Detailed Project Report for ERP based e-Governance at Pune ... · accounting system is already...

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Detailed Project Report for ERP based e-Governance at Pune Municipal Corporation Pune Municipal Corporation Prepared by ΠωΧ

Transcript of Detailed Project Report for ERP based e-Governance at Pune ... · accounting system is already...

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Detailed Project Report

for

ERP based e-Governance at

Pune Municipal Corporation

Pune Municipal Corporation

Prepared by ΠωΧ

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Pune Municipal Corporation Page 2 of 143

Table of contents

GLOSSARY OF TERMS ..................................................................................... 4

EXECUTIVE SUMMARY .................................................................................... 5

1. Sector Background Context and Broad Project Rationale .............................. 6

1.1 Other Projects under JNNURM .......................................................... 6

1.2 Existing e-Governance projects ........................................................ 6

1.3 Project Rationale ............................................................................ 8

1.4 Project Approach ............................................................................ 9

2. Project Definition and Salient Design Features ........................................... 10

2.1 Project Definition ........................................................................................... 10

2.2 Broad Scope ................................................................................................... 10

2.3 Salient Features of the Proposed e-Governance Application .................... 12

3. Project Scope in Detail ........................................................................... 13

3.1 MIS .................................................................................................................. 13

3.1.1 Birth & Death department .................................................. 13

3.1.2 Property Tax Department ................................................... 18

3.1.3 Water Supply Department .................................................. 25

3.1.4 Grievance information system ............................................ 31

3.1.5 Building Permission Department.......................................... 33

3.1.6 E- Procurement ................................................................ 38

3.1.7 Project systems Department .............................................. 40

3.1.8 Food & Market Licenses ..................................................... 45

3.1.9 Solid waste Management ................................................... 49

3.1.10 Fleet Management ............................................................ 51

3.1.11 Accounts Department ........................................................ 56

3.1.12 Establishment Department ................................................. 60

3.1.13 Employee self service module ............................................. 70

3.1.14 Web portal Module ............................................................ 72

3.1.15 Citizen service centre module ............................................. 75

3.1.16 DMS and Workflow Management module.............................. 79

3.1.17 Welfare scheme module ..................................................... 82

3.1.18 Hospital management ........................................................ 83

3.1.19 Asset management Department .......................................... 87

3.1.20 Land and Estate management ............................................ 90

3.1.21 Material management Department ...................................... 92

3.1.22 Residence ID .................................................................... 95

3.1.23 Legal Department ............................................................. 96

3.1.24 Municipal Secretary ........................................................... 99

3.1.25 Audit Department Module ................................................ 101

3.2 GIS ................................................................................................................ 102

4. Implementation Methodology ................................................................ 105

4.1 Proposed Solution Architecture .................................................................. 105

4.2 Solution Features ......................................................................................... 109

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4.3 Implementation Approach .......................................................................... 111

4.4 Implementation Schedule ........................................................................... 112

4.5 Key Challenges / Risks ................................................................................ 112

4.6 Capacity Building ......................................................................................... 113

4.7 Change Management .................................................................................. 113

5. Cost Estimates .................................................................................... 114

5.1 Server Infrastructure Costs ........................................................................ 114

5.2 MIS ................................................................................................................ 115

5.3 GIS ................................................................................................................ 115

5.4 Other Costs .................................................................................................. 115

5.5 Total Capital Cost ........................................................................................ 116

5.6 Operational Expenditure (Per Year) ........................................................... 116

5.7 Year-wise Break-up of Project Costs ......................................................... 116

5.8 Project Financing Structuring………………….…………… ……………………………………………….112

6. Benefits Envisaged and Assessment Framework ...................................... 119

6.1 Benefits envisaged from the project ......................................................... 119

6.2 Assessment Framework .............................................................................. 123

Annexure I : Business Process Re-engineering being undertaken at PMC as a part of

the project ............................................................................. 126

Annexure II : Analysis of Existing Modules at PMC .......................................... 129

Annexure III : Specifications for IT Infrastructure Components ........................ 135

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GLOSSARY OF TERMS

Sr. No. Acronym Full Form

1 BOOT Build-Operate-Own-Transfer

2 CAPEX Capital Expenditure

3 CPU Central Processing Unit

4 DPR Detailed Project Report

5 GIS Geographic Information System

6 GoI Government of India

7 GoM Government of Maharashtra

8 ICT Information and communication Technology

9 ISP Internal Rate of Return

10 IT Information Technology

11 JNNURM Jawaharlal Nehru National Urban Renewal

Mission

12 LAN Local Area Network

13 NPV Net Present Value

14 NSG National Steering Group

15 O&M Operation and Maintenance

16 OPEX Operating Expenditure

17 OS Operating System

18 PC Personal Computer

19 PMC Pune Municipal Corporation

20 PPP Public Private Partnership

21 RFP Request for Proposal

22 SI Systems Integrator

23 TAG Technical Advisory Group

24 ULB Urban Local Body

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EXECUTIVE SUMMARY

The National e-Governance Plan (NeGP) approved by the Government of India

includes many high impact e-Governance initiatives and projects that have been

identified as Mission Mode Projects (MMP’s). One such MMP focuses on e-

Governance at Municipalities. Ministry of Urban Development (MoUD), has

announced the scheme to assist the e-Governance projects at Urban Local Bodies in

35 cities with population of above 10 lakh as per 2001 census and would be

implemented as a part of JNNURM. The present document is a Detailed Project

Report for the e-Governance Project at Pune Municipal Corporation and has been

prepared as per the guidelines published by Govt. of India (GoI) for the above

mentioned scheme.

PMC’s Vision (as articulated in the CDP)

“An economically vibrant and sustainable city with diverse opportunities and

rich culture; where all citizens enjoy a safe and liveable environment with good

connectivity”

PMC’s Mission (as articulated in the CDP)

“Commitment to being the principal facilitator and provider of services through

dedication to achieve excellence in civic amenities’ provision and a Responsive,

Accountable, Modern, Simple, and Transparent Administration”.

PMC believes that e-Governance is an opportunity to transform the corporation’s

commitment to be citizen centric, provide cost-effective services and enhance

governance through improved access to accurate information and transparent and

responsive democratic institutions. Thus e-Governance is no longer an experiment

in administrative reform but a permanent part of the governing process. For both

government organizations and citizens, its advantages are far reaching in

comparison to investment in establishing e-governance.

This document covers detail scope of the proposed e-Governance project, the cost

estimates and Project Management Strategy.

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1. Sector Background Context and Broad Project Rationale

Pune Municipal Corporation (PMC) is one of the largest and leading Urban Local

Governance Body in Maharashtra. It is committed to provide transparent,

accountable and efficient local governance through the use of modern

technologies especially in management and administration fields. It has decided

to embrace Information Technology in the form of e-Governance as a tool

towards this goal.

PMC covers an area of over about 237 Square Kilometres, catering to the civic

needs of over 25 lakh citizens. Most of the functions carried out by this

Corporation are service oriented, and have been already computerized to larger

extent as mentioned under section 2 of this document. There are 144 wards

and 42 Citizen Facilitation Centres (CFC’s) across Pune through which various

services are rendered to the citizens. Better IT systems are required to

integrate all the workflows seamlessly for a faster and efficient service to the

citizens, employees, administrators and compotators.

1.1 Other Projects under JNNURM

Sr. No.

Project Title Sharing of Project Cost (in lakhs)

GoI State PMC

1 Augmentation up gradation of sewage treatment plant and pumping station in city of

Pune

1076.6 430.65 645.97

2 Renewal & Management of sewerage of drainage disposal system in Pune

1222.25 488.9 733.35

3 Construction & Improvement of Drains to Prevent contamination of natural water bodies & development of heritage site along in Pune.

1249.5 499.8 749.7

4 Road network & urban transport- BRT-Pilot 2337 934.8 1401.75

5 BRTS (Development & Infrastructure for Commonwealth Youth Games 2008)

13258.13 5303.25 7954.88

Bus Rapid Transit (Phase-I) for Pune City 11903.85 4761.54 7142.33

6 Subways On Baner Road 90.75 36.3 54.45

7 Sangamwadi Approach Road 97.75 39.1 58.65

8 Construction of Subways (4nos) on Nagar Road 82.63 33.05 49.58

Total 31318.46 12527.39 18790.66

Grand Total 62636.51

1.2 Existing e-Governance projects

Pune Municipal Corporation (PMC) has always been on the forefront of ICT

enablement of services and departments to render faster and more

efficient services to the citizens. PMC is truly on its way to become a

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complete e-Governed Urban Local Body in the country. Some of the

unique initiatives of PMC are –

Registration of Births and Deaths: Birth and Death registration is

already computerized. Online registration facilities are available and

computerized certificates are being issued to citizens.

Public Grievance Redressal: As part of interactive web portal of PMC

grievance readdressal system already in place.

Property Tax Management: Property tax database is computerized and

demand notes are issued by this database. Property tax dues are

regularly updated online. Property tax payments and collection is also

facilitated through ICICI Infinity Internet gateway.

Municipal Accounting System: The present Cash based Double Entry

accounting system is already computerized. This system is proposed to be

converted to computerized Double Entry Accrual System on an ERP

platform and the process for the same is already initiated.

E-Procurement: Interactive website for information on tenders of all

departments is in place.

Personal Management: Payroll & Pension System is already

commissioned This includes Biometric Time & Attendance System .The

system is currently being integrated with the payroll system.

Payment of Property Tax, Utility Bills and Management of Utilities that

come under the ULBs Online windows for payment of Property Tax &

Water Bills have been initiated from the Head Qtrs., zonal offices & Citizen

Facilitation Centers of the PMC.

Building Plan Approval: Building plan permission process is fully

automated and made available online on the interactive website of PMC.

G.I.S.: GIS based property tax reforms are planned to be implemented

Unwire Pune : PMC is one of the first governance bodies in the country

to launch a project for providing Wi-Fi connectivity across the city.

Through this initiative “Unwire Pune”, Pune Municipal Corporation (PMC)

proposes to deliver a solution to the citizens, businesses and academic

institutions to enable to seamlessly connect to the internet in a relatively

easy manner. As much as providing basic facilities such as drinking water

supply, sewerage, power, roads etc, PMC would like to provide basic IT

infrastructure such as stable internet connectivity to its citizens and also

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offer compelling business and cost models to attract and sustain major

ISP businesses in Pune.

1.3 Project Rationale

Looking at the challenges faced due to rapid growth of Pune city, there is

increasing need to have a comprehensive, integrated, ERP based e-

Governance model. Such a system will also help administration to adhere

to the reforms agenda set by PMC in it’s CDP. This reform agenda is given

below:

� Promote people centric administration : Common citizens should

get the benefits of the system of accurate billing. Corruption should be

avoided.

� Move from process accountability to productivity accountability

and from transactional to transformative governance : The

process is computerized to increase productivity. Each department of

the corporation has reports giving exact statistics of how accountability

is achieved through the system.

� Reduce delays and ensure promptness in delivery of services :

Computerization would ensure timely delivery of accurate service.

� e-Administration : Improve administrative processes by cutting cost,

managing performance, making strategic connections within the local

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bodies and creating empowerment E-Citizen and E–Services: Connect

citizens to the local government by talking to citizens and supporting

accountability, by listening to citizens and supporting democracy and

by improving public services.

� Citizen Centric Organisation : PMC has taken a lead in e-

governance projects. Presently it has displayed a true citizen centric

project through Citizen Facilitation centres. PMC would like to augment

this citizen centricity by providing many more services at different

service delivery channels.

1.4 Project Approach

In order to implement a comprehensive, integrated, ERP based e-

Governance model, PMC, through an open tender appointed M/s.

PricewaterhouseCoopers Pvt. Ltd. (PwC) as the Project Management

Consultant. Tasks undertaken by PwC are given below :

� Detail study of the PMC departments and preparation of AS-IS

document

� Preparation of Functionality Scope for the To-Be processes in

consultation with the department.

� Objective Analysis of the existing e-Governance solutions at PMC.

Details of this analysis is given in Annexure II. As per this analysis, it

is recommended to continue with AutoDCR and Octroi Software while

other software needs to be replaced by functionally and technically

superior software. The current software, although work satisfactorily in

isolation, it will be difficult to integrate them with the proposed ERP

based e-Governance model. However, PMC has taken steps to ensure

that the valuable data generated by these systems gets appropriately

used.

� PMC now intends to publish open tenders to identify the Systems

Integrator to supply, implement and support the comprehensive e-

Governance system. Detail scope of these tenders and the project

timelines is given in the following sections.

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2. Project Definition and Salient Design Features

2.1 Project Definition

The objective of the current project is to provide efficient services to

citizens, administrators and comparators by implementing ERP Based

Solutions to enable PMC’s processes and workflows. Key objectives of this

project are as follows:

� Improve the quality of Citizen Service Delivery System and offer these

services with optimal effectiveness and transparency.

� Allow data sharing across different departments, thus bringing about

the efficiency in administration functioning.

� Facilitate the decision making process of top management by

furnishing the right information at right time.

� Help different departments to improve their revenue collection

efficiency.

� Harness the use of technology to create sense of achievement

amongst employees and citizens

2.2 Broad Scope

The project can be broadly divided in 4 sub-sections as given below :

A] Management Information System (MIS)

MIS is envisaged to undertake Enterprise Wide Resource Planning

approach, enabling PMC to use various data in most optimal way and

provide services to citizens in efficient and effective manner. Various

functional modules to be covered under MIS are given below:

a) Birth & Death Department Module

b) Property Tax Department Module

c) Water Department Module

d) Grievance Information System

e) Building Permission Module

f) e-Procurement Module

g) Project Systems

h) Licenses (Food & Market) Department Module

i) Solid Waste Management Module

j) Fleet Management System

k) Accounts Module

l) Human Resource Management System

m) Employee Self Service Module

n) Web Portal

o) Citizen Service Center Module

p) Document & Workflow Management System

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q) Welfare Schemes Module

r) Hospital Management System

s) Asset Management System

t) Land and Estate Management Module

u) Material Management System

v) Resident ID Registration Module

w) Legal Module

x) Municipal Secretary Department Module

y) Audit Department Module

B] Geographical Information System (GIS)

GIS is a boon for urban managers and can be used to bring in much

needed effectiveness in city planning and it’s management. Main aim

envisaged while planning GIS at PMC is the creation of decision

support system to assist the administration in effective management

of the Urban Local Body.

Broad Scope of GIS Project is given below :

� Supply and maintenance of GIS Platform

� Customised GIS Application (to integrate Spatial information with

the proposed MIS)

� Creation of geo-spatial data on Buildings, Water Drainage, Roads,

Sewerage, and other Public utilities

� Procurement of Satellite Image of 0.6 meter resolution and

creation of final up-to-date base map of PMC.

C] Other IT Applications

In order to support the proposed MIS and GIS applications, various

other IT Management solutions are required. The list of such

requirements is given below :

a. RDBMS

b. Application Server for MIS

c. Application Server for GIS

d. Web Server

D] Server Side Infrastructure

Along with IT Management Applications specified in above section,

PMC would also require the basic Server Side Infrastructure to host

various Applications. List of such Infrastructure Components is given

below :

a. Database Server

b. Application Servers

c. Web Servers

d. Domain Server

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2.3 Salient Features of the Proposed e-Governance Application

A] Citizen Interface features

The proposed system is expected to establish an extremely smooth

citizen interface. The focus has to been on maximizing the citizen

convenience in availing various services of PMC and obtaining them

with speed and certainty.

Certain design features with reference to Citizen Interface are

described below:

a. Simplification of the Application Forms : Application forms for

all the citizen services will be simplified and will have common

design. These will be available even on PMC Web Portal for citizens

to fill them up and submit electronically.

b. Multiple Channels for Service Delivery : Citizen will be able to

avail various PMC services through multiple channels as listed

below:

i. Online Portal

ii. Un-manned KIOSKs

iii Agents appointed by PMC (Internet Cafes, CSCs, etc.)

ii. Citizen Facilitation Centres

B] Integrated Application Software

PMC intends to implement the holistic and integrated e-Governance

system. Different modules need to be seamlessly integrated with

Accounts and other modules so that data duplication doesn’t happen

and PMC is able to build strong foundation for decision support

system. PMC thus has planned for ERP based Application

Software.

C] Scalable Application Design

The Project will mark beginning towards building Information Base for

tomorrow’s hi-tech Pune. It is thus imperative that the Application

Software has the capability to scale up to tomorrow’s requirements

like given below :

� Managing the entire Property Life Cycle (Data Collaboration

between various govt. departmental systems right from Land

Records Department, Registration Department, Building

Permission Department, Property Tax Department, Water

Department, Licenses Department, Electricity Department, etc.).

� Maintaining Information on Citizen Life Cycle (Right from Birth to

Marriage, Health, Education, Driving License, Interactions with

PMC, Death)

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3. Project Scope in Detail

Entire Software Application is being divided into two broad categories – MIS and

GIS. MIS will cover entire e-Governance System except for GIS. Reason for

separating GIS from other systems is that it is a specialized field and

competition will get restricted if PMC decides to procure the services for both

these systems from a single Systems Integrator.

3.1 MIS

3.1.1 Birth & Death department

Introduction

Health department takes care of the health in general of the people

within the corporation limits. The department runs many health schemes

like D.P.T., Polio, Measles and other deceases. Most important customer

centric process the department has is the registration of Birth and death

of the citizens. Also department has the responsibility of issuing the food

licenses.

Birth & Death department objective is to register the Birth and Death

within the corporation limit, also issue the certificate for the same.

General statistics

Number No. of PMC run Hospitals / Nursing Homes:

• General hospital : 2

• Nursing home : 14

• Mother child care : 5

• Family planning centre : 7

• ICDS : 2 +5(New)

• Dispensary : 29

Services delivered by the department:

• Birth and Death Certificate

• Birth and Death Registration

• Birth and Death Registration-Delay

• Correction of Registration details

• Cremation Certificate

• Registration and Certificate for still birth

• Registration of birth for delivery at home

Issues with current functionality and how to address the same

a] Software is not designed as per the Corporation requirements and

requires quite frequent changes.

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[Resolution] Software need to be rebuilt considering the certificate

format and necessary validation.

b] Old data is not available through the system. For old data the still

manual register are looked in, consuming lot of time and delay ion

customer service.

[Resolution] All the past record needs to be feed-in into the system on

priority.

To Be Departmental Functionality

� Birth and Death certification application will be part of the citizen

services delivery module.

� Authorization based access rights to the registered Hospitals / nursing

homes for registration of Birth & Death.

� Workflow solution will be used for the approval of the process.

� Web based interface for delivery of the certificates for the existing

users through CFC / Kiosk or any other delivery mechanisms.

� Complete audit trail will be maintained to track the total certificate(s)

printed by each user id.

� It will have integration with the accounts for real time analysis of the

collection made and the certificates issued.

� Integration with the GIS system.

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Functional Scope of the Proposed Birth & Death Module

Functionality

Integration

required

with

A] Registration of Birth / Death

� Registration of Birth (Hospital / Home / Jail / etc.)

o Normal & Delayed Registration

o Child Details – Gender, DOB, Time, Weight, Name,

Birth Place etc.

o Parent Details – Name, Address, Qualification,

Occupation

o Delivery Method, Informant Details, Attachments in

case of delayed registrations

GIS

(for

marking the

hospital +

parents

address) � Registration of Still Birth

o Feotal Death Cause along with other birth registration

details

� Child Name Insertion

� Registration of Death

o Normal & Delayed Registration

o General Details – Gender, DOD, Time, Name,

Attention type, Pregnancy related Death

o General Details –Death place type, death place,

Cemetery type, Informants Details

o Medical Certificate Details - Death Cause, Death

Manner

o Create link with Birth Database by giving lookup while

registering the death

GIS (for

marking the

location)

� Online Registration of Birth / Death by Hospitals through

proper Authentication Web

� Defining charges For Birth and Death Services

o Delay Charges based on no. of days of delay

o Birth Certificate charges

o Death Certificate charges

o NOC charges For Birth & Death

o Child Name Insertion charges

Accounts

� Linking of Birth / Death with Property Tax & GIS

Database

Property

Tax / GIS

B] Citizen Services

� Issue of Birth Certificate

o Free Copy as per rule.

o Charges for additional copies

o Search Charges

� Generation of On-line Certificate with auto generated

CFC,

Accounts

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letter by the department confirming the authenticity of

the Certificate

� Birth Registration Correction

� Issue of NOC for Birth

� Death Certificate

� Death Registration Correction

� Issue of NOC for Death

� Issue of Cremation Certificate

� Online Birth / Death Certification Web portal,

Accounts

� Integration with Web to validate the Birth / Death

Certificate Web Portal

C] MIS

� Variety of Reports to be sent to State / Central govt.

authority

� Monthly Summary Report of Birth

� Monthly Summary Report of Still Birth

� Monthly Summary Report of Death

� Birth Reports for Polio Vaccination Drives

� Birth / Death reports for various Health Schemes

� PNDT report

� Reports to Health Department w.r.t. Death Causes in a

particular period, for particular location GIS

� Reports to analyse services delivered through various

delivery channels

D] Other Requirements

� Data Porting / Data Entry Suite

� Search of Registration No. by various parameters like

name, date of birth / death, hospital name etc.

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3.1.2 Property Tax Department

Introduction

Property tax is one of the main sources of revenue for the PMC.

Residential and commercial properties, situated within the limits of PMC,

are assessed for tax. Property tax is tax on immovable or tangible real

property such as land, buildings and permanent improvements. Based on

such assessments, all the property holders are expected to pay the

property tax. Property Tax may comprise of basic house/building tax plus

service taxes such as street tax, and conservancy/scavenging tax. It is

collected either half yearly or annually.

Property tax department is responsible for billing & collection of property

tax for all residential, commercial, open plots and other types of

properties within PMC limits held privately or by government (state &

Central).

General statistics:

No. of Properties upto 30-June 2008

Residential : 590000

Open Plot : 24000

Non Residential : 71000

Residential + Non Residential : 14000

Various Citizen Services given by the Dept.

Title transfer

Self assessment

NOC

Solar system benefit

Vermiculture project benefit

Rain water harvesting benefit

Freedom fighter benefit

Owner occupancy benefit

Slum rehabilitation properties

Exempted properties

Total Demand for 2007 – 08

Rs 688 Crores (Approx)

Total Recovery for 2007 – 08

Rs 265 Crores (Approx)

Total Staff strength in Prop. Tax Dept.

Approx. 120 departmental staff.

Approx. 100 Ward office staff.

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Issues with current functionality and how to address the same

a] Building completion certificate should accompany list of property / flat

owners, flat numbers and carpet area. Currently this is not provided

resulting in additional efforts in the Property tax department.

[Resolution] ERP will help Property tax department and Building

permission department share their data. As soon as the building

completion certificate is issued, the same information will be available

to the property tax dept. The information available could be Flat no,

carpet area, owners and other details.

b] Ward wise reporting of arrears and Yearly Tax Demand of property tax

details are not available online in ward wise civic centre collection

report.

[Resolution] MIS will help generate Ward wise reporting of arrears,

Yearly Tax Demand property tax details and ward wise collection

details.

c] Cases where the ARV is changed and a differential bill is generated,

total arrears till date is not printed on the assessment difference bill

(green colour bill).

[Resolution] ARV values for each of the region will be decided once

and updated into the ERP solution, System will auto calculate the ARV

for each registered property in PMC and generate the bills.

d] For change of ARV value / change of name /change of flat number etc

should be reflected in the application (date of change) and even tax

arrears should be reflected for old status and new status.

[Resolution] ERP will have relational data base. Any change in the

mentioned will be reflected all across.

e] Particulars of the occupant is not similar on bill and receipts.

[Resolution] Standard forms will be designed which will access

information from single database.

f] Only few activities of the department are automated. Most of the

processes are Manual and requires file movement.

[Resolution] Putting workflow and Document management System in

place will help most of the department processes automated with

inbuilt logic for the file movement.

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g] At time the payment gateway does not work properly. Resulting into

citizen dissatisfaction and employees extra effort to resolve the issues.

[Resolution] The system should be designed in using standard set for

the web based application and comply the requirements of the

gateway payment.

To Be Departmental Functionality

RV calculation & Property Tax Generation

Billing & Payment of Property Tax

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Generation of Notice

Citizen Services

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MIS Reports

Demand / Collection Register GISIntegration

Assessment Register GISIntegration

Closing Register

Ward wise / Zone wise Recovery Reports GISIntegration

Tax Defaulter Report GISIntegration

Tax wise Recovery details

Tax wise Demand details

Advance Payment Reports

Objection / Hearing Details

MIS reports for self assessment, concessions.

Functional Scope of the Proposed Property Tax Module

Functionality

Integration

required

with

A] Capture of various details of the Property

� Ward/ Zone/ Block/Route – Administration or

Geographical divisions

� Property Holder’s Name – One or multiple owners

� Property Holder’s Email ID / Mobile No.

� Property Holder’s Address (Present Address, Permanent

Address)

� Property Location details (Survey No., Chalta No., etc.) GIS

� Property address

� Linkage with Building Permission Module to carry forward

building details

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B] Capture of various details required for Property Assessment

� Type and Sub Type of Property

� Usage of Property

� Construction Class / Vicinity Factor / Amenity Factor

� Age of Building

� Property tax as per rent assessment.

� Any other factor required for Assessment

C] System based calculation of Ratable Value

� Room-wise / Flat-wise/ Whole Property Assessment

D] Tax Generation

� Tax Generation as per Rate Chart

� Tax Exemptions

� Bifurcation of rates for General Tax, Fire Fighting,

Vermiculture, etc.

E] Other relevant Details for Property

� Property history

� Advance property tax payment

� Property Rental details

F] Other Departmental Process

� Generation of Special Notice

� Objection

� Hearing

� Property Billing

o Individual flat-wise billing/ Property wise billing

o Interest Calculation

o Consideration of Advance paid earlier

Accounts

� Demand Notice Generation

� Issue of Warrant Notice

� Seizure of Property

� Auction of Property

� Rebate Calculations Accounts

� Automatic mailing of Bills / Notices to the E-Mail ID

� Advance / Excess Collection / Refunds Accounts

� Cheque Dishonor and Outstation Cheque charges

� Facility for online tracking of bounced checks

� E-Mail / SMS to be sent to the owner upon transactions SMS

Gateway /

Web Server

G] Citizen Services

� Change in Property Ownership Accounts

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� Splitting of Property Tax Assessment

� Duplicate Bill

� Assessment Certificate

� Copy of Property Tax Assessment Extract

� No Dues Certificate

� Payment of Property Tax

� Linkage with Grievance module for Property Tax related

grievances

Grievance

Redressal

H] MIS

� Demand / Collection Register GIS

� Assessment Register GIS

� Closing Register

� Ward-wise / Zone-wise Recovery reports GIS

� Top Defaulters Report GIS

� Occupancy wise / Flat wise report

� Tax-wise Recovery Details

� Tax-wise Demand Details

� Advance Payment Reports

� Objection / Hearing Details

� Inspector wise report (Assessment of property as per

Building permission / Citizen request / Inspection)

� Assessment as per citizen / Assessment as per inspector

� MIS reports for self assessment, concessions.

� Alerts from License Module upon New License / change in

business

License

Module

I] Other Requirements

� Data Porting / Data Entry Suite

� Query of Property Dues CFC, Web

� Scope to link up to Land Records / Registration system

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3.1.3 Water Supply Department

Introduction

The water supply department is involved with supplying of water from

the reservoir to the consumer.

The major responsibilities of the Water supply (distribution) department

are:

• Issuance of new water connection

• Plumber License

• Water disconnection, Transfer

• Billing & Collection

General statistics:

No. of projects handled (approx.) :90-100

Total Capital Expenditure Budget (for 08 – 09) :75 Crores

No. of Technical Staff (grade-wise) :25 Persons

Issues with current functionality and how to address the same

a] The process for issue of new water connection is manual, the

scrutiny is done manually. Often there is delay in giving connections

and tracing the application manually is cumbersome.

[Resolution] System to calculate size of Water Connection based on

various parameters like pressure in source line, length of water

connection, no. of families, etc. A workflow can be integrated in the

application for online sanction as per DEP and scrutiny of application.

b] The process of getting NOC from Property Tax at the time of new

connection is manual.

[Resolution] NOC’s from Property Tax department not to be taken if

the required data is available in database. The application should have

the Property ID.

Citizen need not separately submit NOC from Property Tax Dept.

c] There is no process for handling complaints regarding wrong bills.

Tracking of complaints not available.

[Resolution] Citizen complaints module should be integrated with

water billing departments. The complaints should be automatically

addressed to concerned authorities and should be escalated if action

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is not taken in stipulated time. A facility of tracking applications can

also be integrated in web portal for citizen facilitation. Services like

Duplicate Bill, No Dues Certificate, etc. to be given across the counter.

d] Information is sought manually from road department for road

digging charges. No GIS integration is available.

[Resolution] Road Digging Charges to be taken from the GIS

system. This will ensure that Road Department’s time is not wasted in

scrutinizing the application.

e] GIS integration is not available for recovery of bills.

[Resolution] GIS integration with water distribution will help in

finding out maximum defaulters in a particular area, concerned

officer. Top management can take effective action and decision with

the help of GIS.

f] Only billing is partially automated and the system is using 2 tier

architecture.

[Resolution] The system should be deployed on robust 3 tier

architecture and web enabled. The process for new connection,

integration with accounts, payment collection should be automated

and integrated.

The system should give MIS reports with ward/zone wise collection

details.

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To Be Departmental Functionality

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A

Charges for connection are paid by cash/credit card/

cheque at CFC AccountsIntegration

SMS notification sent to site engineer for the particular

ward/zone HRMSIntegration

End

Functional Scope of the Proposed Water Supply Module

Functionality

Integration

required

with

A] Citizen Services

� New water Connection

Accounts

� Closing of Connection (Permanent / Temporary)

� Change of use

� Reconnection

� Issuance of Plumber license

� Water testing for citizens within PMC limits

� Renewal of Plumber license

B] Defining Various Charges

� Water consumption Charges for metered and non-

metered connections

Accounts � Water connection charges

� Scrutiny Charges

� Deposit for various connection size & category.

� Water testing rates

C] Departmental Process

� Capture of various details of the Water Connection

o Consumer Details- Property Details, Owners Details,

Link to Property Number.

o Metered/ Non Metered Connections

o Multiple Usage type - Domestic, Commercial, etc.

Tariff Category.

Property

Tax, GIS

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� Connection Details- Connection Size, Distribution Line,

Pressure GIS

� Pressure drop due to new connection on a line.

� Compliance for ‘No dues’ for property Tax Property

Tax

� Meter Information - Meter No. / Make / Cost

� Meter Restoration Details

� Scrutiny at various levels for citizen services

� Road digging charges to be taken from GIS system GIS

� Facility for recording details of site scrutiny through PDA

� Work Order Printing for new connections, re-connections

and closing of connections.

� Meter Reading Entry

o Meter Reading Data Entry

o Meter Cut off- Restoration

� Scope for PDA based Meter Reading Capture & Bill

Generation and uploading of PDA data to system

� Temporary Disconnection

� Bill Generation

o Billing for Metered and non-metered connections

o Billing schedule for different connection category

o Consideration of advance paid if any

o Interest calculation on arrears

o Bill correction

Accounts

� Bill Printing

� Collection from CFC Accounts

� Handling Cheque dishonor and outstation Cheque charges Accounts

D] MIS

� Connection Outstanding Register

� Bill Acceptance Register

� Meter reading report

� Consumption statement

� List of consumers ward, category & size wise

GIS

� List of connections

� List of closed connections

� Ward-wise / Zone-wise Recovery reports

� Top Defaulters Report

� Tax-wise Recovery Details

� Tax-wise Demand Details

� Advance Payment Reports

� Bill status for bill generation

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� Faulty Meter Report

� Illegal connection reports (Based on complains)

� Water quality test report

� Ward wise / zone wise / line water pressure report

E] Other Requirements

� Data Porting / Data Entry Suite

� Query Water Dues CFC, Web

� Scope for integration with SCADA system

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3.1.4 Grievance information system

Introduction

The main objective behind the Grievance information is that all the

complains made by the citizen must be addressed and updated to

the citizen. In current scenario most the complains are taken up on

phone or mail. Citizen do write letters also to register the complain.

Issues with current functionality and how to address the

same

a] There is no mechanism to track the complaints.

[Resolution] The complaints will be monitored and status will be

updated to the citizen via SMS / Mail.

b] Only way to launch complains are through the phone or writing

letters.

[Resolution] Complain can be launched from Mobile / Email / Web.

c] Difficult to find the resources to address the complaint.

[Resolution] Based on certain parameter the system will

automatically route the complain to the respective department.

Other Benefits

- System will have easy to use Web interface for complain

registration. Also the user can register the complain via Phone/

Mail.

- Status of the complain will be available online. Also through SMS

and mail the citizen will be updated.

- Customer feed back can be taken from phone / SMS / mail.

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Functional Scope of the Proposed Grievance information system Module

Functionality Integration

required with

A] Masters & Initial Setup

� Complaint Type, Sub-types, Capture of Mobile No. of

citizen

� Mapping of Roles to Complaint Sub-type

HRMS

(Employee

Master)

� Integration of Complaint Type / Sub-type with

Departmental Modules

Property Tax,

Water,

Licenses,

Asset

Management,

etc.

� Citizen Charter for each Complaint Type (Define duration

of complaint redressal & escalation path in case of non-

redressal)

B] Complaint Management

� Complaint Acceptance through Citizen Facilitation

Centers / Internet / KIOSKs

Web /

KIOSKs /

GIS

� Facility to make Resident ID compulsory for certain

complaints

� Facility to check PMC dues for allowing certain

complaints

Property /

Water /

Licenses

Modules

� SMS alert to concerned employee

� Facility to mention the action on complaint

� Automatic escalation of Complaints (beyond stipulated

time frame)

� SMS alert to citizen upon Action Taken Report

� Facility to accept citizen feedback on the Administration

Action

� Facility to mark a complaint as fake / invalid (for not

considering it in the normal reports or report for Project

System)

C] MIS

� Pendency reports (complaint-wise / Dept.-wise)

GIS

� Top Performers / Least Performers

� Complaints pending beyond stipulated time frame

(complaint type-wise, department-wise, ward-wise,

officer-wise)

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3.1.5 Building Permission Department

Introduction

Building Permissions is one of the main activity of PMC. The department

is involved in granting Building Permissions to Licensed Architects /

Engineers / Structural Engineers for construction of buildings within the

PMC jurisdiction area. The department works in close association with

the Development Plan Section, carries out demolitions of unauthorized

constructions, represent PMC in legal matters (affidavits, etc.), resolves

complaints about Building Control.

The main functions of the department are :

• Providing Building Permissions to applications from licensed

Architects / Engineers / Structural Engineers

• Involves activities of Plinth Checking and provision of Occupancy

Certificates after Commencement Certificate for construction is

given to the applicants

• Carrying out demolitions of unauthorized constructions

• Represent PMC in legal matters (affidavits, etc.)

• Resolve complaints about Building Control

General statistics

No. of application accepted through AUTODCR (Year 07-08)

Total applications received per year : 4500

New applications approved per year : 4000

No. of application manually

Nil.

Issues with current functionality and how to address the same

a] NOC is required from Property Tax department for providing

sanctions to vacant plots / plots with existing structure where

extension to the structure is to be constructed.

NOC’s are required to be taken from various departments like Land

Acquisition, Water supply, Roads, Garden, Encroachment,

Development Plan, Drainage, TDR section, Traffic police, Fire, Health

etc.

[Resolution] NOC’s from different departments not to be taken if

the required data is available in database.

ERP will have help in integration of various departments like Property

Tax , Land Acquisition, Water supply, Roads, Garden, Encroachment.

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The system will provide data and a lot of time of PMC & Architect will

be saved.

b] There is no intimation from Building permission department to

Property Tax after the completion of respective stages like Plinth

Certificate, Completion Certificate, Occupancy Certificate.

[Resolution] Integration is required with Property Tax department

to give information as soon as Plinth Certificate, Completion

Certificate & Occupancy Certificate is given.

c] There is no intimation from Building permission department to Water

, Roads , Drainage, Traffic after giving Plinth Certificate, Completion

Certificate & Occupancy Certificate for advance planning & resource

allocation.

[Resolution] Integration with Water , Roads , Drainage, Traffic

required for giving these departments information soon as Plinth

Certificate, Completion Certificate & Occupancy Certificate is given

for doing further planning & resource allocation in advance.

d] Facility for Digital Signature is not available for approval of proposals.

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To Be Departmental Functionality

Building Permission : ToBe

Manual Auto / System

Application is given through a single

window system (on CD with necessary

docs)

Scrutiny fee is paid through cash/credit

card and the challan is issued through

system

Applicant

The application is checked for all the

documents & comments are entered in

the system

Application No. is auto generated &

Plan and Drawings uploaded into the

system

Site visit is done by the Architect and

the Building Inspector (with the help of

PDA for photo/data of site visit)

Scrutiny is done (Document validation,

Non-technical & Technical Scrutiny

using AutoDCR software)

Approved

Development charges are paid by the

applicant by cash/credit card/online

and receipt generated through system

Commencement of Issuance of

certificate to be generated from the

system

SMS Notification for site visit , if

required is sent to Building Inspector &

Architect

Rejection if

documents are not

correct

Objection

Building Inspector (J.E.)

Building Inspector (J.E.)

Approval & Modifications done if any

through system Workflow for approval

Higher Authority

for Discretionary

Power etc.

Asst. Engineer

NOC to be taken through workflow

from various departments through

integrated workflow

Workflow for NOC

Integration with Departments like

Property Tax, Water, Drainage

,DP, Health, Fire, TDR, Traffic

police

workflow

A trigger through workflow to be

given to Property Tax, Water,

Drainage dept that building

permission is given. The attribute

details should be filled in GIS

layers on base map.

Format of the application for Building Permission to be made available on the web

portal with the checklist of the documents to be attached.

HRMSIntegration

Details of the property

to be taken from GISIntegration

Scrutiny to be handled

by workflow systemIntegration

AccountsIntegration

Application is given Online with

necessary docs

Applicant

Details of property / Intelligence

generated GISIntegration

Objection

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Functional Scope of the Proposed Building Permission Module

Functionality

Integration

required

with

A] Citizen Services

� Layout Approval

CFC,

Accounts,

GIS

� Building Permission / Commencement Certificate

� Revised Building Permission

� Renewal of Building Permission

� Plinth Completion Certificate

� Occupancy Certificate

� Cancellation of License

� Architect License

� Zone Certificate

� Transfer of Development Rights

� Certified copy of plan

� Old property data retrieval

� RTI – Apply online for information related to proposal

� Single complaint can be handled by multiple department

� Online submission facility should be made available for

registered Architects

B] Defining Charges

� Development Charges

� Scrutiny Charges

� Other Charges

C] Departmental Process

� Scrutiny of Applications AutoDCR,

GIS, HRMS � Site Reports

� NOCs from different departments Workflow

System

� Alert to be sent to Property Tax Department after

issuance of Building permission, Plinth , Completion &

Occupancy Certificate (Color code based GIS system)

Property

Tax, GIS

� Versioning of proposal for more than one iterations AutoDCR

� Facility for query for the stage of completion to be made

available

AutoDCR,

GIS

� Advocate dates for departmental cases Legal

� Audit objection / para for departmental cases Audit

� TDR awarded information Land &

Estate

D] MIS

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� Application Pendency Report

� Building Permissions / Occupancy Certificates taken for a

particular period GIS

� List of Building Permissions taken but Occupancy

Certificate not Taken

� Impact analysis for Drainage / Water based on the

building permission give.

� Revenue Related Reports (Scrutiny Charges /

Development Charges)

� E-Mail / SMS to be sent to the applicants SMS

Gateway /

Web Server

A] Other Requirements

� Data Porting / Data Entry Suite

� Integration with AutoDCR

� Generation of Alerts to other departments w.r.t.

infrastructure requirements, upon completion certificate

Workflow,

Projects,

SWM,

Water

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3.1.6 E- Procurement

Introduction

The tender cell in the corporation is responsible for the publication and

sale of the tenders. The publication of the tenders is outsourced to an

organization and the same organization do the publication and upload of

the tenders on the online system. Also the sale of the tender happens

online. The proposed E-Procurement module will empower the PMC to

Covers full life cycle of purchasing (indent to receipt of goods), Connects

buyers and suppliers through electronic exchange of Tenders, catalogs,

contracts, POs, invoices etc

The basic responsibility of the Tender Cell of PMC is the sale and

processing of tenders of various departments of PMC. Currently only the

sale of the Tenders is done through online system.

Issues with current functionality and how to address the same

a] Only the sale of the tender is online and rest other activity is still

being done manually.

[Resolution] E-Procurement module will be Online and will allow all

the activity to be carried out through computerization.

b] Most of the time the tender document requires multiple interaction

with the concern department, this is very time consuming activity.

[Resolution] Web based workflow system will help enhance real

time interaction with the departments and will empower to take quick

decision.

Functional Scope of the e- Procurement Module

Functionality Integration

required with

A] E-Tendering Web-Site Functionality

� Firms should be able to register with various essential

data

Web Portal,

Payment

Gateway � FAQs for all tender related queries

� Registered firms should be able to view various

published tenders and essential information in user

friendly manner

� Secure Login authentication

� Auto-generation of various communications to the

registered bidders (SMS / E-Mails)

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B] Tendering Functionality

� Raise Indents as per the requirement. Web Portal

� Receive indents

� Generation of information for press Advertisements

� Check-list for Tender Notice

� Publish Tender Notice Web Portal

� Check-list for Tender Terms & Conditions

� Publish Tender Document

� Reports to assist Tender Document preparation

� Purchase of Tender Documents

Accounts,

Web Portal,

CFC

� Submission of bids (Commercial & Technical) Web Portal

� Technical bid evaluation

� Cross-check of vendors with Vendor Database and

their previous records

� Commercial bid evaluation

� Cross-check of rates with similar projects in past

� Award of contract Projects

C] MIS

� Technical Bid Comparison Reports

� Financial Bid Comparison Reports

� List of Vendors registered

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3.1.7 Project systems Department

Introduction

The projects department will cater to set departments those execute

large public works. These departments includes Roads, Drainage, Water

Projects, etc.

Issues with current functionality and how to address the same

a] Information exchange with Land Acquisition, Tender, Water Supply,

Roads, Development plan department is manual.

[Resolution] System can allow seamless data exchange with

respect to Land Acquisition, Tender, Water Supply, Roads,

Development plan etc. System alerts can help to avoid delays in

different departments, GIS can help in integrating information with

respect to reservations, water pipelines, etc.

b] The activities in the Project department are mostly manual. Billing is

done manually & there is no integration with Accounts.

[Resolution] Billing has to be done through the Project Systems

(WMS) module. The activity milestones can be incorporated in

system for Project monitoring and approval of bills. The scrutiny of

the work-item bill should be done in the system by the engineer and

remarks are to be entered in the system. Integration with Accounts

required for budget sanction, Asset creation, Project cost monitoring.

The process of checking & measurement of the bills is to be done in

the system and sent online for approval as per DEP to concerned

officers. System should calculate penalties in case of delays in

achieving milestones. The bills are to be sent online to audit dept. for

checking & payment to contractors.

c] No system support to define Project Milestones & track work

execution.

[Resolution] Project Milestone definition can be done through

Project system Module (WMS). The activity milestones are to be

incorporated in system for Project monitoring and approval of bills.

System should calculate penalties in case of delays in achieving

milestones. Monitoring of the project cost against the estimated

value should be done through Project system Module (WMS). Time &

Resource monitoring against the planned milestones & estimated

resources can be done through Project system Module (WMS).

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To Be Departmental Functionality

Project initiation is done by dept. by defining new project

Start

Selection of Department, Officers for scrutiny

Selection of Budget Code

Integration HRMS

AccountsIntegration

Project estimation : Identification of different items, defining

units, Selection of DSR / ESR / WSR rates

Preparation of Measurement Sheet, Abstract Sheet, Rate

Analysis sheet, Recapitulation sheet

Defining various Milestones

AccountsIntegration

Technical sanction as per chart of competant authorities Workflow systemIntegration

Administrative sanction as per delegation of powers Workflow systemIntegration

Generation of information for press tender, checklist for

tender notice

Publish Tender Notice & document , check list on Web

PortalWeb PortalIntegration

Purchase of Tender Documents by participants by cash,

credit card, Account

Accounts, Web

Portal, CFCIntegration

Is bid

submission

online ?

Yes

No

Submission of bids manually

Online Submission of bids Web PortalIntegration

Technical bid evaluation through system as per chart of

competant authorities

Commercial bid evaluation through system as per chart of

competant authorities

Award of contract

Workflow systemIntegration

Workflow systemIntegration

Milestone entry for the project

A Manual Auto / System

GISIntegration

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A

Project execution : Measurement Book Entry , quality

control, Monitoring of progress through system

Notices to vendors (for delay, for poor quality, any other

reason)

Levy of Penalty Integration Accounts

Generation of Account Bills & Billing for extra items through

systemAccountsIntegration

Generation of Completion certificate on completion of

project

MIS reports for Milestone monitoring, Budgeted

Expenditure Vs. Actual Expenditure,Measurement Sheet /

Abstract Sheet / Rate Analysis Sheet / Recapitulation Sheet

& Project Summary Sheet

End

Manual Auto / System

Functional Scope of the Proposed Project Systems Module

Functionality Integration required

with

A] Project Initiation

� Defining New Project

� Selection of Department, Officers for scrutiny HRMS

� Selection of Budget Code Accounts

B] Project Estimation

� Identification of different items, defining units

� Selection of DSR / ESR / WSR rates

� Preparation of Measurement Sheet

Accounts

� Addition of specifications not included in standard DSR

(for special items)

� Preparation of Abstract sheet

� Preparation of Rate Analysis Sheet

� Preparation of Recapitulation Sheet

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� Defining various Milestones

C] Technical Sanction

� Workflow for Technical sanction as per chart of

competent authorities Workflow

System � Workflow system to support To & Fro movement of

proposal

D] Administrative Sanction

� Workflow for Administrative sanction as per Delegation of

Powers(DEP) Workflow

System � Workflow system to support To & Fro movement of

proposal

� Negotiation

E] Tendering

� Generation of information for press Advertisements

� Check-list for Tender Notice

� Special conditions for contract if any

� Publish Tender Notice on Web Portal Web Portal

� Publish Tender Document on Web Portal

� Reports to assist Tender Document preparation

� Check-list for Tender Terms & Conditions

� Purchase of Tender Documents

Accounts,

Web Portal,

CFC

� Submission of bids Manual

� Submission of bid Web Portal

� Technical bid evaluation

� Cross-check of vendors with Vendor Database and their

previous records

� Commercial bid evaluation

� Cross-check of rates with similar projects in past

� Award of contract

� Milestone entry

F] Project Execution

� Project Scheduling

� Measurement Book Entry

� Monitoring of progress

� Quality Control

� Notices to vendors (for delay, for poor quality, any other

reason)

� Levy of Penaly Accounts

G] Billing & Completion Certificate

� Running Account Bills Account

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� Billing for Extra items

� Completion certificate on completion of project

H] MIS Reports

� Project wise comparison of Budgeted Expenditure Vs.

Actual Expenditure

Accounts

� Milestone Monitoring Report GIS

� Measurement Sheet / Abstract Sheet / Rate Analysis

Sheet / Recapitulation Sheet

� Technical Bid Comparison

� Financial Bid Comparison

� Billing Information

� Project Summary Sheet

� Reasons for delay in achieving milestones to be tracked.

The responsible party for delay to be identified like any

PMC dept. or contractor.

� Reports / Alerts through other systems for New Projects

� Building Permission Module

� Grievance Redressal Module

� Alerts for Road Re-surfacing / Repairing

� Cross-departmental information as alerts while defining

new projects

� Eg. : Water Department shd get alerts for Pipeline

laying, if the Road is being prepared / re-surfaced /

Repaired

GIS

I] Other Requirement

� Registration of contractors

� Up-gradation of contractors data / Blacklisting of

contractors

� Contractors Register

� Confidential Register of Contractors

� Road register (Traffic / Road history / Defect liability)

� PWD register (Works manual/ accounts manual/)

� IRC standard

� Bridges register (history / annual maintenance /

Continuous monitoring)

� Monitoring of Sewerage treatment plants. History & all

the relevant data like BOD, COD, Suspended solid etc for

raw sewage & effluent, electricity consumption, MPCB

reports etc)

� Monitoring of Hot mix plant (material stock, consumption

etc)

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3.1.8 Licenses department

Introduction

PMC issues various types of licenses like Food Licenses, Market Licenses,

Nursing home registration, Dog licenses, Pre conception & pre natal

diagnostic techniques licenses, etc. License department’s main objective

is to issuance of new license keeping in mind various pre-requisite

factors. Also renewal of the existing licenses is undertaken.

General statistics for Food Licenses:

Type of food License

- 44 types of Manufacturing & Packaging

- 12 types of Retail

No. of Licenses by Food Department

• Licenses under P.F.A. - 11745

• Licenses under B.P.M.C. Act. - 3329

• Nursing home registrations - 530

• Dog Licenses - 367

• P.N.D.T. Registration - 380

Issues with current functionality and how to address the same

a] All the processes of the departments are not mapped. Still file travels

manually to the Department head, causing delay in issuance.

[Resolution] Workflow & DMS will enable movement of files

electronically and faster approval of the same.

b] Certificates are not computer generated.

[Resolution] Computer prints can be accepted as legal licenses.

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To Be Departmental Functionality

Applicant

CFI

� The solution will be part of the citizen services delivery module.

� Citizen can submit the application online and once approved will be

able to pay the license fee online through Payment gateway.

� Also the citizen will be able to see the status of its application online.

� The system will have integration with the Accounts section.

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Functional Scope of the Proposed Licenses Module

Functionality

Integration

required

with

B] Citizen Services

� Issue of New License

CFC,

Accounts

� Duplicate License

� Change in Name of Business

� Change in Business

� Transfer of License

� Renewal Of License

� Cancellation of License

C] Issuance of License

� Capture of License Details

o License Holder’s Details – One or multiple owners

o Capture of Mobile No. / E-Mail ID

o License holder’s photograph(s) (optional)

o Link to Property Number (optional)

o License Details – Temporary/ Permanent License,

Name of Business, Business Address,

o Trade/ Business Details – License Type, Subtype -

multiple levels to define types and sub types.

o License type, sub-type, unit of measure wise license

amount.

Property

Tax

Assessment

� Calculation of License Fee

� License Certificate

D] Other Departmental Process

� Scrutiny of Applications Workflow

System

� Inspection Entry

� Generation of Show cause Notice

� Hearing

� Reminder Notice for Renewal

� Cancellation of License by Force

E] MIS

� License Register

� List of Defaulters GIS

� Reminder Notice for Renewal

� Demand / Collection Register

� Reports showing Changes in License Types, Business

Partners, Cancellation Licenses, etc.

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� Facility to forecast the impact of reduction / deduction of

License Fee

� Reports w.r.t. Bills / Notices generated

� E-Mail / SMS to be sent to the owner upon transactions SMS

Gateway /

Web Server

F] Other Requirements

� Data Porting / Data Entry Suite

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3.1.9 Solid waste Management

Introduction

The basic responsibility of the Solid waste management department of PMC is

the collection, transportation and disposal of solid waste.

Solid waste collection in PMC is handled through primary & secondary

collection. Primary involves house to house collection while secondary is

through the containers placed at identified locations in the PMC limits.

Secondary collections through containers is phased based on the location,

the expected waste generated in the area and the availability of vehicles for

collection. Around 700 containers are identified for daily collection while some

may have the waste collected at a lesser frequency.

Manpower of over 7500 persons supports the Solid waste management

department. The department has over 65 dumper vehicles, 45 bulk refuse

contractors and 75 ghanta trucks.

Issues with current functionality and how to address the same

a] There is no provision of tracking of vehicles for Garbage pick and

dump.

[Resolution] Identification of Vehicles for Tracking, Online Tracking

of Vehicles, Linking of SWM vehicles with Dust Bins, Dumping Ground

through GIS can be done. The vehicles can be fitted with GPRS SIM

cards and the vehicles can be traced through GPS (Global Positioning

System) via satellite which can be sent to server and centrally

monitored.

b] Difficult to maintain the physical standards of Bins.

[Resolution] Life of each different types of Bin is maintained in ERP

solution and system will alert for each Bin replacement time. This will

help in achieving the proactive maintenance of the Bins.

Functional Scope of the Proposed Solid Waste Management Module

Functionality

Integration

required

with

A] Area details

� Area information (Zone / Ward / Colony / Society)

� Population details

� Volume of the Solid waste which includes Wet & Dry waste

(Recycled & Non Recycled)

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� Resources required

� Collection procedure ( i.e. Primary : House to House & Secondary :

Community Bin to Garbage transport centre or mix)

B] Garbage Collection Scheduling

� Assign SWM Vehicles to pick-up the Garbage. Category wise

assignment like A : Highly in demand , B : Medium , C: Low

Demand.

GIS, Fleet

Mngt

� Assignment of Ghanta Gadi

� Location-wise assignment of Sanitation Staff GIS, HRMS

� Scheduling of garbage collection and cleaning activities with

the objective of maximizing citizen friendliness on the one

hand and optimum use of resources on the other.

� Assigning routes to the SWM vehicles / Ghata Gadi’s / Dumper

placers / Compactor bucket vehicles /BRC / Hotel gadi

GIS, Fleet

Mngt

C] Primary Garbage Collection & Disposal

� Record the volume of garbage collected and disposed on a

daily basis. Source segregation like Quantum of wet waste

collected with further segregation for vermiculture, Bio dispose

can be kept on Monthly / Yearly basis. The same can be used

for RV benefit.

Fleet Mngt

� Linkage with Garbage Bins / Land Fill Sites, in case of Citizen

Grievance

Grievance

Redressal

Module

� Keeping certain Checks as per environmental regulations, like

minimum frequency of lifting garbage etc.

D] MIS

� Monitor the deployment of pickup trucks and personnel based

on the schedule originally drawn.

GIS

� Info on the use of Land Fill Sites GIS

� Land fill site: How much garbage received?

� Land fill site : How much as per target recycled?

� Alerts if the use of Land Fill sites is above some thresh-hold

� Generation of registers like: Contracts Register for SWM, Site

Register (land fills), Contractors Register, etc.

� SWM Contract Wise Status Reports, Site Wise Progress

Summary, Contractor wise Performance Analysis, etc.

� Comparison of expenditure on SWM activities over different

geographical areas, years, agencies, etc.

GIS

� Daily / Monthly reports of comparison for how much garbage

has to be lifted as per target & how much garbage is actually

lifted. If less lifted then reasons for the same for eg.

Breakdown / Labour problem.

� MIS report for expenditure incurred on transportation Fleet Mgmt.

System

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3.1.10 Fleet Management

Introduction

The basic responsibility of the Vehicle depot department of PMC is the

procurement, maintenance and disposal of vehicles and spare parts.

The step by step processes involved are as follows.

Procurement:

• An annual budget is prepared based on the requests initiated by

other departments and the expansion strategies thought upon by

the department itself.

• The budget is given to the Standing Committee for its approval.

• Tenders are then passed giving the specifications of the vehicles

and spare parts required. Vendors are then appointed

accordingly.

• New vehicles are deployed accordingly and are registered in the

name of the commissioner. Performa is prepared by vendors (in

case of vehicles and chassis only) and given to the department for

payment. Similarly, challans are given by other vendors. The

same is given to the Audit department for processing.

• Besides the vehicles, this department also procures spare parts,

tyres, oil, batteries & fuel.

Maintenance:

• Maintenance is done on a case to case basis in a random manner.

Currently, no records are maintained regarding the maintenance

history of vehicles.

• For every maintenance activity, a job card is made and the spare

parts & service required are recorded on the same.

Disposal:

• After a specific period of deployment/ distance travelled, the

vehicles are disposed off by auctioning them.

Additional information:

• The department is responsible for ensuring availability of vehicles

for municipal operations like garbage collection and solid waste

management.

• Detailed operational plan is prepared to deploy vehicles depending

on the requirements specified by the SWM. The operational plan

lays down the details of the zone/ward wise vehicle requirement,

number of return trips etc.

• Unavailability of drivers is a major concern.

• Stores: Currently, around 40,000 different spare parts are stored

as inventory. No records are maintained in this regard. Store

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operations are entirely manual. No Item master or vendor

master.

• There is no system to track the group-wise expenditure done on

various vehicles and spare parts. Therefore, the parts that are

spoilt within the warranty period cannot be tracked.

• Currently, around 800 drivers are working in PMC. There is no

system in place to track their records.

• There is no system to track the maintenance history of various

vehicles.

• Currently, the working hours of the drivers is not tracked

effectively.

• Daily fuel consumption of the vehicles is not being tracked.

Workshop

Besides the vehicle depot , the department is also responsible for the

operations at the PMC workshop. The activities in the workshop are

• Repairing of garbage containers.

• Manufacturing furniture for PMC owned dispensaries, schools etc.

• Manufacture of boards, name plates etc

• Black smithy

• Manufacturing wheel barrel, cycle rickshaw etc.

General statistics

Total no. of vehicles with SWM Dept (category-wise)

• Compactor : 44

• Bulk refuse carrier : 47

• Dry waste keeper : 40

• Tipper : 61

• Dumper : 85

• Lifting Truck : 2

• Total SWM vehicles : 279

Total no. of other administrative vehicles

• Ambassador : 38

• Indica : 34

• Jeep : 42

• Tata spacio gold : 12

• Total : 126

Issues with current functionality and how to address the same

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c] Vehicle Scheduling, Fuel Management, Vehicle Maintenance is done

manually.

[Resolution] Fleet Management system will have Vehicle

Scheduling & Fuel Management incorporated. Vehicle scheduling can

be done through system which will help in tracing vehicles, efficiently

schedule the vehicles.

d] No availability of MIS reports is available.

[Resolution] Various MIS reports can be generated from the fleet

management system. Department-wise Vehicle Inventory, Fuel

consumption report for various vehicles, Route Tracking for SWM

Vehicles can be generated.

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To Be Departmental Functionality

Identification of vehicles

Assigning of driver for the vehicles

Re-filling of Fuel in the vehicle

Integration HRMS

Reason for vehicle maintenance entered in the system

Approval from the respective authority for vehicle

maintenance is takenDocument Mngt

System, AccountsIntegration

The entry for receipt of Vehicle, repair work details is done

Purchase of New Items like Tyres, Battery, etc. required for

maintenance is done.

Asset Module,

AccountsIntegration

Fleet Management : ToBe

Asset ModuleIntegration

Vehicle Scheduling & Fuel Management

Vehicle Maintenance

MIS report for Department-wise Vehicle Inventory

MIS report for Fuel consumption report for various vehicles

Asset ModuleIntegration

MIS report for Route Tracking for SWM Vehicles & their

Idlying time , GISIntegration

Scheduling of vehicles

MIS report for Average Fuel expenditure for various

vehicles & No. of trips to the Dumping Ground.

MIS report for Route Tracking for SWM Vehicles & their

Idlying time ,

System Alerts if petrol expense claimed is more , lesser no

of trips, dust bin not covered.

GIS

GIS

GIS

Integration

Integration

Integration

MIS Reports

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Functional Scope of the Proposed Fleet Management Module

Functionality

Integration

required

with

A] Vehicle Scheduling & Fuel Management

� Vehicle Scheduling Asset

Module

� Assigning Driver HRMS

� Re-filling of Fuel

B] Vehicle Tracking

� Identification of Vehicles for Tracking Asset Mngt

System

� Online Tracking of Vehicles

� Linking of SWM vehicles with Dust Bins, Dumping Ground GIS

C] Vehicle Maintenance

� Entry of the reason for repair

� Approval from the authority Document Mngt

System, Accounts

� Vehicle Issuance details

� Receipt of Vehicle, entry of repair work details

� Purchase of New Items (like Tyres, Battery, etc.) Asset,

Accounts � Insurance Cross-check

D] MIS

� Department-wise Vehicle Inventory Asset Mngt

System

� Fuel consumption report for various vehicles

� Route Tracking for SWM Vehicles

GIS

� Analysis of Time spent by SWM vehicles while idling

� Average Fuel expenditure for various vehicles (based on

the mileage & traveled distance)

� No. of trips made to the Dumping Ground

� System Alerts

o If the petrol expense claimed by the driver is more

than system calculated

o If No. of trips made to the Dumping ground are less

than proposed

o If any particular Dust Bin was not covered

E] Other Requirements

� Data Porting / Data Entry Suite

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3.1.11 Accounts Department

Introduction

Accounts department is the back bone of any ULB and constitute of both

Accounts and Audit. The major responsibilities are To receive all moneys

payable to the Corporation and credit the same in the bank Account of the

Corporation, To make payment on account of Municipal Fund, To estimate

Income & Exp. statement for the next financial year, To make payment of

Salary and pension of the employees, To control the budget sanctioned by

the Corporation, To make scrutiny of every financial proposal on behalf of

Hon. Commissioner.

Accounts department is one of the vital departments of any ULB and

controls the overall budgeting of the local body. It has to undertake the

balancing act of getting the maximum possible funds to the ULB and then

undertake the expenditure in a planned manner.

Issues with current functionality and how to address the same

a] Cash based entry of the transaction.

[Resolution] ERP accounts module will have help the department to

perform the Accrual based double entry.

b] Build chart of accounts, Cash Book maintenance, Bank reconciliation

are not as per NAM standards.

[Resolution] ERP accounts module will have help perform such tasks

according to NAM.

c] Accounts department software is not integrated with any other

application software systems being used by the corporation for

collection and issuance.

[Resolution] ERP accounts module will have help the department to

integrate with other software solution to give the exact and real time

report of the collection and issuance.

d] Accounts department software is designed on two tire architecture,

which makes its accessibility limited to certain location only.

[Resolution] ERP accounts module will be designed on 3 tire architecture

and will have user friendly interface to generate entries.

To Be Departmental Functionality

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The account module will be based as per NAM And will have integration

with all the departments for budget provisioning and salary processing.

The accounts module will also have the integration with the all revenue

generation based services of the corporation. Following pictorial

representation shows the proposed integration of Accounts with other e-

Governance systems.

Building Permission

Property billing, Rebate Calculations

& Refunds. Citizen services like

Pro. Tax payment, fees for services

Fees for issue of new & duplicate,

Licenses. Renewal of licenses

Accounts Module

Account head definition, Grouping & Sub grouping, Bank

details, vendor details, Budgeting, Receipts & payments

Loans, grants, Investment mgmt.,

Bank Reconciliation & various MIS reports

Birth and Death

Property

Tax

License (Food / Market)

DMS &

Workflow

mgmt.

Octroi Department

Octroi collection, transit pass

Amount, daily collection report

generation

Fees for citizen services like

Layout approval, bldg. permission,

Certificates like permission,

plinth & Completion

Display of financial data

during scrutiny process

charges For Birth and Death Services,

additional copies of certificates, Certification

CFC

Application fees

acceptance.

Payment acceptance

For Prop. Tax,

water,lic,

Tender etc

Water

Fees for new connection, scrutiny

Charges. Bill generation, advance &

Interest. Payment collection

Audit

Audit para

Entry,

inspection

of bills

HRMS

Payroll mgmt.,

Retroactive calculations

Project

Systems

Budget code selection,

estimation, purchase of

tender docs, Billing & penalty

Hospital

Mgmt.

system

Payment of Reg. fees,

ward mgmt.

Asset Mgmt.Investments,

Op. balance, estate

Mgmt., insuranceMaterials Mgmt.

Tendering,

Indent mgmt.

Payment & disposal

Fleet Mgmt.

Web Portal

Purchase / Maintenance

Approval mgmt. Info for RTI, Tenders,

Online services

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Functional Scope of the Proposed Accounts Module

Functionality Integration

required with

A] Masters

� Account Head Definition

� Account Grouping and Sub-Grouping

� Bank Account Details

� Vendor Details

B] Departmental Process

� Budget Preparation, Distribution and Management

System

o Budget Classification

o Department-wise estimated provision, revision for

income and expenditure

o Budget Appropriation between different budget

heads through approval process

o Administrative approval / dis-approval of works

linked to budget availability

� Receipts through Internet / CFCs / KIOSKs

o Counter-wise Collection Detailed and Summary

Reports

o Revenue Stamp Management

o Cheque/ Cash Deposit Slips into Bank

o Capture of Cheque Dis-honour cases, Remittance

entry

� Payment Management

o Bill / Liability Entry

o Payment Authorisation

o Payment Voucher (Full or Partial Amount)

o Maintaining Check details, Check Printing

o Recording of Check Issuance Details

o Recording of Cheque Cancellation details

� Security Deposit / Earnest Money Deposit Management

� Loans Management

o Maintenance of Loan Details

o Alerts for Loan Installment Payments

o Loan Installment Payments

� Grants Management

o Maintenance of Grant Details

o Utilisation Details

o Utilisation Certificates

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� Debt Management

� Accrued Payment Management

� Investment Management

o Maintenance of Investment Register

o Alerts on due dates

o Comparison of different options for Investments

� Advance Managements

� Bank Reconciliation

� TDS/ VAT Register, Online Payment of Tax

� Maintenance of Bank Account wise balances

� Integration of Ledger A/c with ECS Payment

C] Reports

� Cost Centered Accounting Reports

� Ratio Analysis, Trend Analysis

� Department-wise, Cost Center-wise Income /

Expenditure reports

� Generation of Deposit Slips

� Security Deposit Register

� Grants Register

� Loans Register

� Investment Register

� Advance Register

� Bill Register

� Payment Register

� Outstanding Bill Register

� Reports on Receivables

� Cash Book (Detailed & Summary)

� Function-wise Expense Subsidiary Ledger

� Journal Book

� Ledger Book

� Cheque Issue Register

� Trial Balance, Income & Expenditure Statement

� Balance Sheet

� Bank Reconciliation Statement

� Cheque Dis-honour Report

� Analysis on unspent amount of previous years

� Various reports required for submission to Standing

Committee

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3.1.12 Establishment Department

Introduction

The department is responsible to maintain the employee details working for

corporation on regular basis or contractual basis. The department keeps

record of the transfer, leaves, salary, pension etc. Also the department is

responsible for new recruitment. Conduction the examination and selection

process for the right candidate. The Establishment department also keeps

track of the service book of each employee.

The department ensures the corporation has the sufficient employee strength

of desired skills in each of the departments to support the smooth

functionality of the corporation in day to day activities.

General statistics

*

Figures mentioned in table are approximate.

Issues with current functionality and how to address the same

a] Each month the salary is prepared by each department which involves lot

of calculation, it should be automatically done.

[Resolution] ERP will have HRMS module which will take care of the salary

processing of each of the employees on payroll of the corporation.

b] Difficult to track the employee strength various department.

[Resolution] ERP will be capable of delivering such reports in fraction of

time.

c] No repository for the employees data.

[Resolution] HRMS will be able to hold the complete details of all the

employees, even after retirement.

Class Count Earning Deduction Net Payment

1 88 3244799.50 604260.11 2640539.39

2 275 8484722.83 1723175.24 6761547.59

3 4040 61704937.13 18642036.13 43062901.00

4 12309 116476966.47 38320364.18 78156602.29

Total 16712 189911425.93 59289835.66 130621590.27

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To Be Departmental Functionality

HRMS Module

Recruitment & and Manpower Planning

Employee Master Data

Payroll Management

Employee Promotions / Transfers and Development

Time Management and Leave Management

Performance Appriasal

Departmental Enquiry

Employee Self Service

Reporting

DMS &

Workflow

mgmt.

Upload employee docs,

Role based access to

the documents.

Legal

Allocation of advocate

& PMC officer

Accounts

Selection of Department,

Officers for scrutiny

Retroactive calculations,

Payroll mgmt.

Hospital Mgmt.

system

Details of Doctor

for OPD / IPD

/ surgery, utilisation reports

For Nurses/ Doctors

Asset Mgmt.

system

Allotment of House

to the employee

Fleet Mgmt.

Assigning driver,

vehicles

to officers

Grievance Redressal System

Mapping of Designation / Roles

to Complaint Sub-type

Web Portal

Employee login

Project Systems

Selection of department

Officers for scrutiny

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Functional Scope of the Proposed Establishment Module

Functionality Integration

required with

A] Generic Features – Mandatory requirements

� System should provide for Retrospective calculations to

be handled for all types of scenarios (employee joining,

leaving, pay hike, promotions, etc.)

Accounts

� System should be able to handle all statutory regulations

and maintain the details directly in the screens provided

for data entry. All rules related to such acts should be

preconfigured in the system.

� Vendor to provide for Legal change patch to take care of

any statutory changes.

� System should provide the capability to upload

documents of employees like certificates, transfer,

promotion letters in a scanned format into the system

and ability to retrieve them whenever required

Document

Mngt.

System

� Capability to integrate with PMC web portal for employees

self service Web Portal

B] Recruitment and Manpower Planning

� Facility to carry out recruitment for different types of

employees separately viz., Officers, Special Officers, Clerks,

subordinates, Sanitation Staff, etc.

� Provision to define requirement plans (periodic) in terms of

specific skills, Qualifications, experience, designation, etc.

� Provision for mainstream, specialist and part time

employee recruitment

� Provision for Compassion ‘Anukampa’ recruitment

� Support to analyse the cadre-wise / ward or office-wise /

department – wise staff strength – sanctioned/working

strength and the gap for which recruitment is required

� Facility to capture the data relating to resignations /

retirements / VRS / suspend etc.

C] Employee Master Data

� System should be able to record and store Master Data

Information for an Employee for following areas and should

be able to provide a snapshot of employee’s history at any

point in time on a click

� Name

� Address

� Education Qualification

� Previous Employment

� Phone Numbers / Contact Information / E-Mail ID

� Date of birth

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� Work Experience

� Languages known

� Family Information

� Employee photo, Signature

� PAN No./ Passport / PF number/GPF No/ TAN No. for dept.

� Bank account information

� Employee blood group

� Property Tax No. Property Tax

Module

� Any other information that company may require should be

easy to enter and report on

� Employee Type– (Permanent / Temporary / contract

workers / Project Based)

� Employee category (SC/ST/OBC/Others)

� Ex service man / Handicap / Sports man etc.

� Location (HO/zone/ward/Election ward/branch)

� Department

� Job code/designation/ Class with scale efficiency bar

� Grade/cadre

� Job history covering details of appointments

� History of election duties attended

� Promotions, transfers

� Deputation, temporary transfers

� Increments

� Increment for passing of Govt. Exams.

� Date of pay rate change, etc – Increment

� Date of joining

� Date of probation/confirmation

� Date of termination/retirement

� Previous employment details

� Union Information (if applicable)

� Compensation data including components of pay

� Compensation of pay for calculation of gratuity and pension

� Family photo in case of pension, nominee photograph.

� Provision to define Roles and Designations as per PMC

requirements and assigning employee to the same.

D] Payroll Management

� Ability to define flexible periods such as day, week, month

for pay calculation Accounts

� Ability to enable multiple payrolls that are generated based

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on employee’s assignment

� Ability to define payroll for pensioners

� Ability to define the employee bank to credit the salary

� Facility for Electronic Clearing system (ECS)

� Bank-wise / Bank branch wise summary statement

� Ability to provide automatic calculation of deductions /

earnings based on leave, bonus declaration, GPF Loan,

Home Loan, Computer loan , tax deductions, etc.

� Ability for rule based pay calculation in case of pay hikes /

Pay Commission with retrospective effect

� Ability to define unlimited pay elements/types. These pay

elements should be classified as Earnings,

Reimbursements, deductions, tax deductions, PF, etc. Pay

elements should be also classified as Recurring & non-

recurring

� Ability to apply the payment rules at personal / department

/ designation / organization level

� Ability to allow exception definitions at employee /

designation / department level

� Ability to define all India specific taxation rules.

� Ability to automate increments (based on pre-defined rules

– employee / designation / department / organization

specific)

� Facility to run payroll processing any number of times

before authorization to ensure accurate pay calculation

� Provision to allow deductions for specific purposes (like

earthquake relief fund, CM relief fund, etc.)

� Ability to share information with Accounting module of the

current e-Governance solution with respect to payment or

receipt related transactions

� Ability to share information with the Accounting module of

the current e-Governance solution for all necessary Double

Entry Accounting related information (salary payable at the

end of financial years, etc.)

E] General Provident Fund Management

� Issuing GPF no. to employees

Accounts

� Application acceptance for advances / Loan against GPF

� Scrutiny of the applications

� Payment of Advance / Loan to Employees

� Interest Rate for GPF calculation

� Repayment Installment adjustment against salary

� Generation of various MIS (Monthly / Yearly)

F] Employee Promotions / Transfers and Development

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� Transfers

� Time bound Promotions

� Grade and Pay changes

� Ability to create standard career paths in the Corporation in

terms of various possible moves from the current level /

grade in the Corporation

� Ability to define grade advancements within a level on the

basis of time based as well as merit based criteria

� Ability to define the rules for promotion eligibility in terms

of tenure, consistent achievement of high performance

grades, etc.

� Ability to define additional rules specific to service in terms

of suspensions, disciplinary actions

� Facility to intimate employees of promotion / rejection

through mail / workflow / letters

� Facility to create offer letter on promotion

� Ability to define short / long term goals for employees and

provide a framework to assess and update completion of

the same

� Ability to identify key positions for the purpose of

succession planning

� Ability to plan for vacancy of the key position in advance

� Identify the gaps / developmental areas between the slated

employees and requirements of the key position

� Maintenance of complete history of employee transfers

since his recruitment

� Transfer/redeployment of officers based on

requirement/sanction strength of different regions/zones

� Generation of seniority list

� Posting / transfer of officers upon their promotions

� Maintenance of records for officers transferred out of

parent state and also officers to be transferred back to

home state on completion of required tenure

� Maintenance of transfer records of specialist transfer,

identification of vacancies and issue of transfer orders

based on the recommendations received from the

respective specialist departments

� Provision to maintain lateral transfer details and transfers

on promotion

� Generation of list of eligible staff members for transfer

based on the user defined criteria (like those who ining 3

years service at one place, those who working more than

10 years in one region, those who have not worked outside

the state in a particular scale or overall position

� Maintenance of exemptions given in transfers with a facility

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to record the reasons for the same

� Provision to record the transfer orders

cancelled/deferred/modified and follow up with the

respective regional/zonal offices for implementation

� Capture of details of officers on deputation to outside

agencies, etc.

G] Time Management and Leave Management

� Support attendance entry from various sources such as

direct entry, rule-based and automatic (through biometric

device / swipe card / smart card)

� Definition and maintenance of leave calendars for different

types of leave depending upon the scales of the employee

� Provision to maintain all types of leave like CL, PL, ML SL

extra-ordinary leave, special leave etc

� Ability to maintain leave eligibilities for each type of leave

depending on the rules specified by KDMC

� Facility to identify Collisions when Employee goes for Leave

and take appropriate action

� Ability to maintain rules for leave taken in terms of rules for

availing leave, enchasing leave, accrual of leaves, lapsing

of leaves, ceilings for accumulation of leaves, rules for

combination of leave types, etc.

� Ability to record actual leaves taken

� Ability to calculate actual leave balance at any point in time

� Link Leave management to payroll and employee history

� Provision to accounting of leave including automatic credit

of leave and also provision with manual credit / debit /

modification / cancellation etc.

� Leave cancellation and leave extension / amendments

advancement, postponement of leave

� Supports extra-ordinary leave on loss of pay

� Leave availment / carry-over processes administration as

per the statutes laid down by the government / KDMC

H] Performance Appraisal

� Capability to create Performance documents for employees

depending on the cadre / grade in the organization

� Ability to define competency wise / parameter wise desired

levels of performance for each cadre / grade in the

organization

� Ability to define proficiency descriptions for each parameter

for each cadre / grade so as to ensure that the same

measures of performance are communicated to the

appraiser as well as the appraisee

� Facility to attach different rating model (5 point scale, 7

point scale) depending upon the cadre / grade in the

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organization

� Ability to define the period for which appraisal is being

carried out

� Capture appraisal details as given by the appraising

authority, reviewing authority

� Support parameter wise ratings, final ratings, strengths /

weakness and suggestions / recommendations for

improvements by the appraising/reviewing authority

� Facility to give weightage to each parameter and points

against each rating attained

� Facility to consolidate the overall points and calculate an

overall grade for the appraisee

� Facility to import Short / Long term goals (particularly at

officer level and above) in the Performance appraisal

document

� Support maintenance of history of performance appraisals

and promotions

� Support maintenance of automatic release of time based

increments

� Release of increments for qualifications acquired

� Increments released should automatically be integrated

with the payroll module and other relevant modules

� Support generation of increments due for each month or

for user defined period for employees – cadre wise/scale

wise/other user defined combination

� Support to generate reminder letters / mails / workflows to

the employees / appraising authorities in case of non-

submission of self-appraisals, etc.

� Support memo letters / mails / workflows to be issued to

the employee in case of unsatisfactory performance

I] Departmental Enquiry

� Ability of software to record the details of sanction given by

Commissioner or Additional Commissioner for departmental

enquiry.

� Ability of software to note charges against the employees

� Ability of software to record the clarification given by the

employee under charge

� Ability of software to record the appointment of Enquiry

Officer & Presentation Officer

� Ability of software to record the enquiry scrutiny details like

history, evidence, papers submitted, relevant documents ,

photographs etc.

� Ability of software to record the ‘Finding Report’ of Enquiry

Officer & Presentation Officer

� Ability of software to record the ‘Explanation details’ given

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by the employee

� Ability of software to record the details of ‘ Proposal for

action’ submitted to commissioner

� Ability of software to record the order given by the

commissioner

� Ability of software to generate the ‘Show Cause

Notice/Enquiry Notice’

� Ability of software to record the clarification given by the

employee under charge sheet

� Ability of software to record the punishment order or

penalty

� Ability of software to record details of suspension &

suspension order.

� Ability of software to capture details of resetting of service

� Ability of software to record the ‘enquiry start date’ &

‘enquiry finish date’

� Ability of software to record the inward/outward details like

inward/outward number & date

J] Reporting

� Reporting capabilities for AdHoc Reporting

� Reports on Demographic

� Reports on Vacancies

� Report on Employees Salary Details

� Report on Leave Availed

� Report on Leave Entitlements

� Employee Attendance List for a Business Event

� List of the Departmental Enquiries being conducted at a

point of time or for a specific time with drill down option to

get further details on the enquiries

� Headcount Report

� Report on time spent in a grade / employee tenure

� Transfer List

� Form 16 with Form 12 BA

� Report for ‘E’ forms

� Income Tax related reports

� Summarized Pay Register

� Form 24

� Provident Fund Returns: Monthly returns to the Regional

Provident Fund Commissioner for joining (Form 5) or

leaving employees (Form 10) and the contributions paid

(Form 12A) as well as monthly returns for Pension

contributions for exempted trusts for joining (Form 4) or

leaving employees (Form 5) and the contributions paid

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(Form 6)

� Professional Tax returns

� Form 6 and Form 7, the Quarterly / half yearly returns to

be generated by the payroll for the eligible employees with

the relevant annexure listing the employees and the

amounts earned and deducted

� Facility to configure and use the system to develop

additional reports on a need basis with tools like Crystal

Reports

K] Additional Features

� Ability to define organizational events like training, Training

records. Record of Examinations, Certificates after passing

exams, seminars, workshops and capture the attendance

for the same

Hospital

Mgmt.

system

� Maintain comprehensive record of employee grievance

� Track disciplinary action taken against employees,

capturing the costs incurred along with the activities

undertaken as part of the disciplinary action. Automate

salary deductions, if proposed.

F] Other Requirements

� Data Porting / Data Entry Suite

� E-Mail / SMS to be sent to all / selected categories /

Selected employees

� Pay-Slips / Regular Communications

� Urgent Communications

� Notices

SMS

Gateway /

Web Server

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3.1.13 Employee self service module

Introduction

In PMC the Establishment department hold the responsibility to keep tract of

the updated information about the employees. Some information like leaves

and attendance is updated in the service book of each employee by the

respective department. This is a tedious activity for both establishment

department as well as the department where employee is working.

When employees have access to ever changing work information, they are

better informed to make decisions about work related activities and time off

requests, further reducing the burden on management. In addition,

employees can also monitor the exceptions generated by their punch times,

so tardies and missing punches can be addressed as soon as they occur.

Information empowers employees and gives them confidence in themselves

and their employer.

Employee self service will provide employees of the company with the ability

to view relevant information such as personal information, updating personal

information with web - enabled PC without having to hassle the HR staff.

Issues with current functionality and how to address the same

a] Difficult to maintain the records of each employee and updation of the

same.

[Resolution] Employee Self Service Module will help the employees “Help

yourself” environment or self service mechanism and employees will be able

to update their information on own & can see the pending Leaves. This will

ensure that employees don’t have to run for self information to

Establishment Department.

Functional Scope of the Employee self service Module

Functionality Integration

required with

A] Employee Self Service

� Ability to allow employee request to modify personal, skill,

family details HRMS,

Workflow

Management

System

� Employee should be able to make leave requests

� Supervisory officer should be able to get an alert when any

Self Service Request of sub-ordinate staff is received by

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him

� Supervisor authorization of modification of the employee

requests or leave application

� Employees should be able to view the status of their

requests

� Ability to facilitate self-appraisal by employees

� Ability to undertake online appraisal of the sub-ordinates

(CRs)

� Ability to define customized NOC requests (like NOC for

Passport application, etc.)

� Various health benefits available to employee

� Register Employee Complaints Grievance

Redressal

� Allow employees to request any other information from any

other department

B] Reports

� Salary Details HRMS

� Leave Availed

� Income Tax related reports

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3.1.14 Web portal Module

Introduction

Web portal is the single window for the outside world to interact with

the corporation online. Various services can be accessed and

delivered through the secure web portal. Web portal has

departmental links for detailed information. Using the web portal

citizen can pay the Property tax, apply for any service, launch a

complain and many more other activity.

Issues with current functionality and how to address the

same

a] Most of the time the services of the web portal is not working.

[Resolution] Application deployed are not designed properly, so

need to be re-designed. Also the software deployment strategy need

to be defined. 3 tire based architecture need to be adopted to deploy

the application.

b] Web portal in not secure.

[Resolution] Antivirus policy needs to be implements. Also security

audit need to be conducted frequently. Access rights are to be only

with the Administrator.

c] Web portal capabilities are limited and it is difficult to upload

various information useful under RTI.

[Resolution] Proposed web portal shall have integration with all

departmental modules. This will allow real time information to be

made available to public. Lot of RTI queries can be answered through

such a dynamic web portal.

Functional Scope of the Web portal Module

Functionality

Integration

required

with

A] Home Page

� Message from Mayor, Commissioner

� Vision, Mission, Objectives

� Link to various sub-sections

o City Information

o Online Services

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o About PMC

o Projects

o Citizen Grievances

o RTI

B] City Information

� History of Pune

� Tourist Locations

� City Map with citizen related GIS information

GIS

C] About PMC

� Administrative Information

� Information on Elected Representatives, Various

Committees

D] RTI

� Names of PIO.

� Departments/Wards: Intro, Objectives, responsibilities,

powers & duties of officers, employees with gross salary,

activities, time limit, directory with telephone no.

� Committee: Members, purpose, type, freq. of meeting,

docs available for public.

� Projects/ Activities: Budget head, work activities,

allocated amount, current statistics.

� Details of concessions, subsidies given, computerization

done in various depts.

� Integration required for updation of data for RTI with

projects, accounts, HRMS, Fleet, material ,asset.

� Scope as per RTI Act 2005 sec. 4(1).

Projects,

Accounts,

HRMS,

Material

Mgmt.,

Fleet

Mgmt.,

Hospital

Mgmt.,

Asset

Mgmt.

� Opinion Poll

� Photo Gallary

� Tenders Accounts,

Projects

� FAQ’s

� Emergency Information

� Employee Login using LDAP

� Feedback HRMS

� Contact Us

E] Online Services

� Application acceptance for various services / certificates

o Birth / Death Certificates

o Duplicate Bills

o Building Permission related services

o Water Connection

o No Dues Certificates

Accounts,

Correspond

ing Module

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� Downloading of Forms

� Online Tendering

o Sale of Tender Forms

o Acceptance of Tenders

� Complaints

o Acceptance

o Status Tracking

� Status on Applications / Complaints

� Payment Details, Bill Details

� Online Payments

� Self Assessment of Property Tax Property

Tax Module

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3.1.15 Citizen service centre module

Introduction

Citizen Service module will take care of all kind of citizens services.

All the services will be delivered from the single window. Any service

irrespective of department, citizen can make at single window and

the service will be delivered to him from the same window.

Citizen services module objective is to ensure the delivery of the

services to the citizen.

Issues with current functionality and how to address the

same

a] There is no single system in place to register the citizen services

and deliver.

[Resolution] The Citizen service module will be web enabled

solution, so that they can launch from internet itself. It will be

supported by workflow for faster approval.

b] Citizen services are not delivered through the single window, the

citizen will have to run from Pillar to Post.

[Resolution] all services will be delivered from single window.

Where any fee is not applicable citizen will be able to get that

information online.

c] No system in place to tell the status of the citizen request. For

any type of request the citizen will have to make several visits to

the CFC or Ward office.

[Resolution] update of the registered complain will be send through

Mail/ Phone. If Citizen wants can check the status online as well.

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To Be Departmental Functionality

Citizen Help Desk facility to lodge New Complaints, Check

StatusGrievance Redressal

ModuleIntegration

Citizen Help Desk Facility to check citizen data like Birth /

Death registrations, Bill Dues, Application Status, Payment

Status, Renewal Status

All Departmental

ModulesIntegration

End

Manual Auto / System

Start

Citizen Charter to be made available at Citizen Help Desk

facility

Application are accepted for services, Application No. is

generated ,Department-wise categorization, system

accepts service specific inputs, Mobile No. of Applicant,

Check-list

Re-submission of rejected application after compliance

Fees are accepted AccountIntegration

Delivery of the output through CFC / Internet / KIOSK, SMS

alert given to citizenDepartmental ModulesIntegration

Payment is accepted for Property

Tax,Water,License,Tender Document Fees

Accounts, Departmental

ModulesIntegration

General citizen services like Nursing Home Registration ,

Marriage Certificate, NOCs for other govt. department, Tree

Cutting / Trimming Service is done

The application is marked to Corresponding Department /

Ward / OfficerWorkflow moduleIntegration

Accounts, Departmental

ModulesIntegration

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Functional Scope of the Proposed Citizen Service Centre Module

Functionality Integration

required with

A] Citizen Help Desk

� Facility to lodge New Complaints, Check Status

Grievance

Redressal

Module

� Facility to check citizen data

o Birth / Death registrations

o Bill Dues

o Application Status

o Payment Status

o Renewal Status

All

Departmental

Modules

� Citizen Charter

Grievance

Redressal

Module,

HRMS

B] Application Acceptance & Delivery of Outputs

� Department-wise categorization

� Allow system to accept service specific inputs

� Capture of Mobile No. & E-Mail of Applicant

� Re-submission of rejected application after compliance

� Check-list for documents to be submitted along-with

application

� Define citizen charter (list of the officers & duration for

service delivery)

� Fees to be accepted Accounts

� Generate Token of Application acceptance

� Rejection Note in case of inadequate application

� Marking the application to Corresponding Department /

Ward / Officer

Workflow

Module

� Delivery of the output through CFC / Internet / KIOSK Departmental

Modules

C] Payment Acceptance

� Property Tax

Accounts,

Departmental

Modules

� Water Bills

� License

� All Departmental Services

� Tender Document Fees

� Any other

D] Citizen Services (General)

[ Such services won’t have any department specific functionality. CFC

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module, by using Workflow Management System should be able to

deliver these services]

� Nursing Home Registration

Accounts,

Departmental

Modules

� Registration of Hospitals for Sonography

� Marriage Certificate

� NOCs for other govt. departments

� Tree Cutting / Trimming Service

� Road / Water / Drainage / Electrical

� Any other Service

E] MIS

� SMS alert to applicant upon decision

� Services Statistics

� CFC-wise / KIOSK-wise

� Department-wise

� Officer-wise list of services pending beyond the

stipulated time

HRMS

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3.1.16 DMS and Workflow Management module

Introduction

Currently there is no system in place to move the documents from

one location to other. The staff of the corporation himself have to

visit from one desk to other, in order to move the documents.

Also the records in most of the departments are maintained in

manual register.

The objective of this module is to electronically move the documents

within the corporation, across the departments.

Issues with current functionality and how to address the

same

a] Still the movements of the file is to be taken by the employees

himself.

[Resolution] The workflow will move the files from desk to desk.

b] Delay in getting the information from various departments.

[Resolution] workflow has the capability to collect the information

from various departments and collectively present.

c] Still the old data are present in register and in some departments

the data is still captured on papers and maintained in stores.

[Resolution] DMS will store the data electronically in organized

manner.

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To Be Departmental Functionality

DMS & Work Flow Mgmt.

File Tracking SystemDocument Management

Workflow Management System

CFC

Marking application to corresponding

Ward / Officer. Tracking of the inward

HRMS

Role based access to the documents,

Facility to mark the Applications to predefined

hierarchy

HRMS

Movement of Proposals on

various parameters

Workflow for Technical &

Administrative sanction

HRMS

Display of all application data during scrutiny process.

upload documents of employees like certificates, transfer,

promotion letters in a scanned format into the system

and ability to retrieve them whenever required

Building Permission

NOC’s from various departments

Municipal Secretary

Distribution of Resolution

Materials

Mgmt.

Workflow for proposal

submission for Individual

Orders

Fleet Mgmt.

Approval from the authority for

Purchase/ Maintenance

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Functional Scope of the Proposed DMS and workflow Module

Functionality Integration

required with

A] File Tracking System

� Scanning & Marking the inward to the respective

department CFC

� Incorporation of separate hierarchy for RTI letter

movements

� Fresh applications

� Appeals

CFC, Web,

KIOSK

� Tracking of the Inward CFC

B] Document Management

� Storing of document (Image & Metadata)

� Support for viewing a large number of file formats

without the need of having the parent application. The

system should support all commonly used file formats

as MSOffice, Acrobat, TIF, JPEG, GIF, BMP, etc.

� Association of the document with Workflow

Management System

� Movement of the document based on selected

parameters

� Provision to edit the document Metadata

� Versioning of the document

� Provision for marking comments

� Archival of data on pre-defined parameters

� Role based access to the documents HRMS

� Final Decision by the Decision Authority

C] Workflow Management System

� Movement of Proposals on various parameters Projects

� Facility to mark the application to pre-defined hierarchy HRMS

� Inbox for officers (listing applications received)

� FIFO principle for taking action on application

� Creation of a Note Sheet for Scanned Documents

� Alerts for delay in action

� Pre-defined scrutiny for citizen applications

� Display of all application data during scrutiny process Accounts

� Check-list for rejection

� Facility to mark the application to other officer

� Facility to mark the application to other department for

their NOC / Comments / Input

Workflow

Module

� Final Decision by the Decision Authority

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3.1.17 Welfare scheme module

Introduction

There are multiple departments that run various welfare schemes for the

benefits of the citizens of the Pune. Currently these schemes are purely

maintained on papers and registers.

The proposed “Welfare schemes module” will benefit each department to

plan, track and update the schemes. Also the module will be capable of

delivering MIS reports for each of the schemes. The information from

other modules will help on decision making for implementation of the

schemes and monitor utilisation of funds earmarked for these schemes.

Functional Scope of the Proposed Welfare Scheme Module

Functionality

Integration

required

with

Master Entry of the different Schemes

a. AIDS awareness

b. Family planning and MCH

c. School health program

d. Janani Suraksha Yojana

e. Jeevan Dayi Yogna

f. RCH programs

g. Self employment slum / Non slum

h. Training schemes

i. Education

Creation of Database of beneficiaries

Resident ID

/ Property

Tax

Recording and accounting of the grants / funds received for

implementation of various schemes Accounts

Preparing of the budgets for the implementation of the schemes Accounts

Allocation of work and fund required for implementation Accounts

Recording and accounting for the expenditure incurred for the

implementation of the project Accounts

Generation of necessary reports needed to monitor the

implementation of the schemes

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3.1.18 Hospital management

Introduction

There are 2 hospital 14 nursing home and 24 dispensaries are run by

corporation. Hospital management is not an easy talk for the corporation.

People not only from the corporation limit comes for the treatment but

also from the near by rural areas.

Corporation has to deliver the best of the service to ensure every

individual come for treatment must gets proper treatment.

General statistics:

Number of Hospital / Nursing Homes

2 General hospital-2

3 Nursing home-14

4 Mother child care- 5

5 Family planning centre- 7

6 ICDS – 2 +5(New)

7 Dispensary- 29

Issues with current functionality and how to address the

same

a] Difficult to manage the roaster of the employees.

[Resolution] Hospital management system will have ability to

manage staff according to OT/ OPD /Ward etc.

b] Patient disease history is never maintained, or its very difficult to

maintained.

[Resolution] Hospital management system will help maintain the

patient details in electronic form. This will enhance the image of PMC

run hospitals in the public.

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To Be Departmental Functionality

Preparation of Discharge Card

Payment of Registration Fees AccountsIntegration

Entry of patient details

Admission of patient to General / special / ICU /

NICU

Allocation of patient to bed in respective ward

Entry of Medicines proposed in discharge card

Issue of medicines from stores

Billing & payment collection at the time of

dischargeAccountsIntegration

Material Mgmt.Integration

Discharge summary at the time of discharge

Functional Scope of the Proposed Hospital management Module

Functionality Integration

required with

A] Registration of Patients & Inquiry

� Preparation of Case Papers

� Payment of Registration Fees Accounts

� Patient Inquiry

� Date for next visit should be automatically generated.

Facility for manual setting of date if patient does not

turn up.

B] OPD / IPD Management

� Doctor Managing the OPD / IPD HRMS

� Consultation / Investigation Detail

� Medicine Proposed

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� Billing Accounts

C] Ward Management

� General / special / ICU / NICU

Accounts,

Departmental

Modules

� Patient Allocation to various Beds

� Daily visit report

� Discharge Summary

� Tender Document Fees

� Billing at the time of Discharge

D] OT Management

� OT Scheduling

� Surgery Details

� Doctor Details HRMS

� Output Details

� Billing Accounts

E] X-Ray & ECG

� Case details

� Records & Data management

� Generation of reports for PNDT & ANC

F] Special Disease (ARV / TB / AIDS)

� Case details

� Location GIS

� Forms

� Auto Reports generation based on predefined time

schedule

G] Lab Management

� Sample Collection details

� Inward details

� Technician details

� Report preparation

� Record management

� Pathology report

� Culture report

� Reports on various types of test conducted

H] Medical Board

� Employee details HRMS

� Inward, Case preparation

� Test reports

� Issuance of certificates

I] Other Details

� Casualty Case Details

� Utilisation Reports for Nurses / Doctors HRMS

� Capture of Patient Feedback

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B] Knowledge Centre

� Patient Information on Web-site Web Portal

� Area wise list of Multi Special Hospitals with contact

numbers

Web Portal

� Area wise list of Ambulance services & Numbers Web Portal

� Area wise list of Crematoriums Web Portal

J] MIS

� Patient Analysis

� Casualty Case Details

� Occupancy reports

� Patient Feedback Analysis

� Generation of Daily/Monthly/Quarterly reports

� Generation of reports required for Governmental bodies

for AIDS control society (MSACS), Vaccination, TB, ARV,

PNDT, ANC care, various diseases, Birth & Death

statistical reports.

� Generation of monthly expenditure for procurement

‘Tasalmat’ reports

Accounts

� Code Numbering for hospitals for easy collection of

reports

� Provision for cumulative reporting for each hospital

� Stock report for each vaccine Material

Mgmt.

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3.1.19 Asset management Department

Introduction

Assets reflect the wealth of the corporation. Based on the nature of

the assets it get appreciated or depreciated. Also for the double entry

accounting system asset register is must. Asset register is required

to prepare the balance sheet.

Issues with current functionality and how to address the

same

a] Currently the assets are maintained at the department level, so

consolidated information is available.

[Resolution] Asset management system will be integrated with the

accounts and Projects, so as soon as a project get completed it got

added into the corporation asset management section.

b] For double entry system asset register is must.

[Resolution] Asset module will be helpful in identifying the assets at

any given point of time for valuation and book keeping.

c] Management of various assets given on Rent / Lease is very

difficult.

[Resolution] Estate management functionality within Asset mgmt.

will take care of this requirement.

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To Be Departmental Functionality

Functional Scope of the Asset management Module

Functionality

Integration

required

with

A] Classification of Assets

� Immovable Assets

o Land GIS

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o Building

o Roads, Footpaths

o Bridges, Culverts, Flyovers, Subways & causeways

o Drains including underground drains

o Water Works Distribution

o Public Lighting System

o Lakes and Ponds

o Capital Work-in Progress

� Movable Assets

o Plant and Machinery – including machinery of Water

Works & Drainage, Road dept. machinery

o Vehicles

o Furniture & Fixtures

o Office Equipments

o Other Equipments

o Live Stock

Vehicle Mngt

System

� Investments Accounts

� Capture Various details for the Assets

o Ownership

o Cost Details (construction / Purchase / Transfer)

o Depriciation Principles

o Other details to arrive at Current Value

� Preparation of Opening Balance for Asset Valuation Accounts

B] Asset Transactions

� Purchase of New Assets

Municipal

Secretary,

Projects,

Accounts

� Acquisition of Land

� Asset Sale

� Investment on Assets (like construction of new floors,

road re-surfacing, etc.)

� Insurance Details

� Insurance Claim Related Information capture Accounts

C] MIS

� Asset Register GIS

� Revenue Report

� Outstanding Register GIS

� Search facility for various information (like search for

name of road) GIS

D] Other Requirements

� Data Porting / Data Entry Suite

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3.1.20 Land and Estate management

Introduction

The basic responsibilities of the Land & Estate Management department of

PMC are

• Land/ asset acquisition

• Estate management : Land/ asset allocation, Tendering of land lease

contracts for specific purposes, Records maintenance, and Contract

management.

Issues with current functionality and how to address the same

a] The Land & Estate Department has already digitised information with

respect to Land & Estate. However, there is no linkage with Accounts

and monitoring of receivables is difficult.

[Resolution] Proposed Estate Management would be linked with GIS and

Accounts and thus allow department / wards to keep tight control on

defaulters.

b] Land acquisition requires collective effort of various departments. In

manual system the entire process takes very long time.

[Resolution] Automation of the Land Acquisition process and it’s

integration with GIS would allow the department to monitor the process

efficiently. Various departments involved will get the required data through

workflow management system.

Functional Scope of the Land and Estate management Module

Functionality

Integration

required

with

A] Land Management

� Proposal for Land Acquisition GIS

� Scrutiny of Land Details

WorkFlow

Mngt.

System

� Valuation of Land

� TDR Process & Possession of Land

� Transfer of Details to Concerned Department (Bhavan for

Construction, Other department for Information) Legal

B] Estate Management

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� Creation of Record in the Estate Register

o Hand-over from other agencies

o Hand-over by Builders

o Construction by Projects Dept.

Projects

� Issuance of Municipal Property on rent / lease

Accounts � Generation of Bills

� Acceptance of Payment

� Renewal of Rent / Lease agreement Legal

� Allotment of House to the employee HRMS

� Maintenance of Property on Contract

� Maintenance Inspection report

C] MIS

� PMC Land Register GIS

� Land Acquisition related reports

� Revenue Reports for Estate on Rent / Lease

� Outstanding Register for Estate on Rent / Lease GIS

� Top Defaulters List

D] Other Requirements

� Data Porting / Data Entry Suite

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3.1.21 Material management Department

Introduction

Inventory management is one of the huge task for any corporation

or other government organisation. Currently the corporation has the

inventory of Vehicle parts, IT infrastructure, projects, and many

more other related unrelated departments.

The main objective of the material management is to keep the record

of the inventory for each type of the item.

Issues with current functionality and how to address the

same

a] Few department maintains their own stock for inventory in stock

register. Its difficult to track the item remaining in stock and

consumed.

[Resolution] Material management will help in tracking the item, its

location, etc...

b] Sometimes purchase is done in excess for materials and go

waste.

[Resolution] Material management will help in generating the

accurate report of the stock in hand and improve utilization of the

same.

c] Centralised monitoring of material procurement by various

departments is not possible. This leads to a lot of wrong

decisions. Also quality audit of materials procured is not

undertaken.

[Resolution] Various industry proven Material management

solutions are available in the market. The best practices inbuilt into

these modules will help remove many of the inherent inefficiencies of

PMC material management.

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To Be Departmental Functionality

Asset Mgmt.

Module

Maintaining

Inventory for

hot mix plants

For Roads dept

Maintaining

Hospital

inventory

Materials Management

Masters for central stores, Hospital stores, street,

water, road.

Rate Contracting or Individual Orders

Indent Processing

Disposal of Dead Stock

MIS List of Vendor-wise / Material-wise orders

MIS List of Material-wise, Department-wise

consumption report

MIS List of Disposal of Dead Stock

Accounts

Module Project

Systems

Hospital

Management

System

Workflow

mgmt. system

Electric :

Street

Lighting

Maintaining

Inventory for

Street light stores

Integration in Asset Register, disposal of dead stock

Workflow for proposal

approval for procurementIndent of material, order & payment to vendor,

Disposal of dead stock

Water

supplyInventory for

Water Labs

Functional Scope of the Material management Module

Functionality

Integration

required

with

A] Masters

� Categorisation of Stores

o Central Stores

o Hospital Stores

o Vaccine stock

o Street Light Department Stores

o Water Supply Dept.

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o Road Dept.

o Other Stores

� Defining Various Items under each category

� Vendor List Accounts

� Price-list for the Rate Contract Items

B] Rate Contracting or Individual Orders

� Tendering Accounts

� Sanction from Standing Committee Municipal

Secretary

� Proposal submission for Individual Orders Workflow

Mngt

System � Purchase Orders

C] Indent Processing

� Facility to each department to indent material Accounts

� Issue of Material by Stores Staff

� Order to vendor by Stores Dept. Accounts

� Material receipt forecast

� Reminder to vendor in case of delay in delivery

� Receipt of Material, Stock Updation, Capture of Sr. No.,

Batch No.

� Capture of Date of Manufacture & Validity Date for Food /

Medical Items

� Maintenance of Reorder level i.e. procurement after

reaching reorder level.

� Payment to Vendor Accounts

D] Disposal of Dead Stock

� Department-wise submission of details

� Tendering by Stores Dept. Portal,

Accounts

� Disposal of Dead Stock Accounts

E] MIS

� List of Vendor-wise / Material-wise orders

� Material-wise, Department-wise consumption report

� Disposal of Dead Stock Accounts

� Status report to department w.r.t. their order

� Comparison of price bids with history prices

� Alerts if the Batch No.s or Sr. No. is not in order

� ABC Analysis

F] Other Requirements

� Data Porting / Data Entry Suite

� Logins to suppliers to update their status

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3.1.22 Residence ID

Various Residents of PMC require different services at different point of

time and have to submit their details again and again. Scrutiny of

these documents also requires time of PMC officers and it also means

time loss for citizens. Creating od database of residents would solve

this problem and would facilitate citizens to avail various services in

hassle free manner. This would also save PMC officers time and allow

them to concentrate on policy matters.

Resident ID would also help PMC to monitor the defaulters in a more

efficient manner. People having more than one property or water or

licenses can be issued common notices for their dues. Various services

or complaints can also be linked to the citizens responsibility towards

PMC dues.

Functional Scope of the Residence ID Module

Functionality Integration

required with

A] Resident ID Generation

o Acceptance of Application + Documents

Workflow /

Document

Mngt System

o Creation of Link with Property (Either owner / Tenant) Property Tax

Module

o Verification of Documents

o Scanning of Documents

o Cross-checking with similar names

Workflow /

Document

Mngt System

o Capture of Thumb Impression

o Capture of Photograph

o Cross checking of the picture with others in

database

� Generation of unique Resident ID

� ID Generation algorithm should be able to cross-check

the validity of ID

� Printing of Smart Card

B] Use of Resident ID in other modules

o Use of Resident ID as the foreign key in all modules

(wherever there is reference of PMC Citizen)

Property Tax / Water /

Licenses / Grievance, etc

o Documents verified for the Resident ID should not be

asked during Service Delivery CFC

o Scope to define different s

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3.1.23 Legal Department

Introduction

The department is mainly involved in giving legal opinion to other PMC

departments as and when requested by the latter. It also handles the

legal cases filed against the PMC departments in court. Depending on the

complexity of the case, advocate is chosen from the in-house panel or is

appointed from outside. The in-house panel of advocates is also renewed

periodically as and when the need arises.

The objective of the department is to provide legal assistance to all the

PMC departments in an efficient and timely manner.

Issues with current functionality and how to address the same

a] The inward & outward register is maintained manually. The process is

very cumbersome as a lot of documents are involved.

[Resolution] An online intra & inter-departmental work-flow process

for the purpose of providing legal opinion as well as handling legal cases

would reduce the need of maintaining the register. A data-entry type

online register could be developed for bulkier documents (which are

difficult to scan) and for documents received/ sent to third party

agencies.

b] Data from other PMC departments is obtained manually by issuing

letters to the latter.

[Resolution] By linking all the departmental modules through the ERP

application, most of the statistical data could be obtained online by the

legal department.

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To Be Departmental Functionality

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Functional Scope of the Proposed Legal Module

Functionality Integration

required with

A] Masters

� Advocates, their fees

� Court Master

B] Case Management

� Registration of new cases, allocate advocate, allocate

PMC officer

HRMS

� Facility to attach various documents related to the case

� Entry of Date of Hearing

� Alerts to officers w.r.t. hearing date

� Entry of hearing details

� Capture of judgment

� Details of payments to the advocates

� Linkage to the departmental data Departmental

Modules

� Linkage to GIS to capture locational reference for cases GIS

C] Legal Opinion on various departmental queries, agreement

formats

Document

Mngt. Module

D] MIS

� Case Pendency reports (Department-wise / advocate-

wise / Officer-wise)

� Reports w.r.t. Cases won / Lost / Appeals made

� Payments to the Legal Advisors

� Repository for various act and provision with search

option

� Integration / Link to maharastra government site for GR

references.

� Repository of all the cases since 1950 by High court and

Supreme Court with search feature.

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3.1.24 Municipal Secretary

Introduction

Municipal Secretary Department is an important interface between

Elective Representatives and the Administration. Various tasks

undertaken by this department are Preparing the agenda and for the

committee meetings, Documenting the decisions taken by the

committees and getting the signatures of various authorities on the

same.

Issues with current functionality and how to address the

same

a] Storing and retrieval of Meeting Agenda or Minutes is a challenge

in manual system.

[Resolution] Entire data with respect to Meeting Agenda or

Minutes of Meeting can be stored on system. Thus retrieval can

be at click of the button. This would also mean less effort of the

Municipal Secretary Department in case of RTI queries.

Functional Scope of the Proposed Municipal Secretary Module

Functionality

Integration

required

with

A] Executive Wing Database

� Database of members of various committee corporators,

mayors etc Web

B] Agenda Preparation

� Preparation of Goshwara by Department & submission to

Municipal Secretary Dept. Projects

� Submission of proposals from various Councellors

� Selection of Type of Meeting (General Body / Standing

Committee / Special committee / Tree Authority

committee / Name committee / Ward Committee / special

committee’s like Women & Child welfare committee, Law

committee & City improvement committee)

� Selection of different Goshwara’s received for a meeting

� Schedule of meetings of various committees

� Generation of Agenda Copy

� Issue of Agenda to Members & Administration after

approval. Work-flow

� Issuance of letters received from the office bearers to

various departments.

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C] Minutes of Meeting

� Capture of Proceedings

� Capture of Attendance of the members

� Printing of Minutes after approval Work-flow

� Printing of Minutes

D] Resolution Preparation

� Preparation of Resolution

� Distribution of Resolution Document

Management

� Publishing of resolutions on Web Portal Web Portal

E] MIS

� List of issues discussed department-wise & committee

wise in a specific time period

� Attendance Details

� Resolution Details

� Data required for the preparation of annual report (Total

number of resolutions passed, meetings held etc)

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3.1.25 Audit Department Module

Introduction

The Audit Department is responsible to audit various expenditure and

check the Accounts of Corporation as per provisions and procedures laid

down. Major functions of the department are:

• Audit of Municipal Fund

• Follow the orders of Standing Committee

• Framing of rules for Auditing

• Control and Check on Accounts of Corporation

Functional Scope of the Proposed Audit Department Module

Functionality Integration

required with

A] Departmental Process

� Pre-Audit of Tenders, Estimates Accounts

� Audit Para Entry Accounts

� Post Audit of the Departments

� Capture of ‘A’ Form & ‘B’ Form

� Inspection of Contractor & Supplier Bills

Accounts � Inspection of Other Bills like Telephone Bills

� Inspection of Advance Adjustment proposals

B] Reports

� Department-wise Budget Provision v/s Expenditure

Report

� Status report on Audit Para

� Various statutory reports to be submitted to Standing

Committee

Accounts

� Exception Reports (w.r.t. deletion of records,

adjustment entries, etc.)s

Accounts,

Other

Modules

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3.2 GIS

Geographic information system (GIS) is being considered a boon for urban

managers and can be used to bring in much needed effectiveness in city

planning and it’s management. Ultimate aim while planning GIS should be

creation of decision support system. Distinct objectives identified for GIS

implementation at PMC are:

� Better monitoring of the recovery of Property, Water & other taxes

� Effective Monitoring of Complaint Management System

� Up-to-date & user friendly maintenance of ULB assets

� Effective tool to Monitor Un-authorised constructions

� Efficient maintenance of Public utilities like Roads, Street Light, Water

Supply Network, Sewerage Network, etc.

Proposed GIS integration with MIS

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Functional Scope for the proposed GIS Project

Functionality Integration

points

A] Software Platform to run GIS Application Software & Satellite Image

Procurement

� For viewing Spatial Data on Intranet (max. 25 users

any point of time)

� For viewing Spatial Data on Internet (max. 25 users

any point of time)

� For editing Spatial Data (max. 05 users any point of

time)

� Procurement of 0.6 mtr resolution image and

creation of base map

B] Creation of various layers of Geo-Spatial Information

� PMC Boundary / Wards / Zones

� Development Plan with reservation areas Town

Planning

� Roads, Footpaths Asset

Management

� Buildings (Pvt., Govt., PMC, etc.) Property Tax

/ Water

� Street Light Network Asset Mngt,

Water � Water Supply Network & Water Tanks

� Storm Water & Drainage Network

� PMC Hospitals, Pvt. Hospitals Asset

Management

� Schools (Pvt. & PMC)

� Utilities (Banks, Pharmacy, Hotels, etc.)

� Dust Bins Asset

Management � Gardens, Playground

� Slums

C] Customised Application Software

� Assistance to Building Permission Dept. during

application scrutiny

AutoDCR

� Rejection of Building Permission Applications if the

area is falling under reservation zone

� Assistance to Water Department during New Water

Connection Scrutiny

o Guidance in selection of Source Line

o Calculation of Length of Connection

o Calculation of Road Digging Charges

Water

� Preparation of reports by fetching data from

departmental modules Property Tax

/ Water /

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o Demand / Collection Register (Property Tax,

Water, Licenses)

o Assessment Register

o Ward-wise / Zone-wise Recovery reports

o Top Defaulters Report

o Buildings not Assessed for Property Tax / Less

Assessed

o New Building Permissions / Completion

Certificates

o New Projects

Licenses /

Projects

� To identify various utilities within PMC area

� PMC Fixed Assets (in different colour codes) Estate

� Buildings on Reservation Area Development

Plan

� Structures built in a particular time period (to be

taken by comparing New Satellite Image with old

one)

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4. Implementation Methodology

4.1 Proposed Solution Architecture

Proposed Software architecture diagram for the e-Governance at PMC is

given below :

As described in the above schematic, the proposed solution will be 3-tier

architecture with web enabled user interface. The Middle tier i.e.

Application Layer will reside between the web enabled user interface top

tier i.e., Presentation Layer and the Database tier/Layer.

The user system interface top tier i.e., Presentation Layer shall perform

user services such as session, text input and display management.

The Middle tier ie. Application Layer shall provide process management

where business logic and rules shall be executed and should

accommodate required number of users by providing functions such as

queuing, application execution, and database staging. The middle tier

shall provide process management services (such as process

development, process enactment, process monitoring, and process

resourcing) that are shared by multiple applications.

The Database tier shall provide database management functionality and is

dedicated to data and file services that can be optimized without using

any proprietary database management system languages. The data

management component ensures that the data is consistent throughout

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the distributed environment through the use of features such as data

locking, consistency, and replication. Connectivity between tiers can be

dynamically changed depending upon the user's request for data and

services.

The three tier architecture is used when an effective distributed

client/server design is needed that provides increased performance,

flexibility, maintainability, reusability, and scalability, while hiding the

complexity of distributed processing from the user.

The diagram below describes the architecture concept of the system in

more details :

Security

The data of PMC is a valuable resource and key component of Technical

Architecture. Information security is very important to maintain Integrity,

Confidentiality & Availability of data.

Data needs to be protected against following threats.

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• Unauthorized access to database or application

• Accidental modifications or deletions

• Confidentiality, Integrity & Availability breeches of data during data

transport & physical storage.

• Disasters

Information security will be implemented using Firewalls by deploying

appropriate security model. IT security policy implementation will have

guidelines for securing our IT assets and shall be binding on all PMC

personnel plus the IT vendors of PMC.

Network

The network infrastructure for deployment of solution will be manageable

using SNMP with support for both 10 and 100 Mbps Ethernet as well as

gigabit and fiber ports. Intelligent switching to be used for segmenting the

network logically to keep the cross traffic to minimum. Routers shall be

used for connectivity between logical network segments and disparate

LAN topologies.

Solution deployment diagram

It is proposed that the e-Governance solution at PMC will have ERP /

COTS ( Commercial Off the Shelf) Modules at the core. These modules will

be integrated with the existing legacy applications, GIS application,

Customized applications & any other applications. The web enabled user

interface which forms the outer core will be accessing the solution. The

web enabled user access will be available at Departments, CFC’s, Ward

Offices, Kiosks, Web Portal & PDA’s etc.

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4.2 Solution Features

Various features proposed in the proposed e-Governance system at PMC

are given below :

Architecture

� Centralized Server Architecture (3-tier architecture with web enabled

user interface)

� The presentation logic should be decoupled from the business

components logic

� Data access layer will be on RDBMS platform. Backend RDBMS to be of

latest version of leading RDBMS (one of the top 2 RDBMS player in

Indian Market)

User Interface

� User should get option to select Marathi or English for User Interface.

All Inputs & Outputs should be in Marathi / English.

� Single Sign-on for accessing all the modules

� Any item of data needs to be entered once and is then should be made

available as often as necessary to all the systems that need to use it

� All modules should be homogeneous with respect to Keyboard use,

screen layout and menu operations with Graphic User Interface (GUI)

support

� GUI Form Administration should support

o Changing fields or tab labels

o Hiding fields or tabs.

o Changing the position or size of field or labels

o Adding restrictions like mandatory or not

o Setting default value in a field

o Changing list of value (LOV) contents

o Capability to setup logic to trap conditions to pop messages in

response to conditions like logical data entry errors, certain

conditions etc. For example State is Maharashtra and Country is

United States

o Ability to provide these configurations down to the user level so

that the screen can be made to have different functionality for a

given user

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� Disparate information can be consolidated from a number of systems

as required to produce reports and carry out ad hoc analysis and

reporting

Access & Data Security

� Role based authentication to various functionalities mentioned in

different modules with encrypted passwords. Rights can be given to

Individual Users or Groups

� Flexibility to define separate Role and Designation to the users. Upon

transfers of officers / employees, applications / letters / complaints

pending with the employee shall remain to the role and new employee

will be able to take action on these applications / letters / complaints.

� User rights to various forms should be either Create New Record or

View existing Record or Edit existing record.

� System should be easy to support & reduce tampering

� Should capture exceptions to detect frauds / mistakes

� An audit trail of changes to data in the system shall be maintained to

identify the users responsible for the modification. There should be a

facility to create reports on audit logs.

� Information Security i.e. Integrity, Confidentiality & Availability of data

to be maintained.

Scalability

� System should be built using Service oriented, Open Architecture

� It should be possible to add more fields to the data input screens for

capturing additional business specific information without having to

write any code (for COTS modules)

� Capability to modify existing forms to suit the requirements without

requiring additional development tools

� The Project will mark beginning towards building Information Base for

tommorow’s hi-tech Pune. It is thus imperative that the Application

Software has the capability to scale up to tommorow’s requirements

like given below :

o Managing the entire Property Life Cycle (Data Collaboration

between various govt. departmental systems right from Land

Records Department, Registration Department, Building Permission

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Department, Property Tax Department, Water Department,

Licenses Department, Electricity Department, etc.).

o Maintaining Information on Citizen Life Cycle (Right from Birth to

Marriage, Health, Education, Driving License, Interactions with

PMC, Death)

General

� The system requires continuous availability (24 * 7)

� System should store and display defaulted values

� The system shall be designed in such a way so as to ensure that the

loss of data is minimized due to network ‘drop outs’

� Automatic refreshing of data at specified time intervals. The

information shall be refreshed from the database and shall not require

user intervention

� System should provide a user driven data archiving capability, with

support for flexible archiving periods and selected tables

� System should have an online help capability, which should be

customizable. Should have a facility for online learning and

collaboration

� All reports should be query based and should have options like

departments, wards, employees, from date, to date, etc.

� PMC Users will access the system using Ethernet LAN / Lease Line / RF

/ Internet

4.3 Implementation Approach

Since MIS and GIS require different kind of expertise, two different

tenders will be floated for the selection of System Integrators (SI) for

these projects. For MIS, focus is given on ERP based solution and it is

expected that SI will suggest the use of COTS Modules to deliver

functionality of most of the modules. Bespoke development for certain

departmental Modules shall be allowed. SI will be also asked to provide

the required Server Hardware and Software.

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4.4 Implementation Schedule

The broad Bar Chart for Project Implementation Schedule is given below:

Project Activities 2008 2009

Months � 9 10 11 12 1 2 3 4 5 6

Selection of System Integrators (for GIS & MIS)

Submission of DPR to SLNA

Approval from SLNA

Submission of DPR to GoI

Approval from GoI

Tender Process

Technical Bid Evaluation

Commercial Bid Evaluation

Acceptance of Tenders by Standing Committee

Project Implementation Phase

Work Order to SI and Resource

Moilisation

SRS and Preparation of To_Be

Document by SI

Customisation of COTS, Bespoke Development, Installation of S/W

Procurement & Installation of Servers, System S/W

Acceptance Testing of the Software

Project Go Live

4.5 Key Challenges / Risks

Key Risks / Challenges and the Mitigation Mechanism planned is given

below :

Challenges / Risks Mitigation Mechanism

Maintaining Time Lines Use of Project Management Tools and

Weekly review at Commissioner level

Sr. Management Buy-in /

Priority by Sr. Management

Change Management to be given

special focus, Weekly review meetings

by Commissioner

Successful and On-time Data

Digitisation

Fixing responsibities at the early stage

of project and close review of the

digitization process

Training & Capacity Building Three level Training :

• Sr. Management

• Departmental Champions

• End User Staff

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4.6 Capacity Building

PMC has already started addressing this aspect by following means :

- Giving Blackberry & Laptop to officers, thus motivating these officers

to become technology savvy

- Giving training to all the administrative staff

- Recruitment of over 100 computer qualified clerical staff.

- Appointment of PwC as Project management Consultant to extend

end-to-end consutancy to PMC for the e-Governance project

4.7 Change Management

Our natural reaction to change, even in the best circumstances, is to

resist. Since use of ICT is going to bring in few changes in basic

functioning of PMC, it is very important to look at this change from

employee perspective. Careful consideration to Change Management can

ease out many teething problems in the implementation of the project.

One of the important element in managing Change Management is to

identify, assess and manage the stakeholders. There are five distinct

stakeholder roles in this project. The same is depicted in the picture below.

It would also be found that some people would have more than one role –

for example, project team members who are responsible for implementing

the change (change agents) may also be at the receiving end of the

changes themselves (change participants).

PwC shall assist PMC in undertaking the Change Management for this

project in a professional manner.

Customer

Influencer

Change

Leader

ChangeAgent

Change Participant

� Must change forbenefits to bedelivered - for

example, users of the changed

solution

� Supports,

influences andsometimesinitiates change

but cannot lead it -key member of asupport function

� Responsible forachieving

change and hasa contract with achange leader -

for exampleprojectmanagers,

trainers.

� Views must beconsidered, doesnot authorise,

oftenparticipates inprojects and

programmes

� Demands andauthoriseschange - e.g..

the Sponsor orline manager

Leadership

DeliveryShaping

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5. Cost Estimates

5.1 Server Infrastructure Costs

Component Unit Cost No. Total

Civil Work & Electrical

Civil & Furniture Work for the Data Centre 20,00,000 - 20,00,000

Electrical & LAN 100,000 - 100,000

UPS (15 KVA with 2 hrs backup) 10,00,000 2 20,00,000

Sub-Total 41,00,000

IT Infrastructure Components

Racks 75,000 2 150,000

Firewall 7,50,000 1 7,50,000

Intrusion Protection System 15,00,000 1 15,00,000

Center Core Switch 400,000 1 400,000

SAN 25,00,000 1 25,00,000

NAS 25,00,000 1 25,00,000

Database Server 20,00,000 2 40,00,000

Application Server for MIS 15,00,000 1 15,00,000

Application Server for GIS 15,00,000 1 15,00,000

Web Server 15,00,000 1 15,00,000

Domain Server 5,00,000 1 5,00,000

Backup Device 1,00,000 1 1,00,000

Backup Media 10,000 5 50,000

PCs 25,000 100 25,00,000

Scanners (with ADF) 12,000 50 6,00,000

Desktop Laser Printers 10,000 50 5,00,000

Router 67,200 1 67,200

Sub-Total 193,97,200

Software (CPU based Licenses)

RDBMS (Production & Backup Server) 18,00,000 4 72,00,000

Application Server (MIS) 9,00,000 2 18,00,000

Network Management System 12,00,000 1 12,00,000

Sub-Total 102,00,000

Total 336,97,200

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• Specifications for Various Hardware & Server Room Infrastructure components are given in Annexure III.

• For Cost Estimation purpose, RDBMS & Application s/w (MIS) cost is considered for Oracle

Products while GIS s/w cost is considered for ESRI Products.

• Disaster Recovery Site is considered to be the State Data Center, which is being setup at New Administrative Building, Mantralaya, Mumbai; and expected to be operational by May

2009.

5.2 MIS

Sr.

No. Components

License /

Development

Cost

Customisation

Cost Total

1

License Cost of the Basic

ERP Modules (Approx.

1000 Licenses)

850,00,000 212,50,000 1062,50,000

2 Hospital Management

System 50,00,000 12,50,000 62,50,000

3 Fleet Management System 60,00,000 2,50,000 62,50,000

4 Bespoke Development &

Implementation 150,00,000 - 150,00,000

Total 1337,50,000

5.3 GIS

Sr.

No. GIS Components

Estimated

Expenditure

1 Enterprise GIS Software for Web Based GIS Implementation 48,00,000

2 Customised GIS Software 30,00,000

3 Latest Satellite Image (0.6 mtr resolution) & Preparation of

Base Map 500,000

4 Physical Survey and Creation of various Layers of Geo-

Spatial Information 200,00,000

Total 283,00,000

5.4 Other Costs

Sr.

No. Details

Estimated

Expenditure

1 e-Governance consultancy for preparation of DPR, Bid Management and Project Management

98,50,500

2 Training (MIS) 10,00,000

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3 Training (GIS) 500,000

4 Data Entry 25,00,000

5 Implementation (MIS) 24,00,000

6 Implementation (MIS) 13,00,000

7 IT Audit Cost 500,000

Total 180,50,500

5.5 Total Capital Cost

Sr.

No. Details

Estimated

Expenditure

1 Server Infrastructure Costs 336,97,200

2 MIS 1337,50,000

3 GIS 283,00,000

4 Other Costs 180,50,500

Total 2137,97,700

5.6 Operational Expenditure (Per Year)

Key Components Amount

Post implementation support for MIS (@ 22% of License Costs) 294,25,000

Post implementation support for GIS (@ 22% of License Costs) 17,16,000

ATS for Database, Application Servers (@ 22% of License Costs) 22,44,000

Maintenance of IT Infrastructure (@ 10% of Capital Costs) 21,39,720

Connectivity Costs for DR Site (2 MBPS Lease Line) 25,180

Total 355,49,900

5.7 Year-wise Break-up of Project Costs

One of the essential factors important for the success of proposed e-

Governance project at PMC is to have a professional approach in

implementation. All the activities need to be planned in holistic manner

with due provision for Operations and Maintenance.

Detail cost break-up for this project over the period of next 5 years is

given in the bar chart below:

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Activities

Years

2008 – 2009

2009 – 2010

2010 – 2011

2011 – 2012

2012 – 2013

2013 – 2015

Server Side Infrastructure

33,697,200

35,549,900 35,549,900 35,549,900 71,099,800 MIS 33,437,500 100,312,500

GIS 7,075,000 21,225,000

Other Costs 4,000,000 14,050,500

Capital Cost + Operational Cost for 5 Years

INR Rs. 39,15,47,200/-

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5.8 Project Financing Structuring

Breakup of the project finance is given in the table below :

Sr. No.

Party Project

Contribution source

% share by govt. entity

Capital Expenditure

Operating Expenditure Total

1st Year 2nd Year 3rd Year 4th Year 5th Year

PMC & Govt. Contribution

1 Central ACA Grant 50 % 105,898,850 17,774,950 17,774,950 - - - 141,448,750

2 State Grant towards its share in project

20 % 42,359,540 7,109,980 7,109,980

-

-

-

56,579,500

3 PMC Own Funds 30% 65,539,310 10,664,970 10,664,970 35,549,900 35,549,900 35,549,900 193,518,950

Total 213,797,700 35,549,900 35,549,900 35,549,900 35,549,900 35,549,900 391,547,200

• Civil & Furniture Work for the Data Centre of Rs.20,00,000/- not considered for Central / State funding as per the guidelines.

• Central / State Funding considered for Capital Cost and recurring cost of 2 years as per the guidelines.

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6. Benefits Envisaged and Assessment Framework

6.1 Benefits envisaged from the project

Citizens

The benefit of the e-Governance solution will be delivered to citizens in the

form of Quick response time, multiple access points/ locations, Web enabled

services, minimum personal visits, Quality of service (QOS), paperless

transactions, transparency, multiple mode of payment & reduction in service

charges.

Get timely services:

E-Governance solution will benefit the citizens with state of the art

information updates relating to the progress of the services requested. The

same can be achieved by means of SMS, Email, Web.

The backend processing of the Corporation will be supported by Workflow

and Document Management System and ERP solution to reduce the service

delivery time to the Citizens.

Correct information:

As the information is available in digitized format in the ERP solution, this will

help the citizen to get the accurate and upto date information available

publicly or by request.

The departments of PMC will be interlinked by ERP solution which will enable

citizen to get true picture of the status / state of the information.

Availability to provide feedback:

The e-Governance solution will be equipped with the Citizen Grievance

Redressal module which will help citizen not only register the complaints but

also to provide the feedback mechanism. This helps both Corporation &

Citizen to work together in more harmonious environment.

Employees:

Operating guidelines:

The departmental processes as well as intra department processes will be

standardized. This will help effective and efficient way of working within the

Corporation and benefit the different levels of employees to work in

collaborative manner.

Appropriate Technology:

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With the help of e-Governance solution & the ERP the data, information will

be available at single location & same information will be available to all users

resulting in seamless information flow. The file movement from one desk to

another desk will be taken care with the help of Document Management

system & Workflow Management system.

Other technologies will be used for effective performance of the corporation

are Mail & Messaging solution, Web portal, SMS solution.

The e-Governance solution is designed as such to support latest equipments

like PDA’s, Mobile phones, GPS, Laptop.

For the City Engineering department, GIS Technology solution is integrated

with the ERP solution for detailed information, availability & support.

Efficient process

E-Governance solution will transform the working of the departmental

processes by undergoing BPR which will reduce the cycle time, eliminate

unwanted processes & enhance the productivity.

Quality Training Mechanism

For the e-Governance implementation program from each department one

technical & one functional have been identified and selected. These resources

are involved throughout the e-Governance exercise. Another initiative for the

effective training of the employees will be, by means of conducting

workshops for each level of employees. For effective e-Governance

implementation a Change Management program is incorporated.

Effective supervision

E-Governance solution will have MIS Reporting mechanism for effective

monitoring of projects, initiatives taken by corporation. MIS reporting will

have detailed analysis of Cost, Time & Resources for the various projects.

Milestone tracking mechanism is also incorporated in e-Governance solution.

The e-Governance will help department champions to focus more on strategy

making, revenue generation and creating new lines of services for Citizens.

Vendors / Contractors

Clear cut and quality service delivery mechanism:

For the benefit of the Vendors and suppliers the e-Governance solution will

be offering them the online publication of the tender information, acceptance

of the bids, notifications/ guidelines, submission of tender, display of the

selected vendors in transparent manner.

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Payment arrangements:

Online tendering mechanism will provide the facility of online payment

through payment gateways and net banking system. Also the suppliers can

raise their bills online and get the payment credited in their account directly

without any hassle or going through difficult processes.

NGO / Other Agencies

Correct updated and reliable information:

The e-Governance solution will have the Web portal which will help NGO’s

and other agencies to get the information about the initiatives/ projects of

the corporation. The Portal will have information like RTI, Citizen Charter,

Budget, etc. The other information related to water lines, Roads, Drainage,

electoral wards, population statistics, tress, Gardens, slums will be available

through GIS and Web Portal.

General Body / Standing Committee / Decision making Authorities:

Key performance indicator based Decision support system

The e-Governance solution will have seamless integration between GIS and

the ERP system. This will help generating informative MIS reports for

effective decision making and future planning. The MIS reports will be

detailed enough to go the minute levels of departmental data which will cover

every aspect of each of the department.

Summary of benefits of the project to various stake-holders given below :

Stakeholders &

Objective Key Measures

Citizens

• Quick response time for a service

• Multiple access points/ locations

• Web enabled services

• Minimum personal visits

• Quality of service (QOS)

• Paperless transactions

• Multiple mode of payment

• Reduction in service charges

Corporation

Employees

• Correct and updated information delivery to the

citizens

• Standardised way of working within department

and across departments

• Encourage paperless working environment

• Reduction in number of desk for work

processing

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• Transparency in working

Policy maker

• Focus on revenue collection improvement

• Strategy design and implementation

• Reducing the cost of delivery of the services

• Devising new source of revenue generation

NGO / PPP

• Updated information about the various projects

• Detail statistics about the cost utilization on

projects

• Help in initiating new projects

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6.2 Assessment Framework

PMC understands that the e-Governance project envisaged in the present

document cannot attain it’s required success level if it is not continuously

assessed and monitored. PMC has thus appointed a reputed industry

consultant (M/s. PricewaterhouseCoopers Pvt. Ltd.) as a Project

Management Consultant.

Scope of work for the Project Management Consultant (PwC)

a) Liaise with PMC authorities and carry out study to identify the ERP

based Solutions requirements at PMC and incorporation of all the

existing modules working in the corporation.

b) The ERP based Solution requirements at PMC to include:

- Finance

- Fixed Assets

- Material Management

- Human Resource

- Employee Self Service

- Complaint Management

- Project Systems

- Fleet Management

- Integration to Systems Legacy

- Plus other modules found to be necessary by the consultant

during study.

c) Provide consultancy to implement “Single Window” Municipal services

to the Citizens of PMC.

d) Follow a single and integrated approach of all the PMC departments.

e) To inspect various branches of PMC, and collecting the data available

with PMC and Various Branches and analyzing the same. And then

prepare the tender document for the ERP based Solution

requirements at PMC.

f) Suggest appropriate specification for ERP based Solution.

g) Preparation of Tender, Tender Bill of Material (BOM) and Commercial

Format, Specifications, Estimated Cost, etc. for the ERP based

Solution at PMC.

h) Preparation of guidelines, qualification criteria, timelines, etc. for ERP

based Solution at PMC.

i) Evaluation of Bids received from 3r4 Party vendors for the ERP based

Solution.

j) Providing Supervision of services procured from successful Vendor for

commissioning of the ERP based Solution at PMC.

k) Providing Project Management Services required during the delivery,

development, installation and commissioning of the ERP based

Solution by the Successful Vendor.

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PMC would also appoint a High Power Committee to continuously monitor

the project and ensure that the end objectives are attained. PwC would be

asked to submit the reports to the High Power Committee, which would

meet every month to take a snapshot of the entire project.

PMC herewith undertakes to try to achieve following objectives

and outcomes specified in the NMMP guidelines:

Stakeholders

and Objectives Key Measures Illustrative Targets

Citizens (Quality of Service)

� Minimising the number of customer visits

� Reducing the time required to request the service

� Reducing the time required

to deliver a service

� Reducing the fees and charges associated with a service

� Reducing the time spent by the customer to follow-up

and track the progress of the requested service

� Six monthly independent citizen survey / feedback for a period of five years from the time of go-live with 95% satisfaction level with respect to

meeting the specified service levels

� 95% resolution of grievances received through the Grievance Redressal Model within

the defined service level

Municipalities (Process efficiency and effectiveness)

� Enhancing existing revenues

� Setting up new revenue streams

� Reducing cost of processing

transactions

� Delivering intangible benefits (Boosting image of PMC as a service oriented organization)

� Growth in own revenues by atleast 25% on year to year basis for first three years

� Banning of manual

records

� Accrual based accounting system

Service providers / suppliers

(Monitoring &

Evaluation of Quality of Service)

� Service Level Agreements (Internal & External)

� Deployment of a system for meeting the requirements contained

in the Right to Information Act

Funding agencies / PPP players (Economy)

� Sustainability and Government investment optimisation through PPP models

� Return on Investment (ROI)

� Cost Benefits

� Revenue surplus

Programme Office (Progress tracking)

� %age of customers of each type using e-Governance services

� %age of unicipal services transformed into e-Governance

� %age of municipal service information published over

� Over 75% ciizens using alternate channels for accessing services of PMC

� Over 75% citizens facing services delivered using ICT

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e-Governance

� %age of transactions of each service executed electronically

PMC also herewith undertakes to try and achieve following service

levels specified in the NMMP guidelines :

Key Objectives Key Goals

Financial

Sustainability

� Revenue enhancement to achieve growth in revenues by

atleast 25% on a year to year basis for first three years

� Use of PPP to make the project cost effective

Enhanced Transparency and

Accountability

� Effective citizen redressal system with atleast 80% resolution of grievances within the defined service levels

� Deployment of system for meeting the requirements contained in the Right to Information Act

� Banning of manual records

Process Reform � Online financial and management information system

through implementation of Accrual based double entry accounting system

� Implementation of standards and guidelines suggested in the design document through necessary policy decisions by the General Body

Clearly Defines Citizen Service

Levels

� Web Portal for PMC, linked to all other modules and updated dynamically

� Availability of forms, citizen charters, etc.

� Online submission of forms with immediate acknowledgement

� Online Birth and Death Registration (individuals / hospitals) in less than 15 minutes

� Online Calculation and payment of property tax in less

than 15 minutes

� Online Payment of utility bills (water bills) in less than 15 minutes

� Building approvals in time bound manner (Residential in less than 7 days; Commercial and others in less than 15

days)

� Issue of Licenses in less than 5 days; renewal in less than 30 minutes

� Finalisation of Accounts through accrual based double entry accounting system in less than 3 months

� Transparency in Development projects (information to

public within 1 day of project approval, physical and financial progress with 5 days, request for public comments for 7 days after project completion)

� E-Procurement

� Transparent and Accountable Grievance handling (Immediate Acknowledgement through service points or

online, online monitoring)

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Annexure I : Business Process Re-engineering being undertaken at PMC as a part of the project

Department /

Module BPRs Proposed

Citizen

Facilitation

Module

� Standard Formats for Application

� Standard Formats for Outputs

� FIFO for application scrutiny

� Reduction table / administrative movements which don’t

add value to the scrutiny

� Generation of Rejection Note in case of incomplete

application or negative scrutiny by the department

� Various services which are data based (and don’t require

departmental scrutiny) can be delivered directly at CFC

across the counter (eg. Duplicate Bills, No Dues

Certificates, etc.)

Property Tax

� Services like Duplicate Bill, Extract of Property, No Dues

Certificate to be given across the counter

� Printing of Single Bill / Demand Notice

� Alerts to be generated after Building Permission /

Completion Certificate. Use of Building data from Building

Permission database.

Accounts

� Budget Provision verification for Project Approval or

Payment to be handled by System. File need not go to

Accounts Dept. for budget verification.

� System will check he budget provision for account head

and prompt if there are not enough funds. System will

not allow Payment Sanction if budget provision not

available.

� Budget re-appropriation to be handled through the

system

� Standardized format for Payment Receipt

� Implementation of Accrual Based Double Entry System.

� System will have statutory compliance with respect to

Deductions & Returns

Water

Connections

� Services like Duplicate Bill, No Dues Certificate, etc. to be

given across the counter

� Link with Property Tax for ensuring payment of Property

Tax. Citizen need not separately submit NOC from

Property Tax Dept.

� System to calculate size of Water Connection based on

various parameters like pressure in source line, length of

water connection, no. of families, etc.

� Road Digging Charges to be taken from the GIS system.

This will ensure that Road Department’s time is not

wasted in scrutinizing the application.

Food License � Linkage of Licenses with Property Tax record. Citizen

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need not separately submit NOC from Property Tax Dept.

� Services like Duplicate License, Renewal, No Dues

Certificate, etc. to be given across the counter

Web Portal

� Online Services (which are data based, and don’t require

departmental scrutiny) can be delivered directly at CFC

across the counter (eg. Duplicate Bills, No Dues

Certificates, etc.)

Building

Permission

� NOC’s from different departments not to be taken if the

required data is available in database

Grievance

Redressal

System

� Marking of the complaint to the action taking personnel

(i.e. Junior Engineer / Sanitary Inspector, etc.)

� Automatic Escalation of Complaints

Hospital

Management

System

� Display of Patient Information through Web Portal

� Use of Patient history

Municipal

Secretary

Module

� Publishing of resolution through Web Portal

Human

Resource

Management

� Centralised Payroll generation

Others

� Common Work-flow Management System for

departmental file movement

� SMS alert to citizen upon complaint Redressal or Service

Completion

� Printing of Single Receipt (No copy to be kept at PMC

since the data is available in system)

� Use of Scanned signature of the sanctioning authority to

generate LoIs, Work Orders, etc.

� Linking of Dues of Property Tax / Water / License for

service delivery

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All documents attached ?

Departmental Scrutiny reqd?

Application require any other

document ?

Flow-chart for the Citizen Interactions to be standardized in following manner:

Citizen walks in the Citizen Service Center

Generate the Rejection Note and hand over to

citizen

Generate Necessary output (Duplicate Bill / LOI / Work Order / Certificate / License

Copy) and hand over to citizen

Fills up the application in a standardized application format & gives to the counter

Accept payment (if required), Give Token Slip to Citizen

Pre-defined work flow from one officer to another (Creation of role based organizational tree is required

for this purpose)

Objective, pre-defined scrutiny of the application

If the application requires scrutiny from different departments, system should be able to handle it internally, without citizen required to visit these

departments

System Generated output based on the scrutiny decision (possibly with scanned signature of the

decision authority)

No

No

No

Yes

Yes

Yes

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Annexure II : Analysis of Existing Modules at PMC

PMC has undertaken various initiatives in last few years. Some of the initiatives

have been quite successful within the limited scope of the department. PwC

analysed these applications technically and functionally to see to it that the good

initiatives stay and get integrated with the proposed holistic e-Governance solution.

The parameters for assessment of each of the existing modules for their viability to

continue in parallel existence are given below:

Generic Parameters for all Modules

Area Parameters Maximum

Score

Technical

The complete backend process has been automated 5

The Software Module and the Website/Web Portal are

integrated 5

An RDBMS is used at the backend 5

A 3-Tier Architecture is used for designing the Software

module 5

The Database Design (Normalized Data Model) allows

generation of standard and necessary reports 5

The module has been linked with the Accounts Module 5

The Software module is interlinked with the other

modules like property assessment / license / water etc. 5

The Software module has been designed keeping in

mind interoperability options, so that it can be linked

easily to future applications like ERP, GIS, Data Mining

Capabilities

4

Master Data of the Software Module is available in

digitized (in Unicode) form 4

Data Search and Retrieval facility is available 2

TOTAL 45

Functional

The inputs and outputs have been standardized across

all applications concerning the Software module 8

All the process functionalities are captured by the

software module, and there is no manual dataflow 8

Functionality or Process changes can be captured with

minimal changes in software module 5

Scrutiny of all applications concerning the Software

module can be performed in an objective manner 5

New departmental services can be added with

incremental efforts 4

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TOTAL 30

Citizen

Centricity

All services are delivered through a Single Window

System 20

Citizens can track module related services on web 5

TOTAL 25

The score obtained by each of the modules by assessing through the table above

shall be called Score 1 (or SCR1)

Module Specific (Non-Generic) Parameters

Birth and Death

Area Parameters Maximum

Score

Processes

Bill generation for Birth/Death certificate charges 10

Receipt generation against payment collected 10

Printing of Certificates 10

TOTAL 30

Citizen

Services

Registration of Birth 10

Registration of Death 10

Registrations of Still Birth 10

Registration of Adoption of Child 10

Correction of details in birth registration 5

Correction of details in death registration 5

Issuing Birth Certificate 5

Issuing Death Certificate 5

Issuing Cremation Certificate 5

Informing non-availability of Birth/Death certificates 5

TOTAL 70

Water Department

Area Parameters Maximum

Score

Processes

Application Entry 10

Issuance of Letter of Intimation 10

Issuance of Work Order/Rejection Letter 10

Bill generation 10

Payment Collection 10

TOTAL 50

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Citizen

Services

New Water connection approval 15

Closing of connection (Disconnection) 10

Reconnection 10

Change of Ownership 10

Issuance of License for Plumber 5

TOTAL 50

Property Tax

Area Parameters Maximum

Score

Processes Application entry 8

Issuance of Special Notice 8

Bill Generation 7

Payment Collection 7

Adjustments 6

Property Enhancements / Changes 6

Issuance of Demand Notice 5

Issuance of Warrant Notice 5

Issuance of Warrant Execution Letter 4

Objection entry against Special Notice

Total

Citizen

Services

Property Tax Assessment Certificate 10

Extract of Property 8

Permission for Property transfer through heredity 6

Permission for Property transfer through other modes 6

No due certificate for arrears of Property 6

Issuance of duplicate tax bills 4

TOTAL 40

Building Permission

Area Parameters Maximum

Score

Processes

Application acceptance and issue token 10

Scrutiny of application 10

DC Rule Verification 20

Printing of Permissions 10

TOTAL 50

Citizen

Services

Layout Approval 10

New Building Permission 10

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Revised Building Permission 10

Plinth Completion Certificate 10

Building Completion Certificate 10

TOTAL 50

Accounts

Area Parameters Maximum

Score

Processes

Build chart of accounts 10

Cash Book maintenance 10

Bank reconciliation 10

Enter bank balances 8

Grouping of account heads 8

Receipts entry 6

Deposit slips 6

Deposits 6

Grants 6

Bills and payment vouchers 6

Liability booking 6

Loans 6

Advances 6

TDS 6

TOTAL 100

The accounts module lacks citizen services parameter as it has minimal or no direct

interaction with the citizens.

Licenses (Market / Food)

Area Parameters Maximum

Score

Processes

Application entry 10

Site inspection (details updation) 7

Nomination 7

Hearing 6

TOTAL 30

Citizen

Services

Providing new license 10

Renewal of licenses 10

Permission of license transfer under nomination 7

Permission of license transfer under selling of business,

partnership and by other means

7

Change in name of business / profession 7

Change of business / profession 7

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Addition / deletion of partners 7

Increase / reduction in lines of business 7

Cancellation of license 4

Issuance of duplicate copy of license 4

TOTAL 70

Works Management System

Area Parameters Maximum

Score

Processes

Budget Provision Validation 5

Block Estimation

� Identification of different items, defining units 5

� Selection of DSR / ESR / WSR rates 5

� Preparation of Measurement Sheet, Abstract Sheet,

Rate Analysis, etc.

10

� Defining various Milestones 5

Technical Sanction through workflow 10

Administrative Sanction through workflow 10

Tendering

� Generation of Tender Notice & Document 2

� Uploading of the Documents on Web Portal 2

� Capture of details of Tender Sale 2

� Technical Bid Evaluation 2

� Commercial Bid Evaluation 2

Project Execution

� Maintenance of Measurement Book 10

� RA Bill 10

� Billing for Extra Items 5

Completion Certificate 5

Various MIS Reports 10

TOTAL 100

Web Portal

Area Parameters Maximum

Score

Processes

Define grievance types and subtypes 10

Define citizen charter 10

Action taken reports by concerned officers 10

Define workflow with durations 10

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Changes in workflow possible with ease 10

Grouping of grievances 10

Automatic escalation of complaints 10

TOTAL 70

Citizen

Services

Lodging of grievances through CFC & Web 15

Status enquiry of the grievance lodged through CFC &

Web

15

TOTAL 30

The score obtained by each of the modules after assessing through the table above

that is specific for that particular module shall be called Score 2 (or SCR2)

The overall score of a module that has been assessed through the generic

parameters and the module specific parameters would be the sum of 60% of the

generic parameter assessment score (SCR1) and 40% of the non-generic (module

specific) parameter assessment score (SCR2). Thus the overall score would be:

Overall Score = 60% of SCR1 + 40% of SCR2

PMC’s Consultant recommended that the module be retained if the Overall Score is

atleast 70. Even for the qualified modules, PwC would identify areas of

improvement and customization areas for integrating these modules with the

proposed e-Governance solution at PMC.

Score of various existing e-Governance solutions at PMC are given below:

Sr. No. Modules Over all Score

1 AutoDCR 81.6

2 Octroi 70

3 WMS 68

4 Licenses 64.2

5 Tender Cell 45.2

6 Accounts 45.4

7 Property tax 41.8

8 Birth & Death 42

9 Water Department 22

10 Web Portal 20.4

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Annexure III : Specifications for IT Infrastructure Components

A] Racks : For housing of all the Server Components

• 40” 42U racks , to be mounted on the floor with proper floor mounting kits.

• The racks should conform to EIA-310 Standard for Cabinets, Racks, Panels

and Associated Equipment and accommodate industry standard 19” rack

mount equipment.

• Front and Back doors should be perforated with atleast 63% or higher

perforations.

• All racks should be OEM racks with Adjustable mounting depth, Multi-

operator component compatibility, Numbered U positions, Powder coat paint

finish and Protective grounding provisions.

• All racks should have dual power strips, and redundant cooling fan sets.

• All racks must be lockable on all sides with unique key for each rack.

• All racks should have Two Modular Power Distribution Units for a minimum off

10 number of devices, Mounting Hardware 2 Packs, Blanking Panel.

• Racks should also have a provision for cable entry from the top.

• Server Racks should have the following things in addition to the above

mentioned hardware

o Rack mount Keyboard and Monitor

o PS/2 Interface adapter

o USB Interface adapter

o Serial Interface adapter with power supply

• The racks must have steel (solid / grill / mesh) front / rear doors and side

panels. Racks should NOT have glass doors / panels.

• Both the front and rear doors should be designed with quick release hinges

allowing for quick and easy detachment without the use of tools.

• Racks should have Rear Cable Management channels, Roof and base cable

access

• Racks should be compatible with floor-throw as well as top-throw data centre

cooling systems.

• KVM Switch should be IP based and 1 KVM switch per cluster of racks is

required

• Bidder shall only quote for rack & PDU from brands of APC, IBM, Dell and HP.

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Physical Specifications

• Enclosure dimensions, rack mounting compatibility and weight load ratings:

Internal

Height

EIA-310 External

Height

External

Width

External

Depth

Static

Rating

Dynamic

Rating

42U 19” 1991mm

(78.40”)

600mm

(23.62”)

1070mm

(42.13”)

1364kg

(3000lbs)

1023kg

(2250lbs)

B] Center Core Switch

• Hardware Architecture (Rack mountable)

o Redundant Supervisor / Switching / Routing engine. The switching &

routing performance claimed on the chassis should not degrade with

failure of any one of the switching/routing engine modules. Redundancy

should be on supervisor on different switching fabric.

o Internal Redundant Power Supply

o Power supply 230 Volt 50Hz input

o Modular Chassis

• Interfaces / Slots

o Minimum 8 Slots

o 4 x 48 Ports GE (10/100/1000Mbps) and upgradeable

o 1 x 24 Ports Gig Fibre

• Performance

o High back plane speed 600 GBPS or more

o Forwarding rate should be 200- 300 Mpps (non-blocking)

• L2 Features

o IEEE 802.1Q VLAN encapsulation

o 802.1s

o 802.1w

o IGMP snooping v1 and v2

• IP Routing Protocols

o Static Routing

o OSPF

o RIP

o HSRP /VRRP

o IPv6 support

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• Security

o Standard and extended ACL’s on all ports

o AAA and RADIUS authentication

• Manageability & Up gradation

o Console port for administration & management

o Support SNMP v1, v2

o Support management using CLI, GUI using Web interface

o Support FTP/TFTP for upgrading the operating System

• Standards

o IEEE 802.1x support

o IEEE 802.3x full duplex on 10BASE-T and 100BASE-TX ports

o IEEE 802.1D Spanning-Tree Protocol

o IEEE 802.1p class-of-service (CoS) prioritization

o IEEE 802.1Q VLAN

o IEEE 802.3 10BASE-T specification

o IEEE 802.3u 100BASE-TX specification

C] Firewall

• Physical attributes

o Should be mountable on 19” Rack

o Modular Chassis

• Interfaces

o 4 x GE

o Console Port : 1 number

• Performance and Availability

o Encrypted throughput: minimum throughput of 1.5 Gbps

o Concurrent connections: up to 10,000 numbers

o Simultaneous VPN tunnels: up to 10,000 numbers

• Protocols

o TCP/IP, PPTP

o RTP

o IPSec, GRE, DES/3DES/AES

o PPPoE, EAP-TLS, RTP

o FTP, HTTP, HTTPS

o SNMP, SMTP

o DHCP, DNS

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o support for IPv6

• Other support

o 802.1Q, NAT, PAT, IP Multicast support, Remote Access VPN, Time

based Access control lists, URL Filtering, support VLAN, Layer 2 Firewall,

Virtual Firewall, Radius/ TACACS

• Management

o Console, Telnet, SSHv2, Browser based configuration

o SNMPv1, SNMPv2, SNMP v3

D] Intrusion Protection System (IPS)

• Features

o Layer 7 Throughput of 1 Gigabit or more

o Minimum 4 Numbers of Gigabit segments support. Option for future

expansion to add 2 more Gigabit segments should be provided.

o Should support fail-open to four Gigabit segments in case of hw/sw

failure

o Should protect against DoS/ DDoS / SYN-flood/ TCP-flood /UDP-flood

o Capable of applying the security policies based on VLAN ID,

Source/Destination subnets

o Should protect against SSL based attacks by integrating with external

high capacity SSL accelerators.

o Should support peer to peer traffic detection & blocking and rate

shaping for P2P traffic.

o Should support bandwidth management and QOS provisioning

o Should protect against XML based crafted messages

• Action on detection

o Block attacks in real time, Drop Attack Packets, Packet Logging

o Reset Connections, Action per Attack

o Support for detailed intrusion alarms

• Stateful Operation

o TCP Reassembly

o IP Defragment

o Bi-directional Inspection

o Forensic Data Collection

o Access Lists

• Signature Detection

o Vendors Signature Database – min. 1500 signatures

o Device should have capability to add User Defined Signatures

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o Should support Automatic signature synchronization from OEM database

server on web

• Extensive protocol monitoring: should support monitoring of protocols such

as TCP/IP, ICMP, FTP, UDP, SMTP, HTTP, SNMP, DNS, RPC, NetBios, Telnet

etc

• Should also have the ability to monitor 802.1 (trunked) traffic.

• Alerting SNMP, SMTP support

o Log File, Syslog support

• Management

o Console, SSH, Telnet, HTTPS, HTTP, SNMP v1, v2, v3

E] Database Server

• 2 X 64 bit RISC / EPIC processors with 1.4 GHz or above Processor should

be latest series/generation for the server model being quoted

• Support for either of 64bit LINUX / UNIX / Windows Operating System, with

cluster support

• Cache to be min 4MB per processor/ on chip

• Minimum 4 GB ECC Fully Buffered DDR2/SDRAM Memory to be offered per

processor/ core

• 4 x 140 GB(or higher) SAS/Ultra III SCSI hot plug drives (15k rpm)

• 4 Ethernet Ports of 10/100/1000 Mbps

• Fiber Channel adapters/ports 2 x 4GBps

• PCI cards and slots should support hot-plug feature

• All cards should be on 64 bit PCI-X/PCI-e slots.

• 1 DVD Drive;

• 1 DAT Drive (36/72GB)

• Dual Redundant Power Supply;

• Provision for remote Management

• RAID Controller supporting RAID 0, 1, 5

F] Application / Web Server (Blade Servers)

• 7U to 12U Rack-mountable

• Hot Swappable, redundant power supply

• Blade Specifications:

o Blade can be half/full height

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o 2 Quadcore 2.3 Ghz/ 2 Dual core @ 3GHz with 4 MB shared L2 cache,

1333 MHz FSB

or

o 2 Dual Core RISC/1 Quad Core RISC/EPIC CPU @ 1.2 Ghz or more

o 4 GB DDR2 RAM with 2 No’s free slots for future expandable capability.

o Memory upgradeable to atleast 16 GB or higher per blade.

o The Blade should have redundant 1 Gbps Fiber Channel HBA

o 2 X (1000BASE-T) Tx Gigabit LAN ports support on blade server

o 4 X 144GB HDD hot plug system disk with mirroring using integrated

RAID 0,1,5 on internal disks

o VGA/Graphics port

o Support for either of 64bit LINUX / UNIX / Windows Operating System,

with cluster support

G] Domain Server

• Minimum 2x Quad core processor with 2.1Ghz or above with 1066Mhz FSB

expandable to four physical processor with 2MB l2 cache per processor

• Minimum Memory: 4 GB, Scalability to 16 GB

• HDD 4x146GB 2.5" 10K RPM HDD or More

• Redundant Power Supply

• 2 x 10/100/1000 Mbps Ethernet Ports

• RAID Controller with RAID 0/1/5 with 256 MB cache and does not occupy any

PCI slot

• 16x DVD ROM

• Server components should be UL, FCC, IEC,EN and ROHS complied.

• Rack Mountable - 4 U maximum

• Windows 2008 OS (Standard Edition)

H] SAN

SAN SWITCH

• Minimum 8 Active ports (each with minimum port speed 4Gb) scalable to 16

ports within same switch

• All cable and accessories for connecting Servers /Devices to SAN

• Should have capability of ISL trunking.

• Should have optical transceivers for short wave and long wave

• Should have dual Fans and Hot plug power supplies

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• Should have web based management software for administration and

configuration

• Should support zoning configuration

• All other necessary fibre cables and racking accessory should be supplied

SAN Storage

• Dual active-active storage Controllers and SAN raid array and accommodate

at least 10 or more FC hard disks in an end-to-end 4 Gbps architecture.

• The storage array should support industry-leading Operating System

platforms and clustering including : Windows Server 2003 (enterprise

Edition), Sun Solaris, HP-UX, IBM-AIX, LINUX/ UNIX etc.

• The storage array shall be configured with atleast 4 GB cache of total cache

mirrored across with dedicated interface / paths communication between two

storage controllers .

• All the necessary software to configure and manage the storage space, RAID

configuration, logical drives allocation, virtualization, snapshots (including

snapclones and snap mirrors) for configured capacity etc.

• Redundant and hot swappable power supplies, batteries and cooling fans and

data path and storage controller.

• Load balancing must be controlled by system management software tools

• Multi-path & Load balancing software for all SAN connected servers shall be

provided.

• The storage array must have complete cache protection mechanism either by

de-staging data to disk or providing complete cache data protection with

battery backup for upto 72 hours or more.

• The offered system should be pre-configured with at least 1 TB of useable

Storage Capacity. The Storage should have at least 4 Gbps port bandwidth

for the connectivity to servers and at least 4 Gbps port bandwidth

(aggregated) for disk connectivity.

• Storage should support hardware based RAID with all the RAID levels( 0, 1 ,

5)

• The storage array must have capability to do array/Controller based remote

replication.

• The system array should support synchronous and asynchronous replication.

• Storage should be scalable upto atleast 4 TB.

I] NAS

• Rack Ready, minimum 2.60GHz CPU

• Minimum 4GB Memory

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• 4*10/100/1000 Ethernet Ports,

• Storage space of minimum 1 TB, scalable upto atleast 4 TB

• Storage should support hardware based RAID with all the RAID levels( 0, 1 ,

5)

• Redundant and hot swappable power supplies, and cooling fans and data

path and storage controller.

J] UPS

• Input Standard Voltage, 380 /400 / 415 V 3 Phase, 3 or 4 wire, +10 %, -

15%

• Input Frequency, 50 Hz, +5% or -5%

• Output Steady State Voltage, 380 / 400 / 415 V +1% or -1%

• Output Frequency, 50 Hz, +0.25Hz to 0.5Hz

• Output Transient Voltage Stability, < 5% or –5% for a load change from 0%

to 100%

• Overload – 125% for 10 minutes and 150% for 60 seconds

• Efficiency at full rated load, Not less than 90%

• Total Harmonic Content – With Linear Load < 2% for 100 % linear load and

with 3:1 Crest factor load < 5%

• Input Harmonic Filter (for <10% Input current distortion)

• DC ripple (with & without Battery connected) < 1%

• Built In power factor correction

• Automatic shutdown of component for longer power outages

• Monitoring and logging the status of the power supply

• Displaying the voltage/current draw of the component

• Automatic restarting of component following a power outage

• Displaying the current voltage on the line

• Providing alarms on some error connections

• Providing protection against short circuits

• Operating Temperature range - 0 to 40 Celsius, Maximum 50 Celsius for not

more than 8 hrs

• Design compliance with IEC and ISO

• Software that must be installed and integrated suitable operating system

• Supplies True Online UPS Power

• Non-Linear load compatible

• Capability to handle high Crest Factor load

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• Ventilation- Air cooling with Integral Fans

• Built in Reliability & High Efficiency

• Low Audible Noise

• Compact Footprint

• Front Access for easy Maintenance

• The power factor of the UPS system shall be at 0.9 at all load conditions

• Input Current Harmonics < 10%

• The battery circuit breaker MCCB shall have O/L and U/V protection.

• PDU with isolation transformer shall be used for power distribution inside the

data center if the UPS location is more than 30 metres from the Data center.

• The UPS shall have built in isolation transformer for re-referencing and to

limit neutral- ground voltage to 1.50 volts as stipulated by server

manufactures.

• Battery Backup of 120 minutes (with SMF Batteries)