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Detailed Project Report For ERP Based E-Governance at Pune Municipal Corporation
Detailed Project Report For ERP Based E-Governance at Pune Municipal Corporation
for
Pune Municipal
Corporation
Prepared by ΠωΧ
Detailed Project Report for ERP based e-Governance
Table of contents
GLOSSARY OF TERMS
EXECUTIVE SUMMARY
This document covers detail scope of the proposed e-Governance project, the cost
estimates and Project Management Strategy.
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 (CFC’s) 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.
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.
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
3.1 MIS
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
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
Web based interface for delivery of the certificates for the existing
users through CFC / Kiosk or any other delivery mechanisms.
It will have integration with the accounts for real time analysis of the
collection made and the certificates issued.
Integration
Functionality 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. GIS
General statistics:
No. of Properties upto 30-June 2008
Residential : 590000
Open Plot : 24000
Non Residential : 71000
Residential + Non Residential : 14000
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] 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.
g] At time the payment gateway does not work properly. Resulting into
citizen dissatisfaction and employees extra effort to resolve the issues.
To Be Departmental Functionality
Generation of Notice
Citizen Services
MIS Reports
Closing Register
Integration
Functionality required
with
A] Capture of various details of the Property
Ward/ Zone/ Block/Route – Administration or
Geographical divisions
Property Holder’s Name – One or multiple owners
Property Holder’s Email ID / Mobile No.
Property Holder’s 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
General statistics:
b] The process of getting NOC from Property Tax at the time of new
connection is manual.
To Be Departmental Functionality
End
Integration
Functionality required
with
A] Citizen Services
New water Connection
Closing of Connection (Permanent / Temporary)
Change of use
Reconnection Accounts
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
Water connection charges
Accounts
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. Property
o Metered/ Non Metered Connections Tax, GIS
o Multiple Usage type - Domestic, Commercial, etc.
Tariff Category.
Other Benefits
- System will have easy to use Web interface for complain
registration. Also the user can register the complain via Phone/
Mail.
Integration
Functionality required with
A] Masters & Initial Setup
Complaint Type, Sub-types, Capture of Mobile No. of
citizen
HRMS
Mapping of Roles to Complaint Sub-type (Employee
Master)
Property Tax,
Water,
Integration of Complaint Type / Sub-type with Licenses,
Departmental Modules Asset
Management,
etc.
Citizen Charter for each Complaint Type (Define duration
of complaint redressal & escalation path in case of non-
redressal)
B] Complaint Management
Web /
Complaint Acceptance through Citizen Facilitation
KIOSKs /
Centers / Internet / KIOSKs
GIS
Facility to make Resident ID compulsory for certain Property /
complaints Water /
Facility to check PMC dues for allowing certain Licenses
complaints Modules
General statistics
No. of application accepted through AUTODCR (Year 07-08)
The system will provide data and a lot of time of PMC & Architect will
be saved.
To Be Departmental Functionality
Applicant Applicant
Approved
Building Inspector (J.E.)
Asst. Engineer
Higher Authority
Objection Approval & Modifications done if any
Workflow for approval for Discretionary
through system
Power etc.
Integration
Functionality required
with
A] Citizen Services
Layout Approval
Building Permission / Commencement Certificate
Revised Building Permission
Renewal of Building Permission
Plinth Completion Certificate CFC,
Accounts,
Occupancy Certificate GIS
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,
Site Reports GIS, HRMS
Workflow
NOCs from different departments
System
Alert to be sent to Property Tax Department after
Property
issuance of Building permission, Plinth , Completion &
Tax, GIS
Occupancy Certificate (Color code based GIS system)
Versioning of proposal for more than one iterations AutoDCR
Facility for query for the stage of completion to be made AutoDCR,
available GIS
Advocate dates for departmental cases Legal
Audit objection / para for departmental cases Audit
Land &
TDR awarded information
Estate
D] MIS
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.
Integration
Functionality
required with
A] E-Tendering Web-Site Functionality
Firms should be able to register with various essential Web Portal,
data Payment
FAQs for all tender related queries Gateway
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
Accounts,
Purchase of Tender Documents 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
To Be Departmental Functionality
Start
Is bid
No submission
online ?
Submission of bids manually
Yes
Award of contract
End
Integration
Functionality 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
Addition of specifications not included in standard DSR
(for special items)
Accounts
Preparation of Abstract sheet
Preparation of Rate Analysis Sheet
Preparation of Recapitulation Sheet
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 department’s main objective
is to issuance of new license keeping in mind various pre-requisite
factors. Also renewal of the existing licenses is undertaken.
a] All the processes of the departments are not mapped. Still file travels
manually to the Department head, causing delay in issuance.
To Be Departmental Functionality
CFI
Applicant
Integration
Functionality required
with
B] Citizen Services
Issue of New License
Duplicate License
Change in Name of Business
CFC,
Change in Business
Accounts
Transfer of License
Renewal Of License
Cancellation of License
C] Issuance of License
Capture of License Details
o License Holder’s Details – One or multiple owners
o Capture of Mobile No. / E-Mail ID
o License holder’s photograph(s) (optional)
o Link to Property Number (optional) Property
Tax
o License Details – Temporary/ Permanent License,
Assessment
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.
Calculation of License Fee
License Certificate
D] Other Departmental Process
Workflow
Scrutiny of Applications
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.
Integration
Functionality 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
GIS, Fleet
assignment like A : Highly in demand , B : Medium , C: Low
Mngt
Demand.
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 Gadi’s / Dumper GIS, Fleet
placers / Compactor bucket vehicles /BRC / Hotel gadi Mngt
C] Primary Garbage Collection & Disposal
Record the volume of garbage collected and disposed on a Fleet Mngt
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.
Grievance
Linkage with Garbage Bins / Land Fill Sites, in case of Citizen
Redressal
Grievance
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 GIS
on the schedule originally drawn.
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 GIS
geographical areas, years, agencies, etc.
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.
Fleet Mgmt.
MIS report for expenditure incurred on transportation
System
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
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
• Ambassador : 38
• Indica : 34
• Jeep : 42
• Tata spacio gold : 12
• Total : 126
To Be Departmental Functionality
Scheduling of vehicles
Vehicle Maintenance
Purchase of New Items like Tyres, Battery, etc. required for Asset Module,
Integration
maintenance is done. Accounts
MIS Reports
MIS report for Route Tracking for SWM Vehicles & their
Integration GIS
Idlying time ,
MIS report for Route Tracking for SWM Vehicles & their
Integration GIS
Idlying time ,
Integration
Functionality required
with
A] Vehicle Scheduling & Fuel Management
Asset
Vehicle Scheduling
Module
Assigning Driver HRMS
Re-filling of Fuel
B] Vehicle Tracking
Asset Mngt
Identification of Vehicles for Tracking
System
Online Tracking of Vehicles
Linking of SWM vehicles with Dust Bins, Dumping Ground GIS
C] Vehicle Maintenance
Entry of the reason for repair
Document Mngt
Approval from the authority System,
Accounts
[Resolution] ERP accounts module will have help perform such tasks
according to NAM.
To Be Departmental Functionality
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
License
Permission
(Food /
Market)
Octroi
Department
Fees for citizen services like
Layout approval, bldg. permission,
Fees for issue of new & duplicate, Certificates like permission,
Licenses. Renewal of licenses plinth & Completion
Water Octroi collection, transit pass
Amount, daily collection report
generation
Fees for new connection, scrutiny
Charges. Bill generation, advance &
Interest. Payment collection
Investments,
Asset Mgmt.
Op. balance, estate
Materials Mgmt., insurance
Mgmt.
Tendering,
Indent mgmt.
Payment & disposal
Project
Systems Hospital
Mgmt.
system
Fleet
Mgmt.
Web Portal
Integration
Functionality
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
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
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.
[Resolution] HRMS will be able to hold the complete details of all the
employees, even after retirement.
To Be Departmental Functionality
DMS &
Accounts Web Portal Workflow
mgmt.
Selection of Department,
Employee login
Officers for scrutiny Upload employee docs, Asset
Retroactive calculations, Role based access to
Payroll mgmt. the documents. Mgmt.
system
Allotment of House
to the employee
HRMS Module
Recruitment & and Manpower Planning
Employee Master Data
Payroll Management
Employee Promotions / Transfers and Development
Time Management and Leave Management
Performance Appriasal
Details of Doctor
Departmental Enquiry
for OPD / IPD
Employee Self Service / surgery, utilisation reports
Reporting For Nurses/ Doctors
Hospital
Mgmt.
Allocation of advocate
& PMC officer
system
Selection of department
Officers for scrutiny
Assigning driver,
vehicles Mapping of Designation / Roles
to officers to Complaint Sub-type
Legal
Project
Systems
Fleet Grievance
Mgmt. Redressal
System
Integration
Functionality required with
A] Generic Features – Mandatory requirements
System should provide for Retrospective calculations to
be handled for all types of scenarios (employee joining, Accounts
leaving, pay hike, promotions, etc.)
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
Document
documents of employees like certificates, transfer,
Mngt.
promotion letters in a scanned format into the system
System
and ability to retrieve them whenever required
Capability to integrate with PMC web portal for employees
Web Portal
self service
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 employee’s 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 employee’s 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
Application acceptance for advances / Loan against GPF
Scrutiny of the applications
Payment of Advance / Loan to Employees Accounts
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
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 Hospital
exams, seminars, workshops and capture the attendance Mgmt.
for the same 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.
F] Other Requirements
Data Porting / Data Entry Suite
E-Mail / SMS to be sent to all / selected categories / SMS
Selected employees Gateway /
Pay-Slips / Regular Communications Web Server
Urgent Communications
Notices
Introduction
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.
[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 don’t have to run for self information to
Establishment Department.
Integration
Functionality
required with
A] Employee Self Service
Ability to allow employee request to modify personal, skill,
family details HRMS,
Workflow
Employee should be able to make leave requests
Management
Supervisory officer should be able to get an alert when any System
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
a] Most of the time the services of the web portal is not working.
Integration
Functionality 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 Projects,
Names of PIO. Accounts,
HRMS,
Departments/Wards: Intro, Objectives, responsibilities, Material
powers & duties of officers, employees with gross salary, Mgmt.,
activities, time limit, directory with telephone no. Fleet
Committee: Members, purpose, type, freq. of meeting, Mgmt.,
docs available for public. Hospital
Projects/ Activities: Budget head, work activities, Mgmt.,
allocated amount, current statistics. Asset
Mgmt.
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).
Opinion Poll
Photo Gallary
Tenders Accounts,
Projects
FAQ’s
Emergency Information
Employee Login using LDAP
Feedback HRMS
Contact Us
E] Online Services
Application acceptance for various services / certificates Accounts,
o Birth / Death Certificates Correspond
ing Module
o Duplicate Bills
o Building Permission related services
o Water Connection
o No Dues Certificates
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
b] Citizen services are not delivered through the single window, the
citizen will have to run from Pillar to Post.
To Be Departmental Functionality
Start
Citizen Help Desk facility to lodge New Complaints, Check Grievance Redressal
Integration
Status Module
End
Manual Auto / System
Integration
Functionality
required with
A] Citizen Help Desk
Grievance
Facility to lodge New Complaints, Check Status Redressal
Module
Facility to check citizen data
o Birth / Death registrations
o Bill Dues All
Departmental
o Application Status Modules
o Payment Status
o Renewal Status
Grievance
Redressal
Citizen Charter
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 / Workflow
Ward / Officer Module
Departmental
Delivery of the output through CFC / Internet / KIOSK
Modules
C] Payment Acceptance
Property Tax
Water Bills
License Accounts,
Departmental
All Departmental Services Modules
Tender Document Fees
Any other
D] Citizen Services (General)
[ Such services won’t have any department specific functionality. CFC
[Resolution] The workflow will move the files from desk to desk.
c] Still the old data are present in register and in some departments
the data is still captured on papers and maintained in stores.
To Be Departmental Functionality
Municipal
Secretary HRMS CFC
Materials
Mgmt.
Movement of Proposals on
various parameters Approval from the authority for
Workflow for Technical & Purchase/ Maintenance
Administrative sanction
Building
Permission HRMS
Fleet
HRMS Mgmt.
Integration
Functionality
required with
A] File Tracking System
Scanning & Marking the inward to the respective
CFC
department
Incorporation of separate hierarchy for RTI letter
movements CFC, Web,
Fresh applications KIOSK
Appeals
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 Workflow
their NOC / Comments / Input Module
Final Decision by the Decision Authority
Integration
Functionality 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
Resident ID
Creation of Database of beneficiaries / Property
Tax
Recording and accounting of the grants / funds received for
Accounts
implementation of various schemes
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
Accounts
implementation of the project
Generation of necessary reports needed to monitor the
implementation of the schemes
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
To Be Departmental Functionality
Integration
Functionality
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
Patient Allocation to various Beds
Daily visit report Accounts,
Departmental
Discharge Summary Modules
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 Web Portal
numbers
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 Accounts
‘Tasalmat’ reports
Code Numbering for hospitals for easy collection of
reports
Provision for cumulative reporting for each hospital
Stock report for each vaccine Material
Mgmt.
To Be Departmental Functionality
Integration
Functionality required
with
A] Classification of Assets
Immovable Assets
GIS
o Land
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 Vehicle Mngt
o Furniture & Fixtures System
o Office Equipments
o Other Equipments
o Live Stock
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
Acquisition of Land Municipal
Secretary,
Asset Sale Projects,
Investment on Assets (like construction of new floors, Accounts
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
GIS
name of road)
D] Other Requirements
Data Porting / Data Entry Suite
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.
Integration
Functionality required
with
A] Land Management
Proposal for Land Acquisition GIS
WorkFlow
Scrutiny of Land Details Mngt.
System
Valuation of Land
TDR Process & Possession of Land
Transfer of Details to Concerned Department (Bhavan for
Legal
Construction, Other department for Information)
B] Estate Management
To Be Departmental Functionality
Hospital Electric :
Asset Mgmt.
Management Street
Module
System Lighting
Materials Management
Masters for central stores, Hospital stores, street,
water, road.
Water Rate Contracting or Individual Orders
Inventory for
Water Labs Indent Processing
supply 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 Workflow
Module Project mgmt. system
Systems
Integration
Functionality 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
Municipal
Sanction from Standing Committee
Secretary
Proposal submission for Individual Orders Workflow
Mngt
Purchase Orders System
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
Portal,
Tendering by Stores Dept.
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
F] Other Requirements
Data Porting / Data Entry Suite
Logins to suppliers to update their status
3.1.22 Residence ID
Integration
Functionality
required with
A] Resident ID Generation
Workflow /
o Acceptance of Application + Documents Document
Mngt System
Property Tax
o Creation of Link with Property (Either owner / Tenant)
Module
o Verification of Documents Workflow /
o Scanning of Documents Document
o Cross-checking with similar names Mngt System
To Be Departmental Functionality
Integration
Functionality
required with
A] Masters
Advocates, their fees
Court Master
B] Case Management
Registration of new cases, allocate advocate, allocate HRMS
PMC officer
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
Departmental
Linkage to the departmental data
Modules
Linkage to GIS to capture locational reference for cases GIS
C] Legal Opinion on various departmental queries, agreement Document
formats 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.
Integration
Functionality required
with
A] Executive Wing Database
Database of members of various committee corporators,
Web
mayors etc
B] Agenda Preparation
Preparation of Goshwara by Department & submission to
Projects
Municipal Secretary Dept.
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
committee’s like Women & Child welfare committee, Law
committee & City improvement committee)
Selection of different Goshwara’s received for a meeting
Schedule of meetings of various committees
Generation of Agenda Copy
Issue of Agenda to Members & Administration after
Work-flow
approval.
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
Document
Distribution of Resolution
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)
Integration
Functionality
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
Inspection of Other Bills like Telephone Bills Accounts
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 Accounts
Committee
Accounts,
Exception Reports (w.r.t. deletion of records,
Other
adjustment entries, etc.)s
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 it’s 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.
Integration
Functionality
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
Town
Development Plan with reservation areas
Planning
Asset
Roads, Footpaths
Management
Property Tax
Buildings (Pvt., Govt., PMC, etc.)
/ Water
Street Light Network Asset Mngt,
Water Supply Network & Water Tanks Water
Slums
C] Customised Application Software
Assistance to Building Permission Dept. during AutoDCR
application scrutiny
Rejection of Building Permission Applications if the
area is falling under reservation zone
Assistance to Water Department during New Water Water
Connection Scrutiny
o Guidance in selection of Source Line
o Calculation of Length of Connection
o Calculation of Road Digging Charges
Preparation of reports by fetching data from Property Tax
departmental modules / Water /
4. Implementation Methodology
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.
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.
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.
Architecture
User Interface
User should get option to select Marathi or English for User Interface.
All Inputs & Outputs should be in Marathi / English.
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
Scalability
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)
The Project will mark beginning towards building Information Base for
tommorow’s hi-tech Pune. It is thus imperative that the Application
Software has the capability to scale up to tommorow’s 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
General
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
Months 9 10 11 12 1 2 3 4 5 6
PwC shall assist PMC in undertaking the Change Management for this
project in a professional manner.
5. Cost Estimates
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
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
License /
Sr. Customisation
Components Development Total
No. Cost
Cost
Hospital Management
2 50,00,000 12,50,000 62,50,000
System
Total 1337,50,000
5.3 GIS
Sr. Estimated
GIS Components
No. Expenditure
1 Enterprise GIS Software for Web Based GIS Implementation 48,00,000
Total 283,00,000
Total 180,50,500
Total 2137,97,700
Total 355,49,900
Detail cost break-up for this project over the period of next 5 years is
given in the bar chart below:
Years
Activities
2008 – 2009 – 2010 – 2011 – 2012 – 2013 –
2009 2010 2011 2012 2013 2015
Server Side
33,697,200
Infrastructure
2 State Grant
towards its
42,359,540 7,109,980 7,109,980 56,579,500
share in 20 %
- - -
project
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
• 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
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.
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:
Detailed Project Report for ERP based e-Governance
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.
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.
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.
Vendors / Contractors
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.
Stakeholders &
Key Measures
Objective
• Quick response time for a service
• Multiple access points/ locations
• Web enabled services
• Minimum personal visits
Citizens • Quality of service (QOS)
• Paperless transactions
• Multiple mode of payment
• Reduction in service charges
• Transparency in working
Stakeholders
Key Measures Illustrative Targets
and Objectives
Citizens (Quality Minimising the number of Six monthly independent
of Service) customer visits citizen survey / feedback
Reducing the time required for a period of five years
to request the service from the time of go-live
with 95% satisfaction
Reducing the time required level with respect to
to deliver a service meeting the specified
Reducing the fees and service levels
charges associated with a 95% resolution of
service grievances received
Reducing the time spent by through the Grievance
the customer to follow-up Redressal Model within
and track the progress of the defined service level
the requested service
Municipalities Enhancing existing Growth in own revenues
(Process efficiency revenues by atleast 25% on year
and effectiveness) Setting up new revenue to year basis for first
streams three years
e-Governance
%age of transactions of
each service executed
electronically
Department /
BPRs Proposed
Module
Standard Formats for Application
Standard Formats for Outputs
FIFO for application scrutiny
Reduction table / administrative movements which don’t
Citizen add value to the scrutiny
Facilitation
Generation of Rejection Note in case of incomplete
Module
application or negative scrutiny by the department
Various services which are data based (and don’t require
departmental scrutiny) can be delivered directly at CFC
across the counter (eg. Duplicate Bills, No Dues
Certificates, etc.)
Services like Duplicate Bill, Extract of Property, No Dues
Certificate to be given across the counter
Printing of Single Bill / Demand Notice
Property Tax
Alerts to be generated after Building Permission /
Completion Certificate. Use of Building data from Building
Permission database.
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.
Accounts
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
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.
Water
Connections 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 Department’s time is not
wasted in scrutinizing the application.
Food License Linkage of Licenses with Property Tax record. Citizen
Municipal
Secretary Publishing of resolution through Web Portal
Module
Human
Resource Centralised Payroll generation
Management
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
Others
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
Application require No
any other
document ?
All documents No
attached ?
Yes
Accept payment (if required), Give Token Slip to Generate the Rejection
Citizen Note and hand over to
citizen
No
Departmental
Scrutiny reqd?
Yes
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:
TOTAL 30
All services are delivered through a Single Window
20
Citizen System
Centricity 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)
Maximum
Area Parameters
Score
Bill generation for Birth/Death certificate charges 10
Receipt generation against payment collected 10
Processes
Printing of Certificates 10
TOTAL 30
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
Citizen
Correction of details in death registration 5
Services
Issuing Birth Certificate 5
Issuing Death Certificate 5
Issuing Cremation Certificate 5
Informing non-availability of Birth/Death certificates 5
TOTAL 70
Water Department
Maximum
Area Parameters
Score
Application Entry 10
Issuance of Letter of Intimation 10
Issuance of Work Order/Rejection Letter 10
Processes
Bill generation 10
Payment Collection 10
TOTAL 50
Property Tax
Maximum
Area Parameters
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
Property Tax Assessment Certificate 10
Extract of Property 8
Permission for Property transfer through heredity 6
Citizen
Permission for Property transfer through other modes 6
Services
No due certificate for arrears of Property 6
Issuance of duplicate tax bills 4
TOTAL 40
Building Permission
Maximum
Area Parameters
Score
Application acceptance and issue token 10
Scrutiny of application 10
Processes DC Rule Verification 20
Printing of Permissions 10
TOTAL 50
Citizen Layout Approval 10
Services New Building Permission 10
Accounts
Maximum
Area Parameters
Score
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
Processes 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.
Maximum
Area Parameters
Score
Application entry 10
Site inspection (details updation) 7
Processes Nomination 7
Hearing 6
TOTAL 30
Providing new license 10
Renewal of licenses 10
Permission of license transfer under nomination 7
Citizen
Permission of license transfer under selling of business, 7
Services
partnership and by other means
Change in name of business / profession 7
Change of business / profession 7
Maximum
Area Parameters
Score
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, 10
Rate Analysis, etc.
Defining various Milestones 5
Technical Sanction through workflow 10
Administrative Sanction through workflow 10
Tendering
Generation of Tender Notice & Document 2
Processes 2
Uploading of the Documents on Web Portal
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
Maximum
Area Parameters
Score
Define grievance types and subtypes 10
Define citizen charter 10
Processes
Action taken reports by concerned officers 10
Define workflow with durations 10
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:
PMC’s 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.
• 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
• 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 ACL’s on all ports
o AAA and RADIUS authentication
• 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
• 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
• 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
• 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
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
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
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