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Functional Specifications for Building Plan Approval by the City Authority
Citation preview
Mussoorie and Dehradun Development Authority (MDDA)
1
Functional Requirement
Specifications
of
Online Map Approval System
Mussoorie and Dehradun Development Authority (MDDA)
2
Table of Contents
1. Introduction............................................................................................................4
1.1. About Mussoorie and Dehradun Development Authority .............................4
1.2. Objectives ......................................................................................................5
2. As-Is (Current System) ..........................................................................................6
2.1. Procurement & filling of Application Form by Citizen.................................6
2.2. Preliminary Check of the Map (by Draughtsman and Lekhpal)....................7
2.3. Submission of Fees by Citizen.......................................................................8
2.4. Map Evaluation (by JE) .................................................................................9
2.5. Map Approval (by AE/Town Planner/VC/Board) .........................................9
2.6. Payment of Development Charges & delivery of approved map ................13
2.7. Closing of Case ............................................................................................14
2.8. Input-Output system.....................................................................................15
2.9. Problems ......................................................................................................16
3. To – Be (Proposed System) .................................................................................18
3.1. Online Interface for Map Approval .............................................................18
3.1.1. Architect Registration ..............................................................................18
3.1.2. Citizen Registration .................................................................................19
3.1.3. Submission of Application Form by Citizen ...........................................19
3.1.4. Submission of Fees by Citizen.................................................................21
3.1.5. Preliminary Check of the Map (by Draughtsman and Lekhpal)..............22
3.1.6. Map Evaluation (by JE) ...........................................................................23
3.1.7. Map Approval (by AE/Town Planner/VC/Board) ...................................24
3.1.8. Payment of Development Charges by Citizen .........................................28
3.1.9. Delivery of Approved Map......................................................................29
3.1.10. Closing of Case ........................................................................................30
3.2. CRUD Matrix...............................................................................................30
3.3. Other Interfaces............................................................................................30
3.3.1. Submission of modified map or any other required document or answer to
queries 30
3.3.2. Re-opening of Case..................................................................................31
3.3.3. User Management & Access Control ......................................................31
3.3.4. MIS Reports .............................................................................................31
3.4. Additional Features of the System...............................................................32
3.5. Map Evaluation Software (Phase – II).........................................................32
3.6. Capacity Building Requirements .................................................................33
3.7. Change Management Requirements ............................................................33
4. Required Software Components ..........................................................................34
4.1. Software Components & their functionalities..............................................34
4.2. High Level View of the System...................................................................35
4.3. Benefits ........................................................................................................35
5. Functional Requirements: Phase - I .....................................................................36
5.1. Online availability of map application kit ...................................................36
5.2. Registration of architect/draughtsman .........................................................36
5.3. Registration of citizen ..................................................................................37
5.4. Submission of Application form by the citizen ...........................................37
Mussoorie and Dehradun Development Authority (MDDA)
3
5.5. Payment of Processing Charges...................................................................38
5.6. Status of the application for citizen and architect ........................................38
5.7. Separate logins & Dashboards for MDDA officers .....................................39
5.8. Delivery of approved map ...........................................................................40
5.9. Archiving of old maps .................................................................................41
5.10. Online Interface to the citizen for map enquiry .......................................41
Functional Requirements: Phase - II............................................................................42
5.11. Evaluation of map as per byelaws ...........................................................42
5.12. Availability of map evaluation software to architects .............................42
6. General Functional Requirements........................................................................44
6.1. Information Dissemination ..........................................................................44
6.2. Application Form Availability.....................................................................44
6.3. Approval and Rejection ...............................................................................45
6.4. Movement of file, delivery of map & digital signatures..............................46
6.5. MIS ..............................................................................................................46
6.6. Others ...........................................................................................................47
7. Annexure..............................................................................................................48
7.1. Citizen’s page 1: ..........................................................................................48
7.2. Citizen’s page 2: ..........................................................................................49
7.3. Architect’s Page: ..........................................................................................50
7.4. Clerk, Draughtsman & Lekhakar Page ........................................................51
7.5. JE Page (Visit Report) .................................................................................52
7.6. JE Remarks, Objections & Calculations Page .............................................53
7.7. JE Calculation Page .....................................................................................54
7.8. Approval Page..............................................................................................55
7.9. Other attachments of application form ........................................................56
7.10. Different Letters being used by MDDA ..................................................93
7.11. Different Reports being used by MDDA...............................................101
Mussoorie and Dehradun Development Authority (MDDA)
4
1. Introduction
1.1. About Mussoorie and Dehradun Development Authority
The Mussoorie & Dehradun Development Authority (MDDA) of Uttarakhand was
established in 1984 with the objective of planning and development of the city. It
offers a number of services to the citizens, the approval of maps being the most
important of them from citizen point of view.
In the existing scenario, a citizen has to visit the office in Dehradun to avail the
services provided by the MDDA. By developing the online application the map
approval process can be simplified and citizens can apply for map approval through
online portal conveniently while sitting at their home. The online map approval
application will lead to better efficiency, transparency and citizen satisfaction.
The purpose of this project is to re-engineer the existing processes for achieving the
following objectives:
1. Reducing the human interaction at various stages of the approval.
2. Reducing turnaround time for delivery of the services, while ensuring that the
necessary process controls are not compromised
3. Reducing time, cost and resources
4. Providing convenience to citizens and increasing the satisfaction levels of all
stakeholders
The report provides a path for implementing the reengineering recommendations in a
phased manner to have a smooth transition of the department from the current state to
the future state by adopting technological initiatives and amending the governing Acts
wherever applicable.
Also, the adoption of Information Technology in the functioning of the processes will
enable the process owners to embed controls in the system, to contain malpractices,
increase citizen satisfaction, reduce discretion and enhance the brand image, increase
productivity and revenue for the Authority.
Mussoorie and Dehradun Development Authority (MDDA)
5
1.2. Objectives
The objective of the Online Map approval system is to provide the online interaction
between the citizen and MDDA for the approval of any kind of building map
(residential as well as commercial). It will provide the following:
a. Submission of building map online by the citizen
b. Online payment of map processing charges to MDDA.
c. Automatic checks & verifications of the map as per the byelaws.
d. Online delivery of approved map to the citizen.
Mussoorie and Dehradun Development Authority (MDDA)
6
2. As-Is (Current System)
The system consists of the following:
1) Procurement & filling of Application Form by Citizen
2) Preliminary Check of the Map (by Draughtsman and Lekhpal)
3) Submission of application form & Fees by Citizen
4) Map Evaluation (by JE)
5) Map Approval (by AE/Town Planner/VC/Board)
6) Payment of Development Charges & Delivery of approved map
7) Closing of Case
2.1. Procurement & filling of Application Form by Citizen
a) At present the citizen procures the Map Application Kit of Rs. 20.00 from
the office clerk. The application kit is placed in the MDDA’s file as a
green sheet for approval process.
b) Attested documents required with application form are as below:
a) Indemnity bond
b) Affidavit
c) NBO form
d) Land Ownership document
e) Copy of Mutation
f) 5 copies of the map
c) If the applicant wants an architect/draughtsman (not an employee of
MDDA) to deal for his map approval with MDDA then he has to submit
an affidavit for authorizing the architect. In this case, Draughtsman must
be registered with MDDA while the Architect needs not be registered. An
Architect needs to be registered with council of architects where he is
allotted a registration number.
d) As per the citizen charter, residential map should be approved with in 15
days while the commercial map should be approved in 30 days. The time
of 15 days for commercial map and time of 30 days for commercial map
starts only after submission of map application kit with all requisite
documents and payment of submission fees. Time consumed by the
Mussoorie and Dehradun Development Authority (MDDA)
7
applicant in submitting fees/map modifications/any other required
document is excluded from citizen charter time.
Process Map:
Cit
ize
nA
rch
ite
ct
Off
ice
Cle
rk
Start...
Procures the application kit
from office clerk
Collects the fees of
the application kit in
cash and gives the
application kit to
citizen
Citizen fills the self related
details in the application kit and
attaches the required documents
and goes to the architect
Architect fills the architects form
in the application kit and
provides 5 copies of the map to
the citizen
authorize architect as an
applicant on his behalf
Architect becomes
the Applicant
Yes
Citizen becomes the
applicant
No
End
2.2. Preliminary Check of the Map (by Draughtsman and
Lekhpal)
a) The applicant fills the application form and attaches the necessary
documents with the help of his architect and takes it in a file to the
Draughtsman (employee of MDDA).
b) A Draughtsman checks the land use of the site as per the proposed building
plan (key plan on the map) and puts his remark in Draughtsman’s section
of the application. It is up to the applicant to go to the next level or quit.
c) If the applicant takes his file to the Lekhpal, then Lekhpal verifies the
ownership of the land with the name of the applicant and puts his remark
in the Lekhpal’s section of the application. As per the rule the ownership
of the land should be in the name of applicant.
d) If the applicant takes his file to the AE.AE verifies the application kit
(containing remarks from Draughtsman along with all supporting
documents and if he finds the application suitable for technical review then
Mussoorie and Dehradun Development Authority (MDDA)
8
he marks it to one of the Junior Engineers (JE) in the map cell. After
marking the file to JE, AE forwards the file to the office clerk.
e) Office clerk enters the application details into the software.
Process Map:
Ap
pli
can
t
Applicant gets
verified his map for
land use from
Draftsmen
Dra
ftsm
en
End
Puts his remarks on
application and gives
back to applicant
Applicant takes the
application kit to
Lekhpal for land
records verification
Lek
hp
al Puts his remarks on
application and gives
back to applicant
Applicant takes his
application kit to the AE
for complete application
verification
AE
Verifies the
application
Applicant takes the
application kit to
office clek
Start...
approves
application
Marks to JE and gives
back the application to
applicant
Yes
No
2.3. Submission of Fees by Citizen
a) According to the entered details software calculates the Map Submission
Fees and Office Clerk ask the applicant to submit the calculated fees to the
cashier. While map is submitted software issues a unique map number to
the file, generates a receipt for submission fee in three copies. This receipt
is given to applicant who goes to the cashier for depositing the amount.
Reference no. & map no. is duly printed in the receipt.
b) Applicant submits the fees to the cashier in accounts section where one
copy is retained by the cashier and two copies of challan receipt is given
back to the applicant.
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9
c) Applicant submits one copy of the challan receipt to the office clerk. Clerk
attaches the copy in file.
Process Map:
Off
ice
Cle
rkA
pp
lica
nt
End
Applicant takes the
approved application
kit by AE to office
clek
Calculates the
submission fees and
tells the applicant
Applicant submits
the fees to the
Accountant
Acc
ou
nta
nt Collects the fees and
gives
acknowledgement
receipt
Applicant submits
the application kit
with receipt
Clerk makes a file &
forwards it to JE
Start...
2.4. Map Evaluation (by JE)
a) Office Clerk forwards the file to JE.
b) JE inspects the site, verifies the map and manually calculates the
development charges for the map as per the rules.
c) JE puts up his recommendations (for modification/approval/rejection) in
the file by filling up the JE section in the application form. In case during
map approval, the applicant starts construction at site, JE recommends for
rejection of the map. If the map is residential, the file is forwarded to AE
and if the map is commercial the file is forwarded to Town Planner (TP)/
Executive Engineer (XEN). Movement of file from one stakeholder to
other MDDA is decided by Vice Chairman and subject to change at any
point of time.
2.5. Map Approval (by AE/Town Planner/VC/Board)
a) In case of residential map :
i. AE checks the recommendations from JE and in case during map approval,
the applicant starts construction at site then a case is registered against the
applicant and file is attached to the case file. The file is forwarded to AE of
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10
unauthorised construction cell. A separate reference number is given to
this file while in software it is marked rejected by the map cell.
ii. In few cases, opinion of Town planning Department is required. In such
case AE forwards the recommendation to the Vice Chairman and after
approval of Vice Chairman, a letter from VC is sent to Chief Town &
Country Planner for Town Planning Department’s opinion. Chief Town &
Country Planner gives their opinion through letter to the VC. VC marks
the letter to AE
iii. If approval of board is required than the approval from the board is taken
in the meeting.
iv. AE cross checks the recommendations from the JE/Town Planning
Department/ Board and approves or rejects or recommends for
modification in the map.
v. If there are objections in the file:
i An objection letter is generated through the s/w and sent to
applicant through post. The objections may be related to
corrections in the map or any other queries. If Applicant
removes them within specified time of 10 days then map is
further processed for approval otherwise it gets rejected.
ii Citizen re-submits the modified map/any other required
document/ answer to queries, with a hand written application to
the AE.
iii AE if required may mark the file to JE or he himself can
proceed further for approval.
vi. If NOC is required from other departments:
i JE/AE mentions the NOC required in his report and AE
forwards the file to the office clerk.
ii Submission clerk generates all such NOC letters through the
S/W and sends them to the concern department with a copy of
map attached (some time more than one copy).
iii If MDDA receives NOC from the concern department within
stipulated time (10 days) then map is approved otherwise
rejected. Some times a reminder is sent to the department.
vii. If the map is rejected:
Mussoorie and Dehradun Development Authority (MDDA)
11
i AE forwards the file to the office clerk.
ii A rejection letter generated through s/w citing all the reasons is
sent to the applicant through post. File is marked closed in the
s/w.
b) In case of commercial map:
i Please refer the process for residential map above by replacing the role
of AE with TP /XEN.
ii Difference between the commercial and residential case for map
approval is TP cannot approve the commercial maps where as in
residential cases AE can approve the map.
Mussoorie and Dehradun Development Authority (MDDA)
12
Process Map:
Off
ice
Cler
kTo
wn
Plan
ner (
TP)/
Ass
ista
nt E
ngin
eer (
AE)
Clerk sends file to JE
JE
Checks If the map
complies the byelaws
Objections raised in map
not complies
if objections can be
solved by modifications
intimates the
applicant by post
Yes
if objections
are solved by
modifications
Forwards the
recommendation
Sends his
recommendations
for approval to VC
Vic
e Ch
airm
an (V
C) (C
itiz
en/
Arc
hite
ct o
n
beha
lf of
cit
izen
)
End
Modifies the map &
submits back to AE
Start
marks to JE
for...In case of residential
maps, AE rejects
application
No
JE visits the site
No
NOCs Required
Yes
Collects the NOC from the departments
Yes
AE or TP
No
TP
AE seeks approval
from VC
Yes
AE
VC takes advice from Town
Planning Department
VC takes
approval from
Board
NoVC queries back
from AE/TP
Queries back to JE
Provides commentscalculates charges
Complies
Checks the
recommendations
Yes
Provides comments
Yes
No
Gets the advice from Town
Planning Department
yes
Approval from board taken
Yes
����VC approves/
rejects the map
No
AE approves
No
No
Mussoorie and Dehradun Development Authority (MDDA)
13
2.6. Payment of Development Charges & delivery of approved
map
i AE forwards the file to the Accounts section for cross verification of
calculated charges from the software.
ii Accounts section verifies and finalizes the charges and sends back the
file to the AE.
iii AE forwards the file to the office clerk.
iv As & when the map is marked approved in the software by the map
cell, all such no’s are reflected on the screen of cashier & office clerk.
v Office Clerk intimates the applicant by post to submit the charges of
his approved map. A demand note (letter form) is generated by the
software which is sent to the applicant by post.
vi Applicant goes to the cashier, tells his file no. and submits the fees to
him. Cashier prints receipts in 3 copies from the software by clicking
the map no. One copy is retained by the account section and another
Two are handed over to applicant.
vii Applicant submits one copy of the receipt to the office clerk and gets
his map (signed by authority with stamp) by hand from the clerk with
in 24 hrs.
viii Office clerk records submission of development charges & delivery of
map in to the software and closes the file in software.
Mussoorie and Dehradun Development Authority (MDDA)
14
Process Map:
Off
ice
Cle
rk (
Cit
ize
n/
Arc
hit
ect
on
be
ha
lf o
f ci
tize
n)
EndT
ow
n P
lan
ne
r (T
P)
Acc
ou
nta
nt
After approval cross checks
the charges calculated by
JE from accounts
Re calculates the
charges and corrects
the charges if
calculated wrong
Forwards the file to
the clerk
Intimates the
applicant by post to
submit the charges
Submits
charges
collects charges &
gives receipt
submits receipt
to clerk
Clerk gives the
approved map to the
applicant
Applicant gets the
approved map
Start
2.7. Closing of Case
i After due process, one copy of sanctioned map is sent to the computer
section where all maps are scanned and kept in the Hard Disk Device
(HDD) in Portable Document Format (PDF) format for further
reference. After a certain period of time, submission clerk prepares a
list of files disposed off during this period with the help of s/w and
sends them to store section. At store section the list is again generated
through software separately for sanctioned maps and rejected maps.
Store keeper issues a bag number to a set of 30 odd files and, places
this information on his register and stores the bag containing all files in
the store room. The bag number generally is in the form of date (date
of sanction/rejection), so that he can keep track of bags by the date.
ii In case a map is rejected/approved/closed. The applicant can always
get his file reopened by submitting a hand written application & re-
opening fee with documents/corrected maps etc. In this case the map is
re-opened and provided another map no. The nomenclature of map no.
is such that it can easily be traced with its original map no. For
example - First time a map is given a map number R-1045/11-12,
second time it will be given R-1045/11-12-RE1 and third time R-
Mussoorie and Dehradun Development Authority (MDDA)
15
1045/11-12-RE2 so that all sets of information is intact. The map no. is
generated by the software.
2.8. Input-Output system
Mussoorie and Dehradun Development Authority (MDDA)
16
2.9. Problems
The biggest problem is that the applicant has to interact with MDDA at every stage of
the map approval as shown below:
Sl.
No.
Problem Solution
1. Citizen interaction with each
officer
Provide an online facility to the citizen to
upload his application kit through his
architect
2. Citizen does not know the
status of his application
during the process of his map
approval. If any
modifications are required in
the application the applicant
is informed through post.
Provide an online facility to the citizen to
track the status of his application. Online
facility can intimate the citizen through
SMS that there are some modifications
required in his application. Citizen
comes online and gets the information on
modifications required and re-submits
through online facility.
3. The map checking as per
byelaws is manual and it is
Software to generate automatic map
approval report. (To be done in phase 2).
Citizen
AE (for filled details verification)
Lekhpal (for ownership verification)
Draughtsman (for land use check)
Cashier (for submitting the fees & charges)
Clerk (for submitting application)
JE (on site verification)
AE/Town Planner (for modification)
Mussoorie and Dehradun Development Authority (MDDA)
17
prone to human errors
4. Citizen has to pay the map
processing fees by coming to
the office.
Online payment facility.
Mussoorie and Dehradun Development Authority (MDDA)
18
3. To – Be (Proposed System)
3.1. Online Interface for Map Approval
The proposed system will consist of the following:
1) Architect Registration
2) Citizen Registration
3) Submission of Application Form by Citizen
4) Submission of Fees by Citizen
5) Preliminary Check of the Map (by Draughtsman and Lekhpal)
6) Map Evaluation (by JE)
7) Map Approval (by AE/Town Planner/VC/Board)
8) Payment of Development Charges
9) Delivery of Approved Map
10) Closing of Case
3.1.1. Architect Registration
The process is as follows:
a) Architect (registered with council of architects) or external draughtsman
(registered to MDDA) will register themself to the website by entering their
necessary details.
b) After registration the architect/ draughtsman will get a username (registration
no.) and password through SMS as well as email.
Mussoorie and Dehradun Development Authority (MDDA)
19
Process Map:
On
lin
e i
nte
rfa
ceA
rch
ite
ct/ D
rau
gh
tsm
an
Startsubmits the request for username and
password by providing personal
details and registration no.
Validates the registration
number from Database
End
Data store
Is valid?
Intimates username &
password to the architectYes
intimates the rejection
to the architect
No
e-mail/sms
e-mail/sms
3.1.2. Citizen Registration
The process is as follows:
a) Citizen will register himself online to MDDA through a web page.
b) After registration the citizen will get a username (registration no.) & password
through SMS as well as email.
Process Map:
On
lin
e
inte
rfa
ceC
itiz
en
Start
submits the request for username and
password by providing personal
detailsEnd
Intimates username &
password to the citizen
e-mail/sms
3.1.3. Submission of Application Form by Citizen
The process is as follows:
Mussoorie and Dehradun Development Authority (MDDA)
20
a) Citizen will enter the details of 1st page (Annexure-7.1) and upload the
documents mentioned in the checklist at 2nd page (Annexure- 7.2) of the
application kit. The applicant will also select the name of his
architect/draughtsman (already registered with MDDA) along with his
registration number.
b) The architect/draughtsman will be informed through SMS as well as email to
fill up the 3rd page (Annexure- 7.3) of the application. Also he will upload the
AutoCAD copy as well as scanned copy of the customer signed map (in JPEG
format).
c) Based on the details filled by architect/draughtsman on page 3 (Annexure-
7.3), a submission fee will be automatically calculated and the citizen will be
informed through SMS as well as email to pay the submission fees.
d) Citizen logs in with his username & password into the system and checks the
details filled in along with the maps uploaded by architect/draughtsman. If it is
OK, citizen will proceed for fees submission.
e) In case citizen is NOT OK then he will ask the architect to modify the details
as well as the map. Architect will modify the previously filled details. He will
also cancel his previously loaded map and will upload the new map. If the map
is OK then citizen will proceed for fees submission.
Process Map:
Cit
ize
nA
rch
ite
ct
Start...
Logs in & Submits
the details of 1st &
2nd page of
application kit by
online form
Selects his
architect/draughts
man name from
the online list
On
lin
e i
nte
rfa
ce
Logs in & submits
his information
and map copies
e-mail & SMS
accepts the application
and intimates the
architect to submit his
part of information as
on page 3 of the
application kit
calculates the
submission fee and
intimates the
citizen e-mail & SMS
Logs in
Map is OK? Pays the submission feeYes
Asks the architect to re-
modify the map
No
Logs in, cancels his
previous
information &
maps and re-
modifies the map
Mussoorie and Dehradun Development Authority (MDDA)
21
3.1.4. Submission of Fees by Citizen The process is as follows:
a) The citizen will have two options for payment:
1) Online payment through credit/debit card using payment gateway
2) Demand Draft
b) In case of online payment, the application status will get updated
c) In the second option citizen will enter the demand draft details in the web page
and will deposit the demand draft in MDDA office. After the fee is received
by MDDA office, the CAO will update the application status in the system and
the application moves forward in the system.
Mussoorie and Dehradun Development Authority (MDDA)
22
Process Map:
Ba
nk
Cit
ize
nC
AO
StartO
nli
ne
Inte
rfa
ce
End
Pa
ym
en
t
Ga
tew
ay
CAO marks the file for
delivery of approved map
Updates the payment information on
CAO as well as citizen Dashboard
Gives the challan
receipt to citizen
Submits the fees by
draft/cash/cheque
Submits the fees through payment gateway?
Yes
No Fills the challan no. on online
interface for his application
Updates the payment information on
CAO as well as citizen Dashboard
3.1.5. Preliminary Check of the Map (by Draughtsman and
Lekhpal)
The process is as follows:
a) Draughtsman will log in to the system and will check the pending cases on his
dashboard. He will click on a case which will lead to page 4 (Annexure- 7.4)
of the application form. This will appear as a green sheet. He will also be able
to see the list of attached documents. By clicking on any attachment he will be
able to view it.
b) The draughtsman will put his remark in his section on page 4 (Annexure- 7.4)
of the application form and submit it. The case will get marked forward to the
Lekhpal.
c) The above two steps will also be available to Lekhpal. After submission by
Lekhpal, the case will get marked forward to JE.
Mussoorie and Dehradun Development Authority (MDDA)
23
Process Map:
Dra
ftsm
en
Lek
hp
al
logs in & Checks
the land use of
the map
logs in & checks the
authenticity of land
records
marks forward to
Lekhpal
Da
sh B
oa
rd f
or
ea
ch o
ffic
er
Draftsmen
Dashboard updated
Lekhpal Dashboard
updatedJE Dashboard
updated
marks forward to
Lekhpal
Start End
3.1.6. Map Evaluation (by JE)
a) JE will log in to the system and will check the pending cases on his dashboard.
He will click on a case which will lead to pages 5, 6, 7 and 8 (Annexure- 7.5,
7.6, 7.7 & 7.8) of the application form. All these pages will appear as green
sheet. He will also be able to see the list of attached documents. By clicking on
any attachment he will be able to view it.
b) JE will fill in the site visit report on page 5 & 6 (Annexure- 7.5, 7.6). The
development charges details will get reflected on page 7 (Annexure- 7.7) of
the application form by the system.
c) JE will fill in his comments on page 8 (Annexure- 7.8) of the application form
and submit it. The case will get marked forward to AE in case of residential
maps and to Town Planner in case of commercial maps.
Process map:
JE
logs in & fills the site
visit report, NOCs
required section and
objections raised section
marks forward to
Lekhpal
Da
sh B
oa
rd f
or
ea
ch o
ffic
er
JE Dashboard
updated
AE Dashboard
updatedStart End
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3.1.7. Map Approval (by AE/Town Planner/VC/Board)
The process is as follows:
a) Depending upon the residential or commercial map, AE/Town Planner will log
in to the system and will check the pending cases on his dashboard. He will
click on a case which will lead to page 8 (Annexure- 7.8) of the application
form. This page will appear as green sheet. He will also be able to see the list
of attached documents. By clicking on any attachment he will be able to view
it.
b) The following scenarios will be handled by the system.
1. AE approves the case (in case of residential maps)
2. AE/Town Planner seeks clarification/modification from citizen
3. AE/Town Planner seeks clarification from JE
4. AE/Town Planner seeks NOCs required
5. AE/Town Planner seeks approval from VC
i. VC seeks clarifications from AE/Town Planner
ii. VC approves the case
iii. VC rejects the case
6. VC seeks approval from Board
i. Board approves the case
ii. Board seeks clarifications from VC
iii. Board rejects the case
7. VC seeks advice from Town Planning department
Scenario I - AE approves the Case (in case of residential maps)
a) AE will approve the case (only in case of residential maps). The case will
get marked forward to CAO. Concurrently map approval intimation will
go to the citizen through SMS as well as e-mail and the due payment
details will get reflected on the dashboard of the citizen.
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b) The citizen will be able to pay as per the process mentioned in
“Submission of Fees by Citizen”. (CAO will update the application status
in the system)
c) After the application status is updated by CAO, the final approval of map
will be intimated to the citizen through SMS as well as email and the
digitally signed map will become available for download.
Process Map:
Cit
ize
n/
Arc
hit
ect
Jun
ior
En
gin
ee
r (J
E)
Start
Ass
ista
nt
En
gin
ee
r (A
E)
Da
sh B
oa
rd f
or
ea
ch
off
ice
r
End
Sends his report to AE by
updating his dashboard
JE Dashboard updated AE Dashboard updated
Intimates the
applicant to
modify map
Corrects the map & re-submits the
modified map
Map Evaluation
Reviews the
application kit.
Queries JE?
email & sms
Yes
Map modifications required?No
Yes
Approves or rejects
the mapNOCs required ?
NoNo
Gets the NOCs from
departments and
uploads the scanned
copy in the system
Yes
Scenario II – AE/Town Planner seeks clarification/modification from Citizen
a) AE/Town Planner will put in his queries (in the query section of page) to
the citizen. He may also ask for other documents including a modified
map.
b) Citizen/Architect will provide response to the queries.
c) Further the case will get handled through any of the scenarios listed in the
Map Approval process.
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Process Map:
Cit
ize
n/
Arc
hit
ect
Jun
ior
En
gin
ee
r (J
E)
Start
AE
/T
PD
ash
Bo
ard
fo
r
ea
ch o
ffic
er
End
Sends his report to AE by
updating his dashboard
JE Dashboard updated AE Dashboard updated
Intimates the
applicant to
modify map
Corrects the map & re-submits the
modified map
Map Evaluation
Reviews the
application kit.
Queries JE?
email & sms
VC Dashboard updated
Yes
Map modifications required?No
Yes
Forwards to VC NOCs required ?
NoNo
Gets the NOCs from
departments and
uploads the scanned
copy in the system
Yes
Scenario III - AE/Town Planner seeks clarification from JE
a) AE/Town Planner will put in his queries (in the query section of page) to
JE. The case will get marked to JE.
b) JE will provide response to the queries. The case will again get marked to
AE/Town Planner.
c) Further the case will get handled through any of the scenarios listed in the
Map Approval process.
Process Map: Please refer to the process map above in scenario II.
Scenario IV - AE/Town Planner seeks NOCs required
a) AE/Town Planner will send letters to various departments like Nagar
Nigam, PWD, Electricity and Water Supply for obtaining NOC.
b) After NOCs are obtained, they will be scanned and uploaded in the system
against the concerned case.
c) For residential maps:
i. AE will approve the case if he is satisfied.
ii. In case AE is not satisfied, then the case will get handled through
any of the scenarios listed in the Map Approval process.
d) For commercial maps, Town Planner will forward the case to VC for
approval.
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Process Map: Please refer to the process map above in scenario II.
Scenario V – AE/Town Planner seeks approval from VC
a) AE/Town Planner will mark the case to VC for approval.
b) VC will either approve the case or would ask queries from AE/Town
Planner or would reject the case.
c) Further the case will get handled through any of the scenarios listed in the
Map Approval process.
Process Map:
Jun
ior
En
gin
ee
r (J
E)
Da
sh B
oa
rd f
or
ea
ch
off
ice
rA
E/T
P
Start
VC
End
AE Dashboard
updated
JE Dashboard
updated
Queries JE?
checks dashboard &
updates his comments
Queries AE/TP?
Yes
Dispatch Clerk
Dashboard updated
Forwards to VC
for approval
VC Dashboard
updated
Provides his
comments
No Yes
Takes advice from Town
Planning department ?
No
Recommends
approval from board
No
YesRejects or
approves
No
Yes
Dis
pa
tch
Cle
rk
Uploads the MoM of
Board/Advice letter from
Town Planning
Department
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Scenario VI – VC seeks approval from Board
a) AE/Town Planner will mark the case to VC for approval.
b) VC will put up the case in the board meeting.
c) Minutes of the meeting will be scanned and uploaded against the case in
the system.
d) In case board has approved, VC will approve the case. The case will get
marked to CAO for further processing. Also intimation will be sent to
AE/Town Planner that case has been approved.
e) In case board seeks further clarification, VC will put up the queries and
will mark the case back to AE/Town Planner.
f) In case board has rejected, VC will reject the case. The case will get
marked to AE/Town Planner for further processing. Also intimation will
be sent to citizen.
g) Further the case will get handled through any of the scenarios listed in the
Map Approval process.
Process Map: Please refer to the process map above in scenario V.
Scenario VII – VC seeks advice from Town Planning Department
a) AE/Town Planner will mark the case to VC for approval.
b) VC will seek advice from Town Planning Department. A letter will be
generated and sent to town planning department.
c) After response from Town Planning department is obtained, it will be
scanned and uploaded in the system against the concerned case.
d) Minutes of the meeting will be scanned and uploaded against the case in
the system.
e) VC will either approve the case or reject the case or seek approval from
board or seek clarification from AE/Town Planner or seek further advice
from Town Planning department. Depending upon the situation the case
will get handled as per the scenarios listed in the Map Approval process.
Process Map: Please refer to the process map above in scenario V.
3.1.8. Payment of Development Charges by Citizen
The process is as below:
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a) After approval of the map, an SMS as well as e-mail will go to the citizen for
payment of development charges.
b) The citizen will pay the development charges in a manner similar to the details
given in “Submission of Fees by Citizen” section along with the updation of
status by CAO.
Process Map: Please refer to the process map above in 3.1.4 -Submission of fees by citizen.
3.1.9. Delivery of Approved Map
The process is as below:
a) A digitally signed map will be automatically available for download to the
citizen.
b) Also the citizen will get a hand signed copy of the map through post. This will
be sent by AE/Town Planner depending upon the case of
residential/commercial map.
Process Map:
On
lin
e
inte
rfa
ceC
itiz
en
VC
/A
E/T
P
Start
CA
O
End
Da
shb
oa
rd f
or
ea
ch o
ffic
er
Submits the fees through
payment gateway or DD
CAO dashboard
updated
CAO marks the file for
delivery of approved map
and sends the approved
map through post also
Updates the payment information on
CAO as well as citizen Dashboard
Approves the
map
SMS & email
Download link is available to
the citizen on his login
Downloads the digitally signed map and
gets the approved map through post also
SMS & email
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3.1.10. Closing of Case
In both the cases (whether approved or rejected), the system will close the case
and bring the case to a logical conclusion.
3.2. CRUD Matrix
Sl.
No
.
Stakeholder Activity Creat
e
Rea
d
Updat
e
Delet
e
1. Draughtsman Provide comments √√√√ √√√√ X X
2. Lekhpal Provide comments √√√√ √√√√ X X
3. JE Provide report &
comments √√√√ √√√√ X X
4. AE Approval / Provide
comments √√√√ √√√√ X X
5. Town Planner Provide comments √√√√ √√√√ X X
6. Vice Chairman Approval/Rejectio
n √√√√ √√√√ √√√√ √√√√
7. Citizen/Architec
t
Submits
Application &
documents
√√√√ √√√√ X X
8. Other users x √√√√ X X
3.3. Other Interfaces
In addition to the online interface for map approval, following will also be
provided.
1) Submission of modified map or any other required document or answer to
queries
2) Re-opening of case
3) User Management & Access Control
4) MIS Reports
3.3.1. Submission of modified map or any other required
document or answer to queries
The process is as follows:
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a) If there are modifications required in the map or any other required document
or any queries put up by AE/Town Planner, it will be intimated to the citizen
and architect by SMS as well as e-mail.
b) For the case of modification in the map, architect will upload the citizen
signed modified map in the system. The map will be available for MDDA for
further processing.
c) If documents or answers to queries are required then citizen will carry out the
required activities.
3.3.2. Re-opening of Case
The process is as follows:
a) The citizen will be able to reopen a closed case. This will apply to the cases
where applicant as well as address of the map is the same.
b) Citizen will be able to modify certain specified fields of the closed case and
resubmit the application.
c) Remaining process will be the same as that of Map Approval process.
3.3.3. User Management & Access Control
a) Each personnel in map approval process will be provided with a user name
and password to log in to the Map Approval System.
b) There will be an access control mechanism for each of the personnel. This will
be at two levels:
i. In terms of allocation of cases depending upon the geographical area
that a particular official is handling
ii. At the system level, where access rights will be given as per the
requirement
3.3.4. MIS Reports
Following are the types of reports that will be generated by the system. (Refer to
Annexure 7.10 & 7.11).
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a) Pending map report showing name of concerned person for a particular sector
(for a particular period)
b) Status of building plans submitted (for a particular period)
c) Development charges (on a particular date)
d) Centre Register
e) Summary Report (Pending/Submitted/Reopened/Closed)
f) Oldest pending building plans
g) Sector-wise performance report (for a particular period)
h) Sector-wise financial report (for a particular period)
i) Daily Income Register
3.4. Additional Features of the System
Apart from the above mentioned interfaces, the system will also have the
following features:
a) For every case, there will be an SLA in terms of days. The system will display
this SLA as well as the balance days to all the stakeholders. However there
will be certain exceptions like the time used in submitting map/any other docs
or submitting fees or time spent in obtaining NOCs etc will be excluded while
calculating balance days.
b) Movement of case from one level to other will be governed by SLA in terms
of days.
c) For every personnel there will be a dashboard displaying all the pending cases
in his workflow.
d) Shifting of cases from one official to another as per the requirement.
3.5. Map Evaluation Software (Phase – II)
Some of the activities related to map evaluation part of the Map Approval system
which are currently being carried out by JE can be automated. For this Map
Evaluation software will need to be developed and integrated with the system. A
detailed study will be carried out as part of Phase – II of this project at a later
stage.
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3.6. Capacity Building Requirements
The capacity building requirements will include the following:
a) Training for all the MDDA personnel to use the new system & software.
b) Training to all the registered architects/draughtsman for using the new system.
3.7. Change Management Requirements
The change management requirements will include the following:
a) GOs required for using the new system.
b) SLAs to be decided and published for every level of Map Approval system.
c) IEC (Information, Education & Communication) activities.
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4. Required Software Components
4.1. Software Components & their functionalities
Sl. No. Phase Component Functionality
1. I Citizen and
Architect
Interface
1. Online Interface for submission of Map
Application kit
2. Fees payment
3. Status tracking
4. Feedback mechanism for changes in the
map or uploading any other required
documents.
2. I Map Movement
in the
organization
1. Each stakeholder (approving authority)
gets a dashboard in the map approval
system where he can provide the
comments based on the report from map
evaluation software to the other
stakeholders & citizen also.
3. I Map Delivery 1. Provision of online map delivery to
citizen by MDDA.
4. II Map Evaluation 1. Software which evaluates the map
according to the rules & laws of the
organization and gives a report
accordingly which helps in approving
the map.
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4.2. High Level View of the System
4.3. Benefits
Benefits to the Citizens
(1) Fast approval
(2) Transparency & efficiency
(3) Convenience
(4) Online status tracking
Benefits to the Authority
(1) Better brand image
(2) Increased citizen satisfaction
(3) Better efficiency
(4) Lesser paperwork
Citizen
Citizen Interface
Lekhpal Draughts
man
Town
Planner
J.E. A.E.
Dash Board (for Communication between
the office personnel)
Accounts Secretary VC
Phase - I
Phase – II Map Evaluation software
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5. Functional Requirements: Phase - I
5.1. Online availability of map application kit
REQUIREMENT ID 1.0
DEFINITION To avail application kit from the organization.
AS IS Citizen has to go to MDDA office to collect application
form for map approval. He has to pay Rs. 20 for the kit.
TO BE Citizen can download the application kit from the
organization’s website.
METHOD OF
CHANGE
Provide a link in the organization’s website to download
the application kit. The link is accessible by the public.
STAKEHOLDER Applicant, MDDA, Software Developer
OPEN ISSUES Will application cost be charged or not?
5.2. Registration of architect/draughtsman
REQUIREMENT ID 2.0
DEFINITION Registration of the architect who prepares the map for the
applicant.
AS IS No such process as on date.
TO BE 1. Any architect can register online to the organization by
filling the registration form and uploading the
necessary scanned documents.
2. The MDDA’s Officer downloads & verifies the
registration form and documents of the architect.
3. The MDDA officer approves/ rejects the registration
and intimates the architect by email and SMS.
4. If approved the architect gets his username
(registration number) and password through e-mail as
well as SMS.
METHOD OF 1. Provide an online registration page to the architect.
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CHANGE 2. On approval/rejection by the official, automatic
intimation to the architect by SMS as well as e-mail.
STAKEHOLDER Architect, MDDA, Software Developer
OPEN ISSUES Registration Form and architect’s registration procedure to
be defined.
5.3. Registration of citizen
REQUIREMENT ID 2.0
DEFINITION Registration of the citizen
AS IS No such process as on date.
TO BE 1. Citizen will register himself online to MDDA
through a web page.
2. For registration citizen will provide his personal
details i.e. Name, address, phone no., etc.
3. After registration the citizen will get a username
(registration no.) & password through SMS as well
as email.
METHOD OF
CHANGE
1. Provide an online registration page to the citizen.
2. Automatic intimation of username and password to
the citizen by SMS as well as e-mail.
STAKEHOLDER Architect, MDDA, Software Developer
OPEN ISSUES None
5.4. Submission of Application form by the citizen
REQUIREMENT ID 3.0
DEFINITION Submission of map by the applicant.
AS IS Please refer to As-Is given on 2.1 & 2.2 above
TO BE Please refer to To-Be given on 3.1.3
METHOD OF 1. Vendor to provide an online interface to the citizen
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CHANGE where the citizen can upload the application and track
the status of his application kit, as per the “To Be” of
this requirement.
2. Workflow to be created for the application as per the
details mentioned in “To Be” section of this
requirement.
3. System should store the username & password of the
citizen for a limited period in case the citizen do not
submits his fee.
STAKEHOLDER MDDA, Vendor, Applicant
OPEN ISSUES None
5.5. Payment of Processing Charges
REQUIREMENT ID 5.0
DEFINITION Payment of processing/ submission charges for map
approval
AS IS Please refer to As-Is given on 2.3
TO BE Please refer to To-Be given on 3.1.4
METHOD OF
CHANGE
1. Vendor to connect the online interface with any
payment gateway.
2. Vendor to provide the facility of automatic
updation of fees payment details by the in the
applicant’s application as well as in the system.
STAKEHOLDER MDDA, Vendor, Applicant
OPEN ISSUES None
5.6. Status of the application for citizen and architect
REQUIREMENT ID 4.0
DEFINITION Status of the application during the process of the map
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submission, map approval & map delivery.
AS IS At present an existing applicant has to visit MDDA office
to get the application form, submit the application and
track the status.
TO BE 1. Applicant can track the status online by logging
in with his user name & password.
2. After logging the citizen will get a dashboard
for monitoring his application for the following
points:
a. Application Submission
b. Submission of fees
c. Application status (approved/ rejected)
d. NOC requirements
e. Objections raised/ answered/solved
f. Maps submitted (Original, modified)
3. Architect gets all the above features on his
dashboard.
METHOD OF
CHANGE
Vendor to provide online interface to the applicant as per
the details provided above.
STAKEHOLDER MDDA, Vendor, Applicant
OPEN ISSUES What are the various reasons for rejection?
5.7. Separate logins & Dashboards for MDDA officers
REQUIREMENT ID 9.0
DEFINITION MDDA officials involved in map approval to be given
separate logins and dashboards.
AS IS Please refer the As-Is is given above in 2.2, 2.4 and 2.5.
TO BE Please refer the To-Be given above in 3.1.5,3.1.6 and 3.1.7
A dashboard must contain the following features:
1. Provision of submitting remarks, information &
reports as per the format of application form kit
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like JE will have the provision to submit his
inputs as per the section (Page 4, 5 & 6)
provided in the JE’s section of the application.
2. Forward mechanism
3. Query mechanism from sub-ordinate or citizen
4. List of applications with their status.
5. View previous remarks provided in application.
6. Tracking of application.
7. Attachments & details of each application.
8. Correspondence details of each application.
9. NOCs required for application.
10. Required approvals for the application
11. Objections raised for the application
12. Performance reports of each MDDA personnel
in the map approval process.
13. MIS Reports as given in section 3.2.4.
METHOD OF
CHANGE
Vendor to develop the log in system and dashboard for the
officers.
STAKEHOLDER MDDA, Vendor
OPEN ISSUES None
5.8. Delivery of approved map
REQUIREMENT ID 9.0
DEFINITION Delivery of approved map online to the citizen.
AS IS Please refer the As-Is is given above in 2.6
TO BE Please refer the To-Be given above in 3.1.9
METHOD OF
CHANGE
Vendor to provide the facility for digital signatures of the
approving authority on the map.
The website should be on https.
STAKEHOLDER MDDA, Vendor
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OPEN ISSUES None
5.9. Archiving of old maps
REQUIREMENT ID 9.0
DEFINITION Archiving of old maps that are already approved.
AS IS Please refer the As-Is is given above in 2.7
TO BE All the meta data of all approved maps (information related
to applicant and map) needs to be stored in database.
METHOD OF
CHANGE
Vendor to enter the metadata of all approved maps into the
database.
STAKEHOLDER MDDA, Vendor
OPEN ISSUES None
5.10. Online Interface to the citizen for map enquiry
REQUIREMENT ID 9.0
DEFINITION Provide online interface to the citizen for map enquiry.
AS IS No such process
TO BE An online page on which a map no. is entered and the
related details are displayed.
METHOD OF
CHANGE
Vendor to provide an online page on the website.
STAKEHOLDER MDDA, Vendor
OPEN ISSUES None
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Functional Requirements: Phase - II
5.11. Evaluation of map as per byelaws
REQUIREMENT ID 11.0
DEFINITION Calculation of different map charges & evaluation of the
map as per byelaws.
AS IS 1. Map is checked manually as per the byelaws.
TO BE 1. JE logs in to the map approval system.
2. Software produces a report as per the byelaws
for the Auto CAD map submitted by citizen.
METHOD OF
CHANGE
Vendor to provide a software which can automatically
generate the report on map as per byelaws and displays
report to JE as well as other officials.
STAKEHOLDER MDDA, Vendor
OPEN ISSUES None
5.12. Availability of map evaluation software to architects
REQUIREMENT ID 12.0
DEFINITION Availability of map evaluation software to architects.
AS IS Byelaws are available to the architects. An architect
prepares the map as per byelaws and checks the map
manually as per the byelaws.
TO BE 1. Architect logs in through the online interface
2. Submits the Auto CAD map to software integrated
with approval system.
3. Software produces a report as per the byelaws.
4. Architect modifies his map accordingly if required.
METHOD OF
CHANGE
Vendor to develop a software which can automatically
generate the report on map as per byelaws and displays
report.
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STAKEHOLDER MDDA, Vendor, Architects
OPEN ISSUES Is this to be a paid service?
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6. General Functional Requirements
6.1. Information Dissemination
The system:
1. Should provide detailed information on the following to the user:
a. Eligibility Criteria
b. Application Fees
c. Authorities to contact
d. Forms and documents required
2. Should be able to add new information components besides the above.
3. Should have different presentation layer for each set of users i.e. Information
seekers, updaters, approvers etc
4. Should have a counter at the bottom of the page to record the number of
people hitting the website, this would prove beneficial in capturing the
usefulness of information
5. Should support multi-lingual interface (minimum Hindi and English) as per
localization and language technology standards defined by Department of IT,
Government of India.
6. Should give an error message in case it is not able to retrieve the application
from the given location
6.2. Application Form Availability
1. The system should have a provision for uploading new version of the forms as and
when it is required to change the version
2. The system should maintain the version control for the service request form
3. The system should have a security feature embedded for changing the version of
the form and should allow only predefined process owners to change the form
version
4. The system should maintain log for all version change with the details of the
process owner making version change
5. The system should allow for easy and user friendly layout for locating the service
request form
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6. The system shall provide inbuilt facility to design Custom forms that can be
attached at one or more stages of workflow.
7. The Form designer interface shall support facility to define text boxes, Combo
boxes, radio buttons, Drop down etc.
8. The system shall provide facility to define variables in the process or in external
database tables, which can be linked to fields defined in the form for efficient data
entry.
9. The system shall support field level calculations at form level
10. Facility to use scripts for defining field level validations
11. System should allow the applicant to take a printout of the application form before
submitting it
6.3. Approval and Rejection
1. System must support digital signatures of any of the certifying authorities
registered under the controller of Certifying Authorities, and must be modifiable
as per the changes made by the respective Certifying Authorities on the structure
of the digital signatures issued by them
2. System must provide for time stamping of any activity in the system including
approving/rejecting a document with Digital certificate.
3. System should check for all details of the service request form before initiating the
payment
4. System should record and maintain all details of payment.
5. System should provide for migration to a secure payment gateways from secured
manner.
6. System should provide for payment receipt against the payment
7. System should not allow for initiation of payment in case of non available
invoice/bills against which payment function is initiated
8. System should be compatible for easy integration with accounting and financial
application either inbuilt at a later stage into the portal or external with a interface
with the portal
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6.4. Movement of file, delivery of map & digital signatures
1. System should log all the electronic movements of the application with date and
time details along with the sender’s and receiver’s information
2. Upon digitally signing the document, digitally signed document should be saved
in the given repository for future references and a hard copy of the same document
will be provided to the applicant
3. System should print the unique encrypted key/code on the hard copy of the
digitally signed document such that the same printed unique encrypted key/code
can be used to check the authenticity of the document. The unique encrypted
key/code will be information of the authority who digitally signed the document in
the encoded form
4. System should provide a link to the page where the user can enter the unique
encrypted key/code printed on the hard copy of the document to check for the
authenticity of the document
5. System should have provisions such that the System Administrator can
add/remove/modify the hierarchy of the Government officials with adequate
authentication mechanism
6. System should also allow the applicant to retrieve update about his/her service
request by sending a SMS containing the unique application reference id to the
MDDA
6.5. MIS
1. The system shall provide graphical and tabular tools to view progress of each
individual process
2. System shall provide a facility to configure dashboard for individuals for e.g.
dashboard for Secretary, dashboard for Vice Chairman etc
3. No customization should be required to create dashboard, User should be able to
configure dashboard without any coding.
4. There should not be any limit on the number of reports that can be created
5. User shall be able to drill down in a report for specific information analysis
6. The system shall support the generation of performance comparison reports.
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7. The system shall support users drill down from a higher level view of business
processes to lower level details.
8. The system shall support statistical reports like Total turnaround time and delay
report for complete process or specific work stages
6.6. Others
1. System should have the option to be able to recover with rollback capability to the
data in case of any system or communication failure (visualize last transaction)
2. System should have the option for purging, backups, restores, etc which are
performed at system administrator level not at user level
3. System should have the option to generate complete audit trails.
4. The system shall allow administrators to manage users, groups, Roles and other
document management operations.
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7. Annexure
7.1. Citizen’s page 1:
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7.2. Citizen’s page 2:
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7.3. Architect’s Page:
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7.4. Clerk, Draughtsman & Lekhakar Page
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7.5. JE Page (Visit Report)
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7.6. JE Remarks, Objections & Calculations Page
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7.7. JE Calculation Page
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7.8. Approval Page
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7.9. Other attachments of application form
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7.10. Different Letters being used by MDDA
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7.11. Different Reports being used by MDDA
Map status report (individual)
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