ERP e Governance PMC

Detailed Project Report
for

ERP based e-Governance at

Pune Municipal Corporation

Pune Municipal
Corporation

Prepared by
Detailed Project Report for ERP based e-Governance

Pune Municipal Corporation Page 2 of 143

Table of contents

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

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

1. Sector Background Context and Broad Project Rationale .............................. 6
1.1 Other Projects under JNNURM .......................................................... 6
1.2 Existing e-Governance projects ........................................................ 6
1.3 Project Rationale ............................................................................ 8
1.4 Project Approach ............................................................................ 9

2. Project Definition and Salient Design Features ........................................... 10
2.1 Project Definition ........................................................................................... 10
2.2 Broad Scope ................................................................................................... 10
2.3 Salient Features of the Proposed e-Governance Application .................... 12

3. Project Scope in Detail ........................................................................... 13
3.1 MIS .................................................................................................................. 13
3.1.1 Birth & Death department .................................................. 13
3.1.2 Property Tax Department ................................................... 18
3.1.3 Water Supply Department .................................................. 25
3.1.4 Grievance information system ............................................ 31
3.1.5 Building Permission Department.......................................... 33
3.1.6 E- Procurement ................................................................ 38
3.1.7 Project systems Department .............................................. 40
3.1.8 Food & Market Licenses ..................................................... 45
3.1.9 Solid waste Management ................................................... 49
3.1.10 Fleet Management ............................................................ 51
3.1.11 Accounts Department ........................................................ 56
3.1.12 Establishment Department ................................................. 60
3.1.13 Employee self service module ............................................. 70
3.1.14 Web portal Module ............................................................ 72
3.1.15 Citizen service centre module ............................................. 75
3.1.16 DMS and Workflow Management module.............................. 79
3.1.17 Welfare scheme module ..................................................... 82
3.1.18 Hospital management ........................................................ 83
3.1.19 Asset management Department .......................................... 87
3.1.20 Land and Estate management ............................................ 90
3.1.21 Material management Department ...................................... 92
3.1.22 Residence ID .................................................................... 95
3.1.23 Legal Department ............................................................. 96
3.1.24 Municipal Secretary ........................................................... 99
3.1.25 Audit Department Module ................................................ 101
3.2 GIS ................................................................................................................ 102

4. Implementation Methodology ................................................................ 105
4.1 Proposed Solution Architecture .................................................................. 105
4.2 Solution Features ......................................................................................... 109

4.3 Implementation Approach .......................................................................... 111
4.4 Implementation Schedule ........................................................................... 112
4.5 Key Challenges / Risks ................................................................................ 112
4.6 Capacity Building ......................................................................................... 113
4.7 Change Management .................................................................................. 113

5. Cost Estimates .................................................................................... 114
5.1 Server Infrastructure Costs ........................................................................ 114
5.2 MIS ................................................................................................................ 115
5.3 GIS ................................................................................................................ 115
5.4 Other Costs .................................................................................................. 115
5.5 Total Capital Cost ........................................................................................ 116
5.6 Operational Expenditure (Per Year) ........................................................... 116
5.7 Year-wise Break-up of Project Costs ......................................................... 116
5.8 Project Financing Structuring. .112

6. Benefits Envisaged and Assessment Framework ...................................... 119
6.1 Benefits envisaged from the project ......................................................... 119
6.2 Assessment Framework .............................................................................. 123

Annexure I : Business Process Re-engineering being undertaken at PMC as a part of
the project ............................................................................. 126

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

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



GLOSSARY OF TERMS

Sr. No. Acronym Full Form
1 BOOT Build-Operate-Own-Transfer
2 CAPEX Capital Expenditure
3 CPU Central Processing Unit
4 DPR Detailed Project Report
5 GIS Geographic Information System
6 GoI Government of India
7 GoM Government of Maharashtra
8 ICT Information and communication Technology
9 ISP Internal Rate of Return
10 IT Information Technology
11 JNNURM
Jawaharlal Nehru National Urban Renewal
Mission
12 LAN Local Area Network
13 NPV Net Present Value
14 NSG National Steering Group
15 O&M Operation and Maintenance
16 OPEX Operating Expenditure
17 OS Operating System
18 PC Personal Computer
19 PMC Pune Municipal Corporation
20 PPP Public Private Partnership
21 RFP Request for Proposal
22 SI Systems Integrator
23 TAG Technical Advisory Group
24 ULB Urban Local Body


EXECUTIVE SUMMARY

The National e-Governance Plan (NeGP) approved by the Government of India
includes many high impact e-Governance initiatives and projects that have been
identified as Mission Mode Projects (MMPs). One such MMP focuses on e-
Governance at Municipalities. Ministry of Urban Development (MoUD), has
announced the scheme to assist the e-Governance projects at Urban Local Bodies in
35 cities with population of above 10 lakh as per 2001 census and would be
implemented as a part of JNNURM. The present document is a Detailed Project
Report for the e-Governance Project at Pune Municipal Corporation and has been
prepared as per the guidelines published by Govt. of India (GoI) for the above
mentioned scheme.

PMCs Vision (as articulated in the CDP)
An economically vibrant and sustainable city with diverse opportunities and
rich culture; where all citizens enjoy a safe and liveable environment with good
connectivity

PMCs Mission (as articulated in the CDP)
Commitment to being the principal facilitator and provider of services through
dedication to achieve excellence in civic amenities provision and a Responsive,
Accountable, Modern, Simple, and Transparent Administration.

PMC believes that e-Governance is an opportunity to transform the corporations
commitment to be citizen centric, provide cost-effective services and enhance
governance through improved access to accurate information and transparent and
responsive democratic institutions. Thus e-Governance is no longer an experiment
in administrative reform but a permanent part of the governing process. For both
government organizations and citizens, its advantages are far reaching in
comparison to investment in establishing e-governance.

This document covers detail scope of the proposed e-Governance project, the cost
estimates and Project Management Strategy.


1. Sector Background Context and Broad Project Rationale
Pune Municipal Corporation (PMC) is one of the largest and leading Urban Local
Governance Body in Maharashtra. It is committed to provide transparent,
accountable and efficient local governance through the use of modern
technologies especially in management and administration fields. It has decided
to embrace Information Technology in the form of e-Governance as a tool
towards this goal.

PMC covers an area of over about 237 Square Kilometres, catering to the civic
needs of over 25 lakh citizens. Most of the functions carried out by this
Corporation are service oriented, and have been already computerized to larger
extent as mentioned under section 2 of this document. There are 144 wards
and 42 Citizen Facilitation Centres (CFCs) across Pune through which various
services are rendered to the citizens. Better IT systems are required to
integrate all the workflows seamlessly for a faster and efficient service to the
citizens, employees, administrators and compotators.

1.1 Other Projects under JNNURM
Sr.
No.
Project Title
Sharing of Project Cost (in lakhs)
GoI State PMC
1
Augmentation up gradation of sewage
treatment plant and pumping station in city of
Pune
1076.6 430.65 645.97
2
Renewal & Management of sewerage of
drainage disposal system in Pune
1222.25 488.9 733.35
3
Construction & Improvement of Drains to
Prevent contamination of natural water bodies
& development of heritage site along in Pune.
1249.5 499.8 749.7
4 Road network & urban transport- BRT-Pilot 2337 934.8 1401.75
5
BRTS (Development & Infrastructure for
Commonwealth Youth Games 2008)
13258.13 5303.25 7954.88
Bus Rapid Transit (Phase-I) for Pune City 11903.85 4761.54 7142.33
6
Subways On Baner Road
90.75 36.3 54.45
7
Sangamwadi Approach Road
97.75 39.1 58.65
8
Construction of Subways (4nos) on Nagar Road
82.63 33.05 49.58
Total 31318.46 12527.39 18790.66
Grand Total 62636.51

1.2 Existing e-Governance projects
Pune Municipal Corporation (PMC) has always been on the forefront of ICT
enablement of services and departments to render faster and more
efficient services to the citizens. PMC is truly on its way to become a

complete e-Governed Urban Local Body in the country. Some of the
unique initiatives of PMC are

Registration of Births and Deaths: Birth and Death registration is
already computerized. Online registration facilities are available and
computerized certificates are being issued to citizens.

Public Grievance Redressal: As part of interactive web portal of PMC
grievance readdressal system already in place.

Property Tax Management: Property tax database is computerized and
demand notes are issued by this database. Property tax dues are
regularly updated online. Property tax payments and collection is also
facilitated through ICICI Infinity Internet gateway.

Municipal Accounting System: The present Cash based Double Entry
accounting system is already computerized. This system is proposed to be
converted to computerized Double Entry Accrual System on an ERP
platform and the process for the same is already initiated.

E-Procurement: Interactive website for information on tenders of all
departments is in place.
Personal Management: Payroll & Pension System is already
commissioned This includes Biometric Time & Attendance System .The
system is currently being integrated with the payroll system.

Payment of Property Tax, Utility Bills and Management of Utilities that
come under the ULBs Online windows for payment of Property Tax &
Water Bills have been initiated from the Head Qtrs., zonal offices & Citizen
Facilitation Centers of the PMC.

Building Plan Approval: Building plan permission process is fully
automated and made available online on the interactive website of PMC.

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

Unwire Pune : PMC is one of the first governance bodies in the country
to launch a project for providing Wi-Fi connectivity across the city.
Through this initiative Unwire Pune, Pune Municipal Corporation (PMC)
proposes to deliver a solution to the citizens, businesses and academic
institutions to enable to seamlessly connect to the internet in a relatively
easy manner. As much as providing basic facilities such as drinking water
supply, sewerage, power, roads etc, PMC would like to provide basic IT
infrastructure such as stable internet connectivity to its citizens and also

offer compelling business and cost models to attract and sustain major
ISP businesses in Pune.

1.3 Project Rationale
Looking at the challenges faced due to rapid growth of Pune city, there is
increasing need to have a comprehensive, integrated, ERP based e-
Governance model. Such a system will also help administration to adhere
to the reforms agenda set by PMC in its CDP. This reform agenda is given
below:
Promote people centric administration : Common citizens should
get the benefits of the system of accurate billing. Corruption should be
avoided.
Move from process accountability to productivity accountability
and from transactional to transformative governance : The
process is computerized to increase productivity. Each department of
the corporation has reports giving exact statistics of how accountability
is achieved through the system.
Reduce delays and ensure promptness in delivery of services :
Computerization would ensure timely delivery of accurate service.
e-Administration : Improve administrative processes by cutting cost,
managing performance, making strategic connections within the local

bodies and creating empowerment E-Citizen and EServices: Connect
citizens to the local government by talking to citizens and supporting
accountability, by listening to citizens and supporting democracy and
by improving public services.
Citizen Centric Organisation : PMC has taken a lead in e-
governance projects. Presently it has displayed a true citizen centric
project through Citizen Facilitation centres. PMC would like to augment
this citizen centricity by providing many more services at different
service delivery channels.

1.4 Project Approach
In order to implement a comprehensive, integrated, ERP based e-
Governance model, PMC, through an open tender appointed M/s.
PricewaterhouseCoopers Pvt. Ltd. (PwC) as the Project Management
Consultant. Tasks undertaken by PwC are given below :
Detail study of the PMC departments and preparation of AS-IS
document
Preparation of Functionality Scope for the To-Be processes in
consultation with the department.
Objective Analysis of the existing e-Governance solutions at PMC.
Details of this analysis is given in Annexure II. As per this analysis, it
is recommended to continue with AutoDCR and Octroi Software while
other software needs to be replaced by functionally and technically
superior software. The current software, although work satisfactorily in
isolation, it will be difficult to integrate them with the proposed ERP
based e-Governance model. However, PMC has taken steps to ensure
that the valuable data generated by these systems gets appropriately
used.
PMC now intends to publish open tenders to identify the Systems
Integrator to supply, implement and support the comprehensive e-
Governance system. Detail scope of these tenders and the project
timelines is given in the following sections.


2. Project Definition and Salient Design Features

2.1 Project Definition
The objective of the current project is to provide efficient services to
citizens, administrators and comparators by implementing ERP Based
Solutions to enable PMCs processes and workflows. Key objectives of this
project are as follows:
Improve the quality of Citizen Service Delivery System and offer these
services with optimal effectiveness and transparency.
Allow data sharing across different departments, thus bringing about
the efficiency in administration functioning.
Facilitate the decision making process of top management by
furnishing the right information at right time.
Help different departments to improve their revenue collection
efficiency.
Harness the use of technology to create sense of achievement
amongst employees and citizens

2.2 Broad Scope
The project can be broadly divided in 4 sub-sections as given below :
A] Management Information System (MIS)
MIS is envisaged to undertake Enterprise Wide Resource Planning
approach, enabling PMC to use various data in most optimal way and
provide services to citizens in efficient and effective manner. Various
functional modules to be covered under MIS are given below:
a) Birth & Death Department Module
b) Property Tax Department Module
c) Water Department Module
d) Grievance Information System
e) Building Permission Module
f) e-Procurement Module
g) Project Systems
h) Licenses (Food & Market) Department Module
i) Solid Waste Management Module
j) Fleet Management System
k) Accounts Module
l) Human Resource Management System
m) Employee Self Service Module
n) Web Portal
o) Citizen Service Center Module
p) Document & Workflow Management System

q) Welfare Schemes Module
r) Hospital Management System
s) Asset Management System
t) Land and Estate Management Module
u) Material Management System
v) Resident ID Registration Module
w) Legal Module
x) Municipal Secretary Department Module
y) Audit Department Module

B] Geographical Information System (GIS)
GIS is a boon for urban managers and can be used to bring in much
needed effectiveness in city planning and its management. Main aim
envisaged while planning GIS at PMC is the creation of decision
support system to assist the administration in effective management
of the Urban Local Body.

Broad Scope of GIS Project is given below :
Supply and maintenance of GIS Platform
Customised GIS Application (to integrate Spatial information with
the proposed MIS)
Creation of geo-spatial data on Buildings, Water Drainage, Roads,
Sewerage, and other Public utilities
Procurement of Satellite Image of 0.6 meter resolution and
creation of final up-to-date base map of PMC.

C] Other IT Applications
In order to support the proposed MIS and GIS applications, various
other IT Management solutions are required. The list of such
requirements is given below :
a. RDBMS
b. Application Server for MIS
c. Application Server for GIS
d. Web Server

D] Server Side Infrastructure
Along with IT Management Applications specified in above section,
PMC would also require the basic Server Side Infrastructure to host
various Applications. List of such Infrastructure Components is given
below :
a. Database Server
b. Application Servers
c. Web Servers
d. Domain Server

2.3 Salient Features of the Proposed e-Governance Application
A] Citizen Interface features
The proposed system is expected to establish an extremely smooth
citizen interface. The focus has to been on maximizing the citizen
convenience in availing various services of PMC and obtaining them
with speed and certainty.

Certain design features with reference to Citizen Interface are
described below:
a. Simplification of the Application Forms : Application forms for
all the citizen services will be simplified and will have common
design. These will be available even on PMC Web Portal for citizens
to fill them up and submit electronically.
b. Multiple Channels for Service Delivery : Citizen will be able to
avail various PMC services through multiple channels as listed
below:
i. Online Portal
ii. Un-manned KIOSKs
iii Agents appointed by PMC (Internet Cafes, CSCs, etc.)
ii. Citizen Facilitation Centres

B] Integrated Application Software
PMC intends to implement the holistic and integrated e-Governance
system. Different modules need to be seamlessly integrated with
Accounts and other modules so that data duplication doesnt happen
and PMC is able to build strong foundation for decision support
system. PMC thus has planned for ERP based Application
Software.

C] Scalable Application Design
The Project will mark beginning towards building Information Base for
tomorrows hi-tech Pune. It is thus imperative that the Application
Software has the capability to scale up to tomorrows requirements
like given below :
Managing the entire Property Life Cycle (Data Collaboration
between various govt. departmental systems right from Land
Records Department, Registration Department, Building
Permission Department, Property Tax Department, Water
Department, Licenses Department, Electricity Department, etc.).
Maintaining Information on Citizen Life Cycle (Right from Birth to
Marriage, Health, Education, Driving License, Interactions with
PMC, Death)

3. Project Scope in Detail
Entire Software Application is being divided into two broad categories MIS and
GIS. MIS will cover entire e-Governance System except for GIS. Reason for
separating GIS from other systems is that it is a specialized field and
competition will get restricted if PMC decides to procure the services for both
these systems from a single Systems Integrator.

3.1 MIS
3.1.1 Birth & Death department
Introduction
Health department takes care of the health in general of the people
within the corporation limits. The department runs many health schemes
like D.P.T., Polio, Measles and other deceases. Most important customer
centric process the department has is the registration of Birth and death
of the citizens. Also department has the responsibility of issuing the food
licenses.

Birth & Death department objective is to register the Birth and Death
within the corporation limit, also issue the certificate for the same.

General statistics
Number No. of PMC run Hospitals / Nursing Homes:
General hospital : 2
Nursing home : 14
Mother child care : 5
Family planning centre : 7
ICDS : 2 +5(New)
Dispensary : 29

Services delivered by the department:
Birth and Death Certificate
Birth and Death Registration
Birth and Death Registration-Delay
Correction of Registration details
Cremation Certificate
Registration and Certificate for still birth
Registration of birth for delivery at home

Issues with current functionality and how to address the same

a] Software is not designed as per the Corporation requirements and
requires quite frequent changes.


[Resolution] Software need to be rebuilt considering the certificate
format and necessary validation.

b] Old data is not available through the system. For old data the still
manual register are looked in, consuming lot of time and delay ion
customer service.

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

To Be Departmental Functionality

Birth and Death certification application will be part of the citizen
services delivery module.

Authorization based access rights to the registered Hospitals / nursing
homes for registration of Birth & Death.

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

Web based interface for delivery of the certificates for the existing
users through CFC / Kiosk or any other delivery mechanisms.

Complete audit trail will be maintained to track the total certificate(s)
printed by each user id.

It will have integration with the accounts for real time analysis of the
collection made and the certificates issued.

Integration with the GIS system.




Functional Scope of the Proposed Birth & Death Module

Functionality
Integration
required
with
A] Registration of Birth / Death
Registration of Birth (Hospital / Home / Jail / etc.)
o Normal & Delayed Registration
o Child Details Gender, DOB, Time, Weight, Name,
Birth Place etc.
o Parent Details Name, Address, Qualification,
Occupation
o Delivery Method, Informant Details, Attachments in
case of delayed registrations
GIS
(for
marking the
hospital +
parents
address)
Registration of Still Birth
o Feotal Death Cause along with other birth registration
details
Child Name Insertion
Registration of Death
o Normal & Delayed Registration
o General Details Gender, DOD, Time, Name,
Attention type, Pregnancy related Death
o General Details Death place type, death place,
Cemetery type, Informants Details
o Medical Certificate Details - Death Cause, Death
Manner
o Create link with Birth Database by giving lookup while
registering the death
GIS (for
marking the
location)
Online Registration of Birth / Death by Hospitals through
proper Authentication
Web
Defining charges For Birth and Death Services
o Delay Charges based on no. of days of delay
o Birth Certificate charges
o Death Certificate charges
o NOC charges For Birth & Death
o Child Name Insertion charges
Accounts
Linking of Birth / Death with Property Tax & GIS
Database
Property
Tax / GIS
B] Citizen Services
Issue of Birth Certificate
o Free Copy as per rule.
o Charges for additional copies
o Search Charges
Generation of On-line Certificate with auto generated
CFC,
Accounts

letter by the department confirming the authenticity of
the Certificate
Birth Registration Correction
Issue of NOC for Birth
Death Certificate
Death Registration Correction
Issue of NOC for Death
Issue of Cremation Certificate
Online Birth / Death Certification
Web portal,
Accounts
Integration with Web to validate the Birth / Death
Certificate
Web Portal
C] MIS
Variety of Reports to be sent to State / Central govt.
authority

Monthly Summary Report of Birth
Monthly Summary Report of Still Birth
Monthly Summary Report of Death
Birth Reports for Polio Vaccination Drives
Birth / Death reports for various Health Schemes
PNDT report
Reports to Health Department w.r.t. Death Causes in a
particular period, for particular location
GIS
Reports to analyse services delivered through various
delivery channels

D] Other Requirements
Data Porting / Data Entry Suite
Search of Registration No. by various parameters like
name, date of birth / death, hospital name etc.


3.1.2 Property Tax Department
Introduction
Property tax is one of the main sources of revenue for the PMC.
Residential and commercial properties, situated within the limits of PMC,
are assessed for tax. Property tax is tax on immovable or tangible real
property such as land, buildings and permanent improvements. Based on
such assessments, all the property holders are expected to pay the
property tax. Property Tax may comprise of basic house/building tax plus
service taxes such as street tax, and conservancy/scavenging tax. It is
collected either half yearly or annually.

Property tax department is responsible for billing & collection of property
tax for all residential, commercial, open plots and other types of
properties within PMC limits held privately or by government (state &
Central).

General statistics:
No. of Properties upto 30-June 2008
Residential : 590000
Open Plot : 24000
Non Residential : 71000
Residential + Non Residential : 14000

Various Citizen Services given by the Dept.
Title transfer
Self assessment
NOC
Solar system benefit
Vermiculture project benefit
Rain water harvesting benefit
Freedom fighter benefit
Owner occupancy benefit
Slum rehabilitation properties
Exempted properties

Total Demand for 2007 08
Rs 688 Crores (Approx)

Total Recovery for 2007 08
Rs 265 Crores (Approx)

Total Staff strength in Prop. Tax Dept.
Approx. 120 departmental staff.
Approx. 100 Ward office staff.


a] Building completion certificate should accompany list of property / flat
owners, flat numbers and carpet area. Currently this is not provided
resulting in additional efforts in the Property tax department.

[Resolution] ERP will help Property tax department and Building
permission department share their data. As soon as the building
completion certificate is issued, the same information will be available
to the property tax dept. The information available could be Flat no,
carpet area, owners and other details.

b] Ward wise reporting of arrears and Yearly Tax Demand of property tax
details are not available online in ward wise civic centre collection
report.

[Resolution] MIS will help generate Ward wise reporting of arrears,
Yearly Tax Demand property tax details and ward wise collection
details.

c] Cases where the ARV is changed and a differential bill is generated,
total arrears till date is not printed on the assessment difference bill
(green colour bill).

[Resolution] ARV values for each of the region will be decided once
and updated into the ERP solution, System will auto calculate the ARV
for each registered property in PMC and generate the bills.

d] For change of ARV value / change of name /change of flat number etc
should be reflected in the application (date of change) and even tax
arrears should be reflected for old status and new status.

[Resolution] ERP will have relational data base. Any change in the
mentioned will be reflected all across.

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

[Resolution] Standard forms will be designed which will access
information from single database.

f] Only few activities of the department are automated. Most of the
processes are Manual and requires file movement.

[Resolution] Putting workflow and Document management System in
place will help most of the department processes automated with
inbuilt logic for the file movement.


g] At time the payment gateway does not work properly. Resulting into
citizen dissatisfaction and employees extra effort to resolve the issues.

[Resolution] The system should be designed in using standard set for
the web based application and comply the requirements of the
gateway payment.


RV calculation & Property Tax Generation

Billing & Payment of Property Tax


Generation of Notice

Citizen Services


MIS Reports

Demand / Collection Register GIS Integration
Assessment Register GIS Integration
Closing Register
Ward wise / Zone wise Recovery Reports GIS Integration
Tax Defaulter Report GIS Integration
Tax wise Recovery details
Tax wise Demand details
Advance Payment Reports
Objection / Hearing Details
MIS reports for self assessment, concessions.

Functional Scope of the Proposed Property Tax Module

Functionality
Integration
required
with
A] Capture of various details of the Property
Ward/ Zone/ Block/Route Administration or
Geographical divisions

Property Holders Name One or multiple owners
Property Holders Email ID / Mobile No.
Property Holders Address (Present Address, Permanent
Address)

Property Location details (Survey No., Chalta No., etc.) GIS
Property address
Linkage with Building Permission Module to carry forward
building details


B] Capture of various details required for Property Assessment
Type and Sub Type of Property
Usage of Property
Construction Class / Vicinity Factor / Amenity Factor
Age of Building
Property tax as per rent assessment.
Any other factor required for Assessment
C] System based calculation of Ratable Value
Room-wise / Flat-wise/ Whole Property Assessment
D] Tax Generation
Tax Generation as per Rate Chart
Tax Exemptions
Bifurcation of rates for General Tax, Fire Fighting,
Vermiculture, etc.

E] Other relevant Details for Property
Property history
Advance property tax payment
Property Rental details
F] Other Departmental Process
Generation of Special Notice
Objection
Hearing
Property Billing
o Individual flat-wise billing/ Property wise billing
o Interest Calculation
o Consideration of Advance paid earlier
Accounts
Demand Notice Generation
Issue of Warrant Notice
Seizure of Property
Auction of Property
Rebate Calculations Accounts
Automatic mailing of Bills / Notices to the E-Mail ID
Advance / Excess Collection / Refunds Accounts
Cheque Dishonor and Outstation Cheque charges
Facility for online tracking of bounced checks
E-Mail / SMS to be sent to the owner upon transactions SMS
Gateway /
Web Server
G] Citizen Services
Change in Property Ownership Accounts

Splitting of Property Tax Assessment
Duplicate Bill
Assessment Certificate
Copy of Property Tax Assessment Extract
No Dues Certificate
Payment of Property Tax
Linkage with Grievance module for Property Tax related
grievances
Grievance
Redressal
H] MIS
Demand / Collection Register GIS
Assessment Register GIS
Closing Register
Ward-wise / Zone-wise Recovery reports GIS
Top Defaulters Report GIS
Occupancy wise / Flat wise report
Tax-wise Recovery Details
Tax-wise Demand Details
Objection / Hearing Details
Inspector wise report (Assessment of property as per
Building permission / Citizen request / Inspection)

Assessment as per citizen / Assessment as per inspector
MIS reports for self assessment, concessions.
Alerts from License Module upon New License / change in
business
License
Module
I] Other Requirements
Query of Property Dues CFC, Web
Scope to link up to Land Records / Registration system


3.1.3 Water Supply Department
Introduction
The water supply department is involved with supplying of water from
the reservoir to the consumer.

The major responsibilities of the Water supply (distribution) department
are:
Issuance of new water connection
Plumber License
Water disconnection, Transfer
Billing & Collection

General statistics:

No. of projects handled (approx.) :90-100
Total Capital Expenditure Budget (for 08 09) :75 Crores
No. of Technical Staff (grade-wise) :25 Persons


a] The process for issue of new water connection is manual, the
scrutiny is done manually. Often there is delay in giving connections
and tracing the application manually is cumbersome.

[Resolution] System to calculate size of Water Connection based on
various parameters like pressure in source line, length of water
connection, no. of families, etc. A workflow can be integrated in the
application for online sanction as per DEP and scrutiny of application.

b] The process of getting NOC from Property Tax at the time of new
connection is manual.

[Resolution] NOCs from Property Tax department not to be taken if
the required data is available in database. The application should have
the Property ID.
Citizen need not separately submit NOC from Property Tax Dept.

c] There is no process for handling complaints regarding wrong bills.
Tracking of complaints not available.

[Resolution] Citizen complaints module should be integrated with
water billing departments. The complaints should be automatically
addressed to concerned authorities and should be escalated if action

is not taken in stipulated time. A facility of tracking applications can
also be integrated in web portal for citizen facilitation. Services like
Duplicate Bill, No Dues Certificate, etc. to be given across the counter.

d] Information is sought manually from road department for road
digging charges. No GIS integration is available.

[Resolution] Road Digging Charges to be taken from the GIS
system. This will ensure that Road Departments time is not wasted in
scrutinizing the application.

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

[Resolution] GIS integration with water distribution will help in
finding out maximum defaulters in a particular area, concerned
officer. Top management can take effective action and decision with
the help of GIS.

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

[Resolution] The system should be deployed on robust 3 tier
architecture and web enabled. The process for new connection,
integration with accounts, payment collection should be automated
and integrated.
The system should give MIS reports with ward/zone wise collection
details.





A
Charges for connection are paid by cash/credit card/
cheque at CFC
Accounts Integration
SMS notification sent to site engineer for the particular
ward/zone
HRMS Integration
End

Functional Scope of the Proposed Water Supply Module

Functionality
Integration
required
with
A] Citizen Services
New water Connection
Accounts
Closing of Connection (Permanent / Temporary)
Change of use
Reconnection
Issuance of Plumber license
Water testing for citizens within PMC limits
Renewal of Plumber license
B] Defining Various Charges
Water consumption Charges for metered and non-
metered connections
Accounts
Water connection charges
Scrutiny Charges
Deposit for various connection size & category.
Water testing rates
C] Departmental Process
Capture of various details of the Water Connection
o Consumer Details- Property Details, Owners Details,
Link to Property Number.
o Metered/ Non Metered Connections
o Multiple Usage type - Domestic, Commercial, etc.
Tariff Category.
Property
Tax, GIS

Connection Details- Connection Size, Distribution Line,
Pressure
GIS
Pressure drop due to new connection on a line.
Compliance for No dues for property Tax
Property
Tax
Meter Information - Meter No. / Make / Cost
Meter Restoration Details
Scrutiny at various levels for citizen services
Road digging charges to be taken from GIS system GIS
Facility for recording details of site scrutiny through PDA
Work Order Printing for new connections, re-connections
and closing of connections.

Meter Reading Entry
o Meter Reading Data Entry
o Meter Cut off- Restoration

Scope for PDA based Meter Reading Capture & Bill
Generation and uploading of PDA data to system

Temporary Disconnection
Bill Generation
o Billing for Metered and non-metered connections
o Billing schedule for different connection category
o Consideration of advance paid if any
o Interest calculation on arrears
o Bill correction
Accounts
Bill Printing
Collection from CFC Accounts
Handling Cheque dishonor and outstation Cheque charges Accounts
D] MIS
Connection Outstanding Register
Bill Acceptance Register
Meter reading report
Consumption statement
List of consumers ward, category & size wise
GIS
List of connections
List of closed connections
Ward-wise / Zone-wise Recovery reports
Top Defaulters Report
Tax-wise Recovery Details
Tax-wise Demand Details
Bill status for bill generation

Faulty Meter Report
Illegal connection reports (Based on complains)
Water quality test report
Ward wise / zone wise / line water pressure report
E] Other Requirements
Query Water Dues CFC, Web
Scope for integration with SCADA system


3.1.4 Grievance information system
Introduction
The main objective behind the Grievance information is that all the
complains made by the citizen must be addressed and updated to
the citizen. In current scenario most the complains are taken up on
phone or mail. Citizen do write letters also to register the complain.

Issues with current functionality and how to address the
same

a] There is no mechanism to track the complaints.
[Resolution] The complaints will be monitored and status will be
updated to the citizen via SMS / Mail.

b] Only way to launch complains are through the phone or writing
letters.
[Resolution] Complain can be launched from Mobile / Email / Web.

c] Difficult to find the resources to address the complaint.
[Resolution] Based on certain parameter the system will
automatically route the complain to the respective department.

Other Benefits
- System will have easy to use Web interface for complain
registration. Also the user can register the complain via Phone/
Mail.

- Status of the complain will be available online. Also through SMS
and mail the citizen will be updated.

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


Functional Scope of the Proposed Grievance information system Module

Functionality
Integration
required with
A] Masters & Initial Setup
Complaint Type, Sub-types, Capture of Mobile No. of
citizen

Mapping of Roles to Complaint Sub-type
HRMS
(Employee
Master)
Integration of Complaint Type / Sub-type with
Departmental Modules
Property Tax,
Water,
Licenses,
Asset
Management,
etc.
Citizen Charter for each Complaint Type (Define duration
of complaint redressal & escalation path in case of non-
redressal)

B] Complaint Management
Complaint Acceptance through Citizen Facilitation
Centers / Internet / KIOSKs
Web /
KIOSKs /
GIS
Facility to make Resident ID compulsory for certain
complaints
Facility to check PMC dues for allowing certain
complaints
Property /
Water /
Licenses
Modules
SMS alert to concerned employee
Facility to mention the action on complaint
Automatic escalation of Complaints (beyond stipulated
time frame)

SMS alert to citizen upon Action Taken Report
Facility to accept citizen feedback on the Administration
Action

Facility to mark a complaint as fake / invalid (for not
considering it in the normal reports or report for Project
System)

C] MIS
Pendency reports (complaint-wise / Dept.-wise)
GIS
Top Performers / Least Performers
Complaints pending beyond stipulated time frame
(complaint type-wise, department-wise, ward-wise,
officer-wise)

3.1.5 Building Permission Department
Introduction
Building Permissions is one of the main activity of PMC. The department
is involved in granting Building Permissions to Licensed Architects /
Engineers / Structural Engineers for construction of buildings within the
PMC jurisdiction area. The department works in close association with
the Development Plan Section, carries out demolitions of unauthorized
constructions, represent PMC in legal matters (affidavits, etc.), resolves
complaints about Building Control.

The main functions of the department are :
Providing Building Permissions to applications from licensed
Architects / Engineers / Structural Engineers
Involves activities of Plinth Checking and provision of Occupancy
Certificates after Commencement Certificate for construction is
given to the applicants
Carrying out demolitions of unauthorized constructions
Represent PMC in legal matters (affidavits, etc.)
Resolve complaints about Building Control

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

Total applications received per year : 4500
New applications approved per year : 4000

No. of application manually
Nil.


a] NOC is required from Property Tax department for providing
sanctions to vacant plots / plots with existing structure where
extension to the structure is to be constructed.
NOCs are required to be taken from various departments like Land
Acquisition, Water supply, Roads, Garden, Encroachment,
Development Plan, Drainage, TDR section, Traffic police, Fire, Health
etc.

[Resolution] NOCs from different departments not to be taken if
the required data is available in database.
ERP will have help in integration of various departments like Property
Tax , Land Acquisition, Water supply, Roads, Garden, Encroachment.

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

b] There is no intimation from Building permission department to
Property Tax after the completion of respective stages like Plinth
Certificate, Completion Certificate, Occupancy Certificate.

[Resolution] Integration is required with Property Tax department
to give information as soon as Plinth Certificate, Completion
Certificate & Occupancy Certificate is given.

c] There is no intimation from Building permission department to Water
, Roads , Drainage, Traffic after giving Plinth Certificate, Completion
Certificate & Occupancy Certificate for advance planning & resource
allocation.

[Resolution] Integration with Water , Roads , Drainage, Traffic
required for giving these departments information soon as Plinth
Certificate, Completion Certificate & Occupancy Certificate is given
for doing further planning & resource allocation in advance.

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




Building Permission : ToBe
Manual Auto / System
Application is given through a single
window system (on CD with necessary
docs)
Scrutiny fee is paid through cash/credit
card and the challan is issued through
system
Applicant
The application is checked for all the
documents & comments are entered in
the system
Application No. is auto generated &
Plan and Drawings uploaded into the
system
Site visit is done by the Architect and
the Building Inspector (with the help of
PDA for photo/data of site visit)
Scrutiny is done (Document validation,
Non-technical & Technical Scrutiny
using AutoDCR software)
Approved
Development charges are paid by the
applicant by cash/credit card/online
and receipt generated through system
Commencement of Issuance of
certificate to be generated from the
system
SMS Notification for site visit , if
required is sent to Building Inspector &
Architect
Rejection if
documents are not
correct
Objection
Building Inspector (J.E.)
Building Inspector (J.E.)
Approval & Modifications done if any
through system
Workflow for approval
Higher Authority
for Discretionary
Power etc.
Asst. Engineer
NOC to be taken through workflow
from various departments through
integrated workflow
Workflow for NOC
Integration with Departments like
Property Tax, Water, Drainage
,DP, Health, Fire, TDR, Traffic
police
workflow
A trigger through workflow to be
given to Property Tax, Water,
Drainage dept that building
permission is given. The attribute
details should be filled in GIS
layers on base map.
Format of the application for Building Permission to be made available on the web
portal with the checklist of the documents to be attached.
HRMS Integration
Details of the property
to be taken from GIS
Integration
Scrutiny to be handled
by workflow system
Integration
Application is given Online with
necessary docs
Applicant
Details of property / Intelligence
generated
GIS Integration
Objection

Functional Scope of the Proposed Building Permission Module

Functionality
Integration
required
with
A] Citizen Services
Layout Approval
CFC,
Accounts,
GIS
Building Permission / Commencement Certificate
Revised Building Permission
Renewal of Building Permission
Plinth Completion Certificate
Occupancy Certificate
Cancellation of License
Architect License
Zone Certificate
Transfer of Development Rights
Certified copy of plan
Old property data retrieval
RTI Apply online for information related to proposal
Single complaint can be handled by multiple department
Online submission facility should be made available for
registered Architects

B] Defining Charges
Development Charges
Scrutiny Charges
Other Charges
C] Departmental Process
Scrutiny of Applications
AutoDCR,
GIS, HRMS
Site Reports
NOCs from different departments
Workflow
System
Alert to be sent to Property Tax Department after
issuance of Building permission, Plinth , Completion &
Occupancy Certificate (Color code based GIS system)
Property
Tax, GIS
Versioning of proposal for more than one iterations AutoDCR
Facility for query for the stage of completion to be made
available
AutoDCR,
GIS
Advocate dates for departmental cases Legal
Audit objection / para for departmental cases Audit
TDR awarded information
Land &
Estate
D] MIS

Application Pendency Report
Building Permissions / Occupancy Certificates taken for a
particular period
GIS
List of Building Permissions taken but Occupancy
Certificate not Taken
Impact analysis for Drainage / Water based on the
building permission give.

Revenue Related Reports (Scrutiny Charges /
Development Charges)

E-Mail / SMS to be sent to the applicants SMS
Gateway /
Web Server
A] Other Requirements
Integration with AutoDCR
Generation of Alerts to other departments w.r.t.
infrastructure requirements, upon completion certificate
Workflow,
Projects,
SWM,
Water


3.1.6 E- Procurement
Introduction
The tender cell in the corporation is responsible for the publication and
sale of the tenders. The publication of the tenders is outsourced to an
organization and the same organization do the publication and upload of
the tenders on the online system. Also the sale of the tender happens
online. The proposed E-Procurement module will empower the PMC to
Covers full life cycle of purchasing (indent to receipt of goods), Connects
buyers and suppliers through electronic exchange of Tenders, catalogs,
contracts, POs, invoices etc

The basic responsibility of the Tender Cell of PMC is the sale and
processing of tenders of various departments of PMC. Currently only the
sale of the Tenders is done through online system.


a] Only the sale of the tender is online and rest other activity is still
being done manually.

[Resolution] E-Procurement module will be Online and will allow all
the activity to be carried out through computerization.

b] Most of the time the tender document requires multiple interaction
with the concern department, this is very time consuming activity.

[Resolution] Web based workflow system will help enhance real
time interaction with the departments and will empower to take quick
decision.

Functional Scope of the e- Procurement Module

Functionality
Integration
required with
A] E-Tendering Web-Site Functionality
Firms should be able to register with various essential
data
Web Portal,
Payment
Gateway
FAQs for all tender related queries
Registered firms should be able to view various
published tenders and essential information in user
friendly manner
Secure Login authentication
Auto-generation of various communications to the
registered bidders (SMS / E-Mails)

B] Tendering Functionality
Raise Indents as per the requirement. Web Portal
Receive indents
Generation of information for press Advertisements
Check-list for Tender Notice
Publish Tender Notice Web Portal
Check-list for Tender Terms & Conditions
Publish Tender Document
Reports to assist Tender Document preparation
Purchase of Tender Documents
Accounts,
Web Portal,
CFC
Submission of bids (Commercial & Technical) Web Portal
Technical bid evaluation
Cross-check of vendors with Vendor Database and
their previous records

Commercial bid evaluation
Cross-check of rates with similar projects in past
Award of contract Projects
C] MIS
Technical Bid Comparison Reports
Financial Bid Comparison Reports
List of Vendors registered


3.1.7 Project systems Department
Introduction
The projects department will cater to set departments those execute
large public works. These departments includes Roads, Drainage, Water
Projects, etc.


a] Information exchange with Land Acquisition, Tender, Water Supply,
Roads, Development plan department is manual.

[Resolution] System can allow seamless data exchange with
respect to Land Acquisition, Tender, Water Supply, Roads,
Development plan etc. System alerts can help to avoid delays in
different departments, GIS can help in integrating information with
respect to reservations, water pipelines, etc.

b] The activities in the Project department are mostly manual. Billing is
done manually & there is no integration with Accounts.

[Resolution] Billing has to be done through the Project Systems
(WMS) module. The activity milestones can be incorporated in
system for Project monitoring and approval of bills. The scrutiny of
the work-item bill should be done in the system by the engineer and
remarks are to be entered in the system. Integration with Accounts
required for budget sanction, Asset creation, Project cost monitoring.
The process of checking & measurement of the bills is to be done in
the system and sent online for approval as per DEP to concerned
officers. System should calculate penalties in case of delays in
achieving milestones. The bills are to be sent online to audit dept. for
checking & payment to contractors.

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

[Resolution] Project Milestone definition can be done through
Project system Module (WMS). The activity milestones are to be
incorporated in system for Project monitoring and approval of bills.
System should calculate penalties in case of delays in achieving
milestones. Monitoring of the project cost against the estimated
value should be done through Project system Module (WMS). Time &
Resource monitoring against the planned milestones & estimated
resources can be done through Project system Module (WMS).

Project initiation is done by dept. by defining new project
Start
Selection of Department, Officers for scrutiny
Selection of Budget Code
Integration HRMS
Project estimation : Identification of different items, defining
units, Selection of DSR / ESR / WSR rates
Preparation of Measurement Sheet, Abstract Sheet, Rate
Analysis sheet, Recapitulation sheet
Defining various Milestones
Technical sanction as per chart of competant authorities Workflow system Integration
Administrative sanction as per delegation of powers Workflow system Integration
Generation of information for press tender, checklist for
tender notice
Publish Tender Notice & document , check list on Web
Portal
Web Portal Integration
Purchase of Tender Documents by participants by cash,
credit card, Account
Accounts, Web
Portal, CFC
Integration
Is bid
submission
online ?
Yes
No
Submission of bids manually
Online Submission of bids Web Portal Integration
Technical bid evaluation through system as per chart of
competant authorities
Commercial bid evaluation through system as per chart of
competant authorities
Award of contract
Workflow system Integration
Workflow system Integration
Milestone entry for the project
A Manual Auto / System
GIS Integration


A
Project execution : Measurement Book Entry , quality
control, Monitoring of progress through system
Notices to vendors (for delay, for poor quality, any other
reason)
Levy of Penalty Integration Accounts
Generation of Account Bills & Billing for extra items through
system
Generation of Completion certificate on completion of
project
MIS reports for Milestone monitoring, Budgeted
Expenditure Vs. Actual Expenditure,Measurement Sheet /
Abstract Sheet / Rate Analysis Sheet / Recapitulation Sheet
& Project Summary Sheet
End

Functional Scope of the Proposed Project Systems Module

Functionality
Integration
required
with
A] Project Initiation
Defining New Project
Selection of Department, Officers for scrutiny HRMS
Selection of Budget Code Accounts
B] Project Estimation
Identification of different items, defining units
Selection of DSR / ESR / WSR rates
Preparation of Measurement Sheet
Accounts
Addition of specifications not included in standard DSR
(for special items)
Preparation of Abstract sheet
Preparation of Rate Analysis Sheet
Preparation of Recapitulation Sheet

C] Technical Sanction
Workflow for Technical sanction as per chart of
competent authorities
Workflow
System
Workflow system to support To & Fro movement of
proposal
D] Administrative Sanction
Workflow for Administrative sanction as per Delegation of
Powers(DEP)
Workflow
System
Workflow system to support To & Fro movement of
proposal
Negotiation
E] Tendering
Generation of information for press Advertisements
Check-list for Tender Notice
Special conditions for contract if any
Publish Tender Notice on Web Portal Web Portal
Publish Tender Document on Web Portal
Reports to assist Tender Document preparation
Check-list for Tender Terms & Conditions
Purchase of Tender Documents
Accounts,
Web Portal,
CFC
Submission of bids Manual
Submission of bid Web Portal
Technical bid evaluation
Cross-check of vendors with Vendor Database and their
previous records

Commercial bid evaluation
Cross-check of rates with similar projects in past
Award of contract
Milestone entry
F] Project Execution
Project Scheduling
Measurement Book Entry
Monitoring of progress
Quality Control
Notices to vendors (for delay, for poor quality, any other
reason)

Levy of Penaly Accounts
G] Billing & Completion Certificate
Running Account Bills Account

Billing for Extra items
Completion certificate on completion of project
H] MIS Reports
Project wise comparison of Budgeted Expenditure Vs.
Actual Expenditure
Accounts
Milestone Monitoring Report GIS
Measurement Sheet / Abstract Sheet / Rate Analysis
Sheet / Recapitulation Sheet

Technical Bid Comparison
Financial Bid Comparison
Billing Information
Project Summary Sheet
Reasons for delay in achieving milestones to be tracked.
The responsible party for delay to be identified like any
PMC dept. or contractor.

Reports / Alerts through other systems for New Projects
Building Permission Module
Grievance Redressal Module
Alerts for Road Re-surfacing / Repairing

Cross-departmental information as alerts while defining
new projects
Eg. : Water Department shd get alerts for Pipeline
laying, if the Road is being prepared / re-surfaced /
Repaired
GIS
I] Other Requirement
Registration of contractors
Up-gradation of contractors data / Blacklisting of
contractors

Contractors Register
Confidential Register of Contractors
Road register (Traffic / Road history / Defect liability)
PWD register (Works manual/ accounts manual/)
IRC standard
Bridges register (history / annual maintenance /
Continuous monitoring)

Monitoring of Sewerage treatment plants. History & all
the relevant data like BOD, COD, Suspended solid etc for
raw sewage & effluent, electricity consumption, MPCB
reports etc)

Monitoring of Hot mix plant (material stock, consumption
etc)


3.1.8 Licenses department
Introduction

PMC issues various types of licenses like Food Licenses, Market Licenses,
Nursing home registration, Dog licenses, Pre conception & pre natal
diagnostic techniques licenses, etc. License departments main objective
is to issuance of new license keeping in mind various pre-requisite
factors. Also renewal of the existing licenses is undertaken.

General statistics for Food Licenses:
Type of food License
- 44 types of Manufacturing & Packaging
- 12 types of Retail

No. of Licenses by Food Department
Licenses under P.F.A. - 11745
Licenses under B.P.M.C. Act. - 3329
Nursing home registrations - 530
Dog Licenses - 367
P.N.D.T. Registration - 380


a] All the processes of the departments are not mapped. Still file travels
manually to the Department head, causing delay in issuance.

[Resolution] Workflow & DMS will enable movement of files
electronically and faster approval of the same.

b] Certificates are not computer generated.

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



A
p
p
l
i
c
a
n
t
C
F
I

The solution will be part of the citizen services delivery module.
Citizen can submit the application online and once approved will be
able to pay the license fee online through Payment gateway.
Also the citizen will be able to see the status of its application online.
The system will have integration with the Accounts section.

Functional Scope of the Proposed Licenses Module

Functionality
Integration
required
with
B] Citizen Services
Issue of New License
CFC,
Accounts
Duplicate License
Change in Name of Business
Change in Business
Transfer of License
Renewal Of License
Cancellation of License
C] Issuance of License
Capture of License Details
o License Holders Details One or multiple owners
o Capture of Mobile No. / E-Mail ID
o License holders photograph(s) (optional)
o Link to Property Number (optional)
o License Details Temporary/ Permanent License,
Name of Business, Business Address,
o Trade/ Business Details License Type, Subtype -
multiple levels to define types and sub types.
o License type, sub-type, unit of measure wise license
amount.
Property
Tax
Assessment
Calculation of License Fee
License Certificate
D] Other Departmental Process
Scrutiny of Applications
Workflow
System
Inspection Entry
Generation of Show cause Notice
Hearing
Reminder Notice for Renewal
Cancellation of License by Force
E] MIS
License Register
List of Defaulters GIS
Reminder Notice for Renewal
Demand / Collection Register
Reports showing Changes in License Types, Business
Partners, Cancellation Licenses, etc.


Facility to forecast the impact of reduction / deduction of
License Fee

Reports w.r.t. Bills / Notices generated
E-Mail / SMS to be sent to the owner upon transactions SMS
Gateway /
Web Server
F] Other Requirements


3.1.9 Solid waste Management
Introduction
The basic responsibility of the Solid waste management department of PMC is
the collection, transportation and disposal of solid waste.

Solid waste collection in PMC is handled through primary & secondary
collection. Primary involves house to house collection while secondary is
through the containers placed at identified locations in the PMC limits.
Secondary collections through containers is phased based on the location,
the expected waste generated in the area and the availability of vehicles for
collection. Around 700 containers are identified for daily collection while some
may have the waste collected at a lesser frequency.
Manpower of over 7500 persons supports the Solid waste management
department. The department has over 65 dumper vehicles, 45 bulk refuse
contractors and 75 ghanta trucks.


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

[Resolution] Identification of Vehicles for Tracking, Online Tracking
of Vehicles, Linking of SWM vehicles with Dust Bins, Dumping Ground
through GIS can be done. The vehicles can be fitted with GPRS SIM
cards and the vehicles can be traced through GPS (Global Positioning
System) via satellite which can be sent to server and centrally
monitored.

b] Difficult to maintain the physical standards of Bins.

[Resolution] Life of each different types of Bin is maintained in ERP
solution and system will alert for each Bin replacement time. This will
help in achieving the proactive maintenance of the Bins.

Functional Scope of the Proposed Solid Waste Management Module

Functionality
Integration
required
with
A] Area details
Area information (Zone / Ward / Colony / Society)
Population details
Volume of the Solid waste which includes Wet & Dry waste
(Recycled & Non Recycled)


Resources required
Collection procedure ( i.e. Primary : House to House & Secondary :
Community Bin to Garbage transport centre or mix)
B] Garbage Collection Scheduling
Assign SWM Vehicles to pick-up the Garbage. Category wise
assignment like A : Highly in demand , B : Medium , C: Low
Demand.
GIS, Fleet
Mngt
Assignment of Ghanta Gadi
Location-wise assignment of Sanitation Staff GIS, HRMS
Scheduling of garbage collection and cleaning activities with
the objective of maximizing citizen friendliness on the one
hand and optimum use of resources on the other.

Assigning routes to the SWM vehicles / Ghata Gadis / Dumper
placers / Compactor bucket vehicles /BRC / Hotel gadi
GIS, Fleet
Mngt
C] Primary Garbage Collection & Disposal
Record the volume of garbage collected and disposed on a
daily basis. Source segregation like Quantum of wet waste
collected with further segregation for vermiculture, Bio dispose
can be kept on Monthly / Yearly basis. The same can be used
for RV benefit.
Fleet Mngt
Linkage with Garbage Bins / Land Fill Sites, in case of Citizen
Grievance
Grievance
Redressal
Module
Keeping certain Checks as per environmental regulations, like
minimum frequency of lifting garbage etc.

D] MIS
Monitor the deployment of pickup trucks and personnel based
on the schedule originally drawn.
GIS
Info on the use of Land Fill Sites GIS
Land fill site: How much garbage received?
Land fill site : How much as per target recycled?
Alerts if the use of Land Fill sites is above some thresh-hold
Generation of registers like: Contracts Register for SWM, Site
Register (land fills), Contractors Register, etc.

SWM Contract Wise Status Reports, Site Wise Progress
Summary, Contractor wise Performance Analysis, etc.

Comparison of expenditure on SWM activities over different
geographical areas, years, agencies, etc.
GIS
Daily / Monthly reports of comparison for how much garbage
has to be lifted as per target & how much garbage is actually
lifted. If less lifted then reasons for the same for eg.
Breakdown / Labour problem.

MIS report for expenditure incurred on transportation
Fleet Mgmt.
System


3.1.10 Fleet Management
Introduction
The basic responsibility of the Vehicle depot department of PMC is the
procurement, maintenance and disposal of vehicles and spare parts.

The step by step processes involved are as follows.

Procurement:
An annual budget is prepared based on the requests initiated by
other departments and the expansion strategies thought upon by
the department itself.
The budget is given to the Standing Committee for its approval.
Tenders are then passed giving the specifications of the vehicles
and spare parts required. Vendors are then appointed
accordingly.
New vehicles are deployed accordingly and are registered in the
name of the commissioner. Performa is prepared by vendors (in
case of vehicles and chassis only) and given to the department for
payment. Similarly, challans are given by other vendors. The
same is given to the Audit department for processing.
Besides the vehicles, this department also procures spare parts,
tyres, oil, batteries & fuel.

Maintenance:
Maintenance is done on a case to case basis in a random manner.
Currently, no records are maintained regarding the maintenance
history of vehicles.
For every maintenance activity, a job card is made and the spare
parts & service required are recorded on the same.

Disposal:
After a specific period of deployment/ distance travelled, the
vehicles are disposed off by auctioning them.

Additional information:
The department is responsible for ensuring availability of vehicles
for municipal operations like garbage collection and solid waste
management.
Detailed operational plan is prepared to deploy vehicles depending
on the requirements specified by the SWM. The operational plan
lays down the details of the zone/ward wise vehicle requirement,
number of return trips etc.
Unavailability of drivers is a major concern.
Stores: Currently, around 40,000 different spare parts are stored
as inventory. No records are maintained in this regard. Store

operations are entirely manual. No Item master or vendor
master.
There is no system to track the group-wise expenditure done on
various vehicles and spare parts. Therefore, the parts that are
spoilt within the warranty period cannot be tracked.
Currently, around 800 drivers are working in PMC. There is no
system in place to track their records.
There is no system to track the maintenance history of various
vehicles.
Currently, the working hours of the drivers is not tracked
effectively.
Daily fuel consumption of the vehicles is not being tracked.

Workshop
Besides the vehicle depot , the department is also responsible for the
operations at the PMC workshop. The activities in the workshop are
Repairing of garbage containers.
Manufacturing furniture for PMC owned dispensaries, schools etc.
Manufacture of boards, name plates etc
Black smithy
Manufacturing wheel barrel, cycle rickshaw etc.

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

Compactor : 44
Bulk refuse carrier : 47
Dry waste keeper : 40
Tipper : 61
Dumper : 85
Lifting Truck : 2
Total SWM vehicles : 279

Total no. of other administrative vehicles

Ambassador : 38
Indica : 34
Jeep : 42
Tata spacio gold : 12
Total : 126



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

[Resolution] Fleet Management system will have Vehicle
Scheduling & Fuel Management incorporated. Vehicle scheduling can
be done through system which will help in tracing vehicles, efficiently
schedule the vehicles.

d] No availability of MIS reports is available.

[Resolution] Various MIS reports can be generated from the fleet
management system. Department-wise Vehicle Inventory, Fuel
consumption report for various vehicles, Route Tracking for SWM
Vehicles can be generated.




Identification of vehicles
Assigning of driver for the vehicles
Re-filling of Fuel in the vehicle
Integration HRMS
Reason for vehicle maintenance entered in the system
Approval from the respective authority for vehicle
maintenance is taken
Document Mngt
System, Accounts
Integration
The entry for receipt of Vehicle, repair work details is done
Purchase of New Items like Tyres, Battery, etc. required for
maintenance is done.
Asset Module,
Accounts
Integration
Fleet Management : ToBe
Asset Module Integration
Vehicle Scheduling & Fuel Management
Vehicle Maintenance
MIS report for Department-wise Vehicle Inventory
MIS report for Fuel consumption report for various vehicles
Asset Module Integration
MIS report for Route Tracking for SWM Vehicles & their
Idlying time ,
GIS Integration
Scheduling of vehicles
MIS report for Average Fuel expenditure for various
vehicles & No. of trips to the Dumping Ground.
MIS report for Route Tracking for SWM Vehicles & their
Idlying time ,
System Alerts if petrol expense claimed is more , lesser no
of trips, dust bin not covered.
GIS
GIS
GIS
Integration
Integration
Integration
MIS Reports


Functional Scope of the Proposed Fleet Management Module

Functionality
Integration
required
with
A] Vehicle Scheduling & Fuel Management
Vehicle Scheduling
Asset
Module
Assigning Driver HRMS
Re-filling of Fuel
B] Vehicle Tracking
Identification of Vehicles for Tracking
Asset Mngt
System
Online Tracking of Vehicles
Linking of SWM vehicles with Dust Bins, Dumping Ground GIS
C] Vehicle Maintenance
Entry of the reason for repair
Approval from the authority
Document Mngt
System,
Accounts
Vehicle Issuance details
Receipt of Vehicle, entry of repair work details
Purchase of New Items (like Tyres, Battery, etc.)
Asset,
Accounts
Insurance Cross-check
D] MIS
Department-wise Vehicle Inventory
Asset Mngt
System
Fuel consumption report for various vehicles
Route Tracking for SWM Vehicles
GIS
Analysis of Time spent by SWM vehicles while idling
Average Fuel expenditure for various vehicles (based on
the mileage & traveled distance)
No. of trips made to the Dumping Ground
System Alerts
o If the petrol expense claimed by the driver is more
than system calculated
o If No. of trips made to the Dumping ground are less
than proposed
o If any particular Dust Bin was not covered
E] Other Requirements


3.1.11 Accounts Department
Introduction
Accounts department is the back bone of any ULB and constitute of both
Accounts and Audit. The major responsibilities are To receive all moneys
payable to the Corporation and credit the same in the bank Account of the
Corporation, To make payment on account of Municipal Fund, To estimate
Income & Exp. statement for the next financial year, To make payment of
Salary and pension of the employees, To control the budget sanctioned by
the Corporation, To make scrutiny of every financial proposal on behalf of
Hon. Commissioner.

Accounts department is one of the vital departments of any ULB and
controls the overall budgeting of the local body. It has to undertake the
balancing act of getting the maximum possible funds to the ULB and then
undertake the expenditure in a planned manner.


a] Cash based entry of the transaction.

[Resolution] ERP accounts module will have help the department to
perform the Accrual based double entry.

b] Build chart of accounts, Cash Book maintenance, Bank reconciliation
are not as per NAM standards.

[Resolution] ERP accounts module will have help perform such tasks
according to NAM.

c] Accounts department software is not integrated with any other
application software systems being used by the corporation for
collection and issuance.

[Resolution] ERP accounts module will have help the department to
integrate with other software solution to give the exact and real time
report of the collection and issuance.

d] Accounts department software is designed on two tire architecture,
which makes its accessibility limited to certain location only.

[Resolution] ERP accounts module will be designed on 3 tire architecture
and will have user friendly interface to generate entries.


The account module will be based as per NAM And will have integration
with all the departments for budget provisioning and salary processing.
The accounts module will also have the integration with the all revenue
generation based services of the corporation. Following pictorial
representation shows the proposed integration of Accounts with other e-
Governance systems.

Building
Permission
Property billing, Rebate Calculations
& Refunds. Citizen services like
Pro. Tax payment, fees for services
Fees for issue of new & duplicate,
Licenses. Renewal of licenses
Accounts Module
Account head definition, Grouping & Sub grouping, Bank
details, vendor details, Budgeting, Receipts & payments
Loans, grants, Investment mgmt.,
Bank Reconciliation & various MIS reports
Birth and
Death
Property
Tax
License
(Food /
Market)
DMS &
Workflow
mgmt.
Octroi
Department
Octroi collection, transit pass
Amount, daily collection report
generation
Fees for citizen services like
Layout approval, bldg. permission,
Certificates like permission,
plinth & Completion
Display of financial data
during scrutiny process
charges For Birth and Death Services,
additional copies of certificates, Certification
CFC
Application fees
acceptance.
Payment acceptance
For Prop. Tax,
water,lic,
Tender etc
Water
Fees for new connection, scrutiny
Charges. Bill generation, advance &
Interest. Payment collection
Audit
Audit para
Entry,
inspection
of bills
HRMS
Payroll mgmt.,
Retroactive calculations
Project
Systems
Budget code selection,
estimation, purchase of
tender docs, Billing & penalty
Hospital
Mgmt.
system
Payment of Reg. fees,
ward mgmt.
Asset Mgmt.
Investments,
Op. balance, estate
Mgmt., insurance
Materials
Mgmt.
Tendering,
Indent mgmt.
Payment & disposal
Fleet
Mgmt.
Web Portal
Purchase / Maintenance
Approval mgmt.
Info for RTI, Tenders,
Online services



Functional Scope of the Proposed Accounts Module

Functionality
Integration
required with
A] Masters
Account Head Definition
Account Grouping and Sub-Grouping
Bank Account Details
Vendor Details
B] Departmental Process
Budget Preparation, Distribution and Management
System
o Budget Classification
o Department-wise estimated provision, revision for
income and expenditure
o Budget Appropriation between different budget
heads through approval process
o Administrative approval / dis-approval of works
linked to budget availability

Receipts through Internet / CFCs / KIOSKs
o Counter-wise Collection Detailed and Summary
Reports
o Revenue Stamp Management
o Cheque/ Cash Deposit Slips into Bank
o Capture of Cheque Dis-honour cases, Remittance
entry

Payment Management
o Bill / Liability Entry
o Payment Authorisation
o Payment Voucher (Full or Partial Amount)
o Maintaining Check details, Check Printing
o Recording of Check Issuance Details
o Recording of Cheque Cancellation details

Security Deposit / Earnest Money Deposit Management
Loans Management
o Maintenance of Loan Details
o Alerts for Loan Installment Payments
o Loan Installment Payments

Grants Management
o Maintenance of Grant Details
o Utilisation Details
o Utilisation Certificates


Debt Management
Accrued Payment Management
Investment Management
o Maintenance of Investment Register
o Alerts on due dates
o Comparison of different options for Investments

Advance Managements
Bank Reconciliation
TDS/ VAT Register, Online Payment of Tax
Maintenance of Bank Account wise balances
Integration of Ledger A/c with ECS Payment
C] Reports
Cost Centered Accounting Reports
Ratio Analysis, Trend Analysis
Department-wise, Cost Center-wise Income /
Expenditure reports

Generation of Deposit Slips
Security Deposit Register
Grants Register
Loans Register
Investment Register
Advance Register
Bill Register
Payment Register
Outstanding Bill Register
Reports on Receivables
Cash Book (Detailed & Summary)
Function-wise Expense Subsidiary Ledger
Journal Book
Ledger Book
Cheque Issue Register
Trial Balance, Income & Expenditure Statement
Balance Sheet
Bank Reconciliation Statement
Cheque Dis-honour Report
Analysis on unspent amount of previous years
Various reports required for submission to Standing
Committee


3.1.12 Establishment Department
Introduction
The department is responsible to maintain the employee details working for
corporation on regular basis or contractual basis. The department keeps
record of the transfer, leaves, salary, pension etc. Also the department is
responsible for new recruitment. Conduction the examination and selection
process for the right candidate. The Establishment department also keeps
track of the service book of each employee.

The department ensures the corporation has the sufficient employee strength
of desired skills in each of the departments to support the smooth
functionality of the corporation in day to day activities.

General statistics

*
Figures mentioned in table are approximate.


a] Each month the salary is prepared by each department which involves lot
of calculation, it should be automatically done.

[Resolution] ERP will have HRMS module which will take care of the salary
processing of each of the employees on payroll of the corporation.

b] Difficult to track the employee strength various department.

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

c] No repository for the employees data.

[Resolution] HRMS will be able to hold the complete details of all the
employees, even after retirement.

Class Count Earning Deduction Net Payment
1 88 3244799.50 604260.11 2640539.39
2 275 8484722.83 1723175.24 6761547.59
3 4040 61704937.13 18642036.13 43062901.00
4 12309 116476966.47 38320364.18 78156602.29
Total 16712 189911425.93 59289835.66 130621590.27



HRMS Module
Recruitment & and Manpower Planning
Employee Master Data
Payroll Management
Employee Promotions / Transfers and Development
Time Management and Leave Management
Performance Appriasal
Departmental Enquiry
Employee Self Service
Reporting
DMS &
Workflow
mgmt.
Upload employee docs,
Role based access to
the documents.
Legal
Allocation of advocate
& PMC officer
Accounts
Selection of Department,
Officers for scrutiny
Retroactive calculations,
Payroll mgmt.
Hospital
Mgmt.
system
Details of Doctor
for OPD / IPD
/ surgery, utilisation reports
For Nurses/ Doctors
Asset
Mgmt.
system
Allotment of House
to the employee
Fleet
Mgmt.
Assigning driver,
vehicles
to officers
Grievance
Redressal
System
Mapping of Designation / Roles
to Complaint Sub-type
Web Portal
Employee login
Project
Systems
Selection of department
Officers for scrutiny



Functional Scope of the Proposed Establishment Module

Functionality
Integration
required with
A] Generic Features Mandatory requirements
System should provide for Retrospective calculations to
be handled for all types of scenarios (employee joining,
leaving, pay hike, promotions, etc.)
Accounts
System should be able to handle all statutory regulations
and maintain the details directly in the screens provided
for data entry. All rules related to such acts should be
preconfigured in the system.

Vendor to provide for Legal change patch to take care of
any statutory changes.

System should provide the capability to upload
documents of employees like certificates, transfer,
promotion letters in a scanned format into the system
and ability to retrieve them whenever required
Document
Mngt.
System
Capability to integrate with PMC web portal for employees
self service
Web Portal
B] Recruitment and Manpower Planning
Facility to carry out recruitment for different types of
employees separately viz., Officers, Special Officers, Clerks,
subordinates, Sanitation Staff, etc.

Provision to define requirement plans (periodic) in terms of
specific skills, Qualifications, experience, designation, etc.
Provision for mainstream, specialist and part time
employee recruitment

Provision for Compassion Anukampa recruitment

Support to analyse the cadre-wise / ward or office-wise /
department wise staff strength sanctioned/working
strength and the gap for which recruitment is required

Facility to capture the data relating to resignations /
retirements / VRS / suspend etc.
C] Employee Master Data
System should be able to record and store Master Data
Information for an Employee for following areas and should
be able to provide a snapshot of employees history at any
point in time on a click
Name
Address
Education Qualification
Previous Employment
Phone Numbers / Contact Information / E-Mail ID
Date of birth

Work Experience

Languages known

Family Information

Employee photo, Signature

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

Bank account information

Employee blood group

Property Tax No. Property Tax
Module
Any other information that company may require should be
easy to enter and report on

Employee Type (Permanent / Temporary / contract
workers / Project Based)
Employee category (SC/ST/OBC/Others)
Ex service man / Handicap / Sports man etc.
Location (HO/zone/ward/Election ward/branch)
Department
Job code/designation/ Class with scale efficiency bar
Grade/cadre
Job history covering details of appointments
History of election duties attended
Promotions, transfers
Deputation, temporary transfers
Increments
Increment for passing of Govt. Exams.
Date of pay rate change, etc Increment
Date of joining
Date of probation/confirmation
Date of termination/retirement
Previous employment details
Union Information (if applicable)
Compensation data including components of pay
Compensation of pay for calculation of gratuity and pension
Family photo in case of pension, nominee photograph.
Provision to define Roles and Designations as per PMC
requirements and assigning employee to the same.
D] Payroll Management
Ability to define flexible periods such as day, week, month
for pay calculation
Accounts
Ability to enable multiple payrolls that are generated based

on employees assignment
Ability to define payroll for pensioners
Ability to define the employee bank to credit the salary
Facility for Electronic Clearing system (ECS)
Bank-wise / Bank branch wise summary statement
Ability to provide automatic calculation of deductions /
earnings based on leave, bonus declaration, GPF Loan,
Home Loan, Computer loan , tax deductions, etc.
Ability for rule based pay calculation in case of pay hikes /
Pay Commission with retrospective effect

Ability to define unlimited pay elements/types. These pay
elements should be classified as Earnings,
Reimbursements, deductions, tax deductions, PF, etc. Pay
elements should be also classified as Recurring & non-
recurring
Ability to apply the payment rules at personal / department
/ designation / organization level

Ability to allow exception definitions at employee /
designation / department level
Ability to define all India specific taxation rules.
Ability to automate increments (based on pre-defined rules
employee / designation / department / organization
specific)

Facility to run payroll processing any number of times
before authorization to ensure accurate pay calculation
Provision to allow deductions for specific purposes (like
earthquake relief fund, CM relief fund, etc.)

Ability to share information with Accounting module of the
current e-Governance solution with respect to payment or
receipt related transactions

Ability to share information with the Accounting module of
the current e-Governance solution for all necessary Double
Entry Accounting related information (salary payable at the
end of financial years, etc.)

E] General Provident Fund Management
Issuing GPF no. to employees
Accounts
Application acceptance for advances / Loan against GPF
Scrutiny of the applications
Payment of Advance / Loan to Employees
Interest Rate for GPF calculation
Repayment Installment adjustment against salary
Generation of various MIS (Monthly / Yearly)
F] Employee Promotions / Transfers and Development

Transfers

Time bound Promotions

Grade and Pay changes

Ability to create standard career paths in the Corporation in
terms of various possible moves from the current level /
grade in the Corporation

Ability to define grade advancements within a level on the
basis of time based as well as merit based criteria

Ability to define the rules for promotion eligibility in terms
of tenure, consistent achievement of high performance
grades, etc.

Ability to define additional rules specific to service in terms
of suspensions, disciplinary actions
Facility to intimate employees of promotion / rejection
through mail / workflow / letters

Facility to create offer letter on promotion

Ability to define short / long term goals for employees and
provide a framework to assess and update completion of
the same

Ability to identify key positions for the purpose of
succession planning

Ability to plan for vacancy of the key position in advance

Identify the gaps / developmental areas between the slated
employees and requirements of the key position
Maintenance of complete history of employee transfers
since his recruitment

Transfer/redeployment of officers based on
requirement/sanction strength of different regions/zones
Generation of seniority list
Posting / transfer of officers upon their promotions
Maintenance of records for officers transferred out of
parent state and also officers to be transferred back to
home state on completion of required tenure
Maintenance of transfer records of specialist transfer,
identification of vacancies and issue of transfer orders
based on the recommendations received from the
respective specialist departments
Provision to maintain lateral transfer details and transfers
on promotion

Generation of list of eligible staff members for transfer
based on the user defined criteria (like those who ining 3
years service at one place, those who working more than
10 years in one region, those who have not worked outside
the state in a particular scale or overall position
Maintenance of exemptions given in transfers with a facility

to record the reasons for the same
Provision to record the transfer orders
cancelled/deferred/modified and follow up with the
respective regional/zonal offices for implementation

Capture of details of officers on deputation to outside
agencies, etc.

G] Time Management and Leave Management
Support attendance entry from various sources such as
direct entry, rule-based and automatic (through biometric
device / swipe card / smart card)
Definition and maintenance of leave calendars for different
types of leave depending upon the scales of the employee

Provision to maintain all types of leave like CL, PL, ML SL
extra-ordinary leave, special leave etc
Ability to maintain leave eligibilities for each type of leave
depending on the rules specified by KDMC

Facility to identify Collisions when Employee goes for Leave
and take appropriate action
Ability to maintain rules for leave taken in terms of rules for
availing leave, enchasing leave, accrual of leaves, lapsing
of leaves, ceilings for accumulation of leaves, rules for
combination of leave types, etc.
Ability to record actual leaves taken
Ability to calculate actual leave balance at any point in time
Link Leave management to payroll and employee history
Provision to accounting of leave including automatic credit
of leave and also provision with manual credit / debit /
modification / cancellation etc.
Leave cancellation and leave extension / amendments
advancement, postponement of leave

Supports extra-ordinary leave on loss of pay

Leave availment / carry-over processes administration as
per the statutes laid down by the government / KDMC
H] Performance Appraisal
Capability to create Performance documents for employees
depending on the cadre / grade in the organization
Ability to define competency wise / parameter wise desired
levels of performance for each cadre / grade in the
organization
Ability to define proficiency descriptions for each parameter
for each cadre / grade so as to ensure that the same
measures of performance are communicated to the
appraiser as well as the appraisee
Facility to attach different rating model (5 point scale, 7
point scale) depending upon the cadre / grade in the

organization
Ability to define the period for which appraisal is being
carried out
Capture appraisal details as given by the appraising
authority, reviewing authority

Support parameter wise ratings, final ratings, strengths /
weakness and suggestions / recommendations for
improvements by the appraising/reviewing authority
Facility to give weightage to each parameter and points
against each rating attained

Facility to consolidate the overall points and calculate an
overall grade for the appraisee
Facility to import Short / Long term goals (particularly at
officer level and above) in the Performance appraisal
document
Support maintenance of history of performance appraisals
and promotions
Support maintenance of automatic release of time based
increments

Release of increments for qualifications acquired

Increments released should automatically be integrated
with the payroll module and other relevant modules
Support generation of increments due for each month or
for user defined period for employees cadre wise/scale
wise/other user defined combination
Support to generate reminder letters / mails / workflows to
the employees / appraising authorities in case of non-
submission of self-appraisals, etc.
Support memo letters / mails / workflows to be issued to
the employee in case of unsatisfactory performance
I] Departmental Enquiry
Ability of software to record the details of sanction given by
Commissioner or Additional Commissioner for departmental
enquiry.
Ability of software to note charges against the employees
Ability of software to record the clarification given by the
employee under charge
Ability of software to record the appointment of Enquiry
Officer & Presentation Officer

Ability of software to record the enquiry scrutiny details like
history, evidence, papers submitted, relevant documents ,
photographs etc.

Ability of software to record the Finding Report of Enquiry
Officer & Presentation Officer
Ability of software to record the Explanation details given

by the employee
Ability of software to record the details of Proposal for
action submitted to commissioner
Ability of software to record the order given by the
commissioner

Ability of software to generate the Show Cause
Notice/Enquiry Notice

Ability of software to record the clarification given by the
employee under charge sheet
Ability of software to record the punishment order or
penalty

Ability of software to record details of suspension &
suspension order.
Ability of software to capture details of resetting of service
Ability of software to record the enquiry start date &
enquiry finish date

Ability of software to record the inward/outward details like
inward/outward number & date
J] Reporting
Reporting capabilities for AdHoc Reporting

Reports on Demographic

Reports on Vacancies

Report on Employees Salary Details

Report on Leave Availed

Report on Leave Entitlements

Employee Attendance List for a Business Event
List of the Departmental Enquiries being conducted at a
point of time or for a specific time with drill down option to
get further details on the enquiries

Headcount Report

Report on time spent in a grade / employee tenure

Transfer List

Form 16 with Form 12 BA

Report for E forms

Income Tax related reports

Summarized Pay Register

Form 24

Provident Fund Returns: Monthly returns to the Regional
Provident Fund Commissioner for joining (Form 5) or
leaving employees (Form 10) and the contributions paid
(Form 12A) as well as monthly returns for Pension
contributions for exempted trusts for joining (Form 4) or
leaving employees (Form 5) and the contributions paid

(Form 6)
Professional Tax returns

Form 6 and Form 7, the Quarterly / half yearly returns to
be generated by the payroll for the eligible employees with
the relevant annexure listing the employees and the
amounts earned and deducted

Facility to configure and use the system to develop
additional reports on a need basis with tools like Crystal
Reports

K] Additional Features
Ability to define organizational events like training, Training
records. Record of Examinations, Certificates after passing
exams, seminars, workshops and capture the attendance
for the same
Hospital
Mgmt.
system
Maintain comprehensive record of employee grievance

Track disciplinary action taken against employees,
capturing the costs incurred along with the activities
undertaken as part of the disciplinary action. Automate
salary deductions, if proposed.

E-Mail / SMS to be sent to all / selected categories /
Selected employees
Pay-Slips / Regular Communications
Urgent Communications
Notices
SMS
Gateway /
Web Server


3.1.13 Employee self service module

Introduction

In PMC the Establishment department hold the responsibility to keep tract of
the updated information about the employees. Some information like leaves
and attendance is updated in the service book of each employee by the
respective department. This is a tedious activity for both establishment
department as well as the department where employee is working.

When employees have access to ever changing work information, they are
better informed to make decisions about work related activities and time off
requests, further reducing the burden on management. In addition,
employees can also monitor the exceptions generated by their punch times,
so tardies and missing punches can be addressed as soon as they occur.
Information empowers employees and gives them confidence in themselves
and their employer.

Employee self service will provide employees of the company with the ability
to view relevant information such as personal information, updating personal
information with web - enabled PC without having to hassle the HR staff.


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

[Resolution] Employee Self Service Module will help the employees Help
yourself environment or self service mechanism and employees will be able
to update their information on own & can see the pending Leaves. This will
ensure that employees dont have to run for self information to
Establishment Department.

Functional Scope of the Employee self service Module

Functionality
Integration
required with
A] Employee Self Service
Ability to allow employee request to modify personal, skill,
family details
HRMS,
Workflow
Management
System
Employee should be able to make leave requests
Supervisory officer should be able to get an alert when any
Self Service Request of sub-ordinate staff is received by

him
Supervisor authorization of modification of the employee
requests or leave application
Employees should be able to view the status of their
requests
Ability to facilitate self-appraisal by employees
Ability to undertake online appraisal of the sub-ordinates
(CRs)
Ability to define customized NOC requests (like NOC for
Passport application, etc.)
Various health benefits available to employee
Register Employee Complaints Grievance
Redressal
Allow employees to request any other information from any
other department
B] Reports
Salary Details HRMS
Leave Availed
Income Tax related reports


3.1.14 Web portal Module
Introduction
Web portal is the single window for the outside world to interact with
the corporation online. Various services can be accessed and
delivered through the secure web portal. Web portal has
departmental links for detailed information. Using the web portal
citizen can pay the Property tax, apply for any service, launch a
complain and many more other activity.

same

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

[Resolution] Application deployed are not designed properly, so
need to be re-designed. Also the software deployment strategy need
to be defined. 3 tire based architecture need to be adopted to deploy
the application.

b] Web portal in not secure.

[Resolution] Antivirus policy needs to be implements. Also security
audit need to be conducted frequently. Access rights are to be only
with the Administrator.

c] Web portal capabilities are limited and it is difficult to upload
various information useful under RTI.

[Resolution] Proposed web portal shall have integration with all
departmental modules. This will allow real time information to be
made available to public. Lot of RTI queries can be answered through
such a dynamic web portal.

Functional Scope of the Web portal Module

Functionality
Integration
required
with
A] Home Page
Message from Mayor, Commissioner
Vision, Mission, Objectives
Link to various sub-sections
o City Information
o Online Services


o About PMC
o Projects
o Citizen Grievances
o RTI
B] City Information
History of Pune
Tourist Locations
City Map with citizen related GIS information

GIS
C] About PMC
Administrative Information
Information on Elected Representatives, Various
Committees

D] RTI
Names of PIO.
Departments/Wards: Intro, Objectives, responsibilities,
powers & duties of officers, employees with gross salary,
activities, time limit, directory with telephone no.
Committee: Members, purpose, type, freq. of meeting,
docs available for public.
Projects/ Activities: Budget head, work activities,
allocated amount, current statistics.
Details of concessions, subsidies given, computerization
done in various depts.
Integration required for updation of data for RTI with
projects, accounts, HRMS, Fleet, material ,asset.
Scope as per RTI Act 2005 sec. 4(1).
Projects,
Accounts,
HRMS,
Material
Mgmt.,
Fleet
Mgmt.,
Hospital
Mgmt.,
Asset
Mgmt.
Opinion Poll
Photo Gallary
Tenders Accounts,
Projects
FAQs
Emergency Information
Employee Login using LDAP
Feedback HRMS
Contact Us
E] Online Services
Application acceptance for various services / certificates
o Birth / Death Certificates
o Duplicate Bills
o Building Permission related services
o Water Connection
o No Dues Certificates
Accounts,
Correspond
ing Module

Downloading of Forms
Online Tendering
o Sale of Tender Forms
o Acceptance of Tenders
Complaints
o Acceptance
o Status Tracking
Status on Applications / Complaints
Payment Details, Bill Details
Online Payments
Self Assessment of Property Tax Property
Tax Module


3.1.15 Citizen service centre module
Introduction
Citizen Service module will take care of all kind of citizens services.
All the services will be delivered from the single window. Any service
irrespective of department, citizen can make at single window and
the service will be delivered to him from the same window.

Citizen services module objective is to ensure the delivery of the
services to the citizen.

same

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

[Resolution] The Citizen service module will be web enabled
solution, so that they can launch from internet itself. It will be
supported by workflow for faster approval.

b] Citizen services are not delivered through the single window, the
citizen will have to run from Pillar to Post.

[Resolution] all services will be delivered from single window.
Where any fee is not applicable citizen will be able to get that
information online.

c] No system in place to tell the status of the citizen request. For
any type of request the citizen will have to make several visits to
the CFC or Ward office.

[Resolution] update of the registered complain will be send through
Mail/ Phone. If Citizen wants can check the status online as well.




Citizen Help Desk facility to lodge New Complaints, Check
Status
Grievance Redressal
Module
Integration
Citizen Help Desk Facility to check citizen data like Birth /
Death registrations, Bill Dues, Application Status, Payment
Status, Renewal Status
All Departmental
Modules
Integration
End
Start
Citizen Charter to be made available at Citizen Help Desk
facility
Application are accepted for services, Application No. is
generated ,Department-wise categorization, system
accepts service specific inputs, Mobile No. of Applicant,
Check-list
Re-submission of rejected application after compliance
Fees are accepted Account Integration
Delivery of the output through CFC / Internet / KIOSK, SMS
alert given to citizen
Departmental Modules Integration
Payment is accepted for Property
Tax,Water,License,Tender Document Fees
Accounts, Departmental
Modules
Integration
General citizen services like Nursing Home Registration ,
Marriage Certificate, NOCs for other govt. department, Tree
Cutting / Trimming Service is done
The application is marked to Corresponding Department /
Ward / Officer
Workflow module Integration
Accounts, Departmental
Modules
Integration


Functional Scope of the Proposed Citizen Service Centre Module

Functionality
Integration
required with
A] Citizen Help Desk
Facility to lodge New Complaints, Check Status
Grievance
Redressal
Module
Facility to check citizen data
o Birth / Death registrations
o Bill Dues
o Application Status
o Payment Status
o Renewal Status
All
Departmental
Modules
Citizen Charter
Grievance
Redressal
Module,
HRMS
B] Application Acceptance & Delivery of Outputs
Department-wise categorization
Allow system to accept service specific inputs
Capture of Mobile No. & E-Mail of Applicant
Re-submission of rejected application after compliance
Check-list for documents to be submitted along-with
application

Define citizen charter (list of the officers & duration for
service delivery)

Fees to be accepted Accounts
Generate Token of Application acceptance
Rejection Note in case of inadequate application
Marking the application to Corresponding Department /
Ward / Officer
Workflow
Module
Delivery of the output through CFC / Internet / KIOSK
Departmental
Modules
C] Payment Acceptance
Property Tax
Accounts,
Departmental
Modules
Water Bills
License
All Departmental Services
Tender Document Fees
Any other
D] Citizen Services (General)
[ Such services wont have any department specific functionality. CFC

module, by using Workflow Management System should be able to
deliver these services]
Nursing Home Registration
Accounts,
Departmental
Modules
Registration of Hospitals for Sonography
Marriage Certificate
NOCs for other govt. departments
Tree Cutting / Trimming Service
Road / Water / Drainage / Electrical
Any other Service
E] MIS
SMS alert to applicant upon decision
Services Statistics
CFC-wise / KIOSK-wise
Department-wise

Officer-wise list of services pending beyond the
stipulated time
HRMS


3.1.16 DMS and Workflow Management module
Introduction
Currently there is no system in place to move the documents from
one location to other. The staff of the corporation himself have to
visit from one desk to other, in order to move the documents.
Also the records in most of the departments are maintained in
manual register.

The objective of this module is to electronically move the documents
within the corporation, across the departments.

same

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

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

b] Delay in getting the information from various departments.

[Resolution] workflow has the capability to collect the information
from various departments and collectively present.

c] Still the old data are present in register and in some departments
the data is still captured on papers and maintained in stores.

[Resolution] DMS will store the data electronically in organized
manner.




DMS & Work Flow Mgmt.
File Tracking System
Document Management
Workflow Management System
CFC
Marking application to corresponding
Ward / Officer. Tracking of the inward
HRMS
Role based access to the documents,
Facility to mark the Applications to predefined
hierarchy
HRMS
Movement of Proposals on
various parameters
Workflow for Technical &
Administrative sanction
HRMS
Display of all application data during scrutiny process.
upload documents of employees like certificates, transfer,
promotion letters in a scanned format into the system
and ability to retrieve them whenever required
Building
Permission
NOCs from various departments
Municipal
Secretary
Distribution of Resolution
Materials
Mgmt.
Workflow for proposal
submission for Individual
Orders
Fleet
Mgmt.
Approval from the authority for
Purchase/ Maintenance


Functional Scope of the Proposed DMS and workflow Module

Functionality
Integration
required with
A] File Tracking System
Scanning & Marking the inward to the respective
department
CFC
Incorporation of separate hierarchy for RTI letter
movements
Fresh applications
Appeals
CFC, Web,
KIOSK
Tracking of the Inward CFC
B] Document Management
Storing of document (Image & Metadata)
Support for viewing a large number of file formats
without the need of having the parent application. The
system should support all commonly used file formats
as MSOffice, Acrobat, TIF, JPEG, GIF, BMP, etc.

Association of the document with Workflow
Management System

Movement of the document based on selected
parameters

Provision to edit the document Metadata
Versioning of the document
Provision for marking comments
Archival of data on pre-defined parameters
Role based access to the documents HRMS
Final Decision by the Decision Authority
C] Workflow Management System
Movement of Proposals on various parameters Projects
Facility to mark the application to pre-defined hierarchy HRMS
Inbox for officers (listing applications received)
FIFO principle for taking action on application
Creation of a Note Sheet for Scanned Documents
Alerts for delay in action
Pre-defined scrutiny for citizen applications
Display of all application data during scrutiny process Accounts
Check-list for rejection
Facility to mark the application to other officer
Facility to mark the application to other department for
their NOC / Comments / Input
Workflow
Module
Final Decision by the Decision Authority


3.1.17 Welfare scheme module
Introduction
There are multiple departments that run various welfare schemes for the
benefits of the citizens of the Pune. Currently these schemes are purely
maintained on papers and registers.

The proposed Welfare schemes module will benefit each department to
plan, track and update the schemes. Also the module will be capable of
delivering MIS reports for each of the schemes. The information from
other modules will help on decision making for implementation of the
schemes and monitor utilisation of funds earmarked for these schemes.

Functional Scope of the Proposed Welfare Scheme Module

Functionality
Integration
required
with
Master Entry of the different Schemes
a. AIDS awareness
b. Family planning and MCH
c. School health program
d. Janani Suraksha Yojana
e. Jeevan Dayi Yogna
f. RCH programs
g. Self employment slum / Non slum
h. Training schemes
i. Education

Creation of Database of beneficiaries
Resident ID
/ Property
Tax
Recording and accounting of the grants / funds received for
implementation of various schemes
Accounts
Preparing of the budgets for the implementation of the schemes Accounts
Allocation of work and fund required for implementation Accounts
Recording and accounting for the expenditure incurred for the
implementation of the project
Accounts
Generation of necessary reports needed to monitor the
implementation of the schemes


3.1.18 Hospital management
Introduction
There are 2 hospital 14 nursing home and 24 dispensaries are run by
corporation. Hospital management is not an easy talk for the corporation.
People not only from the corporation limit comes for the treatment but
also from the near by rural areas.

Corporation has to deliver the best of the service to ensure every
individual come for treatment must gets proper treatment.

General statistics:
Number of Hospital / Nursing Homes
2 General hospital-2
3 Nursing home-14
4 Mother child care- 5
5 Family planning centre- 7
6 ICDS 2 +5(New)
7 Dispensary- 29

same

a] Difficult to manage the roaster of the employees.

[Resolution] Hospital management system will have ability to
manage staff according to OT/ OPD /Ward etc.

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

[Resolution] Hospital management system will help maintain the
patient details in electronic form. This will enhance the image of PMC
run hospitals in the public.



Preparation of Discharge Card
Payment of Registration Fees Accounts Integration
Entry of patient details
Admission of patient to General / special / ICU /
NICU
Allocation of patient to bed in respective ward
Entry of Medicines proposed in discharge card
Issue of medicines from stores
Billing & payment collection at the time of
discharge
Material Mgmt. Integration
Discharge summary at the time of discharge

Functional Scope of the Proposed Hospital management Module

Functionality
Integration
required with
A] Registration of Patients & Inquiry
Preparation of Case Papers
Payment of Registration Fees Accounts
Patient Inquiry
Date for next visit should be automatically generated.
Facility for manual setting of date if patient does not
turn up.

B] OPD / IPD Management
Doctor Managing the OPD / IPD HRMS
Consultation / Investigation Detail
Medicine Proposed

Billing Accounts
C] Ward Management
General / special / ICU / NICU
Accounts,
Departmental
Modules
Patient Allocation to various Beds
Daily visit report
Discharge Summary
Tender Document Fees
Billing at the time of Discharge
D] OT Management
OT Scheduling
Surgery Details
Doctor Details HRMS
Output Details
Billing Accounts
E] X-Ray & ECG
Case details
Records & Data management
Generation of reports for PNDT & ANC
F] Special Disease (ARV / TB / AIDS)
Case details
Location GIS
Forms
Auto Reports generation based on predefined time
schedule

G] Lab Management
Sample Collection details
Inward details
Technician details
Report preparation
Record management
Pathology report
Culture report
Reports on various types of test conducted

H] Medical Board
Employee details HRMS
Inward, Case preparation
Test reports
Issuance of certificates
I] Other Details
Casualty Case Details
Utilisation Reports for Nurses / Doctors HRMS
Capture of Patient Feedback

B] Knowledge Centre
Patient Information on Web-site Web Portal
Area wise list of Multi Special Hospitals with contact
numbers
Web Portal
Area wise list of Ambulance services & Numbers Web Portal
Area wise list of Crematoriums Web Portal
J] MIS
Patient Analysis
Casualty Case Details
Occupancy reports
Patient Feedback Analysis
Generation of Daily/Monthly/Quarterly reports
Generation of reports required for Governmental bodies
for AIDS control society (MSACS), Vaccination, TB, ARV,
PNDT, ANC care, various diseases, Birth & Death
statistical reports.

Generation of monthly expenditure for procurement
Tasalmat reports
Accounts
Code Numbering for hospitals for easy collection of
reports

Provision for cumulative reporting for each hospital
Stock report for each vaccine Material
Mgmt.


3.1.19 Asset management Department
Introduction
Assets reflect the wealth of the corporation. Based on the nature of
the assets it get appreciated or depreciated. Also for the double entry
accounting system asset register is must. Asset register is required
to prepare the balance sheet.

same

a] Currently the assets are maintained at the department level, so
consolidated information is available.

[Resolution] Asset management system will be integrated with the
accounts and Projects, so as soon as a project get completed it got
added into the corporation asset management section.

b] For double entry system asset register is must.

[Resolution] Asset module will be helpful in identifying the assets at
any given point of time for valuation and book keeping.

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

[Resolution] Estate management functionality within Asset mgmt.
will take care of this requirement.



Functional Scope of the Asset management Module

Functionality
Integration
required
with
A] Classification of Assets
Immovable Assets
o Land
GIS

o Building
o Roads, Footpaths
o Bridges, Culverts, Flyovers, Subways & causeways
o Drains including underground drains
o Water Works Distribution
o Public Lighting System
o Lakes and Ponds
o Capital Work-in Progress
Movable Assets
o Plant and Machinery including machinery of Water
Works & Drainage, Road dept. machinery
o Vehicles
o Furniture & Fixtures
o Office Equipments
o Other Equipments
o Live Stock

Vehicle Mngt
System
Investments Accounts
Capture Various details for the Assets
o Ownership
o Cost Details (construction / Purchase / Transfer)
o Depriciation Principles
o Other details to arrive at Current Value

Preparation of Opening Balance for Asset Valuation Accounts
B] Asset Transactions
Purchase of New Assets
Municipal
Secretary,
Projects,
Accounts
Acquisition of Land
Asset Sale
Investment on Assets (like construction of new floors,
road re-surfacing, etc.)
Insurance Details
Insurance Claim Related Information capture Accounts
C] MIS
Asset Register GIS
Revenue Report
Outstanding Register GIS
Search facility for various information (like search for
name of road)
GIS


3.1.20 Land and Estate management

Introduction
The basic responsibilities of the Land & Estate Management department of
PMC are
Land/ asset acquisition
Estate management : Land/ asset allocation, Tendering of land lease
contracts for specific purposes, Records maintenance, and Contract
management.


a] The Land & Estate Department has already digitised information with
respect to Land & Estate. However, there is no linkage with Accounts
and monitoring of receivables is difficult.

[Resolution] Proposed Estate Management would be linked with GIS and
Accounts and thus allow department / wards to keep tight control on
defaulters.

b] Land acquisition requires collective effort of various departments. In
manual system the entire process takes very long time.

[Resolution] Automation of the Land Acquisition process and its
integration with GIS would allow the department to monitor the process
efficiently. Various departments involved will get the required data through
workflow management system.

Functional Scope of the Land and Estate management Module

Functionality
Integration
required
with
A] Land Management
Proposal for Land Acquisition GIS
Scrutiny of Land Details
WorkFlow
Mngt.
System
Valuation of Land
TDR Process & Possession of Land
Transfer of Details to Concerned Department (Bhavan for
Construction, Other department for Information)
Legal
B] Estate Management

Creation of Record in the Estate Register
o Hand-over from other agencies
o Hand-over by Builders
o Construction by Projects Dept.
Projects
Issuance of Municipal Property on rent / lease
Accounts Generation of Bills
Acceptance of Payment
Renewal of Rent / Lease agreement Legal
Allotment of House to the employee HRMS
Maintenance of Property on Contract
Maintenance Inspection report
C] MIS
PMC Land Register GIS
Land Acquisition related reports
Revenue Reports for Estate on Rent / Lease
Outstanding Register for Estate on Rent / Lease
GIS
Top Defaulters List


3.1.21 Material management Department
Introduction
Inventory management is one of the huge task for any corporation
or other government organisation. Currently the corporation has the
inventory of Vehicle parts, IT infrastructure, projects, and many
more other related unrelated departments.

The main objective of the material management is to keep the record
of the inventory for each type of the item.

same

a] Few department maintains their own stock for inventory in stock
register. Its difficult to track the item remaining in stock and
consumed.

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

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

[Resolution] Material management will help in generating the
accurate report of the stock in hand and improve utilization of the
same.

c] Centralised monitoring of material procurement by various
departments is not possible. This leads to a lot of wrong
decisions. Also quality audit of materials procured is not
undertaken.

[Resolution] Various industry proven Material management
solutions are available in the market. The best practices inbuilt into
these modules will help remove many of the inherent inefficiencies of
PMC material management.


Asset Mgmt.
Module
Maintaining
Inventory for
hot mix plants
For Roads dept
Maintaining
Hospital
inventory
Materials Management
Masters for central stores, Hospital stores, street,
water, road.
Rate Contracting or Individual Orders
Indent Processing
Disposal of Dead Stock
MIS List of Vendor-wise / Material-wise orders
MIS List of Material-wise, Department-wise
consumption report
MIS List of Disposal of Dead Stock
Accounts
Module
Project
Systems
Hospital
Management
System
Workflow
mgmt. system
Electric :
Street
Lighting
Maintaining
Inventory for
Street light stores
Integration in Asset Register, disposal of dead stock
Workflow for proposal
approval for procurement Indent of material, order & payment to vendor,
Disposal of dead stock
Water
supply
Inventory for
Water Labs

Functional Scope of the Material management Module

Functionality
Integration
required
with
A] Masters
Categorisation of Stores
o Central Stores
o Hospital Stores
o Vaccine stock
o Street Light Department Stores
o Water Supply Dept.


o Road Dept.
o Other Stores
Defining Various Items under each category
Vendor List Accounts
Price-list for the Rate Contract Items
B] Rate Contracting or Individual Orders
Tendering Accounts
Sanction from Standing Committee
Municipal
Secretary
Proposal submission for Individual Orders Workflow
Mngt
System
Purchase Orders
C] Indent Processing
Facility to each department to indent material Accounts
Issue of Material by Stores Staff

Order to vendor by Stores Dept. Accounts
Material receipt forecast
Reminder to vendor in case of delay in delivery
Receipt of Material, Stock Updation, Capture of Sr. No.,
Batch No.

Capture of Date of Manufacture & Validity Date for Food /
Medical Items

Maintenance of Reorder level i.e. procurement after
reaching reorder level.

Payment to Vendor Accounts
D] Disposal of Dead Stock
Department-wise submission of details
Tendering by Stores Dept.
Portal,
Accounts
Disposal of Dead Stock Accounts
E] MIS
List of Vendor-wise / Material-wise orders
Material-wise, Department-wise consumption report
Disposal of Dead Stock Accounts
Status report to department w.r.t. their order
Comparison of price bids with history prices
Alerts if the Batch No.s or Sr. No. is not in order
ABC Analysis
Logins to suppliers to update their status


3.1.22 Residence ID
Various Residents of PMC require different services at different point of
time and have to submit their details again and again. Scrutiny of
these documents also requires time of PMC officers and it also means
time loss for citizens. Creating od database of residents would solve
this problem and would facilitate citizens to avail various services in
hassle free manner. This would also save PMC officers time and allow
them to concentrate on policy matters.

Resident ID would also help PMC to monitor the defaulters in a more
efficient manner. People having more than one property or water or
licenses can be issued common notices for their dues. Various services
or complaints can also be linked to the citizens responsibility towards
PMC dues.

Functional Scope of the Residence ID Module

Functionality
Integration
required with
A] Resident ID Generation
o Acceptance of Application + Documents
Workflow /
Document
Mngt System
o Creation of Link with Property (Either owner / Tenant)
Property Tax
Module
o Verification of Documents
o Scanning of Documents
o Cross-checking with similar names
Workflow /
Document
Mngt System
o Capture of Thumb Impression
o Capture of Photograph
o Cross checking of the picture with others in
database

Generation of unique Resident ID
ID Generation algorithm should be able to cross-check
the validity of ID

Printing of Smart Card
B] Use of Resident ID in other modules
o Use of Resident ID as the foreign key in all modules
(wherever there is reference of PMC Citizen)
Property Tax /
Water /
Licenses /
Grievance, etc
o Documents verified for the Resident ID should not be
asked during Service Delivery
CFC
o Scope to define different s

3.1.23 Legal Department
Introduction
The department is mainly involved in giving legal opinion to other PMC
departments as and when requested by the latter. It also handles the
legal cases filed against the PMC departments in court. Depending on the
complexity of the case, advocate is chosen from the in-house panel or is
appointed from outside. The in-house panel of advocates is also renewed
periodically as and when the need arises.

The objective of the department is to provide legal assistance to all the
PMC departments in an efficient and timely manner.


a] The inward & outward register is maintained manually. The process is
very cumbersome as a lot of documents are involved.

[Resolution] An online intra & inter-departmental work-flow process
for the purpose of providing legal opinion as well as handling legal cases
would reduce the need of maintaining the register. A data-entry type
online register could be developed for bulkier documents (which are
difficult to scan) and for documents received/ sent to third party
agencies.

b] Data from other PMC departments is obtained manually by issuing
letters to the latter.

[Resolution] By linking all the departmental modules through the ERP
application, most of the statistical data could be obtained online by the
legal department.





Functional Scope of the Proposed Legal Module

Functionality
Integration
required with
A] Masters
Advocates, their fees
Court Master
B] Case Management
Registration of new cases, allocate advocate, allocate
PMC officer
HRMS
Facility to attach various documents related to the case
Entry of Date of Hearing
Alerts to officers w.r.t. hearing date
Entry of hearing details
Capture of judgment
Details of payments to the advocates
Linkage to the departmental data
Departmental
Modules
Linkage to GIS to capture locational reference for cases GIS
C] Legal Opinion on various departmental queries, agreement
formats
Document
Mngt. Module
D] MIS
Case Pendency reports (Department-wise / advocate-
wise / Officer-wise)

Reports w.r.t. Cases won / Lost / Appeals made
Payments to the Legal Advisors
Repository for various act and provision with search
option

Integration / Link to maharastra government site for GR
references.

Repository of all the cases since 1950 by High court and
Supreme Court with search feature.


3.1.24 Municipal Secretary
Introduction
Municipal Secretary Department is an important interface between
Elective Representatives and the Administration. Various tasks
undertaken by this department are Preparing the agenda and for the
committee meetings, Documenting the decisions taken by the
committees and getting the signatures of various authorities on the
same.

same

a] Storing and retrieval of Meeting Agenda or Minutes is a challenge
in manual system.

[Resolution] Entire data with respect to Meeting Agenda or
Minutes of Meeting can be stored on system. Thus retrieval can
be at click of the button. This would also mean less effort of the
Municipal Secretary Department in case of RTI queries.

Functional Scope of the Proposed Municipal Secretary Module

Functionality
Integration
required
with
A] Executive Wing Database
Database of members of various committee corporators,
mayors etc
Web
B] Agenda Preparation
Preparation of Goshwara by Department & submission to
Municipal Secretary Dept.
Projects
Submission of proposals from various Councellors
Selection of Type of Meeting (General Body / Standing
Committee / Special committee / Tree Authority
committee / Name committee / Ward Committee / special
committees like Women & Child welfare committee, Law
committee & City improvement committee)

Selection of different Goshwaras received for a meeting
Schedule of meetings of various committees
Generation of Agenda Copy
Issue of Agenda to Members & Administration after
approval.
Work-flow
Issuance of letters received from the office bearers to
various departments.


C] Minutes of Meeting
Capture of Proceedings
Capture of Attendance of the members
Printing of Minutes after approval Work-flow
Printing of Minutes
D] Resolution Preparation
Preparation of Resolution
Distribution of Resolution
Document
Management
Publishing of resolutions on Web Portal Web Portal
E] MIS
List of issues discussed department-wise & committee
wise in a specific time period

Attendance Details
Resolution Details
Data required for the preparation of annual report (Total
number of resolutions passed, meetings held etc)


3.1.25 Audit Department Module
Introduction
The Audit Department is responsible to audit various expenditure and
check the Accounts of Corporation as per provisions and procedures laid
down. Major functions of the department are:
Audit of Municipal Fund
Follow the orders of Standing Committee
Framing of rules for Auditing
Control and Check on Accounts of Corporation

Functional Scope of the Proposed Audit Department Module

Functionality
Integration
required with
A] Departmental Process
Pre-Audit of Tenders, Estimates Accounts
Audit Para Entry Accounts
Post Audit of the Departments
Capture of A Form & B Form
Inspection of Contractor & Supplier Bills
Accounts Inspection of Other Bills like Telephone Bills
Inspection of Advance Adjustment proposals
B] Reports
Department-wise Budget Provision v/s Expenditure
Report

Status report on Audit Para
Various statutory reports to be submitted to Standing
Committee
Accounts
Exception Reports (w.r.t. deletion of records,
adjustment entries, etc.)s
Accounts,
Other
Modules


3.2 GIS
Geographic information system (GIS) is being considered a boon for urban
managers and can be used to bring in much needed effectiveness in city
planning and its management. Ultimate aim while planning GIS should be
creation of decision support system. Distinct objectives identified for GIS
implementation at PMC are:
Better monitoring of the recovery of Property, Water & other taxes
Effective Monitoring of Complaint Management System
Up-to-date & user friendly maintenance of ULB assets
Effective tool to Monitor Un-authorised constructions
Efficient maintenance of Public utilities like Roads, Street Light, Water
Supply Network, Sewerage Network, etc.

Proposed GIS integration with MIS


Functional Scope for the proposed GIS Project

Functionality
Integration
points
A] Software Platform to run GIS Application Software & Satellite Image
Procurement
For viewing Spatial Data on Intranet (max. 25 users
any point of time)

For viewing Spatial Data on Internet (max. 25 users
any point of time)

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

Procurement of 0.6 mtr resolution image and
creation of base map

B] Creation of various layers of Geo-Spatial Information
PMC Boundary / Wards / Zones
Development Plan with reservation areas
Town
Planning
Roads, Footpaths
Asset
Management
Buildings (Pvt., Govt., PMC, etc.)
Property Tax
/ Water
Street Light Network Asset Mngt,
Water
Water Supply Network & Water Tanks
Storm Water & Drainage Network
PMC Hospitals, Pvt. Hospitals
Asset
Management
Schools (Pvt. & PMC)
Utilities (Banks, Pharmacy, Hotels, etc.)
Dust Bins Asset
Management
Gardens, Playground
Slums
C] Customised Application Software
Assistance to Building Permission Dept. during
application scrutiny
AutoDCR
Rejection of Building Permission Applications if the
area is falling under reservation zone
Assistance to Water Department during New Water
Connection Scrutiny
o Guidance in selection of Source Line
o Calculation of Length of Connection
o Calculation of Road Digging Charges
Water
Preparation of reports by fetching data from
departmental modules
Property Tax
/ Water /

o Demand / Collection Register (Property Tax,
Water, Licenses)
o Assessment Register
o Ward-wise / Zone-wise Recovery reports
o Top Defaulters Report
o Buildings not Assessed for Property Tax / Less
Assessed
o New Building Permissions / Completion
Certificates
o New Projects
Licenses /
Projects
To identify various utilities within PMC area
PMC Fixed Assets (in different colour codes) Estate
Buildings on Reservation Area
Development
Plan
Structures built in a particular time period (to be
taken by comparing New Satellite Image with old
one)


4. Implementation Methodology

4.1 Proposed Solution Architecture
Proposed Software architecture diagram for the e-Governance at PMC is
given below :

As described in the above schematic, the proposed solution will be 3-tier
architecture with web enabled user interface. The Middle tier i.e.
Application Layer will reside between the web enabled user interface top
tier i.e., Presentation Layer and the Database tier/Layer.

The user system interface top tier i.e., Presentation Layer shall perform
user services such as session, text input and display management.

The Middle tier ie. Application Layer shall provide process management
where business logic and rules shall be executed and should
accommodate required number of users by providing functions such as
queuing, application execution, and database staging. The middle tier
shall provide process management services (such as process
development, process enactment, process monitoring, and process
resourcing) that are shared by multiple applications.

The Database tier shall provide database management functionality and is
dedicated to data and file services that can be optimized without using
any proprietary database management system languages. The data
management component ensures that the data is consistent throughout

the distributed environment through the use of features such as data
locking, consistency, and replication. Connectivity between tiers can be
dynamically changed depending upon the user's request for data and
services.

The three tier architecture is used when an effective distributed
client/server design is needed that provides increased performance,
flexibility, maintainability, reusability, and scalability, while hiding the
complexity of distributed processing from the user.

The diagram below describes the architecture concept of the system in
more details :

Security
The data of PMC is a valuable resource and key component of Technical
Architecture. Information security is very important to maintain Integrity,
Confidentiality & Availability of data.

Data needs to be protected against following threats.

Unauthorized access to database or application
Accidental modifications or deletions
Confidentiality, Integrity & Availability breeches of data during data
transport & physical storage.
Disasters

Information security will be implemented using Firewalls by deploying
appropriate security model. IT security policy implementation will have
guidelines for securing our IT assets and shall be binding on all PMC
personnel plus the IT vendors of PMC.

Network
The network infrastructure for deployment of solution will be manageable
using SNMP with support for both 10 and 100 Mbps Ethernet as well as
gigabit and fiber ports. Intelligent switching to be used for segmenting the
network logically to keep the cross traffic to minimum. Routers shall be
used for connectivity between logical network segments and disparate
LAN topologies.

Solution deployment diagram
It is proposed that the e-Governance solution at PMC will have ERP /
COTS ( Commercial Off the Shelf) Modules at the core. These modules will
be integrated with the existing legacy applications, GIS application,
Customized applications & any other applications. The web enabled user
interface which forms the outer core will be accessing the solution. The
web enabled user access will be available at Departments, CFCs, Ward
Offices, Kiosks, Web Portal & PDAs etc.




4.2 Solution Features

Various features proposed in the proposed e-Governance system at PMC
are given below :

Architecture
Centralized Server Architecture (3-tier architecture with web enabled
user interface)
The presentation logic should be decoupled from the business
components logic
Data access layer will be on RDBMS platform. Backend RDBMS to be of
latest version of leading RDBMS (one of the top 2 RDBMS player in
Indian Market)

User Interface
User should get option to select Marathi or English for User Interface.
All Inputs & Outputs should be in Marathi / English.
Single Sign-on for accessing all the modules
Any item of data needs to be entered once and is then should be made
available as often as necessary to all the systems that need to use it
All modules should be homogeneous with respect to Keyboard use,
screen layout and menu operations with Graphic User Interface (GUI)
support
GUI Form Administration should support
o Changing fields or tab labels
o Hiding fields or tabs.
o Changing the position or size of field or labels
o Adding restrictions like mandatory or not
o Setting default value in a field
o Changing list of value (LOV) contents
o Capability to setup logic to trap conditions to pop messages in
response to conditions like logical data entry errors, certain
conditions etc. For example State is Maharashtra and Country is
United States
o Ability to provide these configurations down to the user level so
that the screen can be made to have different functionality for a
given user

Disparate information can be consolidated from a number of systems
as required to produce reports and carry out ad hoc analysis and
reporting

Access & Data Security
Role based authentication to various functionalities mentioned in
different modules with encrypted passwords. Rights can be given to
Individual Users or Groups
Flexibility to define separate Role and Designation to the users. Upon
transfers of officers / employees, applications / letters / complaints
pending with the employee shall remain to the role and new employee
will be able to take action on these applications / letters / complaints.
User rights to various forms should be either Create New Record or
View existing Record or Edit existing record.
System should be easy to support & reduce tampering
Should capture exceptions to detect frauds / mistakes
An audit trail of changes to data in the system shall be maintained to
identify the users responsible for the modification. There should be a
facility to create reports on audit logs.
Information Security i.e. Integrity, Confidentiality & Availability of data
to be maintained.

Scalability
System should be built using Service oriented, Open Architecture
It should be possible to add more fields to the data input screens for
capturing additional business specific information without having to
write any code (for COTS modules)
Capability to modify existing forms to suit the requirements without
requiring additional development tools
The Project will mark beginning towards building Information Base for
tommorows hi-tech Pune. It is thus imperative that the Application
Software has the capability to scale up to tommorows requirements
like given below :
o Managing the entire Property Life Cycle (Data Collaboration
between various govt. departmental systems right from Land
Records Department, Registration Department, Building Permission

Department, Property Tax Department, Water Department,
Licenses Department, Electricity Department, etc.).
o Maintaining Information on Citizen Life Cycle (Right from Birth to
Marriage, Health, Education, Driving License, Interactions with
PMC, Death)

General
The system requires continuous availability (24 * 7)
System should store and display defaulted values
The system shall be designed in such a way so as to ensure that the
loss of data is minimized due to network drop outs
Automatic refreshing of data at specified time intervals. The
information shall be refreshed from the database and shall not require
user intervention
System should provide a user driven data archiving capability, with
support for flexible archiving periods and selected tables
System should have an online help capability, which should be
customizable. Should have a facility for online learning and
collaboration
All reports should be query based and should have options like
departments, wards, employees, from date, to date, etc.
PMC Users will access the system using Ethernet LAN / Lease Line / RF
/ Internet

4.3 Implementation Approach
Since MIS and GIS require different kind of expertise, two different
tenders will be floated for the selection of System Integrators (SI) for
these projects. For MIS, focus is given on ERP based solution and it is
expected that SI will suggest the use of COTS Modules to deliver
functionality of most of the modules. Bespoke development for certain
departmental Modules shall be allowed. SI will be also asked to provide
the required Server Hardware and Software.


4.4 Implementation Schedule
The broad Bar Chart for Project Implementation Schedule is given below:
Project Activities 2008 2009
Months 9 10 11 12 1 2 3 4 5 6

Selection of System Integrators (for GIS & MIS)
Submission of DPR to SLNA
Approval from SLNA
Submission of DPR to GoI
Approval from GoI
Tender Process
Technical Bid Evaluation
Commercial Bid Evaluation
Acceptance of Tenders by
Standing Committee

Project Implementation Phase
Work Order to SI and Resource
Moilisation

SRS and Preparation of To_Be
Document by SI

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

Procurement & Installation of
Servers, System S/W

Acceptance Testing of the
Software

Project Go Live

4.5 Key Challenges / Risks
Key Risks / Challenges and the Mitigation Mechanism planned is given
below :
Challenges / Risks Mitigation Mechanism
Maintaining Time Lines Use of Project Management Tools and
Weekly review at Commissioner level
Sr. Management Buy-in /
Priority by Sr. Management
Change Management to be given
special focus, Weekly review meetings
by Commissioner
Successful and On-time Data
Digitisation
Fixing responsibities at the early stage
of project and close review of the
digitization process
Training & Capacity Building Three level Training :
Sr. Management
Departmental Champions
End User Staff

4.6 Capacity Building
PMC has already started addressing this aspect by following means :
- Giving Blackberry & Laptop to officers, thus motivating these officers
to become technology savvy
- Giving training to all the administrative staff
- Recruitment of over 100 computer qualified clerical staff.
- Appointment of PwC as Project management Consultant to extend
end-to-end consutancy to PMC for the e-Governance project

4.7 Change Management
Our natural reaction to change, even in the best circumstances, is to
resist. Since use of ICT is going to bring in few changes in basic
functioning of PMC, it is very important to look at this change from
employee perspective. Careful consideration to Change Management can
ease out many teething problems in the implementation of the project.

One of the important element in managing Change Management is to
identify, assess and manage the stakeholders. There are five distinct
stakeholder roles in this project. The same is depicted in the picture below.
It would also be found that some people would have more than one role
for example, project team members who are responsible for implementing
the change (change agents) may also be at the receiving end of the
changes themselves (change participants).

PwC shall assist PMC in undertaking the Change Management for this
project in a professional manner.

Customer
Influencer
Change
Leader
Change
Agent
Change
Participant
Must change for
benefits to be
delivered - for
example, users
of the changed
solution
Supports,
influences and
sometimes
initiates change
but cannot lead it -
key member of a
support function
Responsible for
achieving
change and has
a contract with a
change leader -
for example
project
managers,
trainers.
Views must be
considered, does
not authorise,
often
participates in
projects and
programmes
Demands and
authorises
change - e.g..
the Sponsor or
line manager
Leadership
Delivery Shaping


5. Cost Estimates
5.1 Server Infrastructure Costs
Component Unit Cost No. Total
Civil Work & Electrical
Civil & Furniture Work for the Data
Centre 20,00,000 - 20,00,000
Electrical & LAN 100,000 - 100,000
UPS (15 KVA with 2 hrs backup) 10,00,000 2 20,00,000
Sub-Total 41,00,000

IT Infrastructure Components
Racks 75,000 2 150,000
Firewall 7,50,000 1 7,50,000
Intrusion Protection System 15,00,000 1 15,00,000
Center Core Switch 400,000 1 400,000
SAN 25,00,000 1 25,00,000
NAS 25,00,000 1 25,00,000
Database Server 20,00,000 2 40,00,000
Application Server for MIS 15,00,000 1 15,00,000
Application Server for GIS 15,00,000 1 15,00,000
Web Server 15,00,000 1 15,00,000
Domain Server 5,00,000 1 5,00,000
Backup Device 1,00,000 1 1,00,000
Backup Media 10,000 5 50,000
PCs 25,000 100 25,00,000
Scanners (with ADF) 12,000 50 6,00,000
Desktop Laser Printers 10,000 50 5,00,000
Router 67,200 1 67,200
Sub-Total 193,97,200

Software (CPU based Licenses)
RDBMS (Production & Backup Server) 18,00,000 4 72,00,000
Application Server (MIS) 9,00,000 2 18,00,000
Network Management System 12,00,000 1 12,00,000
Sub-Total 102,00,000
Total 336,97,200

Specifications for Various Hardware & Server Room Infrastructure components are given
in Annexure III.
For Cost Estimation purpose, RDBMS & Application s/w (MIS) cost is considered for Oracle
Products while GIS s/w cost is considered for ESRI Products.
Disaster Recovery Site is considered to be the State Data Center, which is being setup at
New Administrative Building, Mantralaya, Mumbai; and expected to be operational by May
2009.

5.2 MIS
Sr.
No.
Components
License /
Development
Cost
Customisation
Cost
Total
1
License Cost of the Basic
ERP Modules (Approx.
1000 Licenses)
850,00,000 212,50,000 1062,50,000
2
Hospital Management
System
50,00,000 12,50,000 62,50,000
3 Fleet Management System 60,00,000 2,50,000 62,50,000
4
Bespoke Development &
Implementation
150,00,000 - 150,00,000
Total 1337,50,000

5.3 GIS
Sr.
No.
GIS Components
Estimated
Expenditure
1 Enterprise GIS Software for Web Based GIS Implementation 48,00,000
2 Customised GIS Software 30,00,000
3
Latest Satellite Image (0.6 mtr resolution) & Preparation of
Base Map
500,000
4
Physical Survey and Creation of various Layers of Geo-
Spatial Information
200,00,000
Total 283,00,000

5.4 Other Costs
Sr.
No.
Details
Estimated
Expenditure
1
e-Governance consultancy for preparation of DPR, Bid
Management and Project Management
98,50,500
2 Training (MIS) 10,00,000

3 Training (GIS) 500,000
4 Data Entry 25,00,000
5 Implementation (MIS) 24,00,000
6 Implementation (MIS) 13,00,000
7 IT Audit Cost 500,000
Total 180,50,500

5.5 Total Capital Cost
Sr.
No.
Details
Estimated
Expenditure
1 Server Infrastructure Costs 336,97,200
2 MIS 1337,50,000
3 GIS 283,00,000
4 Other Costs 180,50,500
Total 2137,97,700

5.6 Operational Expenditure (Per Year)
Key Components Amount
Post implementation support for MIS (@ 22% of License Costs) 294,25,000
Post implementation support for GIS (@ 22% of License Costs) 17,16,000
ATS for Database, Application Servers (@ 22% of License Costs) 22,44,000
Maintenance of IT Infrastructure (@ 10% of Capital Costs) 21,39,720
Connectivity Costs for DR Site (2 MBPS Lease Line) 25,180
Total 355,49,900

5.7 Year-wise Break-up of Project Costs
One of the essential factors important for the success of proposed e-
Governance project at PMC is to have a professional approach in
implementation. All the activities need to be planned in holistic manner
with due provision for Operations and Maintenance.

Detail cost break-up for this project over the period of next 5 years is
given in the bar chart below:


Activities
Years
2008
2009
2009
2010
2010
2011
2011
2012
2012
2013
2013
2015

Server Side
Infrastructure
33,697,200
35,549,900 35,549,900 35,549,900 71,099,800
MIS 33,437,500 100,312,500
GIS 7,075,000 21,225,000
Other Costs 4,000,000 14,050,500
Capital Cost + Operational Cost for 5
Years
INR Rs. 39,15,47,200/-

5.8 Project Financing Structuring
Breakup of the project finance is given in the table below :

Sr.
No.
Party
Project
Contribution
source
% share by
govt. entity
Capital
Expenditure
Operating Expenditure
Total
1
st
Year 2
nd
Year 3
rd
Year 4
th
Year 5
th
Year
PMC & Govt. Contribution
1 Central ACA Grant 50 % 105,898,850 17,774,950 17,774,950 - - - 141,448,750
2 State Grant
towards its
share in
project

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

-

-

-
56,579,500
3 PMC Own Funds 30% 65,539,310 10,664,970 10,664,970 35,549,900 35,549,900 35,549,900 193,518,950
Total 213,797,700 35,549,900 35,549,900 35,549,900 35,549,900 35,549,900 391,547,200

Civil & Furniture Work for the Data Centre of Rs.20,00,000/- not considered for Central / State funding as per the guidelines.
Central / State Funding considered for Capital Cost and recurring cost of 2 years as per the guidelines.
6. Benefits Envisaged and Assessment Framework
6.1 Benefits envisaged from the project

Citizens

The benefit of the e-Governance solution will be delivered to citizens in the
form of Quick response time, multiple access points/ locations, Web enabled
services, minimum personal visits, Quality of service (QOS), paperless
transactions, transparency, multiple mode of payment & reduction in service
charges.

Get timely services:
E-Governance solution will benefit the citizens with state of the art
information updates relating to the progress of the services requested. The
same can be achieved by means of SMS, Email, Web.

The backend processing of the Corporation will be supported by Workflow
and Document Management System and ERP solution to reduce the service
delivery time to the Citizens.

Correct information:
As the information is available in digitized format in the ERP solution, this will
help the citizen to get the accurate and upto date information available
publicly or by request.

The departments of PMC will be interlinked by ERP solution which will enable
citizen to get true picture of the status / state of the information.

Availability to provide feedback:
The e-Governance solution will be equipped with the Citizen Grievance
Redressal module which will help citizen not only register the complaints but
also to provide the feedback mechanism. This helps both Corporation &
Citizen to work together in more harmonious environment.

Employees:

Operating guidelines:
The departmental processes as well as intra department processes will be
standardized. This will help effective and efficient way of working within the
Corporation and benefit the different levels of employees to work in
collaborative manner.

Appropriate Technology:

With the help of e-Governance solution & the ERP the data, information will
be available at single location & same information will be available to all users
resulting in seamless information flow. The file movement from one desk to
another desk will be taken care with the help of Document Management
system & Workflow Management system.

Other technologies will be used for effective performance of the corporation
are Mail & Messaging solution, Web portal, SMS solution.

The e-Governance solution is designed as such to support latest equipments
like PDAs, Mobile phones, GPS, Laptop.

For the City Engineering department, GIS Technology solution is integrated
with the ERP solution for detailed information, availability & support.

Efficient process
E-Governance solution will transform the working of the departmental
processes by undergoing BPR which will reduce the cycle time, eliminate
unwanted processes & enhance the productivity.

Quality Training Mechanism
For the e-Governance implementation program from each department one
technical & one functional have been identified and selected. These resources
are involved throughout the e-Governance exercise. Another initiative for the
effective training of the employees will be, by means of conducting
workshops for each level of employees. For effective e-Governance
implementation a Change Management program is incorporated.

Effective supervision
E-Governance solution will have MIS Reporting mechanism for effective
monitoring of projects, initiatives taken by corporation. MIS reporting will
have detailed analysis of Cost, Time & Resources for the various projects.
Milestone tracking mechanism is also incorporated in e-Governance solution.

The e-Governance will help department champions to focus more on strategy
making, revenue generation and creating new lines of services for Citizens.

Vendors / Contractors

Clear cut and quality service delivery mechanism:
For the benefit of the Vendors and suppliers the e-Governance solution will
be offering them the online publication of the tender information, acceptance
of the bids, notifications/ guidelines, submission of tender, display of the
selected vendors in transparent manner.


Payment arrangements:
Online tendering mechanism will provide the facility of online payment
through payment gateways and net banking system. Also the suppliers can
raise their bills online and get the payment credited in their account directly
without any hassle or going through difficult processes.

NGO / Other Agencies

Correct updated and reliable information:
The e-Governance solution will have the Web portal which will help NGOs
and other agencies to get the information about the initiatives/ projects of
the corporation. The Portal will have information like RTI, Citizen Charter,
Budget, etc. The other information related to water lines, Roads, Drainage,
electoral wards, population statistics, tress, Gardens, slums will be available
through GIS and Web Portal.

General Body / Standing Committee / Decision making
Authorities:

Key performance indicator based Decision support system
The e-Governance solution will have seamless integration between GIS and
the ERP system. This will help generating informative MIS reports for
effective decision making and future planning. The MIS reports will be
detailed enough to go the minute levels of departmental data which will cover
every aspect of each of the department.

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

Stakeholders &
Objective
Key Measures
Citizens
Quick response time for a service
Multiple access points/ locations
Web enabled services
Minimum personal visits
Quality of service (QOS)
Paperless transactions
Multiple mode of payment
Reduction in service charges

Corporation
Employees
Correct and updated information delivery to the
citizens
Standardised way of working within department
and across departments
Encourage paperless working environment
Reduction in number of desk for work
processing

Transparency in working

Policy maker
Focus on revenue collection improvement
Strategy design and implementation
Reducing the cost of delivery of the services
Devising new source of revenue generation

NGO / PPP
Updated information about the various projects
Detail statistics about the cost utilization on
projects
Help in initiating new projects


6.2 Assessment Framework
PMC understands that the e-Governance project envisaged in the present
document cannot attain its required success level if it is not continuously
assessed and monitored. PMC has thus appointed a reputed industry
consultant (M/s. PricewaterhouseCoopers Pvt. Ltd.) as a Project
Management Consultant.

Scope of work for the Project Management Consultant (PwC)
a) Liaise with PMC authorities and carry out study to identify the ERP
based Solutions requirements at PMC and incorporation of all the
existing modules working in the corporation.
b) The ERP based Solution requirements at PMC to include:
- Finance
- Fixed Assets
- Material Management
- Human Resource
- Employee Self Service
- Complaint Management
- Project Systems
- Fleet Management
- Integration to Systems Legacy
- Plus other modules found to be necessary by the consultant
during study.
c) Provide consultancy to implement Single Window Municipal services
to the Citizens of PMC.
d) Follow a single and integrated approach of all the PMC departments.
e) To inspect various branches of PMC, and collecting the data available
with PMC and Various Branches and analyzing the same. And then
prepare the tender document for the ERP based Solution
requirements at PMC.
f) Suggest appropriate specification for ERP based Solution.
g) Preparation of Tender, Tender Bill of Material (BOM) and Commercial
Format, Specifications, Estimated Cost, etc. for the ERP based
Solution at PMC.
h) Preparation of guidelines, qualification criteria, timelines, etc. for ERP
based Solution at PMC.
i) Evaluation of Bids received from 3r4 Party vendors for the ERP based
Solution.
j) Providing Supervision of services procured from successful Vendor for
commissioning of the ERP based Solution at PMC.
k) Providing Project Management Services required during the delivery,
development, installation and commissioning of the ERP based
Solution by the Successful Vendor.


PMC would also appoint a High Power Committee to continuously monitor
the project and ensure that the end objectives are attained. PwC would be
asked to submit the reports to the High Power Committee, which would
meet every month to take a snapshot of the entire project.

PMC herewith undertakes to try to achieve following objectives
and outcomes specified in the NMMP guidelines:

Stakeholders
and Objectives
Key Measures Illustrative Targets
Citizens (Quality
of Service)
Minimising the number of
customer visits
Reducing the time required
to request the service
Reducing the time required
to deliver a service
Reducing the fees and
charges associated with a
service
Reducing the time spent by
the customer to follow-up
and track the progress of
the requested service
Six monthly independent
citizen survey / feedback
for a period of five years
from the time of go-live
with 95% satisfaction
level with respect to
meeting the specified
service levels
95% resolution of
grievances received
through the Grievance
Redressal Model within
the defined service level
Municipalities
(Process efficiency
and effectiveness)
Enhancing existing
revenues
Setting up new revenue
streams
Reducing cost of processing
transactions
Delivering intangible
benefits (Boosting image of
PMC as a service oriented
organization)
Growth in own revenues
by atleast 25% on year
to year basis for first
three years
Banning of manual
records
Accrual based accounting
system
Service providers
/ suppliers
(Monitoring &
Evaluation of
Quality of Service)
Service Level Agreements
(Internal & External)
Deployment of a system
for meeting the
requirements contained
in the Right to
Information Act
Funding agencies
/ PPP players
(Economy)
Sustainability and
Government investment
optimisation through PPP
models
Return on Investment (ROI)
Cost Benefits
Revenue surplus
Programme Office
(Progress
tracking)
%age of customers of each
type using e-Governance
services
%age of unicipal services
transformed into e-
Governance
%age of municipal service
information published over
Over 75% ciizens using
alternate channels for
accessing services of PMC
Over 75% citizens facing
services delivered using
ICT

e-Governance
%age of transactions of
each service executed
electronically

PMC also herewith undertakes to try and achieve following service
levels specified in the NMMP guidelines :

Key Objectives Key Goals
Financial
Sustainability
Revenue enhancement to achieve growth in revenues by
atleast 25% on a year to year basis for first three years
Use of PPP to make the project cost effective
Enhanced
Transparency and
Accountability
Effective citizen redressal system with atleast 80%
resolution of grievances within the defined service levels
Deployment of system for meeting the requirements
contained in the Right to Information Act
Banning of manual records
Process Reform Online financial and management information system
through implementation of Accrual based double entry
accounting system
Implementation of standards and guidelines suggested in
the design document through necessary policy decisions
by the General Body
Clearly Defines
Citizen Service
Levels
Web Portal for PMC, linked to all other modules and
updated dynamically
Availability of forms, citizen charters, etc.
Online submission of forms with immediate
acknowledgement
Online Birth and Death Registration (individuals /
hospitals) in less than 15 minutes
Online Calculation and payment of property tax in less
than 15 minutes
Online Payment of utility bills (water bills) in less than 15
minutes
Building approvals in time bound manner (Residential in
less than 7 days; Commercial and others in less than 15
days)
Issue of Licenses in less than 5 days; renewal in less than
30 minutes
Finalisation of Accounts through accrual based double
entry accounting system in less than 3 months
Transparency in Development projects (information to
public within 1 day of project approval, physical and
financial progress with 5 days, request for public
comments for 7 days after project completion)
E-Procurement
Transparent and Accountable Grievance handling
(Immediate Acknowledgement through service points or
online, online monitoring)


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

Department /
Module
BPRs Proposed
Citizen
Facilitation
Module
Standard Formats for Application
Standard Formats for Outputs
FIFO for application scrutiny
Reduction table / administrative movements which dont
add value to the scrutiny
Generation of Rejection Note in case of incomplete
application or negative scrutiny by the department
Various services which are data based (and dont require
departmental scrutiny) can be delivered directly at CFC
across the counter (eg. Duplicate Bills, No Dues
Certificates, etc.)
Property Tax
Services like Duplicate Bill, Extract of Property, No Dues
Certificate to be given across the counter
Printing of Single Bill / Demand Notice
Alerts to be generated after Building Permission /
Completion Certificate. Use of Building data from Building
Permission database.
Accounts
Budget Provision verification for Project Approval or
Payment to be handled by System. File need not go to
Accounts Dept. for budget verification.
System will check he budget provision for account head
and prompt if there are not enough funds. System will
not allow Payment Sanction if budget provision not
available.
Budget re-appropriation to be handled through the
system
Standardized format for Payment Receipt
Implementation of Accrual Based Double Entry System.
System will have statutory compliance with respect to
Deductions & Returns
Water
Connections
Services like Duplicate Bill, No Dues Certificate, etc. to be
given across the counter
Link with Property Tax for ensuring payment of Property
Tax. Citizen need not separately submit NOC from
Property Tax Dept.
System to calculate size of Water Connection based on
various parameters like pressure in source line, length of
water connection, no. of families, etc.
Road Digging Charges to be taken from the GIS system.
This will ensure that Road Departments time is not
wasted in scrutinizing the application.
Food License Linkage of Licenses with Property Tax record. Citizen

need not separately submit NOC from Property Tax Dept.
Services like Duplicate License, Renewal, No Dues
Certificate, etc. to be given across the counter
Web Portal
Online Services (which are data based, and dont require
departmental scrutiny) can be delivered directly at CFC
across the counter (eg. Duplicate Bills, No Dues
Certificates, etc.)
Building
Permission
NOCs from different departments not to be taken if the
required data is available in database
Grievance
Redressal
System
Marking of the complaint to the action taking personnel
(i.e. Junior Engineer / Sanitary Inspector, etc.)
Automatic Escalation of Complaints
Hospital
Management
System
Display of Patient Information through Web Portal
Use of Patient history
Municipal
Secretary
Module
Publishing of resolution through Web Portal
Human
Resource
Management
Centralised Payroll generation
Others
Common Work-flow Management System for
departmental file movement
SMS alert to citizen upon complaint Redressal or Service
Completion
Printing of Single Receipt (No copy to be kept at PMC
since the data is available in system)
Use of Scanned signature of the sanctioning authority to
generate LoIs, Work Orders, etc.
Linking of Dues of Property Tax / Water / License for
service delivery



All documents
attached ?
Departmental
Scrutiny reqd?
Application require
any other
document ?
Flow-chart for the Citizen Interactions to be standardized in
following manner:
Citizen walks in the Citizen Service Center
Generate the Rejection
Note and hand over to
citizen
Generate Necessary output (Duplicate Bill
/ LOI / Work Order / Certificate / License
Copy) and hand over to citizen
Fills up the application in a standardized application
format & gives to the counter
Accept payment (if required), Give Token Slip to
Citizen
Pre-defined work flow from one officer to another
(Creation of role based organizational tree is required
for this purpose)

Objective, pre-defined scrutiny of the application

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

System Generated output based on the scrutiny
decision (possibly with scanned signature of the
decision authority)
No
No
No
Yes
Yes
Yes


Annexure II : Analysis of Existing Modules at PMC

PMC has undertaken various initiatives in last few years. Some of the initiatives
have been quite successful within the limited scope of the department. PwC
analysed these applications technically and functionally to see to it that the good
initiatives stay and get integrated with the proposed holistic e-Governance solution.

The parameters for assessment of each of the existing modules for their viability to
continue in parallel existence are given below:

Generic Parameters for all Modules
Area Parameters
Maximum
Score
Technical
The complete backend process has been automated 5
The Software Module and the Website/Web Portal are
integrated
5
An RDBMS is used at the backend 5
A 3-Tier Architecture is used for designing the Software
module
5
The Database Design (Normalized Data Model) allows
generation of standard and necessary reports
5
The module has been linked with the Accounts Module 5
The Software module is interlinked with the other
modules like property assessment / license / water etc.
5
The Software module has been designed keeping in
mind interoperability options, so that it can be linked
easily to future applications like ERP, GIS, Data Mining
Capabilities
4
Master Data of the Software Module is available in
digitized (in Unicode) form
4
Data Search and Retrieval facility is available 2
TOTAL 45
Functional
The inputs and outputs have been standardized across
all applications concerning the Software module
8
All the process functionalities are captured by the
software module, and there is no manual dataflow
8
Functionality or Process changes can be captured with
minimal changes in software module
5
Scrutiny of all applications concerning the Software
module can be performed in an objective manner
5
New departmental services can be added with
incremental efforts
4

TOTAL 30
Citizen
Centricity
All services are delivered through a Single Window
System
20
Citizens can track module related services on web 5
TOTAL 25

The score obtained by each of the modules by assessing through the table above
shall be called Score 1 (or SCR1)

Module Specific (Non-Generic) Parameters

Birth and Death

Area Parameters
Maximum
Score
Processes
Bill generation for Birth/Death certificate charges 10
Receipt generation against payment collected 10
Printing of Certificates 10
TOTAL 30
Citizen
Services
Registration of Birth 10
Registration of Death 10
Registrations of Still Birth 10
Registration of Adoption of Child 10
Correction of details in birth registration 5
Correction of details in death registration 5
Issuing Birth Certificate 5
Issuing Death Certificate 5
Issuing Cremation Certificate 5
Informing non-availability of Birth/Death certificates 5
TOTAL 70

Water Department

Area Parameters
Maximum
Score
Processes
Application Entry 10
Issuance of Letter of Intimation 10
Issuance of Work Order/Rejection Letter 10
Bill generation 10
Payment Collection 10
TOTAL 50

Citizen
Services
New Water connection approval 15
Closing of connection (Disconnection) 10
Reconnection 10
Change of Ownership 10
Issuance of License for Plumber 5
TOTAL 50

Property Tax

Area Parameters
Maximum
Score
Processes Application entry 8
Issuance of Special Notice 8
Bill Generation 7
Payment Collection 7
Adjustments 6
Property Enhancements / Changes 6
Issuance of Demand Notice 5
Issuance of Warrant Notice 5
Issuance of Warrant Execution Letter 4
Objection entry against Special Notice
Total
Citizen
Services
Property Tax Assessment Certificate 10
Extract of Property 8
Permission for Property transfer through heredity 6
Permission for Property transfer through other modes 6
No due certificate for arrears of Property 6
Issuance of duplicate tax bills 4
TOTAL 40

Building Permission

Area Parameters
Maximum
Score
Processes
Application acceptance and issue token 10
Scrutiny of application 10
DC Rule Verification 20
Printing of Permissions 10
TOTAL 50
Citizen
Services
Layout Approval 10
New Building Permission 10

Revised Building Permission 10
Plinth Completion Certificate 10
Building Completion Certificate 10
TOTAL 50

Accounts

Area Parameters
Maximum
Score
Processes
Build chart of accounts 10
Cash Book maintenance 10
Bank reconciliation 10
Enter bank balances 8
Grouping of account heads 8
Receipts entry 6
Deposit slips 6
Deposits 6
Grants 6
Bills and payment vouchers 6
Liability booking 6
Loans 6
Advances 6
TDS 6
TOTAL 100
The accounts module lacks citizen services parameter as it has minimal or no direct
interaction with the citizens.

Licenses (Market / Food)

Area Parameters
Maximum
Score
Processes
Application entry 10
Site inspection (details updation) 7
Nomination 7
Hearing 6
TOTAL 30
Citizen
Services
Providing new license 10
Renewal of licenses 10
Permission of license transfer under nomination 7
Permission of license transfer under selling of business,
partnership and by other means
7
Change in name of business / profession 7
Change of business / profession 7

Addition / deletion of partners 7
Increase / reduction in lines of business 7
Cancellation of license 4
Issuance of duplicate copy of license 4
TOTAL 70

Works Management System

Area Parameters
Maximum
Score
Processes
Budget Provision Validation 5
Block Estimation
Identification of different items, defining units
5
Selection of DSR / ESR / WSR rates
5
Preparation of Measurement Sheet, Abstract Sheet,
Rate Analysis, etc.
10
5
Technical Sanction through workflow 10
Administrative Sanction through workflow 10
Tendering
Generation of Tender Notice & Document
2
Uploading of the Documents on Web Portal
2
Capture of details of Tender Sale
2
Technical Bid Evaluation
2
Commercial Bid Evaluation
2
Project Execution

Maintenance of Measurement Book
10
RA Bill
10
Billing for Extra Items
5
Completion Certificate
5
Various MIS Reports 10
TOTAL 100

Web Portal

Area Parameters
Maximum
Score
Processes
Define grievance types and subtypes 10
Define citizen charter 10
Action taken reports by concerned officers 10
Define workflow with durations 10

Changes in workflow possible with ease 10
Grouping of grievances 10
Automatic escalation of complaints 10
TOTAL 70
Citizen
Services
Lodging of grievances through CFC & Web 15
Status enquiry of the grievance lodged through CFC &
Web
15
TOTAL 30

The score obtained by each of the modules after assessing through the table above
that is specific for that particular module shall be called Score 2 (or SCR2)

The overall score of a module that has been assessed through the generic
parameters and the module specific parameters would be the sum of 60% of the
generic parameter assessment score (SCR1) and 40% of the non-generic (module
specific) parameter assessment score (SCR2). Thus the overall score would be:

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

PMCs Consultant recommended that the module be retained if the Overall Score is
atleast 70. Even for the qualified modules, PwC would identify areas of
improvement and customization areas for integrating these modules with the
proposed e-Governance solution at PMC.

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

Sr. No. Modules Over all Score
1 AutoDCR 81.6
2 Octroi 70
3 WMS 68
4 Licenses 64.2
5 Tender Cell 45.2
6 Accounts 45.4
7 Property tax 41.8
8 Birth & Death 42
9 Water Department 22
10 Web Portal 20.4


Annexure III : Specifications for IT Infrastructure Components

A] Racks : For housing of all the Server Components
40 42U racks , to be mounted on the floor with proper floor mounting kits.
The racks should conform to EIA-310 Standard for Cabinets, Racks, Panels
and Associated Equipment and accommodate industry standard 19 rack
mount equipment.
Front and Back doors should be perforated with atleast 63% or higher
perforations.
All racks should be OEM racks with Adjustable mounting depth, Multi-
operator component compatibility, Numbered U positions, Powder coat paint
finish and Protective grounding provisions.
All racks should have dual power strips, and redundant cooling fan sets.
All racks must be lockable on all sides with unique key for each rack.
All racks should have Two Modular Power Distribution Units for a minimum off
10 number of devices, Mounting Hardware 2 Packs, Blanking Panel.
Racks should also have a provision for cable entry from the top.
Server Racks should have the following things in addition to the above
mentioned hardware
o Rack mount Keyboard and Monitor
o PS/2 Interface adapter
o USB Interface adapter
o Serial Interface adapter with power supply
The racks must have steel (solid / grill / mesh) front / rear doors and side
panels. Racks should NOT have glass doors / panels.
Both the front and rear doors should be designed with quick release hinges
allowing for quick and easy detachment without the use of tools.
Racks should have Rear Cable Management channels, Roof and base cable
access
Racks should be compatible with floor-throw as well as top-throw data centre
cooling systems.
KVM Switch should be IP based and 1 KVM switch per cluster of racks is
required
Bidder shall only quote for rack & PDU from brands of APC, IBM, Dell and HP.


Physical Specifications
Enclosure dimensions, rack mounting compatibility and weight load ratings:
Internal
Height
EIA-310 External
Height
External
Width
External
Depth
Static
Rating
Dynamic
Rating
42U 19 1991mm
(78.40)
600mm
(23.62)
1070mm
(42.13)
1364kg
(3000lbs)
1023kg
(2250lbs)

B] Center Core Switch
Hardware Architecture (Rack mountable)
o Redundant Supervisor / Switching / Routing engine. The switching &
routing performance claimed on the chassis should not degrade with
failure of any one of the switching/routing engine modules. Redundancy
should be on supervisor on different switching fabric.
o Internal Redundant Power Supply
o Power supply 230 Volt 50Hz input
o Modular Chassis
Interfaces / Slots
o Minimum 8 Slots
o 4 x 48 Ports GE (10/100/1000Mbps) and upgradeable
o 1 x 24 Ports Gig Fibre
Performance
o High back plane speed 600 GBPS or more
o Forwarding rate should be 200- 300 Mpps (non-blocking)
L2 Features
o IEEE 802.1Q VLAN encapsulation
o 802.1s
o 802.1w
o IGMP snooping v1 and v2
IP Routing Protocols
o Static Routing
o OSPF
o RIP
o HSRP /VRRP
o IPv6 support

Security
o Standard and extended ACLs on all ports
o AAA and RADIUS authentication
Manageability & Up gradation
o Console port for administration & management
o Support SNMP v1, v2
o Support management using CLI, GUI using Web interface
o Support FTP/TFTP for upgrading the operating System
Standards
o IEEE 802.1x support
o IEEE 802.3x full duplex on 10BASE-T and 100BASE-TX ports
o IEEE 802.1D Spanning-Tree Protocol
o IEEE 802.1p class-of-service (CoS) prioritization
o IEEE 802.1Q VLAN
o IEEE 802.3 10BASE-T specification
o IEEE 802.3u 100BASE-TX specification

C] Firewall
Physical attributes
o Should be mountable on 19 Rack
o Modular Chassis
Interfaces
o 4 x GE
o Console Port : 1 number
Performance and Availability
o Encrypted throughput: minimum throughput of 1.5 Gbps
o Concurrent connections: up to 10,000 numbers
o Simultaneous VPN tunnels: up to 10,000 numbers
Protocols
o TCP/IP, PPTP
o RTP
o IPSec, GRE, DES/3DES/AES
o PPPoE, EAP-TLS, RTP
o FTP, HTTP, HTTPS
o SNMP, SMTP
o DHCP, DNS

o support for IPv6
Other support
o 802.1Q, NAT, PAT, IP Multicast support, Remote Access VPN, Time
based Access control lists, URL Filtering, support VLAN, Layer 2 Firewall,
Virtual Firewall, Radius/ TACACS
Management
o Console, Telnet, SSHv2, Browser based configuration
o SNMPv1, SNMPv2, SNMP v3

D] Intrusion Protection System (IPS)
Features
o Layer 7 Throughput of 1 Gigabit or more
o Minimum 4 Numbers of Gigabit segments support. Option for future
expansion to add 2 more Gigabit segments should be provided.
o Should support fail-open to four Gigabit segments in case of hw/sw
failure
o Should protect against DoS/ DDoS / SYN-flood/ TCP-flood /UDP-flood
o Capable of applying the security policies based on VLAN ID,
Source/Destination subnets
o Should protect against SSL based attacks by integrating with external
high capacity SSL accelerators.
o Should support peer to peer traffic detection & blocking and rate
shaping for P2P traffic.
o Should support bandwidth management and QOS provisioning
o Should protect against XML based crafted messages
Action on detection
o Block attacks in real time, Drop Attack Packets, Packet Logging
o Reset Connections, Action per Attack
o Support for detailed intrusion alarms
Stateful Operation
o TCP Reassembly
o IP Defragment
o Bi-directional Inspection
o Forensic Data Collection
o Access Lists
Signature Detection
o Vendors Signature Database min. 1500 signatures
o Device should have capability to add User Defined Signatures

o Should support Automatic signature synchronization from OEM database
server on web
Extensive protocol monitoring: should support monitoring of protocols such
as TCP/IP, ICMP, FTP, UDP, SMTP, HTTP, SNMP, DNS, RPC, NetBios, Telnet
etc
Should also have the ability to monitor 802.1 (trunked) traffic.
Alerting SNMP, SMTP support
o Log File, Syslog support
Management
o Console, SSH, Telnet, HTTPS, HTTP, SNMP v1, v2, v3

E] Database Server
2 X 64 bit RISC / EPIC processors with 1.4 GHz or above Processor should
be latest series/generation for the server model being quoted
Support for either of 64bit LINUX / UNIX / Windows Operating System, with
cluster support
Cache to be min 4MB per processor/ on chip
Minimum 4 GB ECC Fully Buffered DDR2/SDRAM Memory to be offered per
processor/ core
4 x 140 GB(or higher) SAS/Ultra III SCSI hot plug drives (15k rpm)
4 Ethernet Ports of 10/100/1000 Mbps
Fiber Channel adapters/ports 2 x 4GBps
PCI cards and slots should support hot-plug feature
All cards should be on 64 bit PCI-X/PCI-e slots.
1 DVD Drive;
1 DAT Drive (36/72GB)
Dual Redundant Power Supply;
Provision for remote Management
RAID Controller supporting RAID 0, 1, 5

F] Application / Web Server (Blade Servers)
7U to 12U Rack-mountable
Hot Swappable, redundant power supply
Blade Specifications:
o Blade can be half/full height

o 2 Quadcore 2.3 Ghz/ 2 Dual core @ 3GHz with 4 MB shared L2 cache,
1333 MHz FSB
or
o 2 Dual Core RISC/1 Quad Core RISC/EPIC CPU @ 1.2 Ghz or more
o 4 GB DDR2 RAM with 2 Nos free slots for future expandable capability.
o Memory upgradeable to atleast 16 GB or higher per blade.
o The Blade should have redundant 1 Gbps Fiber Channel HBA
o 2 X (1000BASE-T) Tx Gigabit LAN ports support on blade server
o 4 X 144GB HDD hot plug system disk with mirroring using integrated
RAID 0,1,5 on internal disks
o VGA/Graphics port
o Support for either of 64bit LINUX / UNIX / Windows Operating System,
with cluster support

G] Domain Server
Minimum 2x Quad core processor with 2.1Ghz or above with 1066Mhz FSB
expandable to four physical processor with 2MB l2 cache per processor
Minimum Memory: 4 GB, Scalability to 16 GB
HDD 4x146GB 2.5" 10K RPM HDD or More
Redundant Power Supply
2 x 10/100/1000 Mbps Ethernet Ports
RAID Controller with RAID 0/1/5 with 256 MB cache and does not occupy any
PCI slot
16x DVD ROM
Server components should be UL, FCC, IEC,EN and ROHS complied.
Rack Mountable - 4 U maximum
Windows 2008 OS (Standard Edition)

H] SAN
SAN SWITCH
Minimum 8 Active ports (each with minimum port speed 4Gb) scalable to 16
ports within same switch
All cable and accessories for connecting Servers /Devices to SAN
Should have capability of ISL trunking.
Should have optical transceivers for short wave and long wave
Should have dual Fans and Hot plug power supplies

Should have web based management software for administration and
configuration
Should support zoning configuration
All other necessary fibre cables and racking accessory should be supplied

SAN Storage
Dual active-active storage Controllers and SAN raid array and accommodate
at least 10 or more FC hard disks in an end-to-end 4 Gbps architecture.
The storage array should support industry-leading Operating System
platforms and clustering including : Windows Server 2003 (enterprise
Edition), Sun Solaris, HP-UX, IBM-AIX, LINUX/ UNIX etc.
The storage array shall be configured with atleast 4 GB cache of total cache
mirrored across with dedicated interface / paths communication between two
storage controllers .
All the necessary software to configure and manage the storage space, RAID
configuration, logical drives allocation, virtualization, snapshots (including
snapclones and snap mirrors) for configured capacity etc.
Redundant and hot swappable power supplies, batteries and cooling fans and
data path and storage controller.
Load balancing must be controlled by system management software tools
Multi-path & Load balancing software for all SAN connected servers shall be
provided.
The storage array must have complete cache protection mechanism either by
de-staging data to disk or providing complete cache data protection with
battery backup for upto 72 hours or more.
The offered system should be pre-configured with at least 1 TB of useable
Storage Capacity. The Storage should have at least 4 Gbps port bandwidth
for the connectivity to servers and at least 4 Gbps port bandwidth
(aggregated) for disk connectivity.
Storage should support hardware based RAID with all the RAID levels( 0, 1 ,
5)
The storage array must have capability to do array/Controller based remote
replication.
The system array should support synchronous and asynchronous replication.
Storage should be scalable upto atleast 4 TB.

I] NAS
Rack Ready, minimum 2.60GHz CPU
Minimum 4GB Memory

4*10/100/1000 Ethernet Ports,
Storage space of minimum 1 TB, scalable upto atleast 4 TB
Storage should support hardware based RAID with all the RAID levels( 0, 1 ,
5)
Redundant and hot swappable power supplies, and cooling fans and data
path and storage controller.

J] UPS
Input Standard Voltage, 380 /400 / 415 V 3 Phase, 3 or 4 wire, +10 %, -
15%
Input Frequency, 50 Hz, +5% or -5%
Output Steady State Voltage, 380 / 400 / 415 V +1% or -1%
Output Frequency, 50 Hz, +0.25Hz to 0.5Hz
Output Transient Voltage Stability, < 5% or 5% for a load change from 0%
to 100%
Overload 125% for 10 minutes and 150% for 60 seconds
Efficiency at full rated load, Not less than 90%
Total Harmonic Content With Linear Load < 2% for 100 % linear load and
with 3:1 Crest factor load < 5%
Input Harmonic Filter (for <10% Input current distortion)
DC ripple (with & without Battery connected) < 1%
Built In power factor correction
Automatic shutdown of component for longer power outages
Monitoring and logging the status of the power supply
Displaying the voltage/current draw of the component
Automatic restarting of component following a power outage
Displaying the current voltage on the line
Providing alarms on some error connections
Providing protection against short circuits
Operating Temperature range - 0 to 40 Celsius, Maximum 50 Celsius for not
more than 8 hrs
Design compliance with IEC and ISO
Software that must be installed and integrated suitable operating system
Supplies True Online UPS Power
Non-Linear load compatible
Capability to handle high Crest Factor load

Ventilation- Air cooling with Integral Fans
Built in Reliability & High Efficiency
Low Audible Noise
Compact Footprint
Front Access for easy Maintenance
The power factor of the UPS system shall be at 0.9 at all load conditions
Input Current Harmonics < 10%
The battery circuit breaker MCCB shall have O/L and U/V protection.
PDU with isolation transformer shall be used for power distribution inside the
data center if the UPS location is more than 30 metres from the Data center.
The UPS shall have built in isolation transformer for re-referencing and to
limit neutral- ground voltage to 1.50 volts as stipulated by server
manufactures.
Battery Backup of 120 minutes (with SMF Batteries)

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