user manual on registration of societies service for state

User Manual on

Registration of Societies Service

for State-wise Rollout

of e-District MMP

in West Bengal

User Manual On

Registration of Societies Service

For

State-wise Roll Out of

e-District MMP in

West Bengal

CAUTION

This document is released by the Software Development Group of TCS.

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.

ANY QUERIES OR SUGGESTIONS SHOULD BE FORWARDED TO:

TCS

28, Camac Street,

Kolkata – 700 016

Document Control:

Document No. TCS-WB-eDistrict-User-Manual

Version No. 0.3

Prepared By TCS

Release Date 6th April, 2015

Template Effective Date 28th December, 2001

Template Version 05

Revision Control Information

File Name : WB_eDistrict_User_Manual_Actor_Registration_of _

Firms_Societies_and_Non_Trading_Corporations. File Creation Date : 06/04/2015

Author(s) : Priyanka Das Approver(s) : Sikta Halder

Sr. No.

Section Number

Nature of Amendment Document

Version No.

Document Release

Date Remarks

1 - Draft 0.1 22/10/2014 Sent for Review

2 - Draft 0.2 10/12/2014 Sent for Review

3 - PDF signer incorporated 0.2 15/01/2015 Sent for Review

4 -

Screens updated and manual was divided into

two parts according to the user’s role

0.3 06/04/2015 Sent for Review

Table of Contents

1 INTRODUCTION ............................................................................................................... 8

1.1 Application Overview ......................................................................................................... 8 1.2 Functional Scope of the System ....................................................................................... 8 1.3 User Role and Access Right ............................................................................................. 8 1.4 Document Usage Description ........................................................................................... 8 1.5 Related Documents ........................................................................................................... 9 1.6 Customer Support ............................................................................................................. 9 1.7 Acronyms and Abbreviations ............................................................................................ 9

2 APPLYING TO REGISTRATION OF SOCIETIES ......................................................... 10

3 GETTING STARTED FOR APPROVAL MECHANISM ................................................. 11

3.1. APPROVAL MECHANISM (DEALING AGENT) ............................................................ 11

3.1.1. Login to the Application ........................................................................................ 11 3.1.2. Home Page .......................................................................................................... 11

3.2. APPROVAL MECHANISM: NOTIFICATION FOR PAYMENT (REGISTRAR / DISTRICT LEVEL OR ADDITIONAL TREASURY OFFICER) ..................................................... 17

4 PAYMENT BY APPLICANT ........................................................................................... 22

5 APPROVAL MECHANISM: FINAL APPROVAL (DTO) ................................................ 23

6 GETTING THE CERTIFICATE FOR REGISTRATION OF SOCIETIES ........................ 30

List of Figures

Figure 1: West Bengal eDistrict Login Page .................................................................................. 11 Figure 2: Home Page .................................................................................................................... 12 Figure 3: List of Pending Applications for Registration of Societies .............................................. 12 Figure 4: Applicant’s Data ............................................................................................................. 13 Figure 5: Application Form ............................................................................................................ 13 Figure 6: Supporting Documents ................................................................................................... 14 Figure 7: Action History ................................................................................................................. 14 Figure 8: Check List and Action ..................................................................................................... 15 Figure 9: Work Flow Acknowledgement ........................................................................................ 16 Figure 10: Home Page for District Level Treasury Officer............................................................. 17 Figure 11: Pending Applications for Registration of Societies ...................................................... 17 Figure 12: Applicant’s Data ........................................................................................................... 18 Figure 13: Application Form .......................................................................................................... 18 Figure 14: Supporting Documents ................................................................................................. 19 Figure 15: Action History ............................................................................................................... 19 Figure 16: Check List and Action................................................................................................... 20 Figure 17: Work Flow Acknowledgement ...................................................................................... 21 Figure 18: Home Page for District level Treasury Officer .............................................................. 23 Figure 19: Pending Applications for Registration of Societies ...................................................... 23 Figure 20: Applicant’s Data ........................................................................................................... 24 Figure 21: Application Form .......................................................................................................... 24 Figure 22: Supporting Documents ................................................................................................. 25 Figure 23: Action History ............................................................................................................... 25 Figure 24: Check List and Action................................................................................................... 26 Figure 25: Work Flow Acknowledgement ...................................................................................... 27 Figure 26: PDF Sign ...................................................................................................................... 28 Figure 27: Certificate for PDF Sign................................................................................................ 29 Figure 28: Successful PDF Sign .................................................................................................... 29 Figure 29: Digitally Signed Certificate for Registration of Societies .............................................. 30

West Bengal eDistrict

Registration of Societies

CMC Limited Confidential Page: 8 of 30 Version No.: 0.3 06 April 2014

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 process of Firms, Societies & Non-Trading Services of concerned district that is presently done manually. Scope of the system mainly includes Registration of Firms, Societies and Non-trading Corporation. System will be implemented at following places for the purpose

CSC

Kiosk Centers

DM Offices

Approval of the application will be done at the Registrar’s office / District Level Treasury Office / Additional Treasury Office / DM office of concern District. Certification will be generated either from CSCs, Kiosk Center or at the Registrar’s office / District Level Treasury Office / Additional Treasury Office / DM office of concerned District.

1.3 User Role and Access Right

This section describes the roles and access rights of various users that WB eDA supports

Role Access Rights

Create Read Update Delete

Registrar/ District Level Treasury Officer/ Additional Treasury Officer

N/A Able to read / view the submitted request for respective district

Able to approve / reject the submitted request for respective district

N/A

Dealing Assistant N/A Able to read / view the submitted request for respective district

N/A N/A

Kiosk/CSC operator/ Citizen

Able to create new request

Able to read/ view the saved request and its status

Able to update the saved request after the application is sent back

Able to delete the saved request

1.4 Document Usage Description

This User Manual describes the step-wise Registration of Societies in West Bengal eDistrict Application. It explains how the citizen can apply for the Registration of Societies by himself or




with the help of CSC / Kiosk Operator and how the actor (District Level treasury Officer) approve / reject or send back the application after verification by Dealing Assistant.

1.5 Related Documents

Software Requirement Specifications

1.6 Customer Support

The Regional SI Head CMC Limited 28, Camac Street, Kolkata – 700 016

1.7 Acronyms and Abbreviations

ADM(G)

Additional District Magistrate

AIN Application Identification Number

ALC Assistant Labour Commissioner

AR Additional Registrar

ASO Assistant Statistical Officer

BCW

Backward Class Welfare

BCWI Backward Class Welfare Inspector

BDO Block Development Officer

BI Block Inspector

CEO Chief Executive Officer

CSC Common Service Centre

DA Dealing Agent

DTO District Level Treasury Officer

DM District Magistrate

E-District Electronic District

EO Enquiry Officer

ETaal Electronic Transaction Aggregation & Analysis Layer

LWFC

Labour Welfare Facilitation Centre

MMP Mission Mode Project

MSDG Mobile Services Delivery Gateway

RLO Regional Labour Offices

SDC State Data Centre

SDO Sub-Divisional Officer

SMS Short Messaging Service

SRS Software Requirement Specifications

SSDG State e-Governance Services Delivery Gateway

SWAN State Wide Area Network

UAIN Unique Application Identification Number

Webel West Bengal Electronic Industry Development Corporation Limited

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 Applying to Registration of Societies

The Citizen/ Kiosk/ CSC operator can apply for the ‘Registration of Societies’ by logging into the application. After the applicant enters all the necessary information and attaches supporting documents, he/ she will submit the application and receive the AIN (Application Identification Number) for that particular application. The approver will then receive the application and will follow stipulated procedure to approve/ reject / send back the application for correction.

11

3 Getting Started for Approval Mechanism

Approval Mechanism for Registration of Societies involves District Level Treasury Officer (DTO) and Dealing Agent (DA). The Dealing Agent will verify the application and supporting documents. If the application and documents are correct, the DA will forward it to the DTO for further verification. If the application is not correct, the DA will send back the application to the applicant for correction or can reject it with reason. The DTO will verify the application and supporting documents forwarded from the DA. If the application is not correct, the DTO can either reject it or send back to the applicant for correction. If the application is correct the DTO will notify the applicant for correct payment. The applicant will make payment (either online or by offline mode) after receiving the notification from the DTO. If the payment is made by TR challan (offline mode) the DTO will check whether the payment amount is correct or not. If the payment is made correctly, the DTO will approve the application for registration with digital signature. The applicant will be able to view the digitally signed Registration of Societies and will be able to take a print out of the same.

3.1. Approval Mechanism (Dealing Agent)

3.1.1. Login to the Application

In order to log in to the West Bengal eDistrict Application, the user should open an internet browser, type the site 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. 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 user has forgotten the user name or password or both, click Forgot Password.

3.1.2. Home Page

The Home page for Approval Mechanism Application contains section as below:

Pending Applications

12

Figure 2: Home Page

3.1.2.1. Pending Applications

This section will show the number of pending applications for different services. If the user clicks on the pending application link for a specific service, the list of pending applications for that service opens as below:

Figure 3: List of Pending Applications for Registration of Societies

The list of pending applications includes Status of the application, Serial no., AIN, Applicant’s name, Application Date, Due Date and Application Status. Status of the application is represented by flag legends as mentioned below:

Red flag denotes ‘Application Auto-Escalation Period Started’

Yellow flag denotes ‘50% and Above SLA Period Reached’

Green flag denotes ‘Application SLA Period Started’ If the user clicks on the AIN from any row, it is possible to view the details of that application, mentioned as below: Applicant’s Data: This section displays the basic information about the applicant along with the present address, as entered during the application submission. The approver will have to check the data and select the check box for ‘I have seen the given information properly’ in order to proceed to the next step.

13

Figure 4: Applicant’s Data

Application Form: This section displays the information entered by the applicant in the application form. The approver will have to check the data and select the check box for ‘I have seen the given information properly’ in order to proceed to the next step.

Figure 5: Application Form

Supporting Documents: This section displays the details of Supporting Documents attached, including Supporting Documents Type, Supporting Documents Name, Uploaded By and the File uploaded. The approver can download these files if required. The applicant will have to check every supporting

14

document and select the check box for ‘I have seen the given information properly’ in order to proceed to the next step.

Figure 6: Supporting Documents

Action History: If some actions were taken in past for a particular action, this section will display the record. Action History includes Step No., Action By, Date, Action, Remarks and Annexure.

Figure 7: Action History

Check List and Action: The approver can update the Check List and Take the necessary Action for the application from this section. The detail of each subsection is described below:

15

Figure 8: Check List and Action

Check List: This subsection displays the list of supporting documents. The approver can select the check boxes against document names to indicate that these documents have been correctly uploaded. Action: The actor (Dealing Agent) can take an action for the application from the drop-down list of Action field. The actions that can be taken are Forward, Reject and Send Back to Applicant. If the approver selects ‘Reject’ or ‘Send Back to Applicant’, it is mandatory to enter ‘Remarks’. For other actions, ‘Remarks’ is optional. If the user selects ‘Other’ for Remarks, there is an option for manual entry of the remarks. View Check Page: If the approver has selected the check box ‘I have seen the given information properly’ after viewing and checking the Applicant’s Data, Application Form and Supporting Documents then the check boxes against ‘Basic Information Page’, ‘Application Page’ and ‘Supporting Document Page’ will be automatically selected. If one of these check boxes is not selected, then the approver will not be allowed to proceed to the next step. Document Upload: The actor can attach additional documents, if required. To upload a document, select ‘Choose File’. Click on Add New to attach additional files. After the action is complete, the actor should click on Save button. Acknowledgement: After the digital signature is complete, Work Flow Acknowledgement appears showing the action performed by the user. Since, the actor has forwarded the application to District Level Treasury Officer for decision, the acknowledgement message appears accordingly.

16

Figure 9: Work Flow Acknowledgement

17

3.2. Approval Mechanism: Notification for Payment (Registrar / District Level or Additional Treasury Officer)

After the DA forwards the application, the DTO will have to conduct further verification. If the application is not correct, the DTO can either reject it or send back for revision or send back to the applicant. If the application is correct the DTO will accept the application and notify the applicant for correct payment. The DTO has to login to West Bengal eDistrict Application by typing the <site url> in the address bar of an internet browser and entering correct user id and password. The Home Page will appear as below. The actor will have to click on the specific service name (Registration of Societies) for pending applications.

Figure 10: Home Page for District Level Treasury Officer

The list of pending applications is displayed as below.

Figure 11: Pending Applications for Registration of Societies

The list of pending applications includes Status, Serial no., AIN, Applicant’s name, Application Date, Due Date and Application Status. Status of the application is represented by flag legends as mentioned below:

Red flag denotes ‘Application Auto-Escalation Period Started’

Yellow flag denotes ‘50% and Above SLA Period Reached’

Green flag denotes ‘Application SLA Period Started’ If the user clicks on the AIN from any row, it is possible to view the details of that application, mentioned as below:

18

Applicant’s Data: This section displays the basic information about the applicant along with the present address, as entered during the application submission. The approver will have to check the data and select the check box for ‘I have seen the given information properly’ in order to proceed to the next step.




19

Supporting Documents: This section displays the details of Supporting Documents attached, including Supporting Documents Type, Supporting Documents Name, Uploaded By and the File uploaded. The approver can download these files if required. The applicant will have to check every supporting document and select the check box for ‘I have seen the given information properly’ in order to proceed to the next step.





20


Check List: This subsection displays the list of supporting documents. The approver can select the check boxes against document names to indicate that these documents have been correctly uploaded. Action: The actor (DTO) can take an action for the application from the drop-down list of Action field. The actions that can be taken are: Reject, Send for Revision, Send Back to Applicant and Accept for Payment. If the approver selects ‘Reject’, ‘Send for Revision’ or ‘Send Back to Applicant’, it is mandatory to enter ‘Remarks’. For other actions, ‘Remarks’ is optional. If the user selects ‘Other’ for Remarks, there is an option for manual entry of the remarks. View Check Page: If the approver has selected the check box ‘I have seen the given information properly’ after viewing and checking the Applicant’s Data, Application Form and Supporting Documents then the check boxes against ‘Basic Information Page’, ‘Application Page’ and ‘Supporting Document Page’ will be automatically selected. If one of these check boxes is not selected, then the approver will not be allowed to proceed to the next step. Document Upload: The actor can attach additional documents, if required. To upload a document, select ‘Choose File’. Click on Add New to attach additional files. After the action is complete, the actor should click on Save button. Acknowledgement: After the digital signature is complete, Work Flow Acknowledgement appears showing the action performed by the user. Since, the actor has accepted the application for payment, the acknowledgement message appears accordingly.

21


22

4 Payment by Applicant

When an application is accepted for payment, the applicant is automatically notified. The applicant (citizen/ CSC/ kiosk operator) will have to login to the system again by typing the <site url> in the address bar of an internet browser and entering correct user id and password. The applicant can either make online payment or offline payment.

23

5 Approval Mechanism: Final Approval (DTO)

After the applicant makes the correct payment, final approval is done by the DTO. In order to approve an application, the actor (DTO has to login to West Bengal eDistrict Application by typing the <site url> in the address bar of an internet browser and entering correct user id and password. The Home Page will appear as below. The actor will have to click on the specific service name (Registration of Societies) for pending applications.

Figure 18: Home Page for District level Treasury Officer

After clicking on the service name, list of pending applications for Registration of Societies opens as below.

Figure 19: Pending Applications for Registration of Societies

24

Applicant’s Data: This section displays the basic information about the applicant along with the present address, as entered during the application submission. The approver will have to check the data and select the check box for ‘I have seen the given information properly’ in order to proceed to the next step.




25

Supporting Documents: This section displays the details of Supporting Documents attached, including Supporting Documents Type, Supporting Documents Name, Uploaded By and the File uploaded. The approver can download these files if required. The applicant will have to check every supporting document and select the check box for ‘I have seen the given information properly’ in order to proceed to the next step.





26


Check List: This subsection displays the list of supporting documents. The approver can select the check boxes against document names to indicate that these documents have been correctly uploaded. Action: The actor (DTO) can take an action for the application from the drop-down list of Action field. The actions that can be taken are: Approve, Send Back to Applicant for Appropriate Payment. If the approver selects ‘Send Back to Applicant for Appropriate Payment’, it is mandatory to enter ‘Remarks’. For other actions, ‘Remarks’ is optional. If the user selects ‘Other’ for Remarks, there is an option for manual entry of the remarks. View Check Page: If the approver has selected the check box ‘I have seen the given information properly’ after viewing and checking the Applicant’s Data, Application Form and Supporting Documents then the check boxes against ‘Basic Information Page’, ‘Application Page’ and ‘Supporting Document Page’ will be automatically selected. If one of these check boxes is not selected, then the approver will not be allowed to proceed to the next step. Document Upload: The actor can attach additional documents, if required. To upload a document, select ‘Choose File’. Click on Add New to attach additional files. After the action is complete, the actor should click on Save button.

27


PDF Signer: In order to sign the generated PDF, the final approver (DTO) will have to click ‘for sign the generated PDF’ link in the Work Flow Acknowledgement. The certificate with ‘PDF sign’ button appears as below:

28

Figure 26: PDF Sign

When the approver clicks on ‘PDF Sign’ button, the list of certificates appears as below. The approver will have to select the appropriate certificate and click on ‘Sign’ button.

29

Figure 27: Certificate for PDF Sign

After PDF sign is done, success message appears as below:

Figure 28: Successful PDF Sign

The actor will have to click on ‘OK’ to generate the digitally signed certificate for ‘Registration of Societies’.

30

Figure 29: Digitally Signed Certificate for Registration of Societies

6 Getting the Certificate for Registration of Societies

The applicant can view the digitally signed certificate after approval by clicking on Approved Application in the Home page. The certificate for Registration of Societies can be downloaded only once. It is also possible to take a print out of the certificate, as required.