 Description
 Tenure of Committee
 Confidential Status

User can also upload supporting documents using the Upload option.

Click on Next.
Under the Member Details tab, Select the Committee from the drop down list.

Now assign users to the different roles by selecting the Type of user and username. Users can be of two
types:
 Internal: All OmniDocs users come under this category. In this case, the select button for the username
is enabled, to allow selection of users from the userlist. Details such as Section/Division and Email ID
associated with the user are filled automatically.(In case no Email ID is associated with the user, then it
has to be entered manually).
 External: Users other than OmniDocs users come under this category. In this case, the select button for
the username is disabled. All the details of the user (i.e. Username, Section/Division and Email ID) have
to be filled manually.

Click Next.
Now under the Approval Route tab, manage the list of users whose approval is required for approval
of the committee.

Click on Submit to initiate the Committee.

Approval:

After the committee has been initiated, it is sent to the approvers for approval. The approvers at all the
levels would provide their comments and recommend actions. After the Committee has been approved,
it is sent to the Member Sec / Convener for further actions on committee.
Actions :
1. History
2. Seek Clarification
3. Re consider
4. Accept
History: On Clicking the History button, new window opens which shows the entire History of
the committee.
Seek Clarification: On Clicking the Seek Clarification button, new window opens which
allows the user to send it for further clarification.
Accept : On Clicking the Accept button, new window opens which allows the user to accept the
Committee and send it to Member Sec/ Convener for further actions.
Convener / Member Sec Login

Convener can upload supporting documents and suggest Recommended Actions & Comments on the
Committee.

Circulate OM (Office Memorandum):

 After the approvals have been granted by all the approvers, the convener finally prepares the Committee
constitution Notification that would be finally circulated as an Office Memorandum (Mail send) to the
stakeholders of this committee as shown in the screen below.

Actions:
1. History
2. Complete

History: On Clicking the History button, new window opens which shows the entire History of the
committee.

Complete: On Clicking the Complete button, new window opens which allows the convener to
complete the committee.
Schedule Meetings
After the composition and approval of a committee, meetings are to be convened for the working of the
committee. Only the Convener of the Committee can schedule a meeting and send the invites to the
members of the committee and special invitees. The Convener would feed in the required information in an
electronic form for initiating this process of scheduling the meeting. The screen shot below displays the
“Schedule Meetings” interface.

Mouse hover on Comm & Meet, for the Schedule Meeting option.

Under the Meeting Details tab of Schedule Meeting screen, schedule a meeting by selecting the
Committee and filling in the required details like Agenda Item, Time, Venue and Priority.
Click Next.
Under the Meeting Invitees tab, the user can also invite members other than the members present as per
the committee composition by using Add. Click on Submit.
After submission, the meeting moves to the inbox of the Chairperson. Chairperson can upload
 supporting document and write comments before any action.

Actions:
1. History
2. Accept
3. Re Consider
 History:On Clicking the History button, new window opens which shows the entire History of the
meeting.

Accept: On Clicking the Accept button, new window opens which allows the chairperson to
accept the Meeting.

Once the chairperson approves the meeting, it then moves to the inbox of the Member Secretary.
Member Secretary then sets a Deadline for response by clicking on Set Deadline.
 Send Invitation: Member Secretary can send email invitations for the meeting. After getting
responses from all the invitees or once the deadline is met, Member Secretary can then complete the meeting
using the Complete option.
Actions:

1. History
2. Track Responses
 3. Re Schedule
4. Discard
5. Complete

History: On Clicking the History button, new window opens which shows the entire History of the
Meeting.

Track Responses: The mail notification sent by the Convener/ Member Secretary, which notifies
about the meeting to be held, consists of a link to the following page for the invitees to submit their
response. Each committee member would receive an email notification of the scheduled meeting with a
link to the Meeting Response page. Each member would respond to the request accordingly and the
response would be updated to the convener.
The Convener would receive responses from the invitees. These responses are displayed in the form of
a data grid. Depending upon the responses, he may confirm, re-schedule or cancel the meeting.

Re Schedule: On Clicking the Re Schedule button, chairperson can send the Meeting details for
rescheduling the date, time and Venue.
 Discard: On clicking the Discard button, Chairperson can discard the meeting.

Complete: On Clicking the Complete button, new window opens which allows the Chairperson to
complete the Meeting.

MOM (Minutes of Meeting)

The Convener would fill out the following form to initiate the process. The convener would select the
committee from the list against which that meeting was held for which the minutes are to be circulated. The
minutes of meeting process can be initiated by the committee convener. The convener can forward the Minutes
of the Meeting to all the committee members including users who did not attend the meeting.

Once the meeting is completed, Mouse hover on Comm & Meet, for the Circulate Minutes option.

Under the Draft Minutes tab of the Circulate Minutes of Meeting screen, select the Committee name
and fill in the remaining details to draft the Minutes of Meeting(MOM).
Click Next.

Assign Actionables to the various members involved in the meeting under the Assigning Actionable
tab and then click on Submit.
After submission, the MOM moves to the inbox of the Chairperson. He then reviews it and then either
 approves it (by clicking on Accept) or sends it for reconsideration (by clicking on Re consider).

Actions:
1. History
2. View Actionable
3. Accept
4. Re consider

History: On Clicking the History button, new window opens which shows the entire History of the
 MOM.

View Actionable: On Clicking the View Actionable button, new window opens which shows
actionable assign to all other users with deadline .
 Accept: On Clicking the Accept button, new window opens which allows the user to accept
Minutes of Meeting.
After the approval by the Chairperson, the MOM moves to the inbox of the Member Secretary, where
he/she sends MOM to the members of the meeting by clicking Send Minutes in Circulate Minutes tab.
 The Minutes would be circulated through mail. The members would be required to submit their
responses to the actionables through a response page, the link to which would be sent to them in the
mail itself.

Actions:
1. History
2. View Actionable
 3. Discard
4. Complete

History: On Clicking the History button, new window opens which shows the entire History of the
MOM.
 View Actionable: On Clicking the View Actionable button, new window opens which shows
actionable assign to all other users with deadline .
 Complete: On Clicking the Complete button, new window opens which allows the user to
complete Minutes of Meeting.
Track actionable: All can track actionable responses submitted through mail.