User Manual On Registration of Apartment Owner Association For State-Wise Rollout of E-District MMP in West Bengal

User Manual
on
Registration of
Apartment Owner
Association
for
State-wise Rollout
of
e-District MMP
in
West Bengal
TCS LTD
User Manual
On
Registration of Apartment Owner Association
Service
For
State-wise Roll Out

of
e-District MMP
in
West Bengal
Prepared By:
TCS Ltd., Kolkata
CAUTION
This document is released by the Software Development Group for West Bengal
e-District project of TCS Limited.
The information contained in this document is confidential and no part of this

document may be reproduced, stored in a retrieval system or transmitted in any
form or by any means, electronic, mechanical, photocopying, recording or
otherwise, without the prior written consent of TCS Limited.
ANY QUERIES OR SUGGESTIONS SHOULD BE FORWARDED TO:
Delivery Head – State Project, West Bengal

TCS Limited
28, Camac Street,
Kolkata – 700 016
Document Control:
Document No. TCS-WB-e-District--User-Manual
Version No. 0.2
Prepared By TCS Limited
Release Date 1st December, 2017
Template Effective Date 28th December, 2001
Template Version 05
Revision Control Information
File Name : WB_eDistrict_User_Manual_Applicant_Registration_of_Apartment_Owner_Asso

ciation_0.1_1.12.2017
File : 01/12/2017
Creation
Date
Author(s) : Srinjoy Das
Approver(s) : Sikta Halder
Document
Sr. Section Document
Nature of Amendment Release Remarks
No. Number Version No.
Date
Sent for
1 - Draft 0.1 01/12/2017
Review
Table of Contents
1 INTRODUCTION ............................................................................................................. 10
1.1 Application Overview ....................................................................................................... 10
1.2 Functional Scope of the System ..................................................................................... 10
1.3 User Role and Access Right ........................................................................................... 10
1.4 Document Usage Description ......................................................................................... 11
1.5 Related Documents ......................................................................................................... 11
1.6 Customer Support ........................................................................................................... 11
1.7 Acronyms and Abbreviations .......................................................................................... 11
2 GETTING STARTED FOR WEST BENGAL EDISTRICT APPLICATION .................... 12

2.1 Login to the Application ................................................................................................... 12
2.2 Apply to Services ............................................................................................................ 13
2.3 Apply for Registration of Apartment Owner Association ................................................. 14
3.PAYMENT BY APPLICANT ...................................................................................................... 22
3 4.GETTING THE REGISTRATION OF APARTMENT OWNER ASSOCIATION

CERTIFICATE ............................................................................................................................... 24
3.1 .................................................................................................................................................. 24
4 SYSTEM SET-UP ........................................................................................................... 24

4.1 System Start up Parameters ........................................................................................... 24
4.2 Master File Set-up ........................................................................................................... 24
4.3 Business Rules ............................................................................................................... 25
4.4 Print Set-up ..................................................................................................................... 25
5 APPLICATION DETAILS ............................................................................................... 26

5.1 Module Name .................................................................................................................. 26
5.1.1 Function Name ................................................................................................................ 26
5.1.1.1 Purpose ....................................................................................................................... 26
5.1.1.2 Menu Navigation .......................................................................................................... 26
5.1.1.3 User Group .................................................................................................................. 26
5.1.1.4 Form Layout ................................................................................................................ 26
5.1.1.5 Activation Options ........................................................................................................ 26
5.1.1.6 Form Description ......................................................................................................... 26
6 REPORTS / QUERY ....................................................................................................... 27

6.1 Report / Query Title ......................................................................................................... 27
6.1.1 Selection Rules ............................................................................................................... 27
6.1.2 Description ........................................................................................................... 27
6.1.3 Report / Query Layout .......................................................................................... 27
7 INTERFACES ................................................................................................................. 28
7.1 Interfaces to other systems ............................................................................................. 28
7.2 Data Files Upload / Down Load ...................................................................................... 28
7.2.1 Description ........................................................................................................... 28
7.2.2 File Format ........................................................................................................... 28
8 MESSAGES AND CORRESPONDING ACTION ........................................................... 29

List of Figures
Figure 1: West Bengal eDistrict Login Page .................................................................................. 12

Figure 2: Home Page ................................................................................................................... 13
Figure 3: Apply to services ............................................................................................................ 13
Figure 4: Home screen .................................................................... Error! Bookmark not defined.
Figure 5: Application for Issuance of Occupancy Certificate of Industrial Building in Municipal
areas ................................................................................................ Error! Bookmark not defined.
Figure 6: Searching the Application Details .................................... Error! Bookmark not defined.
Figure 7: Applicants Basic Information ............................................ Error! Bookmark not defined.
Figure 8: Entering Application Data ................................................. Error! Bookmark not defined.
Figure 9: Permanent Address details of Applicant .......................... Error! Bookmark not defined.
Figure 10: Providing Other Details .................................................. Error! Bookmark not defined.
Figure 11: Risk Type Medium .......................................................... Error! Bookmark not defined.
Figure 12: Risk Type High ............................................................... Error! Bookmark not defined.
Figure 13: Attaching supporting documents .................................................................................. 19
Figure 14: Warning to Upload all Mandatory Documents ............................................................. 20
Figure 15: Attaching Supporting Document .................................................................................. 20
Figure 16: Application Acknowledgment ....................................................................................... 21
Figure 17: Viewing Notice and Reports ........................................... Error! Bookmark not defined.
Figure 18: Viewing the Notice and Report for a Particular AIN ....... Error! Bookmark not defined.
Figure 19: Viewing Inspection Details ............................................. Error! Bookmark not defined.
Figure 20: Track Valid Application ................................................... Error! Bookmark not defined.
Figure 21: Message screen for Incorrect AIN under Track Application .......... Error! Bookmark not
defined.
West Bengal eDistrict Registration of Apartment Owner Association
1 Introduction
1.1 Application Overview

e-District is the project that aims at electronic delivery of identified high volume citizen centric
services, at district and sub district level by utilizing the four pillars of infrastructure namely,
SDCs, SWANs, SSDGs, Kiosks and CSCs, optimally to deliver public services electronically to
citizens at their door steps.
e-District has been envisaged by Government of West Bengal as automation of workflow and
internal processes of District Administration for providing services to the citizens. This project is
of paramount importance to the State as it would help in moving towards electronic workflow
system for the district administration and help in providing efficient individual department
services through Common Service Centres (CSCs) and Kiosk Centres, which would be the
primary front end channels as envisaged in the project.
1.2 Functional Scope of the System

The system is intended for electronification of the Registration of Apartment Owner Association
process. Scope of the system mainly includes Approval of Plan, and Report Generation
Process. The System also allows the status inquiry for the application Submitted and
maintaining Electronic Register.
System will be implemented at following places for Registration of Apartment Owner Association
CSC
 Kiosk Centres
 CSC

Approval of the application will be done at Municipality of the concerned District. Application will
be done either from CSCs, Kiosk Centre.
1.3 User Role and Access Right

This section describes the roles and access rights of various users that WB eDistrict Application
supports
TCS Limited Confidential Page: 10 of 29

Version No.: 0.2 1st DEC 2017
1.4 Document Usage Description

This User Manual describes the step-wise process for Registration of Apartment Owner
Association in West Bengal eDistrict Application. It explains how the citizen can apply for the
service by himself or with the help of CSC / Kiosk Operator and how the back to the actors to
approve or reject or send back the application after verification.
1.5 Related Documents

Software Requirement Specifications
1.6 Customer Support

Delivery Head – State Project, West Bengal
TCS Limited
28, Camac Street,
Kolkata – 700 016
1.7 Acronyms and Abbreviations
WB e-District application notifies the applicant about the status of the application via SMS and
email. Similarly the approver gets notification from the system for the pending applications.

2 Getting Started for West Bengal eDistrict Application
2.1 Login to the Application

In order to log in to the West Bengal eDistrict Application, the user should open an internet
browser, type the URL in the address bar and press Enter. West Bengal e-District Application
login page appears as below:
Figure 1: West Bengal eDistrict Login Page
The login page contains ‘Welcome’ message for the users of West Bengal eDistrict application.
Login option is for Admin/ Kiosk User and Other User. The user can select the language
(English/ Bengali) from the drop down. Enter User Name and Password and type the Captcha
as it appears in the screen. Press Login to enter the home page of the application.
If the applicant is registering into the system for the first time, he/ she will have to click on
Citizen Registration. If the applicant has forgotten the password, click Forgot Password.
The citizen or CSC/ kiosk operator will log in to the system to apply for Registration of Apartment
OwnerAssociation

Home Page
After login to West Bengal eDistrict, the Home page appears. It shows the comprehensive
list of services under Department and District column. Total Count is displayed for the total
number of applications for all services till the last update.
Figure 2: Home Page
2.2 Apply to Services

Click on ‘Housing ’ to view the list of services under the module. The user needs to select the
proper service.
Figure 3: Apply to services

2.3 Apply for Registration of Apartment Owner Association
To apply for an Registration of Apartment Owner Association, the user needs to select the
correct option under services provided under Housing and select the certificate name. The user
is directed to the Home screen which contains basic instructions for the user as shown below:
Figure 4.1:Eligibility criteria and documents required
Figure 5:Fee Details
An applicant is provided with two action buttons as shown in the figure above. These are the
Print button and Apply button.
Print Button: The user can take a print out of the information which are a part of the Home page
by clicking the button.
Apply Button: To proceed with the process of making an online application the user needs to
click on Apply button. The following screen appears.

Applicant’s Basic Information
Figure 6:Applicant’s Basic Information
An applicant has to enter the basic information about him/her as shown above.
An applicant is provided with three buttons as shown in the figure below. The utility of these
buttons is mentioned below.
Applicant’s Postal Address
The applicant has to enter the Postal Address of the applicant as shown in the diagram below.
Figure 7:Applicant's Postal Address
Reset Button: Allows the user to clear the form successfully.
Cancel: Closes the last application form after displaying a warning message to the applicant.
Save & Next: It allows the applicant to Proceed further with the application.

The applicant is directed to the next screen of relevant information as shown below:
Address Of the Housing Estate of a building
Figure 8:Address Of the Housing Estate of a building
The applicant can use the “Same as previous address” option to denote the address similarity.
In such a scenario the system populates the previous entered data. Otherwise, the applicant can
enter the new present address.
Important Address fields are:
 Country:
This is a mandatory drop-down field. Since, the address of registered office of the association
should always be in India, the Country field is set as India by default.
 State:
This is a mandatory drop-down field. Since, the address of registered office of the association
should always be in West Bengal, the State field is set as West Bengal by default.
 District:
This is a mandatory drop-down field. The applicant has to select the district from the drop-down
list.
 Sub-division:
This is a conditional mandatory drop-down field. The list appears as per the district selected.
The applicant has to select the sub-division from the list.
 Rural or Urban:
This is a mandatory drop-down field. The applicant has to select either rural or urban from the
list for the present address.
 Block/ Municipality/ Corporation:

This is a conditional mandatory drop-down field. The applicant has to select either block or
municipality or corporation from the list for the present address. If the applicant has selected
‘Rural’ for the previous field, it will only display ‘Block’, but if the applicant has selected ‘Urban’
for the previous field, it will display ‘Municipality / Corporation’.
 Block/ Municipality/ Corporation Name:

This is a conditional mandatory field. The list displays the names of block/ municipality/
corporation as per the sub-division selected. The applicant has to select the appropriate name
from the list.
 Village or Ward:
This is an optional text box field. The applicant has to manually enter the name of the village /
ward in this text box.
 Police Station:
This is an optional text box field. The applicant has to manually enter the name of the Police
Station in this text box.
 Post Office:
This is an optional text box field. The applicant has to manually enter the name of the Post
Office in this text box.
 Enter Address Line1:

This is a mandatory text box field. The applicant has to manually enter the address line 1 in this
text box.
 Enter Address Line2:

This is an optional text box field. The applicant has to manually enter the Address Line 2, if
required.
 Pin Code:
This is a mandatory numeric field. The applicant has to manually enter the 6 digit pin code in this
field,
The applicant needs to scroll down to enter additional data under the ‘Description Of Property’
section as shown below:
Description Of Property and Area and Description of the building and buildings
Figure 9:Description Of Property and Area and Description of the building and buildings
The applicant has to enter the Description of the property and Area and description of the
building and buildings. The applicant has to click on the ADD button to add a row. The applicant
has to click on the DELETE and EDIT button to delete or edit a particular row.

Areas and description of common areas and facilities
Figure 10: Areas and description of common areas and facilities
The applicant has to enter the data in the fields Areas and description of common areas and
facilities division. Only field “ Value of the property” is a mandatory field.
Description of common areas and facilities in respect to each building
Figure 11:Description of common areas and facilities in respect to each building
The applicant has to enter the Description of common areas and facilities in respect to each
building. The applicant has to click on the ADD button to add a row. The applicant has to click
on the DELETE and EDIT button to delete or edit a particular row.
Description of each apartment of each building
Figure 12:Description of each apartment of each building

A brief usage of the various action buttons made available to the applicant and their resultant
action is mentioned here for the benefit of the audiences.
 Reset: Allows the user to clear the form successfully

 Save Draft: Allows the user to save the application in the Draft mode. The features
helps the user to partially save the application and continue on a later instant from the
same stage.
 Save & Next: Allows the user to Save the data and proceed further with the Online
application process.
 Terms and Conditions: The applicant can see the terms and conditions of this service.
The applicant should confirm the authenticity of the information provided by selecting the check
box ‘I hereby declare that the above information is true to the best of my knowledge and
belief’ and then to click on Save & Next to proceed.
The application gets saved by the system and the user is allowed the following options:
 Attach Supporting documents – Allows the user to upload the documents which are
required in support of the application.
 Edit Basic Information – Allows the applicant to edit the Basic information which has
been earlier provided as a part of the application process
 Edit Application – Allows the user to make changes to the application
 Print – Allows the user to Print the application
 Cancel – Allows to Cancel the Operation
The applicant can needs to upload the mandatory documents and this can be achieved as
shown below by click on the ‘Attach Supporting Documents’ button:
Figure 13: Attaching supporting documents
The mandatory documents are marked with (*) asterisk symbol. The user needs to upload
all the mandatory documents. The application keeps a track regarding the upload of mandatory
documents and warns the user in-case the user misses out to upload a mandatory document as
shown below:

Figure 14: Upload all Mandatory Documents
Once the uploading of all the mandatory documents is complete, the user needs to click on
Save & Next to proceed further as shown and the following screen appears:
Figure 15: Attaching Supporting Document
The applicant provides with the following action buttons:
 Edit Supporting documents – Allows the user to edit the already uploaded documents
which are required in support of the application.
 Edit Basic Information – Allows the applicant to edit the Basic information which has
been earlier provided as a part of the application process
 Edit Application – Allows the user to make changes to the application
 Print – Allows the user to Print the application
 Cancel – Allows to Cancel the Operation
 Submit – Allows the user to Submit the completed application

Submitting the Application
To complete the application the user needs to click on Submit button. The system registers the
application and displays the acknowledgment as shown below:
Figure 16: Application Acknowledgment
The Application acknowledgement informs the user regarding the AIN number. AIN number is
16 digit unique number generated by the system against each application and is used for further
interactions with the e-District application.
A brief usage of the various action buttons made available to the applicant and their resultant
action is mentioned here for the benefit of the audiences.
Print: Allows the user to take a hard copy of the application form successfully
Finish: Allows the user to complete the online current application process. On clicking ‘Finish’
button the user is directed to the Home screen so that the user may avail other services if
required.

3 Payment by Applicant
When an application is accepted for payment, the applicant is notified. In this case the
applicant (citizen/ CSC/ kiosk operator) will have to login to the system again by typing
the in the address bar of an internet browser and entering correct user id and password.
The Home Page appears as below. In order complete the payment procedure, the
applicant will have to click on ‘Payment Pending Application’.
Figure 17:: Payment Pending
‘List of Payment-Pending Application’ page opens as below. The applicant has to select
the Department/District, service, name and date range and click on ‘Search’ button to
view the list of payment pending application for that service.
Figure 18:Selecting Service Name

The user will have to select the proper application from the list of payment pending
applications for the service and click on the button under ‘Action’ column.
On clicking ‘Action’ for a specific application, ‘Payment Page’ appears as below. This
page contains AIN of the application, Applicant’s Name and Remarks.
Figure 19:Offline Payment
The applicant can pay the amount in two modes- online payment (Payment Gateway)
and offline payment. The applicant has to select the appropriate radio button to select the
correct mode of payment.
If the applicant selects ‘Offline Payment’ mode, he can pay the amount by cash .The
applicant must upload the scanned receipt to get approval for the registration. The
applicant will have to Choose File and Click ‘Upload’ button to upload the receipt for
offline payment.
The message that ‘Payment Receipt Uploaded successfully’ appears as below. The
applicant will have to click on ‘Submit’ button to submit the offline payment.
Figure 20: Success Message for Offline Payment

4 Getting the Registration of Apartment Owner Association

Certificate
In order to get the Registration of Apartment Owner Association Certificate the
applicant (Citizen/ CSC/ Kiosk Operator) will have to login to the system again by
typing the URL in the address bar of an internet browser and entering correct user id and
password. The Home Page appears as below. In order to get the certificate, the applicant
will have to click on ‘Approved Application’.
Figure 24: Approved Application
The ‘List of Approved Applications’ page opens as below, where the applicant will have
to select
the service name from ‘Please Select Service Name’ list field.
Figure 25: Selecting the Service Name for List of Approved Applications
After the applicant selects New National Supervisor Certificate as service name and
clicks on ‘Search’ button, the list of approved applications for the service will be
displayed as below:
Figure 26: List of Approved Applications
The user will have to click on the ‘Certificate’ icon for a particular application to get the
certificate for ‘Application for New National Supervisor Certificate
Figure 27: Sample for New National Supervisor Certificate
4.1
5 System Set-up
5.1 System Start up Parameters

NA
5.2 Master File Set-up

NA
5.3 Business Rules

As per the SRS related to ‘Issuance of Occupancy Certificate of Industrial Building in Municipal
Areas’
5.4 Print Set-up

NA

West Bengal eDistrict Amendment of Memorandum and Regulations
6 Application Details
6.1 Module Name
6.1.1 Function Name

NA
6.1.1.1 Purpose
NA
6.1.1.2 Menu Navigation

NA
6.1.1.3 User Group

NA
6.1.1.4 Form Layout

NA
6.1.1.5 Activation Options

NA
6.1.1.6 Form Description

NA

Version No.: 0.2 27 July 2017
7 Reports / Query
7.1 Report / Query Title

NA
7.1.1 Selection Rules

NA
7.1.2 Description
NA
7.1.3 Report / Query Layout

NA

8 Interfaces
8.1 Interfaces to other systems

NA
8.2 Data Files Upload / Down Load
8.2.1 Description
NA
8.2.2 File Format

NA

9 Messages and Corresponding Action

NA

Bibliography
i
Glossary
ii
Index
iii

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User Manual

State-wise Roll Out

The information contained in this document is confidential and no part of this

ANY QUERIES OR SUGGESTIONS SHOULD BE FORWARDED TO:

Delivery Head – State Project, West Bengal

File Name : WB_eDistrict_User_Manual_Applicant_Registration_of_Apartment_Owner_Asso

2 GETTING STARTED FOR WEST BENGAL EDISTRICT APPLICATION .................... 12

3.PAYMENT BY APPLICANT ...................................................................................................... 22

3 4.GETTING THE REGISTRATION OF APARTMENT OWNER ASSOCIATION

4 SYSTEM SET-UP ........................................................................................................... 24

5 APPLICATION DETAILS ............................................................................................... 26

6 REPORTS / QUERY ....................................................................................................... 27

8 MESSAGES AND CORRESPONDING ACTION ........................................................... 29

Figure 1: West Bengal eDistrict Login Page .................................................................................. 12

1.1 Application Overview

1.2 Functional Scope of the System

1.3 User Role and Access Right

TCS Limited Confidential Page: 10 of 29

1.4 Document Usage Description

1.5 Related Documents

1.6 Customer Support

1.7 Acronyms and Abbreviations

TCS Limited Confidential Page: 11 of 29

2 Getting Started for West Bengal eDistrict Application

2.1 Login to the Application

Figure 1: West Bengal eDistrict Login Page

TCS Limited Confidential Page: 12 of 29

Figure 2: Home Page

2.2 Apply to Services

Figure 3: Apply to services

TCS Limited Confidential Page: 13 of 29

2.3 Apply for Registration of Apartment Owner Association

Figure 4.1:Eligibility criteria and documents required

Figure 5:Fee Details

TCS Limited Confidential Page: 14 of 29

Applicant’s Basic Information

Figure 6:Applicant’s Basic Information

Applicant’s Postal Address

Figure 7:Applicant's Postal Address

Reset Button: Allows the user to clear the form successfully.

TCS Limited Confidential Page: 15 of 29

Address Of the Housing Estate of a building

Figure 8:Address Of the Housing Estate of a building

Important Address fields are:

 Block/ Municipality/ Corporation:

 Block/ Municipality/ Corporation Name:

TCS Limited Confidential Page: 16 of 29

 Enter Address Line1:

 Enter Address Line2:

TCS Limited Confidential Page: 17 of 29

Areas and description of common areas and facilities

Figure 10: Areas and description of common areas and facilities

Description of common areas and facilities in respect to each building

Figure 11:Description of common areas and facilities in respect to each building

Description of each apartment of each building

Figure 12:Description of each apartment of each building

TCS Limited Confidential Page: 18 of 29

 Reset: Allows the user to clear the form successfully

Figure 13: Attaching supporting documents

TCS Limited Confidential Page: 19 of 29

Figure 14: Upload all Mandatory Documents

Figure 15: Attaching Supporting Document

The applicant provides with the following action buttons: