WEB BASED ENTERPRISE SYSTEM FOR UTTAR PRADESH FOREST CORPORATION

WEB BASED ENTERPRISE SYSTEM FOR UTTAR PRADESH FOREST

CORPORATION

THE SETTING

Primary objective / Schema for the Project :

Automate all the manual processes

Integrate the entire operation

User friendly and error free

MIS Reports generation in a well-organized form

Ease of updating records

Intelligent Complaint-Redress System

The Transcend Web based n-tier E-Governance System is an online software application suite with all inherent security features apart from role based accessibility and state-of-the-art administrative features covering all the functions of a large enterprise.

Covering almost all functions and operations, our E-Governance System shall enable Forest Department to have better control over resources. Information is generated, shared and exchanged through these different modules of the system.

PSTN

GSMInternet/

VPN

LAN

LAN LAN LAN LAN

User

User

UserHead Office

ZO RO DLO DSO Unit

OfficeUnit Office

Application

Server

DBServer RAS

Application

Server

DBServer

RAC

RAC

LAN

Depot

ARCHITECTURE

Lots or Sale list

Forest Corporation(Divisional Logging

Office)

Lots or Sale list

Zonal office

Lots or Sale list

Workflow of UPFC, Lucknow

Forest Department

Reve

nue

Reve

nue

Roya

lty

Head Office (MD)

Lots or Sale list

Lots or Sale list

Divisional Logging Office

Lots or Sale list

Section Office

Lots or Sale list

Regional Office

Unit office

Form 1.1Form 2.1

Work Description

Form 2.1 Sale Depot

Divisional Sale Office

Form 3.4Form 3.5Form 4.1Form 4.2Form 4.4Form 4.5

Work Description

Reve

nue

Reve

nue

Work Description

Reve

nue

Sale Depot

Work Description

MODULES PRESENTED

The different modules of E-Governance System are: Logging Management Depot/Godown Management Forest Inventory Management Sales & Marketing Tendu Patta Tender Tendu Leaf Personnel System Online Leave System EPF Trust Financial Accounting & Budgeting System Asset Management System Stores & Purchase Tour Program and TA Bill Legal Mgt. System Library Vehicle Management System File Tracking System DAK Monitoring/Letter tracing E-Notesheet

UPFC USER CREDENTIALS Login details are created for all users of the

system Unique user name for every user Privileges allocated accordingly Singe sign-on system

The login screen is visible as follows:

Once the user has logged in, all the modules are populated based on rights.

Modules are divided according to various departments and functionalities for ease of use and transparency

DISCUSSION OF MODULES:

1.LOGGING MANAGEMENT

PURPOSE:

Logging management deals in the cutting/felling, logging and transportation of forest produce. The process of production varies according to various forest produce group such as Timber, Bamboo, Tendu leaf, Herbs, Grass etc.

It consists of following main tasks:o Marking of Timber.o Sale list (Lots) creation.o Volume calculation.o Royalty calculation.o Formation of Unit for cutting and transportation of forest product.o Creation of Logging plan.o Creation of Transportation plan.o Production at Unit Office.o Transportation to Depot.o Various MIS report generation related to logging.

The following screen shows the form for sale list of Timber

The website has been designed in both English and Hindi and can be viewed as per user preference in either language.

By simply clicking on the Hindi check box on the top right corner of the screen , the form is populated in Hindi

SALE LIST OF TIMBER(HINDI)

MARKING REGISTER REPORT

SALE LIST REPORT

VOLUME AND ROYALTY CALCULATIONS The volume of the produce which is felled

and collected is calculated for purpose of sale .

Royalty is paid by the corporation to the forest Department U.P for the process of cutting and selling of produce and the reports can be generated

FORM FOR VOLUME AND ROYALTY CALCULATION OF TIMBER

DETAILED REPORT OF VOLUME AND ROYALTY CALCULATION

ROYALTY CALCULATION

LOGGING PLAN

LOGGING PLAN (CONTD)

LOGGING PLAN REPORT

Various forms have been created as per requirements for production of various species of produce and also the movement of the same to and from the depot(Ravanna)

Reports can be generated for all the forms

In the following slides u will see the production and ravanna of timber and the consolidated report generated

for ease of tracking

PRODUCTION OF TIMBER -FORM

PRODUCTION OF TIMBER: FORM (CONTD)

PRODUCTION REPORT

RAVANNA OF TIMBER FORM

RAVANNA REPORT

2.DEPOT MANAGEMENT

PURPOSE Depot/Godown management deals with the stocking of forest produce

before and after its sale.

Following are the list of activities involved in Depot/Godown management:o Entry of Depot/Godown Import Register.o Initial information of forest produce reached at depot.o Entry in receipt registers of forest produce at depot.o Separate plot creation for each species at depot.o Stack is created for same length, same diameter class, same species

and same grade to sale the forest produce. o Creation of Sale list (Lots) which consists of many stack.o Final Sale List Creation.o Creation of Sale Register with Lot history after sale.o Work Order or Information to party about approved lot.o Approval letter for disposal of sold forest produce.o Issue Ravanna to party after taking payment.o Update stock register.o Creation of various MIS related to Depot/Godown stock.

RECEIVING REGISTER AT DEPOT

REPORT OF RECEIVING REGISTER AT DEPOT

PRE SALE LIST CREATION

FINAL SALE LIST REPORT

3.SALES

PURPOSE This module deals with the creation/execution of sales process

for various group of forest produce This module includes following main tasks:

Tender/Auction Date opening. Lot creation for sale. Floor price creation of listed lot. Bidding. Sold lot approval. Intimation to party regarding approved lot. Payment collection from Party. Sale bill/Tax bill generation. Tax Challan creation. Sale Value report generation. MIS of Tax and Sale.

The following slide shows the Pre Sale List of Timber

PRE SALE LIST OF TIMBER

DETAIL REPORT OF SALELIST WITH FLOOR PRICE

AUCTION REGISTER

AUCTION REPORT

LOT APPROVAL AFTER SALE

LOT APPROVAL AFTER SALE(CONTD)

LOT POWER SUMMARY

APPROVAL SUMMARY

GENERATE TAX/ SALE INVOICE

GENERATE TAX/ SALE INVOICE (CONTD)

INVOICE

SALE RECEIPT

SALE RECEIPT(CONTD)

TAX RECEIPT

EXIT PERMIT

EXIT PERMIT(CONTD)

EXIT RAVANNA

EXIT RAVANNA REPORT

4.FINANCIAL ACCOUNTING

PURPOSE This module looks after all financial aspects of

Department including incomes, expenses, revenue generation, cash and bank related transactions

Finance module shall have the following capabilities:o Receipt / Payment of cheques, drafts, pay orders etc. from /to

various sourceso Journal and Contra Entryo Generation of Ledger, cash book and bank booko Bank reconciliation statement o Generation of Trial Balance , Profit &Loss Account and Balance

Sheeto Integration of Accounting with various activities like Salary

Posting , Revenue from sales , Expenditure ,Budget and other financial activities

BANK RECEIPT VOUCHER FORM

BANK RECIPT REPORT

BANK RECIPT VOUCHER REPORT

BANK PAYMENT VOUCHER

BANK PAYMENT VOUCHER REPORT

JOURNAL VOUCHER

JOURNAL VOUCHER REPORT

LEDGER

LEDGER ENTRY REPORT

CASH BOOK

CASH BOOK REPORT

BANK BOOK

BANK BOOK REPORT

BALANCE SHEET

BALANCE SHEET REPORT

SALARY POSTING

SALARAY POSTING REPORT

SEARCH FOR LOGGING PAYMENT DETAILS-DATA COMES FROM LOGGING MODULE

LOGGING PAYMENT DETAILS REPORT

5.BUDGET

PURPOSE Budget is a quantitative expression of a plan for a

defined period of time. It may include planned sales volumes and revenues, resource quantities, costs and expenses, assets, liabilities and cash flows

The Budget module comprises of the following:o Production and Disposal of the final productso Capital Expenditureo Budget for the various types of forest groups: 1.Social Forest 2.Reserve Forest

3.Tendu Patta 4.Bamboo

CAPITAL EXPENDITURE BUDGET REQUEST FORM

CAPITAL EXPENDITURE BUDGET REQUEST FORM(CONTD)

PROJECTED BUDGET REPORT FOR THE CURRENT FINANCIAL YEAR

6.PERSONNEL AND TOUR PROGRAMME

PURPOSE In these modules, we take care of the entire HR practices,

like the payroll, salary slips, and detailed bank statement to be sent to the bank, PF and ESI, and conveyance as per the vouchers.

The Various Reports in this module : o Manage Employee(s) data to process Salary and create login id’s

for different locations.o Employee(s) listo Monthly salary registero Monthly salary slipo Monthly GPF statuso Monthly Earning reporto Monthly Deduction Statuso Monthly Income Tax statuso Monthly Insurance Statuso Monthly Bank Statuso Employee (s) Annual Salary Status

EMPLOYEE MASTER:LIST OF EMPLOYEES AND DETAILS OF PARTICULAR EMPLOYEE LIKE PERSONNEL INFO, SALARY STRUCTURE.

EMPLOYEE MASTER (CONTD)

EMPLOYEE SEARCHING POSSIBLE ON VARIOUS PARAMETERS LIKE EMPLOYEE CODE EMPLOYEE NAME , DESIGNATION ETC

SALARY REPORT/REGISTER

SALARY SLIP: - CLICKING ON PREVIEW BUTTON WILL GENERATE THE SALARY SLIP.

MONTHLY SALARY REGISTER

EMPLOYEE LIST :- HERE WE CAN SEE THE LIST OF EMPLOYEES DESIGNATION WISE

EMPLOYEE LIST (CONTD)

TOUR PROGRAM AND TA BILLS

PURPOSE

TOUR PROGRAM

Officers of UPFC undertake various tours of the divisions, section offices, and units under their jurisdiction to ensure and observe whether there is smooth operation of all processes and to motivate their employees. Tours are also undertaken by officers of the corporation to various other locations within India and also in a global context for conferences, meetings and various other developmental agendas.

The functionalities in this module include:o Creation of tour programo View the pending, approved, in-process and completed tour programs.o Generate reports for all tour programs.

TA BILLS:  Once a tour is undertaken and completed, the expenses

incurred during the tour is submitted in the form of Travel Allowance Bills (TA Bills)

The TA Bills are sent for approval to the respective authorities and once the go –ahead is obtained from the authority it is sent for Pre-Audit.

After the pre-audit of the bill and getting a green signal it is sent to the respective head for sanction and the to the accounts department for payment of the same.

 Our module covers all functionalities from creation of the TA

bill to its approval.

TOUR PROGRAM CREATION

PENDINGTOUR PROGRAM

TOUR PROGRAM REPORT GENERATION

TA BILL CREATION

TA BILL CREATION(CONTD)

TA BILL

7.TENDU LEAF AND TENDU LEAF TENDER PROCESS

PURPOSE The Tendu plants are pruned in the months of February and

March and the mature leaves are collected after about 45 days. The leaves are collected in bundles of 50 to 100 leaves

The smallest unit of Tendu leaves is a bundle

The processing of Tendu leaves is divided into following modules:o Tendu leaves Collection / Plucking Center Activity.o Tendu leaves Storage / Pre Sale Activities at Godown. o Sales Centre Activities.o Post Sale Activities.o Godown Inventory.o Incentive to Collectors/ Pluckers

Major parts of sales are being done through Tender and minor parts of sales are being done through Auction.

Tendu Leaf Tender : Tender includes following key activities: Tender committee creation Finalization of lots for tender. Opening of Tender. Advertisement of Tender. Distribution of Tender Forms. Financial Bid Cutoff rate. List of qualified Bidders lots wise. Payment Details after adjustment of EMD with Highest Bid lots. Lot wise / Party wise highest bid details Tied Bid process Final approval of Bid for lots. List of outstanding lots after unsuccessful bid. EMD details of disqualified party. Various other reports.

TENDU LEAF COLLECTION

BAG NUMBER GENERATION

BAG SEND PROCESS

PRODUCTION OF TENDU LEAF

RAVANNA OFTENDU LEAF

CASH PAY ORDER GENERATION

DIVISION WISE BONUS DETAILS

PAY ORDER GENERATION

TENDU LEAF TENDER PROCESS: TENDER CONFIGURATION

PARTY DETAILS

PARTY WISE &LOT WISE TENDER DETAILS

INVALID BIDDER PROCESS

PAYMENT DETAIL AFTER EMD ADJUSTMENT

LIST OF DISQUALIFIED HIGHEST BIDDER

FINAL APPROVED LOTS

EMD DETAILS OF DISQUALIFIED PARTY

COMPARITIVE STATEMENT

8.E-NOTESHEET

PURPOSE E-Notesheet is the digitized version of the note sheet register

maintained by the UP forest department. A notesheet or register is used for any request from the immediate or subsequent higher authorities and it has the provision for any remarks and changes to be done before the approval of the same. All the remarks are saved and action done on them and the action taken is documented before it is passed for approval again.

In the e-notesheet developed for the UPFC the following actions can be taken :o View all notesheets sent for approvalo Remarks done by various officers on the same notesheeto Status of the e-notesheets pending.o Archive of all e-notesheets.o Forwarding of an e-notesheet in case the need for approval by an higher

authority is recognized.o Forwarding an e-notesheet along with the forward status.o Reports of pending notesheets ,the same can be printed as an pdf document

CREATION OF NEW E-NOTESHEET

CREATION OF NEW E-NOTESHEET (CONTD)

E-NOTESHEET STATUS

E-NOTESHEET ARCHIVE

E-NOTESHEET FORWARD

E-NOTESHEET PENDING REPORT

FORWARDED E-NOTESHEET STATUS

FORWARDED E-NOTESHEET STATUS (CONTD)

E-NOTESHEET REPORT

E-NOTESHEET REPORT(CONTD)

9. STORE & PURCHASEASSET MANAGEMENT

PURPOSE

This module will automate the procurement and inventory part of the Department. It will follow the process once purchase order has been generated then the material will be taken in after the physical inspection.

Once the material has been taken in then it can be issued to department or even to individuals. This is as same for Asset Management, only it contains a unique serial no. for each Item.

Following are the functionalities of this moduleo Entry of Items if fixed then serial number allocatedo Create purchase indent o Create purchase ordero Inward Challan cum bill /Invoiceo Inward Challan against P.Oo Direct Purchaseo Requisition of items o Issue of items against requisitiono Direct issue of itemso Stock Reports

ITEM CREATION

PURCHASE INDENT

PURCHASE ORDER FORM

PURCHASE ORDER FORM(CONTD)

PURCHASE ORDER REPORT

CHALLAN CUM BILL / INVOICE

INWARD CHALLAN FORM

INWARD CHALLAN FORM(CONTD)

CASH PURCHASE FORM

CASH PURCHASE FORM(CONTD)

DIRECT ISSUE OF ITEMS

REPORT FOR ITEM STOCK REGISTER

CONSOLIDATE DIRECT ITEM PURCHASE REPORT

ITEM STOCK REGISTER

10.ONLINE AUCTION SYSTEM

PURPOSE The contemporary online auction system of UPSC paves to way for paperless

auction and also for ease to the customers and the corporation alike. In this system all the customers interested in bidding for a particular lot can create their unique login ids. Security amount should be deposited via challan for becoming eligible to bid.

  The sale list is uploaded on the website within a week of their completion.

Bidders can view this to decide for the lots to bid. On the particular day of sale, bidding is allowed between 10 a.m and 5 p.m only. All transactions are done in a cashless mode via Cheque , Draft and direct bank transfers

  The online auction system has the following functional provisions:• Check for the highest bidder• Security check to ensure security deposit has been paid• Security deposit adjusted against the final bid amount• Balance generated in form of invoice• Approval of the final bids by Sales Manager , Regional Managers, General

Manager and MD.• Percentage calculation done based on which approval list sent to the respective

authority• Various MIS forms and corresponding reports generated• In case of disapproval of the highest bidder for any reason , the second highest

bidder is declared as winner• Refund of security amount to all the other non-winning bidders

LOGIN PAGE

WELCOME PAGE

RUNNING AN AUCTION

DELETING AN AUCTION

LIST OF BIDDERS

AUCTION REPORT

UPLOAD AUCTIONS

DETAILS OF BIDS AND OUTBIDS

DISTRIBUTION REPORT

DIVIDED LOTS AND LOTS FOR APPROVAL

SECURITY AMOUNT

REFUND REPORT

10.MIS REPORTS

CONSOLIDATED RAVANNA REPORT

BUDGET ALLOTMENT & EXPENSE REPORT DDOWISE

REVENUE CASH BOOK REPORT

REVENUE CASH BOOK REPORT

REVENUE UNREMITTED BOOK IN MD ACCOUNT

REVENUE UNREMITTED BOOK IN DSM ACCOUNT

CONSOLIDATE SALELIST REPORT WITH FLOOR PRICE