Rajasthan Housing Board RFP for RHBMSrisl.rajasthan.gov.in/wp-content/uploads/2015/04/RHB_VolII_FRS.pdf · Rajasthan Housing Board RFP for RHBMS ... Project Monitoring Information

Rajasthan Housing Board RFP for RHBMS

Draft Request for Proposal (RFP) Document For

Selection of SI for study, design, development, implementation and operations & maintenance

of Rajasthan Housing Board Management System

(RHBMS)

Functional Requirement Specification

Volume II

RajCOMP Info Services Limited (RISL) 1st Floor, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Phone: 0141-2226055, 5103902 Fax: 0141-2228701 Website: http://risl.rajasthan.gov.in

Email: [email protected]

http://risl.rajasthan.gov.in

mailto:[email protected]



1 Table of Contents

1. CORE APPLICATION MODULES ...................................................................................................... 4

2. OTHER FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS .............................................................. 5

3. FUNCTIONAL REQUIREMENT OF CORE MODULES .............................................................................. 5

3.1 ESTATE MANAGEMENT MODULE .................................................................................................. 5

3.1.1 Housing Sub Module 6

3.1.2 Recovery Sub-Module 18

3.1.3 Lease System and Rental Properties Sub-Module 26

3.2 FINANCIAL ACCOUNTING ........................................................................................................... 31

3.2.1 Budget Allocation & Management Module 32

3.2.2 Project Accounting Sub Module 38

3.2.3 Book Keeping & Accounting Sub Module 52

3.3 SCHEME INFORMATION SYSTEM MODULE ..................................................................................... 64

3.4 PROJECT MONITORING INFORMATION SYSTEM (PMIS)................................................................... 70

3.5 ASSET MANAGEMENT MODULE .................................................................................................. 76

3.6 PERSONNEL AND PAYROLL MODULE ............................................................................................ 80

3.7 APPLICATION DIGITIZATION & MANAGEMENT ............................................................................... 94

3.8 INTEGRATION REQUIREMENTS .................................................................................................. 101

4. OTHER REQUIREMENTS 102

4.1 DASHBOARD ......................................................................................................................... 102

4.2 WEB PORTAL ........................................................................................................................ 102

4.3 MANAGEMENT OF DOCUMENTS ................................................................................................ 110

4.4 AUTOMATION OF WORKFLOW FOR VARIOUS PROCESS UNDER CORE MODULES.................................... 117

4.5 ADDITIONAL REQUIREMENTS .................................................................................................... 127

5 LIST OF ABBREVIATIONS 137


Annexure I - Functional Requirement Specifications

The functional requirement specifications stated below are the minimum features that the solution

suggested for RHB should have. This indicative functional requirement has been provided here to be

used by the SI for the effort estimation. The System Integrator/ Implementation Agency (SI/IA) shall

develop the final detailed Functional Requirement Specifications (FRS) and System Requirement

Specifications (SRS) documents after a detailed design phase where all the processes, procedures and

existing templates should be studied in detail by the SI/IA. SI/IA should independently design the

solutions as may be required to support the business operations. The SI/IA shall be required to

coordinate with the department for the detailed system study and interact with the different users of the

department for preparation of SRS and related design documents.

1. Core Application Modules

Based on the requirements of services envisaged for the RHB for automation under current scope of

project, mentioned below are the core and non-core functional modules that are envisaged for RHBMS.

These modules have been divided into six Phases.

Modules envisaged in Phases are as follows:

Phase -I

a. Estate Management System

1. Housing Sub-Module 2. Recovery Sub-Module 3. Lease System and Rental properties Sub-Module

b. Scheme Information System Module c. Application Digitization and Management tools Phase –II

Project Monitoring Information System Phase -III

Financial Accounting 1. Budget Planning and Allocation 2. Project Accounting 3. Book keeping & accounting

Phase-IV

Asset Management Module Phase-V

Personnel and Payroll Module Phase-VI


Stores and Purchase Management System

2. Other functional and non-functional requirements

Based on the requirements of services envisaged for RHB for automation under current scope of project,

following are the other functional and non functional requirements that are envisaged:

a. Dashboard b. Web portal c. Management of Documents d. Workflow Automation e. Additional Requirements

a. System Wide Functionalities b. System Management Requirements

c. Operational Requirements d. Human Engineering Requirements e. Logs f. Security Requirements g. Legal and Regulatory Requirements h. Interface Requirements i. Testing Requirements

j. Common Technical Requirements k. Enquiry and Grievance Redressal Services

f. Integration Requirements a. RHB Lottery System b. UIDIA c. SUGAM d. Payment Gate Way e. SMS Gate Way

f. E Mail Solution

3. Functional Requirement of Core Modules

3.1 Estate Management Module

Estate Management module is the most important module for RHB as it will deal with the allottees

accounts in sync with the scheme and category of houses. It will maintain the database of all houses /

plots developed or under development. This will help in proper management of unsold properties,

recovery of monthly instalments and ultimately will lead to known available funds and total debtors. MIS

will help the management to pin point the area where to concentrate the efforts.


3.1.1 Housing Sub Module

The Housing sub- module of the Estate Management Module, ill have provision for creating account of

individual applicant and after lottery on becoming a successful applicant an allottee account will be

created for the applicant. The module will capture every transaction between allottee and RHB office.

Requirement Id Requirement Description

System Login

REQ_HSM_1 The System shall be accessible to following users:

• Internal RHB users as per the user roles specified by the RHB for various

components of RHBMS for allotment of house, transfer of house, possession

letter, any modification in transfer, final registration deed, and various type of

communication with allottees.

• Registered applicants for tracking their application statement till issuance of

allotment letter.

• Registered allottees for submission of application form for:

o Transfer of property on basis of sale.

o Transfer of property on basis of legal will, executed in favour of

heir(s).

o Addition & modification of spouse and blood relation members in

property.

o No Objection/Clearance certificate.

o Non encumbrance certificate.

o Request for cancellation of allotment letter.

o Request for issue of possession letter.

REQ_HSM_2 The system should allow authorized users to access various functions, forms,

screens, sub modules, information etc. as per the authorizations and user roles

permissible as per guidelines and policies of the RHB.

REQ_HSM_3 The system shall apply spam control measures like ‘captcha’ images during

registration to avoid spurious details being automatically submitted and to ensure that

the data is not submitted by non-humans.

REQ_HSM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.



Access

REQ_HSM_5 The module should be accessible through centralized web application only for

following roles and indicative privileges:

• Internal RHB user as per the user role specified by the RHB for various

components of RHBMS over Intranet

o Housing Commissioner

o Estate Admin

o Estate officer

o Estate User

o Accounts officer

o Accountant / cashier

• Registered Allottees

Fields To Be Captured

REQ_HSM_6 The following mentioned fields are indicatively expected to be captured for allotment

letter under Hire purchase (Monthly Instalment)

• Allotment Letter No

• Date of allotment

• Name of Allottee

• Address of allottee

• Name of Colony/ Sector

• City

• Scheme

• GRS No

• Unit category

• Year of allotment

• House No/Flat No

• Details Of cost of House/flat & other expenses

o Land Area in Sqr Meter

o Cost of land Rate per sqr Mtr

o Cost of land



o Cost of extra land

o Cost of construction

o Ancillary Service charges

o Lease Money (Ten Year)

o Hire Purchase Charges

o Monthly Installment Amount

o Inertest on outstanding Seed Mooney

REQ_HSM_6A The following mentioned fields are indicatively expected to be captured for allotment

letter under Outright Sale

• Allotment Letter No

• Date of allotment

• Name of Allottee

• Address of allottee

• Name of Colony/ Sector

• City

• SchemeGRS No (unique Scheme NO)

• Unit category

• Year of allotment

• House No/Flat No

• Details Of cost of House/flat & other expenses

o Land Area in Sqr Meter

o Cost of land Rate per sqr Mtr

o Cost of land

o Cost of extra land

o Cost of construction

o Extra charges for DC/SDC House

• Other Charges

o Ancillary Service charges



o Lease Money (one year)

o Interest on outstanding Seed Money

o Interest on installment

o Land building tax (if applicable)

• Less (Discount applicable on ORS

o Registry Charges

o Interest on registry Amount

o Seed Money

o Installment

o Interest on seed money

o Interest on installments

o Interest on addition if deposited by the allottee

• Total Amount to be Paid

REQ_HSM_7 The system should provide interface to record the following forms. However, the

fields which need to be captured for each form shall be finalized after consultation

with RHB.

• Intimation letter to allottee

• Reminder for seed money

• Allotment Letter under Outright sale (ORS)

• Allotment letter under Hire Purchase Sale (HPS)

• Reminder for Installment

• Reminder for lease money

• Possession letter to allottee

• Physical possession of property to allottee

• Perpetual dead (For land)

• Conveyance Deed (for House)

• Transfer letter

• Registry of House

• Cancellation of allotment

• No due Certificate



• Non encumbrance certificate

Workflow

REQ_HSM_8 The system should allow designated authority to configure the workflow for various

activities being carried out by the Housing Cell. The system should capture the step

required for each activity and further role based action required. The detail list of

activities and their processes shall be finalized in consultation with the RHB.

• Issuance of allotment Letter under ORS

• Issuance of allotment letter under HPS

• Issuance of possession letter to allottees

• Physical possession of property to allottees

• Final perpetual dead (For land)

• Final Conveyance Deed (for House)

• Registry of House

• Transfer of property on request of allottees

• Transfer of property after death of allottees

• Cancellation of allotment

• Issue of no due/ clearance certificate

• Registration of property in name of Allottee

The designated authority should be allowed to modify the workflow. However all audit

trails shall be maintained in the system and mandatory approvals should be required

to be uploaded in the system if required for the change.

REQ_HSM_9 The system should provide interface to capture the list of successful applicants for a

particular scheme, through process of lottery draw or auction (the process of lottery,

draw or auction is not a part of the proposed system). This list shall be allowed to

record following fields:

• Date of draw/auction

• Name of applicant

• Application Number (applicable only in case of draw)

• Unit category



• Allotment category

• Allotment Authority

REQ_HSM_10 The system should provide interface to capture list of applicants selected under

waiting list for a particular scheme, through process of lottery draw or auction. This

list shall be allowed to record following fields:

• Date of draw

• Name of applicant

• Application Number

• Unit category

• Allotment category

• Waiting list seniority Number

(A list of successful candidates should be fetched from lottery database, and

then populate from RHBMS)

REQ_HSM_11 The system should provide facility for final approval of allotment list and waiting list

through a well configured workflow system

REQ_HSM_12 After final approval of allotment list, system should notify the successful applicants

through SMS/ email notifications.

REQ_HSM_13 The system should be able to generate intimation letter for successful applicants, it

should also have the ability to calculate seed money required before issuance of

allotment letter.

REQ_HSM_14 The system should have ability to calculate interest on seed money and instalment

amount on daily basis.

REQ_HSM_15 • As per pre configured workflow the System shall allow designated authority

to generate allotment letter, under HPS (Hire Purchase Payment) policy.

• The system should automatically calculate expenses payable statement on

account of lease money, HPS deposit, installment amount, administrative

charges and other charges according to prices applicable for respective

category of unit.

REQ_HSM_16 • As per pre configured workflow the System shall allow designated authority

to generate allotment letter, under ORS (outright sale) policy.

• They should have the ability to automatically calculate expenses payable



statement on account of lease money, HPS deposit, installment amount,

administrative charges and other charges according to prices applicable to

respective category of unit.

REQ_HSM_17 The system should have the provision to generate possession letter, in the name of

allottees. The system shall allow designated authority to issue this letter with prior

approval of competent authority.

REQ_HSM_18 The System should have the ability to record all type of payments being deposited by

the successful applicant. These includes payment against:

• Seed Money

• Hire Purchase

• Lease Money

• Installment Amount

• Interest on installment/seed money/lease money

• Administrative & Other Charges

REQ_HSM_19 In case of an allottee not depositing any of above mentioned payment in stipulated

time then the system should have the ability to generate reminder and notifications to

concern RHB official and allottees through e-mail/ SMS alert and in-tray of dash

board.

REQ_HSM_20 The system should provide a proper workflow to generate cancellation letter for

cancellation of allotment.

REQ_HSM_21 The system should have provision to generate conveyance deed/perpetual deed, in

the name of allottees. As per configured workflow the system shall allow designated

authority to issue this deed with prior approval of competent authority.

REQ_HSM_22 The system should have ability to generate registry in the name of allottee as per

business rule and configured workflow.

REQ_HSM_23 As and when there is any update in the allotment number, the status of unit may

change in the system to any of the following:

• Selected & Intimation letter issued

• Offer Accepted by allottee

• Seed money deposited

• Allotment letter Issued



• Possession letter issued

• Possession taken by owner

• Conveyance Deed/ Perpetual Deed

• Clearance for registry

• Cancelled allotment

• Unsold property

Post Allotment Activity

REQ_HSM_24 The system shall provide online request form along with configured workflow for

submission and processing of service requests. Indicative list of Request forms is

provided below. However, the detail list shall be finalized after SI discussions with

RHB.

• Issuance of duplicate letter of allotment

• Transfer of property on basis of sale,

• Transfer of property on basis of a will executed in favour of

heir(s).

• Addition & modification of spouse and blood relation members in

property

• No Objection/Clearance Certificate

• Non encumbrance certificate

• Request for cancellation of allotment letter

• Request for issue of possession letter

• Application for refund of earnest money

REQ_HSM_25 The system should allow authorized user to specify the fee for each service.

REQ_HSM_26 The system should allow authorized user to define supporting documents required for

each request.

REQ_HSM_27 All request forms should be downloadable in XML embedded format. These forms

should have inbuilt validation check for field, in respect to data type, date range, date

format.

Workflow



REQ_HSM_28 The System should allow configuration of the workflow for processing of allottees

request for any modification in allotment/official database. Indicative list of Requests

is providing in below section.

• Issuance of duplicate letter of allotment.

• Transfer of property on basis of sale.

• Transfer of property on basis of legal will executed in favour of

heir(s).

• Addition & modification of spouse and blood relation members in

property.

• No Objection/Clearance Certificate.

• Non encumbrance certificate.

• Request for cancellation of allotment letter.

• Request for issue of possession letter.

The designated authority should be allowed to modify the workflow. However all audit

trails shall be maintained in the system and mandatory approvals should be required

to be uploaded in the system if required for the change.

REQ_HSM_29 The system should allow authorized users to configure activity based reminders for

defined periodicity based on defined action timelines or custom timelines. Authorized

user may be allowed to extend/revise the timelines based on the guidelines provided

in the charter of the RHB.

Request Form Submission

REQ_HSM_30 The system should provide XML embedded electronic form for submitting the request

in the following three modes for every available scheme ( Please refer Scheme

Information System Module) :

• Registered allottee may download the form, then fill the form in off-line mode

and then upload the application form through their respective account. ( All

applicable rules and validations shall be included in downloaded form as

well)

• Registered allottee may choose to fill online application and submit.

• Office user may fill application on behalf of applicant and capture the details.



REQ_HSM_31 The system should have mandatory fields marked out clearly for online application

filling. The system should not allow submission of the application without completing

the mandatory fields. Mandatory/Non Mandatory fields shall be finalized in discussion

with the RHB.

REQ_HSM_32 The system should allow the applicant /office user to attach various

documents/supporting documents/evidences along with the application. Following

should be the indicatively allowed formats for upload:

• Scanned documents

• Images

• RTFs

• PDFs

The system shall support all other formats as specified by RHB for above mentioned

types of documents.

REQ_HSM_33 All types of documents submitted along with the application should be preserved

securely in the system and its quality must be maintained. All documents should be

in read only mode and non editable.

REQ_HSM_34 On submission of the application, a unique application number should be generated

by the system for future reference. This application number should be saved in

encrypted form in the system.

REQ_HSM_35 All types of documents submitted along with the complaint should be tagged with the

unique application number and should be retrievable only by an authorized user of

the RHB

REQ_HSM_36 On submission of application along with supporting document, acknowledgement

receipt should be sent to the applicant through email/SMS

Processing of Request

REQ_HSM_37 All submitted applications should be notified to the designated authority through dash

board and email notification, as per the pre configured workflow for respective

application category.

REQ_HSM_38 The designated authority should be given an authorized access to review the

application form submitted and allow him/her to report any discrepancies if found.



REQ_HSM_39 If any discrepancy is found in the application form, then the authorized user should

be able to provide the comments and also if required should be able to send an

email/sms notification to the applicant informing requirements of fulfilling the

discrepancies.

REQ_HSM_40 If no discrepancy is found, the system should allow designated authority to forward

the application for next level with his/her own comments. It should reflect in next

authority’s dashboard as well as in his/her email notification.

REQ_HSM_41 In case next level authority does not agree with the supporting documents and other

facts of applicant then he/she may reject application or inform applicant about

discrepancy in application. Alternatively, designated authority can forward application

to approving authority along with remarks.

REQ_HSM_42 Designated estate admin should be able to view the details of the application and

activities carried out so far and if any decision is taken, he should be able to approve/

allow through system.

REQ_HSM_43 The system should automatically ask for a mandatory reason/ comment when status

is changed to 'Rejected' or 'Clarification Required'.

REQ_HSM_44 Based on the task configured in the workflow by authorized user, the tasks should

reflect in the email of the user and in the dashboard along with activity status.

REQ_HSM_45 Customized dashboard should allow authorized user to take action on activities

pending with him/her in a secured manner in a system seamlessly integrated with

other modules like portal, document management and other modules of the

application. Submission of every activity in the system should suitably update

required tables/databases at the backend. There should be no/minimum data

redundancy.

REQ_HSM_46 The configured workflow should allow each designated authorized user for a

particular activity to provide his comments on a note sheet in line with format used by

the RHB. The same should be attached with each application which shall record all

Reports/Remarks/decisions related to the application and will exist throughout the

lifecycle of the application. Authorized users should only be allowed to provide inputs

to notesheet. No user should be allowed to modify any already existing content in the

notesheet.

REQ_HSM_47 All communications, remarks, reviews, recommendations, approvals, rejections,



disposals should be recorded in the system and available for

preparer/approver/reviewer or any other designated officer as per assigned authority

for viewing and providing comments.

MIS

REQ_HSM_48 The system should provide suitable MIS to designated officer at predefined

periodicity/ scheme/circle/division. These MIS should have parameters to configure

option to be delivered through email, or dashboard, or access by the designated

user. Indicative but not comprehensive list of MIS include:

• Summary of sold properties according to scheme and unit category

• Summary of salable property

• List of properties sold on ORS

• List of properties sold on HPS

• Allotment list for a scheme

• List of allottees who have deposited the seed money

• List of allottee eligible for issue of possession letter

• List of units/allottees who have taken possession

• List of allottees who have not deposited lease money

• List of cancelled allotment letters

Integration

REQ_HSM_49 The system should have backend integration with scheme information management

system

REQ_HSM_50 The system should have integration with application digitization and management

system

REQ_HSM_51 The system should have integration with recovery sub module and accounts system

REQ_HSM_52 The system should allow seamless integration for workflow activities of Legal cell and

for prosecution cases.

REQ_HSM_53 The system shall maintain a centralized repository of all such

documents/policies/rules/procedure etc. (Please refer to requirements of

“management of documents”, section 6.3 for details)


3.1.2 Recovery Sub-Module

Recovery would be another sub module of Estate Management. This sub module will be integrated with

the Housing sub module and will automate the process of calculating the amount to be recovered from

the allottee for the following processes


System Login

REQ_RSM_1 The System shall be accessible to following users:

• Internal RHB users as per the user roles specified by the RHB for various

components of RHBMS for receipt of all type payment being made by

allottee, manage allottee account, provide waver in payment, onetime

settlement etc..

• Registered allottee for

o View transaction details

o View Payment reminders and Notices

o View statement of account

o certificate for Income tax

o online payment of installment

o Application for one time settlement

REQ_RSM_2 The system should allow authorized users to access various functions, forms,



REQ_RSM_3 The system shall apply spam control measures like ‘captcha’ images during

registration to avoid spurious details being automatically submitted and ensure that

data is not submitted by non-humans.

REQ_RSM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_RSM_5 The system should be accessible through centralized web application only for







o Estate Admin

o Estate officer

o Estate User

o Account officer

• Register user Tenants

Fields to capture

REQ_RSM_6 The system should provide electronic form to record the details account profile (one

time profile) of each allottee. It should comprise of the following fields (indicative

only):

• Circle/Division

• A/c Number of Allottee

• Allottee Name

• Name of scheme (where house is allotted)

• Communication Address

• Permanent Address

• Mobile No

• Email of Allottee

• Unit Number (Allotted house/shop /plot no )

• Unit Category

• size of house/plot/shop

• Date of lottery/draw/auction

• Mode of payment opted by allottee (HPS/ORS)

• Allotment No

• Allotment date

• Date of Possession

• Hire purchase deposit Amount

• Balance cost (deferred amount)

• Rate of Interest



• Monthly installment due from (date from when installment will start)

• Total number of Monthly Installment (count of installment)

• Monthly Installment completion date (date when last installment will

paid)

• Monthly installment amount

• Lease money (yearly)

• Lease money (half yearly)

• Lease money due from (date from when lease money installment will

start)

• One time lease money deposit

REQ_RSM_7 The system should provide electronic form to record the payment being received by

RHB. It should comprise of the following fields (indicative only)

• Circle/Division

• Receipt Number

• Date of Payment

• A/c Number of Allottee

• Allottee Name

• Name of scheme (where house is allotted)

• Unit Number (Allotted house/shop /plot no )

• Unit Category (EWG/LIG/MIG-I/MIG-II/HIG)

• Mode of Payment (HP/ORS/Auction)

• Payment Description (cash/DD/Cheque bank name and date)

• Details of Deposit (Account Head in which money deposited)

• If Cash Employee/cashier Id (who receive money)

• Total Amount

REQ_RSM_8 The system should have the ability to create master of deposit heads, it should

have provision to correlate these deposit head to their corresponding account

heads, bank a/c number etc. indicative list of deposit head is as under:

• Monthly Installment

• Lease Money



• HPS allotment Amount (before possession amt)

• Out Right Payment ORS

• SFS/Parijat

• Auction of Plot & shop

• Per day penalty on late possession

• Administrative charges (fees, fine)

• Registration amount

• Seed money

Work flow

REQ_RSM_9 The System should allow designated authority to configure the workflow for various

activities being carried out by the recovery cell. The system should capture the step

required for each activity and further role base action required. Indicative list of

activities is provided in this section

• One time Settlement of account

• OTS under Government Policy

• Adjustment in loan account

• Calculation of interest

• Cancellation of OTS

The designated authority should be allowed to modify the workflow. However all

audit trails shall be maintained in the system and mandatory approvals should be

required to be uploaded in the system if required for the change.

REQ_RSM_10 The system should have ability to set calculation formula for various type of interest

and panel interest. it must have ability to configure workflow to allow concession on

interest. Indicative list of interest applicable is as under:

• Calculation of interest on seed money /installment/lease money

• Calculation of per day interest on late possession

• Calculation of panel interest on hire purchase (default amount)



• Calculation of panel interest on installment (default amount)

• Calculation of panel interest on lease money (default Amount)

• Calculation of interest on any additional deposit

• Calculation of administration charges

Workflow

REQ_RSM_11 The System should allow designated authority to configure the workflow for various

activities being carried out by the recovery cell. System should capture the step

required for each activity and further role base action required. Indicative list of

activities is providing in this section However details list of activities and their

processes shall be finalized in consultation with the RHB.

• Recovery of default installment amount

• Recovery of default lease amount

• Payment deferment & Rescheduling of installment

• Allow concession on interest & penalties

• One time settlement under predefined policy

• One time settlement routine cases

• Start legal prosecution against allottee

• Issue of clearance certificate

The designated authority should be allowed to modify the workflow. However all

audit trails shall be maintained in the system and mandatory approvals should be

required to be uploaded in the system if required for the change.

REQ_RSM_12 The system should have the provision to capture prepayment penalty and process

the receipts accordingly.

REQ_RSM_13 The system should have the provision to waive-off pre-payment penalty and

approval limits by the designated authority.

REQ_RSM_14 The system should allow designated authority for rescheduling of payment

structure. It can be one of the following but not limited to:

• Fixed to floating and vice-versa

• Annual reducing balance to monthly reducing balance

• Re-Appraisal



Payment System

REQ_RSM_15 The system should have the ability to generate Pay-in-Slip with account number of

allottee.

REQ_RSM_16 The system should have the ability to accept receipts through various receipt

methods like Cash / Cheque, Electronic Clearance system

REQ_RSM_17 The system shall have provision for bank reconciliation of all payment being

deposited through cheque and ESC. Provision to enter, view and update the

details of bounced cheque.

REQ_RSM_18 The system should have ability to notify allottee and concerned recovery cell about

dishonored cheques and other instruments through email/SMS and dash board

REQ_RSM_19 The system should ability to escalate cheque bouncing cases to higher authority for

appropriate action to be taken for realizing payment and for initiating various

proceedings under Negotiable Instruments Act or any other act applicable.

REQ_RSM_20 The system should have the provision to handle special cases like cancellation of a

cheque/stop ESC facility

REQ_RSM_21 Through centralized web based system, an allottee should be able to login and

view statement of account various statements for his/her respective account.

Indicative list for statements to be displayed is provided in subsection.

• Receipt of Instalment paid

• Account statement with charges, interest, panel interest and payment

• Interest certificate for income tax

• Provisional certificate of principal & interest

REQ_RSM_22 The system should have the provision to enter any type of additional charges/panel

interest and the adjustment should be made in the allottees account.

REQ_RSM_23 The system should be able to handle customer refund; this shall be allowed through

pre configured workflow. Refund should be handled by cash/cheque/ or direct bank

transfer in the account of allottee.

REQ_RSM_24 In regard to each allottees the system must be able to maintain the following

components of dues

• Installment component



• Lease Installment

• HPS deposit

• Simple Interest part

• Compound part

• Loss of rebate

• Interest penalty

• Risk Charge

• Interest Tax

Recovery from Default

REQ_RSM_25 The system should have ability to assign role base recovery agent and recovery

officer for default amount, it should notify the designated officer about status of

recoveries and follow-up dates

REQ_RSM_26 A note sheet in line with format used by the RHB should be attached with each

default recovery case which shall record all calls/reminder/personal

meetings/assurance by defaulter/decisions related to the recovery case and will

exist throughout the lifecycle of the allottee. Authorized users should only be

allowed to provide inputs to note sheet. No user should be allowed to modify any

already existing content in the note sheet.

REQ_RSM_27 The system should allow designated authority to issue legal notice to the defaulter;

it should be notified to the allottee through email and print hard copy.

REQ_RSM_28 The system should allow designated authority to notify the allottee for legal action

and prosecution

One time settlement

REQ_RSM_29 The system should have provision to create master database of all policies being

issued by RHB for settlement of loan/HPS accounts. It should also allow designated

officer to configure workflow for approval and settlement of account

REQ_RSM_30 The system should have provision to record application received under OTS policy.

All submitted requests should be notified to the reviewer through email and

dashboard. This role shall be preconfigured in the system as part of workflow

configured for review of request



REQ_RSM_31 The system should allow reviewer to forward the submitted OTS request for

following action as per the configured work flow of the RHB

• Calculation of actual receivable

• Concession if already granted to allottee

• History of payments

• Physical verification if required

• Discrepancy in documents that need to be attached with case

• Deposit of minimum installment with request letter

REQ_RSM_32 The system should have the provision to enter any type of waiver information and

accounting adjustments in receivables account

REQ_RSM_33 The system should have ability to track all OTS cases as per the terms and

conditions, in case allottee fails to deposit the money as per the reschedule terms

then system should allow designated authority to cancellation of OTS and roll back

account to original status.

Integration

REQ_RSM_34 The system should have integration with following module ( Phase II of the project)

• Scheme Information system Module

• Estate Housing Module

• Application Digitization & Management Tools

• Personal & Payroll Module

• Account Module (envisaged in second phase)

MIS

REQ_RSM_35 The system should be able to generate MIS reports as per the requirements of

Board. These reports should be allowed to filter according to board, circle, division

or revenue district. The indicative list of MIS reports include:

• List of defaulters who fall under Red category (having defaulted on 3 times

of nonpayment of installments )

• List of defaulters (defaulter of more than 1 installments )

• List of cheques and ECS dishonored/bounced

• List of case settled under OTS



• List of defaulters after OTS

• List of defaultes under prosecution

3.1.3 Lease System and Rental Properties Sub-Module

Context: Various schemes are run at state and district level by Rajasthan Housing Board. Fund is

allocated for various schemes. Beneficiary applies through application form under various schemes.

Application is processed and if approved, a grant is sanctioned to the beneficiary.

Requirement Id

Requirement Description

System Login

REQ_LSR_1 The System shall be accessible to following users

• Internal RHB users as specified by the RHB.

• Registered tenants for

o View transaction details

o View Payment reminders and Notices

o View statement of account

o online payment of Rent

REQ_LSR_2 The system should allow authorized users to access various functions, forms, screens,

sub modules, information etc. as per the authorizations and user roles permissible as

per guidelines and policies of the RHB

REQ_LSR_3 The system shall apply spam control measures like ‘captcha’ images during



REQ_LSR_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_LSR_5 The system should be accessible through centralized web application only for following

roles and indicative privileges:



Requirement Id




o Estate Admin

o Estate officer

o Estate User

o Account officer

• Register Allottee

• Register Applicant

Fields to be captured

REQ_LSR_6 The system should have provision to create database of all lease hold/freehold

property available with the RHB, it should be able to generate unique property id

across Rajasthan. Indicative list of fields need to be capture about each property are

as under, however detail of fields can be decided in consultation with RHB

• Circle/Division

• Property Number as per asset register

• Sector/colony name where property is situated

• Name of scheme (where property is situated)

• Property type (shop/ house/plot /office/ commercial)

• Shop Number (leased house/shop /plot/office no )

• Size of Property (total Area, Built-up area)

• Description of construction

• Approximate value of property

REQ_LSR_7 The system should provide electronic form to record the details of the allottees. The

allottees profile should contain the following fields (indicative only):

• Circle/Division

• Sector/colony name

• Name of scheme (where house/shop/property is leased)

• A/c Number of lessee


Requirement Id


• Lessee Name

• Communication Address


• Mobile No

• Email of Allottee



• size of house/plot/shop

• Details description of Property (built-up area, plot area etc..)

• Lease Rate per/sqr meter

• Date of lease

• Lease expiry date

• Lease money yearly

• Lease money Monthly

• Rate of Interest in case of default

• Yearly increase in lease (in percentage)

REQ_LSR_8 The system should provide electronic form to record the payment being received by

RHB. It should comprise of the following fields (indicative only)

• Circle/Division

• Receipt Number

• Date of Payment

• A/c Number of lessee

• Lessee Name

• Name of scheme (where property is leased)

• Unit Number (leased house/shop /plot/office no )

• Payment Description (cash/DD/Cheque bank name and date)

• Details of Deposit (Account Head in which money deposited)

• If Cash Employee/cashier Id (who receive money)


Requirement Id


• Total Amount

REQ_LSR_9 The system should allow the authorized user to attach various type of legal documents

like lease deed / rent agreement/ lease extension along with the lease hold property.

Following should be the minimally allowed formats for upload:

• Scanned documents

• Images

• RTFs

• PDFs

The system shall support all other formats as specified by RHB for above mentioned

types of documents.

REQ_LSR_10 All types of documents uploaded along with the lease deed/rent deed should be

preserved securely in the system and its quality must be maintained. All documents

should be in read only mode and non editable.

REQ_LSR_11 The system should have ability to notify authorised user about rent due, rent default,

lease deed expiry and lease money increase through email and dash board

REQ_LSR_14 The system should have the provision of collection of payments at cash collection

counter/ cheque/ DD and through ECS payment system

REQ_LSR_15 The system should support E-payments collection through internet.

Advertisement for Rental Properties

REQ_LSR_16 The system should have the provision to advertise all property available for

rental/lease hold on web portal. It should capture the following field before publishing

on portal.

• Circle/Division

• Property Number as per asset register

• Sector/colony name where property is situated

• Name of scheme (where property is situated)



• Size of Property (total Area, Built-up area)


Requirement Id


• Description of construction

• Contact person email/mobile number

• Location map of property

• Lay out plan of property

• Picture of property

• Terms of lease/rent

• Expected rent/lease

• Expected yearly increase in rent

• Target segment (Bank/MNC/company/ individual/commercial)

REQ_LSR_17 The system should have the provision of On-line search of any lease/rental properties

REQ_LSR_18 The system should have the provision of recording queries made by prospective

lessee and tenants

REQ_LSR_19 The system should generate the Arrear Register

Recovery from Defaulters

REQ_LSR_20 The system should have ability to assign role base recovery agent and recovery officer

for default amount, it should notify the designated officer about status of recoveries

and follow-up dates

REQ_LSR_21 A note sheet in line with format used by the RHB should be attached with each default

recovery case which shall record all calls/reminder/personal meetings/assurance by

defaulter/decisions related to the recovery case and will exist throughout the lifecycle

of the allottee. Authorized users should only be allowed to provide inputs to note sheet.

No user should be allowed to modify any already existing content in the note sheet.

REQ_LSR_22 The system should allow designated authority to issue legal notice to the defaulter, it

should be notify to the allottee through email and print hard copy

REQ_LSR_23 The system should allow designated authority to approve case and notify allottee for

legal action and prosecution

REQ_LSR_24 The system should have ability to maintain statement of account of each lease holder

Through centralized web based system, any lessee/tenants should be able to login

and view statement of account in regard to


Requirement Id


• Receipt of lease/rent paid

• Account statement with charges, interest, panel interest and payment

• Online payment of rent/lease

Integration

REQ_LSR_25 The system should have integration with following modules

• Scheme Information system Module

• Estate -Housing Module

• Estate -Recovery Module

• Account Module (Envisaged for Phase II of the project)

MIS

REQ_LSR_26 The system should be able to generate MIS reports as per the requirements of Board.

These reports should be allowed to be listed according to board, circle, division or

revenue district. The indicative list of MIS includes

• Circle wise division wise Rental received

• Circle wise division wise Rental receivable

• Monthly Demand collection Register

• Arrear Register

• Generate Defaulter Notices

• Accounting for TDS related to properties rentals

3.2 Financial Accounting

This module defines an integrated system as a financial management system designed with effective and

efficient interrelationships between software, hardware, personnel, procedures, controls, and data

contained within the systems. To be integrated, financial management systems must have, as a

minimum, the following four characteristics:

• Standard data classifications (definitions and formats) that are established and used for recording each

financial event

• Common processes for similar kinds of transactions

• Internal controls over data entry, transaction processing, and reporting that are applied consistently


• A design that eliminates the need for duplicate entry of transactions.

3.2.1 Budget Allocation & Management Module


System Login

REQ_FMBS_1 The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:

o Head office

- Housing Commissioner

- CAO/Account Admin

- Accounts Officer

- Accountant (Assigned for Budget Management)

o Circle Office

- Circle Head /SE/ DHC

- Circle Accountant

o Division Office

- Division head / EE/RE

- Divisional Accountant

- Office user/accounts (Assigned for Budget Management)

REQ_FMBS_2 The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB

REQ_FMBS_3 The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS

Access

REQ_FMBS_4 R The System shall be accessible to following users

• Internal RHB users at division office as specified by the RHB for various components of RHBMS to record

• Head Office o Budget Consolidation o Budget Review for approval o Budget Prioritization after approval o Intimate Circle office/Division office/HoD regarding Budget

sanction o Transfer to corresponding CD account o Budget Monitoring and report generation



o Budget revision approval • Circle Office

o Budget Consolidation o Budget Review for approved projects o Budget Forward to corresponding agencies o Budget Monitoring and report generation o Credit Drawing authority

• Division office o Prepare budget for Plan Heads o Prepare Budget for Non Plan Heads o Prepare Annual Budget for New Projects o Prepare budget for R&M of Building & assets

§ Schedule Repair § Special Repairs § Non schedule Repairs

o Credit Drawing authority

REQ_FMBS_5 Budget and actual expenditure inquiry or reporting by a internal users should be

restricted to the data pertaining to that finance & accounts cell only. The

authorized budget users such as the Budget Officer and the officials of the budget

section should however have complete access.

Pre –Budget for Plan & Non Plan Heads

REQ_FMBS_6 Should allow authorised user at DO/Circle Office level to prepare a Scheme wise Plan budget for a complete financial year (New/On going Projects Expenditure). List of indicative fields needs to be captured is as under:

• Location HO/Circle/Division • Financial Year • Scheme Name • Account Head • Cost of Project • Other description • Implementation details of on-going projects

o Particular of work order (order No, date and amount) o Physical Progress Stage (plinth /linthal /roof) o percentage completion o expenditure incurred till previous year o sanctioned budget o Requirement for this years

• Total budget requirement for project REQ_FMBS_7

Should allow authorised user at DO/Circle Office level to prepare a head wise Plan budget for a complete financial year (Non Projects Expenditure). List of indicative fields needs to be captured is as under:

• Location Division/Circle/HO • Department/Cell • Financial Year



• Account Head (Major/Minor) • Amount Budgeted • Other description

REQ_FMBS_8 Should allow creation of expenditure programme for non-plan budget, based on rules of expenditure for:

• Recurring expenditure items proportionate over the year @ of 1/12 • Recurring expenditure items not proportionate over the year e.g.

maintenance • Non recurring expenditure item to be planned over the year e.g. office

furniture & equipment REQ_FMBS_9

Should allow authorised user at Division Office /Circle Office level to prepare a head wise Non Plan budget for a complete financial year. List of indicative fields needs to be captured is as under:

• Location Division /Circle/HO • Financial Year • Account Head (Major/Minor) • Amount Budgeted • Other description

REQ_FMBS_10 System should make the e-form available for entering the revised budget estimation

REQ_FMBS_11 System should allow user to bifurcate head wise budget in monthly/ quarterly and half yearly mode

REQ_FMBS_12 Should allow copying details from existing budget into the revised budget estimate form

REQ_FMBS_13 Should populate the projected expenditure and actual expenditure accrued on last year while preparing head wise monthly budget to compare the level of expenditure achieved

REQ_FMBS_14 it should allow the user to prepare scheme wise budget for new projects, Facility for direct manual entry of amounts for individual budget items apart from formula builder and percentage revaluations

REQ_FMBS_15 Should allow compilation of the revised budget for HR and non-HR expenses head wise by incorporating re-appropriations and additional grants and subtracting Surrenders

REQ_FMBS_16 The system should have provision to generate Annual budget for preventive maintenance of building as per standard maintenance schedule.

REQ_FMBS_17 The system should have provision to generate Annual budget for amount receivable under various account heads. Should populate the projected Income and actual recovery accrued on last year, and default recovery target set by the Estate Department while preparing head wise monthly budget to compare the level of income achieved



Budget Consolidation & Review

REQ_FMBS_18 interface to consolidation of budget at division level and circle level

REQ_FMBS_19 Should provide an option to drill down to the complete details of each project

• Project List • New or Rolling Project • Cost associated with new Project • Cost associated with ongoing projects • Priority of Project • Probable start date • Outcome of Project • Activity List • Cost Breakdown of activities • Brief Description • Duration of project • Start Date • End Date • Implementation details of on-going projects

REQ_FMBS_20 Interface to review budget by adding new items, delete items, edit quantity of items and edit cost etc..

REQ_FMBS_21 Ability to generate queries to the subordinate office in regard , all queries should bind with a unique no.

Budget Approval

REQ_FMBS_22 There should be provision to record the final budget approved according to division wise along with details of work code, head code, sub head code etc..

REQ_FMBS_23 Should allow relevant stakeholders to transfer budget within various account heads within a major head

REQ_FMBS_24 Should have provision to freeze budget on basis of budget head and account head, there should be provision to drill down budget up to month level. Ability to support user-defined budget availability controls to specify which accounts do not allow actual exceed budget or otherwise

Budget Reversion & Monitoring

REQ_FMBS_25 There should be provision to carry forward budget to next year as per the configured workflow and business rule of department

REQ_FMBS_26 Provides budget vis-à-vis actual comparison on a on-line basis as well as periodic intervals

REQ_FMBS_27 Ability to transfer budget from one head to another. This should be allowed as per



configured business rule of the RHB

REQ_FMBS_28 System should populate the re-appropriation, re-allocations, surrenders, revised requirements for the remaining months etc. as on the date of preparation of revised estimates

REQ_FMBS_29 System should cumulate the re-appropriation, re-allocations, surrenders etc. with the budgeted estimates to arrive at the revised budget estimates

REQ_FMBS_30 Should allow DOs to submit the revised estimates to the Head office for purpose of re-allocation

REQ_FMBS_31 Should allow designated authorities at Head office to review and approve revised estimates received from DO & CO

REQ_FMBS_32 Should enable DO/CO/HO and HOD to undertake expenditure monitoring/ reviews using system tools and utilities.

REQ_FMBS_33 Comparison of expenditure with project implementation schedule in plan budget (mile stone/end of activity stage) periodically(at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)

REQ_FMBS_34 Comparison of expenditure with expenditure program using trend analysis for recurring non plan expenditure periodically (at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)

REQ_FMBS_35 Comparison of expenditure with expenditure program using for non-recurring non plan expenditure periodically (at least quarterly for first three quarters and monthly in last quarter, by 15th of last month of FY)

REQ_FMBS_36 As a result of expenditure reviews should identify likely savings/excesses

REQ_FMBS_37 Should allow users to choose from following options

• No Requirement • Additional Requirement • Budget Savings

REQ_FMBS_38 Should allow designated authority to fill the surrender proposal and submit the proposal to Finance & Accounts, list of indicative fields need to in budget surrender form are as under:

• Planned/Non-Planned Budget • Grant • Account Head (Major/Minor) • Amount to Surrender

REQ_FMBS_39 System allows users to perform on-line appropriation budget adjustments with appropriate security authority within the Financial powers

REQ_FMBS_40 Should allow HODs/DOs /COs to prepare a supplementary grant proposal and



submit it to accounts cell in case there is no excess budget available for re-appropriation

REQ_FMBS_41 Should automatically update original budget on the basis of Re-appropriation/additional grants/surrendered budget

REQ_FMBS_42 System should allow designated authorities of Accounts cell to lock any budget head for any period of time in case of issues with resource availability

REQ_FMBS_43 System should allow specifying a lower limit of expenditure to be done under a particular budget head

REQ_FMBS_44 System should allow to notify all HOD/DO/CO in case of low or no

expenditure being done by a board for any particular head

REQ_FMBS_45 Online enquiry of budget availability for a particular account head/ project head /

expense head

REQ_FMBS_46 Option to send an e-mail to the concerned department requesting the expenditure

if the cumulative expenditure exceeds the budget

Workflow

REQ_FMBS_47 it should be allowed to configure workflow as per business rule of the board for forward budget along with recommendation, consolidation of budget, review of budget, rights for addition and deletion of budget items

REQ_FMBS_48 Provide flexible budget hierarchy to define budgeting level (what level should be budgeted), account posting level (level where accounting entries will be posted) and budget availability control level (budget level where active budget availability checks are performed).

REQ_FMBS_49 The system should have ability to configure workflow for following activities

o Prioritization of Projects o Budget review o Financial & administrative sanction of project according to project value

REQ_FMBS_50 Support the monitoring of various budget types such as original budget,

supplementary budget, budget carry-forward (unutilized budget amounts carried

forward from previous years), budget transfers.

MIS Reports

REQ_FMBS_51 Flexibility to report against different versions like budget estimate, revised estimate, etc. for the year



REQ_FMBS_52 Ability to export the budget data into text or excel format that can be used by the publisher for publishing

REQ_FMBS_53 Budget version analysis report showing differences between different versions of a budget

REQ_FMBS_54 Budget versus actual expenditure report for all or a selected set of departments and expenditure heads for the current year as well as the previous ones

REQ_FMBS_55 Budget and actual expenditure inquiry or reporting by a department should be restricted to the data pertaining to that department only. The authorized budget users such as the Budget Officer and the officials of the budget section should however have complete access.

3.2.2 Project Accounting Sub Module


System Login

REQ FMPA 1. The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:

o Head office

- Housing Commissioner

- CAO/Account Admin

- Accounts Officer

- Accountant / cashier

o Circle Head /Dy Housing Commissioner

o Circle Accountant

o Division head / Executive Engineer/RE/DHC

o Divisional accountant

o Assistant Engineer

o Junior Engineer

o Office user accounts (DO)

REQ FMPA 2. The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB



REQ FMPA 3. The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS.

Access

REQ FMPA 4. The System shall be accessible to following users

• Internal RHB users at division office and sub division office as specified by the RHB for various components of RHBMS to record

• Head Office

o Project Monitoring and report generation

o Approval of Monthly Fund requires for Project

• Circle Office

o Approval of project monthly project funds

o Approval of revised project bill

o approval of contract &work order

o Project Review with time line

o Edit /delete MB books

o Impose penalty on contractor

• Division office RE/DHC

o Approval of contractor Bill in partial or full bill

o Approval of contractor Advances

o Edition and deletion in MB book

o Impose penalty on contractor

o Prepare Monthly report (funds required for a work)

o Reject contractor bill

o Approval of contract work order

• Assistant Engineer/JE

o Entry of DPR Project Profile

o Enter work contact detail with Milestone, rate and payment terms

o Submission of running bill against work

o Submission of Measurement Book

o Entry of Credit Note against material supplied to contractor

o Update work milestone status in line with PMIS

• Divisional Accountant



o Review Contractor running bill

o adjustment of material payment

o deduction against penalty imposed by AE/RE/SE

o entry of Advance paid to contractor

o deduction of advance & mobilization advances from contractor bill

o deduction of security amount from contractor bill

o entry of payment paid to contractor against a work

Field to capture

REQ FMPA 5. A system should have ability to capture project related data. It should have ability to define scheme then activities and sub activities under a scheme. it should generate unique id for each activities and sub activities. and should be capable to calculate actual expenditure incurred up to sub activities level

REQ FMPA 6. The system Should ability to create project profile for new projects and DPRs. the list of indicative fields need to be captured is as under

• Location

• Name of Scheme

• Category of Scheme (EWS/LIG/MIG1/HIG/Flats/Multistoried

• Plinth Area As Per Scheme

• Plot Size

• Total Houses constructed

• estimated cost per houses

• cost of construction for total houses

• date of commencement as per scheme

• actual project period

• Goal & Objectives (Outcome) of the Project

• Target Beneficiary

• Current Situation

• Work Plan

• Mode of funding (with alternative funding options)

• Funding Agency (Multiple Agencies)

• Major milestones of projects



• Activity Sets & strategy to achieve each milestone

• Criteria and Justification for selection of the final strategy

• Outputs of each activity

• Cost of each Milestone

• Total Cost of the Project

REQ FMPA 7. Should be able to enter milestones, milestone dates and Key Performance Indicators in the system

REQ FMPA 8. System should allow creation of a new activity and generate an activity ID, these activities should have interlinkage with PMIS Module, for the purpose of resource allocation

REQ FMPA 9. System should have integration with PMIS module and it should allow breaking the strategy options into activity sets and provide the following details

• Scheme Name

• Milestone ID

• Activity Name

• Activity Description

• Activity ID

• Whether it is work related to construction/engineering

• Target date for completion of activities

REQ FMPA 10. System should be able to calculate the cost specific to each activity with the help of cost tables

REQ FMPA 11. System should allow consolidation of cost specific to each activity set

REQ FMPA 12. System should calculate the cost of the entire project

REQ FMPA 13. Should capture approvals (Administrative and/or Technical Sanctions) of each project/work specifically all activities related to construction work/engineering related

REQ FMPA 14. System should allow the stakeholders to apply for Administrative sanctions by Competent Authority for any work under scheme which is due for implementation

REQ FMPA 15. System should allow stakeholders to seek technical sanction from a competent authority for the details & cost estimate of the work

REQ FMPA 16. System should allow issuing revised AS/TS in cases the expenditure goes beyond the approved estimates



REQ FMPA 17. Should allow authorised users to review the approved project plan submitted by the implementation authority from PMIS

REQ FMPA 18. Should allow authorised user to review the activities line items of each approved Project /Programme provided under the Planned Budget of the current Financial Year

REQ FMPA 19. Should have ability to capture the following details of work related construction and engineering

• Name Of The Scheme

• Work/ Project Name

• Work Description

• Work ID/Code

• Administrative Sanction No & Date

• sanction authority

• Sanctioned Amount

• Technical Sanction No & Date

• Target Completion Date

• Source of Funding (should allow multiple sources also)

REQ FMPA 20. Should be able to record following details of milestone associated with a particular project/work

• Work ID

• Milestone Name

• Budgeted Estimate for milestone

• Target date for completion for Milestone

REQ FMPA 21. Should be able to record following details of associated with a particular milestone

• Work ID

• Milestone Name

• Activity ID

• Activity Name

• Activity Brief Description

• Budgeted Estimate for Activity

• Target date for completion for Milestone



REQ FMPA 22. Should allow to capture contract details of each work associated with scheme. List of indicative fields needs to be captured are as below

• Name Of The Scheme

• Project/Work Name

• Project/ Work ID

• Work Order No & Date

• Work Order Amount

• Target Completion Date

• Total Work Order amount

• Contractor Name & details address

• Contractor Account ID

• Contractor Bank Account details

• Contractor PAN Number,

• Contractor Service tax number

• Milestone Details

o Milestone Name

o Activities to be perform

o Cost for Milestone

o Target date for completion

• Unit Rate

o Item & Chapter No

o Item description

o Measuring Unit

o Quantity

o Unit Price

• Payment Terms

o Mile stone Basis / Monthly Basis

• Performance Security Amount (in case of advance)

• Late delivery Penalty If any

o Milestone Name

o Activity Name

o Target Date



o Penalty calculation Methodology (Percentage/ Days)

o Penalty Amount

REQ FMPA 23. Should be able to provide the following details of the Work In Progress project

• Project/work ID

• Project/work Name

• Milestone Name & ID

• Milestone Target date

• On Going Activities List

o Activity ID

o Activity Name

o Current Status of activity (completed/ Ongoing/not started/cancelled)

o Pending activities

• Expected target date to achieve milestone

• Milestones achieved (Percentage of completion)

• Cost Incurred to date

• Budgeted Sanctioned for milestone

• Budget required for completion (if Any)

REQ FMPA 24. Should allow project estimate to be maintained so that revised estimates can be computed in combination with the actual to date expenditure

Monthly Budget Requirements for Work

REQ FMPA 25. It should allow the user to prepare scheme wise budget at DO level so that budget can be forward to the circle office. Should compile the draft plan for new and ongoing projects having following details

• Division name

• Circle Name

• Financial year

• Scheme Locations

• Project Name

• Project Duration

o Start date

o Target completion date



• Total project Cost Estimates

• Implementation details of on-going projects

o Particular of work order (order No, date and amount)

o Physical Progress Stage (plinth /linthal /roof)

o percentage completion

o expenditure incurred

o sanctioned budget

o Requirement for this month/years

o recommended by DHC (Deputy Housing commissioner)

• funds received in current financial year

• funds available from previous financial year

• funds utilized

• surplus funds available with Div

• Net Funds required

REQ FMPA 26. Scheme budget will have to be distributed (month-wise) over the financial year to be able to draw moneys with regard to contractor’s bills and related work contingency expenditure

REQ FMPA 27. The system should provide the functionality to allow reallocating/redistributing scheme budget over the FY as per needs of the revised construction programme (month wise)

REQ FMPA 28. should have ability to review monthly funds requirements and approve as per the authorisation and business rule of the Board

REQ FMPA 29. The system should provide the functionality to allocating/distributing scheme budget over the FY as per needs of construction programme (month wise)

REQ FMPA 30. The system should provide the functionality to allow reallocating/redistributing scheme budget over the FY as per needs of the revised construction programme (month wise)

REQ FMPA 31. The system should provide the functionality to customize online MB reach-wise

REQ FMPA 32. Scheme budget will have to be distributed (month-wise) over the financial year to be able to draw moneys with regard to contractor’s bills and related work contingency expenditure

REQ FMPA 33. The system should provide the functionality to raise alerts if slice/quantities exceeds predefined limits



REQ FMPA 34. The system should provide the functionality to enable consolidation of measurement RE (Division)-wise as also inter division consolidation of Item-wise quantities and milepost information.

REQ FMPA 35. The system should provide the functionality to enable consolidation of all information/data of all the contracts of a particular project/scheme in project management module

REQ FMPA 36. Should allow the system updating authority to update the project with the following information:

o Project Name (Drop Down)

o Project Id (self generated)

o Project duration ( to be selected by authority)

• Activity Detail

• Output of each activity

o Milestones set (self generated from)

o Milestones Pending (self Generated by the system)

o Milestones achieved (to be filled in by authority)

o Activities set under the milestone

o Activities achieved

o Activities pending

o Cost Incurred

o Material Used (for works)

o Remarks by the sub engineer

REQ FMPA 37. The system should provide the functionality to enable closure of contract when completed/abandoned/ terminated

REQ FMPA 38. The system should provide the functionality to enable audit logs for all changes/modifications and copied in the contract/project management utility/system

REQ FMPA 39. The system should provide the functionality to assign contracts owner, contracts manager, accountable person and key stakeholders, System updating authority, reviewing authority

REQ FMPA 40. The system should provide the functionality to be able to re-open closed contracts

Monitoring Physical Progress

REQ FMPA 41. The system should provide the functionality to define reach slice/quantities and milestones of the contract in section’s online MB enabling capture of



measurements and milestone in the MB. list of indicative field need to be captured are as below

• Location (Circle & Division)

• Work Name & ID


• Contractor Name

• Period from

• Period to

• Measured/recoded By (Name, ID & designation of Emplyee)

• Reference No of physical MB Books

• Item wise quantities

o Item Name

o Item Number

o Description

o Measuring Unit

o Dimension (height, width, length)

o Total Item Quantity

REQ FMPA 42. Should generate an alert for the AE/EE if the Junior engineer does not upload MB within specified time as per the project requirement

REQ FMPA 43. Should allow the AE & EE to accept / reject / edit the MB at his own end.

REQ FMPA 44. Should allow the AE & EE to seek clarification or mark for action to Junior engineer

REQ FMPA 45. Should allow the AE/EE to enter the reasons for the rejection of the MB or the part there off

REQ FMPA 46. Should allow the AE/EE to edit the MB at his own end for certain minor changes

REQ FMPA 47. Should allow the AE/EE to approve quantities (partially) as per his/her own verification

Contractor Payment

REQ FMPA 48. Should provide required electronic formats of invoices (e.g. Abstract of quantities executed as per running bill format along with a generic invoice format which can be customized by the project authority for the project use



REQ FMPA 49. For every invoice submitted and entered into the system, system should create an unique Invoice/Bill id. Any further communication and tracking should be based on that

REQ FMPA 50. Should allow authorised user track the status of contractor bill. The points at which the status can be tracked would be:

• Invoice processed at sub engineer level

• Submitted to assistant engineer for clearing

• Invoice processed at AE level, bill created

• Submitted to RE for clearing

• Invoice accepted / rejected at RE level

• Queued in Ways & Means Management

• Bill cleared

REQ FMPA 51. Should allow the AE or User authorize by AE to enter the following bill details. the list of indicative fields needs to be captured are as under

• Invoice No.

• Bill no.

• whether final bill/running

• Work Name & ID

• work order No & date

• Head details

• Contractor’s name

• Contractor’s ID

• TAN & CIN Number of the company

• Contractor’s bank account number ( Bank branch name, location and code)

• Address of the company

• Contact details of the contractor

• Milestone Achieved or not Yes or No

• Claimed amount Rs…

• Passed amount – Rs…

• Penalties to levy on contractor - if any (to be filled by relevant authorities

(JE/AE/EE/DHC) – Rs…



• Deductions (to be filled by DA/Auditor) – Rs…

• Deduction against material supplied –RS

• Assistant Engineer’s/EE/SE Remarks

• Digital signature of the EE

REQ FMPA 52. System should have ability to capture the Abstract of quantities executed as per the measurement book recorded by the AE/JE. List of indicative fields needs to be compiled from MB books are as follows

• Work Name & ID


• Contractor Name

• Period from

• Period to

• Measured/re coded By

• Item wise quantities

o Item Name

o Item Number

o Description

o Measuring Unit

o Dimension (height, width, length)

o Total Quantity

o Quantity verified by AE/EE/SE

REQ FMPA 53. System should have ability to capture the amount against material supplied to the contractor on payment, List of indicative fields needs to be compiled from store receipt are as follows

• Work Name & ID


• Contractor Name

• Date

• Store Issued By

• Indent No & Date

• Indent Approved By

• Material Details



o Material Name

o Material Number

o Measuring Unit

o Quantity Issued

o Unit Price

o Total Price

REQ FMPA 54. The system should provide the functionality to enable computation of quantities for approval of contractor’s bill/invoice of quantities

REQ FMPA 55. The system should provide the functionality to enable creation of contract bill as per verified/measured quantities less what is paid earlier (Process: Contractor Bill Clearing)

REQ FMPA 56. The system should provide the functionality to enable adjustments of deductions on account of advances, security, penalty, taxes, etc from created bill (Process: Contractor Bill Clearing)

REQ FMPA 57. The system should provide the functionality to enable uploading of contractor’s bill along with necessary approval

REQ FMPA 58. Should allow the DO/EE to view the work ID in the bi, as soon as the AE upates/uploads the bill. The Work ID the project plan, online measurement book, corresponding terms of reference, original contract document and budget availability statement should open up automatically

REQ FMPA 59. Should provide the facility to EE to review the Measurement Book if required, Bank Guarantee details contract uploaded over the system

REQ FMPA 60. Should allow the DO/EE to accept / reject / edit the bill at his end

REQ FMPA 61. the System should allow EE/DO to approve contractor invoice in an full approval or in partial approval

REQ FMPA 62. Should allow the EE to seek clarification or mark for action to junior engineer through AE

REQ FMPA 63. Should provide the EE/PIU the following options:

• Accept • Reject • Object and resend to bill clerk • For processing the raised bill

REQ FMPA 64. Should allow the EE/Designated Authorities to enter the following format in case of a rejection:



• Claim id • Rejection ID • Rejection Date • Rejection Code • Reason for rejection (description to be filled in by bill clerk)

REQ FMPA 65. Should allow the EE to fill in the following details in case of an objection

• Claim id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be

recorded)………………………….. • Objection # 2: (Description to be filled)………………………….. • Objection # n: (Description to be filled)…………………………..

REQ FMPA 66. Should allow the designated staff to respond to the raised objections in a serial wise manner:

• Claim id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:………………………….. • Actions taken over the Objection # n)………………

REQ FMPA 67. Should system generate notifications (through SMS / email / In Tray dash board etc.) at each of the following stages:

• Measurements taken/verified at junior engineer level

• Bill created at AE level for clearing

• Submitted to RE for clearing

• Bill accepted / rejected at EE level

• Submitted to Accounts disbursement system

• Bill cleared by Ways & Means system and contractor’s account credited

REQ FMPA 68. Should allow the user to enter all the invoices for advance received at the front desk from the contractor/supplier/service provider for advance payments. The bill clerk will make the following entries while accepting the invoices for advance payment:

• Claim ID (System Generated) • Claim date • Project/work Id • Contractor’s name • Contractor’s ID • Advance Type • Whether advance is to be deducted from running bill Y/N • Contractor’s bank account details (already registered in the system) • Particulars of security received (e.g. bank guarantee, etc) • Advance Amount



REQ FMPA 69. Should generate an alert for the Resident Engineer as soon as the bill clerk raises a bill for advance payments

REQ FMPA 70. Should maintain a database of all the advance payments

REQ FMPA 71. Should maintain a database of all the Security amount deducted from contractor bill

REQ FMPA 72. Should account for recovery/adjustment of advance payment while making the next payments to the contractor

REQ FMPA 73. Should provide details of the advances that have been paid till date to the contractor/supplier/service provider before any new payments

REQ FMPA 74. The system shall provide functionality to automatically update the general ledger with contract transaction and documents

MIS Reports

REQ FMPA 75. Following is list of MIS but not limited up to this list

1. Project wise Bill Paid

2. Project wise bill pending for approval at different level

3. Project Physical Progress Vis-a Vis Finnacial Progress

4. Monthly Expenditure on each project

5. Monthly Expenditure on each scheme

6. Monthly expenditure budgeted vis-à-vis expenditure incurred on a project

7. Monthly Funds requirement statement for a project

3.2.3 Book Keeping & Accounting Sub Module


System Login

REQ FMBK 1. The system should be accessible through centralized web application only for internal user assigned with following roles and indicative privileges:

o Head office - Housing Commissioner - CAO/Account Admin



- Accounts Officer - Accountant - Cashier

o Circle Head /Dy Housing Commissioner o Circle Accountant o Account Assistant o Division head / Executive Engineer o Divisional accountant o Account Assistant o Office user accounts (DO)

REQ FMBK 2. The system should allow authorized users to access various functions, forms, screens, sub modules, information etc. as per the authorizations and user roles permissible as per guidelines and policies of the RHB

REQ FMBK 3. The system shall maintain non editable audit trail of all activities carried out by any user in RHBMS.

REQ FMBK 4. Access

REQ FMBK 5. The System shall be accessible to following users

• Internal RHB users at division office and sub division office as specified by the RHB for various components of RHBMS to record

• Head Office o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Book Keeping of all Receipt & Voucher o Entry of Loans from FI o Entry of Interest on loans o Entry of loan repayment o Entry of investment from Government grant o Entry of funds transfer to circle & divisional offices o Generation of MIS reports related to accounts o Send financial queries to the HoD, COs and DOs o Generate balance sheet

• Circle Office o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Book Keeping of all Receipt & Voucher



o Generation of MIS reports related to accounts o Send financial queries to DOs o Reply of financial & audit queries being send by HO

• Division office o Entry of Payment Receipt o Entry of Payment Voucher o Entry of Cheque o Bank Reconciliation o Entry of Challan (Government funds) o Budget Re-Consolidation o Generation of Monthly Reports o Trial Balance o Reply of financial & audit queries being send by CO/HO o Generate balance sheet for a particular project/scheme

REQ FMBK 6. Should set up security by various user groups to restrict access for those account ranges.

REQ FMBK 7. Should define Account level security by user e.g.: The system should restrict user entering or reviewing balances for certain accounts.

Generic Requirements

REQ FMBK 8. Should define accounting periods with at least fiscal periods, per year with Cumulative figures. indicative fields need to be capture are as below

• Financial Year • Start Date • End Date

REQ FMBK 9. Should create and maintain unlimited number of account Head and sub head

REQ FMBK 10. The system shall provide functionality to support a centralized ledger for each Account head.

REQ FMBK 11. Should create and maintain unlimited number of ledgers/registers in general Ledger (GL) with an option to include or exclude any of the ledgers for one or multiple consolidations. list of indicative fields need to be capture in GL are as under

• Ledger Name • Ledger Code • weather behave as sub ledger • if yes then name of master ledger • Account Head & Sub head details • ledger Type (income /expenditure/Assets/Liabilities) • Opening Balance Rs …. (Dr/Cr) • weather account is active



REQ FMBK 12. Should have centralized account maintenance capability in order to ensure that any addition or change in the account code in the master chart of account will be available automatically in all location

REQ FMBK 13. The system shall provide functionality to simultaneously support the following basis of accounting for appropriate fund types, but not limited to:

• Cash basis • Accrual basis • Modified accrual basis

REQ FMBK 14. The system shall provide functionality to support multi-fund accounting with the capacity to segregate funds by type and by regulatory requirements

Cash & Journal Transactions

REQ FMBK 15. The system shall provide functionality to define multiple types of journal vouchers to handle multiple transaction types including, but not limited to:

• Manual • Recurring • Interfaced

REQ FMBK 16. The system shall provide functionality to configure a journal voucher format as per the business procedure of the RHB

REQ FMBK 17. The system shall provide functionality for the user to set-up standard journal voucher templates that can be recycled to enable the creation of like kind vouchers

REQ FMBK 18. The system shall provide functionality to generate a unique voucher Id for each journal transaction and transaction line entered. These voucher ID should be maintains in accordance to the voucher type.

REQ FMBK 19. System should provide user interface to define the prefix of each voucher ID

REQ FMBK 20. The system shall provide functionality to define multiple types of journal vouchers to handle multiple transaction types

REQ FMBK 21. The system shall provide functionality to support both automatic and manual identification of document numbers

REQ FMBK 22. should allows cash accounting with multiple cash points for a single or multiple

cash GL accounts

REQ FMBK 23. The system shall provide functionality to post transactions from integrated functional areas to the general ledger interactively after the due approval of designated authority

REQ FMBK 24. The system shall provide functionality to reverse journal vouchers with user control over the period in which the reversal occurs

REQ FMBK 25. The system shall provide functionality to identify goods or services received in the prior year that were paid for in the current year

REQ FMBK 26. The system shall provide the functionality to post transactions in the past or future period as long as the period is open



REQ FMBK 27. The system shall provide the functionality to permit prior year adjustments to be entered in the current fiscal year and reported as a prior year adjustment for financial reporting and entered as a current year adjustment for budgetary purposes

REQ FMBK 28. The system shall provide functionality to run multiple periods and fiscal years concurrently, which will allow users to enter transactions, based on effective dates, in any periods that have not been closed

REQ FMBK 29. The system shall provide functionality to automatically adjust cash held in an agency’s fund ledger and the associated revenue for each returned cheques or unsuccessful transaction (payment)

REQ FMBK 30. The system shall provide functionality for users to trace summarized transactions in the general ledger back to detail source documents in other system modules or subsystems. If the information must be retrieved from these modules or subsystems, it should be transparent to users

REQ FMBK 31. The system shall provide functionality for users to perform on-line drill-downs from the general ledger summary balance to the original source document(s)

REQ FMBK 32. The System shall provide the functionality to prevent creation of duplicate transactions with system controls

Bank Transactions

REQ FMBK 33. The system shall provide functionality to accommodate multiple banks and bank accounts in the automated bank reconciliation process

REQ FMBK 34. Should provide interface for entry to incoming cheques for current as well as

future period and segregation based on dates possible.

REQ FMBK 35. Should provide facility to view and print cheque deposit statement for a day.

REQ FMBK 36. Captures value date for cheque deposited and payment

REQ FMBK 37. The system shall provide functionality for users to make correction during the reconciliation process

REQ FMBK 38. The system shall provide functionality for users to enter the bank charges corresponding to a particular transaction during the reconciliation process

REQ FMBK 39. The system shall provide functionality to automatically reconcile bank activity entered in the system with bank transactions received from the State's bank Accounts (e-scrolls).

Financial Queries

REQ FMBK 40. Should perform on-line transaction inquiries for Individual Chart of Accounts, Summarized at various levels of parents, range of periods, Actual or budget or both with variance, Period to date, year to date and project to date

REQ FMBK 41. Should perform budget vs. actual inquiry on summary account & detailed account balances

REQ FMBK 42. Should provide interface to the user to send transaction related queries to the subordinate office . list of indicative fields need to capture are as below



• Reviewer ID (Name location and designation of employee) • Project/work ID • Voucher Type • Voucher id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be


REQ FMBK 43. Should allow the designated staff to respond to the raised objections in a serial wise manner:

• Respondent ID (Name location and designation of employee) • Project/work ID • Voucher Type • Voucher id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:………………………….. • Actions taken over the Objection # n)………………

Payment Against Purchase

REQ FMBK 44. Should have ability to enter invoice details. List of indicative fields needs to be captured are as under

• Location HO/circle /division • Claim No & Date • Purchase Order No & date • Invoice no & date • Name & address of supplier/vendor • Store Receipt No & date • Account Head / GL Number • Project/Work ID (in case of purchase on account of project) • Description of Goods or services provided by vendor • Invoice Amount • State VAT (if any) • Service Tax (if any) • Total Invoice Amount

REQ FMBK 45. Supports typical 3 way match (PO, GRN, Vendor invoice) bill passing process

REQ FMBK 46. should allow to capture Expense voucher where vendor is credited without PO/GRN in the system

REQ FMBK 47. should have ability mark goods to capital job note in case of capital asset receipt

REQ FMBK 48. With respect to service entry note in case of a service vendor

REQ FMBK 49. The system should have ability to invoice processing as per the pre configured workflow and business rule of the RHB



REQ FMBK 50. Should notify the stakeholder involved in the bill processing through email and in-tray dash board

REQ FMBK 51. Should allow authorised user track the status of vendors invoice. The points at which the status can be tracked would be:

• Invoice processed at Store level • Invoice processed at 1st Level Reviewer

• Invoice processed at 2st Level Reviewer

• Submitted to final approver for clearing

• Invoice accepted / rejected at approver level • Queued in Ways & Means Management

• Invoice cleared for payment

• Payment made

REQ FMBK 52. Should allow processing of payment against one or multiple invoices - adhoc

amount

REQ FMBK 53. Ability to block certain vendors invoices so that they cannot be paid unless

cleared by appropriate authority

REQ FMBK 54. Allows to process one or more vendor invoices, debit notes, credit notes and

allows to make net payment

REQ FMBK 55. Allows to select/deselect certain invoices for payment processing

REQ FMBK 56. Should allow approver and reviewer to drill down other details related to invoice like purchase order, store receipt, comments of store incharge etc

REQ FMBK 57. Should allow approver and reviewer to drill down other details related to vendors like

• Payment history for selected supplier • Supplier history in terms of delivery date and target date • Other outstanding bills of same vendors

REQ FMBK 58. Should allow approver and accounts manager to drill down other details related to selected account head corresponding to invoice

• Budget approve / spent and balance in account head • Budget approve / spent and balance in particular project head (in case of

project) • Other outstanding invoices under same project

REQ FMBK 59. Should provide the approver the following options: • Accept • Reject • Object and resend to bill clerk • For processing the raised bill



REQ FMBK 60. Should allow the Designated Authorities to enter the following format in case of a rejection:

• Claim id • Rejection ID • Rejection Date • Rejection Code • Reason for rejection (description to be filled in by bill clerk)

REQ FMBK 61. Should allow the approver to fill in the following details in case of an objection • Claim id • Objection ID • Objection Date • Objection # 1: (Standard objection filled from dropdown menu other to be


REQ FMBK 62. Should allow the designated staff to respond to the raised objections in a serial wise manner:

• Claim id • Objection ID • Objection Date Objection # 1: ………………………….. • Actions taken over the Objection # 1 ……………… • Objection # n:………………………….. • Actions taken over the Objection # n)………………

REQ FMBK 63. Ability to edit /modify invoice amount through a manual intervention. authorised user should be allowed to deduct penalty, shortage or any other LD in line with the terms of purchase order

REQ FMBK 64. Ability to prompt/automatically deduct all deductible charges such as TDS, works contract tax, surcharge on these taxes at the time of vendor bill processing

REQ FMBK 65. Ability to automatically account for all these deductions based on pre-determined criteria

REQ FMBK 66. Triggers timeline/ commitment and updates budget on issue of purchase orders

for goods/services

REQ FMBK 67. Ability to approve full bill invoice or partial approval

REQ FMBK 68. Ability to capture payment details through a payment voucher as per the format of RHB

REQ FMBK 69. On payment system should automatically update entry of transaction in vendor

account

REQ FMBK 70. Ability to track duplicate invoice based on vendor code, purchase order number

and invoice number

Loan & Advances



REQ FMBK 71. Should have the capability of setting up special accounts for loans. It should be able to interface with the Accounting system and retrieve information about the movement of funds in these special accounts

REQ FMBK 72. Should have a separate debt management section with the following login options:

• Market Borrowing • Loans from Financial Institutions • Central Government Loans and Grants

REQ FMBK 73. Should capture the following details related to each new loan (bearing a unique borrowing id):

• Borrowing ID • Amount Borrowed • Source of Borrowing • Financer Details • Date of Borrowing • Details of Borrowing (coupon rate, discount offered, rate of interest, face

value etc.) • Terms of Reference of borrowing • Duration of borrowing • Repayment Schedule

REQ FMBK 74. The system should be able to interact with the accounting system to transfer details about the disbursement schedule of monetary aid received from the Financing agency

REQ FMBK 75. Should update the states receipt and liability account as soon as a new borrowing is taken by the RHB

REQ FMBK 76. Should interact with the fixed asset module to reconcile the acquisition/ creation of assets out of aid money, as reported by the beneficiary budget entity, with the aid recorded in the

REQ FMBK 77. System should be able to transfer information of due but not paid amount of interest/loan installments of various loans and market borrowings to the accounts payable system and update current liability account also

REQ FMBK 78. The system should notify the concern users on receive information about the actual disbursement of loans and should be able to register the payments into the loan accounts of the project head who has taken the loan

REQ FMBK 79. Should allow the concerned user to update the following details over the Repayment of Borrowing Section:

• Borrowing ID (against which the repayment was done) • Amount repaid • Distribution of Repayment (Principle & Interest) • Date of Repayment • Total Amount Repaid • Remaining Amount • Amount of next repayment

REQ FMBK 80. the system should ability to generate notification and alerts for concerned

stakeholder users, on the event of installment date overdue



REQ FMBK 81. Should provide a facility for entering the repayment advice received through the bank

REQ FMBK 82. Should be able to interface with the ACCOUNTING SYSTEM to retrieve the information on receipts pertaining to repayment of debt and should print reconciliation reports

Audit Trail

REQ FMBK 83. should maintain audit trail for reopening of fiscal year periods, any modification in

the previous fiscal year

REQ FMBK 84. Tracking of user login in accounts module, date and time for each transaction

REQ FMBK 85. Tracking of changes made to any document like add, edit delete

REQ FMBK 86. Tracking of creation and changes to any master data in the system

REQ FMBK 87. Tracking of creation and changes to any set up data in the system, e.g. TDS

codes, excise chapter nos.

REQ FMBK 88. Tracing of changes to authorization profile/ approval profile

Workflow

REQ FMBK 89. The system shall provide functionality to automatically receive and store electronic deposit information in various formats as well as generate information to identify and approve the deposits

REQ FMBK 90. The system shall provide functionality to define accounting rules such that both full accrual and modified accrual postings are cap the following items including, but not limited to:

• Fixed and Current assets • Liabilities • Loans receivables and payable • Investments • Deposits • Advances to Contractors • Amount Receivable and payable • Disbursement and Receipts (taxation) • Non tax revenue receipts tured, as well as cash basis for

The system shall provide functionality to assign approval routes to journal voucher transactions

REQ FMBK 91. The system shall provide functionality to create approval routes for inter-fund or inter-agency

REQ FMBK 92. The system should provide functionality to configure workflow for the approval of following type of payment

• Advance Payment to contractor • Payment against Purchase



• Payment to Contractor for Running Bill • Payment to contractor for Final Bill • Release of Contractor Security • Payment to Financial Institution for Re-payment of Loan

REQ FMBK 93. The system shall provide functionality to Configure an automated workflow to carry out following activities

• Edit entry in previous Fiscal year • Edit/ Delete any Receipt • Edit/ Delete payment voucher

REQ FMBK 94. The system shall provide functionality to perform an automated year-end rollover of appropriate financial information into the new fiscal year

REQ FMBK 95. Allows to take comparative balance sheet, profit and loss account, trial balance

where a corresponding period which can be selected by user

REQ FMBK 96. Should ability to define various TDS rates, works contract tax rates in the system and attach relevant rates to contractor based on the applicability

MIS Reports

REQ FMBK 97. Should provide functionality to develop routines, reports, and inquiries that compare subsidiary ledger balances (e.g., any integrated functional area) with the respective general ledger balance for integrity controls

REQ FMBK 98. Should generate trial balance summarized by account segment and in detail

REQ FMBK 99. Should produce general ledger reports for users elected accounts and periods

REQ FMBK 100. Should generate the following financial reports in user defined format Balance sheet, Income and Expenditure Account, Cash flow statement, Budget status report ( budget vs. actual by selected accounts/groups of accounts)

REQ FMBK 101. Should have all Online transactions registers on the basis of voucher type

Interlinking with other module

REQ FMBK 102. The system should be interlined with following modules

• Estate Management System

• Project Monitoring Information System • Personal & Payroll Module

• Assets management

REQ FMBK 103. The financial & accounting module should have integration with Estate management system The account should automatically be updated on Receipt following type of payment being made by allottee

• Receipt of Seed money



• Receipt of ORS payment

• Receipt of HPS Installment

• Interest payment

• receipt of Penalty & Charges

REQ FMBK 104. The financial & accounting module should have integration with Estate management system The account should automatically be updated on event of following type transaction

• OTS Settlement of Allottee account • Receipt of full & final of allottee account

• Surrender of allotment by allottee

REQ FMBK 105. The financial & accounting module should have integration with Estate management system The account should automatically be updated on Receipt following type of payment being made by Tenants against rented income

• Receipt of Rent amount • receipt of security from tenant

• Refund of security amount to tenant

• OTS Settlement & waiver amount provided to tenants

REQ FMBK 106. The financial & accounting module should have integration with Estate management system and should have ability to calculate periodical projection of amount receivable by the estate section on account of following

• Lease Rent to be received against rented property

• HIPS installment amount to be received for Allottee

• Amounted to be recover from the defaulters (As per target assigned to the recovery staff)

REQ FMBK 107. The financial & accounting module should have integration with Personal & Payroll Management System The account should automatically be updated on Receipt following information from the HR Department

• Consolidated salary Bill

• Challan for payment of TDS amount • Challan for payment of EPF & PF

• Grant of Employees Loan

• Deduction of employees loan installment from salary account

• Release of employees gratuity

REQ FMBK 108. The financial & accounting module should have integration with Project Monitoring & Information System The account should automatically be updated on Receipt



following information related to PMIS module

• Creation of Project Profile

• Milestone & activities defined for project • Budget allocated to project and milestone corresponding to the projects

• Physical Progress of project Vis-a vis financial progress of project

3.3 Scheme Information System Module


System Login

RHB_SIM_1 The System shall be accessible to Internal RHB users as per the user roles specified

by the RHB for various components of RHBMS

RHB_SIM_2 The system should allow authorized users to access various functions, forms,



RHB_SIM_3 The system shall as a part of registration establish challenge and responsive

mechanisms for session validation for future online sessions. Details such as

username and password, challenge question and response answer should be asked

if login details are forgotten etc.

RHB_SIM_4 The system shall apply spam control measures like ‘captcha’ images during



RHB_SIM_5 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

RHB_SIM_6 The system should be accessible through centralized web application only for





o Estate Admin

o Estate officer



o Account officer

RHB_SIM_7 The system should be accessible through web application only, for add/ modify new

scheme it should be accessible to internal user authorised by Board for maintenance

of scheme database

RHB_SIM_8 The system should have the feature to define/modify/delete a new scheme by

authorized users.

Scheme Database

RHB_SIM_9 The system should provide interface to record the detail of each scheme. Indicative

list for fields to be captured is provided. However details to be captured shall be

finalized in consultation with the RHB.

• Name of Project

• Location of Project (District /Circle/Division)

• Total Area of Project

• Type of scheme (Residential, Commercial etc)

• Unit details (Number of different type of plots/houses)

• Details of Commercial Area ( no of shops, club, parks, & other non

residential property)

• Land usage details (area of roads, parks, community facilities etc.)

• Other as per requirements of RHB

Details of Units

RHB_SIM_10 The system should allow user to create unit category like LIG, MIG, HIG etc.

RHB_SIM_11 The system should allow user to define unit description under each category. In case

of built house. For each category of unit, indicative list for fields to be captured is

provided.

• Total super area available in each unit



• covered area of unit,

• Total no of bed Rooms in unit

• Total no of bathrooms in unit

• Availability of storage space

• No of balconies & total area available for balconies,

• Parking area available

RHB_SIM_12 The system should allow user to capture no of units available under each category of

unit.

Allotment Criteria

RHB_SIM_13 The system should allow user to capture the special allotment quota available for

each category of unit

RHB_SIM_14 The system should provide feature to capture detail eligibility criteria for applicant to

meet special quota.

Rate Applicable per unit

RHB_SIM_15 The system should allow user to capture rate per unit. These rate shall be depending

upon category of unit, and then category of applicants e.g price of a LIG category of

unit for general category will be different from sportsman category

RHB_SIM_16 The system should allow capturing different payment option for each category. The

RHB allows allottee to pay allotment charges on instalment mode. Further there is

some discount on lump sum payment also

RHB_SIM_17 The system should allow user to capture interest rate applicable on various payment

options,

Application Process

RHB_SIM_18 The system should be able to capture the complete workflow requires for application

process as per the guidelines of RHB, it should capture the step required and further

role base action required from application registration to final allotment of Unit.

Update Scheme Business rule

RHB_SIM_19 The system should allow designated authority to configure the workflow for

processing of application for each scheme, category of applicants and category of

unit as per the guidelines of Department of RHB. The designated authority should be



allowed to modify the workflow. However all audit trails shall be maintained in the

system and mandatory approvals should be required to be uploaded in the system if

required for the change


RHB_SIM_20 The system should have integration with following modules

• Project Monitoring Information System

• Application Digitization & Management Tools

RHB_SIM_21 The system should be integrated with other modules and ability to auto commit

required information to relevant modules and auto update relevant tables

Application Form

RHB_SIM_22 The system should have the provision to create, design and upload application form

for each scheme.

RHB_SIM_23 Application form should comprises the following fields e.g scheme code ,unit

category, allottee category, cast category, district code, gender code, qualification,

income group code etc.

RHB_SIM_24 This form should have inbuilt validation check for field, in respect of data type, date

range, date format etc.

RHB_SIM_25 The system should have feature to publish and download the application from the link

on the web portal having detailed information about scheme and procedure for

application.

RHB_SIM_26 The system should have inbuilt validation check available on downloadable version,

in respect to data type, date range, date format, mandatory field. These validations

should also be available in off line mode.

RHB_SIM_27 The system should have the ability to capture and display FAQs and online help

related to filling & submission of application form.

Notification for Application Form

RHB_SIM_28 The system should have ability to capture the following dates for submission of form

• Form publish date on internet,

• last date for online form submission through online mode,



• last date for form submission by hand

RHB_SIM_29 The system should provide feature to define partner bank for submission of

application form, the system should capture following details about partner bank,

indicative list for fields to be captured is provided. However details to be captured

shall be finalized in consultation with the RHB.

• Bank Name

• Branch Name

• Branch code

• Branch Address

• Account Type

• Account No

RHB_SIM_30 The system should have integration with web portal for the following details:

• About scheme

• Project Layout Plan

• Unit wise layout Design

• Eligibility Criteria (General category)

• Eligibility Criteria (Special Reserve category)

• Category wise unit price

• Payment Stages

• Payment Installation mode (discount on the basis of payment mode)

• Special Discount (if Applicable)

• FAQs related to Application

Scheme Monitoring

RHB_SIM_31 The system should provide feature to create generic milestone required for any

scheme, these milestone should also be interlinked with PMIS module.

RHB_SIM_32 The system should allow designated authority to automate the workflow involved with

each milestone. Indicative list of mile stone is as under

• Land Acquisition

• Land Survey,



• DPR Preparation,

• Design Template,

• Clearances From Competent Authorities,

• Execution of Construction Work

• Unit Cost Estimation

• Formation of Allotment Committee

RHB_SIM_33 The system should allow authorized user to select milestone required for particular

scheme and further allows user to customize milestone basis workflow for the

respective scheme along with supporting documents

The designated authority should be allowed to modify the workflow anytime during

the proceedings. However all audit trails shall be maintained in the system and

mandatory approvals should be required to be uploaded in the system if required for

the change.

RHB_SIM_34 The system shall be able to facilitate dissemination of information about the scheme

to stakeholders such as registered users, existing allottee and concern employees

through preferred medium and through the online web application

RHB_SIM_35 The system shall allow authorized user to update the parameters of the scheme with

necessary supporting data

RHB_SIM_36 The system should have the ability to assign role of registered board representative

for various approvals as per the workflow defined in line with laid down approval

policies of the board ( e.g. Verification Officer)

RHB_SIM_37 The system shall allow authorised user to update scheme status in terms to

• Application Open

• Application closed

• Allotment completed

RHB_SIM_38 The system shall allow authorised user to close the scheme with support documents

as per the guidelines of the scheme.

Search Option

RHB_SIM_39 The system shall allow authorized personnel to access the details of the various

schemes. System shall allow search facility by different parameters like scheme wise



information, scheme wise allotments etc.

RHB_SIM_40 The system shall be able to monitor the performance of running scheme against the

configured parameters.

RHB_SIM_41 The system shall be able to link the schemes that are conducted in a series or

periodically.

MIS Reports

RHB_SIM_42 The system should be able to generate MIS reports as per the requirements of the

department. The system should be able to generate various reports according to

board, circle, division or revenue district. The indicative list of scheme is as follows:

• Date wise initiation of Scheme

• Scheme where fresh application have been closed

• Scheme where allotment have been done

• City wise Scheme

• Scheme wise quota for a particular user category

• Scheme wise No of units available under each unit category


RHB_SIM_43 The system should be interlined with other modules

• Scheme Information System Module

• Estate Management Housing Module

• Personal and Payroll

RHB_SIM_44 The system should be integrated with other modules and ability to auto commit


3.4 Project Monitoring Information System (PMIS)

The project execution and monitoring module will involve checking of Project plan for the project including

schedule, resources, deliverables, dependency on deliverable and other details as required for different

types of projects. Further this module will provide feature to compare physical target achieved against the

plan, to map physical and financial progress against fund allocation and further to the extent of

expenditure utilization certificate,



System Login

REQ_PM_1 The System shall be accessible to following users

• Internal RHB users as specified by the RHB for various components of

RHBMS to record

o All type of Movables, Immovable assets

o Upload of legal documents related to assets

o Dispose of assets

o maintain assets

REQ_PM_2 The system should allow authorized users to access various functions, forms,


permissible as per guidelines and policies of the RHB

REQ_PM_3 The system shall apply spam control measures like ‘captcha’ images during



REQ_PM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Activity Planner

REQ_PM_5 The system must provide the following to automate the Project execution and

monitoring process:

The Creation of a project plan with the milestones, resources and deliverables

• Entry of the project status periodically

• Generation of periodic status reports and alerts for important

deliverables and milestones

• Linking of the Project execution with the Financial and HR modules

• Workflow process for project for monitoring and change in the Project plan

REQ_PM_6 The system should provide complete facility to add/ edit/ review/block activity, sub

activities and other task related to Activities.

REQ_PM_7 The system should provide a workflow for the approval of activities wherever

required. The user may specify the task and stage related to activity. e.g for

approval of DPR system will comprises sub activities like finalisation land, location



of land, clearance from revenue department, rough estimation, bill of quantities,

clearance from internal accounts branch etc.

REQ_PM_8 The system should provide the facility to define start date, target date, priority,

ownership, weightage,

Work Flow

REQ_PM_9 The system should allow designated authority to define activities /deliverable and

further configure work flow required for the completion of activities. The board may

set some default work flow for each activity according to their business rule but any

operational office can further be allowed to add /customize the micro level work flow

as per their structure. Indicative list of activities/mile stone requires for completion

of each scheme/project is as under

• Demand Survey

o Assess Demand

o Assess Quantum

o Assess Typology

• Site Selection Methodology

o Assessment of land change Use

o Assessment of approach road

o Availability of Water Resources

o Availability of Power

• Techno economic Feasibility study

• Conceptualization of Project

o Approval of Internal process

o Project Estimate

o Funding provision

o Approval of Board

o Approval by Government

• Appointment of Architecture

o Finalisation of layout

o Buildings Design

• Approval of layout and buildings from Regulatory Authorities



o EIA (Environmental Impact Assessment)

o State Pollution Control Board

o Central Pollution Control Board

o ASI (Archaeological Survey of India)

o AAI (Airport Authority of India)

o Department of Irrigation

o Town Plaining Department

o Power (State Electricity Board)

o Local Bodies Department

• Prepare Detail Estimation (DPR)

• Technical Sanction

• Administrative sanction

• Selection of contractor and

• Execution of work

Resource Allocation

REQ_PM_10 The system shall provide resource allocation system for the ownership of each

activity, wherein system will be able to define resource owner, responsibility of

owner till micro level, weightage of his ownership etc. The system should have

interlinking with Personnel and Payroll Module for associate resource on a project,

it should fetch employee from existing database only.

REQ_PM_11 The system should have the provision for maintaining the skills enhancement

database of all employees in board working on projects.

REQ_PM_12 The system should have the provision for review of the skills database of

employees to enable resource allocation to projects.

REQ_PM_13 The system should have the provision for resource allocation module to update the

database of the employees for the projects allocated from time to time.

REQ_PM_14 The system should have the provision for performance management module to

enter the performance of the employees based on the status of the projects.

Dependency

REQ_PM_15 The system will provide system to define interdependency of each activity and sub



activity within the activity

Consolidation and Approvals of Activities

REQ_PM_16 A comprehensive workflow process will need to be implemented for the

approval process to ensure that necessary approvals are taken based on the

authority levels.

Online Authorization, Review of Activities

REQ_PM_17 The system should facilitate life – cycle based Program and Project Planning

approach.

REQ_PM_18 The system should facilitate online project scheduling and generation and allocation

of job number.

REQ_PM_19 The system should also facilitate online review, authorization and approval by the

concerned authority as per the Basic Schedule of Powers.

Financial Progress Tracking

REQ_PM_20 The system shall provide detail information for head and sub head wise fund

allocation, these fund allocation may be tag along with activities. Further the

milestone stage of release of payment will be tag according to sub activities.

REQ_PM_21 The system will allow all level of user to report for fund utilization against their

respected fund allocated to them. It will provide to drill down to the state to district

wise and also activities to sub activities wise report.

Action Points Tracking

REQ_PM_22 The action point tracker will provide the system to escalate the problem and action

required to the higher authorities. e.g divisional office may escalate some action

point where circle office /Zonal office intervention is required subsequently the

Circle office will escalate the action point need to addressed by the Zonal office/Ho

or at state Government. Similarly district administration intervention and external

departmental intervention would be required at some stage of the project, for the

system to escalate the problem.

REQ_PM_23 Further each action will be tag with their respective activities, sub activities and up

to task level.



REQ_PM_24 The system will automatically alert popup for delayed activities being carried out at

below level. The user will be imparted to drill down into the details of delay. e.g if

circle office notice a delay in particular activities then he may grill down till the sub

activities and task which cause delay. There user will be empowered to identify the

person responsible for delay and impact of delay on overall activity user can also

give instruction to the responsible person or escalate the problem to higher

authority.

MIS Reports

REQ_PM_25 The system will be able to generate MIS reports for almost every stake holder.

These reports can be generated on the basis of activities, stake holder as well as

state also. These will be provision to drill down the reports till task level. However

the DIT will get consolidated reports of all state, then they may drill down state

specific reports also. Similarly state will get consolidated report of all districts but

further user will be able to drill down each district also. The following reports may

be generated

• Periodic activities wise status in term of Progress, completed, not

completed (monthly, weekly, fortnightly - as per the requirement of

the department).

• Project status along with line Activities, Sub activities and Task and

Sub task

• Fortnightly status of each zone /circle/ division

• Action Point Required at Zonal level

• Action points required at circle Level

• Action Point Required at District administration Level/ external

department level

• Action required at state Government level or central government

ministry level

• Activities wise fund utilization

• Comparison of Fund allocation vis-a vis physical progress

• Comparison of Fund allocation Vis-a vis fund utilization

• Delayed activities

• Long time delayed activities



• Delay in various tasks.


RHB_PM_26 The system should be interlined with other modules


• Personal and Payroll

RHB_PM_27 The system should be integrated with other modules and ability to auto commit


3.5 Asset Management Module

RHB owns and manages large number of building, houses, land and other assets like parks, gardens in

the state. The Asset management Module will provide overview of each of these assets. Asset

Management system shall take care of all the assets / part of the assets from the date of receipt of the

asset from the manufacturer / construction of the fixed assets, their operation, Maintenance till de-

commissioning and disposal.


System Login

REQ_ASM_1 The System shall be accessible to following users


RHBMS to record

o All type of Movables, Immovable assets

o Upload of legal documents related to assets

o Disposal of assets

o Maintenance of Assets

REQ_ASM_2 The system should allow authorized users to access various functions, forms,


permissible as per guidelines and policies of the RHB

REQ_ASM_3 The system shall apply spam control measures like ‘captcha’ images during




data is not submitted by non-humans. The prospective external user could be

vendors and AMC contractors

REQ_ASM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_ASM_5 The system should be accessible through centralized web application only for





o Dy Housing commissioner

o Estate officer

o Estate User

o Account officer

o Vendors & AMC Contractors

Field to capture

REQ_ASM_6 The system should have the ability to capture the attributes of the Fixed / Movable

Assets.

Asset Register

REQ_ASM_7 The system should have the provision that the asset data base should have all

classification based on specification, make, type, location etc. and could be traced

and grouped on any combination.

REQ_ASM_8 The system should have the capability to automatically generate codification of

assets for identification by unique number.

REQ_ASM_9 The system should have the provision of maintaining an electronic copy of

necessary revenue documents pertaining to asset like land registration details,

copy of mutation, layout plan, necessary approvals etc.

REQ_ASM_10 In case of any machinery, the system should have provision to record the technical

documentation pertaining to asset.

REQ_ASM_11 The system should have the details of building along with block wise details, and



then floor wise details.

REQ_ASM_12 The system should have feature to add the details of addition in the asset e.g.

addition of new block in the building.

REQ_ASM_13 The system should have feature to add the modification made in the assets like

construction of additional room in a block.

REQ_ASM_15 The system should have the capability to track assets wherever the asset moves in

its life time, maintain the asset history, maintenance records and location of the

assets.

REQ_ASM_16 The system should be capable of tracking the details of the asset in transit, asset in

service at each location etc.

REQ_ASM_17 The system should be integrated with the estate management system and with

PMIS.

Transfer & Movement of Assets

REQ_ASM_18 The system shall have facility to migrate the available asset and maintenance data.

REQ_ASM_19 The system should be capable of tracking assets, its associated costs as it moves

to various locations.

REQ_ASM_20 The system should have facility to provide book value of the assets at any time

based on the calculation with the available input details (initial cost, year of

commissioning / construction and Rate of Depreciation).

REQ_ASM_21 The system should be able to create association between people and assets based

on authorization.

REQ_ASM_22 The system should have capability for linking assets with the related spare parts

which, in turn, should be linked to the inventory

REQ_ASM_23 The system should have the ability to track all aspects of warranty, latent defect,

extension of warrantee etc.

REQ_ASM_24 The system should have the ability to show different status of asset at any point of

time such as service, breakdown, idle etc

REQ_ASM_25 The system should have the ability to create association between equipment serial

number and location to perform asset physical inventory of the asset.

Maintenance of Assets



REQ_ASM_26 The system should have provision to generate Annual Maintenance Plans for each

asset as per standard maintenance schedule

REQ_ASM_27 The system should have ability to define different activities sequentially Schedule of

Repair SoR (each with its own parts, labour and tools requirements) for different

maintenance process.

REQ_ASM_28 The system should have the ability to view comprehensive and detailed planning

information such as work plans, schedules, costs, materials etc.

REQ_ASM_29 The system should have ability to create cost of maintenance based on the persons

employed, materials used and time for maintenance.

REQ_ASM_30 The system should support both Preventive Maintenance and Breakdown

Maintenance functionalities.

REQ_ASM_31 The system should have ability to capture Repair / Maintenance notifications,

Repair / Maintenance orders

REQ_ASM_32 The system should have ability to capture all Repair / Maintenance work carried

out, Materials / parts replaced etc

REQ_ASM_33 The system should capture the Complete Repair / Maintenance History.

MIS Reports

REQ_ASM_34 The system should generate the following main MIS reports related to Asset

management

• Assets Registers with grouping

• Non-Revenue Infrastructure and Social Assets

• Rental/lease assets

• Current fixed assets

• Assets for Corporation use: Land, Building, Furniture &

Fixtures, Vehicles, Other assets


RHB_ASM_35 The system should be interlined with other modules


• Project Monitoring Information Module



• Personal and Payroll Module

RHB_ASM_36 The system should be integrated with other modules and ability to auto commit


3.6 Personnel and Payroll Module

The system will provide feature for online generation of Employee List ID wise and Employee Code,

Employment listing, transfers, leaves, service records etc. The system should be designed to provide

below mentioned information.

Requirement ID Requirement Description

System Login

REQ_PPM_1 The System shall be accessible to following users

• Internal RHB Internal users as per specified by RHB for various

components of RHBMS for employees registration, maintain employees

service book, any modification in service book, leave management, salary

generation, PF and EPF maintenance

• RHB employees

o View salary Slip

o Submit Travel bill

o Submit leave application

o View leave details

REQ_PPM_2 The system should allow authorized users to access various functions, forms,



REQ_PPM_3 The system shall apply spam control measures like ‘captcha’ images during





REQ_PPM_4 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_PPM_5 The system should be accessible through centralized web application only for





o HR Admin (Secretary RHB)

o HR officer

o Accounts officer

o RHB Employees

Fields to capture

REQ_PPM_6 The system should be able to record and store Master Data Information for an

Employee. Indicative list of fields required to be captured for each employees are

as follows:

• Name of employee

• Father’s Name

• Date of birth

• Employee Cast category (SC/ST/OBC/Others)

• Religion


• Current Address

• Education Qualification

• Previous Employment

• Phone Numbers / Contact Information

• Work Experience

• Languages known

• Family Information



• Employee photo, Signature

• Passport details

• PF number

• Bank account information (salary Account)

• Employee class – (permanent employees, temporary employees, contract

workers, project teams, etc.)

• Location (HO/zone/ward/branch)

• Department

• Job code/designation

• Grade/cadre

• Date of joining

• Identification Mark for verification

• UID Number (optional)

• Date of probation/confirmation

• Date of termination/retirement

REQ_PPM_7 The system should have ability to capture details (service record history) as per

the service book being maintained by RHB. The following are indicative

requirements of service book data:

• Details of Appointments

• Promotions during job

• Additional charges held

• Posting / transfer of officers upon their promotions

• Routine Transfers during Job

• Deputation, temporary transfers

• Increments during Job

• Date of pay rate change, etc – Increment

• Date of pay grade/scale change

REQ_PPM_8 The system should have ability to record the training attended by employee during

his tenure with RHB.



REQ_PPM_9 The system should have ability to capture information when an employee receives

an award and appreciation.

REQ_PPM_10 The system should have ability to capture details of all administrative actions taken

against the employee, in regard to

• Charge sheet issued to employee

• Temporary suspension from job

• Any vigilance enquiry

• Any departmental enquiry

REQ_PPM_11 The system should have ability to record annual confidential report of employee as

per the formats and guidelines of RHB, the formats shall be varied according to

role and designation of employee

REQ_PPM_12 The system should allow authorized user to configure the workflow as per the

guidelines of RHB for following activities

• Promotion of Employees

• Change in basic pay increment

• Transfer & posting of Group A officer

• Transfer & Posting of Group B Employees

• Transfer & Posting of Group C employees

• Suspension of employees

• Department enquiry against employee

• Assign additional charge to employee

• Handing complaint made by collogue/ co-worker

• Handling complaint made by senior/ boss

• Sanction of leave for leaving India ( visits to other countries for

conference/ seminar/ workshop)

• Acceptance of resignation

• Issue of relieving certificate

• Processing of annual confidential report



• Permanent Reliving formalities

• Reliving during transfer & posting

• Joining procedure during transfer & posting

• Appointment of casual/ contractual employee

Designated authority should be allowed to modify the workflow anytime during the

proceedings. However all audit trails shall be maintained in the system and

mandatory approvals should be required to be uploaded in the system if the

workflow is required to be changed.

Leave Management

REQ_PPM_13 The system should have ability to record Definition and maintenance of leave

calendars for different types of leave depending upon the pay scales of the

employee

REQ_PPM_14 The system should provide feature to create master for all types of leave like CL,

PL, ML SL extra-ordinary leave, special leave etc

It should have ability to configure leave eligibilities for each type of employee in

accordance to designation/ basic pay/ gender of depending on the rules specified

by RHB

REQ_PPM_15 The system should have the 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.

REQ_PPM_16 The system should have the provision to accounting of leave including automatic

credit of leave and also provision with manual credit / debit / modification /

cancellation etc.

REQ_PPM_17 The system should have the provision for leave cancellation and leave extension /

amendments advancement, postponement of leave.

REQ_PPM_18 The system should have the provision for calculating the leave avail-ment / carry

forward leave as laws laid down by the Board / Government.

REQ_PPM_19 The system should have the provision for interlinking of Leave management to



payroll and employee history

Transfer & Posting

REQ_PPM_20 The system should have the provision that the transfer/redeployment of officers is

done based on requirement/sanction strength of different regions/zones

REQ_PPM_21 Maintenance of transfer records of specialist transfer, identification of vacancies

and issue of transfer orders based on the recommendations received from the

respective cell/operational office

REQ_PPM_22 Generation of list of eligible staff members for transfer based on the user defined

criteria (like those who completed 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)

REQ_PPM_23 Maintenance of exemptions given in transfers with a facility to record the reasons

for the same

REQ_PPM_24 The system should have the provision to record the transfer orders

cancelled/deferred/modified and follow up with the respective regional/zonal

offices for implementation

REQ_PPM_26 The system should have the provision to capture the details of officers on

deputation to outside agencies, etc.

Payroll Configuration

REQ_PPM_27 The system should have the provision to store current & previous rules/rates in the

system with date effected and date implemented so that previous claims (arrears)

can be calculated with date effected & date implemented

REQ_PPM_28 The system should provide feature to create master for all types of allowances

and deduction

It should have ability to configure allowances & deduction eligibilities for each type

of employee in accordance to designation/ basic pay/ posting location of

depending on the rules specified by RHB



REQ_PPM_29 The system shall be rule based and configurable in nature so as to permit changes

in Compensation structure and tax structure

REQ_PPM_30 The system should allow for the computation of the following elements:

Fixed Pay elements applicable to all employees Like Basic, PF, Special

Allowance, Conveyance Allowance etc.

Variable Pay elements based on parameters Like options exercised by the

employee, place of duty etc (CCA, HRA, Recoveries Like LIC, NIC)

Formula based Pay elements like (DA as a % of Basic) and combination of the

above.

REQ_PPM_31 The system should have the ability to process scale and non-scale increments,

based on inputs from Administration department

REQ_PPM_32 The system should have the ability to configure pay groups and pay check

sequences.

Payroll Integration

REQ_PPM_33 The system should have the ability to accept list of employee details, leave details

and increments details as a data entry input from each cell, as an input for payroll

processing

REQ_PPM_34 The system should have the ability to integrate with administration module ( to be

incorporated in Phase II of the project) to accept employee details, leave details

and increments details directly from employee service book

REQ_PPM_35 For each employee, system should have the ability to use Employee Master data

of such as:

• Name of employee

• PF Account No.

• Name of Father / Husband

• Date of birth

• Basic Pay

• Designation



• Date of Joining service

• Nomination details

• Name & address of nominee

• Relationship with subscriber

• Age of Nominee

• Share payable to each nominee

• Other user-defined fields / service book attributes

REQ_PPM_36 The system should have the ability to transmit payroll information to Finance and

Accounts module ( to be incorporated in Phase II of the project) with seamless

integration

REQ_PPM_37 The system should have the ability to integrate the system to fetch the data from

Attendance system, Time recording system, Benefits Administration System

(Earnings Master, Deduction Master), General Ledger Account

Payroll Processing

REQ_PPM_38 The system should have the ability to flag and track exceptions

REQ_PPM_39 The system should have the ability to generate different payrolls per cycle period.

REQ_PPM_40 The system should have the ability to generate payroll registers

REQ_PPM_41 The system should have the ability to transmit all payroll information electronically

after aggregation of information at circle level, division level, sub division level

other operating offices for processing at headquarters

REQ_PPM_42 Ability to process payroll on the following frequencies:

• Weekly

• Monthly

• On-demand (i.e., exceptions, terminations, vacation advance, court order,

ratification)

REQ_PPM_43 The system should have the ability to allow for deductions under Rules like



• General Provident Fund

• Advances

• Income Tax/ Surcharge

• House Monthly Installment (in case purchased from RHB)

• House Rent Recovery

• Employee Welfare fund

• Others (User Defined)

REQ_PPM_44 The system should have the ability to define multiple direct deposit accounts for

each employee.

REQ_PPM_45 The system should have the ability to produce a supplemental payroll.

REQ_PPM_46 The system should have the ability to automatically recover salary advances.

REQ_PPM_47 The system should have the ability to support deferred salary calculations (e.g.,

work 9 months, pay over 12 months).

REQ_PPM_48 The system should have the ability to calculate a "net pay" deduction for direct

deposit.

REQ_PPM_49 The system should have the ability to set a defined amount for direct deposit.

REQ_PPM_50 The system should have the ability to support arrears calculations, which shall

support payroll increases with retrospective benefit.

REQ_PPM_51 The system should have the provision for TDS calculations (if any) & tracking of

TDS payable to the Government of India.

REQ_PPM_52 The system should allow the calculation of pay based on Compensation Rules like:

• Years of Service

• Grade

• Location

• Employee Type

• Others (user Defined)



REQ_PPM_53 The system should have provision to maintain/ configure pay elements like LTA

and Medical, Service Award etc.

REQ_PPM_54 The system should allow the setup of multiple payrolls with different payroll

administrators & combining payroll

REQ_PPM_55 The system should allow restriction of administrative functions to a few select

payroll users

REQ_PPM_56 The system should have a data upload facility to upload history payroll data

REQ_PPM_57 The system should allow the maintenance of slab wise details for statutory

elements like Income Tax, Professional Tax as well as user defined elements

REQ_PPM_58 The system should allow for the calculation of the following kinds of pay elements

• Basic/ Leave Encashment

• Special Pay/ Allowance/ Personal Pay

• Dearness Allowance

• House Rent Allowance

• City Compensatory Allowance

• Tuitions Fees

• Children’s Education Allowance

• Washing Allowance

• Conveyance Allowance

• All Loans & funds

• Accounting at PF, LTS, Pension, Gratuity, Leave etc.

• Transport Allowance

• Others (User Defined)

REQ_PPM_59 The system should allow for advance payments: Fixed Value amounts or Formula-

based Amounts

REQ_PPM_60 The system should allow the capture of deductions at user defined fixed values or

as a percentage of some pay elements / Flexibility to relax user defined caps.



REQ_PPM_61 The system should Allow the following calculation of onetime payment of

allowance and / or deduction:

• Incentive, arrear, ex-gratia, uniform, lease / conveyance maintenance,

Foundation day, etc.

• By Amount: enter amount to be deducted or payable - by Days: enter

number of Days for system to compute the amount based on Basic Pay or

gross Pay and/or any other component of Pay

• By Percentage: enter percentage for system to compute the amount

based on basic pay or gross pay and/or any other component of pay

REQ_PPM_62 The system should Calculate recurring payments and / or deductions using the

same criteria as onetime payment / deduction

REQ_PPM_63 The system should have the ability to allow for input of start and end date for

recurring payment / deduction

REQ_PPM_64 The system should have the ability to combine travel and expense

reimbursements with other payables and pay with one check at user's option.

REQ_PPM_65 The system should Automatically update Payroll database for changes in

employee record without interfering with payroll processing (e.g. Promotions in the

middle of month)

REQ_PPM_66 The system should have a full and Final settlement process in place

REQ_PPM_67 The system should provide a final settlement report for each terminated employee

REQ_PPM_68 The system should have provision to suspend Payroll runs or control final

settlement processing on a case to case basis

REQ_PPM_69 The system should have the provision to run separate bonus/ incentive runs

REQ_PPM_70 The system should provide the capability to handle unlimited pay account codes

and drawing banks

REQ_PPM_71 The system should have a provision to process Arrear and backdated (Retroactive

Pay) Payment calculations



REQ_PPM_72 The system should have the provision to recover advances in subsequent pay

periods with a single transaction

REQ_PPM_73 The system should have Linkage to leave, punishments, suspension period,

promotion, location, qualifications (Core HR information database)

REQ_PPM_74 The system should have the ability to calculate HRA Rebate for Income tax

computation.

REQ_PPM_75 The system should handle LTA and Medical exemptions as per the Income Tax

Rules

Maintain PF and Gratuity

REQ_PPM_76 The system should allow the capture of the following kinds of information for an

employee:

• PAN No

• Ex Serviceman Information

• Residential Status

• PF Number

• Pension Fund Number

• Dependant info.

• The system should capture Previous Employment Information like

• Designation

• Annual Salary

• PF Number

• PF Establishment code

• No of LTC availed in the previous block

• No of LTC availed in the current block

• Leave Encashment amount

• Gratuity Amount

• VRS Amount



• Gross Earning for the current tax year

• PF deduction for the current tax year

• Professional tax paid in the current tax year

• TDS deducted for the current tax year

REQ_PPM_77 The system should have the ability to calculate the Gratuity of the employees.

REQ_PPM_78 The system should handle Provident fund rules

REQ_PPM_79 The system should Capture Nomination Information like

• Nominee Details

• Relationship with employee

• Percentage

• Guardian Information for minors

• Other Required Fields

REQ_PPM_80 The system should have the ability to generate P.F. schedules, P.F. Annual Slips

etc.

REQ_PPM_81 The system should have the ability to process P.F. Final claims, Gratuity

calculations based on user-defined configurable rules

REQ_PPM_82 The system should have the ability to process Family Pension Return in Form No.

7 and 8. (available on the department website)

REQ_PPM_83 There should be a report generated before posting of salaries at month end. This

would ensure that the system allows checking of data prior to posting

REQ_PPM_84 The system should have the ability to calculate and incorporate bonus based on

user-defined formula

REQ_PPM_85 The system should have the ability to process L.P.C. & Salary details of

transferred employees/officers

REQ_PPM_86 The system should have the ability to generate challan of statutory payments such

as I. Tax, P. Tax



REQ_PPM_87 The system should have the ability to process I.T. Certificate Form 16, 24,

Quarterly statement 24Q

REQ_PPM_88 The system should have the ability to process I. Tax calculation for each employee

REQ_PPM_89 The system should have the ability to generate advance leave salary bill

REQ_PPM_90 The system should have the ability to generate salary slip and print it on pre-

printed stationery

REQ_PPM_91 The system should have the ability to allow for workflows to replicate existing

stages of approvals, audits and authorizations

REQ_PPM_92 The system should have the ability to print all Paychecks / Direct Deposit Receipts

outputs in English and Marathi

MIS

REQ_PPM_93 The system should provide suitable MIS to designated officer at predefined

periodicity. These MIS should have parameters to configure option to be delivered

through email, or dashboard, or access by the designated user. Indicative but not

comprehensive list of MIS include:

• Generation of seniority list

• Reporting capabilities for AdHoc Reporting

• Reports on Demographics

• Reports on Vacancies

• Report on Employees Salary Details

• Report on Leave Availed

• Report on Leave Entitlements

• Employee Attendance List for a Business Event

• Budget Comparisons

• Headcount Report

• Report on time spent in a grade

• Transfer List



• Form 16 with Form 12 BA

• Form 24

• Provident Fund Returns: Monthly returns to the Regional Provident Fund

Commissioner for joining (Form 5) or leaving employees (Form 10) and

• 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 (Form 6)Professional Tax returns

• Ability to generate reports branch wise with / Account head wise

Classification form 6 and Form 7, the 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

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

3.7 Application Digitization & Management

A computerized database shall be generated for all the application receiving under various schemes.

The web interface shall be provided to the citizen for submission of on line application form. This will be

pre allotment procedure and it shall be capture following information

• Publication of advertisement for the allotment of houses under scheme

• Interlinking of application form with scheme database for allotment criteria, application money,

form fee, eligibility criteria and other documents required for eligibility

• Generation Publication of downloadable application form in XML embedded

• Facility for Online submission of form

• Facility with tools to digitization application form through OCR scanning

• Intimation to success full applicant after lottery

• Prepare a waiting list along with seniority list

• Refund of application money to the unsuccessful applicants


System Login

REQ_ADM_1 The System shall be accessible to following users




RHBMS like submission of application, processing of application,

accept/reject application,

• Register applicants for submission of application form, track their

application statement till issue of allotment letter

REQ_ADM_2 The system should allow authorized users to access various functions, forms,



REQ_ADM_3 The system shall as a part of registration establish challenge and responsive

mechanisms for session validation for future online sessions. Details such as

username and password, challenge question and response answer should be

asked if login details are forgotten etc.

REQ_ADM_4 The system shall apply spam control measures like ‘captcha’ images during



REQ_ADM_5 The system shall maintain non editable audit trail of all activities carried out by any

user in RHBMS.

Access

REQ_ADM_6 The system should be accessible through centralized web application only for





o Estate Admin

o Estate officer

o Estate User

o Account officer

• Register Applicant

Fields to be Captured

REQ_ADM_7 Following is the list of indicative field which needs to be captured through the online

application form. However, the final list would be prepared in consultation with

RHB:



• Division/ RHB Office

• Sector/Colony

• Scheme

• Name of Applicant

• Father/Husband Name

• Date of Birth

• Nationality

• Photo Identity Card Type/ Number

• Source Of Income salaries/ Non Salaried

• Corresponding address


• Mobile no

• Email Id

• Total family Income (self+ Spouse)

• Whether Income tax payee (Year wise IT return)

• Income slab

• Details of application money (bank name, DD no, date)

• Payment Mode Opted (ORS/HPS)

• Applicant Category (in which quota applied)

• Bank account Details of applicant (Bank account, Name, Branch)

• Whether applicant hold any lease hold/free hold property if yes then details

of property

REQ_ADM_8 The system shall provide interface to record following sub set of form along with the

main application form. Indicative list of forms is as under however formats and

fields of these forms shall be discussed and finalized with the RHB

• Challan of Application Money

• Nomination Form

• Declaration form

• Acceptance Form

Application Submission



REQ_ADM_9 The system should have the ability to provide electronic form for submitting the

application in following three modes for every scheme available

• Registered user may download form, fill the form in off line mode and then

upload the application form through their respective account

• Registered user choose to fill online application form wherein user should

be allowed to fill the application form in online mode and submit

• The system should provide interface to the office user for filing application

on behalf of applicant and capture the details

REQ_ADM_10 The system should perform data validation checks on the input such as data

formats, completeness of the form in terms of mandatory fields, etc. In case of any

validation failure, the system should display an appropriate error message.

REQ_ADM_11 The system shall apply spam control measures like ‘captcha’ images during


data is not submitted by non-humans

REQ_ADM_12 The system should validate last date of form submission for respective scheme in

case current date is greater than last date then system should display an

appropriate error message

REQ_ADM_13 The system shall require entries from the user for certain important information

items entered twice. For example email id needs to be captured correctly if email is

the preferred mode of communication

REQ_ADM_14 The system should have the ability to select the scheme for which he/she may wish

to apply for

REQ_ADM_15 The system should have the ability to select the unit category for which he/she wish

to apply for

REQ_ADM_16 The system should have the ability to select the special applicant category for

which he/she wish to apply

REQ_ADM_17 The system shall provide online help in regard to selection of code

• District code

• Scheme Code

• Unit category

• Special applicant Category



• Cast category

• Income group category

• Any department specific code applicable for respective scheme

REQ_ADM_18 The system shall provide adequate aid to the user in the form of online tutorials,

"How Tos", FAQs, etc that can be used on their own to familiarize themselves with

keying-in the registration data and the registration process

REQ_ADM_19 The system should provide feature to download application form in XML format and

fill it in off line mode, downloadable form should have inbuilt validation check, in

regard to date range, date formate, field length, data type etc..

REQ_ADM_20 The system shall authenticate the external users through login credentials prior to

providing access to update the record

REQ_ADM_21 The system should have the provision for periodic automatic saving of the data

entered by the applicant during a live session and should make the data available

to applicant as intermediate save even after expiry of session.

REQ_ADM_22 The system should have the ability to save form in draft mode before final

submission. The system should allow the applicant to add/ modify details in the

draft version.

Upload Supporting Document

REQ_ADM_23 The system should have the ability for seamless integration with the document

management system with tagging of the uploaded documents to the unique

application number and easy retrieval based on the application number.

REQ_ADM_24 The system should have the ability to upload supporting documents/supplement

documents in permissible formats for each scheme / scheme component as agreed

with the Department e.g. pdf, doc, rtf etc.

REQ_ADM_25 The system should prompt user to select file format before uploading, further there

should be ability to validate the file formate at time uploading, in case format does

not match the system should give error message

REQ_ADM_26 The system should prompt user to select the document category for which

document is being required and further document name e.g ID proof is document

category and Driving licence is document name

REQ_ADM_27 The system should have the ability to validate the file format of document in case



system does not support file type then it should give error message “the system

does not recognize this file format”

REQ_ADM_28 The system shall allow user to define maximum size of file for each category of

document. In case file size exceed the permissible limit then system should raise

alert message “file exceeded the maximum allowed size”

REQ_ADM_29 The system should have the ability to resubmit revised documents, however

previous versions shall not be deleted but suitably archived as per relevant cases

or re submission etc.

REQ_ADM_30 The system should have appropriate restrictions on various modes e.g Draft,

Submitted, Processed, Held etc

REQ_ADM_31 The system should have the ability to flag relevant documents to be attached.

Application Money

REQ_ADM_32 The system should have integration with partner bank for use of payment gate

facility

REQ_ADM_33 The system should allow register user to transfer payment through net banking

facility, the payment being made by applicant should directly transfer to the RHB

bank account in its respective account code

REQ_ADM_34 The system should allow office user to capture the payment details on counter and

generate receipt of payment for applicant

Application Acknowledgement

REQ_ADM_35 The system shall allow register user to submit application form without attachment

of supporting document and application money, but in such event system should

save application on hold mode till time applicant submit requires document and

application money either through online, with partner bank, directly at office counter

or any other mode as desire by Board.

REQ_ADM_36 The system should have the ability to generate unique reference number for

application submitted, which shall flash on the screen for future reference and

tracking of the application.(Application number)

REQ_ADM_37 The system should have the ability to save and print acknowledgement number

only after submission of all supporting documents and application money.

REQ_ADM_38 The system should have the ability to send auto email confirmation to the registered



email id of the applicant at various stages of the application cycle as agreed with

the Department.

REQ_ADM_39 The system should have the ability to send auto SMS confirmation to the registered

mobile number of the applicant at various stages of the application cycle as agreed

with the Department.

REQ_ADM_40 The system should have the ability to track the status of the application through

web portal

REQ_ADM_41 The system should have the ability to display audit and version history and tracking

of the application

REQ_ADM_42 The system should have the ability to view / publish MIS reports based on various

filter parameters as per the format of Board

Processing of Application

REQ_ADM_43 The system should have the ability to commit the application through configured

workflow for approval and communicating necessary alerts and messages to roles

in workflow through email and SMS only after validating that required information

has been provided by the applicant. Otherwise flash appropriate

messages/reminder SMS/reminder eMail for the applicant.

REQ_ADM_44 The submitted Application form must be available to the authorised user of RHB in

read-only form. Any required changes will have to be requested by the Board and

made at the applicants end.

REQ_ADM_45 The system should automatically notify information on the dash board of designated

authority as per the business rule applicable for respective scheme. The system

should allow the designated authority to forward the application to next level

authority for verification; this should be allowed as per business rule applicable for

respective scheme. Typically any application goes through following key steps

• Application Submission as per eligibility criteria

• Application submission under special category as per eligibility criteria

• Attaching suitable documents

• Late submission of application

• Non submission of Application Money

REQ_ADM_46 The system should allow manual intervention o authorised user to escalate



rejection cases for the approval of designated authority, it should also provide

interface to capture reason for rejection of application form

REQ_ADM_47 The system should have the ability to escalate or delegate approval to another

registered Department representative in line with laid down approval policies of the

Department.

REQ_ADM_48 The system should populate rejected case on dash board of designated authority,

for final decision

REQ_ADM_49 The system should re-confirm from user before rejection of application

REQ_ADM_50 The system should have the ability to print list applicants eligible for lottery

3.8 Integration Requirements

Board has certain existing and envisaged systems that shall be developed in near future. SI should

provide suitable connectors/interfaces of APIs for integration with the existing and envisaged IT systems.

List of these systems is as follows

Application Status Integration Requirements Data exchange methodology

Court Cases

(Litigation)

Monitoring System

Implemented For dispute cases under various schemes

and grants , integration may be required to

view case proceeding details

Flat files/ Web

services for

Data exchange

Integration with

UID initiative

Envisaged System should provision for integration with

UIDAI system in terms of

• House Allotment information,

online application for

payment, etc for the citizen.

• Using Aadhaar and

demographic/biometric

authentication for service

delivery

• Complying to various

standards and compliance

requirements of various

components in line with

Flat files/ Web

services for

Data exchange


guidelines issued by UIDAI

SI may be required to integrate/provide connectors/APIs to integrate RHBMS modules with above

mentioned applications of the Board. These shall be finalized in discussion with the Board.

4. Other Requirements

4.1 Dashboard


REQ_GEN_1 Each user of RHBMS should have a customized dashboard view on logging into the

system with key sections as

• Activities pending

• Activities assigned

• Key MIS

• Email

• SMS

• Notifications

• Link to allowable modules/activities for particular User

4.2 Web Portal

Requirement Id


REQ_GEN_2 SI shall be required to develop a web portal for RHB which shall be user friendly,

informative, interactive and easily accessible.

It should have following sections (indicative):

• Overview about the RHB

• Brief statistics about the board

• Administrative setup of the RHB

• Access to various types of forms/applications


Requirement Id


• Access to various rules and regulations related literature

• Feedback centre

• Contact us

• News section

• Notification Section

• Access for users to Register themselves and apply for various housing

schemes

• Link for board users to access various modules of RHB

• Link for administrators for various modules/components of RHB including

security, database, user administration etc.

• Information related to Rights to Information Act required to be made public.

• Citizen charter

• MIS reports for the both Citizen & Board etc.

REQ_GEN_3 All the sections of the Web portal would be of dynamic nature and must be supported

with a Content Management module for easy content management and administration of

the same.

REQ_GEN_4 The Web portal would be accessed by Citizens (Internet) and all the Users (Intranet) of

the Board and various other entities related to Board through this portal using a Secured

Login process.

REQ_GEN_5 The domain name of the Web site is to be registered by the Board as

http://www.rhbonline.rajasthan.gov.in.

Access

REQ_GEN_6 The system should be accessible to

• Office user at head office with a user role

o Any other designated and authorized by Board

• Office staff at Circle / Division office with role

o Circle / Divisional Officer

o Office clerk

o Any other designated and authorized by Board

http://www.rhbonline.rajasthan.gov.in


Requirement Id


• Public user to view various components of Web portal

• Registered User (Applicants)

User management

REQ_GEN_7 The system should allow to creation and management of office user, each user should

comprises the following details

• Employee Name

• Date of registration

• User ID (unique Name)

• Employee ID (as per Board)

• Operation office (HO or district or block)

• Designation

• Mobile Number

• Contract Address

• Email

REQ_GEN_8 The system should allow to create unique user name only

REQ_GEN_9 The system should provide feature to search a valid user name

REQ_GEN_10 The system should provide facility to block or unblock any office user

REQ_GEN_11 The system should allow admin user to create/modify user and roles and privileges

Board Master

REQ_GEN_12 The system should have facility to create master of Boards/ cell/wing.

Operation office

REQ_GEN_13 The system should have facility to create database of operational office. It should

comprises following field

• Operational office type (HO/Circle/Divisional )

• Circle name (if operation type = district or block)

• Divisional (if operation type = block)

• Office Name


Requirement Id


• Office Address

o Street 1

o Street 2

o City/Town

o Tehsil

o District

o State

o PIN Code

• Contact person

• Contact number

o Office Phone

o Fax

o Mobile

• Email Address

Designation Master

REQ_GEN_14 The system should have facility to create designation master

User Role

REQ_GEN_15 The system should provide facility to create user role as per the follows

• Office user at head office with a user role

o Director

o Joint/Deputy director

o Office clerk

• Office staff at district office with role

o Circle Officer

o Office clerk

• Registered User

• Applicant

• Any other as specified by the Board


Requirement Id


Default Right to User Role

REQ_GEN_16 The system should provide facility to define form level/report level/record search access

right to each user role. These access rights should be for following type

• Add

• Edit

• Delete

• View

• Print

• Search (applicable for search)

Assign Role to user

REQ_GEN_17 The system should allow system to assign user role to each user,

REQ_GEN_18 The user will be assigned with default rights of the given access role

Public User Registration

REQ_GEN_19 the system should allow any public user to register on the web portal, the user should be

permitted with define role for register user

REQ_GEN_20 The system should capture the following detail about each user

• User First Name

• User Last Name

• User ID (unique)

• User Address

o Street 1

o Street 2

o City/Town

o Tehsil

o District

o State

o PIN Code

• Contact number


Requirement Id


o Phone

o Fax

o Mobile (required for all SMS alert)

• Email Address

REQ_GEN_21 The system should provide facility to confirm user id though user’s given email only

REQ_GEN_22 The system should give warning if user with similar email id is already exist

REQ_GEN_23 the system should provide facility to block or unblock any user access

Web Content management

REQ_GEN_24 The system should allow creating site navigation index through a dynamic menu option.

REQ_GEN_25 The WCMS should allow to create a web page on the fly, with help of rich text box facility

REQ_GEN_26 The WCMS should also provide facility to upload a pre designed pages

REQ_GEN_27 The WCMS should provide web pages directory with facility to publish or block web page

REQ_GEN_28 The WCMS should provide facility to create meta tag search of each web page

REQ_GEN_29 WCMS should allow to upload any image on the page and it should be further allow to

define position of the image on web page

REQ_GEN_30 WCMS should provide feature to define the position of the web page like center frame,

left frame or right frame etc.

Language

REQ_GEN_31 The system should allow bi lingual option i.e. Hindi and English

Web Page Search

REQ_GEN_32 The portal should provide meta tag basis search option

REQ_GEN_33 The search result should show path of the web page with brief description of the page,

REQ_GEN_34 In case page description is not been provide by user then it should show first 20- 30

words of the page

REQ_GEN_35 The system should allow to drill down to the page

News Section


Requirement Id


REQ_GEN_36 The system should provide news section for publication of Board news, office circular

REQ_GEN_37 The news should comprises minimum following details

• News Heading

• Date of publication

• News source

• Reported by

• News room

• News search key word

• News main content

REQ_GEN_38 The system should provide facility to attach image related to news

Event Calendar

REQ_GEN_39 The portal should provide facility to upload event details being organized by Board

REQ_GEN_40 The event should comprises minimum following details

• Event Name

• Event Type

• Date of event

• Start time- End Time

• Event description

• Reported by

• Detail event program schedule

• Event organized by

• Target group

• Registration process

• Fee if any

REQ_GEN_41 The system should provide facility to attach image related to event

REQ_GEN_42 The system should provide facility to search event with key word

REQ_GEN_43 The system should provide facility for online registration for event; this facility should be


Requirement Id


allowed to the registered user only.

User dash Board

REQ_GEN_44 The system should provide digital dash board for each user

REQ_GEN_45 Dash board should be design in accordance to user role assign to the user

REQ_GEN_46 The system should allow the user to personalize dash board menu options

REQ_GEN_47 The system should provide feature to change color scheme, skin of screen, font and

language

Others

REQ_GEN_48 System shall be able to provide a view of maintenance / updating requests to authorized

users

REQ_GEN_49 System shall be able to filter / sort the requests based on various parameters

REQ_GEN_50 System shall support dynamic configuration of the modules. For each of the modules

listed above. System shall be able to enable or disable the features.

REQ_GEN_51 System should be able to design custom look and feel of the portal with minimal change

in software code

REQ_GEN_52 System should adhere to standard programming practices that can help extending the

functionality of the portal easily

REQ_GEN_53 The system shall provide compatible interfaces, metadata and indexing support for

exchange of electronic documents with Scanner APIs, digital imaging Programs and

document management software

REQ_GEN_54 All forms shall be created on standard A4 paper (as defined by standard ISO 216: 2007)

REQ_GEN_55 All kinds of notifications whether internal or external through channels such as email,

letter, SMS shall be recorded.

REQ_GEN_56 All kinds of notifications shall be assigned a designated user to whom response will be

communicated. The response shall be automatically routed to the designated user.

REQ_GEN_57 All forms shall be accompanied by a well-written set of instructions - in English and Hindi

- on how to fill up the form and the mode of submission

REQ_GEN_58 All notifications / alerts / reminders shall be as per as a standard format/ template that is


Requirement Id


configurable

REQ_GEN_59 System shall display the date and time of last login when the user logs in

REQ_GEN_60 System shall have a fail-proof online modification submission process. The system shall

have performed the commit of the return data to the database only once if the transaction

has gone through successfully. In case the transaction has not been fully committed, the

system shall not post any modifications into the database.

REQ_GEN_61 System shall ensure virus check for all files that are uploaded in the system e.g. detect

malicious executables

REQ_GEN_62 While authentication, on 3 unsuccessful attempts in a row, the user account shall be

locked and be denied access to application till the user account is unlocked through

challenge and response questions

REQ_GEN_63 Once authenticated through challenge and response questions, system shall be able to

send the new password to the email id of the user within a time period of 5 minutes.

REQ_GEN_64 For all kinds of online forms, system shall allow downloading of an electronic form and

uploading of the filled-in form at a later stage

REQ_GEN_65 Where ever documents are involved, system shall allow the user to assign a

note/annotation to a document image

REQ_GEN_66 Where ever workflow systems are involved, Workflow systems shall be designed in such

a manner that introduction of additional workflow requirements or changes to existing

workflow can be implemented without underlying architectural or programming changes

to the system

REQ_GEN_67 System shall provide consistent look & feel to the users and the standards defined for

content, structure and presentation of the portal shall be applied and followed throughout

the portal

REQ_GEN_68 The solution shall provide Metadata directories or indexes of data related to the data

available within the application to facilitate search

4.3 Management of documents

Central Repository for managing documents would form integral part of the solution. Key points where

documents shall be managed through solution include


• Managing various documents of RHB Board including operating procedures, scheme manuals,

application manuals, Registers, policies guidelines etc

• Documents submitted by various departments as per requirements of workflow for above detailed

core modules

• Documents submitted by applicants in application process for various schemes

• Documents submitted by beneficiaries as reporting requirements etc.

This module helps in catering to all requirements of Board related to management of documents. It

provides clear metadata for categorization of any document entering the system. It must also support a

string based search.


REQ_GEN_1 The system shall provide centralized repository of all departments related policies

guidelines etc and those mentioned above (related to RHBMS) and shall make it

centrally accessible to various users based on roles, privileges and permissions.

REQ_GEN_2 The system shall allow storing and retrieval of digital documents comprising of

a) Scanned documents

b) Images

c) Video clips

d) Audio clips

REQ_GEN_3 Automatic categorization of documents as different documents like Office file

document, Supporting documents, Field report etc.

REQ_GEN_4 Easy to use GUI for setting the scanning properties like indexing parameters,

document and folder nomenclature, zones for data extraction etc

REQ_GEN_5 Facility to upload scanned batches from different field offices with Auto

folder/Subfolder creation document filing & indexing on user defined fields.

REQ_GEN_6 System ability to provide Compression of scanned image files in TIF Format.

REQ_GEN_7 The System shall support Image Editing operations such as page insertion, deletion

merge/split pages, etc.

REQ_GEN_8 The system shall provide facility for merging/splitting documents based on bar-

code/page count, etc. to assemble documents from scanned batches

REQ_GEN_9 Support all the special image enhancement functionality offered by the scanner



through the driver interface.

REQ_GEN_10 The system shall support categorization of documents in folders-subfolders just like

windows interface. There should not be any limit on the number of folder and levels

of sub folder

REQ_GEN_11 The system shall provide facility to link cross-related documents like Application

form and Field report, Grievance and reply sent etc.

REQ_GEN_12 The system shall provide search facility to in the same interface, so that users are

able to search the documents to be linked

REQ_GEN_13 The system shall support versioning of documents with facility to write version

comments

REQ_GEN_14 The system shall allow Locking of documents for editing and importing it back into

the system through check-in/Check-out features

REQ_GEN_15 The system shall support Applet for viewing Image documents- No third party

viewers should be there for viewing of scanned images. Please specify if third party

applets are used and the licensing terms together with cost implication

REQ_GEN_16 Image view applet should support progressive display technology.

REQ_GEN_17 Even for multi page document. The download and view should be page by page.

REQ_GEN_18 The system shall facilitate Document View without the native application in pdf or

html view for office applications like Word, excel, PPT etc.

REQ_GEN_19 The system shall facilitate zoom-in/zoom-out, zoom percentage and Zoom lens to

zoom in on a part of image and other image operations like Invert, rotate etc.

REQ_GEN_20 Document view shall have the provision to draw a line, insert arrows etc over image

document.

REQ_GEN_21 Document view shall have the provision to highlight or hide certain text by drawing

line rectangle and solid rectangle.

REQ_GEN_22 Document view shall have the provision to insert text over image document

REQ_GEN_23 The system shall support for viewing documents in native application

REQ_GEN_24 The system shall provide facility of putting text, graphic and image annotations on

document pages



Archival of Files

REQ_GEN_25 The system should differentiate between Administrative general files (Subject Files)

and Administrative Business files (Special Files)

REQ_GEN_26 The system should support handling of both types of files

REQ_GEN_27 The system shall have a facility to create/open a new electronic file.

REQ_GEN_28 Subject File creation shall take at least File Number and File Subject as inputs.

REQ_GEN_29 The system shall have a facility to create both main as well as part file.

REQ_GEN_30 The system shall have a facility to save the file in the desired folder in the system.

REQ_GEN_31 The system shall also generate a Barcode number on successful creation of a file.

This barcode can be pasted on a physical file for tracking, in case physical file is

also used.

REQ_GEN_32 The system shall have facility to print barcode number of file at any point of time.

REQ_GEN_33 The system shall have facility to add documents in the File.

REQ_GEN_34 The system should have a facility to search a file on File number, file subject

REQ_GEN_35 The system should have a index table of all created files in the form of a "File

Register" as per the Guidelines of Office procedure by Government of India

REQ_GEN_36 The system should support creation of any types of special files such as employee

files, property return file etc

REQ_GEN_37 The system should have a provision to define searching attributes for each type of

special file

REQ_GEN_38 The system should have a separate searching interface for each type of special file

Integration with Workflow and RHBMS modules

REQ_GEN_39 Document management and access should be seamlessly integrated with RHBMS

workflow, portal and integration requirements

General

REQ_GEN_40 The system shall provide an easy to use email like interface for routing & working

on workflow items

REQ_GEN_41 The system shall provide an inbox like feature to receive workflow item



REQ_GEN_42 The system shall provide an Sent Item like feature to view forwarded workflow item

REQ_GEN_43 The system shall have a tree like structure for frequently use features.

Indexing

REQ_GEN_44 The System shall provide facility to index folders and documents on user-defined

indexes like Board, ministry, file number, year etc.

REQ_GEN_45 The system shall provide facility to set particular fields as mandatory or unique

Search and Retrieval

REQ_GEN_46 The system shall provide extensive search facility to retrieve documents or

Folders/Files

REQ_GEN_47 The system shall support saving of search queries and search results

REQ_GEN_48 The system shall have quick retrieval ( should be able to handle Terabytes of data

quickly in less than 10 seconds(indicative))

REQ_GEN_49 The system shall support search for documents or folders on document or folder on

profile information such as name, created, modified or accessed times, keywords,

owner etc.

REQ_GEN_50 The system shall support combined search on Profile, Indexed and Full Text

Search

REQ_GEN_51 The system shall support search for documents/Folders using user-defined indexes

and document classes i.e. file number, name, ministry, Board, date etc.

REQ_GEN_52 The system shall support Full Text Search on image and electronic documents

REQ_GEN_53 The system shall support highlighting of searched string with a facility to browse

between pages for a multiple page document and moving between hit pages

REQ_GEN_54 The system shall support advanced search using Boolean and logical operators like

and, or, greater than etc. for example searching application form on the basis of

customer type and city

REQ_GEN_55 The system shall support facility to export results in excel format

REQ_GEN_56 The system should provide support for configuring and saving search criteria’s

REQ_GEN_57 Check-In and Checkout support for collaborative working on documents



Security

REQ_GEN_58 The system shall support access permissions on Folders, documents and object

level

REQ_GEN_59 The system shall support multiple levels of access rights (Delete/ Edit/ View/ Print/

Copy or Download).

REQ_GEN_60 The system shall support for application based rights

REQ_GEN_61 The system shall support system privileges like Create/Delete Users, Define

indexes etc.

REQ_GEN_62 The system shall support secure login id and passwords for each user and

passwords shall be stored in encrypted format in database

REQ_GEN_63 The system shall have a facility to define password policy with extensive password

validations like passwords must be of minimum 8 characters, shall be

alphanumeric, locking of user-id after three un-successful attempts, password

expiry, password history so that passwords are not same as previous passwords

etc.

REQ_GEN_64 The system shall support Disaster recovery by replicating the data at remote

locations

REQ_GEN_65 The system shall support provide support for HTTPs/SSL for secured data transfer

and session timeouts.

REQ_GEN_66 The system shall provide LDAP support for integrating with directory services and

shall support single sign on

REQ_GEN_67 The system shall support Extensive Audit-trails at document, Folder and for highest

levels for each action done by particular user with user name, date and time

REQ_GEN_68 The system shall support integration with database-based authentication.

Administration

REQ_GEN_69 The system shall support web-based administration module for the complete

management of system.

Document Delivery and Distribution

REQ_GEN_70 The system shall allow users to download documents through HTTP depending

upon the access rights



REQ_GEN_71 The system shall support for Print/Mail/Fax of documents

Reports and Audit Trails Features

REQ_GEN_72 The system shall support extensive Reports and audit trails and shall also provide

data points and facility to design new reports

REQ_GEN_73 The application shall log all the actions done by individual users with user name,

date and time and the administrator shall be able to generate detailed audit logs

and history of the process instance.

Reminders and Alarms

REQ_GEN_74 The system should have the capability to set automatic reminders and alarms to

concerned users.

Monitoring and Tracking

REQ_GEN_75 The system shall be able to keep track of the status, the date/time the jobs are

started and ended, the creation and archival date of the documents.

REQ_GEN_76 The system should have inbuilt monitoring and diagnostic tool for monitoring of

logs, versions and important services

Custom Human to Human interfaces

REQ_GEN_77 The system shall support Rapid Application Development component that enables

development of User friendly and customizable user Interface.

REQ_GEN_78 The desktop shall support inbuilt Imaging capabilities and shall support complete

and automatic integration of every step of the approval workflow with the underlying

DMS for the purpose of document retrieving and processing. There shall be no

need for integrating individual steps of a workflow to DMS separately.

REQ_GEN_79 The system shall be Unicode compliant for supporting different languages and shall

also provide localization kits for localizing the User Interface in particular language

REQ_GEN_80 The system shall have a support for Hindi language GUI

Integration and Web Services

REQ_GEN_81 Should be based on open standards and have API support for data import & export

REQ_GEN_82 The system shall provide support to invocation of external programs to perform

activities of a process like launching core application screen for data entry.



REQ_GEN_83 The system shall support integration based on messaging

REQ_GEN_84 The system shall support integration based on standards such as XML

REQ_GEN_85 The system shall support message-based collaboration based on protocols such as

HTTP, FTP and SMTP.

REQ_GEN_86 The system shall support integration with Email Servers.

REQ_GEN_87 The system shall support email-steps to be fully integrated, not just for notification

but also to initiate or complete a work step.

REQ_GEN_88 The system shall provide fully functional APIs for Integration.

REQ_GEN_89 The system shall provide presentation level API to customize user task interfaces.

REQ_GEN_90 The system shall support Web services.

REQ_GEN_91 The system shall enable the work items to access the Web methods of a remotely

deployed web service

REQ_GEN_92 The system shall allow support of both synchronous as well as asynchronous mode

to invoke Web methods

REQ_GEN_93 The system shall support Web based interfaces.

REQ_GEN_94 The system may have its own front-end or launch any application.

REQ_GEN_95 The system should have the capability to interface with industry standard web

services through simple interfaces.

4.4 Automation of workflow for various process under core modules

The proposed solution shall be capable of an automated electronic processing of data and documents

that allows for the integration of Business Rules. It must adhere to the thin client open standards and

must not require any proprietary software to be installed on client machines. It shall be able to deal with

exceptions when these occur by changing business rules or even the entire processes in real time to

respond to business conditions. It shall enable the efficient and accurate tracking of the entire cycle of

each major business process and provide means of generating reports for management as well as for

statistical purposes. It shall seamless manage documents related to the workflow and be capable of

retrieving and attaching documents and archiving the processed documents with metadata in the

specified folder structure.



REQ_WFS_1 The system shall have a workflow engine to support different types of document

routing mechanism including:

a. Sequential routing –Tasks are to be performed one after the other in a sequence

b. Parallel routing – Tasks can be performed in parallel by splitting the tasks among

multiple users and then merging as single composite work item. The system shall

support conditional merging of multiple parallel activities i.e. Response from

mandatory parallel work stages before it can be forwarded to next stage

c. Rule based routing - One or another task is to be performed, depending on

predefined rules

d. Ad-hoc routing: Changing the routing sequence by authorized personnel

Process Designing

I. Graphical Route Designer

REQ_WFS_2 The workflow management system shall support Inbuilt Graphical route designer for

modeling complex Business Processes using drag and drop facilities.

REQ_WFS_3 The system shall allow process designers to define multiple automatic system

defined stages, where no human intervention is required.

REQ_WFS_4 The interface shall be easy to use so that Process owners can change the business

process as and when required without any programming knowledge.

REQ_WFS_5 The system shall enable process designers to design multiple sub-processes. This

includes mapping of the existing process instance to the newly created process

instance as per mapping defined in the route.

REQ_WFS_6 The workflow management system development environment shall provide easy

navigation to choose sub-processes as required to be invoked from within a process.

REQ_WFS_7 Facility to copy and paste work stages along with all its properties.

REQ_WFS_8 Facility to define documents viewed and to be attached at individual stages.

REQ_WFS_9 The Process designer shall support multiple Introduction stages for introducing

different document types from different acquisition sources

REQ_WFS_10 Facility to define multiple archive stages for archive selected documents and indexes

at any stage of workflow process.


REQ_WFS_11 The system shall provide facility to define hold stages so that a particular instance or

the workflow can be kept on hold for specified interval on the basis of pre-defined

condition. The system shall also provide facility to define conditions for resuming the

instance from hold stage.

REQ_WFS_12 The system shall allow process designers to design properties for each work stage

like default document view, form view or Exception view etc.

REQ_WFS_13 The system shall allow users to define entry-level settings like Increase of priority or

sending an email trigger on the basis of pre-defined conditions or setting up

particular variable or property etc.

REQ_WFS_14 The workflow management system shall support the definition of roles and allow

many-to-many relationships between users and roles to be defined.

REQ_WFS_15 The workflow management system shall be capable of automatically deploying an

entire business process application (including forms and adapters) to the servers

from the development environment

II. Inbuilt Form Designer

REQ_WFS_16 The system shall provide inbuilt facility to design Custom forms that can be attached

at one or more stages of workflow.

REQ_WFS_17 The Form designer interface shall support facility to define text boxes, Combo boxes,

radio buttons, Drop down etc.

REQ_WFS_18 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.

REQ_WFS_19 The system shall provide facility to define zones at forms and images, so that

relevant part of the image is highlighted for Image assisted data entry.

REQ_WFS_20 The system shall support field level calculations at form level

REQ_WFS_21 Facility to use scripts for defining field level validations

III. Automatic Escalations

REQ_WFS_22 The system shall provide facility to define multi level escalation procedures

REQ_WFS_23 The system shall provide facility to define deadlines to individual work stages and

escalation to respective or group of individuals, if the instance is not processed in

specified time frame.


REQ_WFS_24 The system shall provide facility to define multi level escalations on the basis of

deadlines i.e. Level 1 escalation after specified time and Level 2 escalation after

specified time.

REQ_WFS_25 Facility to raise custom triggers like Email, sms etc. for escalations.

REQ_WFS_26 The system shall support inbuilt calendar for defining Holidays and Working hours

and the escalations and reminders shall be raised on the basis of this i.e. if the

escalation time is set for 2 days and there is Sunday in between then it shall not be

included

IV. Inbuilt Exceptions

REQ_WFS_27 The system shall provide facility to define exceptions at individual stages, which shall

dynamically change the route on execution.

REQ_WFS_28 The system shall facility to give rights to raise and clear exceptions at different

stages of the process with user comments.

REQ_WFS_29 Facility to raise triggers on the basis of exceptions.

REQ_WFS_30 Facility to raise automatic exceptions on the basis of pre defined conditions.

REQ_WFS_31 The system shall track all the exceptions raised in the course of process and shall

maintain history of that with user name, date, time and comments.

REQ_WFS_32 The system shall clearly differentiate process instances with and without exception

V Task Management

REQ_WFS_33 The system shall provide facility to define tasks for individual or group of users with

deadlines.

REQ_WFS_34 The system shall provide facility to define check lists for individual stage with option

to make particular checklist items as mandatory.

REQ_WFS_35 Facility to raise triggers on the basis of checklist.

REQ_WFS_36 The workflow management system shall have email notification to user when the

user is not logged on to the workflow management system. Upon receiving the

email, the user shall be able to click on the attachment in the email to automatically

launch the Workflow management system and present the user with the task to act

on.

REQ_WFS_37 Automatic reminders to concerned users for delegated tasks.

REQ_WFS_38 The system shall allow definition of audit stages to audit work of new users. The


users shall be able to define percentage of work to be audited on the basis of which,

random instances shall be picked up and sent to auditing supervisor.

REQ_WFS_39 The workflow management system shall provide user-definable job filters and

sorters for the outstanding tasks for viewing and work prioritization.

REQ_WFS_40 The workflow management system shall allow the users to route/re-route the jobs to

one or more other users by job and by users (e.g. on long leave, resignation).

REQ_WFS_41 The workflow management system shall allow automatic temporary re-routing of jobs

to one or more other users (e.g. temporary covering of duties).

VI. Inbuilt Triggers

REQ_WFS_42 The system shall provide facility to define custom triggers like Emails, Word template

or launching executable etc. on predefined conditions

REQ_WFS_43 The system shall provide facility to define custom templates for the triggers with

static and dynamic data.

REQ_WFS_44 The system shall provide facility to generate event based triggers for automatically

sending mails/ fax, generating responses, invoking data form for data entry,

communicating from external systems.

REQ_WFS_45 The workflow management system shall have email notification to user when the

user is not logged on to the workflow management system. Upon receiving the

email, the user shall be able to click on the URL in the email to automatically launch

the Workflow management system and present the user with the task to act on.

VII. Multiple Initiation Methodologies

REQ_WFS_46 The Workflow management system shall support multiple Initiation methodologies

for different user groups or document types.

REQ_WFS_47 The Workflow management system shall support automatic initiation of incoming

faxes as separate instance with the fax document as an attachment.

REQ_WFS_48 The system shall support automatic initiation on the basis of incoming emails with

email as an attachment.

REQ_WFS_49 The system shall support integration with IVRS application for automatic initiation of

processes.

REQ_WFS_50 The system shall support facility to host online forms in PDF or JSP format, which

can be filled online by the users and on submission a process instance is initiated.


VIII Custom Human to Human interfaces

REQ_WFS_51 The system shall support Rapid Application Development component that enables

development of User friendly and customizable user interfaces for each stage of the

Workflow on the fly.

REQ_WFS_52 The system shall provide facilities so that process implementer needs only to define

the Work step parameters like the to do list, exceptions, comments, associated

Forms and related document images for each step based on, which the user

interface is automatically generated. Each parameter that requires user input,

including interfaces of integrated applications and images that the user needs to

refer to shall be made available in different frames through a single desktop.

REQ_WFS_53 The desktop shall support inbuilt Imaging capabilities and shall support complete

and automatic integration of every step of the workflow with the underlying DMS for

the purpose of document retrieving and processing. There shall be no need for

integrating individual steps of a workflow to DMS separately.

Architecture and Technology

REQ_WFS_54 The workflow management system shall be based on an N-tier, open, scalable

architecture.

REQ_WFS_55 The workflow management system shall support thin client architecture.

REQ_WFS_56 The workflow management system shall support Web based interfaces.

REQ_WFS_57 The workflow management system shall support XML messaging and SOA

Architecture.

REQ_WFS_58 The workflow management system shall have the ability to integrate through

messaging.

REQ_WFS_59 The workflow management system shall have the ability to integrate through APIs.

REQ_WFS_60 The workflow management system architecture must be scalable and can support

increasing number of users and concurrent transactions.

REQ_WFS_61 The workflow management system shall run in a clustered environment.

REQ_WFS_62 The workflow management system shall be scalable through both horizontal

clustering (multiple channels) and vertical clustering (multiple instances per

machine).

REQ_WFS_63 The Workflow management system must be Unicode compliant and shall also


support customizing the interface in Local language.

REQ_WFS_64 The system should have the capability to interface with industry standard web

services through simple interfaces.

Process Management

REQ_WFS_65 The workflow management system shall be able to support complete administration

through a web browser interface.

REQ_WFS_66 The workflow management system shall allow administrators to manage users,

groups, Roles and other document management operations.

REQ_WFS_67 The workflow management system shall allow administrators to suspend, resume

and control various processes from the same interface

REQ_WFS_68 The workflow management system shall have audit trail to maintain history of all

transactions performed on the system.

REQ_WFS_69 The system shall give flexibility to administrator to do selective logging i.e. suspend

and resume audit trail generation for specific system and user activities.

REQ_WFS_70 The workflow system shall give a facility to define Turnaround time for the complete

process and also for the individual work stages for efficient monitoring

REQ_WFS_71 The workflow system shall give a facility to set Audit percentage for multiple users at

different stages, so that the specified percentage of work randomly goes for work

audit.

REQ_WFS_72 The workflow system shall give a facility to review the audit done by different

auditors.

REQ_WFS_73 The workflow system shall display all the queues corresponding to particular process

and add and remove multiple users to particular queue.

REQ_WFS_74 The workflow system shall allow administrator to set properties of particular queue

i.e. FIFO, Dynamic etc.

REQ_WFS_75 The system shall support Load balancing of work items in case of Dynamic Queues

i.e. if more than one user is associated with particular queue, work items shall be

assigned on the basis of current load.

REQ_WFS_76 The Workflow system shall support the concept of Shared and Personal Queues, so

that work items can either be permanently assigned to user’s Personal queue or can

be routed to shred pool of users.


REQ_WFS_77 The workflow management system shall allow administrator to add new queues and

associate multiple work steps with them.

REQ_WFS_78 The workflow system shall give a facility to set diversions for particular users so that

all the incoming work items are routed to assigned person or group of users.

Application Access Control

REQ_WFS_79 The workflow management system shall provide comprehensive access control

mechanism.

REQ_WFS_80 All users of the workflow management system shall be able to access to their own

work queues and other work queues with access granted by the workflow

administrator. They shall not be able to delete assigned tasks from the work queues.

REQ_WFS_81 Process Owners or workflow administrator shall be able to intervene the flow of work

items and reassign to specific user and shall also support ad-hoc routing to specific

stage in case of delays or bottleneck.

REQ_WFS_82 The application shall log all the actions done by individual users with user name,

date and time and the administrator shall be able to generate detailed audit logs and

history of the process instance.

REQ_WFS_83 The application shall support field level access so that authorized users can only edit

them.

REQ_WFS_84 The workflow management system shall allow process owners to track the following

status:

Task Status

REQ_WFS_85 Types of actions required (i.e. for approval, for acknowledgment, for further

dissemination, for reply, etc)

REQ_WFS_86 For a task in progress or a completed task on Name of Officer, Start Date, End

Date, Duration

Process Monitoring and Reporting

REQ_WFS_87 The workflow management system shall be able to keep track of the work item

status, the date/time the jobs are started and ended, the creation and archival date

of the documents.

REQ_WFS_88 The workflow management system shall provide graphical and tabular tools to view

progress of each individual process


REQ_WFS_89 The workflow management system shall support the generation of statistical and

management reports like:

• Number of cases assigned

• Number of cases completed

• Time taken to complete each task

• Process History Report

• User Performance Report

• Average Process Time Report

• Participant Report

• Participant Processing Time Report

• Process Definition Summary Report

• Exception Details Report

• Expired Work item Report

• Diversion Report

• Temporary Queue Assignment Report

REQ_WFS_90 The workflow management system shall support the generation of performance

comparison reports.

REQ_WFS_91 The workflow management system shall support users drill down from a higher level

view of business processes to lower level details.

REQ_WFS_92 The workflow management system shall support statistical reports like Total

turnaround time and delay report for complete process or specific work stages

REQ_WFS_93 The workflow management system shall support definition of new customized

reports based on exposed data points.

REQ_WFS_94 The workflow management system shall also provide dashboard interface for online

reporting of various processes. The interface shall give a flexibility to toggle between

graphical and tabular view and tile different windows in the same interface

User Management and Security

REQ_WFS_95 The workflow management system shall support integration with domain level

authentication and single sign on.

REQ_WFS_96 The workflow management system shall support integration with database-based

authentication.


REQ_WFS_97 The workflow management system shall be capable of giving access rights to

users/groups on work stages, documents, forms and also to the data fields.

REQ_WFS_98 The workflow management system shall support extensive password validations i.e.

locking of user account after specified number of unsuccessful login attempts,

password history, password expiry, passwords must be alphanumeric and of

minimum character length etc.

REQ_WFS_99 The workflow management system shall support SSL, HTTPS and session timeouts.

Integration and Web Services

REQ_WFS_100 The workflow management system shall provide support to invocation of external

programs to perform activities of a process like launching core application screen for

data entry.

REQ_WFS_101 The workflow management system shall support integration based on messaging.

REQ_WFS_102 The workflow management system shall support integration based on standards

such as XML

REQ_WFS_103 The workflow management system shall support message-based collaboration

based on protocols such as HTTP, FTP and SMTP.

REQ_WFS_104 The workflow management system shall support actions to be taken on business

processes based on messaging.

REQ_WFS_105 The workflow management system shall allow documents used in processes to

come from inbuilt proposed Document Management System.

REQ_WFS_106 The workflow management system shall support integration with Email Servers.

REQ_WFS_107 The workflow management system shall support email-steps to be fully integrated

into business processes, not just for notification but also to initiate or complete a

work step.

REQ_WFS_108 The workflow management system shall provide fully functional APIs for Process,

Rules and Integration engines.

REQ_WFS_109 The workflow management system shall support Web services.

REQ_WFS_110 The workflow management system shall enable the work items to access the Web

methods of a remotely deployed web service

REQ_WFS_111 The system shall allow the data to be mapped from the workflow to Web method

parameters and vice versa.


REQ_WFS_112 The system shall allow support of both synchronous as well as asynchronous mode

to invoke Web methods

REQ_WFS_113 The workflow management system shall allow a step of a business process or

integration process to be performed by Web services.

REQ_WFS_114 The workflow management system shall allow for an integration flow or a business

process to be made available as Web services

4.5 Additional Requirements

S No. Business Requirement Description

System Wide Functionalities

REQ_GEN_96 Consistent, globally unique naming and addressing scheme for data made centrally

and automatically

REQ_GEN_97 Centralized application and components

REQ_GEN_98 Application shall be paperless and web-based. Functions and other relevant

information shall be accessible to authorized persons on request.

REQ_GEN_99 Application shall be modular in design and shall be designed using modular and

reusable programming techniques for ease of maintenance.

REQ_GEN_100 For any hardware and software purchased in order to facilitate Application, quality

assurance requirements must be adhered to.

REQ_GEN_101 Application shall have the capability to ensure that management of data is defined

independently of the processes that create or use that data.

REQ_GEN_102 Application shall have the capability to format output to support HTML, XML, text and

any other format required for data exchange/integration with various entities involved

in the process.

REQ_GEN_103 The architecture shall be expandable. This requires that the application architecture

should include interfaces that will permit easy insertion of additional capabilities as

required (e.g., replacing an Relational Database Management System (RDBMS) with

an RDBMS with object oriented extensions, adding new report formats, statistical

algorithms etc.)


REQ_GEN_104 The architecture shall be operationally robust. This requires that the system

architecture should: - include standard error handling modules permitting the system to

degrade "gracefully" in the presence of failures, be functionally redundant when

appropriate, ensure that functional allocation to architectural elements does not

introduce unacceptable delay or introduction of human error, support end-to-end

system performance analysis

REQ_GEN_105 Application shall be designed to permit the easy insertion of new modules and new

enhancements.

REQ_GEN_106 Internal application changes shall be transparent, any changes that will not be

transparent must be coordinated before implementation

REQ_GEN_107 Application shall have the capability to complete all requests (e.g., store, retrieve,

update, etc.) without any data loss

REQ_GEN_108 Application shall have a system of record for legal purposes and shall maintain an

audit file in chronological sequence of each transaction and all corresponding

corrections made during the transaction by clients or their facilitators

REQ_GEN_109 Application shall be made possible to distribute the elements between different

premises.(only if required)

REQ_GEN_110 Distributed elements shall operate as a single integrated and cohesive information

system

REQ_GEN_111 System shall have the capability to organize and store all data for aggregation and

analysis

REQ_GEN_112 System shall be able to add new storage devices, if required, to serve archiving needs.

REQ_GEN_113 Application shall accommodate usage growth with minimal disruptions.

REQ_GEN_114 Application shall be designed to accommodate growth in data rates and volumes for

communications and networks

REQ_GEN_115 Application shall have the capability to define and modify Client’s access privileges.

REQ_GEN_116 Application shall have the capability to remotely maintain and upgrade the system

REQ_GEN_117 Application shall use open systems, standard-based architecture to meet functional

requirements and to inter-operate with existing information systems.

REQ_GEN_118 Application may be built from a combination of both unique and Commercial Off-The-

Shelf (COTS) service capabilities if required


REQ_GEN_119 Application shall facilitate the development of applications; application platform’s

enabling services shall consist of well-defined Applications Program Interface (API).

REQ_GEN_120 A standards-based operating system shall be selected, which will provide formally

defined APIs for application program access

System Management Requirements

REQ_GEN_121 System shall incorporate management capability, which shall include: Configuration

Management, Testing & Validation, Fault Detection, Fault Isolation, Fault Recovery,

Data collection, Data Analysis

REQ_GEN_122 System shall provide end-to-end performance monitoring and control.

REQ_GEN_123 System shall maintain knowledge of current operational status of all elements.

REQ_GEN_124 Necessary configuration control procedures shall be instituted to ensure a complete

understanding of system and configuration

REQ_GEN_125 System shall provide the capability to manage system operations, administration,

archiving, and security functions

REQ_GEN_126 System shall establish and maintain accounting information on communications used.

REQ_GEN_127 System shall support end-to-end system fault isolation of all provided services,

including the capability to identify a failing node, element, and/or service, to the level

necessary to correct the fault.

REQ_GEN_128 System shall provide capability to manage fault isolation functions

REQ_GEN_129 System shall provide data quality determination and analysis, error correction,

recovery processing, and related quality control procedures and processes.

REQ_GEN_130 System shall provide for support of coordinated management of elements distributed

between different premises.

REQ_GEN_131 Application shall implement applications and infrastructure components to permit

management to monitor and measure the effectiveness.

REQ_GEN_132 Application shall permit inclusion of new or modified requirements during the life of

application with appropriate established change control procedures.

Operational Requirements

REQ_GEN_133 Application shall support 24 hours per day, 7 days per week on a continuous basis

REQ_GEN_134 User training shall be provided to authorized personnel to permit full use of application


REQ_GEN_135 Application shall perform its operations in accordance with applicable policies and

procedures.

REQ_GEN_136 Data inputs to the application shall be validated prior to being processed

REQ_GEN_137 Input data shall be validated for out of range values.

REQ_GEN_138 Input data shall be validated for missing or incomplete data.

REQ_GEN_139 Input data shall be validated for unauthorized or inconsistent control data.

REQ_GEN_140 Input data shall be validated for values or volumes that are exceptional to the norm.

REQ_GEN_141 Invalid input data shall be rejected and security incident shall be initiated.

REQ_GEN_142 Integrity checks functionality on any data generated by the system shall be provided.

REQ_GEN_143 Reasonableness check functionality on the volume and values of data output shall be

provided.

REQ_GEN_144 Functionality necessary for scheduling of Application to certain days, dates or time of

day, shall be provided.

REQ_GEN_145 Functionality necessary for 'roll back' or recovery routines if applicable fails to operate

as planned shall be provided

Human Engineering Requirements

REQ_GEN_146 System shall provide a menu driven screen interface permitting a properly trained user

to navigate easily through the different functions of the system.

REQ_GEN_147 System shall provide users with access to information management services at their

premises.

REQ_GEN_148 The user interface shall be tailored to functions, which are authorized for the user.

Back Up Requirements

REQ_GEN_149 Back-up copies of data shall be taken at a mutually agreed upon frequency to be

consistent with the ability to recover cost effectively from any loss or corruption.

Logs

The following operations shall be logged by means of automatic (machine generated)

logs:

REQ_GEN_150 Logs shall include process start and finish times.

REQ_GEN_151 Logs shall include Application faults, errors and recovery processes.


REQ_GEN_152 Logs shall include the use of any privileged passwords.

REQ_GEN_153 Logs shall include the use of any privileged utilities.

REQ_GEN_154 Logs shall include automatically generated data necessary to assess the application

performance.

REQ_GEN_155 The frequency of logs generation shall be mutually agreed upon, in order to be

consistent with the ability to trace appropriate actions of the application.

REQ_GEN_156 Logs shall include all log-ons and log-outs as well as all attempts (whether successful

or not) to log-on

REQ_GEN_157 Logs shall have appropriate mutually agreed upon retention period.

REQ_GEN_158 The log generating software shall prohibit amendment of log details and disabling of

the recording of events.

REQ_GEN_159 The log generating software shall include review of log-on patterns to determine

potentially abnormal system use.

REQ_GEN_160 Files of logged events shall be protected from amendment or deletion.

REQ_GEN_161 Logging process shall always be enabled except when explicitly disabled by a

supervisor role. Controls shall be in place to prevent the logging process from being

disabled.

Security Requirements

REQ_GEN_162 Application shall prevent unauthorized users from accessing the system.

REQ_GEN_163 Application shall make data available to the authorized users in an expedient and

secure environment

REQ_GEN_164 Application shall provide access monitoring to compile and report security violations

and attempted security violations

REQ_GEN_165 Application shall have the thorough capability to a log record of an unauthorized

attempt.

REQ_GEN_166 Application shall provide physical and remote access control to Application systems.

REQ_GEN_167 Application shall evaluate the following security measures such as encryption and

firewalls, which shall provide a model for the Application design.

REQ_GEN_168 Application shall implement controls to ensure the privacy of information, individuals,

and corporations are not compromised.


REQ_GEN_169 Application shall use audit controls, electronic signatures, data encryption and other

methods to assure the authenticity of transaction and other relevant data.

REQ_GEN_170 Application database management security services shall include access control (e.g.,

Discretionary Access Control (DAC), Mandatory Access Control (MAC), content-

dependent and context dependent access control), individual user identification and

authentication (I&A), data confidentiality, data integrity (e.g., entity integrity, referential

integrity, and label integrity), security audit, object reuse, availability of service and

data, and other security services.

REQ_GEN_171 Application shall implement controls to ensure the authenticity of data is preserved.

REQ_GEN_172 Application shall comply with the Application Security Plan and security guidelines of

each of the stakeholder involved.

REQ_GEN_173 Application shall adhere to guidelines for physical, personnel, computer,

communications, and internal data security.

REQ_GEN_174 Application shall be foreseen of user registration system allowing: distinguishing

different user roles; authorization of users;

REQ_GEN_175 Application shall be foreseen with an access control policy functionality allowing

access of users in different roles to different functionalities of Application. At least the

following roles shall be introduced for Application: Supervisor, Operator, System

support, User

REQ_GEN_176 Only registered users shall be allowed to log-in to the application.

REQ_GEN_177 Registered users shall be allowed to log-on only to those Application functions which

they are authorized to access and use.

REQ_GEN_178 Registration of users in their respective roles shall be valid only for a limited period of

time, where after their authorization shall be re-confirmed and prolonged.

REQ_GEN_179 Additional access controls shall be considered for log-on to Application (such as

physical tokens)

REQ_GEN_180 The logon processes shall display only the minimum amount of information to assist

users.

REQ_GEN_181 The logon processes shall prohibit the display of help screens.

REQ_GEN_182 The logon processes shall minimize the opportunities for unauthorized connections to

Application.


REQ_GEN_183 The logon processes shall prohibit the display of the Application system or the

application details until the process has been successfully completed.

REQ_GEN_184 The logon process shall deny access if either the username or password is invalid

without identifying the specific erroneous element.

REQ_GEN_185 The logon process shall allow only a fixed number of logon attempts before disabling

the terminal.

REQ_GEN_186 If access is denied following repeated unsuccessful logon attempts, this shall be

treated by the application as a security incident and handled accordingly.

REQ_GEN_187 The logoff procedure shall clear any screen displays prior to terminating the

application.

REQ_GEN_188 Application shall disallow simultaneous logon by the same user.

REQ_GEN_189 Passwords to log-on to Application (and additional access control devices) shall have

at least the length of TBD characters. The password management system shall require

the enforcement of a minimum password length.

REQ_GEN_190 The password management system shall require the use of quality (i.e. difficult to

guess) passwords.

REQ_GEN_191 The password management system shall require the enforcement of a password

change after a TBD period.

REQ_GEN_192 The password management system shall include non-display of the password when

being entered

REQ_GEN_193 The password management system shall require the storage of passwords in

encrypted form.

REQ_GEN_194 For all security incidents alarm functionality shall be implemented, which immediately

informs the supervisor role of these incidents.

REQ_GEN_195 Application shall treat the following events as security incidents: unsuccessful log-on,

intrusion detection, malfunctioning of encryption facility

Legal and Regulatory Requirements

REQ_GEN_196 Application shall provide flexibility to easily modify the system to handle changes in

trade laws, regulations, and license & permit requirements.

REQ_GEN_197 Application shall have the capability to search and analyze payment transactions for

enforcement purposes


Interface Requirements

REQ_GEN_198 Seam less integration / interfacing with existing/proposed applications

Testing Requirements

REQ_GEN_199 Standard procedures shall be established to test compliance and conformance of

equipment, to be used to facilitate IPF to IPF Standards and to certify interoperability

and portability of information systems coupled to applications.

REQ_GEN_200 All corrections to address discrepancies shall be validated through formal regression

test before insertion into the operational systems

REQ_GEN_201 Application shall support the revalidation of performance capabilities whenever an

element(s) upgrade/enhancement is made to IPF, which may cause a change in

performance.

REQ_GEN_202 All new application functionality shall be validated through a formal extensive testing

before insertion into the operational systems.

REQ_GEN_203 Application shall support operations and testing concurrently.

REQ_GEN_204 Application shall provide tools and metrics to support testing, system performance

monitoring, fault isolation, verification and validation of the end-to-end system

Common Technical Requirements

REQ_GEN_205 The system shall have ability to customize user menus and screens based on user

access authority.

REQ_GEN_206 The system shall be able to archive transactional database records to prevent long

term speed concerns. The solution must also feature functionality for efficient retrieval

of archived data.

REQ_GEN_207 The solution shall be capable of generating event notifications and interfacing with E-

mail system and must support e-mail triggers as part of the solution’s workflow.

REQ_GEN_208 The system shall provide a report-writing tool, which can be used to generate

customized reports at any level.

Audit Trail

The system shall be able to automatically record an audit trail of events under the

control of the system, storing information about:

REQ_GEN_209 • Action which is being carried out


REQ_GEN_210 • The object(s) to which the action is being applied

REQ_GEN_211 • The user carrying out the action

REQ_GEN_212 • The date and time of the event

REQ_GEN_213 The system shall track and record information about events in the audit trail without

manual intervention, once the audit trail facility has been activated

REQ_GEN_214 The system shall ensure that audit trail data cannot be modified, or any part of the data

be deleted by any user, including an Administrator.

REQ_GEN_215 The system allow the extent of audit trail tracking and recording to be user-

configurable, so that an Administrator can select the events for which information is

automatically recorded

REQ_GEN_216 The system shall ensure that the selection for audit trail tracking, and all later changes

to it, are also recorded in the audit trail

REQ_GEN_217 The system shall ensure that audit trail data is available for inspection on request, so

that a specific event can be identified and all related data made accessible, and that

this can be achieved by authorized external personnel e.g. auditors, who have little or

no familiarity with the system

User Interface

REQ_GEN_218 System shall perform data validation checks on the input such as data formats,

completeness of the form in terms of mandatory fields, checking for file type and size

of files uploaded, etc. In case of any validation failure, the system shall display an

appropriate error message.

Enquiries and Grievance Redressal Services

REQ_GEN_219 System shall be able to provide a list of "Frequently Asked Questions" to the user

REQ_GEN_220 Allowing employers to log enquiries and grievances through an online web application

/ Allow help desk personnel to take grievances

REQ_GEN_221 System shall be able to capture enquiries and grievances through an electronic form.

REQ_GEN_222 System shall be able to associate an enquiry or a grievance with a past request similar

request

REQ_GEN_223 System shall generate a unique case number for the grievance which can be used for

tracking purposes on successful submission of the form through the web portal


REQ_GEN_224 Should be based on open standards and have API support for data import and export

REQ_GEN_225 The system shall provide support to invocation of external programs to perform

activities of a process like launching core application screen for data entry

REQ_GEN_226 The system shall support integration based on messaging and shall support distributed

systems interface

REQ_GEN_227 The system shall provide the option of invoking its integration components (adapters)

either synchronously and asynchronously

REQ_GEN_228 The system shall allow users to define adapters for the system

REQ_GEN_229 The system shall support integration based on standards such as XML/those laid down

by Stakeholders

REQ_GEN_230 The system shall support message based collaboration based on protocols such as

HTTP, FTP and SMTP

REQ_GEN_231 The system shall provide fully functional APIs for integration

REQ_GEN_232 The system shall provide presentation level API to customize user task interfaces

REQ_GEN_233 The system shall support web services

REQ_GEN_234 The system shall enable the work items to access the web methods of a remotely

deployed web service

REQ_GEN_235 The system shall allow support of both synchronous and asynchronous modes to

invoke web methods

REQ_GEN_236 The system shall support web based interfaces

REQ_GEN_237 The system shall have the ability to integrate through messaging

REQ_GEN_238 The system may have its own front end or launch any application

REQ_GEN_239 The system should have the capability to interface with industry standard web services

through simple interfaces


5 List of Abbreviations

Terms Definitions

A.A.O Assistant Accounts Officer

Accnt Accounts

A.C.E Additional Chief Engineer

Admin Administration

Admin and Estb Administration and Establishment

A.O. Accounts Officer

C.A.O Chief accounts Officer

CAPEX Capital Expenditure

C.E. Chief Engineer

C.E.M Chief estate Manager

Comp Compilation cell

D.D.O Drawing & Disbursement Officer

D.H.C. Deputy Housing Commissioner

DoIT&C Department of Information Technology and Communications

DPR Detailed Project report

E & M Estate Manager

EWS Economically Weaker Sections

F.A. Financial Advisor

G2B Government to Business

G2C Government to citizen

G2G Government to Government

GOR Government Of Rajasthan

GPF Gratuity Provident Fund


Terms Definitions

H.C. Housing Commissioner

HIG High Income Group

H.O. Head Office

HPS Hire Purchase system

IT Information Technology

Jr. Accountant Junior accountant

Jr. Assistant Junior Assistant

LAA Land Acquisition Act

LAO Land Acquisition officer

Land Acq Land Acquisition

LFAD Local Fund Audit Department

LIG Low Income Group

MIG Medium Income Group

MIS Management Information System

MRF Mediclaim Reimbursement Fund

NeGP National e-Governance Plan

O.S. Office Superintendent

ORS Out Right Sale

OSD Officer On Special Duty

OTL One time Lease

P.E. Project engineer

PIO Public Information officer

P & M Planning and Monitoring


Terms Definitions

Q.C. Quality Control

RAS Rajasthan Administrative Services

R.E. Resident engineer

RFP Request for Proposal

RHBMS Rajasthan Housing Board Management System

RISL RajCOMP Info Service ltd.

RTI Right to Information

Sr. A.O. Senior accounts Officer

SeMT State e Mission Team

T.A. Technical Advisor

TCAP Houses Taken up, Houses Completed, Houses Allotted and Houses Possessed

Tech Technical

UIT Urban Improvement Trust