Standard Operating Procedure

For
Using E-Office

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT)

Verified By : Sh. N R Saha, DGM(CNS),NER

Reviewed By : Sh. Venkateshwar L, General Manager (CNS),NER

Approved By : Sh. D K Kamra, RED, NER

 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

Table of Contents

Sl. No. Topic Page No.

1 Introduction 3

2 Creating New E-Office Account 4

3 How to Open E-Office and Login with user account 5

4 Creating New File in E-Office 6

5 Adding Noting in the E-Office File 7

6 Adding correspondence in the E-Office File 10

7 Sending E-Office File 12

8 Tracking movements of the E-Office Files 13

9 How to check & forwarding incoming E-Office Files 14

10 User responsibilities during Transfer in/out & On promotion 14

11 E-Office Help Desk 15

12 E-Office Manuals 15

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 2 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

Introduction:

E-Office is a web based application which includes features of handling of the Files
through more efficient Electronic System and the process flow is same as manually
handling of Files as practices earlier and also now. The system involves all the
stages from creation of the File, movement of the File and Closing of the File. In this
system the movement of the file becomes seamless and there is more transparency
since each and every action taken on the file is recorded electronically. Also
searching for old files becomes very easy and there is no chance of file being lost. It
envisions a paperless office, with increased transparency, efficiency and
accountability.

As per the Letter No. IT/16016/2015/1064 Dated: 02/05/15 from ED(IT) and
subsequent letters from CHQ, it was instructed for timely implementation of E-Office
at RHQs & Stations. Also D.O. letter No.N-11016/6/2016-ARC dated 02.02.2017
received from Ministry of Personnel, Public Grievances & Pensions wherein it was
advised for discontinuation of use of physical files, also not to accept any physical
file and regular review to track status of E-Office usage. As per the report received
from ITD, CHQ regarding the usage of the E-Office for the Period 01-01-2018 to 15-
03-2018 it was found that the usage of E-Office was very less in NER as compared
to other Regions. Only 14 Nos. E-Office Files created in NER as compared to SR-
828, WR-651, CHQ-274, ER-165 & NR – 44 files. Seeing this further initiative was
taken up by Regional Headquarters, NER for increasing the usage of E-Office at
RHQ and Airports in NER. It is observed that there is a increase in usage of E-Office
in NER, as per the latest report from 01/04/18 to 31/12/18 total E-Office created in
NER is 260 which further needs to be enhanced as many of the Officials are yet to
create their E-Office Account.

Considering the benefits of E-Office and making one step towards Paperless Office,
at least all Airport In-charges, HODs mandatorily create their E-Office Account and
other official can create their account based on their requirement and nature of duty.

For making ease-of-use of E-Office, this Standard Operating Procedures (SOP) on

E-Office is prepared. This SOP explains all the basic features of E-Office which are
required for an official to start using E-Office on their own. Also it explains the
responsibilities of the Officials during Transfer in/out, E-Office Help Desk Support
Service etc.

In case any change is required or any additional information to be incorporated in the

SOP, the same be intimated to IT Department, RHQ, NER

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 3 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

1. Creating New E-Office Account

For creating new E-Office Account, the user is required to fill up the Employee
Master Database (EMD) format. The EMD format in Excel is available with the
E-Office support and can be obtained by sending request to
eofficesupport_ner@aai.aero. The Filled up EMD format is to be sent again
the eofficesupport_ner@aai.aero for creation of E-Office Account. Once user
account is created in E-Office, the User can login to E-Office using their AAI
Email Address & Password. The sample EMD format is as below

1 2 3 4 5 6 7
S.
Employee Employee Designation of NIC Email
N Title Sex Name of Organization unit*
Full Name * Code * employee * *
o
Name of lowest
division/section/departmen
Classify
t
title for Designation of
employ This is the employee- For AAI Email
Name of
ee- Mr. Gen code given example- of
(First name section/department etc. for
Mrs, der to each Deputy employee.
Middle name example Planning
Ms, (M/F employee Secretary/Join (Apply if
Surname) Commission or
Shri, Dr. ) in the t does not
Administration. Kindly refer
etc. as department Sec/Secretary exist)
the available Organisation
applicab etc.
Units from Organisation
le
Unit (OU) Master.

ddata@aa
1 Mr. Dummy Data Male 10001212 Manager(IT) i.aero IT,CHQ

8 9 10 11 12 13
Joining Date
Joining
at Date of Employee Status Working
date of Pan No
Organisation Birth (permanent/temporary) Status
service
Unit
Date on Date on State
which the Date of which the State whether whether
PAN of
employee Birth employee Permanent, serving,
employee
joined the (dd/mm/yy) has joined Temporary retired,
organization service transferred
19/06/2017 24/07/1989 19/06/2017 permanent serving AWQPJ7426H

16 17 18 19 20
Reporting -
Marking Reporting Officer marking Reporting Officer
AAI Mail *
Abbr./POST* Name * abbr.(parent Employee Code
post) *
Abbreviation will Marking This is the code
Name of the next Mail id
be Designation abbreviation of given to each
Reporting Officer registered in
followed by Post the next employee in the
Name eOffice
or Name reporting officer department
Reporting Officer
Manager(IT) Name AGM(IT) xyz@aai.aero 10001800
Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 4 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

2. How to Open E-Office and Login with user account

The URL for opening E-Office is https://eoffice.aai.aero. For opening E-Office

use the Browser Internet Explorer or Mozilla Firefox. Also insure that Adobe
Reader is installed and available in your computer. AAI email address will be the
Login ID and Email Password will be the password for E-Office. The screen shot
is as show below:

Note: Enter the Email address (i.e. including @aai.aero) in Login ID

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 5 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

3. Creating New File in E-Office

To create new E-Office File, follow the below steps : Login to E-Office  Click on
File Management System

In the Files Section Click on Electronic File  Create New (Non SFS)

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 6 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

Choose the File Heads from the drop down list options in the File No. Field and
enter the Description etc. and then Click on Continue Working. Then it will
prompt for File No. Generation  Click OK. New E-Office File will be created.

** If any File Head related to concern Office/Department is not available,

then the same can be created by sending request to
eofficesupport_ner@aai.aero

4. Adding Noting in the E-Office File

Click On Add Green Note  Type the Text in the Green Sheet.

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 7 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

If you want to copy the Text from MS Word File to the Noting Sheet then
follow the following steps

Select and Copy Text from MS Word File 

Click on the Paste from Word Icon in Eoffice

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 8 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

In the Pop-Up Window Use Ctrl+V on your keyboard  Then Click Insert Button

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 9 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

5. Adding correspondence in the E-Office File

Follow the following steps for inserting Correspondence in the Right Hand Side of
the E-Office File:
Click on the Receipt Section  Click Electronics Click on Upload Files
Button

Browse and select the PDF File to be uploaded

Fill in the mandatory details marked as * in the right hand side

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 10 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

Click on the Generate Button

Click on Put in a File as shown in the screen shot below

Select the E-Office File to which the correspondence is required to be attached

 Click Attach Button

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 11 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

Click on Files Section  Created  Completed

Click on the File Number of the newly Created File to open the File

Now we can see that the correspondence is available in the Right Hand side of
the E-Office File

6. Sending E-Office File

Click on the Send as shown below in the screen shot

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 12 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

Type the name of the Official to whom the File to be sent then Click on Send
Button

7. Tracking movements of the E-Office File

For tracking the movement or the File- Go to File Section -> Click Sent  Click
on the File Number of the File - Click on the Movements as shown in the
screen shot below

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 13 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

All the movements of the file will be displayed as shown in the screen shot below:

8. How to check & forward incoming E-Office Files

All the incoming files are displayed in File Section  Inbox
To open the file Click on the File Number of the File  to Add Noting,
correspondence and sending/forwarding the file follow the steps mentioned in Sl.
No. 4, 5 & 6.

9. User Responsibilities during Transfer in/out & on Promotion

i. During Transfer Out --- All the E-Office files/receipts of the Official on
transfer to be transferred to the E-Office account of the Official taking over
the charge. For transferring E-Office files/receipt to other official the
following details to be communicated through Email to E-Office Help Desk
at RHQ on the Email Address ---- eofficesupport_ner@aai.aero

Details of the Official on Transfer:

Name:
Employee Code:
Email Address: (if request is not sent from AAI email account)
Current Designation:
Transfer Order:

Details of the Official taking over the Charge:

Name:
Employee Code:
Email Address:

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 14 of 15
 भारतीय
(सीएनएस) का
Airports Authority of India
O/O General Manager(CNS), North Eastern Region

ii. During Transfer In / Promotion – Any official transferred in to NER, it is

required that their new Place of Posting to be updated in their E-Office
Account. Also if any file/receipt of previous place of posting is lying in their
account than it is required that these files to be transferred to official to
whom charge was handed over in the previous station for which request to
be sent to E-Office Helpdesk as detailed in para 8(i) above. Also in case of
Official getting promoted the new Designation to be updated in their E-
Office Account. For Updating the new place of Posting / New Designation
in E-Office account the following details to be forwarded the E-Office Help
Desk at RHQ on the Email Address ---- eofficesupport_ner@aai.aero

Name:
Employee Code:
Current Designation:
Place of Posting:
Reporting Officer: (Name and email)
Transfer/Promotion order:

10. E-Office Help Desk:

E-Office Help Desk Service is available at RHQ, who will be providing necessary
resolutions to the issues faced by the users in using E-Office. Also will be
providing training to the users in case if it is required. The E-Office Help Desk
can be contacted by following means:
Mobile No. --- 9454421566 / 9101005918
Email Address --- eofficesupport_ner@aai.aero

11. E-Office manuals

In case any further required for other features of E-Office, users can download
user manuals available in the E-Office Portal after login to the Portal  Click
Help as shown in the screen shot below:

-----END OF THE DOCUMENT-----

Prepared By : Sh. Brijesh Nishad, Sr. Manager(IT), Verified By : Sh. N R Saha, DGM(CNS),NER
Reviewed By : Sh. Venkateshwar L, GM(CNS),NER Approved By : Sh. D K Kamra, RED, NER
Page 15 of 15