KBPAS - Department Application Version 2.

02

USER MANUAL – DEPARTMENT APPLICATION

Ver. 2.02
LBPAS-K Application
IDSi Technologies India Pvt. Ltd. 1 | P a g e Project
Karnataka BPAS Implementation
Development and Implementation of Change
of Land Use, Land & Building Development
 KBPAS - Department Application Version 2.02

Table of Contents
1. Introduction ...................................................................................................................... 3
2. Login to the System ........................................................................................................... 4
3. View and Process Building Permit Applications................................................................ 5
Home Page ............................................................................................................................ 5
Files in Queue ....................................................................................................................... 5
Acknowledge......................................................................................................................... 7
My Files ................................................................................................................................. 8
File View ................................................................................................................................ 9
View Application ................................................................................................................. 12
Forward ............................................................................................................................... 14
Revert.................................................................................................................................. 15
Endorsement ...................................................................................................................... 16
Work Flow Actions .............................................................................................................. 17
Document Verification ..................................................................................................... 17
Public Agency Submission ................................................................................................ 20
Site Inspection .................................................................................................................. 21
Checklist ........................................................................................................................... 22
Scrutiny Verification ......................................................................................................... 24
External Agency Approval ................................................................................................ 25
Approve ............................................................................................................................ 26
Fee Calculation ................................................................................................................. 28
Challan Upload ................................................................................................................. 29
Payment Verification........................................................................................................ 30
Reject................................................................................................................................ 30
Certificate Issue ................................................................................................................ 31
Noting Tab........................................................................................................................... 33
Documents .......................................................................................................................... 33

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1. Introduction

Building Plan Approval System allows easy online submission, verification and approval of
building permission applications.

The Department Application can be accessed only by department users. The application
enables the internal users to take necessary steps on the submitted building permission
applications, workflow creation, assign user privileges, etc.

Department User: The users under the department who are authorized to do the
verification and approval of the submitted building permission application. The department
users can be ULB Admin or System Admin.

 System Admin: This user has the rights to create, access and manage all the ULB.
 ULB Admin: This user has the rights to access only the ULB assigned to them by the
System admin. This user can create and manage all the workflows corresponding to
the assigned ULB.

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2. Login to the System

Users are required to login to the system to do transaction or processing of applications.

The application will be redirected to the login page.

Enter the User Name and Password provided by admin user and then click on the button
LOG IN. On successful login, the user will be redirected to the home page.

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3. View and Process Building Permit Applications

This section explains how the department users can view their application and take
necessary actions.

Application moves from desk to desk as per the configured workflow,

which is done by the admin users.

Home Page

On successful login, the user will be redirected to the home page as follows.

Files in Queue
Files forwarded from one user to another will be sent to the Files in Q of the user, to whom
the file is being sent.

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User can also view the Files in Q from the home page by clicking the icon highlighted.

This will expand My Desk options, from which user can select ‘Files in Q’.

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Files in Queue displays the building permit applications forwarded to the logged in user as
per workflow.

Acknowledge

The user should acknowledge the application before commit the workflow action. An
acknowledgement receipt will be sent to the client.

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Select the required file and click ACKNOWLEDGE. The acknowledged files will be listed in
My Files option. User can select multiple files for acknowledgement.

My Files

My Files option shows all the acknowledged files which are to be processed by the user.

On selecting the option, the user will be taken to the My Files page as follows.

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File View

Go to Files > My Files

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Select the File Number and the following page will appear.

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The File View is a single page interface to view the details of submitted applications.
Available Tabs are explained below:

1. Noting: Lists the application details (Owner, Land, Project, Architect, etc.)
2. Documents: List all the documents submitted by applicant.
3. Sender: Displays the sender of the applications.
4. Responses/Challans: User can add responses to the letters and challans.
5. Message: Lists all the notes entered by different department users.

All workflow actions available for this application will be displayed. The work flow action
will vary based on the work flow configured for the logged in user.

The possible actions are:

1. Save: Save the application.

2. Save & Forward: Save the application and forward to the next user.

3. Save & Exit: Save the application and exit the active.

4. View Application: Displays the application details (Land Owner, Land, Project,
Architect, etc.)

5. Forward – Forward the application to next user.

6. Revert – Return the application to previous users for additional clarifications.

7. Endorsement – Raise an objection about missing/invalid documents or drawings.
8. Move to Waiting List: Move application to waiting list.
9. Activity Log: View the log details of the activities.
10. Remind Me: Set reminder for a file. Remind the user based on the time period set.
11. History: View the history of the building permit application.
12. Endorsement History: View the endorsement history, if already endorsed.
13. Document Verification – Verify the documents submitted online with the original
document.
14. Public Agency Submission: Submit to public agency for issuing NOC.

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View Application

The user can view the details of the building permit application from this page by clicking
the View Application button.

On clicking this, user will redirect to the Application Details page as follows. The
application details includes details of Land Owner, Land, Project, Architect, etc.

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Forward

The user can forward the application to next user by clicking on Forward button from
application view.

To forward the application, user needs to complete all the actions

configured in the workflow for this step and enter any checklist
configured.

The forward page will display the user in the next step and allows the user to,

 add noting
 attach document

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Click on Forward to forward the application to the displayed user. On successful forward,
the application will be listed in the inbox of the forwarded user.

If there is more than one user, the application will ask to select the user
before forward.

Revert

The user can revert or send back the application, if required to the previous user with
comments through this option.

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Endorsement

Objections can be raised by users, if issues are found in the application. Possible scenarios
will be,
 Submitted documents are not proper
 Submitted drawing is not proper

The application allows to select the type of actions required for the objection raised, it can
be,
 Update the input file
 Update or upload documents

User can enter comments on required clarifications and then click on Endorse button.

A notification will be sent to the applicant after the endorsement. The

applicant can replace the uploaded documents and can also upload new
Client Utility File based on the requested action.

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Work Flow Actions

All Possible Work Flow actions are following.

i. Document Verification
ii. File Verification
iii. Site Inspection
iv. Scrutiny Verification
v. Review
vi. Approval/Rejection
vii. Fee Generation & Payment
viii. Payment Verification
ix. Certificate Issue

Document Verification

This action allows the users to record the verification of submitted documents with the
original documents. General as well as revenue documents are to be verified.

To verify the general document, click on the Acknowledge button and then click on
icon. Select Document Verification - General.

The Document Verification - General page as follows will appear.

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Users can mark the verification status against each document and write comments. They
can also enter any additional comments in overall comments section.

Users can mark the document verification status as:

 Yes – Select this option, if all the documents are submitted and are verified with the
original documents.
 No – Select this option, if one or more documents are not proper or if there are any
missing documents. This enables editing of application allowing the applicant to
submit additional documents or replace existing documents.

Select the option and click SAVE.

The above action buttons will be displayed to users depending on the

workflow configuration or user privileges.

To verify the revenue document, click on the Acknowledge button and then click on
icon. Select Document Verification - Revenue.

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The Document Verification - Revenue page as follows will appear.

Users can mark the verification status against each document and write comments. They
can also enter any additional comments in overall comments section.
Users can mark the document verification status as:

 Yes – Select this option, if all the documents are submitted and are verified with the
original documents.
 No – Select this option, if one or more documents are not proper or if there are any
missing documents. This enables editing of application allowing the applicant to
submit additional documents or replace existing documents.
Select the option and click SAVE.

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Public Agency Submission

This action allows the users to submit the application to public agency for issuing NOC (No
Objection Certificate).

Select the applicable NOC and click SAVE.

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Site Inspection

Site inspection process is used to fix a time for inspecting the site of the project and verify
the details given in the application.

Select the Site Inspection option and the Site Inspection Notice as shown below will
appear.

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The user needs to select the Inspection Date and Time, enter Comment and then click
SAVE.

It will generate site inspection notice and will send it to the applicant.

Checklist

Checklist entry is used for entering the results of site inspection details.

Questions asked in checklist can be configured by the admin user.

Click on the CheckList option.

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Select the required checklist from dropdown list. A list of predefined questions will be
displayed.

The user is required to enter all the information marked as mandatory and then click on
SAVE.

User can also answer the question through mobile application during Site
Inspection.

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Scrutiny Verification

This action allows department user to verify the scrutiny report generated.

After Verification, user needs to recommend the action and click SAVE button.

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External Agency Approval

This action allows approval from external agency.

Select the application to be approved. The following screen will appear.

The details of the application will be displayed. Enter the comment and click Approve.

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Approve

This action allows approval of the application. Click on APPROVE button to approve
the building permit. After approval, an e-mail will be sent to the owners and applicant.

Enter the Confirm Password and click Approve.

Before approval scrutiny report should be verified and external agency approval . After
approval, forward to next user for next action.

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Fee Calculation

This action generates the sanction fees for the application as per the configured fee heads.
Click on SAVE to proceed.

Fee heads are configured by admin and some of the fee heads can be
configured to make it editable after the fee generation process.

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Challan Upload

After fee generation user can upload the challan.

Enter Bank Challan Number, Bank, Branch and then upload scanned copy of challan file.
Click on Proceed to save.

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Payment Verification

Once user made payment, payment verification has to be done by the concerned authority.

Select the payment to be verified and then click Approve.

Reject

Rejection of the application can be done by the user after entering proper comments. The
password should be entered for confirmation purpose. Then click on REJECT.

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Certificate Issue

This action generates the approval certificate for the application and can be downloaded
from the client portal. The final approval comments will also be displayed in the certificate.
For this action to complete successfully there should not be any outstanding payment.

After the certificate generation is completed, the certificate can be viewed

/ downloaded from the Correspondence tab.

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Noting Tab

This tab allows the user to add noting. Click on the option ADD NOTING, to add noting
based on the user findings and add comments for the next user.

The user can remove only the noting submitted by them.

To Enter: Enter the noting and click on “Save” button.

To Edit: Select the entered noting form the note sheet list and update and save.

Documents

This tab lists all the documents attached during the application submission and also the
documents attached during entering the noting. The user can remove only the documents
submitted by them during ADD NOTING process.

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